ATTACHMENT 3
ATTACHMENT 3
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging, Inc. This information shall not be published, communicated, disclosed or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written consent of ECS Imaging, Inc. Management. 1 Statement of Work
City of Manteca
Contract Amendment
<Title>
Scope Description
The scope of this project consists of the creation of (1) a contract routing process using Laserfiche Forms and Workflow and installation of OneSpan for signature capture. The process will involve 7 separate intake forms to collect contract data per contract type, workflow to populate information into the contract document, approval routing for 3 separate conditions, and an integration with OneSpan to allow users to capture signatures. The process will allow users to submit a contract for approval with the option to upload supporting documentation, allow users to edit the contract document, and allow the contracts to automatically push the contract out for signature capture. The process will archive all executed contracts and supporting documentation to the Laserfiche repository with assigned metadata and apply retention.
This process will be for internal City users. Two rounds of revisions are included. Training will be provided to staff on how to use the process. OPTIONAL ITEMS: (2) Provide additional services on file plan configuration for remaining departments. And (3) provide additional services to configure a Request for Destruction and Certificate of Destruction Laserfiche forms process. Two rounds of revisions are included.
Training will be provided to staff on how to use the process.
Scope Definition
The following scope of the project includes:
• Initial Project Planning
o Review of project requirements, project plan creation, timeline development, resource allocation and documentation
• Business Process Configuration
o Create contract workflow
▪ Create 7 Laserfiche Forms for the following contract types:
• Amendment
• Professional Design Services Agreement
• Professional Services Agreement
• Construction Contract
• Short Form Public Works Agreement
• Software Services Agreement
• Other – This option is if the City has a contract filled out and just needs to be routed for approval
▪ All forms, excluding the Other type, must embed iFrame of Laserfiche repository so users can update contract in a Word.doc format during approval process ▪ All forms must allow the option to upload supporting documents, i.e. Insurance ▪ All forms must route to one of the 3 routing options:
• <$10,000 and if it’s a Clerk Contract
o Clerk Staff QC
o City Clerk
o City Attorney – must have ability to add Approved As To Form stamp
▪ Routing will send to s specified City Attorney based on department
ATTACHMENT 3
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging, Inc. This information shall not be published, communicated, disclosed or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written consent of ECS Imaging, Inc. Management. 2 Statement of Work
City of Manteca
Contract Amendment
<Title>
o Risk Management
o HR Department Head
o Finance
o Finance Department Head
o City Clerk (final approval)
o Email notification sent to Clerk to send contract to DocuSign o Executed contract archived in Laserfiche
• <$10,000
o Clerk Staff QC
o Department Head
o City Attorney – must have ability to add Approved As To Form stamp
▪ Routing will send to s specified City Attorney based on department
o Risk Management
o HR Department Head
o Finance
o Finance Department Head
o City Clerk (final approval)
o Email notification to Clerk to send contract to DocuSign o Department Head signs in DocuSign
o Executed contract archived in Laserfiche
• ≥$10,000
o Clerk Staff QC
o Dept. Head
o City Attorney – must have ability to add Approved As To Form stamp
▪ Routing will send to s specified City Attorney based on department
o Risk Management
o HR Department Head
o Finance
o Finance Department Head
o City Clerk (final approval)
o Email notification to Clerk to send contract to DocuSign o City Manager signs in DocuSign
o Executed contract archived in Laserfiche
o Additional rounds of updates to include:
▪ 2 additional rounds of Department liaison and staff comments for all contract templates, including updates to workflow routing, templates fields, and contract templates.
▪ 2 additional rounds of senior management comments for all contract templates, including updates to workflow routing, templates fields, and contract templates.
ATTACHMENT 3
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging, Inc. This information shall not be published, communicated, disclosed or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written consent of ECS Imaging, Inc. Management. 3 Statement of Work
City of Manteca
Contract Amendment
<Title>
▪ Final touch ups and go live preparation
• Software Installation and Configuration
o Install and Configure OneSpan
▪ Install and configure OneSpan with Laserfiche
▪ Additional rounds of updates for OneSpan configuration to include:
• Update signature anchors for contract template updates • OPTIONAL: Include consultant questionnaire for Professional Services contract
• Training
o Business Process Specific Training
▪ Contract Workflow – how to submit, how to approve, search and retrieval in Laserfiche repository
• Project Management
o Professional project management services from ECS
▪ Project plan development
▪ Project status updates
o Documentation
▪ Scope and Requirements documentation
▪ Training Instructions
▪ Business Requirements documentation
Optional Services
• Optional Services
o File Plan
▪ Services to assist with additional updates to current file plans o Request for Destruction Form and Certificate of Destruction Form ▪ Request for Destruction Form
• Department liaisons fill out the form for request for destruction with their inventory of records
• Department Head reviews and approves; If rejected it goes back to dept. liaison for corrections
• City Clerk reviews and approves; If rejected it goes back to dept. liaison for corrections
o Request number will auto generate
• City Attorney reviews and signs (LF signature); If rejected it goes back to dept. liaison for corrections
• City Clerk completes final review and signs (LF signature) ▪ Certificate of Destruction
• After Request for Destruction final Clerk review, Laserfiche will automatically send the Department Liaison the Certificate of Destruction form
• Department Liaison signs the Certificate of Destruction form (LF signature)
ATTACHMENT 3
This information is confidential and proprietary to ECS Imaging, Incorporated. The intent is only for the customer and the information contained herein (the 'Proprietary Information') is highly confidential and proprietary to and constitutes trade secrets of ECS Imaging, Inc. This information shall not be published, communicated, disclosed or divulged to any person, firm, corporation or other legal entity, directly or indirectly, without the prior written consent of ECS Imaging, Inc. Management. 4 Statement of Work
City of Manteca
Contract Amendment
<Title>
• City Clerk signs the Certificate of Destruction form (LF signature); Forms archive to Laserfiche repository
Project Duration
The total project duration is estimated to take between 9 to 12 weeks depending on several factors including but not limited to: resource availability, a delay in requirements, hardware limitations, scheduling, and other factors from both ECS and the Client.
Items Out of Scope
The scope of this project does not include the following:
• ECS acquisition of server or workstation hardware
• Costs associated with troubleshooting OS or hardware issues related to the workstations or servers
• Resolving any issues not related to Laserfiche, including but not limited to Windows permissions, network permissions, network hardware, server or client hardware, or other 3rd party infrastructure hardware or software
• Any services not explicitly defined in the statement of services • This Statement of Work is based on the City’s current contract templates. Changesto the contract templates during project configuration will require additional Professional Services. *Any items out of scope will be considered as separate labor from the services agreed upon for this project and may require additional approval and review before proceeding. The project’s primary requirements take precedence over any additional items requested that are out of scope to maintain the project timeline and ensure deliverable expectations are met.
ATTACHMENT 3