HomeMy WebLinkAboutReso 2005-844
RESOLUTION NO. 2005- <2>44_
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING A DOCUMENT
IMAGING SERVICES AGREEMENT WITH R & S INTEGRATED
PRODUCTS AND SERVICES, IN AN AMOUNT NOT TO EXCEED SIX
HUNDRED THOUSAND DOLLARS ($600,000.00), A TT ACHED HERETO
AS EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE SAID
AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL
THINGS NECESSARY TO EFFECTUATE THE TERMS OF THE
AGREEMENT; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach ("City") is in need of professional document
imaging services for the storage and retrieval of archival, long-term, and permanent records; and
WHEREAS, the Lee County School District issued Request for Proposals No. 6211 for
the creation of a document imaging and electronic document management system; and
WHEREAS, Lee County School District Request for Proposals No. 6211 was awarded to
R& S Integrated Products and Services, Inc. ("R & S"); and
WHEREAS, the City wishes to enter into an agreement with R& S utilizing the same
terms and conditions as Lee County School District Request for Proposals No. 6211; and
WHEREAS, R & S has agreed to extend the same terms and conditions to the City and
has submitted a proposal for services, in the amount of Six Hundred Thousand Dollars
($600,000), which is attached hereto as Exhibit "A",
WHEREAS, the R& S proposal also includes an option for additional maintenance and
support services at a cost of Eighteen Thousand Dollars ($18,000.00) per year and subject to a
maximum increase of no more than 7% per year.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The Document Imaging Services Agreement with R & S
Integrated Products and Services, Inc., attached hereto as Exhibit "A", in an amount not to
exceed Six Hundred Thousand Dollars ($600,000), be and the same, is hereby approved.
Section 2. Authorization of Mayor. The Mayor is hereby authorized to execute said
Agreement.
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Agreement.
Section 4.
Effective Date. This Resolution will become effective upon adoption.
R2005 - Laserfiche Document Imaging Agrmt W-R & s
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PASSED AND ADOPTED this 11th day of October 2005.
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':" 'oj ~e, A. H,nes, Cj~ Clerk
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APPROVED AS TO FORM
AND LEGA C ENCY:
Moved by:
C1Y'Nw\\s.~\ D~ =r::6L<QJ~
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Seconded by:
Vote: 5-D
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Iglesias
JL(Yes)
--LLJ.Y es)
jAYes)
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--.klY es)
_(No)
(No)
_(No)
_(No)
_(No)
R2005 - Laserfiche Document Imaging Agrmt W-R & S
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CITY OF SUNNY ISLES BEACH
LASERFICHE DOCUMENT IMAGING SERVICES AGREEMENT
WITH R&S INTEGRATED PRODUCTS & SERVICES, INC.
CONTRACT NO. C0506-006
THIS SERVICE AGREEMENT made and entered into this Il~ day of
()c.. 40 bee 2005, by and between the CITY OF SUNNY ISLES BEACH,
FLORIDA, a municipal corporation of the State of Florida, (hereinafter referred as to "City")
and R&S Integrated Products and Services, Inc., a Florida corporation, authorized to do
business in the State of Florida, (hereinafter referred to as "Contractor"), whose Federal I.D.# is
59-3209124 .
RECITALS
WHEREAS, the School District of Lee County, Florida ("SDLC") issued Request for
Proposals No. 6211 for the creation of its document imaging and electronic document
management system ("Services"); and
WHEREAS, Contractor submitted a bid to provide Services and was awarded a contract
to provide said Services to SDLC; and
WHEREAS, the City is in need of a contractor to provide said Services; and
WHEREAS, pursuant to the City's procurement code provisions, purchases made under
state, county or other governmental contracts or competitive bids with other governmental
agencies shall be exempt from the City's competitive bidding procedures; and
WHEREAS, the Contractor is qualified, willing and able to provide the desired Services
for the City at the same rate, terms and conditions set forth herein; and
WHEREAS, the City wishes to employ Contractor to provide Services more particularly
described in shown in Exhibit "A" attached hereto and made a part hereof.
NOW THERFORE, in consideration of the premises and the mutual covenants herein
named, the parties hereto agree as set forth below:
1. RECITALS. The recitals set forth above are hereby incorporated into this Agreement
and made a part of hereof for reference.
2. SERVICES TO BE PERFORMED. Contractor shall perform the following Services
more particularly described in shown in Exhibit "A" attached hereto and made a part hereof:
a. the development, installation, configuration and testing of an electronic document
managing system ("EDMS")
b. completion of all training of City personnel for the use of ED MS
c. EDMS maintenance and support for one (1) year after the City's final acceptance
of the EDMS or first production use, whichever occurs first.
The total price for these Services shall not exceed $600,000 payable: _ 0 as invoiced.
Laserfiche Document Imaging Services - R& S Integrated Final
S\B
The rates for support and maintenance for each of the City's department ("Maintenance"), as
indicated in Contractor's proposal and as further clarified in the Technical Support section of
Exhibit B, shall be in the amounts indicated in Exhibit A. The Maintenance costs shall
commence after the completion of each phase indicated in the Scope of Services in Exhibit A.
For example, the Maintenance cost for the portion of the system installed for the Finance
Department shall commence after the installation of the Laserfiche system is complete for the
Finance Department. The total cost of Maintenance during the term of the Agreement shall be
an amount not to exceed $18,000,
In the event that the City elects, in its sole discretion, to continue Maintenance beyond the term
of the Agreement, then the annual total cost of Maintenance shall be increased in accordance
with increases with the Consumer Price Index, which shall be determined by the last 12 month
unadjusted percentage change in the Consumer Price Index calculated by the Bureau of Labor
Statistics of the U.S. Department of Labor. Such Maintenance shall be payable to Contractor
annuall y.
3. TERM. Subject to the provisions relating to the termination of this Agreement as set
forth in Paragraph 10 hereunder, the Services shall commence upon the execution of this
Agreement and the issuance of a purchase order to Contractor and terminate upon completion of
Services, as provided in Exhibit A. Any change in fee, terms or conditions shall be
accomplished by written amendment to this Agreement.
In addition, the City shall have the option to renew the maintenance and support Services for an
additional one-year period, under the same terms, conditions and specifications,
4. COMPENSATION. Payment to Contractor for all charges and tasks under this
Agreement shall be in accordance with this Agreement and the schedule of charges reflected in
Exhibit "A", which fee shall be disbursed on a monthly basis and under the following conditions:
a. Disbursements. There are no reimbursable expenses associated with this
Agreement.
b. Payment Schedule. Invoices received from the Contractor pursuant to this
Agreement will be reviewed by the initiating City Department. If Services have
been rendered in conformity with the Agreement, the invoice will be sent to the
Finance Department for payment. Invoices must reference the contract number
assigned hereto, Invoices will be paid in accordance with the State of Florida
Prompt Payment Act.
c, Availability of Funds. The City's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation for its purpose by the City
Commission.
d, Final Invoice. In order for both parties herein to close their books and records,
the Contractor will clearly state "final invoice" on the Contractor's final/last
billing to the City, This certifies that all Services have been properly performed
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-31 I3 Fax
and all charges and costs have been invoiced to the City. Since this account will
thereupon be closed, any and other additional charges, if not properly included on
this final invoice are waived by the Contractor.
Contractor shall make no other charges to the City for supplies, labor, taxes, licenses,
permits, overhead or any other expenses or costs unless any such expense or cost is incurred by
Contractor with the prior written approval of the City. If the City disputes any charges on the
invoices, it may make payment of the uncontested amounts and withhold payment on the
contested amounts until they are resolved by agreement with Contractor.
Contractor shall not pledge the City's credit or make it a guarantor of payment or surety
for any contract, debt, obligation, judgment, lien, or any form of indebtedness. The Contractor
further warrants and represents that it has no obligation or indebtedness that would impair its
ability to fulfill the terms of this Agreement.
5. UNDISCLOSED CONDITIONS. In the event that undisclosed conditions are
discovered during the performance of this Agreement, the City shall have the right to cancel this
Agreement upon thirty (30) days written notice to Contractor. Upon termination, the City may
re-bid the project if the Contractor fails to perform under this Agreement due to the undisclosed
conditions.
6. INDEPENDENT CONTRACTOR RELATIONSHIP. The Contractor is an
independent contractor and shall be treated as such for all purposes. Nothing contained in this
Agreement or any action of the parties shall be construed to constitute or to render the Contractor
an employee, partner, agent, shareholder, officer or in any other capacity other than as an
independent contractor other than those obligations which have been or shall have been
undertaken by the City. Contractor shall be responsible for any and all of its own expenses in
performing its duties as contemplated under this Agreement. The City shall not be responsible
for any expense incurred by the Contractor. The City shall have no duty to withhold any Federal
income taxes or pay for Social Security and that such obligations shall be that of the Contractor,
other than those set forth in this Agreement. Contractor shall furnish its own transportation,
office and other supplies as it determines necessary in carrying out its duties under this
Agreement.
7. INSURANCE. Contractor shall, at its sole cost and expense, during the period of any
work being performed under this Agreement, procure and maintain the following minimum
insurance coverage to protect the City and Contractor against all loss, claims, damage and
liabilities caused by Contractor, its agents, subcontractors or employees, as indicated below and
as provided in Attachment "B", which is made a part hereof and is incorporated by reference
herein.
Cl Comprehensive General liability insurance -- including broad form contractual
liability coverage for all operations, including, but not limited to, contractual,
products, and completed operations, personal injury and property damage liability
with limits of One Million Dollars ($1,000,000) combined single limit
occurrence.
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
Cl Workmen's Compensation, with no less than $100,000 for Employer's Liability.
Said coverage shall include a waiver of subrogation in favor of the City, its
agents, employees and officials.
Cl Errors and Omission -- Contractor shall carry a minimum of $500,000 coverage
for errors and omissions,
Q Business Automobile Liability which shall include coverage for all owned, non-
owned and hired vehicles for limits of not less than $500,000 per occurrence,
Combined Single Limit or its equivalent.
Insurance required of the Contractor shall be primary to, and not contribute with, any
insurance or self-insurance maintained by the City.
Such insurance shall not diminish Contractor's indemnification and obligations
hereunder, The insurance policy(ies) shall be issued by companies authorized to do business
under the laws of the State of Florida and acceptable to the City. Prior to the execution of the
Agreement, and at any time upon request, Contractor shall furnish to the City certificates
of insurance evidencing the minimum required coverage and shall be appropriately
endorsed for contractual liability, with the City named as additional insured. All policies
shall contain a waiver of subrogation endorsement. All policies and certificates shall be in forms
and issued by insurance companies acceptable to the City's Risk Management Department. All
insurance policies and certificates of insurance shall provide that the policies may not be
canceled or altered without thirty (30) days prior written notice to the City, The City reserves the
right from time to time to change the insurance coverage and limits of liability required to be
maintained by Contractor hereunder.
Contractor shall also require and ensure that each of its subcontractors providing Services
hereunder (if any) procures and maintains, until the completion of the Services, insurance of the
types and to the limits specified herein.
ANY EXCEPTIONS TO THE INSURANCE REQUIREMENTS IN THIS
SECTION MUST BE APPROVED IN WRITING BY THE CITY.
8. OWNERSHIP OF DOCUMENTS AND EQUIPMENT. All documents prepared by
the Contractor pursuant to this Agreement and related Services to this Agreement are intended
and represented for the ownership of the City only, Any other use by Contractor or other parties
shall be approved in writing by the City.
Contractor shall deliver to the City for approval and acceptance, and before being eligible
for final payment or any amounts due, all documents and materials prepared by, and for, the City
under this Agreement. '
All oral and written information not in the public domain or not previously known, and
all information and data obtained, developed or supplied by the City, or at its expense, will be
kept confidential by the Contractor and will not be disclosed to any other party, directly or
indirectly, without the City's prior written consent, unless required by a lawful order, All
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
drawings, maps, sketches, programs, data base, reports and other data developed or purchased
under this Agreement for, or at the City's expense, shall be and remain the City's property and
may be reproduced and reused at the discretion of the City,
The City and Contractor shall comply with the prOVISIOns of Chapter 119, Florida
Statutes (Public Records Law),
All covenants, agreements, representations and warranties made herein, or otherwise
made in writing by any party pursuant hereto, including, but not limited to, any representations
made herein relating to disclosure or ownership of documents, shall survive the execution and
delivery of this Agreement and the consummation of the transactions contemplated hereby,
9. INDEMNIFICATION. Contractor agrees to indemnify and hold harmless, the City, its
officers, agents, and employees from, and against any and all claims, actions, liabilities, losses
and expenses including, but not limited to, attorney's fees for personal, economic or bodily
injury, wrongful death, loss of or damage to property, at law or in equity, which may arise or
may be alleged to have risen from the negligent acts, errors, omissions or other wrongful conduct
of the Contractor, agents or other personal entity acting under Contractor's control in connection
with the Contractor's performance of Services pursuant to this Agreement and to that extent the
Contractor shall pay such claims and losses and shall pay all such costs and judgments which
may issue from any lawsuit arising from such claims and losses including wrongful termination
or allegations of discrimination or harassment, and shall pay all costs and attorneys' fees
expended by the City in defense of such claims and losses including appeals, The parties agree
that ten percent (I 0%) of the total compensation is a specific consideration from the City to the
Contractor for this indemnity.
10. TERMINATION.
a. If, through any cause within the reasonable control the Contractor shall fail to fulfill in a
timely manner or otherwise violate any of the covenants, agreements or stipulations material to
this Agreement, the City shall have the right to terminate the Services then remaining to be
performed. Prior to the exercise of its option to terminate for cause, the City shall notify the
Contractor of its violation of the particular terms of the Agreement and grant Contractor three (3)
days written notice to cure such default. If the default remains uncured three (3) days after the
City's notice, the City may terminate this Agreement.
1. In the event of termination, all finished and unfinished documents,
data and other work product prepared by Contractor (and
subcontractor(sD shall be delivered to the City and the City shall
compensate the Contractor for all Services satisfactorily performed
prior to the date of termination, as provided in Paragraph 4 herein.
11. Notwithstanding the foregoing, the Contractor shall not be relieved of
liability to the City for damages sustained by it by virtue of a breach of
the Agreement by Contractor and the City may reasonably withhold
payments to Contractor for the purposes of set-off until such time as
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
the exact amount of damages due the City from the Contractor IS
determined.
111. After receipt of a Termination Notice and except as otherwise directed
by the City, the Contractor shall:
I. Stop work on the date and to the extent specified.
2. Terminate and settle all orders and subcontracts
relating to the performance of the terminated work,
3. Transfer all work in process, completed work and
other materials related to the terminated work to
the City,
4. Continue and complete all parts of that work that
have not been terminated.
b. Termination for Convenience of City. The City may, for its convenience and
without cause, terminate the Services then remaining to be performed by providing thirty (30)
days notice.
c. Termination for Insolvency. The City also reserves the right to terminate the
remaining Services to be performed in the event the Contractor is placed either in voluntary or
involuntary bankruptcy or makes any assignment for the benefit of creditors.
11. ASSIGNMENTS. TRANSFERS. SUBCONTRACTING, The Contractor shall not
subcontract, assign or transfer any work under this Agreement without the prior written consent
of the City. Should the Contractor subcontract any Services under this Agreement, it shall be
done with continued liability for the Contractor. The Contractor shall remain responsible for
Services, responsibilities and liabilities of any person or entity acting under Contractor.
12. TIME OF COMPLETION. The Services to be rendered by the Contractor shall be
commenced upon execution of this Agreement and shall be completed when Services are
completed as provided in the exhibits, A reasonable extension of time shall be granted in the
event the work of the Contractor is delayed or prevented by the City or by circumstances beyond
the reasonable control of the Contractor including weather conditions of acts of God which
render the performance ofthe Contractor's duty impracticable,
13. AUTHORITY TO PRACTICE. Contractor hereby represents and warrants that it has
and will continue to maintain all licenses and approvals required to conduct its business and that
it will at all times conduct its business activities in a reputable manner. Proof of such licenses
and approvals shall be submitted to the City prior to commencement of work under this
Agreement.
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City of Sunny Isles Beach 18070 Collins A venue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
14. MODIFICATIONS OF WORK. The City reserves the right to make changes in the
work, including alterations, reductions or additions thereto. Upon receipt of the City's
notification of a contemplated change, the Contractor shall (1) if requested by the City, provide
an estimate for the increase or decrease in cost due to the contemplated change, (2) notify the
City of any estimated change in completion date, and (3) advise the City in writing if the
contemplated change shall affect the Contractor's ability to meet the completion dates or
schedules of this Agreement.
15. COORDINATION OF SERVICES. The City's representative/liaison during the
performance of this Agreement shall be the City Manager, telephone number 305/947-0606.
Contractor shall not respond to requests for Services under this Agreement unless the request is
received directly from the City Manager, or designated personnel. Any requests received from
other City departments/divisions shall be referred to the City Manager's Department
representative designated above. Services performed without authorization by the City
Manager shall be considered unauthorized and shall not be compensated/paid by the City.
16. ARBITRATION. It is the intention of the parties that whenever possible, if a dispute or
controversy arises hereunder then such dispute or controversy shall be settled by arbitration in
accordance with the procedures, rules and regulations of the American Arbitration Association.
The decision rendered by the Arbitrator shall be final and binding upon the parties and judgment
upon the award rendered by the arbitrator may be entered in any court having jurisdiction,
Arbitration shall be held in Miami-Dade County, Florida, The non-prevailing party shall pay all
costs of arbitration and attorneys' fees incurred by the parties or, if neither party prevails on the
whole, each party shall be responsible for a portion of the costs of arbitration and their respective
attorneys' fees as may be determined by the court on confirmation.
17. CONFIDENTIAL INFORMATION. The Contractor shall not, either during the term
of this Agreement or any time for a period of ten (10) years subsequent to that date upon which
the Contractor's Services are completed or terminated, disclose to any person or entity, other
than in the discharge of the duties of the Contractor under this Agreement, any information
which the City designates in writing as "confidential." As a violation by the Contractor of the
provisions of this Section could cause irreparable injury to the City and there is no adequate
remedy at law for such violation, the City shall have the right, in addition to any other remedies
available to it at law or in equity, to enjoin the Contractor in a court of equity for violating such
proVISIOns,
18. NOTICES. All notices and communications hereunder shall be in writing and shall be
deemed given when sent postage prepaid by registered or certified mail, return receipt requested
and, if intended for City to the City Manager, with a copy to Hans Ottinot, City Attorney,
City of Sunny Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida 33160, and, if
intended for Contractor, shall be addressed to R&S Integrated Products and Services, Inc. P.O,
Box 3585, Lakeland, Florida 33802-3585, Attention: Deanna Porter, Vice President. Telephone:
(863) 709-8044; Fax: (863) 709-8330.
19. GOVERNING LAW. The validity of this Agreement and the interpretation and
performance of all of its terms shall be construed and enforced in accordance with the laws of the
State of Florida, without regard to principles of conflict of laws thereof. The location of any
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
action or proceeding commenced under or pursuant to this Agreement shall be in Miami-Dade
County, Florida.
20. AUDIT. The Contractor shall make available to the City or its representative all required
financial records associated with the Agreement for a period of three (3) years.
21. NON-DISCRIMINATION. The Contractor agrees to comply with all local and state
civil rights ordinances and with Title VI of the Civil Rights Act of 1984 as amended, Title VIII
of the Civil Rights Act of 1968 as amended, Title I of the Housing and Community Development
Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with
Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and with
Executive Order 11248 as amended by Executive Orders 11375 and 12086.
The Contractor will not discriminate against any employee or applicant for employment because
of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age,
marital/family status, or status with regard to public assistance. The Contractor will take
affirmative action to insure that all employment practices are free from such discrimination.
Such employment practices include but are not limited to the following: hiring, upgrading,
demotion, transfer, recruitment or recruitment advertising, layoff, termination, rates of payor
other forms of compensation, and selection for training, including apprenticeship. The Contractor
agrees to post in conspicuous places, available to employees and applicants for employment,
notices to be provided by the City setting forth the provisions of this non-discrimination clause.
The Contractor agrees to comply with any Federal regulations issued pursuant to compliance
with Section 504 of the Rehabilitation Act of 1973 (29 V.S.C. 708), which prohibits
discrimination against the handicapped in any federally assisted program.
22. CONFLICT OF INTEREST. The Contractor agrees to adhere to and be governed by
the Miami-Dade County Conflict of Interest Ordinance Section 2-11.1, as amended; and by
Sunny Isles Beach Ordinance No. 99-82, as amended, which are incorporated by reference herein
as if fully set forth herein, in connection with the Agreement conditions hereunder.
Contractor covenants that it presently has no interest and shall not acquire any interest, direct or
indirectly that should conflict in any manner or degree with the performance of the Services,
23. CONFLICTING PROVISIONS. The terms and conditions in this Agreement
supersede any other conflicting provisions that are contained in any other document attached
hereto or incorporated by reference.
The following documents are attached hereto and incorporated by reference into this Agreement:
A. Exhibit A- Contractor's proposal to the City
B. Exhibit B- R&S Integrated-Standard Contract, Contract No. 2005-1002, between the
School Board of Lee County, Florida and R&S Integrated Products and Services, Inc.
executed on July 29, 2005
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City of Sunny Isles Beach
18070 Collins Avenue, Sunny Isles Beach, Florida 33160
(305) 947-0606 phone (305) 949-3113 Fax
Where the exhibits make reference to the SDLC, it shall be replaced by the City of Sunny Isles
Beach.
24. MISCELLANEOUS.
a. The rights granted to Contractor hereunder are nonexclusive, and the City reserves the
right to enter into agreements with other persons or firms to perform Services including those
provided hereunder,
b, Contractor and its employees shall promptly observe and comply with applicable
provisions of all published federal, state and local laws, rules and regulations which govern or
apply to the Services rendered by Contractor hereunder, or to the wages paid by Contractor to its
employees,
c. Contractor shall obtain and keep in force during the term of this Agreement all necessary
licenses, registrations, certificates, permits and other authorizations as are required by law in
order for Contractor to render the Service(s) required hereunder.
d. Contractor shall not use the name or official seal of the City in any promotional material
without the prior written consent of the City.
e. Except as expressly provided for in this Agreement, Contractor is not authorized to act as
the City's agent hereunder and shall have no authority, expressed or implied, to act for or bind
the City hereunder, either in Contractor's relations with subcontractors, or in any other manner
whatsoever.
25. ENTIRE AGREEMENT. This Agreement and Exhibits "A" and "B," which are
expressly incorporated herein by reference, shall constitute the entire Agreement between the
parties with respect to the subject matter hereof, and it shall supersede all previous and
contemporaneous oral and written negotiations, commitments, agreements and understanding
relating hereto, This Agreement may be executed in multiple identical counterparts, each of
which shall be deemed an original for all purposes.
26. AMENDMENT. Any modification of this Agreement shall be effective only if in
writing and signed by the parties to this Agreement. No waiver of any provision of this
Agreement shall be valid or enforceable unless such waiver is in writing and signed by the party
granting such waiver.
(over)
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement in duplicate on the
day and year first written above.
WITNESS:
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Print Nam~ I ,. . ( e J;(_
ATTEST:' (. -
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~;~~;~:':;l{_~-
.: ~:.~ :' Jaqe A. HineS, City Clerk
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R&S Integrated Products and Services, Inc.
By:fjb.f~.Y~ .. .
Robert E. Porter, President 'Dt.... Pb8,?/':r:. .f{:?64'-tJ
I~\li\~~ BARBARA A. GODSHALL
~.i :.i Notary Public, State of Florida
',;_ "! My comm. expires Nov. 28, 2006
'(RtJli '<' Comm, No. DO 167826
CITY OF SUNNY ISLES BEACH
By:
APPROVED AS
AND LEG
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10/11/2005
Exhibit A
Contractor's Proposal for Services
(Phase 1 - 2005-
2006 )
(Phase 2 - 2006-
2007)
City-Wide
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAL ESTIMATE - ALL COSTS
$26,889
$0
$109
$5,998
$0
n/a
Clerk
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAL ESTIMATE - ALL
COSTS
$32,996
$1,401
$1,429
$3,052
$594
$76,800
4
$83,276
(Phase 1 - 2005-
2006
(Phase 2 - 2006-
2007)
Suildin
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAL-ESTIMATE - ALL COSTS
$5,723
$19,190
$5,886
$4,304
$144,000
6
$179,103
Finance
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAl.. ESTIMATE -AI..I..
COSTS'
(Phase 1 - 2005-
2006)
Police
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAL ESTIMATE -ALL COSTS
$6,054
$5,372
$6,104
$3,416
$120,000
6
All De artment Totals
TOTALS
Software & Licensing Charges
Hardware Charges
Training Charges
Maintenance Charges (yearly)
Backlog Processing
Est. Completion Time (Months)
TOTAL ESTIMATE - ALL
COSTS
$1,401
$5,372
$4,360
$1,794
$132,000
7
$144,927
$41 ,468
$31,363
$19,511
$16,106
$472,800
23
$581,248
Term of the agreement: Two years from date of execution of the Agreement.
$140,946
Laserfiche Document Imaging Services - R& S Integrated Final
SIB
Exhibit B
R&S Integrated-Standard Contract, Contract No. 2005-1002,
between the School Board of Lee County, Florida and R&S Integrated Products
and Services, Inc. executed on July 29, 2005
Lascrfiche Document Imaging Services - R& S Integrated Final
SIB
~OILLIL~~~ ~~:qb
8636850610
PAGE 02
R&S Integrated
Products and Services Inc.
Information through Innovation
1647 % George Jenkins Blvd.
LakeJand, FL 33815
Voice 863.683.9393 Facsimile 863.686.0610
WIMN.fsoasis.com
Jeff Maxim
Assistant City Manager
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Greetings Jeff,
May this Jetter serve as official notice that the city of Sunny Isles Beach may use or piggy-back the R&S
project for the School District of Lee County, or SOLe, RFP #6211 (documents attached). Due to the
total value of the project, R&S allows the city to use the item costs as listed in the SDLe project
documents and the attached Sunny Isles Beach R&S/Laserfiche project proposal.
Regards.
~~
Robert E. Porter
President/CEO
s
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Products and Services Inc.
Information through Innovation
1647 Y2 George Jenkins Blvd.
Lakeland, FL 33815
Voice 863.683.9393 Facsimile 863.6860610
WWW.rsoasis.com
R&S Integrated
Document Imaging and Information Management Systems
City of Sunny Isles Beach
Electronic Document Management Systems
Departmental Costs and Specifications
Project Proposal with Typical Options
Document Conversion Proposal
Document #S18082205
presented by R&S Integrated
August 22, 2005
t r~'~
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City of Sunny Isles Beach
Electronic Document Management Systems
August 22, 2005
Document Conversion Proposal
This part of the proposal presents costs and specifications for conversion of hard copy documents. This
proposal presents pricing for several city departments The city desires to convert small and large format
documents to image format; records would be 'indexed' with relative fields
Several city departments desire to process selected records and view the imaged records through an
established Document Management System. Records would be indexed and separated using a project
determined folder/subfolder structure and an index schema for permit records. Project meetings will
determine a project specification, or sample, for the determined deliverable format. R&S will produce the
project specification as directed by the city of Sunny Isles Beach.
R&S Integrated currently scans hard copy Incident Reports, Traffic Records, and Adult Booking Files for a
county law enforcement agency, and Permit and Engineering records for the cities of Wellington, Royal Palm
Beach, and Kissimmee. Examples of established policies for other conversion projects are as follows: R&S
employee background checks, accepted office structure and building, inventory of record items, page to
image quality control, and documented change of custody for each pick-up and delivery.
The proposed conversion process is as follows - city department would inventory the records to be
processed (and use separator/index sheets as required), For example, an Excel spreadsheet or
database report can be used to produce an inventory of records to be transported for conversion, This
event provides an inventory for the 'Change of Custody'. Records would be pick-up by R&S principals or
corporate officers, The Excel spreadsheet or database report and separator/index sheets would contain
the index values for the records to be processed; R&S would use these data sets to inventory/audit the
records, create folders/subfolders, and index the records with relative fields
The records would be transported by R&S principals or corporate officers to the R&S main office in
Lakeland, Florida. The records would then be scanned to TIFF Group IV image format at 300dpi, and
organized and indexed as stated (and/or determined by a project meeting prior to the conversion event)
The sample project specification would be the project standard, Hard copy is returned in the same box
with separator/index sheets and not re-stapled,
The image records would then be written to optical disc. The optical discs are the delivery media used to
upload the records into the existing document management system. If the city purchases Laserfiche,
R&S professionals would accomplish the 'upload' to city's Laserfiche EDMS. The optical discs could be
used for record access as well; each optical disc would have the relative folder/subfolder structure, record
indexes, and Laserfiche 'Viewer' on each disc. The discs can also serve as a disaster recovery tool for
the information/records, Additionally, users could take the optical discs into the 'fjeld' to remotely view the
records,
R&S Integrated
Document Imaging and Information Management Systems
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City of Sunny Isles Beach
Electronic Document Management Systems
August 22, 2005
RS001C
Hard Copy to Image Conversion - per page or sheet costs
Hard Copy ~8.5 x 14"
Section A
Section B
Section C
Section 0
Project development, conversion project meetings
Hard copy pickup, transport boxes, per diem, service
Prep; remove staples, paper clips, count pages
Scan; to 300 dpi TIFF Group IV image, de-skew, de-speckling (if required)
Index; by relative fields (project defined indexes established at project meeting)
Build Laserfiche file folders for each file category, Create documents named
With relative fields such as folder number and project name,
Organize, and deliver the project files within the Laserfiche imaging interface.
Each File will have a named folder with file data built into each
Create portable Laserfiche volumes and write to COR optical disc, two copies
Include the Laserfiche viewer program on each COR
Delivery of finished product
Communication of file data during conversion process
R&S Govt Price
Quantities more than 250,000 pages; prep included; as related to below large format records
RS880C Hard Copy ~8,5 x 14" Total cost per page $0.16
Large Format Drawings
RS004d
RS005e
RS006f
BC size >8,5 x 14" and <24x36" drawings
o size 24x36" drawings
E size >24x36" or 36x48" drawings
$0.24 per page
$1,75 per page
$1,90 per page
R&S Integrated
Document Imaging and Information Management Systems
2
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City of Sunny Isles Beach
Electronic Document Management Systems
August 22, 2005
Estimated Project Schedule or Time Frame
This document will use values and quantities as reported to R&S by the city These values were used to
determine project page costs and estimated conversion time frames. Extended time frames are required due to
100% verification and page to image quality control.
Building Department - Permit Records
Estimated 300 boxes, mixed large and small format - As R&S can convert or average 10 to 15 boxes of permit
files per week (depending on number of pages per permit section, and considering 15 linear inches per box), R&S
estimates the following project time frames.
Estimated
Number of Bo)
300 I
Average Boxes
Converted Per We
12.5 I
Estimated To
Calendar WeE
24 I
Estimated Total
Calendar Months
6 I
Police Department - Incident Report Records
Estimated 250 boxes, using an average of 200 pages per inch and 15 linear inches = 750,000 pages As R&S
can convert or average 6,000 pages per day of incident report files (depending on number of pages per incident
report), R&S estimates the following project time frames.
Estimated
Number of Pa
750,000
Average Pages
Converted Per Di
6,000
Estimated To
Work Da s
125
Estimated Total
Calendar Months
6
Finance Department
Estimated 275 boxes, using an average of 200 pages per inch and 15 linear inches = 825,000 pages. As R&S
can convert or average 6,000 pages per day of finance records (depending on number of pages per finance
record), R&S estimates the following project time frames.
Estimated
Number of Pa
825,000
Average Pages
Converted Per Di
6,000
Estimated To
Work Da s
138
Estimated Total
Calendar Months
7
City Clerk Department
Estimated 160 boxes, using an average of 200 pages per inch and 15 linear inches = 480,000 pages. As R&S
can convert or average 6,000 pages per day of clerk records (depending on number of pages per clerk record),
R&S estimates the following project time frames
Estimated
Number of Pa
480,000
Average Pages
Converted Per Di
6,000
Estimated To
Work Da s
80
Estimated Total
Calendar Months
4
R&S Integrated
Document Imaging and Information Management Systems
3
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City of Sunny Isles Beach
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Electronic Document Management Systems
laserFiche United EDMS
"-.
Part One: City-wide Project Costs for laserfiche EDMS
Presented by R&S Integrated
August 21,2005
Product Code
Citywide Centralized Costs
2a, LFS30 LaserFiche 'United' Document Management System
2b, LFS30R Support and Upgrades for one year
3a, RS2NSTL Software delivery, install, and workstation setup; server setup 24
Includes support for Microsoft SQL Server (database and CALs licensing not included)
R&S Local
Govt Costs
Description
Qty
$5,808
$1,278
$109
Document Shuttle - integrate existing data and systems with LaserFiche
7a, RSSHTL R&S 'Document Shuttle Pro' Site License
build database, name files, create folders/subfolders,
and populate search templates automatically
7b, RSSHTLR Support and Upgrades for one year
$7,482
$1,836
1 $3,340
1 $1,336
8 $109
$607
$7,036
$1,548
COR Rublishing for Field Access, Disaster Recovery, and Data Distribution
6a. LF9606 LaserFiche 'Plus' CDR Publishing with LF viewer on each CDR disc
6b, LF9606UR Support and Upgrades for one year
6c, RS2004 Work process development, user and admin traming
ScanConnect Scanner Drivers for Laserfiche - 5 pack
30a. LFSCN ScanConnect Scanner Drivers for Laserfiche - 5 pack
Laserfiche Advanced Audit Trail for the Lasertiche EDMS
23a. LF97871 Laserfiche Advanced Audit Trail
23b. LF97871 R Priority - Support and Upgrades for one year, includes site work hours
Weblink - Intranet/Internet READ ONLY Access to LaserFiche Document Management for LaserFiche Standard
4a, LF97830 LaserFiche Weblink for Intranet/Internet Access to LaserFiche data 1 $7,036
4b. LF97830UR Support and Upgrades for one year 1 $1,548
4c, RS2004 Server setup, basic webpage edits for access 8 $109
NOTE: Module uses Read Only licenses for client access
Part One: City-wide Project Costs Total!
City-wide 8/23/2005
www.rsoasls.com
Project
Costs
$5,808
$1,278
$2,616
$7,482
$1,836
$3,340
$1,336
$872
$607
$7,036
$1,548
$7,036
$1,548
$872
$43,215 I
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City of Sunny Isles Beach
Electronic Document Management Systems
LaserFiche United EDMS
Part Two: Project Costs for Building Department Laserfiche EDMS
Product Code
Description
ReadIWrite Licenses
2c, LFULL LaserFiche 'Client' Read/Write License for EDMS
2d, LFULLR Support and Upgrades for one year
2g LFSS
2h LFSSR
LaserFiche 'SnapShot' Electronic Document Imaging 1 user
Support and Upgrades for one year
21. LFEM
2J LFEMR
LaserFiche 'EMAIL', email documents as attachments from LaserFiche
Support and Upgrades for one year
Read Only Licenses
2e, LFR LaserFiche 'Viewer' Read Only License for EDMS
2f LFRR Support and Upgrades for one year
Professional Services
3b, RS2124 Work process development, user and admin training
3a. RS2104 Server, worKstation setup
3c RS2116 Document Shuttle setup, Integration, user training
Large Fonnat Scanning System
1 a, RS20236P Ideal Chameleon 36PP large format scanner,
1b RS20236PR On site system warranty, annual term
1 c, RSDLOS IdealScanOS, Scanner Operating Software
1d, RSDLUP Scanner interface kit, SCSI card, 6.5 cable
1e, RS2020 Basic Setup and Training, 20 hours
1f, RSSTND Stand for floor setup
Presented by R&S Integrated
August 21, 2005
R&S Local Project
Qty Govt Costs Costs
6 $455
6 $96
6 $88
6 $19
6 $70
6 $15
6 $175
6 $39
24 $109
4 $109
16 $109
1 $10,305
1 $1,795
1 $995
1 $941
10 $109
1 $995
Fujitsu 5750C scanner with Kofax card, duplex scanner 57/114 ppm, color and BIW, 57/114 ppm at 300 dpi
6a, RS5750C Fujitsu 5750C SCSI scanner, up to 12 x 18" 1 $6,154
6b RS5750CR one year onsite system support, scanner replmnt 1 $1,495
6c, RS6501 Kofax 650i Adrenaline card, scanner interface 1 $795
Back-file conversion for permit records
estimate based on $480 per box
per page costs
Hard Copy 585 x 14"
BC size >8,5 x 14" and <24x36" drawings
o size 24x36" drawings
E size >24x36" or 36x48" draWings
RS880C
RS004d
RS005e
RS006f
$2,730
$576
$528
$114
$420
$90
$1,050
$234
$2,616
$436
$1,744
$10,305
$1,795
$995
$941
$1.090
$995
$6,154
$1,495
$795
300 $480,00 $144,000
$0.16 per page
$0.24 per page
$175 per page
$1,90 per page
Part Two: Project Costs for Building Department Laserfiche EDMS Totall
Building 8/23/2005
wwwrsoasls.com
$179,1031
f'i; ~ ,~.;
0tU
City of Sunny Isles Beach
Electronic Document Management Systems
LaserFiche United EDMS
Part Three: Project Costs for City Clerk Department Laserfiche EDMS
Product Code
Description
,JiD~. "_'" ~"""".'
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~
Presented by R&S Integrated
August 21, 2005
Qty
R&S Local
Govt Costs
Project
Costs
Read/Write Licenses
2c. LFULL LaserFiche 'Client' ReadlWrite License for EDMS
2d. LFULLR Support and Upgrades for one year
2g. LFSS
2h LFSSR
LaserFiche 'SnapShot' Electronic Document Imaging 1 user
Support and Upgrades for one year
21. LFEM
2j. LFEMR
LaserFiche 'EMAIL', email documents as attachments from LaserFiche
Support and Upgrades for one year
Read Only Licenses
2e, LFR LaserFiche 'Viewer' Read Only License for EDMS
2f LFRR Support and Upgrades for one year
Professional Services. Estimated Counts
3b, RS2124 Work process development, user and admln training
3a RS2104 Server, workstation setup
3c. RS21 04 CDR Publishing / Laserfiche Plus setup and user training
2
2
$455
$96
2
2
$88
$19
2
2
$70
$15
$175
$39
20
4
4
$109
$109
$109
Fujitsu 15C scanner with SCSI card, scanner 15 ppm at 200 dpi, color and B/W . SIMPLEX, 6 ppm 300 dpi
19, RS15C FUjitsu Scan Partner 15C SCSI scanner, up to 8.5 x 14" 1 $1,030
1h. RS15CR one year onsite system support, scanner replmnt 1 $295
1 i, RSSCSI Adaptec SCSI card, cable, scanner interface 1 $399
Back-file conversion for City Clerk records
estimate based 160 boxes, 15 inches of paper per box
200 pages per linear inch = 480,000 pages
Hard Copy ~8 5 x 14"
BC size >8.5 x 14" and <24x36" drawings
D size 24x36" drawings
E size >24x36" or 36x48" drawinas
RS880C
RS004d
RS005e
RS006f
480,000 $0,16
$0,16 per page
$0.24 per page
$1,75 per page
$1,90 per page
Part Three: Project Costs for City Clerk Department Laserfiche EDMS Totall
City Clerk 8/23/2005
wwwrsoasis com
$910
$192
$176
$38
$140
$30
$175
$39
$2,180
$436
$436
$1,030
$295
$399
$76,800
$83,276 I
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Electronic Document Management Systems
LaserFiche United EDMS
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r
Part Four: Project Costs for Finance Department Laserfiche EDMS
Presented by R&S Integrated
August 21, 2005
Product Code
Qty
R&S Local
Govt Costs
Description
Project
Costs
Read/Write Licenses
2c, LFULL LaserFiche 'Client' Read/Write License for EDMS
2d LFULLR Support and Upgrades for one year
2
2
$455
$96
2g LFSS
2h LFSSR
2
2
$88
$19
LaserFiche 'SnapShot' Electronic Document Imaging 1 user
Support and Upgrades for one year
2i LFEM
2j, LFEMR
LaserFiche 'EMAIL', email documents as attachments from LaserFiche
Support and Upgrades for one year
$70
$15
2
2
Read Only Licenses
2e, LFR
2f LFRR
LaserFiche 'Viewer' Read Only License for EDMS
Support and Upgrades for one year
$175
$39
Professional Services
3b. RS2124 Work process development, user and admin training
3a, RS2104 Server, workstation setup
3c. RS2104 Document Shuttle setup, integration, user training
20
4
16
$109
$109
$109
Fujitsu 5650C scanner with Kofax card, duplex scanner 57/114 ppm, color and BIW, 57/114 ppm at 300 dpi
5a, RS5650C Fujitsu 5650C SCSI scanner, up to 12 x 18", NO FLATBED 1 $4,577
5b. RS5650CR one year onsite system support, scanner replmnt 1 $1,495
5c, RS6501 Kofax 650i Adrenaline card, scanner interface 1 $795
Back-file conversion for Finance records
estimate based 275 boxes, 15 inches of paper per box
200 pages per linear inch = 825,000 pages
Hard Copy ~85 x 14"
BC size >8.5 x 14" and <24x36" drawings
D size 24x36" drawings
E size >24x36" or 36x48" drawinQS
$910
$192
$176
$38
$140
$30
$175
$39
$2,180
$436
$1,744
$4,577
$1,495
$795
825,000 5016 $132,000
$016 per page
$024 per page
$175 per page
$1,90 perpaQe
RS880C
RS004d
RS005e
RS006f
Part Four: Project Costs for Finance Department Laserfiche EDMS Total I $144,9271
Finance 8/23/2005
www.rsoasls.com
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City of Sunny Isles Beach
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Electronic Document Management Systems
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Qty Govt Costs Costs
3 $455 $1,365
3 $96 $288
3 $88 $264
3 $19 $57
3 $70 $210
3 $15 $45
LaserFiche United EDMS
Part Five: Project Costs for Police Department Laserfiche EDMS
Product Code
Description
Read/Write Licenses
2c LFULL LaserFiche 'Client' ReadlWrite License for EDMS
2d LFULLR Support and Upgrades for one year
2g, LFSS
2h LFSSR
LaserFiche 'SnapShot' Electronic Document Imaging 1 user
Support and Upgrades for one year
2i LFEM
2j LFEMR
LaserFiche 'EMAIL', email documents as attachments from LaserFiche
Support and Upgrades for one year
Read Only Licenses
2e, LFR LaserFiche 'Viewer' Read Only License for EDMS
2f. LFRR Support and Upgrades for one year
5
5
Professional Services
3b RS2124 Work process development, user and admin training
3a. RS21 04 Server, workstation setup
3c. RS2124 Document Shuttle setup, integration, user training
20
4
24
COR Rublishing for Field Access, Disaster Recovery, and Data Distribution
6a. LF9606 LaserFiche 'Plus' CDR Publishing with LF viewer on each CDR disc
6b, LF9606UR Support and Upgrades for one year
6e. RS2004 Work process development, user and admin training
1
1
8
Fujitsu 5650C scanner with Kofax card, duplex scanner 57/114 ppm, color and BIW, 57/114 ppm at 300 dpi
5a, RS5650C Fujitsu 5650C SCSI scanner, up to 12 x 18", NO FLATBED 1
5b RS5650CR one year onsite system support, scanner replmnt 1
5c, RS6501 Kofax 650i Adrenaline card, scanner interface 1
Back-file conversion for Finance records
estimate based 250 boxes, 15 inches of paper per box
200 pages per linear inch = 825,000 pages
Hard Copy ::;85 x 14"
BC size >8.5 x 14" and <24x36" drawings
D size 24x36" drawings
E size >24x36" or 36x48" drawinas
750.000
RS880C
RS004d
RS005e
RS006f
$0,16
$0.24
$175
$1,90
Presented by R&S Integrated
August 21, 2005
$175 $875
$39 $195
$109 $2,180
$109 $436
$109 $2,616
$3,340 $3,340
$1,336 $1,336
$109 $872
$4,577 $4,577
$1,495 $1,495
$795 $795
$0.16 $120,000
per page
per page
per page
perpaae
Part Five: Project Costs for Police Department Laserfiche EDMS Totall
Police 8/23/2005
www rsoasis.com
$140,946 I
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Exhibit B
R&S Integrated-Standard Contract, Contract No. 2005-1002,
between the School Board of Lee County, Florida and R&S Integrated Products
and Services, Inc. executed on July 29, 2005
A on~~ment noc
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08/22/2005 08:45
8535850510
PAGE 03
R&S Integrated - Standard Contract Document
Final Version
CONTRACT #2005-1002
APPROVED
'. JUL 1 2 2005
SCHOOL BOARD OF
LEE COUNTY
R&S INTEGRATED - STANDARD CONTRACT
BE1WEEN The School Board of Lee County, Florida
AND R&S Integrated Products and Services, Inc.
THIS CONTRACT is between The School Board of Lee County, Florida, with offices located at 2055
Central Ave, Fort Myers, Florida, 33901 (hereinafter referred to as SDLC) and R&S Integrated Products
and Services, Inc,. a Florida corporation, authorized to do business in Florida, with offices located at
1647~ George Jenkins Blvd., Lakeland, Florida, 33815 (hereinafter referred to as "R&S Integrated"). In
consideration of the mutual terms and promises set forth below. SOLC and R&S Integrated agree as
follows:
1. Services
R&S Integrated's responsibility under this Contract is to provide an Electronic Document and Records
Management Solution, (EDRMS), as proposed and described in the R&S Integrated proposal document
entitled "Proposal for a Document Imaging and Management System (DIMS) In Response to Lee County
School District's RFP #6211 entitled 'Document Imagir'lg System for the School District of Lee County,
Florida'" dated August 5,2004, such proposal being augmented by the R&S Integrated document entitled
"Final Report and Recommendations From the Review and Analysis of Existing Department Business
Processes Within the School District of Lee County, Florida In Preparation for the Implementation of an
Electronic Document and Records Management Solution (EDRMS)" dated April 29, 2005, a third
document entitled "Revised EDRMS Pricing Proposal - July 1, 2005" I and a fourth document entitled
"Implementation Plan" dated July 1, 2005 which are hereby incorporated into and made a part of this
Contract. SOLC's representative/liaison during the performance of this Contract shall be Dolores
Shelhorse, Director of Information Systems. telephone number 239-337-8277, or designee
R&S Integrated's representative/liaison during the performance of this Contract shall be Robert Porter,
telephone number (863) 683-9393, or designee.
2. Purchase
In consideration of the pricing concessions provided by R&S Integrated and its suppliers, SDLC agrees to
execute a purchasing process as follows: All software components of the PURCHASE ONE _
SUMMARY will be ordered under a single Purchase Order follOWing SOLe acceptance of the Proof-of-
Concept. All hardware components of the PURCHASE ONE - SUMMARY will be ordered under a
separate Purchase Order following the signing of this contract. All professional services components of
the PURCHASE ONE - SUMMARY will be ordered under a separate Purchase Order following the
Signing of this contract to accommodate expenses incurred during the Proof-of-Concept.
All hardware, software and professional services components of the PURCHASE TVVO - SUMMARY
(with the exception ofthe five Laserfiche Workflow components, which is an optional purchase) will be
ordered with a single Purchase Order upon the start of Phase 3 as outlined in Attachment 4 dependent
upon successful completion of the Proof of Concept pilot project
("1, b r,
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08/22/2005 08:46
8635860510
PAGE 04
R&S Integrated - Standard Contract Document
Final Version
3. Payments
R&S Integrated will bill SOLe for products delivered and services rendered toward the completion of the
work listed in the above referenced proposal at the rates listed in said proposal. Invoices received from
R&S Integrated by SDLC pursuant to this Contract for software components and/or hardware
components will be reviewed and approved by SDLC~ representative, indicating that products have been
delivered in conformity with the Contract, and then will be sent to the Finance Department for payment.
Invoices will be paid within thirty (30) days following submission to SDLC.
Invoices will be submitted by R&S Integrated to SDlC pursuant to this Contract for Professional Services
on a monthly basis, and will be reviewed and approved by SDLC~ representative, indicating that the
services have been delivered in conformity with the Contract. InVOices will then be ~ent to the Finance
Department for payment, and will be paid within thirty (30) days following submission to SDlC.
Invoices shall be submitted to:
The School District of Lee County, Florida
AlTN: Accounts Payable
2055 Central Ave
Fort Myers, Florida 33901
Final Invoice: In order for both parties herein to close their books and records, R&S Integrated will clearly
state "Final Invoice" on R&S Integrated's final/last bifling to SDLe. This certifies that all services have
been properly performed and all charges and costs have been invoiced to SOLe. Since this account will
thereupon be closed, any and other further charges, if not properly included on this final invoice, or which
are in excess of the not to exceed amount, are waived by R&S Integrated
4. Contract Period and Contract Renewal
The contract period shall begin with the issuance of a Purchase Order, and will incorporate all instalfation,
configuration and testing of an EORMS, completion of all training, and final acceptance of the EDRMS.
EDRMS maintenance and support will continue for one (1) year from the date of system acceptance or
first production use of the system, whichever occurs first. In addition, SOLC reserves the right to renew
the support contract for additional one (1) year periods, under the same terms, conditions and
specificatio ns,
s. Access and Audits
R&S Integrated shall maintain adequate records related to all charges, expenses, and costs incurred in
estimating and performing the work for at least three (3) years after completion of this Contract.
SOle shall have access to such books, records, and documents as required in this section for the
purpose of inspection or audit during normal business hours, at R&S Integrated's place of business.
6. Truth-'n-NeQotlation Certificate
Signature of this Contract by R&S Integrated shall also act as the execution of a truth-in-negotiation
certificate certifying that the wage rates, over-head charges, and other costs used to determine the
compensation provided for in this Contract are accurate, complete and current as of the date of the
Contract and no higher than those charged R&S Integrated's most favored customer for the same or
substantially similar service, The said rates and costs shall be adjusted to exclude any significant sums
should SDLC determine that the rates and costs were increased due to inaccurate, incomplete or
concurrent wage rates or due to inaccurate presentation of fees paid to outside contractors. SOLe shall
exercise its rights under this clause within three (3) years following final payment.
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7. Insurance Reauirements
R&S Integrated agrees to maintain, on a primary basis and at its sole expense, at all times during the life
of this contract the fOllowing insurance coverage and limits, including endorsements described herein.
The requirements contained herein, as well as SOLe's review or acceptance of insurance maintained by
Contractor. is not intended to and shall not in any manner limit or qualify the liabilities or obligations
assumed by R&S Integrated under this Contract
Commercial General Liability: Contractor agrees to maintain CommercIal General Liability at a limit of
liability not less than $1,000,000 Each Occurrence, Coverage shall not contain any endorsement(s)
excluding nor limiting Product/Compreted Operations, Contractual Liability or Cross Liability,
Business Automobile Liabilitv: Contractor agrees to maintain Business Automobile Liability at a limit of
liability not less than $500,000 Each Occurrence, Coverage shall include liability for Owned, Non-Owned
& Hired automobiles.
In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired &
Non- Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General
Liability policy or separate Busines5 Auto Liability policy.
Worker's Compensation Insurance & Emplovers Liabilit~ Contractor agrees to maintain Worker's
Compensation Insurance & Employers Liability insurance.
8. Patents and Rovalties:
R&S Integrated, without exception, shalf indemnify and save harmless SOLC and its employees from
liability of any kind including cost and expenses for or on account of any copyrighted, patented or
unpatented invention, process or article of manufacture lot any article used in the performance of the
contract, including its use by SOLe. If R&S Integrated uses any design, device or materials covered by
letters, patent or copyright, it is mutually agreed, and understood without exception that the proposal
prices shall include all royalties or cost arising from the use of each design, device or materials in any way
involved in the work.
9. Contract Continuity/Transitional Period:
In the event the services are scheduled to end either by contract expiration or by termination by SOLC (al
SOLe's discretion), it shall be Incumbent upon R&S Integrated to continue the service, if requested by
SOLe, until new services can be completely operational At no time shall this transitional period extend
more than ninety (90) days beyond the expiration date of the existing contract. R&S Integrated wiJl be
reimbursed for this service at the rate in effect under the State of Florida Purchasing Agreement. In the
event there is not a State of Florida Purchasing Agreement, R&S Integrated shaJl notice SOLC of the
proposed rate before SDLC invokes the transitional period. The proposed rate cannot be more than a 7%
increase in the rate provided to SOLC in the previous contract year.
10, Contracts OverlaDDina Fiscal Years:
When a contract's terms extends beyond the fiscal year in which the contract commences, SDLC wtIl
issue a new Purchase Order to cover its needs for the balance of the fiscal year and a new purchase
order will be issued to correspond with the remaining months of the contract that extends into the next
fiscal year, Issuance of a new Purchase Order shall be subject to the availability of budgeted funds.
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11. Termination For Cause
If, through any cause, R&S Integrated shall fail to fulfill in a timely and proper manner its obligations under
this Contract, or if R&S Integrated shall violate any of the provisions of this Contract, SDLC may, upon a
three (3) day written notice to R&S Integrated, immediately terminate the right of R&S Integrated to
proceed under this Contract or with such part or parts of the Contract as to which there has been default,
and may hold R&S Integrated liable for any damages caused to SDLC by reason of such default and
termination. In the event of such termination, any completed services performed by R&S Integrated under
this Contract shall, at the option of SOLC. become SDLC 's property and R&S Integrated shall be entitled
to receive equitable compensation in accordance with Attachment :3 for any work completed to the
satisfaction of SDLC, less any amounts which SOLC reasonably deems necessary to withhold in order to
correct any defects or deficiencies in the work performed by R&S Integrated. R&S Integrated, however,
shall not thereby be relieved of liability to SDLC for damages sustained by SOLe by reason of any breach
of the Contract by R&S Integrated, and SOLC may withhold any payments to R&S Integrated for the
purpose of set off until such time as the amount of damages can be determined, R&S Integrated shall not
be held liable tor damages under this article solely for reasons Df delay if the delay is due to causes
beyond its control and without its fault or negligence, but this shall not prevent SOLe from terminating this
Contract because of such delay. In no event shall SOLe pay for profit Dr Dverhead on work not
performed,
12 Proof-ot-Concept Definition
In order to demonstrate the Laserfiche EDRMS key features and system functionality within the SDLC
environment, while at the same time moving the EDRMS project forward with minimal additional effort or
delay, R&.S Integrated will implement Phase I of the project within Student Services (as defrned in Phase
One of the Implementation Plan and paragraph 5,2.1.1 in the GAP Analysis Report) for consideration as
the ProDf-ot-Concept pilot installation, All required Laserfiche EORMS and AnyDoe Software data
capture capabilities and functionality will be required for this Phase of the project, making it the ideal
candidate as the Proof-of-Concept vehicle
13 Termination During Proof-of-ConceDt
R&S Integrated will design and implement a pilot EDRMS installation (as defined in Paragraph 12 of this
contract) in order to demonstrate key features and system functionality in the SOLe environment. Based
on an evaluation of the EORMS during this pilot test. SOLe has the right to terminate this Contract and
shall provide R&S Integrated with written notice of such intent to terminate. SDLC shall pay R&S
Integrated for services performed prior to the termination date on a prorata basis per Attachments 3 and
4,
14. Termination For Convenience
This Contract may be terminated by SDLC without cause upon thirty (30) day written notice to R&S
Integrated. In the event of such a termination without cause, R&S Integrated shall be compensated for all
services, together with reimbursable expenses incurred in accordance with Attachments 3 and 4, In such
event, R&S Integrated shall promptly submit to SDLC its invoice for final payment and reimbursement
under the terms of this Contract.
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15. Indemnification
R&S Integrated shall indemnify and save harmless and defend SOLC, its agents, servants, and
employees from and against any and all claims, liability, losses, and/or cause of action which may arise
from any negligent act or omission of R&S Integrated, its agents, servants, or employees in the
performance of services under this Contract.
R&S Integrated further agrees to indemnify, save harmless and defend SDLC, its agents, servants and
employees from and against any claim, demand or cause of action whatsoever kind or nature arising out
of any conduct or misconduct of R&S Integrated not included in the paragraph above and for which
SDLe, its agents, servants or employees are alleged to be liable.
16. Independent Contractor
R&S Integrated is an independent contractor under this Contract Personal services provided by R&S
Integrated shall be by employees of R&S Integrated and subject to supervision by R&S Integrated, and
are not officers, employees, or agents of SDLe. Personnel policies, tax responsibilities, purchasing
policies and other similar administrative procedures applicable to services rendered under this Contract
shall be those of R&S Integrated
17. Authoritv to Practice
R&S Integrated hereby represents and warrants that is has and will continue to maintain all licenses and
approvals required to conduct its business. and that it will at all times conduct its business activities in a
reputable manner. Proof of such licenses and approvals shall be submitted to SDLC's representative
upon request
18. Severability
If any term or provision of this Contract or the application thereof to any person or circumstances shall, to
any extent, be held invalid or unenforceable, the remainder of this Contract, or the application of such
terms or provision to persons or circumstances other than those as to which it is held invalid or
unenforceable, shall not be affected, and every other term and prOViSion of this Contract shall be deemed
valid and enforceable to the extent permitted by law.
19. Governlna Law/JurisdictionNenue
The Contract shall be construed in accordance with and governed by the law of the State of Florida. The
parties agree to Jurisdiction for any action arising out of or relating to this Contract in any Florida state or
federal court. Venue for any action arising out of or relating to this Contract shall lie in Lee County,
Florida
20. Successors and Assians
SOLe and R&S Integrated bind themselves, their successors, assigns and legal representatives to the
other party hereto and to successors, assigns and regal representatives of such other party in respect to
covenants, agreements and obligations contained in this Contract. R&S Integrated shafl not assign this
Contract without written consent of SDLe.
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21. Subcontraetln!1
SDLC reserves the right to accept the use of a subcontractor, or to reject the selection of a particular
subcontractor and to inspect all facilities of any subcontractors in order to make a determination as to the
capability of the subcontractor to perform properly under this Contract If a subcontractor fails to perform
or make progress. as required by this Contract, and it ;s necessary to replace the subcontractor to
complete the work in a timely fashion. R&S Integrated shall promptly do so, subJect to acceptance of the
new subcontractor by SDLC.
22. Conflict of Interest
R&S Integrated represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided for in Section 112.311, Florida Statutes. R&S Integrated further represents that no person
having any interest shall be employed for said performance,
R&S Integrated shall promptly notify SOLC 's representative, in writing, by certified mail, of all potential
conflicts of interest for any prospective business association, interest, or other circumstances, which may
influence or appear to influence R&S Integrated's judgment or quality of services being provided
hereu nder.
Such written notification shall identify the prospective business association, interest or circumstance, the
nature of work that R&S Integrated may undertake and request an opinion of SOLe as to whether the
association, interest or circumstance would, in the opinion of SOLC, constitute a conflict of interest if
entered into by R&S Integrated. SOLC agrees to notify R&S Integrated of its opinion by certified mail
within thirty (3D) days of receipt of notification by R&S Integrated If, in the opinion of SOLC, the
prospective business association, interest or circumstance would not constitute a conflict of interest by
R&S Integrated. SOLe shall so state in the notification and R&S Integrated shall. at its option, enter into
said association, interest or circumstance and it shall be deemed not in conflict of interest with respect to
services provided to SOLC by R&S Integrated under the terms of this Contract
23. ContinQent Fees
R&S Integrated warrants that it has not employed or retained any company or person, other than a bona
fide employee working solely for R&S Integrated to solicit or secure this Contract and that it has not paid
or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee
working solely for R&S Integrated, any fee, commission, percentage, gift, or any other consideration
contingent upon or resulting from the award or making of this Contract.
24. Nondiscrimination
R&S Integrated warrants and represents that afl of its employees are treated equaHy during employment
without regard to race, color, religion. disability, sex, age, national origin, ancestry, marital status, or
sexual orientation.
25. Public Entitv Crimes
As provided in Sections 287132 and 287,133, Florida Statutes, by entering into this Contrad or
performing any work in furtherance hereof, R&S Integrated certifies that it, its affiliates, suppliers,
subcontractors and Contractors who will perform hereunder, have not been placed on the convicted
vendor list maintained by the State of Florida Department of Management Services within the 36 months
immediately preceding the date hereof. This notice is required by Section 287.133(3)(a), Florida Statutes.
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26. Modifications of Work
SDLC reserves the right to make changes In Scope of Services, including alterations, reductions therein-
or additions thereto. Upon receipt by R&S Integrated of SDLC's notification of a contemplated change,
R&S Integrated shall, in writing: (1) provide a detailed estimate for the increase or decrease in cost due to
the contemplated change based on cost itemized in the State of Florida Purchasing Agreement, (2) notify
SDLC of any estimated change in the complete date, and (3) advise SDLe if the contemplated change
shall effect R&S Integrated's ability to meet the completion dates or schedules of this Contract. The
parties agree to negotiate in good faith changes in the Scope of Services that may occur,
If SDLC 50 instructs in writing, R&S Integrated shall suspend work on that portion of the Scope of
Services affected by a contemplated change, pending SDLC's decision to proceed with the change.
If SOLC elects to make the change, SDLC shall initiate a Contract Amendment and R&S Integrated shall
not commence work on any such change until such written amendment is executed by the parties hereto
with the same formality as the original.
27. Notice
All written notices required in this Contract shall be sent by certified mail, return receipt requested. and If
sent to SDLC, shall be mailed to:
The School District of Lee County, Florida
ATTN Dolores She/horse, Director of Information Systems
2055 Central Ave
Fort Myers, Florida 33901
and if sent to R&S Integrated, shall be mailed to:
R&S Integrated Products and Services, Inc
AITN: Deanna Porter
1647Y2 George Jenkins Blvd.
Lakeland, Florida 33815
28. Entiretv of Contract
This Contract, inclusive of Attachments 1 through 4, constitutes the entire contract between the parties
concerning the subject matter herein, and supercedes any prior understandings and agreements between
the parties with respect to the subject matter hereto Attachment 1, the response to the Request for
Proposals submitted by R&S Integrated on August 5, 2004 is specifically incorporated into the contract as
is Attachment 2, Final Report and Recommendations from the Gap Analysis dated April 29. 2005, Also
incorporated into this contract is Attachment 3, Revised EDRMS Pricing Proposal, dated JUly 1, 2005,
Both parties agree that the fourth attachment. "Implementation Plan" dated July 1, 2005 is a guideline
and it may be amended with agreement of R&S Integrated and SOLe's representative.
R&S Integrated agrees to warrant each of the responses provided in Attachment 1 to the functional
requirements. R&S Integrated acknowledges that it has responded to each functional requirement fisted
in the RFP representing that its EDRMS meets each and every functional requirement. SOLC wilf have
the following remedies if any functional requirement is not met: (a) SDLC will provide written notice to
R&S Integrated of the failure to meet the functional requirement; (b) R&,S Integrated will be allowed 30
days to present to SOLC a design for meeting the functional requirement; (c) R&S Integrated will have 90
days from the date of notice to implement a remedy to meet the functional requirement If the functional
requirement is not met within the 90 days after notice is provided, SOLe may terminate and receive a
refund of 75% of the software license fee that has been paid upon discontinued use and return of the
software.
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IN \f\67TNESS WH5REOF, SOLC enters this Contract in accordance with and as authorized by
.6 ~ I'~ action on 7 -/ ::L , 2005.
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Date
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APPROVED
JUl 1 2 2005
SCHOOL BOARD OF
LEE COUNTY
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ATTACHMENT 1
RFP RESPONSE DATED AUGUST 5,2004
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Products and Services Inc.
Information through Innovation
1647 % George Jenkins Blvd
Lakeland, FL 33815
Voice 863.683.9393 Facsimile 863.686.0610
www.rsoasis.com
R&S Integrated
Document Imaging and Information Management Systems
The School District of Lee County, Florida
Proposal for an
Document Imaging and Management System (DIMS)
In Response to
Lee County School District's RFP #6211
entitled "Document Imaging System for
the School District of Lee County, Florida"
Closing Date August 6th, 2004 @ 2:00 PM EDT
presented by R&S Integrated
Original
August 5, 2004
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5,2004
Table of Contents
1.0 Introduction ................... ......... ....... ............ ....... .......................................... ....... ....... .............. 4
~ Cover Letter - General Company Information
4
~ Completed Certification Document..,
6
~ Minimum Technical Requirements
", , 7
~
Corporate Overview
, .8
~ Project Commitment and Corporate Qualifications..,
....,....,., 11
2.0 Executive Summary............................... ..... .............................................................. ............ 13
~
Solution Overview".. .'.
'... 10
~ Implementation Recommendations
,. 14
~ R&S Integrated - Range of Qualifications.
14
~ Statement of Litigation. .
, 15
~ Audited FinanCIal Statement .
15
3.0 R&S Integrated Client Reference Accounts ...........................................................,........... 16
4.0 Proof of Concept Statement ..................................,.................................................,........... 24
5.0 Special Conditions - Statement of Exceptions ..........,........................................,............. 24
6.0 Trai ning...... ...................................................... .......................... .......................'.. .................. .24
7.0 Estimated Project Implementation Plan .............................................................................. 25
~ Pari One.. ...
~ Pari Two..,.,.."
~ Pari Three.
~ Pari Four
~ Part Five, . .....-. ....
~ Pari SIX,..
~ Pari Seven
".27
. .27
28
,28
28
.28
,28
8.0 Project Implementation Personnel..,...,...... '......... ............... .......... ......... ..............,... ........... 29
9.0 R&S Integrated Standard Contract Document - Sample.................................................... 32
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
10.0 Functional Requirements Responses ....................................... .... .................................... 39
11.0 Supplemental Information Responses ...........................,.................................................49
12.0 Cost Worksheets ................. ........... ............ ...... ..... .................,......... ........... ....... ................ 58
13.0 Application Specifications................... ...... ........... .............,..........'.............. ...... ................ 65
J:> LaserFiche DIMS
J:> Benefits.
~ Infrastructure ... .. .......
J:> Software Versions.
J:> Network and Communications
J:> Integration,
J:> Document Capture
J:> Document Indexing.
J:> Document Storage
~ Image Display and Annotation.
J:> Document Output".
~ Workflow Suite
, .....65
, ,67
...67
.. ..,68
,..."..,68
,...69
",..69
,.,70
,,71
"...,...74
.75
.
Automatic E-mail Notification and Response,
, .76
.76
"..76
,..76
, ....77
....,77
,.,77
78
. GU I Interface
. Intelligent Routing,
· Sequential and Parallel Routing.
· Advanced Audit Trail
· Advanced Audit Trail Viewer
. SMTP Notification
J:> Document Search
~ InterneUlntranet Access
J:> Volume Capacity..
J:> Security
78
79
.79
80
82
. .', . 82
83
84
85
, ".,86
~ System Access. ,..
· LaserFiche 'Full' ReadlWrite Client..,
· LaserFiche 'Viewer' Read-Only Client
· LaserFiche Weblink Read-Only Browser Client,
· LaserFiche Web Access ReadlWrite Browser Client..
~ Database Maintenance,
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
ALigust5,2004
14.0 Key Solution Parameters .............. ................... .............................................................. ...... 87
~
Size Limitations.
87
".. ....87
,..,87
..,87
.88
....,88
....89
~ Supported File Formats.
~ Average Image Size
~ Image Importation.
~ Browser Configuration,
~ Secunty.., ,,'
);> Image Quality..
~ Index limitations. .
~ Maximum Documents..
)0>
R&S Document Shuttle..
, ,..,.......89
,89
..89
15.0 T echn ical Support ..,....., .................. ......... ......... ..... .......... ................... ....... .........,..... ........ 91
~
Dispute Policies...,.. ...."... ..,
...".....,92
..,92
~ Technical Support Process ...
16.0 Attachments .......... ....... ........... ........... .......... ................................,... ......... ..... ..... ................ 94
A. Completed Drug-Free Workplace Form
B. Compulink LaserFiche Corporate Information and History
C. Compulink LaserFiche Software License Agreement
D. LaserFiche Software Assurance Plan Description (LSAP)
E. R&S Integrated Software Assurance Plan
F. Recommended Hardware Configurations - Servers and Workstations
G. Fujitsu 5750C Scanner Data Sheet
H. IDEAL Chameleon Tx 36 Plus Large Format Scanner Data Sheet
I. LaserFiche Product Brochures
J. LaserFiche Solution Hardware Architecture - Overview
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
1.0 INTRODUCTION
Cover Letter - General Company Information
The School District of Lee County, Florida
Department of Procurement Services
3308 Canal Street
Fort Myers, Florida 33916-6594
August 5, 2004
Ref RFP #6211 for "Document Imaging System for The School District of Lee County, Flonda"
Greetings Project Members,
Please find enclosed the R&S Integrated response to Lee County School District's (SDLC) Request For
Proposal number 6211 entitled "Document Imaging System for The School District of Lee County,
f:lorida", having a closing date of August 6, 2004 at 200 PM EDT, This R&S document will present
responses to the RFP document following the format as described in the RFP document. We also
confirm that we received two Addendums to the RFP document: Addendum #1 dated July 30,2004, and
Addendum #2 dated August 2, 2004, and have incorporated that additional information Into our proposal
We have also provided additional information and recommendations for consideration, which are included
as additional sections in the Tabje of Contents This additionallnformal;on js provided to assist you in
understanding the details and comprehensiveness of R&S' proposed solution and related services, as well
as the options that are available for your consideration for the proJect.
R&S Integrated IS a systems integrator and a Value-Added Reseller (VAR) of both LaserFlche's Electronic
Document Management Systems (DIMS) and Any Doc Software's OCR for AnyDoc automated data
capture solutions, We have been a leading reseller for the LaserFiche product suite for nearly ten years,
and achieved LaserFlche's highest partner status as a Platinum VAR over eight years ago, which we have
consistently maintained. Our relalionship with AnyDoc Software (formerly known as Microsystems
Technology, Inc) is also very strong, haVing been In place for over six years. R&S has a broad range of
clients in a variety of markets, many of whom are using the LaserFiche and AnyDoc product suites in a
comprehensive business solution designed, developed, and Integrated by the R&S Integrated team
Per SCLC's stated intent, R&S' proposal presents technologies and services that can be implemented to
result in a broad spectrum Document Imaging and Management System (DIMS). The foundation of the
DIMS solution is the implementation of the core LaserFiche Document Imaging and Management System
(DIMS) All other presented solution elements support or enhance the functionality and capabilities of the
Laserfiche DIMS These elements will be discussed In more detail in the Executive Summary
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
R&S and its principals are committed to providing the requested solution as defined in the RFP specifications
and requirements. The following individuals are designated and authorized to answer questions. respond to
communications, and execute contractual commitments for the company concerning this project:
Michael R. Hagins - Director, Sales and Marketing
Deanna Porter - Vice President I Treasurer, Director of Operations
Robert Porter - President I CEO
Email: mhagins@rsoasis.com
Emall Deanna@rsoasis,com
Ernail Robert@rsoasiscom
R&S Integrated Products and Services, Inc.
1647Y:r George Jenkins Blvd
Lakeland. Florida 33815
Voice: 8636839393 Facsimile 863686,0610
www.rsoasis.com
As a part of this proposal, R&S Integrated hereby requests a copy of the Bid Tabulation, when available, be
forwarded to us at the above address
R&S and I thank you thiS opportunity to participate in your project and vendor proposal evaluation, I look
forward to our next communication concerning your project
Regards,
Robert E Porter
President I CEO
R&S Integrated Products and Services, Inc.
Page 5
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The School District of Lee County. Florida - RFP # 6211
Document Imaging System
August 5, 2004
Completed Certification Document
PURCHASES FROM THIS BID BY OTHER AGENCIES AFTER AWARD: The School District of Lee County is a
member of the S,W, Florida Cooperative Purchasing Consortium, Other members include governmental entitles in
Charlotte, Collier, Hendry and Lee Counties, Indicate here if these entities may also purchase from this bid
pursuant to the same terms and conditions
YES XX NO
Indicate here If other governmental entities throughout the State of Florida may purchase from this bid pursuant to
the same terms and conditions. YES XX NO List exceptions here:
-".. -';' .- _.- .~.v._'. ,,;.,c_,_ c.... < __;;''';;,..'-':..~
=> CERTIFICATION <=
(Certification in Its ertirety must be completed or bid may be disqualified)
(Bids submitted without an authorized signature will be disqualified)
The below signed bidder certifies that he or she has read and thoroughly understands the terms, conditions and specifications as
contained in this invitation, and further, the items of malerial or seNices offered In this invitation meet the required minlmurp
specifications, It IS understood that any item offered as an alternate not meeting specifications will be rejected,
TERMS CASH (DISCOUNT) ~% days or by of month (Upon receipt of accurate invoice by the District
Financial Accounting Department.) (NOTE: Cash discount for prompt payment of invoices shall not be considered in
evaluating bids and making awards.)
DELIVERY OR COMPLETION
SPECIFICA TlONS)
60 calendar days after receipt of purchase order. (SUBJECT TO PROVISIONS OF BID
PRICES ARE FIRM FOR 90 days, or 3 months after the award of a contract pursuant to this Invitation To Bid,
(SUBJECT TO PROVISIONS OF BID SPECIFICA TlONS)
COMPANY R&S Integrated Products and Services, Inc
ADDRESS 1647Y:z George Jenkins Blvd
Lakeland, Florida 33815
NAME (~INTED) Deanna Porter ,.
,. ~/l ~
si(~~t-r0ft6-Rlitb~E ~RESENT A TIV;-
T!TLE Vice-President/COO
PHONE: 863-683-9393
FAX 863-686-0610
E-iV1AIL Deanna@rsoasis.com
DATE, August 5, 2004
Affirmative Action/Equal Opportunity Employer
REV, 03-19-2004
R&S Integrated Products and Services, Inc.
Page 6
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Minimum Technical ReQuirements
REQUIREMENT YES/NO RESPONSE (required)
I I
iDoes the system solution have a web -
There are two thin-client, web-based interfaces
iinterface? YES One for Read-Only and another for Read/Write
! access,
:Is the system solution highly secure? The system incorporates user-name/password
I log-in access, and assignment of security rights
I YES and capabilities at a user level and down to
individual document levels
!Can the system solution be locally Installed (as The system is designed to be Installed and ,
i
lopposed to vendor-hosted)? YES operated by the customer, or hosted by the I
vendor as a SPO service.
IDoes the system solution use a relational YES Microsoft SOL Server or Oracle
,database? ..' I
liS it a centralized solution? The solution can be a centralized solution, or !
YES distributed functionally System administration is!
central ized, ,
Iooes the proposed electronic document I
I i
:imaglng system operate on workstations with IThe solution has been lested and certified on
lOS'S of Windows 2000, XP, or newer; and YES
iserver OS's of Windows 2000, 2003 or Iboth Windows XP and Windows 2000
Inewer? :Workstation Operating systems, and Windows
Ixp, 2000, and 2003 Server Operatina systems,
R&S Integrated Products and Services, Inc.
Page 7
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
R&S Intearated Products and Services. Inc. - A Corporate Overview
R&S Integrated Products and Services, lnc is a business solution systems integrator specializing in
Imaging, electronic document management. automated data capture, collaborative process automation
(agenda process, budget process, etc.), and documenUdata conversion services. R&S Integrated was
incorporated as a Florida corporation in October 1993. R&S was established and remains in Lakeland,
Flonda We are considered a 'regional' company, focusing In the southeastern United States. However,
through project demand and integration requirements, R&S may work anywhere in the United States and
countries within the Western hemisphere.
R&S Integrated currently has seven (7) people dedicated to project Integration, onsite services, and
technical support, and twelve (12) people dedicated to office management and document conversion
production The R&S office is currently housed in a single tenant building. However, due to company
growth, R&S recently purchased a facility to be used initially for document conversion production During
this calendar year, R&S plans to expand the new facility and move all company operations into the new
facility by the end of the year. Working as an integrated team, R&S employees develop and successfully
deploy departmental and enterprise-wide integrated document processing, process automation and
management solutions The breadth of experience and knowledge of the R&S team, company wide, are
brought to bear In completing these projects That same approach would be utilized in completing all
project work as required by SOLe
Due to the senSitive nature of document conversion services, and the context of documents processed
(law enforcement documents. human resources files, medical records, and similar documents with
senSitive and protected content), all R&S employees must pass a Florida Department of Law Enforcement
(FDLE) background check and sign non-disclosure agreements
R&S has been a document management, imaging, data capture, and process automation technologies
systems integrator since our inception in October of 1993 For that same period (over ten years), we have
also been a trusted LaserFlche Value Added Reseller (VAR), making R&S the oldest established
LaserFiche reseller In the world. R&S has also been an AnyDoc Software (formerly Microsystems
Technology, Inc,) VAR and integrator of Any Doc's sophisticated data capture and auto indexing
technology for over seven years. FlOrida municipal and state government entities comprise much of R&S
I ntegrated's client list However, we have designed and deployed solutions across a wide range of
Industries and markets. Including education, retail, healthcare, financial, and manufacturing R&S is also
conSidered to be a valuable resource by the document managemenUimaging VAR community,
LaserFiche IS an enterprise level document imaging and Electronic Document Management System
(DIMS) with over 20,000 installations worldwide, This technology has been given several labels through
the years - document imaging and management system (DIMS), electroniC document management
system (EDMS), and digital records management
R&S Integrated Products and Services, Inc.
Page 8
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
AnyDoc Software IS an award winning, industry-leading provider of premier data capture solutions for
structured and unstructured forms processing and auto-indexing, with over 2,500 installations world-wide
Included in the many R&S capabilities is our software development team This group IS responsible for a
number of in-house developed 'middleware' applications and utilities that we regularly use in our solutions
to seamlessly integrate with existing client and legacy applications and databases. These products
include Document Shuttle, EZVolume, EZFind, and EzExtract A new product recently developed by R&S
is EasyAgenda Pro, an agenda process automation application
R&S developed 'Document Shuttle' to provide an automated process to build or populate the LaserFiche
Electronic Document Management System (DIMS) index and folder structures, The LaserFiche templates
can be populated with record Indexes from existing systems and databases, or data captured and
processed from automated data capture systems, such as the AnyDoc solution Records can be named
automatically with index and preset values; folders and subfolders can be created automatically
Document Shuttle will process file documents to the appropriate folder/subfolder during import from
eXisting systems
Additionally, R&S developed 'EZVolume' to momtor LaserFiche data volumes for set capacities. For
example, data volumes can be set for CD-R or DVD-R size Once the data volume reaches that capacity,
em ails are automatically sent to designated users that certain data volumes have reached set capacities,
EZVolume will then mark the data volume as 'Read Only' and create a subsequent data volume ThiS IS a
valuable tool for record managers and administrators The LaserFiche data volume can then be written to
CD-R or DVD-R optical disc The data can subsequently be distributed, archived, or used for stand-alone
access through the LaserFiche 'Plus' publishing option,
R&S also developed 'EZFind' to image-enable existing legacy applications with the LaserFiche DIMS,
EZFind can complete searches In the LaserFiche DIMS from within existing applications and software
screens We also utilize the LaserFiche Integrator's Toolkit to image-enable many current applications
that use Graphical User Interfaces (GUls) as their interface. Buttons can be easily added that will perform
customer defined functions while remaining In the original application
EzExtract is used to export Image files and related indexes from the LaserFiche DIMS, R&S clients use
EzExtract to integrate LaserFiche with other software systems Additionally, some R&S clients use
EzExtract to produce an output file that is processed to produce microfilm electronically.
The newest R&S product, 'EasyAgenda' automates calendaring, management. Item request. production,
and review processes for organization, City, and county agendas for scheduled meetings, Agenda items
can be requested, supporting documents scanned, agenda items automatically routed to particular
Individuals for review and approval, and the agenda produced in determined format with supporting
documents, EasyAgenda can also be easily integrated with LaserFiche for imaging and archival of
agenda documents
R&S Integrated Products and Services, Inc.
Page 9
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5. 2004
LaserFlche's first release of the LaserFlche DIMS software product occurred In 1987 The first
Implementation of the product occurred that same year.
AnyDoc Software's first release of the 'OCR for Forms' product occurred in 1991, with first
Implementations also occurring in that same year.
R&S, as a VAR partner with LaserFiche, installed our first implementation of the LaserFiche DIMS solution
In 1991 Our reseller relationship with AnyDoc Software began In 1997, with our first implementation of
their award-winning OCR for Forms automated data capture solution occurring in early 1998
All three companies' plans are to continue product development in their respective areas of expertise and
core competencies,
For LaserFlche, this means continuing their current efforts to finish the pending new release of the
LaserFiche product suite, Version 7.0 And there is already much work underway for continuing product
development efforts well beyond the pending new version,
For AnyDoc Software. they will continue to focus on improving and expanding their broad range of forms
processing and automated data capture products and technologies As a leader in this technology arena,
AnyDoc intends to continue to lead the way in applying new technology and techniques to the many
challenges of automating the capture of critical data from business documents, including the processing of
dissimilar forms, also called 'unstructured' forms
R&S Intends to continue developing our techniques and skills in designing and implementing tailored
document Imaging, processing and management solutions for our clients' cntical business needs.
Additionally, we are engaged in product development on a range of software applications that are
designed to add additional value and capabilities related to the task of automating document and paper
intensive processes, and to compliment our other solution offerings
R&S Integrated Products and Services, Inc,
Page 10
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Project Commitment and Corporate Qualifications
R&S Integrated and its principals understand and have studied ALL project requirements and
specifications as stated throughout SDLC's RFP, R&S Integrated commits to and will deliver a phased
approach solution that meets ALL project reqUirements and specifications as stated in the entire RFP
document. Through experience and project application, R&S Integrated and its principals can assure
SDLC that this project will meet ALL project requirements and specifications as stated in the RFP
document.
The intent IS to provide an economic, straightforward, and concise R&S Integrated response for review to
understand R&S' capabilities to satisfy all RFP project requirements As stated in the above paragraph, R&S
Integrated understands all project requirements and specifications as stated in the RFP and can assure SDLC
that the proposed Accounts Payable Imaging System. developed work processes. and R&S professional
services will meet listed requirements and specifications.
R&S will provide a Document Imaging and Management System (DIMS) utilizing the LaserFiche Electronic
Document Management System (DIMS) and R&S professional services. The project approach will utilize
standard and best industry practices to accomplish stated project parameters. Through historic and current
R&S document imaging projects, R&S has proven It can successfully provide a solution as specified in the
RFP requirements
Records management practices and regulations will be applied and integrated in this project as stated In the
Florida Administrative code, Chapter 18-26003 'Records Management - Standards and Requirements,
Electronic Record Keeping', as governed by the Florida Department of State, Division of Library and
Information Services. Additionally. recommendations will be made to provide the greatest level of data and
document security and integrity, and a comprehensive disaster recovery capability
R&S commits to the followmg project processes contract negotiation and signoff, project start and discovery,
generation and approval of detailed project plan, regularly scheduled project meetings, solution deployment
and integration, project Implementation, user and administrative training, acceptance testing, and on-going
support of project technologies and work processes. Professional project management will be implemented
and maintained throughout the project The assigned R&S project manager will be the primary point of
contact with SDLC, and will coordinate all project efforts and tasks with the SDLC assigned project lead,
Presented R&S installations, R&S integration and software modules, and parameters of current and hlstonc
projects clearly demonstrate R&S's comprehenSive experience in designing and deploying document
procesSing and management projects for a variety of customers and Industries The Included R&S references
present proven ability to accomplish turnkey solution integration projects The R&S reference list includes
contact Information and installations that allow site visits R&S projects have involved and required improved
records processing and application of technologies in a wide range of departments, varied work processes,
and varied departmental systems.
R&S Integrated Products and Services, Inc.
Page 11
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The School District of Lee County. Florida - RFP # 6211
Document Imaging System
AugustS, 2004
R&S has dedicated team members to accomplish our clients' projects Currently, R&S maintains seven
employees dedicated to client project integration and support, and twelve other employees dedicated to
document Imaging conversion production R&S continues to provide training and ongoing technical support to
eXisting clients and their solution installations Through the implementation and use of solutions designed.
installed, and integrated by R&S. clients have improved their effectiveness and efficiency and reduced their
operational costs In areas such as records management, process automation, and customer service
R&S Integrated Products and Services, Inc.
Page 12
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
2.0 EXECUTIVE SUMMARY
The School District of Lee County, Florida (SDLC) is requesting proposals In response to the Request for
Proposal #6211 entitled 'Document Imaging System for The School District of Lee County, Florida', with a
closing date of August 6, 2004 This proposal document represents the R&S Integrated Products and
Services, Inc (R&S Integrated) response to the RFP document R&S Integrated will provide a comprehensive
Integrated Document Imaging and Management System (DIMS) that meets the requirements of SOLe's RFP
In general, the presented OMIS will provide the following key areas of functionality, at a minimum,
. Scanning of all required paper documents
Import capabilities for all electronic documents and/or files
· Management of scanned/imported and indexed images and/or electronic files
· Automated workflow and/or audit trail information for tracking document movement and routing
. Full text Indexing availability for images and electronic files
· Template index field searches
. Word and phrase searches throughout Image and electronic files
. Advanced 'fuzzy' logic, proximity, and compound 800lean (AND, OR, NOT, etc.) logiC searches
. Integration with existing data sources and systems, including SOLC's legacy Student records system
· Allows for easy upgrades and system configuration
· Economic propagation of the solution to additional applications and/or departments
Solution Overview
R&S' understanding of SOLC's objective of the proposed R&S DIMS solution IS to migrate the management
and archival of the various SOLC departments' paper and related electronic records management
requirements to an image-based process SDLC has requested recommendations for a turn-key approach
that will achieve a number of key goals while minimizing risk and maximizing cost-effectiveness Each
component of the project IS deSigned to automate, Integrate, or eliminate an additional element of the current
manual documenl management process, thereby further Improving the effiCiency of the work process
throughout the SDLC enterprise.
Additionally, the system Will improve the efficiency and effectiveness of document processing and
management, including but not limited to: capture, distribution, retrieval. retention, archival, disaster recovery,
and Integration with eXisting systems, The proposed system will eliminate paper or manual process whenever
possible, accomplish increased staff productivity, and give SOLC cost reductions in storage space, records
search, copying, manual routing of documents, reduction of lost records, and elimination of paper filing,
Ad hoc workflow (routing, location, and distribution) can be accomplished with the proposed solution through
the use of SDLC's eXisting e-mail application; however, automated workflow with automated distribution,
routing, advancedaudit trails, and event nolification can be accomplished uSing the optional LaserFiche
'WorkFlow SUite'
R&S Integrated Products and Services, Inc.
Page 13
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Implementation Recommendations
Per SDLC's stated goals and interests, R&S Integrated's proposal presents a DMIS solution that can be
Implemented in a single project engagement Optional components such as the LaserFiche Workflow module
(which Includes the Advanced Audit Trail module), can be incorporated into the initial project implementation,
or added at any time in the future as a follow-on project or phase. Generally, decisions regarding optional
module acquisition and implementation are driven by the criticality of the optional module or function, and the
available budget
R&S InteQrated - RanQe of Qualifications:
R&S Integrated has, over the course of the past ten years, designed and deployed a very broad range of
solutions for clients of all sizes, As brief examples. R&S has a number of clients using an entry-level
LaserFlche solution known as the TEAM solution. Most of these clients have, at most, three or four users,
and very low vOlume requirements for their Image repository. On the other end of the spectrum are clients
such as Lee County Tax Collector, who utilizes the majority of the Laserfiche capabilities, in conjunction with
the AnyOoc Software solution, and who has one of the largest databases and image repositories of any
LaserFiche client In the United States We are also currently under contract with the City of Miami to
implement an enterprise-class solution city-wide, within all city departments. The solution is currently installed
in the City Clerk's office, with on-going project discovery and design occurring with additional departments to
gather speCifiC department requirements and Identify opportunities and methods for optimization of the
solution, We are extremely confident that we can prOVide SOLC with the same high caliber solution as the
clients mentioned here, and Will illustrate some of these and other solutions In greater detail in Section 3 of this
proposal listing reference clients
In order to provide the necessary degree of detail in our response, and at the same time follow the general
format of the proposal structure requested in the RFP instructions, we have included expanded descriptions
and information related to many of the specific areas listed within the RFP. Those expanded descriptions and
information are contained in Sections 13 and 14 entitled Application SpeCifications and Key Solution
Parameters. Please review these additional sections for clanfication or further Information
In general, our Professional Services provide the following deliverables:
~ Development of final detailed project requirements
~ Identification and finalization of required work flows
~ Installation, integration, and testing of all software and hardware components
~ Training of users and system administrator(s)
Line items are prOVided for each major component's respective service hours
R&S Integrated Products and Services, Inc.
Page 14
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Document Imaging System
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Generally, the included professional services for each part of the proposed solution will accomplish the
following events: delivery, inventory, setup, configuration, integration, existing work process analysIs,
determination of general DIMS processes, determination and establishment of image work processes,
and training for users, administrators, and support personnel in established work processes and DIMS
operation and administration
Statement of Litigation
R&S Integrated Products and Services, Inc. nor any of its staff are not currently involved in any litigation
action with any past, current, or pending customers. We pride ourselves on never having failed to
complete a contractual obligation of a project of any kind Our, reputation for quality service before, during,
and after all projects is excellent, and can be verified through the referral contacts provided in thiS
proposal, Our relationships with our eXisting customers are excellent, and we look forward to the
opportunity of having the School District of Lee County, Florida among the many satisfied R&S customer-
partners,
Audited Financial Statements
R&S Integrated, as a privately held company, does not release detailed financial statements as a company
policy, R&S Integtrated certifies that the company is finanCially stable and has the necessary resources, human,
technical, and financial, to provide the services at the level required by this RFP for The School District of Lee
County, Florida
R&S Integrated Products and Services. Inc.
Page 15
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
3.0 R&S INTEGRATED CLIENT REFERENCE ACCOUNTS
REFERENCES WHICH ARE SIMILAR IN SCOPE TO THE SOLe PROJECT:
1 - City of Boynton Beach
100 East Boynton Beach Blvd.
Boynton Beach, Florida 33435
Ph: 561-742-6070
Contact: Peter Wallace, ITS Director
2 - Collier County Sheriff's Office
3301 E. Tamiami Trail
Bldg J., Administration
Naples, Florida 34112
Ph: 239-793-9514
Contact: Jamie Bosbach, IT Manager
3 - Lee County Tax Collector
2480 Thompson Street
Ft. Myers. Florida 33901
Ph: 239-339-6042
Contact: Clay Jones, IT Director
Experience - Qualifications and References
The major advantages in uSing R&S solutions for document management are
. The R&S team is educated and experienced In Integrating DIMS and automated data capture
technologies
. Extensive client reference list, R&S has many sites that allow site visits for solution evaluation
. Completion of additional projects at client sites
. Experienced in integrating the LaserFiche DIMS and the AnyDoc solution with a variety of eXisting
systems and data
· 'Top notch' team for systems Integration and programming
. Certifications in computer technologies
. Unmatched quality In customer service and satisfaction,
The listed R&S projects and details of installations clearly provide evidence that R&S can accomplish
document Imaging and data capture Integration projects Many R&S projects deliver Information services
such as documents, Images, and record Indexes to the general public and other departmental users
through Internet/Intranet access (Weblink)
R&S has accomplished over 120 document management projects at over 60 sites Since 1993 for various
clients or 'project partners' Projects required the development of various work processes and many
different types of system integration R&S has accomplished data conversion and integration from and
with a variety of systems, Projects integrate eXisting software systems and databases with the LaserFiche
DIMS and the AnyDoc data capture solution R&S principals, engineers, programmers, and technicians
have over 50 years cumulative expenence in document management and related technologies
R&S Integrated Products and Services, Inc.
Page 16
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The School District of Lee County, Florida - RFP'# 6211
Document Imaging System
August 5, 2004
R&S also has a service bureau or production document conversion department that scans and indexes
hardcopy (including engineering drawings up to "E" size), microfilm, and microfiche for R&S clients R&S
will scan hard copy files to indexed Image format and deliver In the LaserFiche DIMS format R&S can
Image process standard text based hard copy, color pictures, color documents, 'aerial' documents, and
large format (drawings, blueprints, flat files, etc, color or B/W)
Many times, R&S Integrated IS contracted by other document Imaging vendors and integrators to develop
Imaging work processes and systems Integration with existing systems and software. Often, R&S will
'brainstorm' with other LaserFlche VARs to aid In their own integration of client projects,
R&S Integrated is an excellent choice for imaging. document management, and automated data capture
technology integration projects for the following reasons.
· R&S has been a LaserFiche VAR integrator for over nine years
· R&S has been an AnyDoc Software VAR integrator for over six years
· R&S has over 60 active LaserFlche sites In the US, and has accomplished over 120 DIMS projects
· Over 12 of those sites also Include an integrated AnyDoc data capture solution
· R&S received the LaserFiche 'Expertise in Systems Integration' award in 2000
· R&S has been in the LaserFlche 'Presidents Circle' for the past five years (since creation of honor)
· R&S recognized by imaging industry as a leader in systems integration and project development
· R&S document management installations can be referenced for additional information
· Certain installations promote site visits
· All R&S products and services are available via Florida SNAPSII contract
· R&S has integrated LaserFiche with AnyDoc Software for automated image indexing & data capture
· Numerous articles have been printed In Industry magazines and other periodicals that discuss R&S
imaging and data capture projects; reprints on request
R&S has evaluated many different customer environments, from department level to enterprise, for
application of document management and automated data capture technologies, Activities involve:
. Evaluating existing work processes
· Evaluating current manual data capture processes
· Evaluating the storage and management of Imaged hard copy records
· Documenting methods of record indexing. retrieval and organization
· Determining an index and organization structure for the particular department and
associated hard copy records In the established document management system
· Determining new scan and indeXing processes to image the hard copy records
· Supporting the organization and department through project management and technical support
R&S Integrated Products and Services, Inc.
Page 17
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The School District of Lee COUhty, F10rida - RFP # 6211
Document Imaging System
August 5, 2004
City of Boynton Beach
. Enterprise LaserFlche DIMS with multiple departmental databases, includes Human Resources
. 29 Read Write licenses, and 112 Read Only licenses
. Weblink for Intranet/Internet Access
. CDR Publishing
. AnyDoc solution provides Integrated data capture from eXisting systems and hard copy forms
· Size of Database over 300 GB, Number of Images: over 3,500,0000 image records
Boynton Beach City Wide Project - This project started with existing systems and work process
analysis The project began In December 1996 with document conversion and imaging integration for the
Human Resources department. R&S scanned and indexed over 250,000 pages of Human Resource hard
copy In October 1999, project was upgraded to include the Development Department (Engineering,
Planning & Zoning, Building)
In February 2001, project was upgraded to Include most of the other city departments: Parks, Recreation,
Library, City Clerk, Finance, and Fire/EMS City Clerk records and other departmental records are made
available over the Intranet/Internet through LaserFiche Webllnk,
In 2002-03, R&S upgraded the system to LaserFiche 'United' (supports MS SOL Server), Additionally,
current image work processes In the different departments were evaluated R&S is currently scanning
hard copy records for the Development department
R&S scans and indexes D & E size drawing files and related permit files Records are Indexed and
delivered on CDR optical disc with the LaserFlche 'viewer' on each optical disc; image files and associated
indexes are uploaded to the City'S LaserFlche Document Imaging and Management System
A data capture process IS used to index all project and permitting files in the Development Department.
The permit application screen is printed from the HTE. tracking system, This document IS the cover
page for all permitting documents when scanned Additional cover sheets separate the document types in
the permit batch (e.g., permit, permit application, inspection documents, insurance, drawings)
Boynton Beach Police Department - Project started with existing systems and work process analysis
(May 2001), Project requirements were to develop methods to replace the existing microfilm process for
police hard copy and automate data entry from field reports In the Central Records department, the
project established a document imaging and indexing process for Incident Reports and provides network
access (to indexed Image records) Records are field hard copy that record events that require
documentation in the summer of 2002, the LaserFlche system was upgraded to LaserFlche 'United'
(supports MS SOL Server)
R&S Integrated Products and Services, Inc.
Page 18
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The School District of L~eCounty, Florida - RFP # 62'11
Document Imaging System
August 5, 2004
Processes and software were integrated to capture (and key from Image data) from the State of Florida
traffic accident report, short and long form with supplemental pages, traffiC and parking citations AnyDoc
Software's 'OCR for AnyDoc' IS used to automate indexing for inCident reports and traffiC citations through
data capture and 'key from Image' processes
Collier County Sheriff's Office
· Enterprise LaserFiche DIMS With multiple departmental databases, includes Human Resources
· 50 Read Write licenses, and 25 Read Only licenses
COR Publishing
· AnyOoc solution provides Integrated data capture from existing systems and hard copy forms
· Size of Database over 700 GB, Number of Images 4,000,000 image records
This project started with existing systems and work process analysis (1999) Project requirements were to
develop methods to replace the existing microfilm process for inCident Reports'
In the Central Records department, the prOject established a document Imaging and Indexing process for
hardcopy files and provides network access to the processed Incident Reports Documents are field hard
copy that record all reported inCidents that require wntten documentation In 2000-2001, system was
upgraded to support additional users, work processes, and departments, In Q4 2002 or 01 2003, the
LaserFlche system will be changed to LaserFiche United (supports MS SOL Server),
In 2000, R&S scanned over 800,000 pages of 'Offense/Incident Reports' dating from 1995-1999 Files
were processed to Indexed COR discs and uploaded to the CCSO LaserFiche NT imaging system In
2000, system was upgraded With additional user licenses to support other CCSO departments In 2002-
03, R&S will scan over 500,000 pages of Central Records hard copy In 2003, project will be changed to
LaserFiche United platform; new scanners Will be added for other departments
LaserFiche Imaging technologies are used by the Human Resources ciepartment for evaluation of
prospective Shenff employees, Employee candidate data are scanned and evaluated by different users
Involved in the hiring process Image data are scanned and managed by the LaserFiche imaging system
A workflow process was developed and utilized to move employee candidate data through 12 different
steps in the hiring process Departmental users view the data from several different locations Users can
graphically see the employee candidate status and received documents R&S EZFind integrates
LaserFlche With other Collier Sheriff 'Central Records' programs
The imaging process eliminated the manual transfer of candidate files from desk to desk, users can
readily see what additional steps or information may be requirea' tor the candidate to complete the hiring
process Users can eaSIly see why a potential candidate was not hired Hired candidates become
'Current Employees' and their file IS updated and maintained by the LaserFiche imaging users.
R&S Integrated Products and Services, Inc.
Page 19
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Another project captures data from time cards and uploads data to financial systems Additionally, system
captures data from deputy issued traffic citations and Incident reports (eforms) and updates an eXisting
Central Records data management system (WinGs). Next, data are imported to the LaserFlche
Document Imaging and Management System. Traffic citation data could then be passed to the Collier
County Clerk of the Circuit Court legacy system via a common network After which, the County Clerk of
the CirCUit Court Traffic department will not have to scan and image process these citations This
established process could eliminate the redundant keying of common citation record data between
departments AnyDoc Software's 'OCR for AnyDoc' is used to automate data capture and Indexing for
inCident reports and traffic citations through automated data capture and processes
Lee County Tax Collector
. Standard LaserFiche DIMS with multiple departmental databases, includes Human Resources
. 25 Read Write licenses, and 50 Read Only licenses
. Weblink for Intranet/Internet Access
. COR Publishing
. Integrated AnyDoc Software automated data capture from eXisting systems and hard copy forms
. Size of Database 500 GB, Number of Images over 5,000,0000 image records
Project staried with existing systems and work process analysis (late 1998) In 2000, system was
upgraded to support additional departments and scanners (user licenses were added). Additionally, work
processes and technologies were evaluated and updated to conform with current project requirements In
03 2002, the LaserFiche system was changed to the LaserFiche United (supporis MS SOL Server).
Before 1998, tax collector data were indexed, imaged, and managed by a Unlsys imaging and tax
accounting system, data were scanned, packaged, and accounted with a Single monolithic proprietary
device Historically, other tax collector data were image captured and managed with an IBM Visual Info
Imaging system Both systems were on OS/2 servers and jukeboxes. Project required R&S and Lee
County Tax IT to develop methods to strip Imaging and Index data from the two systems and move all
images and their Indexes to the LaserFiche NT imaging system Image data were moved to new NT
Image servers, disk arrays, and optical libraries or jukeboxes (process uses embedded R&S Document
Shuttle processes).
Information was converted to ODBC output with developed Integration processes and software This was
accomplished through R&S and Lee County Tax Collector IT personnel working to develop a solution with
systems evaluation, options analysIs, general 'brainstorming' with project prinCipals, and custom software
development.
Today, tax data is captured at public counters and in a production scanning depariment. Tax records
such as occupational licenses, vehicle and vessel registrations, business licenses, and property taxes are
Imaged and Indexed automatically,
R&S Integrated Products and Services, Inc.
Page 20
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Image records with captured Indexes are uploaded to the LaserFiche imaging system automatically Files
are indexed using And Doc Software's 'OCR for AnyDoc' by uSing automated data capture and 'key from
image' processes
All departmental users with Read-Only security nghts access the data through standard Internet browsers
LaserFlche 'Weblink' is the software module that allows Intranet/Internet access to LaserFlche databases
Only users that produce data have the LaserFlche 'Process' or ReadlWrite client on their workstations
(counter, managers, IT, and production department) In the production scanning department, tax
documents are scanned with AnyDoc Software's 'OCR for AnyDoc' to automate the data capture and
Image indexing process. Index data are verified using standard data capture verification and Key From
Image' processes Information is uploaded to LaserFlche using Document Shuttle processes
Note: All of the above mentioned projects were initially started and completed by R&S Integrated Many
times, additional departments and work processes were established by in-house project managers (with
minimal effort and time), R&S feelS clients desire to invest in technology best suited for easy and
economic proliferation to other work processes and departments The LaserFlche DIMS and the AnyDoc
Software product suites are well suited for this requirement
R&S Integrated Products and Services, Inc.
Page 21
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
R&S Complete Reference List
GOVERNMENT
City of Miami
City of Miami Beach
City of Delray Beach
City of Boca Raton
City of Kissimmee
City of Boynton Beach: City, Police, and Utilities
City of Greenacres, City and Public Safety
City of New Smyrna Beach
City of Titusville
City of Deerfield Beach
City of Homestead
City of Stuart, City and Police
City of Casselberry
City of Minneola
City of Inverness
City of Boca Raton
Village of Wellington
Village of Palm Springs
T own of Lauderdale-By- The-Sea
T own of Palm Beach Shores
Collier County - Sheriff's Office
Lee County Tax Collector's Office
Monroe County Clerk of the CirCUit Court
Monroe County Property Appraiser
Lee County Property Appraiser
Collier County - Clerk of the Circuit Court
Florida Department of Health,
Florida Department of Financial Services
Shades of Green Resort, Department of the Army
Athens Clarke County
Florida Department of Citrus
SI Lucie County Soard of County Commissioners
SI. Lucie County Property Appraiser
SI. Lucie County Clerk of the Circuit Court
SI. Lucie County Veterans Affairs
Hillsborough County Clerk of the Circuit Court
Florida Keys Aqueduct Authority
August5,2004
EDUCATION
University of Central Florida
University of Florida Law College
Columbia County Schools
Florida State University
Putnam County Schools
RETAIL / COMMERCIAL
Advance Auto Parts/Stores
Discount Auto Parts
Qualex Consulting
Howard Schultz and Associates
Ryan Incorporated
Outback Steakhouse, Corporate Office
Sailormen Inc dba Popeyes Restaurants
National Gold Exchange
MEDICAL
AdvantEdge Healthcare Solutions
Morton Plant Mease Foundation
Shands Hospital - UniverSity of Florida
Moffit Cancer and Research Center
Cardiology Consultants, PC
Premier Medical Review
FINANCIAL I REAL ESTATE
Griffith & Werner
Columbia Title and Research
Financial Strategies Workshop
First Summit / Jefferson Pilot Financial
American Express Financial Services
Southern Title
MANUFACTURING
Lockheed Martin Financial Services
Bausch & Lomb Pharmaceuticals
Note: All of the above mentioned projects were Initially started and completed by R&S Integrated, Many
times, additional departments and work processes were established by In-house project managers (with
minimal effort and time), R&S feels clients deSire to Invest In technology best suited for easy and
economic proliferation to other work processes and departments
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Fiorida - RFP # 6211
Document Imaging System
AugustS, 2004
R&S Software Product and Integration Clients
These organizations have purchased R&S integration products and services to provide solutions that
tightly integrate a variety of 'best of breed' solutions, Including LaserFlche DIMS, AnyDoc Software's
automated data capture capabilities, R&S' Document Shuttle Integration utility, the LaserFlche Integrator's
Toolkit, and other integration techniques and products
Lee County Tax Collector
Howard Schultz and Associates
Discount Auto Parts
Advanced Auto Stores
Forms ProcessIng Inc
Data Servicing Inc
DSS Corporation
City of Homestead
AdvantEdge Healthcare Solutions
TKB Associates, Inc
\,i1IClge of Lisle, IL
Compensation Funds of New Hampshire
Innovative Imaging
St Lucie County
Collier County Clerk of the Court
Collier County Sheriffs Office
Village of Glenview, IL
City of Boynton Beach
City of Boynton Beach Police
City of Boynton Beach - Planning/Development
IKON Office Solutions - Ontario, Quebec
Bce Emergls, Quebec
City of Jacksonville, NC
One Source Document Solution, Inc
New Vision Imagmg Systems
Stem Cyte
Advance Stores Company, Incorporated
State Ethics Commission, PA
Pro Medica
Housing Authority of the County of Los Angeles
Offutt, Fisher and Nord
Municipal Code Corporation
R&S Integrated Products and Services, Inc.
MorenCI Water and Electric Company
Sailormen InclOBAI Popeyes Chicken and BiSCUits
Village of Wellington
ESC Imaging, Inc
City of St Claire Shores
Ncompass Networks
Bloss & Dillard
BOLT Document Management
FlOrida Keys Aqueduct Authority
Ray Morgan Company
Connectivity Business Systems
Nalionwlde Insurance
Page 23
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Section
IV
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
4.0 PROOF OF CONCEPT - STATEMENT OF EXCEPTIONS
SOLC's approach to a 'Proof-ot-Concept' pilot system IS an admirable one, and R&S Integrated supports it
fully Conducting a review ot the current environment, processes, filing structures, Indices, workflow, etc,
and developing a gap analysis and potential process re-deslgn recommendation IS a standard R&S
solution design step, conducted very early in the lite of the project. We welcome the opportunity to do so
by Invitation of the SOLC, as we believe It is an imperative step to a successful solution Implementation
We are fully prepared to implement a model or pilot system which demonstrates the key features and
functionality of the proposed solution In order to provide a system which will demonstrate the necessary
functional competency while minimizing the risks of disruption to the eXisting computer Infrastructure, R&S
will work in concert with SOLC to implement the solution to the minimum extent necessary to prove the
necessary concepts and functionality In the very unlikely event that SOLC determines the model system
to not address SOLe's stated reqUirements, extraction of the system will have a minimal impact.
We believe that between the up-front gap analysis and reviSIOn of the project Implementation plan and
schedule, In conjunction with a well-designed model system, SDLC will find no issues nor any reason to
not move forvvard with full Implementation of the solution
5.0 SPECIAL CONDITIONS - STATEMENT OF EXCEPTIONS
R&S agrees to the SOLC's Special Conditions, and has no exceptions to state regarding the Special
Conditions
6.0 TRAINING
R&S will provide on-Site training for all designated departmental users and IT personnel. Training is
conducted uSing production processes and departmental hard copy at the user location General system
training in document retrieval and access can be accomplished at the user desktop and/or using a
classroom setting
Prior to the delivery and install event, a meeting will be scheduled with project designated IT personnel
and/or administrators, designated departmental users, and project managers DUring the meeting, R&S
Will explain the required network access for installation and setup, review project components and
functions. APIS testing parameters and schedule. departmental user expectations, and determine a
calendar schedule for the following
· System installation, setup, and testing
· Evaluation of eXisting departmental work processes
· New work process determination for each department
· Departmental user training
· IT training for established work processes and system technology
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
During the delivery, Install, setup, integration, and testing phase. IT staff are required for network access,
introduction to existing conditions, discussion of security parameters and policies, and determination of
data volume strategy for the new system R&S will train IT users in APIS setup, application, and support,
Data volume management policies will be discussed with IT staff and departmental users, Policies will be
determined USing Florida Administrative code. Chapter 18-26003 'Records Management - Standards and
Requirements, Electronic Record Keeping', as governed by the Florida Department of State. Division of
Library and Information Services, as a basIs for image data management regulations and stipulations,
Users will be trained in the established data management practices.
R&S will train departmental users and IT staff in prOject component nomenclature and purpose, methods
of evaluation for existing work processes, application of project technologies, and determination of system
pOlicies
During the installation and setup phase, IT staff will be trained using 'hands on' methods IT personnel will
complete certain portions of the installation and setup while being 'coached' by R&S personnel In this
phase IT staff will be trained in the following,
. DIMS software installation and setup
. DIMS System tables and file layouts
. User setup and security management
. Folder/subfolder setup and security management
. DIMS security setups and management
· BaSIC production methods and record retrieval
. System testing, application, and management
· Integration methods and application
R&S will train each group of departmental users, administrators and IT personnel in work process setup
and application Existing work processes will be evaluated Project meetings will determine and establish
new work processes and the DIMS setup for the various SDLC departments, The R&S integration team
and SDLe IT personnel will apply the determined system security policies and structures Users will be
trained in all established technologies and work processes
Users will be trained at the department level in all aspects of normal daily production activities and system
application Training will include work process setup, scanning, importing, indexing, organization, quality
control, and system use In production mode Additionally, department users, managers, and system
administrators will be trained in total system function and support. The users, administrators, and
managers will be trained in all methods of record production, management, retrieval, and distribution
Departmental users and system administrators will be trained In production application and testing, After
production testing has been completed in each department using the new established imaging work
processes, project users and system administrators will be trained uSing 'hands on' production methods
R&S Integrated Products and Services, Inc.
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The School District of Lee County, I=lorida - RFP # 6211
Document Imaging System
August 5. 2004
In this phase, project administrators, departmental users, and IT staff will be trained in all project
technologies and work processes that are applied in the project departments. Group discussions, work
process demonstrations, and 'Hands on' methods will be utilized
R&S' expenence with other customers In Similar environments has proven that training on the LaserFiche
solution can be accomplished within the space of one week for all users, The system is straightforward
and simple to use for casual and operational users System administration is not difficult or complex
either, as can be attested to by many of our eXisting clients
R&S' approach to the training process results in a scenario of 'Train the Trainers' Between the
LaserFiche DIMS ease of use, and the training provided by R&S, System administrative staff and senior
operational users become capable of prOViding training going forward, However, through the use of the
on-site work days prOVided by R&S as part of the Annual Support and Maintenance Agreements, SOLC
may request that that time be spent prOViding additional training to SOLC staff members
7.0 ESTIMATED PROJECT IMPLEMENTATION PLAN
Project Implementation - As a part of thiS proposal effort, R&S Integrated IS including a general project
implementation plan that will allow SOLC to gain an understanding of our time estimates for a project of
this scope
R&S IS committed to accomplish SDLC's RFP project requirements In a timely fashion, uSing this
estimated project schedule as a basis and time frame R&S Integrated and its principals understand the
overall objectives of this project are to deliver, Install, integrate and configure the DIMS solution, and to
train the vanous users and administrators in the function and application of the proposed DIMS as
speCified in SDLC's RFP R&S Integrated and its principals are committed to perform the work and
provide the technology as stated in thiS RFP response and proposal
Based upon Information contained In SOLC's RFP, and prOVided as answers to questions posed regarding
the RFP, R&S will prOVide a DIMS project solution that supports approximately 20 concurrent Read-Only
system users, and 4 concurrent Read/Write system users, Additional user licenses can be added one or
more at a time to support additional concurrent users. Access to the system through the use of the
LaserFiche Weblink component and a standard Internet browser utilizes the same pool of concurrent
Read-Only licenses as any client software Installed on a desktop, The solution will also establish
document scanning and indeXing work processes, integrate with existing systems and data sources, and
provide scanning for approximately 40,000 documents per month (estimated 500,000 pages per year) with
support for growth of over 100 percent.
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Part One - Methods to Install and Test DIMS Solution
Prior to the first prOject week, the contract will be executed and signed Additionally, an initial project
meeting will be scheduled The initial project meeting will accomplish the following
. Provide introductions to all project team members from all parties
. Discuss, identify and document detailed descriptions for all current work processes and
procedures
. DISCUSS, identify and document detailed descriptions of all current filing/folder structures and
indexing requirements, and all associated process rules and related information for the DIMS
· Perform a detailed site review pnor to deployment of the solution
. DIscuss and establish final project schedule and develop final project implementation plan
The prOject implementation plan will be used to manage the project, project components, and associated
resources The project implementation plan will detail all tasks, deliverables, and milestones from contract
execution through system acceptance
Part Two - DIMS Installation and Testing
DUring the third week of the project, R&S will deliver and Install project components This will involve
transport, inventory, and recording of component part numbers and serial numbers Component install
and setup will be accomplished using the Included project management schedule
Installation and setup phase will Involve the following
· Installation and setup of DIMS server software
· Installation and setup of DIMS client workstation and/or Webllnk server software
· Creation and setup of DIMS project database
· Creation and setup of testing folders, users, index templates, and data volumes
· PhYSical placement and installation of document scanners
· Installation and setup of scanner interface cards in designated workstations
· Integration between LaserFiche DIMS and existing Student Records legacy application
Initial DIMS testing will Involve the follOWing
· Performance testing for scanning quality and time
· Network monitoring for speed and throughput
· Monitoring of scanning process for productivity and quality
· Response time for word and Index searches
. Electronic document Import and searching
· Simultaneous searching by multiple users
· Edits of system configuration
. Data volume migration
· Basic security setup, test various user setups and access
· BaSIC scanning and indeXing
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Part Three - Low Volume Production TestinQ
After daily production methods have been established and users have been trained, the DIMS will be
tested in low-volume production mode, uSing an established test checklist
Part Four - Full Production TestinQ
Production APIS testing will Involve the following
· Performance testing for scanning quality and time
. Network monitoring for speed and throughput
. Monitoring of scanning process for productivity and quality
· Response time for word and index searches
· Electronic document import and searching
· Simultaneous searching by multiple users
· Edits of system configuration
· Data volume migration
· BasIc security setup, test various user setups and access
· Basic scanning and Indexing
During production testing, users in various departments should be retrieving records and using the DIMS
as anticipated In a tYPical workday The test event will run all scanners at the rated speed for a
reasonable period of time, The test event will verify the document capture production throughput,
document search and retrieval, and print limes while all stations are active and the scanners are running
at production levels,
Part Five - Final DIMS Testing in Production Mode
Part Six - Final DIMS Solution Testing - Full Solution - Project Solution Acceptance Testing
Part Seven - Totai system and work process support Fine tuning of process, capture parameters, user
parameters and permissions, etc
R&S Integrated Products and Services, Inc.
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Section
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
8.0 PROJECT IMPLEMENTATION PERSONNEL
The following individuals are dedicated to project Integration and project solution support All R&S
employees listed are based in the R&S Integrated office in Lakeland, Florida.
Robert Porter
President / CEO
Responsible for eXisting work process analYSIS
. Determination of new work process, supervision of all project activities
. Communication with site personnel, application of new work processes
. Responsible for project resource management and audit
. User and administration training, onsite designated R&S contact
. Project meetings for status and future events
Robert has ten years experience In document imaging/management and computer related technologies
Robert IS personally involved in all R&S proJects, Robert's project actiVities and responSibilities have
involved application, installation, integration, and maintenance of imaging, document/data conversion, and
data capture technologies Robert is certified in LaserFiche Document Management and AnyDoc
Software's automated data capture product suite Before 1993, Robert studied and was In the
profeSSional Civil engineering field, Robert was in the Civil Engineering program at University of South
Flonda
Robert developed the theory for Document Shuttle, EZFind, and EZAgenda These programs are used to
integrate LaserFiche document management with existing data and systems Additionally, he aided in the
program development Robert has given several presentations to local government professional
associations for student credit (CE, for professional certification) Robert is recognized as a valuable
integration resource by DIMS users and other document management value added resellers Robert has
guided and directed R&S for over nine years and has personally conducted or completed projects Similar
to as required by SDLC.
Deanna Porter
Vice PreSident and Corporate Operations Manager
Responsible for project component acquisition, delivery, inventory, version control.
Deanna IS the corporate contact for clients and supervises converSion projects Deanna is responSible for
project resource management and audit, and client account executive. Deanna has ten years experience
In document management and computer related technologies She has managed activities and projects
that have involved application, Installation, integration, and maintenance of imaging, documenUdata
converSion, and data capture solutions Deanna IS personally Involved in all R&S projects, Deanna is
certified In LaserFiche document management Before 1993, Deanna studied marketing at Polk County
Community College
R&S Integrated Products and Services, Inc.
Page 29
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5,2004
Deanna is the primary corporate contact for R&S clients The R&S client base values the quality of
service Deanna delivers to the project. Deanna has given several presentations to local government
professional associations for student credit (CE, for professional certification), Deanna has worked at
R&S for over nine years and has conducted or completed projects similar to as required by SDLC
John Van Buskirk
Director of Technical Operations, Project Technical Manager
Responsible for prOject component delivery, installation, integration, and setup, existing systems
analysis and integration, program development, integration of new developed work process and
project technologies, user and administrative training
John has six years experience in document management and 15 years in computer related technologies
Activities and projects have involved application, installation, integralion, project management and
maintenance of imaging, documenUdata conversion, and data capture technologies and solutions John
has been personally involved in the last twenty R&S projects.
John IS certified in both LaserFiche and AnyDoc Software's product suites and tools, Before 1995, John
studied political science at University of South Carolina
John IS the primary technical contact for R&S clients. The R&S client base values the quality of service
Jonn delivers to the project and on going technical support. John has worked at R&S for over three years
and has conducted or completed projects similar to as reqUired by SDLC
Jesse Sarlo
Director of Program Development, Technical Support
Responsible for programming, project component delivery, installation, integration, and setup,
Existing systems analysis and integration. program development. Integration of new developed
work process and project technologies, user and administrative training
Jesse has eight years of experience in software programming and related actiVities, application
development, and project implementation and management. Activities and projects have Involved
programming, application development, installation, integration, and maintenance of computer software
applications and integration environments, He holds a BSBA with a minor in Computer Information
Science, and has taken a variety of classes in database development using SOL Server and other
relational databases, Jesse is the chief developer for several R&S middleware products, such as
Document Shuttle, EZFind, and EZVolume, and is the chief architect for R&S' automated agenda solution,
EasyAgenda (product automates the agenda Item request and management process for city and county
meetings)
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Jesse is also a technical contact for R&S clients The R&S client base values the quality of service Jesse
delivers to the project and to on-going technical support. Jesse has conducted or completed projects
similar to that required by SDLC for over four years.
Michael Hagins
Director of Sales and Marketing - Data Capture and Document Imaging
Responsible for existing systems analysis and integration, program development, integration of
newly developed work process and project technologies, solution training, and project
management
Mike has over fifteen years experience In document management, data capture, and computer related
technologies, and has conducted or completed projects similar to that required by SDLC.
Mike's activities and projects have Involved problem definition, solution design, technology application,
Installation, integration, and maintenance of imaging, document/data conversion, and automated data
capture technologies Mike is a CDIA+ (Certified Document Imaging Architech) certified professional
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
9.0 R&S INTEGRATED STANDARD CONTRACT DOCUMENT - SAMPLE
R&S Integrated - Standard Contract Document
Version 1.5
STANDARD "DRAFT" CONTRACT
CONTRACT 2004 - ####
BETWEEN
AND R&S Integrated Products and Services, Inc.
THIS CONTRACT is between , whose address is
(hereinafter referred to as ) and R&S Integrated Products and Services,
Inc, a Florida corporation, authorized to do business in Florida (hereinafter referred to as the
"Contractor") In conSideration of the mutual terms and promises set forth below,
and the Contractor agree as follows
1. Services
The Contractor's responsibility under this Contract is to provide an Accounts Payable Imaging System,
(APIS), training and a maintenance program, as further stated and described In the proposal entitled _
, which is hereby made a part of this Contract, and was
in response to
submitted to
Request For Proposal Number
dunng the performance of this Contract shall be
, or designee,
's
's representative/liaison
, telephone number
The Contractor's representative/liaison during the performance of this Contract shall be Robert Porter,
telephone number (863) 683-9393, or designee
2. Payments
The Contractor will bill for services rendered toward the completion of
the work listed in the above referenced proposal at the rates listed in said proposal. Payments shall be
authorized at the completion of each stage of the contract Invoice shall be submitted to
InvoIces received from the Contractor pursuant to this Contract will be reviewed and approved by
's representative, Indicating that services have been rendered in conformity with
the Contract and then will be sent to the Finance Department for payment. Invoices will generally be paid
within thirty (30) days following representative's approval
Final Invoice: In order for both parties herein to close their books and records, the Contractor will clearly
state "final invoice" on the Contractor's final/last billing to , This certifies that all
services have been properly performed and all charges and costs have been invoiced to
, Since this account will thereupon be closed, any and other further charges, if not properly
included on this final inVOice, or which are in excess of the not to exceed amount, are waived by the
Contractor
R&S Integrated Products and Services. Inc.
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The School District of Lee County, Florida -- RFP # 6211
Document Imaging System
August 5, 2004
3. Initial Contract Period and Contract Renewal
The Initial contract period shall begin with the issuance of a purchase order, installation and testing of an
APIS, completion of training, and final acceptance of the APIS, APIS Support will continue for one year
from the date of system acceptance or first production use of the system. In addition,
reserves the nght to renew the support contract for additional year periods, under
the same terms, conditions and specifications contingent upon mutual agreement and Budget approval
4. Access and Audits
The Contractor shall maintain adequate records related to all charges. expenses, and costs incurred in
estimating and performing the work for at least three (3) years after completion of this Contract.
shall have access to such books, records, and documents as
required in this section for the purpose of inspection or audit dunng normal business hours, at the
Contractor's place of business
5. Truth-ln-NeQotiation Certificate
Signature of this Contract by the Contractor shall also act as the execution of a truth-in-negotiation
certificate certifying that the wage rates, over-head charges, and other costs used to determine the
compensation provided for In this Contract are accurate, complete and current as of the date of the
Contract and no higher than those charged the Contractor's most favored customer for the same or
SUbstantially similar service, The said rates and costs shall be adjusted to exclude any Significant sums
should determine that the rates and costs were increased due to inaccurate,
incomplete or concurrent wage rates or due to Inaccurate presentation of fees paid to outSide contractors
shall exercise its nghts under this clause within three (3) years
following final payment
6. Insurance Requirements
Contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this
contract the following insurance coverage and limits. including endorsements described herein. The
requirements contained herein, as well as 's review or
acceptance of Insurance maintained by Contractor, IS not intended to and shall not in any manner limit or
Qualify the liabilities or obligations assumed by Contractor under this Contract
Commercial General Liability Contractor agrees to maintain Commercial General Liability at a limit of
liability not less than $1,000,000 Each Occurrence, Coverage shall not contain any endorsement(s)
excluding nor limiting Product/Completed Operations, Contractual Liability or Cross Liability,
Business Automobile Liability Contractor agrees to maintain Business Automobile Liability at a limIt of
liability not less than $500.000 Each Occurrence Coverage shall Include liability for Owned, Non-Owned &
Hired automobiles.
In the event Contractor does not own automobiles. Contractor agrees to maintain coverage for Hired &
Non- Owned Auto Liability. which may be satisfied by way of endorsement to the Commercial General
Liability policy or separate BusIness Auto Liability policy,
Worker's Compensation Insurance & Employers Liability: Contractor agrees to maintain Worker's
Compensation Insurance & Employers Liability insurance
R&S Integrated Products and Services, Inc.
Page 33
9~1 ~. L~i
\"';"i-A ~ r,:~
.~J t. il\o:k'
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
-- August 5,2004
7, Patents and Rovalties:
The Contractor, without exception, shall indemnify and save harmless
and its employees from liability of any kind including cost and expenses for or on account of any
cOPYrighted, patented or unpatented invention, process or article of manufacture lot any article used in the
performance of the contract, including its use by If the Contractor uses any design,
device or materials covered by letters, patent or copyright, it is mutually agreed, and understood without
exception that the proposal prices shall include all royalties or cost arising from the use of each design,
deVice or materials in any way involved in the work.
8. Contract ContinuitvlTransitional Period:
In the event the services are scheduled to end either by contract expiration or by termination by
(at 's discretion), it shall be incumbent upon the
Contractor to continue the service, jf requested by . until new services can
be completely operational. At no time shall this transitional period extend more than ninety (90) days
beyond the expiration date of the existing contract. The Contractor will be reimbursed for this service at
the rate In effect when this transitional period clause IS invoked by
9. Contracts Overlapping Fiscal Years:
When a contract's terms extends beyond the fiscal year in which the contract commences,
will Issue a new Purchase Order to cover its needs for the balance of the fiscal year and
a new purchase order will be issued to correspond with the remaining months of the contract that extends
into the next fiscal year Issuance of a new Purchase Order shall be subject to the availability of budgeted
funds.
10. Termination For Cause
If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its obligations under
thiS Contract, or if the Contractor shall violate any of the proviSions of thiS Contract,
may, upon a three (3) day written notice to the Contractor, immediately terminate the right of the
Contractor to proceed under this Contract or with such part or parts of the Contract as to which there has
been default, and may hold the Contractor liable for any damages caused to
by reason of such default and termination, In the event of such termination, any completed
services performed by the Contractor under this Contract shall, at the option of
, become 's property and the Contractor shall be entitled to
receive equitable compensation for any work completed to the satisfaction of
, less any amounts which reasonably deems necessary to
Withhold in order to correct any defects or deficiencies in the work performed by the Contractor The
Contractor, however, shall not thereby be relieved of liability to for damages
sustained by by reason of any breach of the Contract by the Contractor. and _
may withhold any payments to the Contractor for the purpose of set off
until such time as the amount of damages can be determined. The Contractor shall not be held liable for
damages under this article solely for reasons of delay if the delay is due to causes beyond its control and
without ItS fault or negligence, but this shall not prevent from terminating thiS
Contract because of such delay In no event shall pay for profit or
overhead on work not performed.
R&S Integrated Products and Services, Inc.
Page 34
(.,-;~ ~ ::i
t",;:.,t,t.r
The School District of Lee County, Florida .- RFP # 6211
Document Imaging System
August 5, 2004
11. Termination For Convenience
This Contract may be terminated by without cause upon thirty (30)
day written notice to the Contractor. In the event of such a termination without cause, the Contractor shall
be compensated for all services. together with reimbursable expenses incurred. In such event, the
Contractor shall promptly submit to its invoice for final payment and
reimbursement under the terms of this Contract.
12. Indemnification
The Contractor shall indemnify and save harmless and defend , its agents,
servants, and employees from and against any and all claims, liability, losses, and/or cause of action
which may anse from any negligent act or omission of the Contractor. its agents. servants, or employees
in the performance of services under this Contract.
The Contractor further agrees to indemnify, save harmless and defend
, Its agents, servants and employees from and against any claim, demand or cause of action
whatsoever kind or nature arising out of any conduct or misconduct of the Contractor not included in the
paragraph above and for which , its agents. servants or employees are
alleged to be liable
13. Independent Contractor
The Contractor IS an independent contractor under this Contract Personal services provided by the
Contractor shall be by employees of the Contractor and subject to supervision by the Contractor, and are
not officers, employees, or agents of . Personnel policies. tax
responsibilities, purchasing policies and other Similar administrative procedures applicable to services
rendered under this Contract shall be those of the Contractor,
14. Authoritv to Practice
The Contractor hereby represents and warrants that is has and will continue to maintain all licenses and
approvals required to conduct its business, and that it will at all times conduct its business activities in a
reputable manner Proof of such licenses and approvals shall be submitted to
's representative upon request.
15. Severabilitv
if any term or provIsion of this Contract or the application thereof to any person or circumstances shall. to
any extent. be held invalid or unenforceable, the remainder of this Contract, or the application of such
terms or provision to persons or circumstances other than those as to which it is held invalid or
unenforceable, shall not be affected, and every other term and provision of this Contract shall be deemed
valid and enforceable to the extent permitted by law
16. GoverninQ Law/JurisdictionNenue
The Contract shall be construed in accordance with and governed by the law of the State of Florida The
parties agree to JUrisdiction for any action arismg out of or relating to this Contract in any FlOrida state or
federal court. Venue for any action arising out of or relating to this Contract shall lie in Polk County,
Florida
R&S Integrated Products and Services, Inc.
Page 35
(:~ \ i~~
ld ~ ~p
The Schoof District of Lee County,Florida - RJ=P # 6211
Document Imaging System
'August 5, 2004
17. Successors and AssiQns
and Contractor bind themselves, their successors, assigns and legal
representatives to the other party hereto and to successors, assigns and legal representatives of such
other party in respect to covenants, agreements and obligations contained in this Contract The Contractor
shall not assign this Contract without written consent of
18. Subcontractina
reserves the right to accept the use of a subcontractor, or to reject the
selection of a particular subcontractor and to inspect all facilities of any subcontractors in order to make a
determination as to the capability of the subcontractor to perform properly under this Contract. If a
subcontractor fails to perform or make progress, as required by this Contract, and it is necessary to
replace the subcontractor to complete the work in a timely fashion, the Contractor shall promptly do so,
subject to acceptance of the new subcontractor by
19. Conflict of Interest
The Contractor represents that It presently has no interest and shall acqUire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided for in Section 112.311, FlOrida Statutes. The Contractor further represents that no person having
any interest shall be employed for said performance,
The Contractor shall promptly notify 's representative, in writing, by
certified mail, of all potential conflicts of interest for any prospective business associatIOn, interest, or other
circumstances, which may influence or appear to influence the Contractor's judgment or quality of services
being provided hereunder
Such written notification shall Identify the prospective business association, interest or circumstance, the
nature of work that the Contractor may undertake and request an opinion of
as to whether the association, interest or circumstance would, in the opinion of
, constitute a conflict of interest If entered into by the Contractor
agrees to notify the Contractor of its opinion by cer1lfied mail within thirty (30) days of receipt of
notification by the Contractor If, in the opinion of , the
prospective business associatIon, interest or circumstance would not constitute a
conflict of interest by the Contractor, shall so state in the notification
and the Contractor shall. at its option, enter into said association, interest or circumstance and it shall be
deemed not in conflict of interest with respect to services provided to
by the Contractor under the terms of this Contract.
20. ContinQent Fees
The Contractor warrants that it has not employed or retained any company or person, other than a bona
fide employee working solely for' the Contractor to solicit or secure this Contract and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee
working solely for the Contractor, any fee, commiSSion, percentage, gift. or any other consideration
contingent upon or resulting from the award or making of this Contract
R&S Integrated Products and Services, Inc.
Page 36
l
i.
The School District of Lee County, Florida - RFP # 6211 -
Document Imaging System
August 5, 2004
21. Nondiscrimination
The Contractor warrants and represents that all of its employees are treated equally during employment
without regard to race, color, religion, disability, sex, age, national origin, ancestry, marital status, or
sexual orientation
22. Public Entity Crimes
As provided in Sections 287,132 and 287 133, Florida Statutes. by entering into this Contract or
performing any work in furtherance hereof, the Contractor certifies that it, Its affiliates, suppliers,
subcontractors and Contractors who will perform hereunder, have not been placed on the convicted
vendor list maintained by the State of Florida Department of Management Services within the 36 months
immediately preceding the date hereof This notice is required by Section 287133(3)(a), Florida Statutes
23. Modifications of Work
reserves the right to make changes in Scope of Services,
Including alterations, reductions therein-or additions thereto. Upon receipt by the Contractor of
's notification of a contemplated change, the Contractor shall, in writing: (1) provide a
detailed estimate for the' increase or decrease in cost due to the contemplated change, (2) notify
of any estimated change in the complete date, and (3) advise
if the contemplated change shall effect the Contractor's ability to meet the completion
dates or schedules of this Contract. The parties agree to negotiate in good faith changes in the Scope of
Services that may occur
If so Instructs In writing, the Contractor shall suspend work on that portion
of the Scope of Services affected by a contemplated change, pending 's
decision to proceed With the change.
If elects to make the change, shall Initiate a
Contract Amendment and the Contractor shall not commence work on any such change until such written
amendment is executed by the parties hereto with the same formality as the Original
24. Notice
All written notices required in this Contract shall be sent by certified mail, return receipt requested, and if
sent to , shall be mailed to
and if sent to the Contractor, shall be mailed to:
R&S Integrated Products and Services, Inc
Attn, Deanna Porter
Address 1647}'2 George Jenkins Blvd, Lakeland, Flonda 33815
R&S Integrated Products and Services, Inc,
Page 37
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
. August 5, 2004
25. Entiretv of Contract
and the Contractor agree that this Contract sets forth the entire Contract
between the parties, and that there are no promises or understandings other than those stated herein
None of the provisions, terms and conditions contained in this Contract may be added to, modified,
superseded or otherwise altered. except by written instrument executed by the parties hereto with the
same formality as the original,
IN WITNESS WHEREOF,
and as authorized by
enters this Contract in accordance with
action on , 2004
Date
Signature -
Representative
Signature - R&S Integrated Representative
Printed Name -
Representative
Printed Name - R&S Integrated Representative
Date
Date
R&S Integrated Products and Services, Inc.
Page 38
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XIII
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
13.0 APPLICATION SPECIFICATIONS
The proposed Document Imaging and Management System (DIMS) IS an integration of 'best of breed'
products and technologies from LaserFlche, and R&S Integrated Products The LaserFlche DIMS
solution has been implemented around the world In over 20,000 installations, in both stand-alone
applications and as integrated solutions, by a broad array of Value Added Resellers and systems
Integrator such as R&S, This section provides a more detailed view of the proposed DIMS solution for
SDLe,
LASERFICHE DIMS - The LaserFiche Document Imaging and Management System (DIMS) is a mature
solution, having been originally developed in 1987 The first Windows version was released in 1993. R&S
has a DOS version, and Windows versions 1,x through 6,x. New releases are available at least once per
year, with interim builds released approximately every quarter,
For DIMS, we are proposing LaserFiche's scalable enterprise solution, LaserFiche 'United', The proposed
LaserFiche 'United' DIMS leverages n-tier architecture to deliver maximum extensibility across the
enterprtse with distinct client, bUSiness logic, data and document layers, Document storage can be
handled by any network-connected storage media, including highly scalable Storage Area Networks, while
the database layer can be distributed across multiple SQL Server machines. There are over 20,000
LaserFiche installations worldwide,
SDLe's documents and related records can contain scanned Input and imported image files, electronic
files generated with MS Office applications, faxed Input, and virtually any paper or electronic source, The
DIMS will manage records and all related documents generated by word-processing appicatlons, email,
photographs, audio and video documents, and paper documents The DIMS provides file and document
creation, access, modification, annotation, printing, viewing, and deletion capability,
The DIMS solution provides image management functions such as creation, access or deletion, and prtnt
Security is controlled by the DIMS administrator for each individual and group user, folder and subfolder,
and each document and page The R&S DIMS provides Group level security for system objects and
functions
The proposed LaserFlche DIMS Will provide fast access to SDLe's various department's documents for
multiple users and secure remote access, Users will be able to rapidly view and retrieve documents
without having to manually search through paper documents LaserFiche 'Webllnk' provides access to
records via the Internet and Intranet (through a standard web browser Interface). The LaserFiche Web
Access module will provide full read/write access through a web browser, allowing remote users to also
participate In any automated workflow processes,
R&S Integrated Products and Services, Inc.
Page 65
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Using the LaserFiche DIMS, SOLC's staff could be able to create ad hoc folders on the desktop and insert
combinations of pages for distribution to other staff. SDLC staff can pull several key pages from a file,
create new document(s) and provide to a supervisor for review This can be accomplished without
sending the entire document, files, or folders,
Client access can be accomplished through one of three interfaces (1) the standard network client
(Read/Write clients and Read Only clients); (2) the Web-based Read-Only thin client (Weblink); (3) the
Web-based Read/Write thin client (Web Access) (does not allow scanning functions). The Web-based
interfaces require Microsoft's Internet Explorer browser (Version 60 or greater) due to the use and
leverage of Active Server Pages,
Client access licensing for the LaserFiche DIMS IS concurrent. This means that the number of licenses
does NOT have to match the number of potential or anticipated users Licensing should be purchased for
the expected number of users who will require simultaneous access to the system, either Read/Write or
Read-Only clients,
LaserFiche United offers a unique combination of a robust, scalable document management system and
the ability to implement very rapidly, With LaserFiche United, organizations can achieve the efficiencies
associated with digitizing documents and automating document-centric processes in a matter of days, not
the weeks or months it takes to get other systems up and operational. The LaserFiche system uses
'stored procedures' instead of OOBC dnvers to accomplish DIMS communication with the SQL database.
Integration is provided through an extensive COM object library to activate events and functions
Because LaserFiche and R&S Integrated Include all necessary document capture, processing and
distribution tools, as well as an automated workflow suite (optional), there is no need to install and
configure other third-party tools to achieve a complete turnkey document management system
Furthermore, utilizing LaserFlche Weblink and/or Web Access for retrieval users and workflow
participants allows rapid implementation enterprise-wide.
With all user activity occurring within a single comprehensive solution, user training IS minimized and
users become efficient very quickly, The intuitive nature of the LaserFiche folder structure and search
interface makes it possible for users to organize and locate documents without assistance from SDLC's IT
professionals, freeing them up to maintain other core applications
LaserFlche has always provided 'leading edge' features and technology In its Document Imaging and
Management System In 1987, LaserFiche was one of the first desktop imaging systems, one of the first
to provide word or phrase highlights on the Image when doing text searches, and one of the first to provide
redaction for Image records LaserFiche 'Plus' COR Publishing IS a progressive method to archive DIMS
data to optical disc
R&S Integrated Products and Services, Inc.
Page 66
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~~.
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Records management practices and standards are part of the developmental considerations of
LaserFiche.
Current developmental efforts by LaserFiche are to maintain a legal (by current standards) and secure
records management system. LaserFiche has also devleoped an Oracle solution to add to the LaserFlche
DIMS product suite. LaserFiche has also been certified as a HIPAA compliant application Additionally,
verSion 70 has met the Department of Defense's rigorous testing process, achieving certification to their
Certified Records Management standard (000 50152 - certification requirements for records
management systems)
Benefits: The LaserFlche DIMS has historically and consistently proven itself to be among the top
performers of imaging and document management technology solutions. The key benefits are:
~ Exceptional cost effectiveness
. Short ROI periods
· Short solution deployment time frames
· Excellent, low long term cost of ownership
· Extremely comprehensive functionality at favorable pricing
~ Intuitive Easy-to-use interface
· Users can be trained and productive in a matter of hours or days
~ Extremely scalable solution
· Provides multiple categories of solution to fit all requirements
· All solutions can be upgraded, enhanced, and expanded to complete enterprise solutions
· Can support localized, department, enterprise. and distributed environments
Infrastructure: The proposed LaserFiche DIMS, is open and non-proprietary; standard TIFF Group IV
images are produced and managed by the system. The system will run on standard Intel-based
workstations and supports VGA and SVGA monitors. The DIMS supports the Microsoft operating systems
including XP Professional and Windows 2000 for processing stations, and XP, XP Professional, and 2000
for retrieval stations. The DIMS utilizes existing and standard wiring media and uses the TCP/IP protocol
for network communication. Text files are stored as standard ASCII files Text searches are
accomplished on the file server and presented on the PC Windows desktop. The proposed system can
be upgraded at any time by adding additional user licenses, additional departmental databases (not
required using the DIMS security model), scanner systems, and professional services (not required). The
LaserFiche DIMS does not require any 'special' hardware or network configurations to be implemented
and supported The resource requirements for Install and setup are minimal.
The LaserFiche DIMS application IS installed on a Windows 2000 Server Microsoft SQL Server is
reqUIred to support the LaserFiche DIMS database The LaserFiche application, database tables, and
data objects can be setup on a single or multiple numbers of servers. At a minimum, CALS licensing for
the client workstations are required (or processor-based licenSing may be utilized)
R&S Integrated Products and Services, Inc.
Page 67
'-.i ~~*:~
l t:1f
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Client workstations supported are Windows 2000, NT workstation, XP Professional, and Windows 98
When using the NT server or Windows 2000, all clients must use TCP/IP. LaserFlche scanning and
process workstations use the Windows 2000, NT 4.0 workstation, and XP Professional operating systems.
When using LaserFiche Webllnk or Web Access for InterneUlntranet access a web server with Internet
Information Server 5.x is required When allowing Internet access, the web server should be outside the
network firewall Standard Internet 'Browser' software can be used to access LaserFiche through any
Internet access. This can be a secure and/or open login to particular data sets (documents, folders and
sUbfolders) Weblink and Web Access are written in ASP, or Active Server Pages, and are completely
customlzable Style sheets' are provided
DIMS IT personnel can be trained In LaserFiche system support, administration, and established work
processes in 1 to 3 days After the system has been established, one person With a backup can support
and manage the LaserFiche DIMS. System support, administration, and management require only
several hours per month The network person responsible for server and systems administration must be
available during initial installation (first and second day). When Installing and configuring the LaserFiche
DIMS application the process requires an 'administrative' logm to the server and workstations
Scanner system users must have Read/Wnte access to particular directories on the scan workstation
This allows the process to write Images temporally to the workstation before sending the data to the
server.
The system network should be at least 10BaseT The communication protocol between the DIMS server
and client workstations is TCP/IP The LaserFiche DIMS application advertises over the TCPIIP network
Users are not required to be 'mapped' to DIMS system or data drives
R&S recommends three levels of data storage and management Level 1 - The DIMS image data should
be managed on standard Windows 2000 servers with RAID 5 disk arrays for data storage. Level 2 -
Standard tape backup should used to protect the entire database, application, and all records files.
Backup routine should be 'Full', and include at least a five day rotation for the tapes Level 3 - LaserFiche
data volumes should be written to CD-R or DVD-R optical disc (for disaster recovery and data
distribution)
Software Versions: The current version of LaserFiche DIMS is 6 1 VerSion 6 has been available since
01 2002. The next full release (7.0) Will be available in 04 2004. LaserFlche system administrators are
still required to apply user and group security to LaserFlche objects (documents. folders and sUbfolders).
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Network and Communications: As the LaserFiche DIMS uses standard network topologies and
telecommunications support, a specific and detailed drawing of the system is not required. The
LaserFiche DIMS will operate on SDLC's computer network, and provide remote access through Internet
TCP/IP After additional review of SDLC's network, a high-level schematic drawing with detailed
specifications and references to the DIMS components can be produced.
InteQration: The open architecture and published database schema of LaserFiche, combined with the
tools available In the LaserFiche Integration toolkit and R&S' Document Shuttle integration utility, simplify
the Integration of LaserFlche with other applications. Additionally the web-based API provided with
Webllnk and Web Access simplifies integrating LaserFiche seamlessly with any web application (and does
not require any client-side source code).
Document Capture: The DIMS provides a hierarchical folder system that aides in document organization.
Folders can be nested in up to 850 recursive folders/subfolders within the same folder/subfolder. The
DIMS can use document file names with up to 31 characters and supports automatic naming of
documents
The DIMS provides for Input of documents using the following methods: scanning, electroniC Imaging or
conversion from Windows programs (file to image processing), import of documents in their native
formats, 'briefcasing' of files from one LaserFiche database to another, and batch importing with images
and indexes in various files formats (delimited, fixed length, record column, and ODBC tables). The DIMS
supports scanning In bi-tonal (black and white), color, and gray scale formats. The DIMS uses standard
ISIS or TWAIN drivers for scanning. The proposed scanning systems provide for common functions such
as multiple scanning resolutions (dpi), different page sizes with automatic page size detection, and
automatic document feeders. As each page passes through the scanner, the Image can be presented to
the scanner operator for acceptance and/or quality control. When using a simplex scanner, the DIMS can
automatically collate a stack of double-sided documents Documents can be scanned in 'document' or
'batch' mode The DIMS and proposed scanning systems provide common Image enhancement
capabilities such as de-skew, de-speckle, blank page detection, Image rotation, auto length and width
detect.
Individual pages can be rescanned or added to an existing document. Image pages can be reordered
within a single document or added to another document. New documents can be created from existing
documents. For example, if an employee file was scanned in as a complete file, the document can be
separated Into sections using a thumbnail view of the record The eXisting records indexes WIll 'follow' the
new documents, certain fields like document type can be re-indexed to reflect the characteristics of the
new document.
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The DIMS provides for automatic document naming conventions such as user name, date and time of
processing, a driven sequential number, and a specific document number or 10 (at the system or
database level). Electronic documents can be stored as text, imaged, and/or stored in their native
formats Electronic documents can easily be imaged in their entirety using LaserFiche 'SnapShot', files
are indexed based on the text file without OCR processing. Version control, discard changes, and
overwrite the file are options for electronic files in the DIMS (based on security profile). Files can be
imported in tYPical raster formats such as TIFF, JPG, BMP, GIF, PCX, CALS, and PICT
In LaserFlche, users are not reqUired to 'save' processed documents When documents are processed
(scanned or imported) the files are automatically saved to the database Files can be 'copied' to multiple
folders and subfolders, the copy or shortcut to the documents maintains the characteristics of the original
file (if the index values change on the onginal file, the same change is reflected in the copied versions).
Actually, the documents are not copied (recreate the TIFF object multiple times); a copy in LaserFlche IS
simply a shoncutto the original file,
By using the LaserFiche DIMS, documents can be scanned as hard copy, and saved or stored as TIFF
Group IV images. When importmg image files, raster or graphiC files such as pcx, bmp, jpg, and tiff files
can maintain the native format or be converted to TIFF Group IV when imported to the LaserFiche DIMS.
ElectroniC documents are saved or stored in native formats, maintain the Windows Icon and are organized
using the same methods
The DIMS can also Import and index common ASCII files, spool files. report files from PC, mid range, and
mainframe based computer systems.
The LaserFiche DIMS and proposed solution can manage any type of raster graphic file or electronic
Windows file Windows programs files can be stored in native formats or electronically imaged To open
native format electronic files, the resident program must be installed on the workstation.
Document IndexinQ: In LaserFiche, documents are indexed uSing templates or search fields.
Additionally, the text of documents can be indexed; the user can index text associated with an image
record or electronic document Using the DIMS Read/Wnte client, a user at their workstation can capture
and index documents in batch or document mode Files can be indexed with template fields and/or full
text indexed for word or phrase searches The DIMS index template supports up to 32 index fields, is
user defined, provides a true date field parameter for single date or date range searches, and can be
modified (based on security profile of the user) The DIMS supports multiple Index templates limited only
by server memory.
Template or Search Field Indexing - Files can be indexed with template fields (particular structures for
each record set, list of fields associated with the record set) The DIMS index template supports up to 32
index fields. IS user defined, provides a true date field parameter for single date or date range searches,
and can be modified (based on security profile of the user). The DIMS supports multiple index templates
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USing R&S' Document Shuttle or a structure 'list file', the DIMS can automatically populate template
Indexes, name documents, and create or place documents in folders and subfolders. This can be
accomplished with data files in various formats, ODBC tables, and output from Zone OCR systems.
Presently, document Indexes are related to single or unique documents
.'. ..
----.-.......-
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Name
Emp Number
Oept
Doc Type
RM 0 ate
Jacobs Cheryl M
-.,---,.---------.-------....-------...-
3721!
Childcare
Benefits
I /
..:U.
~
OK
Cancel
Word or Phrase Text Search Indexing - After full text indexing, the DIMS allows the user to perform simple
word searches, phrase searches, Boolean searches, proximity searches (words or phrase within X
number of words, paragraphs, or pages from another word or phrase), wildcard searches, and can use
'Fuzzy logic' when accomplishing the text search Electronic files can be text searched using the same
methods The DIMS can combine template field searches, folder/document names, and/or word searches
to narrow the scope of the desired search. Word searches are accomplished across the entire database
or limited through folders and lor template values Noise words or undeSirable words can be eliminated
from the LaserFiche word search library
In future versions of LaserFiche, templates with default values can be assigned to folders; documents
placed in the folders inherit the field values assigned to the parent folder.
Document StoraQe: In LaserFiche when documents are processed (scanned or Imported) the files are
automatically saved to the database Files can be 'copied' to multiple folders and subfo/ders, the copy or
shortcut to the documents maintainS the characteristics of the original file (if the index values change on
the onginal file, the same change is reflected in the copied versions) Actually, the documents are not
copied (recreate the TIFF object multiple times): a copy in LaserFiche IS simply a shortcut to the original
file
By uSing the LaserFiche DIMS, documents can be scanned as hard copy, and saved or stored as TIFF
Group IV images. When importing image files, raster or graphic files such as pcx, bmp, jpg, and tiff files
can maintain the native format or be converted to TIFF Group IV when imported to the LaserFiche DIMS
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Document Imaging System
Electronic documents are saved or stored In native formats, maintain the Windows icon (see below) and
organized using the same methods
August 5, 2004
.""2... '-101, ''7. "'1f."":"";;;;::"i;-:ZSI~:'-:',~ :'T';~.-. ",- ,; l1ll1t_01i~~~-~~:';
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CJ D,r and Spec'ai Assistance 0 ~ BudgetProposal2003Q1 A 1
CJ D'stflct Access ~ BudgetProposaldemo
CJ Finance Lj BudgetProposaldemo doc
D Human Resources t:J EZFlnd
CJ ITS 'J Iloydcolor
L:i Juvenile Welfare c"!!.) LaserFlche WorkFlOw SUite
D Law Enlorcement LFExe2002Q31xls
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'- ":::J Recoros Management 1:.1 ServerSpecA200301
~- CJ Client Files ;.J Unlted20030'1 A 1
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Documents can be organized In series of folders and sUbfofders, organized using different index
templates (search fields), named with up to 31 characters. and organized in LaserFiche data volumes
Data volumes and record Indexes are used to organize documents based on records management
requirements
Below is the LaserFlche 'Browser' screen that saves or organizes documents uSing folders and
subfolders
ft.,. ""J'7.~~ilr.":ICI.~;-:'"J"~.L;1 JjJ::~&'i;::':;::)-
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CJ O'stnct Access
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[ CJ Adm,nl stranon
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:....:. ,\. _.,"'1'_
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CJ HIring Process
L r---, y Prr"'\r11Irrinn
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:,3721 Compl,ments
,~ 3721 O,sc,pl,ne
~. 3721 Evaluations
:' 3721 Health
2: 3721 HI story Cards
:..::: 3721 PAs
Jacobs Cheryl M
Jacobs Cheryl M
Jacobs Cheryl M
Jacobs Cheryl M
Jacobs Cheryl M
Jacobs Cheryl M
Jacobs Cheryl M
3721
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The School District of Lee County, Florida - RFP # 6211
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For search purposes, documents can be organized uSing index templates. Index templates are created
based on the characteristics of a particular record set. For example, Human Resource files would have a
structured template, Client or patient records would have a different template. Templates can have up to
32 different fields and up to 256 characters per field entry. Template fields can have 'drop down' lists for
common field values. Below is an example of an index template
Dowment fleIds ~"::. ~
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HUMAN HE SOURCES I
Name
E mp Number
'..----.
OCp1
....__...".'~_._---
Doc Type
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Jacobs Cheryl M
3721
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Benefits
O~
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!
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Cancel
Documents are also organized in data volumes LaserFiche data volumes are a series of windows
directories with a 'Volume 10' file LaserFlche uses the volume id file to locate the data set During
scanning or importing, the user selects the desired data volume to input data.
If the user does not change to a different data volume, the system uses the current selected data volume
Below is the Data Volume Manager window
:t1r~~.:::" ~j .
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Below is the Data Volume Manager / Modify window
l.w.:;~i.;.,m'l-;:;ru:
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tlectronic documenls: I;'
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OK
Cancel
!:!elp
ImaQe Displav and Annotation: The DIMS provides an Intuitive user interface with common Windows
file menus, buttons for typical functions, and a user defined tool bar When viewing a document, the user
can display Image only, text only, thumbnails only, fields only, or any combination of the mentioned
displays (e.g., Image and text, Image and fields, image and thumbnails, etc). Images can be displayed in
bitonal or Scale to Gray (preferred) at 'fit to width', full size, or various zoom percentages. USing the
thumbnail view, the user can manipulate pages Within a document or create new documents.
The manipulation function Includes. adding pages to another document (previously scanned or template
indexed with no pages), rearranging pages, deletion of selected pages, moving pages between
documents, and page rotation The DIMS prOVides the following annotations Sticky Notes, colored
highlighting (image and text), and default and configured stamps (public and private).
The LaserFiche DIMS also has the ability to black out and white out specific fields, areas on images, as
well as whole pages and documents (redaction) The ability to apply redaction is based on the security
authorization of the user The ability to view and print a document with or without redactions is controlled
through the security model. LaserFiche DIMS users can print, fax, email, or extract all Information they
are authorized to access Any access restrictions, such as redactions, are preserved dUring this process
When a redacted document is viewed, the redacted areas are presented in black or white. When the user
prints the document, the redacted areas are printed with black or white Users with certain security
profiles, can view through redactions, or pnnt the document With or Without the redactions In place By
uSing macros, specific areas or zones can be redacted on common pages.
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Below IS an example of an image with four redacted areas, three in black and one in white (the white area
IS to the right of the top left black redacted area.
,,:1.'1 . , "'r"". 1 _,~'u..' ',' n J_\",...;,~;ti:':-;""
:~:: ,''Jo. ,~_~'~"":;~~':~"-:.:-'~,,, ~~'
~.~aj~[~[AI'~Ilt:J:=e; fl.,. ..
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Document Output: The proposed DIMS supports standard Windows compatible printers for Image
output. Document records can be faxed over a single fax modem (files are printed and faxed as normal,
or most fax machines emulate printers) and/or over a network fax modem by using standard Windows
compatible fax software (Windows fax software emulates printers, Image pages follow the fax cover
sheet)
The LaserFiche DIMS can import or export documents at the document or folder level. When exporting
an entire folder of documents from LaserFlche, a 'briefcase' file IS created This file contains the images,
text, associated templates, associated template field data, and annotations for each record This IS a
portable data set that can be attached to an eXisting LaserFiche system or database. The user can also
export a briefcase of several folders and subfolders With associated documents and meta-data, see
previous sentence.
Data volumes can be exported with the Included folder/subfolder structure and the record Indexes. This
portable data set can then be attached to an existing LaserFlche system. Alternatively, with LaserFiche
'Plus' Publishing, the data volume can then be wntten to CDR/DVDR optical disc with a LaserFiche
database and LaserFiche 'Viewer',
With the DIMS, image files can be printed with or without annotations (based on secunty profile of the
user) Image documents can be printed in entirety, a range of pages, and/or particular pages, or a section
of an individual page. Multiple users can simultaneously view and print the same Image document
concurrently. All imaged documents and electronic files can be emailed with MAPI compliant email
systems DIMS image files can be emailed (usmg LFMAPI) in the follOWing formats: TIFF, BMP, PCX,
and PDF (image files are converted to the desired format during email process); files become
attachments to the proposed email document.
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Workflow Suite: LaserFiche has enhanced the power and flexibility of its traditional imaging product lines
with a new server-side architecture to provide workflow capabilities. The LaserFiche Workflow Suite
combines the simplicity of client-initiated routing procedures with the reliability and power of server based
processing. The resulting tools allow LaserFiche to automatically route, track and notify users of
document activity and workflow progress
The LaserFiche WorkFlow Suite Integrates with the existing environment through automation of eXisting
work processes This will accomplish economiC and efficient re-englneenng of the existing technical and
physical work enVIronment Manual work processes will be automated through electronic distribution of
work files and notification of work events
In order to Implement workflow, existing work processes will be evaluated; new work processes will be
determined For example, Instead of manually distributing hard copy throughout the organization, records
will be scanned into the DIMS and routed automatically through a structured work process
Workflow GUllnterface: To create, maintain and review the workflow process, a graphical user interface
is necessary to assist the Workflow Administrator. The backbone to the LaserFiche Workflow Suite is the
System Configuration and Monitoring Tool The application provides the interface between the Workflow
Administrator and the server,side plug-In ThiS tool is used to establish the graphical routing structures
and frequencies necessary to Implement the workflow schemes essential for the affected departments
Once system events have been created and Identified, the System Monitor will activate the server-side
agents to perform the desired tasks The diligence of the System Monitor is selectable by the Workflow
Administrator A range of monitoring frequencies, from batch mode to real time processing, could be
selected The automation agent would then either move, copy or, if necessary, delete the appropriate
documents based on the conditions of the Configuration Tool
At any time, the Workflow Administrator can re-edit the Configuration Tool to modify the notification
instructions, event conditions, or monitor frequency to best meet unique needs SDLC's DIMS
administrator can easily setup and manage workflow processes using the intuitive GUllnterface
Workflow IntelliQent Routinq: An essential component in any procedural workflow system is document
automation. Rules based document workflow requires that information move through a hierarchical
system with a minimal amount of outside Intervention. The LaserFlche Intelligent Routing Plug-m can
automatically move, copy or delete files within the LaserFiche database based on a predetermined set of
rules This capability would allow SOLe to setup structured work events and scheduled processes For
example, an inVOice document can be scanned into the OtMS, and the image record could then be
automatically routed through a designed approval work process to the specified approving authority
Sequential and Parallel Routina: The Intelligent Routing Plug-in IS capable of completing multiple
routing schemes using different folders and procedural formats
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USing the Configuration GUI, the Workflow Administrator can select to have documents forwarded from
one location to another, or to have documents reside in multiple locations simultaneously. The Workflow
Administrator can establish a "check-In" and "check-out" system for establishing document distribution
without worrying about lost or misfiled documents. Using SOLe's computer network, and email system,
DIMS files could be routed systematically through designed and scheduled processes.
Advanced Audit Trail: This module increases the scope of the standard audit trail log by providing
around-the-clock monitoring of database access to all stored documents. This module will track all
system activities by the document, user, and/or function. User activities such as Create, Export, and
Delete are logged to an xml file for report processing. The Audit Trail module produces canned reports
based on the audited functions, e.g., all records deleted, scanning production. The log files can be also
be accessed using a product such as Crystal Reports to produce user-defined reports in custom formats.
To maintain complete system security and accountability, select client activities must be monitored and
logged. User initiated actions such as deleting, printing, faxing and emailing documents can be recorded
and reviewed through the APls included with the Advanced Audit Trail. In addition, the Workflow
Administrator can attach approval codes and user comment statements to monitored client activities. The
system audit module monitors all activities of all SOLC users and records. Extensive logging and
reporting IS provided based on SDLC's requirements
Audit Trail Viewer Module: The LaserFiche server audit log IS a vast collection of raw data that
enumerates every activity monitored by the server. The Audit Trail Viewer Module organizes and displays
the audit log into meaningful and useful report data The viewer module creates simple search selection
criteria to find the exact information necessary. Selectable reports can be generated that can display
document access and actiVity or template activity during a given time period or for a particular user
To further enhance Workflow Administrator capabilities, the Audit Trail Viewer can also perform system
activity calculations based on document status and user actiVity. SOLC's system administrators can view
reports from any computer workstation with Browser access to the computer network and the DIMS.
By uSing the tools within the LaserFiche Workflow SUIte, the System Administrator, Records Manager, or
appropriate manager will have a simple method of routing, tracking and monitoring document access and
workflow bottlenecks. Combining the workflow product suite with the scaleable power of the LaserFiche
DIMS gives a robust solution for anyone seeking department or Enterprise-wide workflow planning.
Workflow SMTP Notification: An indispensable component to wide scale document distribution IS
notification. The SMTP Notification Plug-in reliably informs the Workflow Administrator that established
routing procedures are maintained and on schedule. This application emails system participants of the
status of LaserFiche documents
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Additionally, the SMTP Plug-in can notify additional recipients of activity or In activity within the system If
SDLC's work processes were not accomplished within a designated time frame, other systems users
would be notified through email The work event could then be rescheduled or assigned to another
system user
Automatic Email Notification and Response: The SMTP Notification Plug-in is configured by the
Workflow Administrator with a notification frequency, acknowledgement timer and recipient lists. This
Information IS stored in an easily maintained and modified table to keep track of changing personnel and
hierarchical reporting structures. When an event is detected that reqUires notification, the SMTP agent is
used to send the initial emall notification(s) to SOLC's system users An acknowledgement timer verifies
the receipt of the message by tracking document activity within LaserFiche. If no activity is detected, the
SMTP agent sends another message to the alternate person on SOLe's work list, alerting them of the
inactivity
Document Searching: After full text Indexing, the DIMS allows user to perform simple word searches,
phrase searches, Boolean searches, proximity searches (words or phrase within X_ words, paragraphs, or
pages from another word or phrase), and wildcard searches, and can use 'Fuzzy logic' when
accomplishing a text search Electronic files can be text searched using the same methods The DIMS
can combine template field searches, folder/document names, and/or word searches to narrow the scope
of the desired search.
The DIMS displays the results of word searches ranked by the number of hits per document. Context
lines for each search hit are also displayed in the same window Word and index search results can be
configured to display document name, security, data volume name, creation date, date last modified, page
numbering, object 10, location, document type, total OCR'd pages, and if document has been word
indexed to allow searches.
Additionally, Index and word searches display the template field titles and field values for each document
The search results screen can be sorted based on template field titles and associated field values. After
selecting a particular search 'hit', the user IS taken directly to that page, and the word and/or phrase are
highlighted in the user selected color. Image and text. By selecting the 'N' key for 'Next' and the 'P' key for
'PrevIous', the user can migrate from 'hit' to 'hit' throughout the document, Image and text The 01 MS can
pnnt a 'hit' list of template and/or word searches (with associated context Irnes for word searches)
The DIMS provides an intuitive user interface with common Windows file menus, buttons for typical
functions, and a user defined tool bar When viewing a document, the user can display image only, text
only, thumbnails only, fields only, or any combination of the mentioned displays (eg., Image and text,
image and fields, image and thumbnails, etc) Images can be displayed in bitonal or Scale to Gray
(preferred) at 'fit to width', full size, or various zoom percentages Using the thumbnail View, the user can
manipulate pages Within a document or create new documents.
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The manipulation function includes adding pages to another document (previously scanned or template
Indexed with no pages), rearranging pages, deletion of selected pages, moving pages between
documents, and page rotation The DIMS provides the following annotations: Sticky Notes, colored
highlighting (image and text), redaction (black and/or white), default and configured stamps (public and
private).
As proven at an eXisting R&S LaserFiche DIMS installation, when searching against a database with over
5,500,000 records, over 600 GB of images, and over 12 GB in database tables, a single record / single
Index search (multiple pages) can be accomplished in several seconds. The image for page one IS
viewed almost instantaneously; when page two is selected, the image IS viewed almost instantaneously,
etc
Depending on the size and amount of OCR'd and Indexed pages in the LaserFiche DIMS, a word or
phrase search can be nearly instantaneous, or take several seconds or more. When searching the Collier
County Clerk of the Court database, 245,000 occurrences of the word 'county' and associated text were
found In eight (8) seconds (context lines for the search hits were included). Search results are ultimately
dependant on network and database traffiC, size of the image page being viewed, and size of the record
database.
Internet/Intranet Access: The LaserFlche DIMS provides InterneUlntranet Read-Only access to system
records uSing the 'Weblink' module. Weblink is installed on a client web server and communicates With
the DIMS server Weblink provides query and viewing capabilities to DIMS records uSing standard
Internet browsers The Weblink module utilizes the same comprehensive search engine that is used to
locate, View, and pnnt documents in the LaserFiche DIMS Documents are presented in Weblink without
HTML coding, file conversion, plug-ins, or client software. Once image documents are presented in the
Web/ink Interface, files can be downloaded in PDF format, printed, or attached to email systems Webllnk
access is a true 'thin client' session Highlighting of image search 'hits' is also prOVided in Weblink
LaserFlche also provides full ReadlWrite Internet/Intranet access to the DIMS through the Web Access
mOdule Web Access proVides a true 'thin-client' that will complete all ReadlWrite functions except
scanning, and certain administrative functions. This allows authorized users to contribute to the contents
of the repository (add documents, move documents, change index cards, etc.) as well as participate in an
automated workflow process remotely
Volume Capacity: The volume capacity of the DIMS is governed by system hardware and the record
limit of Microsoft SOL Server. To date the largest R&S/LaserFlche installation and system is the Advance
Auto Parts and the Discount Auto Parts The Advance DIMS has over 750 GB and over 10,000,000
records At the Lee County Tax Collector's office, the database is over 500 GB and has over 5,000,000
records The Collier County Sheriffs Office DIMS has over 600 GB and over 6,500,000 records There is
not a discovered user limit to the LaserFiche DIMS
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
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Security; All user activity and security prrvileges are maintained through the LaserFiche Client licensing.
There is only one pool of users to manage regardless of whether they will access the system as full users,
read-only users, or Web-based clients Any users who have been given the right to modify index
templates (Read/Write license) automatically have the ability to participate in the automated workflow.
The LaserFiche Server application and database has proven to be stable and requires very little
administrative maintenance By uSing Weblmk or Web Access as SDLC's retneval or workflow platform,
organizations eliminate the need to install or maintain any client-side applications related to the DIMS.
The LaserFiche DIMS provides extensive security at the user level and object level (folders/subfolders and
individual documents). Security can be defined by the user and/or group. The DIMS security protects the
integrity of all documents, folder/subfolders, the database, and designated areas (redaction) of particular
documents. The DIMS will prevent unauthorized access to the imaging system and its objects
(documents, folders/subfolders). Users can be setup as Read/Write in certain areas or departments
(folders/subfolders) and Read Only in other departments (folders/subfolders). The security administrator
can control which users and groups have access to which documents, folders, and subfolders. Certain
functions or features can also be restricted by the user, group, and object. System supports group
administration and the inheritance of rights through folders and subfolders.
Below IS the 'User' security screen that is used to determine different functions of different users at the
system level Functions such as scanning, printing, OCR, Indexing, etc. are managed by the below listed
screen.
u.e- Mllnaoet' ' .
!t.e1.
U.81.ji.,
----
.... ADMIN
a CCJONES
o CSMITH
o HRADMIN
o JJONES
o READONL Y
t' RJACOBS
;!};:,:::; .
I
.9:,:,,--...ps
~
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...!.~""
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f,dil U.8L
~elele...
Pau!ford...
Fe..'...e ,ights
P ,[can
P !mporl
P S"..,~h
Pe'in'
P E/!P01l
P f iii. lie-Id.
r.; Edi' .I".'
r.; Moye owec.
r.; P'!!ceu
P Miv.ate duc.
I;; Propelli".
P Dele!e
r.; Add '"mp"'l".
r.; Wodilr I"",pl.oles
rv Delele 1000001ate.
P Add .xo!UIDC.
r.; Nodil! ,"olume.
r.; E.IJlu,.J....'..ch ,"otu...".
r.; Delete yolume.
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Below is the 'Group' security screen that used to create and manage user groups
i.!so',
u.r i"1lIoIagl!r . : - '.
Y'OUP'
U.....I;"t
Q CCJONES
Q CSMITH
Q HRADMIN
o JJONES
I Q READONL Y
Q RJACOBS
Use,. in group
j ct CCJONES
I Q CSMITH
1
i
Remove )}
J?;,~>:';
~
G.oup h.t
'.'OJ;~
#- CHILDCARE
5t EVERYONE
:i JUVENI LE WELf
ea""..,
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U.",. not in g.oup
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.E.diIGI"ull.~
Oelole I
.--.::---......1
a HRADMIN
Q JJONES
Q READONL Y
Q RJACOBS
(< Add
Below is the 'Access Rights' security screen that used to assign different functions for users and groups
based on system folders. subfolders, and documents
~~;-..
A..ign rillhl. 10:
Cit, Cle."
u..... MId g._po:
Ie CCJONE.
151 CHILDC.l
C. CSMITH
!". EVERYO
C. HRADMII
C JJONES
[, JUVENIL
!!elele RIghi.,
i-~';,~
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I
I
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~ Ilrowre
~' '!i.e~_~'
r- ~~it~
r" ~feale
I US/.!ete
I Dc!ele ahu'lcul
iRename
r DllJIlical..
r 5,ee anno'ations
r- See through .edaclion.
r A.,e"e.. eontrol
~~~I
q..... All
;-Oi--'
I
i I
[ a.nceJ
t!elp
Security IS managed by the user, group, folder/subfolder object. and document. Security can be assigned
by a global system administrator and/or through departmental security administrators.
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
System Access: The user can access the DIMS through four (4) different interfaces
· Standard LaserFiche ReadlWrite client; see below screen shot
· Read Only or 'Retrieval' client or viewer
· Weblmk - Read-Only thin client - through Internet Explorer 60 or greater
· Web Access ReadlWrite thm client - through Internet Explorer 6.0 or greater
BasIc functions of the user interface can be experienced on the provided LaserFiche 'Demo' CD
LaserFiche 'Full' or ReadlWrite client - Through this interface, the user can accomplish scan, import.
pnnt, search, security administration, and browse for documents All system functions can be accessed
through the client interface
The LaserFiche desktop Client (thick client) screen, presented after user login
~.""",' '7~~;,.~I:'I":"7:"i -:J.'.~?': r::l,~,;~t._:~iV;.'//\:.>:;J
t.":, f'e :.~. 6.t~be"'e :* ~,~....,. ~lQOWs _1jCO
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.~ Human Resources Depanment
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L D Human Resources Depanmenl
Reedy
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R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
A\Jgust5,2004
The LaserFiche Search Interface
AdYana!d 5eardt ' ."
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;- Sedlch with !emplale:
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,
Name
Sealch location
Seillch the following location:
{~ E.nlire database
,; X~i~::l~!i!~?
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~ Search sybloldels
!:mp Number
Ot~/ll
Doc Type
RM Date I I to I I
r Euzzy WOld sealch
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File. 01 folders named:
r.;; !locument
r ~alch
r- F olde!
~
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~ealch
Cancel
!!elp
The LaserFiche Read Only or 'Retrieval' Client is similar to the Full Read/Write Client. Read/VVrite
functions and buttons are removed Again, basic functions of the user interface can be experienced on
the provided LaserFiche 'Demo' CD (this IS the Read Only or 'Retrieval' Viewer)
R&S Integrated Products and Services, Inc.
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The School District of Lee COUhty, Florida - RFP # 6211
Document Imaging System
August 5, 2004
LaserFiche Weblink Read-Only access is through the standard Microsoft Internet Explorer browser
\,.,J 3ack .
...
....
Search
Favortes
.... r'1edia
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.... ",!' I
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City Council
[5-i~~(f [),'<-'t\".09. pltifUlinq l)~pC
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John .0. >moth
Offit:HI RN.......I.
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R.edi:... h:!f'; frn..jl..t~~
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9 Total folders .." ~ j .
Powe.....d by L."e..fiche Web Link ",ersion 6. t. Lase..Fiche is a r-egisb!....d b-ademari< of Compulink Management CeO"
This copy is ....gisb!r-ed tn: Rill S Inb!g..ab!d Products
e:..
. tnter net
Webllnk is written using ASP (Active Server Pages). The look or graphics of the page can be customized
to look like any other SOLe webslte page
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
LaserFiche Web Access ReadlWrite thin-client access is through Internet Explorer 60 or greater. This is
an example of the basic browser screen with a document dIsplayed
-it Laserfldle: test - I'1ia'osaIt Intemet &cpIanIt' . ~ -: ,:T
ili~!i~wJt/;4"~'::".},,'
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R&S Integrated Products and Services, Inc,
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
The Webllnk 'Search' screen. The Web Access Search screen IS very similar
~. 1~'..-~_~,.~.~.~':~~.~7~~"-~:_~. iB':. . I' ,- ,.I~ _~:'::~iX:,,:~;_~':,'::',<
CUI! tdit -~.e~ F~vOf,te~ :c.oIs t!~:;:,
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Sea rell Overview
]
r Fur.zy word f..,ch
The two basic types of searches
that can be performed From
LaserFlche Weblink are word and
index card searches
I Building
.:J
',~.-'i I q-. i :'~;:. ,-'1f~<h,'" ~
Project
A word search allows you to look For
any word in a document, This type
of search is performed from the
Search For option To perform this
type of search, simply type a word
or multiple words and press the
Enter key (or click the Search
button) LaserFiche WebLlnk will
find all documents that contain any
of the specified words. Word
searches also support the use of
Subml=1 Oa" ~." ,.' ...:,-_,rn_.._.._~u~_._' The
r- ;-- ,-- ..:J advanced search syntax can be used
(Starch) to combine dl fferent types of
Powered by la!>Jef"Flche Webunk version fl. 1- LaserFiche is a registered tr~dem.rk of Compu'inK ll1an...gernent Cen
thiS copy is registered tD: RtrS Integrated Products
Titt.
P.nnit No
peN
Add,..sli
~ lCie,r,et
Database Maintenance: The LaserFiche DIMS does not reqUire regular database maintenance other
than typical SOL Server maintenance and SOL Server backup routines The DIMS accomplishes basic
database management internally without system intervention All tools for database maintenance are
Included In the proposed DIMS Occasionally, text search Indexes can become slow (some sites never,
other sites every year or several times per year) If thiS occurs, the eXisting *.idx files can be deleted and
the system will automatically rebuild these files.
After many pages In many documents have been indexed for word or phrase searches, the *,idx files can
also be deleted and recreated (after thousands of pages have been indexed) This will allow for faster
word or phrase searches.
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Section
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
14.0 KEY SOLUTION PARAMETERS
Supported File Formats: The LaserFiche DIMS stores documents as standard TIFF GrouplV raster fiies
Graphic files such as bmp, pcx, and jpg can be stored in native formats or converted to standard TIFF
Group IV files when processed. The LaserFiche DIMS will store Windows files in their original file format.
Average Image Size: Images are usually 35 to 60 KB for a standard 85" x 11" machine printed
document, when the document is scanned at 300 dpl
Image Importation: Image pages can be exported from LaserFiche and integrated into a Word or
WordPerfect document. Additionally, LaserFiche can electronically Image documents from any Windows
program that uses Windows print drivers. For example, Word or WordPerfect documents can be imaged
from the desktop directly to LaserFiche, ThiS process requires LaserFiche 'SnapShot'
Browser ConfiQuration: In general terms, below IS an example of how SOLe's LaserFiche 'Browser'
might be configured.
.. CompuinkLMefldIe-(A-E] . ";'",.:
~~,;;'L.'"
..d..~.L~J
_1t5l1~
.,... Frle V,~W Kehieve r ools Security Wind~W5 He,lp
I A[BJ~J~I~~1 ~ [1] 00
.oE=-Sr.----.----------- l Name I Creation Date
~ ['-,""':'J,,"t' Payable t,,,
-~-:, ";-:.",5 D 00001
- ::. ~=U4 C 00002
f- ~.A. E D 00003
'- tJF - J D 00004
, . i:J K - 0 C 00005
I Invoice Number I Purchase Order NUlTI I Total Amt Due
5/8/2004 4 20 39
5/6/2004 4.2040
5/8/2004 4' 2040
5/8/2004 4 20 40
5/8/200442040
SBU- 02345
01234601500
000948
58516
7-130-76120
2001100029
2001080025
2001100015
2001080032
$13,000
$24126
$787 50
$2248 02
$55,84
;-:Jp. T
'- i:": U . Z
_. ';:;'.;C!' Jse Orders
a 00006 51612004 4:20.40.. 4998796 2002010014 $37.17
Ready
~Lj
o tolderlsl. 6 documentts)
~
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida _ RFP # 6211
Document Imaging System
A Human Resource template could be formatted as below
Name Jacobs Cheryl M
--.-----.--,'.- ~--
Emp Number 3721
Depr Childc3re
._._,._-_._.,,~-'-----.....,......_._....~---'''-~_._, . '-""-'-''''--,-, '..' .'___.n
Doc Type Bene1its
'___'n.._._..__~_._ __._
RM Date -1 /---.J
'.....---. ---.-.-..----
.ti.J
.!J
OK
J
Cancel
Security: Security to images and indexes is ensured through the LaserFiche security model. LaserFiche
security is explicit, meaning that system 'capabilities' are assigned to users and groups
System functions such as Scan, Import, Search, Print, Export, Erl;~ :-;c;u;:., IVIOVt; 2:;';"rt ='lnd Delete
reCor~;; :=>rp' assiqned to users. Users and grol.1;;::; .:., I:: given access to certain folders and subfoi~c:-" next
system functions sucn~. r)rrw/",:, Read, Write, Create, See Through Redactions, and See Annotations
are assiof""::': ;U II Ie user or group for that particular folder or department For example, a uspr :::;':;;1 nave
read/write capabilities in one department or folder, and read only access in another department or folder
ImaQe Qualitv: Image quality management is applied during production and ad hoc scanning, and
process quality control Quality management IS a VIsual evaluation by the scanner user and quality control
user, and hardware and software features embedded in the scanner systems.
In the LaserFiche DIMS, the User views each Image as the hard copy passes through the scanner. This
allows the user to evaluate the quality of each image page as It IS processed.
The proposed scanner systems have a complete array of Image enhancement features. These tools give
the user the ability to apply quality management practices during the scanning process. The image quality
control features in the scanner systems adjust the contrast and brightness for each image uSing dynamic
thresho/ding These features can be changed manually for light Images, or adjusted automatically uSing
dynamic thresholding.
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The School District of lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
After scanning and indexing, a quality control process evaluates all records processed This event is
another opportunity for the user to practice quality management Images that need to be rescanned can
be noted In a Sticky Note on the image Production scanner users can search for rescans noted in the
Sticky Notes; hard copy is rescanned to acceptable quality standards.
In the LaserFiche DIMS, single pages can be deleted from multi page files. After which, these pages
could be rescanned to desired quality
Quality management IS also a function of user training for scan production personnel, documentation of
required quality control practices, and management of established quality control practices. System
administrators and departmental managers are trained in methods of system, record, and production
quality management; quality management is stressed to these system users.
Size limitations: Generally, speaking, there are no discovered limitations for document page, file,
document, folder, and cabinet size R&S users have managed documents with over 20,000 pages in one
record, managed database tables with over 15GB of meta or field data, and managed systems with over
6,000,000 records Folders and subfolders can be nested up to 850 levels Each folder will display up to
10,000 records In the LaserFiche 'Browser'. Documents and folders can be named with up to 31
characters
Index limitations: The index template can have up to 32 different fields; the fields can store data values
up to 256 characters The 'Edit List' or 'Pick list' (drop down list for fields) can have up to 10,000
characters in the list
Maximum Documents: The LaserFiche DIMS can manage up to 100,000,000,000 records.
R&S' Document Shuttle: Document Shuttle IS an Integration software utility developed by R&S
Integrated. It IS the primary tool that IS used to integrate and Interface the DIMS with other software
applications and systems, such as SDLe's Legacy student record application. R&S 'Document Shuttle'
will automatically build or populate the LaserFiche DIMS The LaserFiche template can be populated with
record indexes from existing systems or process data (with delimited or fixed length files, ASCII, output
from data capture and existing systems, and/or ODBC tables) Records are named automatically with
index and preset values; folders and subfolders are created automatically. Document Shuttle will process
'file' documents to the appropriate folder/subfolder during Import from existing systems. When scanning
records, the user would simply open the created record and scan the pages to the file Existing meta data
(record or file indexes) are processed to LaserFiche USing Document Shuttle, documents can be created
with record indexes, files are named, folders/subfolders are created, and new records can be placed in
eXisting folders and subfolders
R&S Integrated Products and Services. Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
15.0 TECHNICAL SUPPORT
Through SAP subscription, customers are entitled to maintenance and version upgrades as well as site,
telephone, and em ail support by R&S Integrated R&S will support the system and established work
processes locally and will act as SDLC's first line of technical support Should an issue arise that R&S
cannot resolve immediately, R&S will be supported by LaserFiche's support and development teams
LaserFiche's support desk is open from 6AM to 6PM PST, Monday through Friday
R&S technical support is provided 7:00AM to 6PM EST, Monday through Friday (800-508-9609).
The Fujitsu and IDEAL scanners are warranted through manufacturer maintenance plans, R&S onsite
support and repair, and R&S scanner replacement. R&S does not bill for overtime; service hour costs are
presented in the Cost Worksheets
R&S has three systems analysts dedicated to technical support. Two other staff members provide backup
In this group. Events can involve corrective maintenance using voice technical support, email, ftp transfer
of software files and upgrades, and onsite service.
R&S does not have voice mail to manage technical support; therefore, a person will always answer the
R&S technical support phone line (or responds to email real time). Typically, 90% of the time, the
technical support event or corrective measure will be resolved at the time of the phone call or in
immediate response to email. R&S prides itself in the level of technical support or corrective maintenance
It provides At most, issues will be resolved by next day; again, most technical support events are
resolved at time of call or email R&S responds to corrective maintenance or technical support within 1 5
minutes or at time of request (the maximum response lime accepted by R&S corporate). By contract,
R&S will respond real time at moment of notice or within 2 hours to technical support issues.
As 90% of R&S projects are in south Florida. R&S always has personnel working in the south Florida area
Lee County is within 3 hours of driving lime from the R&S office; R&S Will provide local onsite support as
required. TYPically, at most, R&S support professionals are within a two-hour drive time prOXimity.
Equipment and software are warranted against defects In material or workmanship and meet the
published specifications In effect on the date of manufacture. Warranty periods are of one year from the
date of delivery to SOLe. Parts supplied or repaired under service are warranted for one year following
Installation.
Training Will provide details of required preventive maintenance procedures including schedules and who
IS to perform each activity. Documentation will be produced for each work process and maintenance
procedure. All preventive maintenance required is covered by the annual support and upgrades cost
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
SOLe will be responsible for assessing each incident of system or component failure and making the
determination that R&S Integrated should be contacted to provide service.
R&S IS available for technical support 7:00 am to 6:00 pm Monday through Friday
support@rsoasis.com
800-508-9609 office support
863.683.9393 general office phone number
863.287.1586 cell phone
support contacts
John Van Buskirk
Jesse Sarlo
Deanna Porter
Robert Porter
john@rsoasis.com
jesse@rsoasis.com
deanna@rsoasiscom
robert@rsoasis.com
R&S has dedicated file servers, workstations, and web servers for technical support. All presented
technologies are setup on like systems at R&S to replicate technical issues. All software program
upgrades are tested at R&S before distribution and deployment to SOLe's system environment
SOLe's technologies and project data are protected through a profeSSional approach and application in
project management and implementation Again, all R&S employees sign non-disclosure and non-
compete contracts. All R&S Integrated employees must pass a State of Florida, FDLE, and FBI
background check before and during employment
If onsite service events are reqUired to resolve technical support incidents, R&S will oblige and be onsite
within four (4) hours The level of service required will determine necessity of on-site support If technical
support events require. there are no limitations to frequency and parameters of on-site support service.
The costs for on-site technical support events and annual site workdays are covered in the support and
upgrade costs for each project module
The following Items are covered and are provided under the maintenance and support agreements
. Distribution and application support of software upgrades
. Support of all operating features for software and hardware
· Scanner warranty/maintenance programs include parts warranty, yearly onsite cleaning, cleaning
supplies, selected consumables, and scanner replacement
· Voice, email, wireless, and ftp support for users, managers and MIS support personnel
· Access to dedicated technical support server and R&S user database
· 800 number, email access, and ftp server for technical support
· A live person that always answers the R&S technical support desk, no voice mail
· Onsite work events if technical issues require
· Technical support responses from real time to two hours for all Issues
· Yearly site survey to evaluate project status and recommend improvements/upgrades
. Software support and upgrades
· Annual site workdays for system review and optimization
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
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R&S has dedicated the following resources to client technical support of R&S products and solutions -
vOice/phone lines, cell phones, remote workstation access, Internet access, custom database for
customer information and logging of events, workstations and servers, ftp server, scanners of multiple
varieties, workstations with a variety of operating systems, replacement scanners, and technology
professionals to manage technical support requests and resolutions. R&S can easily reproduce a variety
of technical support instances This facilitates faster resolution to system and workstation issues.
R&S has 'Platinum' VAR Integrator status with LaserFiche This is a small select group of LaserFiche
VARs from across the country (six total) R&S has dedicated LaserFiche support engineers that respond
to R&S technical support requests and mput All R&S technical issues are on the 'fast track' for problem
evaluation and resolution. R&S has a direct contact with LaserFiche support engineers and developers.
Dispute Policies
Project disputes are handled initially by John Van Buskirk, Chief Technical Officer If the event cannot be
resolved, John will discuss the event with Robert Porter and/or Deanna Porter Robert or Deanna will
contact the client representative for discussion and resolution. To date, there have not been any
'disputes', only 'concerns' in R&S projects The R&S technical support team has been able to manage all
historic misunderstandings with a professional approach and standard project management methods
Though extremely infrequent, R&S does have a structured approach to such issues.
Technical Support Process
Technical support is handled and managed by the resources and professionals mentioned in the above
text. Typically, R&S clients make a phone call or email to request customer support. Event could concern
a technical support Issue, technical questions, general product InqUiries concerning product function and
application, and questions about new features and products Upgrades or new 'builds' are sent to clients
via personal delivery, email, traditional mail, and ftp transfer. Customer support issues at R&S are
handled using the protocol listed below. Customer notifies R&S of technical support request via email or
voice/phone call. If a phone call, call is logged on hard copy and support database, and transferred to the
available R&S technical support engineer If email, event is filtered to a technical support folder and
logged into the support database, appropnate action is taken.
The event IS logged, assigned a number, and marked as 'open' in 'Status' field of the R&S' technical
support database. The R&S technical support engineer will rely on past expenences and acquired
knowledge to resolve the technical support event. R&S technical support engineer responds using
vOice/phone call or emall. If resolved, the event is marked as 'closed' in the R&S technical support
database Typically, the event is closed at the time of the phone call or the R&S em ail response
R&S Integrated Products and Services, Inc.
Page 92
The School District of Lee County, Florida - RFP# 6211
Document Imaging System
. August5, 2004
Sometimes data files or screen shots are collected by the client, ftp'd to R&S, and reviewed by R&S; data
files are used to analyze the resident system and replicate technical support events
If required, R&S technical support engineer will notify LaserFiche of event with details, client software
versions, and screen shots until event is resolved Event will stay marked as 'open' in the 'Status' field in
the R&S technical support database This allows the R&S support engineers to easily search the
database for events marked as 'open'
R&S Integrated Products and Services, Inc.
Page 93
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Section
XVI
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
16.0 ATTACHMENTS
A. Completed Drug-Free Workplace Form
B. Compulink LaserFiche Corporate Information and History
C. Compulink LaserFiche Software License Agreement
D. LaserFlche Software Assurance Plan Description (LSAP)
E. R&S Integrated Software Assurance Plan
F. Recommended Hardware Configurations - Servers and Workstations
G. Fujitsu 5750C Scanner Data Sheet
H. IDEAL Chameleon Tx 36 Plus Large Format Scanner Data Sheet
I. LaserFiche Product Brochures
J. LaserFiche Solution Hardware Architecture - Overview
R&S Integrated Products and Services, Inc.
August 5, 2004
Page 94
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Attachment "A" - Drug-Free Workplace Form
DRUG-FREE WORKPLACE FORM
The undersigned vendor, in accordance with Florida Statute 287087
hereby certifies that R&S Inteqrated Products and Services, Inc does
Name of Business
Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited In the workplace and specifying the
actions that will be taken against employees for violations of such prohibition
2. Inform employees about the dangers of drug abuse In the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, employee
assistance programs and the penalties that may be imposed upon employees for drug abuse
violations
3 Give each employee engaged in providing the commodities or contractual services that are under
bid a copy of the statement specified in Paragraph 1
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of working on the
commodities or contractual services that are under bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 or of any controlled substance law of the United States or any state, for a
vlo/allon occurring in the workplace no later than five (5) days after such conviction.
5 Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who IS so
convicted.
6 Make a good faith effort to continue to maintain a drug-Free workplace through implementation of
Paragraphs 1 thru 5.
As the person authorized to sign this statement, I certify that this firm complies fully with the above
requirements.
~~~'-;v ~
Signature of Authorized Officer
Auqust5,2004
Date
R&S Integrated Products and Services, Inc
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Attachment "8" - LaserFiche Software Corporate Information and History
Since 1987, LaserFlche Document Imaging has led the industry In offenng smart, flexible, and easily
integrated document management solutions for a broad range of business and government needs. As the
core strength of Compulink Management Center, Inc., LaserFlche Document Imaging software turns
eXisting PC hardware into robust search and retrieval databases that can be easily scaled from the single
user, to the large corporate network
LaserFiche builds on the advantages of paper documents, rather than abandoning paper altogether
Documents are scanned page for page, and a high-resolution photocopy is retained online Files can still
be printed, exchanged, stored, and retrieved, but these functions are Just the beginning. LaserFlche adds
an enormous capability advantage by giving document pages active content
With LaserFiche, you retain the flexibility and portability of your paper documents, while adding the
enormous benefit of digital storage LaserFiche allows you to search thousands, even millions, of
documents for file name, folder name, assigned fields, or any word on a page.
Currently, most documents are on paper, microfiche or microfilm and kept in filing cabinets or storage
boxes, generating a physical barrier that restncts their access
LaserFiche [s designed to solve the basIc human problem of finding stored information Studies have
shown that a typical profeSSional worker spends thirty minutes to two hours a day just searching for
documents, taking away from time available to actually make use of the Information LaserFiche solves
this problem by drastically simplifying the filing process and providing a means to rapidly search, retrieve
and share all documents contained within the system.
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Attachment "C" - Compulink LaserFiche Software License Agreement
COMPULlNK MANAGEMENT CENTER,INCLlCENSE AGREEMENT
This Software License Agreement ("Agreement") is a binding legal agreement between you, the end
user, and Compullnk Management Center, Inc.
("Compulink") The enclosed Compulink software program ("SOFTWARE") IS licensed by Compulink to
the original customer and any subsequent trans- feree of the SOFTWARE for use only on the terms of
this Agreement. Please carefully read this Agreement. By opening the envelope containing the
SOFTWARE and installing, copying, or otherwise using the SOFTWARE, you accept these terms. if
you do not agree to these terms, DO NOT INSTALL OR USE THE SOFTWARE; you may, however,
return the UNOPENED ENVELOPE containing the SOFTWARE, together with all accompanying written
materials, packaging and proof of purchase, to your SOFTWARE dealer within 30 days of the original
date of purchase for a full refund
I. GRANT OF LICENSE This Compulink product contains some or all of the following types of
software: (a) "SERVER SOFTWARE" that provides services on a computer called a server, and
"CLIENT SOFTWARE" that allows a computer or workstation to access or utilize the services provided
by the Server Software; (b) "STAND-ALONE SOFTWARE" that operates on a single computer; and (c)
"PLUG-IN SOFTWARE MODULES" that can be added to the previously mentioned SOFTWARE
packages. Compulink grants you a limited, non-exclusive, non-transferable license to use the Server
Software, Client Software, Stand-alone Software, and Plug-in Software Modules (collectively called the
"SOFTWARE") as follows
The CD or dlskette(s) on which the SOFTWARE resides may contain several copies of the SERVER
SOFTWARE, each of which IS compatible with a different operating system. You may Install the
SERVER SOFTWARE for use with only one of those operating systems at any given time You may
install one copy of the SERVER SOFTWARE on a single computer (the computer running the SERVER
SOFTWARE shall be referred to as the "SERVER") If you desire to Increase the number of Client
computers or workstalions which are connected to, have access to, or otherwise utilize the services of
the SERV- ER, you must purchase additional Client Licenses
II. COPYRIGHT The SOFTWARE is owned by Compulink and is protected by United States copyright
laws and International treaty provisions You must treat the SOFTWARE like any other cOPYrighted
material except you may install the SOFTWARE as expressly authorized by this Agreement and you
may keep the original solely for backup or archival purposes. You may not copy the printed materials
accompanying the SOFTW ARE
III OTHER RESTRICTIONS. You may not sublicense, assign, loan, duplicate, rent, lease, conveyor
otherwise use, transfer, copy, translate, convert to another programming language, alter, modify,
decompile, disassemble or reverse engineer the SOFTWARE, in whole or in part, except as expressly
pro- vided in this Agreement. If you received the SOFTWARE from anyone other than Compulink or an
authorized reseller, or through any other prohibited or illegal means, you may not use the SOFTW ARE
for any purpose whatsoever The SOFTWARE is subject to restrictions and controls imposed by the
United States Export Administration Act and the Export Administration Regulations ("the Acts").You
agree that (i) neither the SOFTWARE nor any prod- uct derived from it is being or will be used for any
purpose prohibited by the Acts; (ii) neither you nor any controlling pnncipal, director, officer, manager or
employee of yours are citizens or permanent residents of any of the countries currently subject to a
trade embargo under the Acts; and (iii) you will not sell, market or distribute, directly or indirectly, the
SOTW ARE or any product derived from it to any national or permanent resident of any country specially
designated by the US Treasury, Commerce or State Departments to which export of such goods is
prohibited You shall strictly comply with the Acts and obtain all reqUired export licenses
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
IV. LIMITED WARRANTY; DISCLAIMER The media (not SOFTWARE) is warranted to the original
purchaser against defects in material and workmanship for a period of three (3) months from the date
of original purchase. Defective media will be replaced when It is returned postage prepaid with a copy of
the purchase receipt to Compulink. Except as stated above, COMPULlNK LICENSES THE
SOFTWARE ON AN "AS IS" BASIS AND WITHOUT WARRANTIES OF ANY KIND COMPULlNK
DOES NOT WARRANT THE ERROR-FREE OPERATION OF THE SOFTWARE EXCEPT AS
EXPRESSLY STATED ABOVE, COMPULlNK DISCLAIMS ALL WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE, WITH RESPECT TO THE SOFTWARE.
V LIMITATION OF LIABILITY AND DAMAGES COMPULlNK'S LIABILITY FOR ANY DAMAGES OR
INJURIES SUFFERED BY YOU, WHETHER BASED ON A BREACH OF CONTRACT, BREACH OF
WARRANTY, CLAIM OF NEGLIGENCE, MISREPRESEN- TATION OR OTHER TORT, OR ON ANY
OTHER LEGAL OR EQUITABLE THEORY, SHALL BE LIMITED TO THE AMOUNT YOU ACTUALLY
PAID TO COMPULlNK OR ITS AUTHORIZED RESELLER FOR THE SOFTWARE. UNDER NO
CIRCUMSTANCES SHALL COMPULlNK OR ITS RESELLERS, AGENTS, EMPLOYEES,
CONSULTANTS, AND SUPPLIERS (COLLECTIVELY, "REPRE- SENTATIVES") BE LIABLE TO YOU
OR ANY THIRD PARTIES FOR ANY SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAM- AGES
(INCLUDING, WITHOUT LIMITATION, LOST PROFITS, LOSSES FROM BUSINESS
INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR ANY OTHER PECUNIARY LOSS),
REGARDLESS OF WHETHER COMPULlNK OR ITS REPRESENTATIVES HAVE BEEN WARNED
OF SUCH DAMAGES OR CLAIMS. NO ACTION MAY BE BROUGHT AGAINST COMPULlNK OR ITS
REP- RESENTATIVES UNDER THIS LICENSE AGREEMENT MORE THAN ONEYEAR AFTERYOU
KNEW OR SHOULD HAVE KNOWN OF THE FACTS WHICH GAVE RISE TO THE CAUSE OF
ACTION
Some states do not allow the exclusion of Implied warranties, so the above exclusions may not apply to
you. In that event, any Implied warranties are limited In duration to 90 days from the date of purchase of
the SOFTWARE. However, some states do not allow limitations on how long an implied warranty lasts,
so the above limitation may not apply to you. ThiS limited warranty gives you specific legal rights, and
you may have other rights that vary from state to state
Some states do not allow the limitation or exclusion of liability for incidental or consequential damages,
so the above limitation or exclusion may not apply to you. The limitations of damages or liability set
forth in this Agreement are fundamental elements of the basis of the bargain between Compulink and
you. You acknowledge and agree that Compulink would not be able to provide this product on an
economic basIs without such limitations
VI US. GOVERNMENT RESTRICTED RIGHTS NOTICE Use, duplication, or disclosure by the United
States Government is subject to restrictions as set forth In FAR 52227-14 (June 1987), Alternate
III(g)(3)(June1987), FAR 52.227.19 (June 1987), or DFARS 52.227-7013 (c)(I)(ii)(June 1988), as
applicable. The SOFTWARE IS a "commercial item," as that term is defined at 48 C FR 2.101 (Oct
1995), consisting of "commercial computer software" and "commercial computer software
documentation," as those terms are defined at 48 CFR 12.212 (Sept. 1995) Consistent with 48
C.F.R 12.212 and
48 CFR 227-7202-1 through 227.7202-4 (June 1995), all U.S. Government End Users acquire the
SOFTW ARE With only those rights set forth herein Contractor/Manufacturer is Compulink Management
Center, Inc, 3545 Long Beach Blvd, Long Beach, Califorma 90807
VIIGENERAL If any provision of this Agreement is found to be unlawful, void, or unenforceable, that
provision shall be severed from this Agreement and Will not affect the validity and enforceability of any
of its remaining provisions. This Agreement does not limit any rights that Compulink may have under
trade secret, cOPYright, patent or other laws Compulink's resellers, dealers and distributors are not
authorized to modify this Agreement, or to make any additional representations, commitments, or
warranties binding on Compulink
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Your license under this Agreement shall terminate Immediately if you breach any of its terms or
conditions Upon termination, you must Immediately unlnstall the SOFTWARE from all of your
computers, return the SOFTWARE to Compulink, and destroy all backup copies.
This Agreement contains the sole and exclusive agreement between you and Compulink relating to its
subject matter. It shall not be modified or amend- ed in any way by any purchase order or other
document issued by you, but may be amended only by a writing signed by both you and Compulink and
specifically referring to it.
This Agreement will be governed and construed by the laws of the State of California. The headings are
for convenience only and are not to be used to interpret this Agreement. All disputes between you and
Compulink shall be litigated In the state and federal courts located in Los Angeles County, California
Should you have any questions concerning this Agreement, or if you desire to contact Compullnk for any
reason, please write: Compulink Management Center, Inc., 3545 Long Beach Blvd, Long Beach, CA
90807, USA
@ 2004 Compulmk
Management Center, Inc.
R&S Integrated Products and Services, Inc.
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Document Imaging System
August 5, 2004
Attachment "0" - LaserFiche Software Assurance Plan Description
See Insert
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Attachment "E" - R&S Integrated Software Assurance Plan
iI&S)
InllJnnalion Thrllll/ib Innol/atiOlJ
.,..'
R&S Integrated
Products and Services Inc.
Information through Innovation
1647 % George Jenkins Blvd
Lakeland, FL 33815
Voice 863683.9393 Facsimile 8636860610
wwwrsoasiscom
R&S Integrated
Document Imaging and Information Management Systems
Software Assurance Plans
Document Imaging and Management System Support
Hardware Warranties and Technical Support
November 21, 2003
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Support Plan Parameters
R&S Integrated warranties all hardware and software components and established work processes
through the Support Assurance Plans (SAPs). Support and upgrades are renewable annually. Through
SAP subscription, customers are entitled to maintenance and version upgrades as well as site. telephone,
and email support by R&S Integrated. R&S will support the installed system and established work
processes locally and will act as the customer's first line of technical support Should an Issue arise that
R&S cannot resolve immediately, R&S will be backed by both AnyDoc Software's and Compulmk
LaserFiche's support and development teams. Compulink's support desk is open from 600 AM to 600
PM PST, Monday through Friday AnyDoc Software's support desk is open from 900 AM to 600 PM
EST, Monday through Friday
R&S technical support is provided from 700 AM to 6PM EST, Monday through Friday
All document scanners and associated hardware are warranted through manufacturer maintenance plans.
R&S onslte support and repair, and R&S scanner replacement
Technical Support events can involve corrective maintenance using vOice technical support, email, f1p
transfer of software files and upgrades, and onsite services. R&S does not have voice mail to manage
technical support; therefore, a person Will always answer the R&S technical support phone line (or
respond to e-mail real time). TYPically, 90% of the time the technical support event or corrective measure
Will be resolved at the time of the phone call or in immediate response to email. R&S pndes Itself in the
level of technical support and corrective maintenance it prOVides At most, issues are typically resolved by
the next day, again, most technical support events are resolved at time of call or email R&S typically
responds to corrective maintenance or technical support requests within 15 minutes or at time of request
(the maximum response time accepted by R&S corporate). By contract, R&S Will respond real time at
moment of notice or within 2 hours to technical support Issues
As 90% of R&S projects are in south Florida, R&S always has personnel working In the south Florida area
The majority of our south Flonda customers are Within 4 hours of driving time from the R&S corporate
office R&S Will provide local on site support as required Typically, R&S support professionals are within
a two hour driving time proximity. Equipment and software are warranted against defects in material or
workmanship and meet the published speCifications in effect on the date of manufacture Parts supplied
or repaired under service are warranted for one year following installation.
Training will provide details of required preventive maintenance procedures Including schedules and who
is to perform each activity Documentation will be produced for each work process and maintenance
procedure The customer will be responsible for assessing each incident of system or component failure
and making the determination that R&S Integrated should be contacted to provide service
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
General Descriptions of Technical Support Plan Parameters
Basic Software Assurance Plan - includes all features mentioned In this document except as noted
'Priority Support Plan Only' Primary differences between Basic Support and Priority Support are as
follows
Response to technical support events guaranteed by next business day
Support calls use standard phone number, not 800 number
Lower tier Queue for technical support calls
Priority Software Assurance Plan - includes all features mentioned in this document including Items
listed below
Response to technical support events guaranteed within 45 minutes
Support calls use 800 phone number
Upper tier Queue for technical support calls, have priority versus Basic Support plan accounts
Yearly site survey to evaluate project status and recommend improvements/upgrades; Annual site
workdays for system and process review and optimization
R&S Scanner System Support / Hardware - R&S uses the manufacturer warranty plans to support and
supplement the R&S Scanner Systems Support Plan. R&S scanners system technical support plans
Includes the following:
Onsite scanner repair, all required parts (except consumables - rollers and lamps)
Scanner replacement if repair requires shipment to manufacturer, includes shipping costs
Annual onsile cleaning and scanner maintenance
Scanner pads as required (consumables prOVided through R&S plan, not provided In
manufacturer warranty)
Parts and associated repair costs Included for one year after install/setup, all on site
Standard Scanner Warranties From Kodak (scanner manufacturer)
See attached Kodak Scanner Warranty Statement
R&S Integrated Products and Services, Inc.
Page 103
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
Aug ust 5, 2004
The following non-chargeable items are covered and are provided under the maintenance and support
agreements
. Distribution and application support of software upgrades
· Support of all operating features for software and hardware
. Scanner warranty/maintenance programs Include parts warranty, yearly onslte cleaning, and
scanner replacement
· Voice, email, wireless, and ttp support for users, managers and MIS support personnel
. Access to dedicated technical support server and R&S user database
. 800 number, email access, and ftp server for technical support (800 number for Priority Support
Plans)
. A live person that always answers the R&S technical support desk, no support voice mail
. Onsite presence when technical issues require it
. Technical support responses from real time to two hours for all Issues
· Yearly on-site workdays to evaluate proJect/system status and recommend
Improvements/upgrades (Priority Support Plans only); two days or 16 hours minimum
. Software support and upgrades
R&S has dedicated the following resources to client technical support of R&S products and solutions -
voice/phone lines, cell phones, remote workstation access, Internet access, custom database for
customer information and logging of events, workstations and servers, ftp server, scanners of multiple
varieties, workstations with a variety of Operating Systems, replacement scanners, and technology
professionals to manage technical support requests and resolutions R&S can easily reproduce a vanety
of technical support Instances This facilitates faster resolution to system and workstation issues
R&S has 'Platinum' VAR Integrator status with LaserFiche This is a small select group of LaserFiche
V ARs from across the country (six total) R&S has dedicated LaserFiche support engineers that respond
to R&S technical support requests and Input All R&S technical Issues are on the 'fast track' for problem
evaluation and resolution. R&S has a direct contact with LaserFiche support engineers and developers.
We are also a senior VAR for AnyDoc Software Given our close proximity to AnyOoc's corporate offices
in downtown Tampa, FlOrida, we have ready access to the entire AnyDoc support and engineering team
for technical support and assistance in problem resolution.
Technical Support Process
Technical support is handled and managed by the resources and professionals mentioned in the above
text Typically, R&S clients make a phone call or send an em ail to request customer support The
request could concern a technical support issue, technical questions, general product Inquiries concerning
product function and application, or questions about new features and products
R&S Integrated Products and Services, Inc.
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
Upgrades or new releases are sent to clients Via personal delivery, email, traditional mall, and ftp transfer
Customer suppon Issues at R&S are handled using the protocol listed below. Customer notifies R&S of
technical support request via email or voice/phone call. If by phone call, the call is logged on hard copy
and into the support database, and transferred to the available R&S technical support engineer If by
email, the request is filtered to a technical support folder and logged into the suppon database,
appropriate action is taken.
The suppon request IS logged, assigned a number, and it's status marked as 'open' In the R&S technical
suppon database. The R&S technical support engineer will rely on past experiences and acquired
knowledge to resolve technical support event R&S technical support engineer responds using
vOice/phone call or emai!. If resolved, the event IS marked as 'closed' in the R&S technical support
database Typically, support requests are closed at the time of the phone call or the R&S email response
Sometimes data files or screen shots are collected by the client, ftp'd to R&S, and reviewed by R&S: data
files are used to analyze the resident system and replicate technical support events. If required, the R&S
technical support engineer will notify the appropriate software vendor of the issue with details, client
software verSions, and screen shots until the event IS resolved The event will remain 'open' in the R&S
technical support database This allows the R&S support engineers to easily search the database for
events marked as 'open'
R&S Integrated Products and Services, Inc.
Page 105
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
Attachment "F" - Recommended Hardware Configurations -
Servers and Workstations
See Inserts
R&S Integrated Products and Services, Inc.
August 5, 2004
Page 106
{'";" ~,
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
RECOMMENDED LASERFICHE MAIN APPLICATION SERVER WI IMAGE STORAGE REPOSITORY
The Dell Onbne Store. Build Your System
. .:.: I ~
Dell recommends Microsoft<!>Windows€ XP Professional
Print Summary
;):wet i: .:!,'" 4600
$17.312
My "St')J.,)clj~ln:. i-II
. Pow erE d g8 4600
Catalog Number I Descrtption
PewerE dge 4600
Inlel@>Xeon'" A-ocessor al 3 OGHz. 5' 21<- Ca.;ne
Additional Proce..ors
S.nole A-ocessO" Ontv
Memory'
4GB DOR SO RAM 8X5'2MB
Chassl.Oriontallen
T owes Orientallon
Operating Systems
Windows Serve< 2003 Sandard Ed'l.on 1NllJ; 5 CI'enl
LIC'ef'"5eS
Hard Dnve Configuration
Add-rn Card RAID 5 . 1 channe'lo Man Bkpl.RAIO 1 tnd
channel 10 Med.a Sa
Mecla Bay Hard Drive Cage
IX2 Hol.Pluqqable Haro Orrve Caae
Media Bay 1.1 Hard Drive
36GBU320.SCSI.1IN 15K. riemovaOl6
Medle Bay 2nd Hard Drive
36GB.U320.SCSI.lIN 15K Removable
Hard Drive Backplane
1 X8 Hol.Pluggable Hard OrrvE BaCl<Olaf19
1.t Herd Dnve
146GB 10K RPM 'Jltra 320 SCS, Hard DrrvE
2nd Herd Drive
146GB 'OK RPM Ullra 320 SCSi Hard Dnve
3rd Hard Drive
146GB 10K RPM Ultra 320 SCSI Hard Dftve
4th Hard Dr1vo
146GB 10K RPM Ultra 320 SCSI Ha' ,-
Pr1mary Controller
PERC3 DC Card. 128MB t 'nlerna'l' .. 0 Cnanneis
Network Adapters
Product Code
46300
lP
4GBeD
TOWER
W2K3SVR
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CAG(
36RM 15~
36RM153
lXllBKPL
1461032
146,032
1461032
1461032
P301260
PaRe 1 of2
Print thiS O<lge I C\osc
SKU Id
122" 2891]
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lol~ 3039)
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
RECOMMENDED MICROSOFT SOL DATABASE SERVER
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PowerEdge 2600
$10,153
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Catelog Number I Description
F'ewerE dge 2600
Inlel@Xeoo"" PI ocessor : 2GHZ. 1MB Caene 533MHZ
Front ~de Bus
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S,nO'e PtOcessOf Only
Memory
2GB ODR SDRAM (4X512MB)
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Mellla Bay Hard Drive Cage
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Jrd Hard Drive
146GB 10K RPM Ulua 320 SCS; Hard Dr,ve
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PERC3 DC 12BMB}.INT 8.M CHANNELS
Network Adapters
On-Ooad Nelwor1< Adaple,
CD-ROM
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
August5,2004
RECOMMENDED LASERFICHE USER, SCANNING. OR SYSTEM ADMIN WORKSTATIONS
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Catalog Number I Description
Product Code
SKU
Id
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1GE24
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R&S Integrated Products and Services, Inc. Page 111
The School District of Lee CountYi Florida - RFP # 6211
Document Imaging System
August 5, 2004
The Dell Online Store Build Y OUI System
Pa~e 2 of 2
Pncng. speei!caliOflS. avallabl"'y ana lerms 01 otlars may enange Wllhoul nouee and ara nOI transferable and are valid or/y f()( new
purchases tram Deli Med'um a'1d Large Business tor delivery In I~e 50 Un,lad Slales T axes and shlppng c~arges extra. vary ana ae
nd. sUlled 10 discount Dell Med,um and Large Business new purchases only Who lake dehvery ,n the 50 Ur'lled 5:ales The Medium
ano Large BUSiness site and O"...S contained nBfeln vallO ony lor end users and 'XlI tor resellers ancl10r onl,ne auctions Dell cannol
be responsible 'or pncu"-g or other errors. omISSIOns. or consequences or misuse of slle and lIs functions. These offers valid only lor
and users and nol tor resellers a1d1cr online aucllons Otters rol necessarily comt)nable Discounls cannot be reLroactrvety a~jl9d
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5 dscounLed or promolional products per customer If II ems purchased undar these promouons are leesed. ilems leased ""II oe
Subject 10 applicable end 01 lease options Of requirements All sales are SUbJecl 10 Dell's Terms and Conortlons 01 Sale loeated al
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Document Imaging System
August 5, 2004
Attachment "G" - Fujitsu 5750C Scanner Data Sheet
See Insert
R&S Integrated Products and Services, Inc.
Page 113
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55 ppm Colour at 200 and 300 dpi
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Adobe.
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Page 114
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'" .." ~~,A.8" >....~:O< ~':.~"./',~:::..-. ~"': ~l---<~ ,..' -- -",
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.i'ning.
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The !1-57S0C from f=UJllSU scans 5S paies per minute In bolh colour
and monocl"ome (a' 100 and JOOdp'. A. ponra") " IS equ'pPed
wnh a dual Ultra SCSlfUSB 1 0 Interlace thal enables eUlCI9'1t
connec[Mty With It s totally new conc.ep: d ergtrlOmic dE'Slgn and
space SaYIng looten"1 It wtll ensure the produC1lvlty of FUJltsu'S
custom9'"s well Into the future
W;'h ,ts new f.edlf\g med1anlSm. thel,.5750C IS capaOle 01
autOlTlallcally and withwl error feedIng n'1!xed papor bald1Cls
r."gmg from V&ry thin pap... (mn'mum <I gJrn~ up 10 'ery fn'd<
paper (milXJmum 20] gtm~ TnlS ~ablJity mn,mtZo, the ne.d for
an operalQl""s Inrerventlon to elIminate paper Jams. or to prepare
paper In unJfCt"l1'1ry slZec::l batches
The fl-5750C can ~can from A8 size to A 3 t hrougn a 100 sheet
.AD!=' (AulomatlC Document Feeder) Users wishing 10 SC2n at 8
higher resOlution can do so at up to 600 dp where the scanning
'peed" SllII a remancably h'g" ]OWm al A~ 'and'cape. thus maJ<.ng
11 SUit able even fer pnnJ ~-ae:nanc sOlutlom
SInce lne fI.5750Cs leedlng mecnanlsm p1cl<5 thE' paper /rorr, lne
boUan 01 the paper Slack, the opetOror can CCi1tlnlJously1eed the
paper even white the scanner IS operating, thereby OptlnlSlOg the
scanner.s praduCltvlty
The fl.5750C aflQr5 the USQ'" super/or nand ling capabilities With
ultl4SOIllc double Ieee:! ,jeleCllon as standard, and a 5el a/Image
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aren't pacea In a H ratgh\ edge format are nral8tlt~meG when
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are scanned. Of'llY fhe scanned area will a~ar on saeen) The
(1.5750C also has a srralgh( pap<< pam ana easy maJnten~ce
Thp AOf (as shown left) CCWl be t urntd around a full 1 aD degrees
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adapl r"'e scanner to soeoHc spac" reqYlrOmenrs and to :"fl or fight
!"landed OpgratlCWl Fer the first lime a scannIng deVIce deSIgned for-
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R&S Integrated Products and Services. Inc. Page 115
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The School District of Lee County, Flotida - RFP # 6211
Document Imaging System
August 5, 2004
Attachment "H" - IDEAL Chameleon Tx 36 Plus
Large Format Scanner Data Sheet
See Insert
R&S Integrated Products and Services, Inc.
Page 116
The School District of Lee County, Florida - RFP # 6211 -
Document Imaging System
August 5, 2004
IDIAL/Co...t4:X
Chame.lee.n TX
36" Color Sc..ne.rs
FEATJRES
3S" Wde Image Area
F ronl-Ioaling lfl::reasJrg Produ::tivny
Handes Media up lD 0 6" T hK.1<
AI~Whee~Dnve WIth conlOlJ{ adjuslment
F reWre ard UI!Ja fast SCSI
Comectivly
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Progammable BullDns lor Scanfbng,
COPYing, ard Emahng
Color spa::es
ACJ:.UlOCY Lens Enhancement
T ecmology
S,-"ports monochrome ard coor
scannng applcal()ns
APPLICATIONS
I he IUl::AU(;on(ex GraTleieonl X Jo" SC<V1ners are desgned 10 Inuodlre profeSSIonals ,n the CAD. AIE/C, I,",
House Repro, Sign, Pre-press. Copy , POP ard Display markets ID a wde format color documerl scamer at an
allOIdable prce Tile IDEAUConlex Chameleon T X 36" Seamen; C31 be used tor color daSSlticaton lor vector.
lZalJon, slDraJe, relneval, conversIOn 10 CAD, popuJalIng an onlne planroom. am SC3l-to-pfR1tll can eIIoenUy
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COLOR ACCURACY
I."L J[}L,.UC,,"leX Uumc'J"VIl rx 36" Scanners support mooochrome and color scanning. Color is cap-
tured al 42 bits lor maXImum color preCISIOn, pass.ng fhe besl 24 bits of color cJala to the compuler This
sCCIlner IS fTofll-load'ng, and scans With unparalleled accura:y, +/- 0 , % ,n both the X ard Y-axIs to
ensure the most accurale scan poSSIble The IDEALlContex Chameleon TX 36" Sc~ners include a th'rty-
day Iomed out 'lerSlon of JET.mage .<, ThiS copIer interface lakes advantage of the scanners Dual 2-D
Adaptive Enhancement features with Area DiNuslOn LogiC and Error Dlftusion Half-toning which allows
documents conlalnlng m,xed pholOgraphic and line-art (including text) areas to be captured with grealer
deta,l. JETimage'''' also has adv~ced scan to pnnt features that support advanced laYOlA options suct1
as panellrg. Ullng, and nesting of printed outpul as well as Irack.rg capability of paper a1d copy,ng
usage. This new scanner incorporales the 3C Aulo-NElnlenance syslem that keeps the cameras perfeclly
aligned, adJusted and callbraled lor optImal Image quality The 3C Aulo-Maintenance system aliQlls and
slllches Ihe cameras 10 a (raction of a pixel giVIng lhe highest wde format 'mage precision avarlable
ACCURACY LEt-.$ ENHANCEMENT TECHNOLOGY
The IDEAUContex Ctanel6Qf1 TX 30" Scanners use Accuracy Lens Enhancemert Tectrology (ALE) thai elec-
lronr::ally mal/lla,ns 0 1% +/- pIXel precision CCfOSS any 1-.0 polm, of llle scan tine thus exceeding even !he most
ngd reC]Ulfemenls Wilh this searner !here IS a very hogh grade of precISion stabiily rllhe seamed mage
HIGH PERFORMANCE SCANNING
The IDEAUContex Chameleon TX 36.' Scanners have '1anable resolution sell1ngs from 5Q to 8()0 for !he
BasIC Model and 50 10 240Q dp, lor the Plus Model, selectable In one dp' If1Clements to '""tch user requre
menlS TfTis scanner can scan a typical E-SlZe monochrome onQlnal alSO'. pel second at 400 dpi turbo
ard a tYPK:a1 E-SlZe color anginal at 03" per second at 400 dpI turbo. For scan-Io-~Ie applicalOllS. the
tOEAUConlex Chameleon TX 36" Scanners require WIDElmage''''. !he operat'ng soI1v.are lor scanning
The scanned raster Images obtarned from the IDEAL/Conlex Chameleon TX 36" Scanners can be ediled
in raster or converted 10 DXF vector fjes wnh Wiselmage, an oplJOnaI sonwcye pa:kage tram IDEAL The
IDEAUConlex Chameleon TX 36" Scanners support FireWrre ~d Ultra fast SCSI connecw,ty.
SCAN, INDEX, AND EDIT
ScanOS, Idelligenl bile block content reooglllron software 'Mlh bUilt. In. breakthrough OCR lechrobgy. auto-
matcally extracts lilJe bI()(;I( Informa\lon Irom scanned drawings 10 an archive dalabase. Sc an OS, an optic'"'
al sO~IM3'e pockage from IDEAL, provrde~ a soluUon 10 Ihe boItleneck prOblem of Index.rg hlfidreds ard
lhousards of drawngs during and aller !he scannIng process E:dll drawlIlQS In raster .-.1th the same ease as
edihng a CAD hie using Wiselmage. an opllOnallntelrrgenl rasler edlrng so~ware package from IDEAL
Wiselmags IS a powerful <ta'Mng edrtor that performs raster 10 vector conversIon and OCR
SCAN, SHARE, AND PRINT
PrOVide InSlant ne(lM>rk access ot scanned drawlflds w,lh IDEAl's ScanDEX Client Archrve large format
drawings on a company ."ranet or a seCUle, password protecled Inlernel wfl1IDE:AL's Onine PlanRoom
Search, lelneve, v'ew, and prrntlarge formal draw'flgS USlflg only a slardard web browser
Look,ng 10 turn your Il1kje\ .mo a d.gllal copier? Scan large format COlOr onginals With heavy delall and
prnlll1em oul to any inkjel plotler wtl10UlIosrng any delails The IDEAUConlex Chameleon TX 36'
Scanners are the perfeCl Iront-end to any Windows-based mlqet ploUer Use the optIOnal Copy Klllo
mount YOUI PC and touch screen direcUy on the scanner lor a convenient scan 10 pnnl syslem
NEED HELP DECIDING?
t\1\ liil r.,t :,',,,,., r!'f;n'",'il.l,,'" :;Ow, Ik'" .,.",J decde whICh sol.JtlOn provides you wth !he besl value for
your needs Call IDEAL al1-888-52<l-3325 or emarl sales@tdeal com
R&S Integrated Products and Services, Inc,
Page 117
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
,,>,.,.;-.
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August 5, 2004
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Samplt!d R~sohJllons
M"dla Width
Sc~m '"Vidlh
S can L~nglt1
Scan Modes
3(; M.cIlIHenanCtt SYSt~f11
AII.Wheel Or.'Ii!
Adjustment
LiQhl Source
Optics
Inl~lfac<t:'
Dlm~ns~on~
Weight
Pow""
IncJudes
R.s-quiriPs
Options
Color File r Oln>st.
Monochro~ File FonnaLc,
Compn;ssed File Formals
CI<W Shade File Formals
PnntPfot File rornlats.
Platforms Supported
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R&S Integrated Products and Services, Inc,
Page 118
The School District of Lee County:Plorida - RFP # 6211
Document Imaging System
Attachment "I" - LaserFiche Product Brochures
See Inserts
R&S Integrated Products and Services, Inc.
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August 5,2004
Page 119
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LASER
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Enterprise document imaging and management
Comprehensive integration and customiz3tion tools
Rapid deployment
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LaserFiche United ™
LaserFiche United IS an enterprise document imaging
arid management solution that quickly and precisely
archives, retrieves and distributes essential documents.
The solution begins with flexible document capture
options that prepare electronic and paper-bound
information for-instant retrieval. Intelligent search
capabilities retrieve documents quickly and precisely
Efficient distribution options deliver information on
demand vja the Web and CD. Workflow routing and
notification automates repetitive and costly document-
centered pr'ocesses. Comprehensive security protects
the entire digital archive from unauthorized access.
LaserFiche United IS a flexible solution that adapts easily
to address the document management needs of multiple
departments, It is built upon a scalable, open
architecture that integrates smoothly into existing IT
infrast,'uctw'es.An organization's unified digital
document repository is instantly accessible. reducing
time-to-find and increasing time-to-act enterprise wide.
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LaserFiche Document Imaging & Management Platform
The LaserFiche document imaging and management platform delivers high-volume information capture,
retrieval and distribution across the enterprise. LaserFiche reduces or eliminates misfiling, time spent
searching for documents and costly paper reproduction and distribution methods that impede information
access within and among departments. LaserFiche is a flexible document management platform that adapts
to meet diverse multi-departmental needs and allows users to maintain established. preferred procedures.
Intelligent search provides instant document retrieval
Reduce labor and clerical mistakes With automated OCR and IndeXing
Comprehensive security protects digital archives from unauthorized access
Manage entire document reposltones from workstations
Scan paper and import electronic flies Into secure digital archives of unalterabie
documents
Emulate paperfrling structures with customlzable folders and index fields
Index electroniC and Image-only documents with user-defined Indexes
Digital archIVIng prOVides long-term document preservation
Synchronize service bureau output and manage retention schedUles With portable
volumes
Technical Administration
LaserFiche offers state-of-the-art n-tier architecture plus support for multiple servers and databases,
allowing administrators to configure separate databases for individual departments while maintaining a
controlled, centralized information repository. Databases can reside in separate physical locations and can
be protected with individualized security measures. Open architecture promotes Integration with existing
and future technologies
The LaserFiche Integrator's Toolkit™ prOVides comprehensive database and programming tools that help
systems engineers integrate LaserFiche with other enterprise applications. The Integrator's Toolkit includes
detailed database table maps and COM object documentation.
Non-proprietary file storage formats maintain future accessibility
InclUSive audit trails and reporting tools
Con~gure access and feature nghts by users and groups
Leverages COM (Component Object Model) technology to facilitate customlzatlon
Support for Industry-standard Mlcrosoft@ SQL Server™ Simplifies Integration
Global Soiution prOVider network deilvers loca' Implementation consulting. training
and ongOing support services
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Distribution Modules
LaserFiche WebLink ™
LaserFiche WebLink harnesses the power of the Internet to deliver on-demand enterprise document access
through standard Web browsers. Weblink is a secure gateway between an organization's digital archives
and an intranet or the Internet. WebLink dynamically posts HTML versions of designated documents, while
administrators retain complete control over what documents are accessible. Comprehensive security
measures guarantee the integrity of the digital archives while making designated documents accessible to
authorized staff, remote offices. clients and the public when appropriate.
Universal document access with standard Web browsers
Dynamicaily post documents without HTML coding
Easy Implementation: no client installation
Comprehensive security: no ActiveX controls
ASP (Active Server Pages), COM and CSS (Cascading Style Sheets) technology
deliver seamless integration and customizatlon
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to CDs with integrated search and viewing
capabilities. This allows portable access on PCs
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distribution without the costs and inefficiencies
associated with paper-based systems. LaserFiche
Plus CDs can be distributed to mobile staff,
remote offices and clients on a royalty-free basIs.
Archiving to CD is also a key aspect of disaster
recovery planning Data volumes backed up on
CD can reconstruct damaged or destroyed
information repositories. while the integrated
search engine and viewer provide immediate
access even as other network resources remain
offline.
Reduce paper distribution costs
Empower mobile workforce with access to critical Information
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LaserFiche COLD™
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LaserFiche COLD (Computer Output to Laser
Disk) automatically archives computer-generated
reports to digital storage media. Reports are
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access and are fully searchable. LaserFiche COLD
elimi nates great quantities of paper reports. cutting
storage costs and reducing time spent retrieving
documents from physical storage spaces.
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A knowledge worker's desk is a work hub from which the professional retrieves, uses and disseminates
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work processes. An intuitive graphical interface provides easy work process modeling and streamlining.
Routing and notification services guarantee smooth workflow despite user error or absence. The Workflow
Suite provides the efficiency and security of rules-based routing and monitoring while also supporting ad hoc
participation in the workflow environment.
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Capture Modules
Flexible caeture alternatives are essential for preparing enterprise information for archival, retrieval and
distribution across the document management platform. LaserFlche Un ited provides a set of capture
solutions that accommodate documents found in widely varying formats and locations organization-wide.
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Capture & Storage
Scan paper documents wrth a 'W,;~.: . ,. ,.... "'::';:-'''j''C
Use hybrid and spec,alrzed car: 'f': C'i.:'.:'._,~: '.' :F .if""!' 1"-0'- "r,e:
m'cro~lm scanners With Un,vt: ,
AJto-name documents while "
Scan muttlDie pages in1c ba1d"", r,' '.".., .~I
Scar, additional pages Into exi::'.:! i,' :": :,.';-,,,,!,~':.
Sca"F,x~ Image adjustments: [".c;::'\" "-.')"';c' F~C"'l"'""" i :"r'<.er',o,:11
Inverse Text Correct'on, Font ..r",:;.)'.,:r'q, ,',eI ><():,,'!'::n
Automatically separate docurT-o"'c:. ",;e" i 'y,-:;r' ':-'.c Bar' (;:;'.:r
Archive ai' W,naows,;) -based f< . ,.. ",~c':. '..' ';::.[:'.YiT,C,,,:;.
mov'es, AutoCAD and sound ':i.c'.'
Import eiectron,c documents i':', -j;. ,,,-:e,: ".,.. 'A'i:;"J~,""
. Import documents and folaer: i:, :-,.r"'::2SF I;:C.;
Import large numbers of docu',:,?-:~."" .: i:.f"':::,' 'F',ir:,":
Convert electronic documents h', '""r, I:"(',';?"." -;"',"
ASCII text wrth LaserFlche Snap:' ".'
:"'ocat,on o( document data IS lu:-'
any network volume
Portable volumes allow additive :.'-':"",,'1.':./" \':'::" ,}:~,?,' '-:'::;;I';iie'>:
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Manage and m'grate data acras, . '. " :'. .(: '," ~-',"C
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Create different ,ndex card temfJldleS (Dr' 'c' ,- -, "
Color-COding distinguishes document type.
ReaSSign or update index cards or Index fi:.'."" ,,"-.. ',:.".'
. Drap-down ilsts available to standardize irc(;:. ;,,",t. :,:_,
Avtor-,atically Index documents w,th Lase,-c "''C' ,C.- "
Process ,mmed'ately or ,n batches
Supports OCR from multiple workstatlow,':' ,'I' ._.
Suppor'"..s mL!lt'ple langvages Spanish, Port, .~c.
Ital,a'"1, Serb,a", Dutch, Swedish, Norweglar ....;: . .,-.
Process fOfTr1s and populate Index f'elds v.,.::
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!ntu't,ve folder tree makes document org;r'.,-:!:' .,:,,' 'f,("':'
D'splay document names, ,ndex fields am.', ...."01:
Publ,c and private folders can be set Cip V",,'"
rr,ai' fOlder\ and ad hoc workflow
H'ghhght text and :mages
Place sticky-notes on text and 1m C:',.,
Stamp images wrth customized 0' ..:::;,,(,- ,_' ..
All annotat,ons ace 'mage overlay, _ _ '.,,'
document
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D'splay black and wh,te, color or 'I, .'::,,:"
Renar'le and reorgan,ze documec
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About LaserFiche
LaserFiche has pioneered high-volume document
imaging and management solutions since 1987
Dedication to customer-driven innovations has built a
suite of products and services that address organization-
wide document management needs from executive,
information technology and end-user perspectives.
LaserFiche solutions manage business-critical
information in over 17,000 municipalities, state and
federal ~gencies. educational institutions, financial
services firms and other public and private sector
organizations around the world.
The Next Step
Call (800) 985-8533 or e-mail info@laserfiche.com for more
details on LaserFiche United solution modules or to arrange a
demonstration Also Visit www.laserfiche.com/united for
more information or to request a free LaserFiche demo CD.
@ 2002 Compuhnk Management Center. Inc
All rights ~served. LaserFicne IS 2 dM510r'l of Cornpullnk t1anagement Cen1er. Inc
L.....aserFlche IS a registered trademark: of Compulrnk Management Center, lnc. All other
tradema.1<,s are propertJes of their respedNe companies Due 10 continuIng product
developme'1t. product spec1flcat':oJ1s. and capabil~ie~ are subJect to change wnhout nOltCe
Pnnted ,n the USA ~em No. 760~
R&S Integrated Products and Services, Inc.
Lakeland, Florida
Voice: 863-683-9393 Fax: 863-686-0610
SaJes@rsoasis.com
..
3545 Long Beach Blvd.. Long Beach, CA 90807
(562) 988-1688 httpJ/WvV'vV,laserfiche.com/unrted
(562) 988-1886 Info@laserfichecom
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DOCUMENT IMAGING & MANAGEMENT
FOR SCHOOL DISTRICTS
Streamline records opera~;5?ns to work within limited budgets
Reduce cost of compliance with FERPA and other regulations
Improve service to students, parents & the_community
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Universal Access to Student & Administrative Records
Reconciling Administrative
Demands & Budget
Challenges
Consider your growing student population. Limited
classroom space. Overflowing storage facilities.
Increasing demands for instant information. The
records storage and retrieval burden of complying
with federal laws such as FERPA and HIPAA
As your district administration faces these issues, what
is the impact of paper and microforms-based records
management on efficiency, productivity. and quality of
service to district departments, students and your
community?
Compare & Contrast
/" ~
,-/ Consider the Costs "
. Valuable office and classroom space consumed by
physical document storage
. Money and time spent searching for lost and misfiled
documents
. Time-consuming manual searches for transcripts,
School Board meeting minutes and other administrative
and student records
. Difficulty controlling access to sensitive student and
personnel documents
. Incompatible electronic records systems that compli-
cate information storage and retrieval
. Cumulative impact on your district's ability to serve
more students, parents and the community at large
with fewer resources
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l ~/ Consider the LaserFiche Difference
Reclaim productive space and eliminate file cabinets
with digital dQ~ument storag~
. Instant records access with intelligent search, retrieval
& distribution
. Transcripts. disciplinary actions, etc.. archived in
individual electronic folders and full-text indexed for
constant availability
. Comprehensive security protects records from
unauthorized use
. Simplified integration with student information
management systems and other applications in
district-wide use
)
. The cumulative benefits of saved time, reduced costs,
enhanced security and more efficient service
"Public education today is burdened with more paperwork than ever before. LaserFiche helped our staff minimize paper-shuffling
and searching for documents while keeping us in compliance with local, state and federal reqUIrements."
~~~n -'-='~~~"!!:~~~~;:iid('~~~;;;;':"":',-~7T.., .
Frank Auderer. Superintendent
St. Bernard Parish K- 12 School District
~I
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Benefits for Schools & School Districts
More Efficient Document Management
LaserFiche delivers high-volume document archival,
retrieval and distribution across your building's network
and throughout the district. LaserFiche reduces or
eliminates misfiling, time spent searching for documents
and costly paper reproduction and distribution methods
that impede information access. LaserFiche is a flexible
solution that adapts to meet multi-departmental needs
and allows staff to maintain preferred procedures.
~
. Reduce labor and clerical mistakes with automated indexing
. Manage entire document repositories from workstations
. Easily add electronic annotations
. Build secure digital archives of unalterable documents
. Emulate paper filing systems with customizable
folders structures
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[
. Index electronican<1 image~n4Y <1ocuments with
customizable template fields
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volumes
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En hance Productivity with Faster
Information Retrieval
[
The LaserFiche Intelligent Search retrieves documents
instantly, allowing you to find and distribute documents
with the speed required to keep pace with today's
information demands. With the flexibility of full-text and
customizable index field searches, LaserFiche keeps docu-
ments accessible on demand to district decision-makers.
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. Intelligent Search provides instant retrieval of records
such as School Board policies and past meeting agendas
Intuitive search interface encourages staff acceptance I
. Unlock the contents of P"PO' "",oeds _ full-text semnes ~
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'There is a very small/earning curve. We could teach people
who aren't that familiar with computers to use LaserFiche very
easily. That was a real plus."
Rene Gonzalez. Director of Psychological Services
Los Angeles Unified School District
[
Comprehensive Security Eases
Regulatory Compliance Burden
Administering records access under the Family
Educational Rights & Privacy Act (FERPA) consumes staff
time, as does protecting medical records privacy accord-
ing to Health Insurance Portability and Accountability Act
(HIPAA) rules. Working with finite resources, how do you
provide timely access to staff, parents and eligible
students while maintaining compulsory levels of security?
LaserFiche is an impenetrable repository for confidential
records. Configurable security helps strike the precise
balance between accessibility and protection that best
serves each department. Redactions protect information
on an individual word level. Audit trails provide constant
vigilance over user activity and produce complete,
easy-to-use reports.
r. Reduce cost of compliance
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District-wide password-protected records access
Flexible security can be controlled centrally or
delegated to department heads
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provides browser-based. on-
demand document access in
a network-friendly solution.
Streamlined Deployment &
Simplified Technical Administration
True scalability minimizes implementation risks, allowing
districts to budget for departmental installation and
expand district-wide as need dictates. LaserFiche offers
state-of-the-art n-tier architecture plus support for
multiple servers and databases. allowmg administrators to
configure separate databases for individual departments
while maintaining a controlled information repository.
Databases can reside in separate physical locations and can
be protected with individualized security measures,
r.-Open architecture simplifies integration with standard l
student information databases such as Chancer~
Student Management Solutions
. Non-proprietary file storage formats maintain future
accessibility
. Configure access and feature rights by users and groups I
Leverages COM (Component Object Model) technology
to facilitate customization
. Suppor<; for industry-standard Microsoft SQL simplifies
integration
. National solution provider network delivers local
irnplement.ltion, training and support services
Digital Archiving Simplifies Records
Transport & Disaster Recovery
Maintaining. moving and protecting paper and microform
records on students and personnel are expensive tasks.
Disaster and theft threaten archives integrity.
Photocopying for off-site storage takes time and money
Digital media raise concerns as well: Will digital files be
accessible in the future? Will evolving technology allow
access to your documents when you need them?
Digital archiving with LaserFiche addresses these
concerns while also facilitating disaster recovery planning:
r. Store entire document repositories on durable.
I royalty-free CDs
. Built-in viewers maintain long-term accessibility, even if
your network is down
. Streamline the records transport process: records
follow students on CDs
I' E~s!ly~eco~s.t~~c~~estroyed or damaged archives from
! digital backups .
\...______h_______._.____. __. ________.__. _..
~
,
Improve Records Access and
Community Service with Web Tools
LaserFiche Web Access and Web Link harness the power
of the Web to deliver instant document access via stan-
dard Web browsers, Web Access provides rich document
management functionality in a rapidly deployable thin
client. WebLink is a secure publishing gateway between
your digital archives and an intranet or the Internet,
-,
_J
Both allow efficient access while administrators retain
complete control over what documents are accessible.
Comprehensive security measures guarantee the integrity
of the digital archives while making designated documents
accessible to authorized staff, remote district offices, and
even parents and the public when appropriate.
r. District-wide browser-based document access
i
~
,
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I' Secure distribution without photocopying expense
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Share community-appropriate information without
HTML coding
I
I. Easy implementation: no client installation
. Records managers retain complete access control
. WebLink provides seamless integration with existing sites
::,'.>A,,:::';;:,,":';~?';::fi1!?,ql'ii.::,~~~~;f~~_...--, _I T ~~~
-,
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laserFiche Solution Suite
~~
,~
Your Next Step
Call 800.985.8533 or 562.988.1688 for details on LaserFiche
solutions or to arrange an on-site demonstration. Also visit
www.laserfiche.com/schools or email info@laserfiche.com
for more information or to request a free demo CD.
About LaserFiche Solutions
LaserFiche has pioneered high-volume document imaging
and management solutions since 1987. Dedication to
customer-driven innovations has built a suite of products
and services that address organization-wide document
management needs from executive, information technology
and end-user perspectives. LaserFiche solutions manage
business-critical information in over 18,000 municipalities,
state and federal agencies, educational institutions. financial
services firms and other public and private sector
organizations around the world.
@2003 Compulink Management Center, Inc.
A/I rights reserved. LaserFiche is a division of Compulink Management Center, Inc
U.serFiche is a registered trademark of Compulmk Management Center, Inc All
other trademark are properties of their respective companies. Due to continUing
product development. product spec,ficat,ons and capabilities are subject to change
without notice. Pnnted in the USA Item No. 7610
3545 Long Beach Blvd.
Long Beach, CA 90807 USA
(562) 988-1688 http://www.laserfiche.com/schools
(562) 988- 1886 info@laserfiche.com
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
R&S Integrated Products and Services, Inc.
August 5,2004
LAS E R Fie HE,. P L U S
Send
Royalty-Free CD Publisher
Your Documents
Around the World
Page 120
The School District of Lee County, Flotida - RFP # 6211
Document Imaging System
AugustS, 2004
/"-"~a~.~ Lt(.,.:: '-" .-..€,~..~t=::,L~':3_;~~ir;->;,~.:; ;: .:~.
nce you've scanned in your documents with
LaserFlche - from crowded filing cabinets to
faded m'CTofiche - you're ready to organize them eaSIly
with LaserFiche's automatic indexing and OCR feall.Jre.
;:\r".e'-,;:'\ ; i ,c.. ' "('
As more organ'zatlons adopt document imag-
ing systems and replace filing cabinets and
microfilm with digitized images, the outstanding
problem remains how to get your informatlon
to users who don't have access to a document
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,mag'1'\8 system.
Laser Fiche Plus IS the perfect turnkey solutlon
to lt1is problem. Now you can immediately
create a CD bundled with a state-of-the-art
search engme. For every CD created with
Laser Fiche Plus you get a free search engine
d'1at can be distributed royalty-free*l Archival
documents can be easily and quickly dispensed
to any users equipped With Windows 3.1.
Windows 95. or Windows NT
.
,
.
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Thousands of successful organizations have diu.
m,nat.ed their archives w,th LaserFiche enabling
them to store mill,ons of pages of documents
electronically. conduct full-text searches quickly,
make annotations easily. and much more. Now
with Laser Fiche Plus you can do all this plus
publish your documents on CD. You're free to
disvibute them to practically anyone with a PC
so lt1ey can search. view. and print docum ents.
At Laser Fiche we believe you shouldn't have to
change everything. induding your work habits.
lust to accommodate new technology. That's
why we designed LaserFiche to conform to the
way you work. And best of all. it runs on your
existing networks and pes rnakJng it even easier
to bring your documents into the light.
C' ...eating your CD Is a cinch. After choosing
'. ,ne desired documents. simply did< on "publish
CD" and in record time your master IS created. After ,t's
duplicated. it can be dispensed to recipients royalty-free.*
R&S Integrated Products and Services, Inc.
Page 121
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
AugustS, 2004
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, fully.eqJ'pped with a powerful search engine
mat allows you to search and retrieve documents
by folders or index cards An exhaustJve full-text or
fuzzy logic search can quic:kly assist you with vieWing
mose documents that are harder to find. After
retrieval, they can be easily pnnted and faxed. We've
literally put state.of.me-art technology at your finger-
tips.
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~ne can access your archives anywhere. They simply "pop" a CD into the near-
. . est Pc. That's how service bureaus and records managers from mUnJopalities,
school districts. and other organizations effortJessly distribute their documents
LaserFiche is not only shedding light on your archIVes. it's lightening your load In the
workplace.
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L-.~ ~serFiche's unique concept of "portable volumes"
.. ~/lows IndIVIdual CDs to be easily regrouped and
. -3ttached to a database. Gone are the days spent copy-
ing huge document volumes to keep records updated at mul-
tlp!e sit~. The '.additJve synchronization" of portable volumes
allows you to detach and reattach your CDs tD other
LaserFiche systems. With LaserFiche's pioneering technology,
we're changing the way you see the world.
'~~!1,..~I,iI?,~.!III:~."':_~~1lW
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R&S Integrated Products and Services, Inc.
Page 122
'August5,2004
The School District of Lee County, Florida - RFP # 6211
Document Imaging System
LASER
F I
PLUS
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FamilQr 10lder display I~ like the Wil'ldo..... File M;Jr~cr t:.te
Supports "drag and drop" moVE:, oopy, r~n~mt:, and delH~
Place vut.ual dOOJmenL\ III mulupte rolde~ W'lthoul USln-t
more disk spaCE:
San pag~ directly .olD .l document
San multiple pages UILD a balm for later proce~sing
Reshufflt or rt=son pilge at any lJme
Adlust scannt."r brightness. (Dn(J,uL and dllllenng
Soan dual.sided doOJmenls on slOgle'!.Ided SQnner~ w,1.11
tine
Input indE=Jf. inlormation wnt:ne...el convenlenl
Cre~lE; different dorument lempl;Jle~ for drffert:nl cioOJment
'ype,
DistingUish document types by lht-Ir (Dbr
View Image and {,r)(t srde-by-s,de
loom Image lD 100x rmgn,IoGluon
Anti-ali'aSlnglgra)'1"U11le lor dearer d,spby ot lext and ~phic.s
Print or fax Images and If:)(t liles.
Edit docl.n"lerc. t,e)(t or ex-port 10 your favont.e word processor
Text hie, and TIfF Group III. TIFF Group IV. PCX and PDA.
GIE 8M? /pEG. CALS ,ma~e' Qn allO be .~rt" InlD
las~icht:
OCR Qn be perlormed on dermnd or a, pan 01 , botch
EXpoft text or lrT"Qges at any lime
Turnkey appltcauon with mmlmaJ configuratIOn
VVorks tram Sl.dndalon~ or dlenl-~erlter archite<1ure
Fully oompallbi~ wiLh re_nLlble drives and ~c:kel-wflling
CD.R dnve,
Prepared CD is fulty-eqwpPf:'d With l...&lserflChe'~ ...........rd.wmutng
fe,Jl..u~s (~.g. ~Jnno~lJOns. fulhe>Ct search )
"Pon~bl~ Volunlt=j" allow lor illudlable/deu.chabte Image~
and te)({
Acoommodales multiple daybase.s w'lh muluple volumes
s.earch. Viewer Engll1t equipped With helpfullUlDrl31
Allows some 0" all \IOlum~s 01 a database to bt' published
Mef'lJ.Dnven Scre-en1 makt CD publishing USI~
Aull10nzed LalerF,me VAR
R&S Integrated Products and Services, Inc.
VU: /%}4!lC and up
Oper<Jllng syslem:W,ndows 9S. Wmdows NT
Memory: 16MB RAM
Swroge DeVlce:Any Iog1cal dev,ce cndud,ng most opuQI
drwes
P"IOU'rs: Any Wmdows SlJp~rted lanf pnnt~J
F..xe> Most Wondow> supported I.x card,
MoOltors. Any Wmdo_~ supJX>rted monitor
;)l.:4l1l1led In~gt: h:.II'tllitL: TIFF
Te", Formot:ASClI
MaxImum 110. of DaGlbase Template" 250
Ma)(imLJm no. of biders Clnd documents: 2 bllhon
Mo!xlmum no. of pages In ;) doOJment: ]2 thousand
Hewielt Packard. Rll:Dh. Fujitsu. Panasontc. Avmon and orj,er
'Glnnt" ,upported by Kola><. TWAIN. or SCSI
SupfXlrts any ,.e(X),..d~blE" mClu slOr.tge medIi 'nduding
pacht.wntmg. CD-Rv,: and DVD.R
CPU: 804M a"d up
Memory: 16 MB RAM
Oper>t,ng S)"lem: MS W,ndow, 3.1, MS Wondow, 95.
MS W,ndow, NT
L.uerf.ctle Viewer proVides full. Le)(l seardl. v,ewU''l&r and
pnntJng opabihltes
If ~u w,.,.ently navt" Lasel'Flche Ext:CU\Jve 0'. Lase.flcnt
network ",ltWi!'" (NT. NLM. and LAN). )'Ou GIn SImply
purci...,e the CO Plu, Plug-In module w receIve CD
publishillg capabil,ty
aRoyolrr--Fr... CD PublJsh.,
.....
"
J:
For mort Inlom13tlon. (DoUet Laserhche aL
VOICe. 562.988-1688
Fax 562-988-1886
Web httpJiwww.lalerfiche.com
E-mail: info@lalerfiche.com
(LASERFICHEe
3545 Long Beaa. Blvd
Long Beam. CA 90&7
USA
Page 123
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Publishing
your documents
on the Web
has never been easier!
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Illuminate Your
Archives
As more and more of the public turns
to the Internet for informatIOn, you
want to be able to gIVe It to them.
They need fast access to public docu-
ments and you need a little more
freedom. How will you make your
vast records repository available on
the Internet quickJy and effortlessly?
LaserFiche WebLink
Lights the Way
The answer is LaserFlche WebLink
Now when people need to reference
public documents in your repository,
they can look them up on the
Internet instantly and independently
- while you attend to other L,ings.
The Joy of Publishing
Scanned documents appear instantly
on the Internet without the need for
time-consuming file conversions or
HTML programming. The electronIc
courier takes on the role of publisher
and transforms document pages into
Web pages. You can match the look
and feel of your existing site by cus-
tomizing LaserFlche WebLmk. The
graphics, fonts, buttons, wallpaper
and text can aJI be easily modified to
meet your design criteria.
A Universal Solution
What makes LaserFiche Web Link a
unIversal solution is its universal
availability. It's designed to accom-
modate any browser The public can
VIew documents wIthout needing
extra plug-ins, the latest eqUipment,
or the fastest Internet connectIOns
LaserFlche WebLmk makes your doc-
uments avaIlable to any Web-con-
nected Mac, PC or workstation Now
that we've removed the boundaries
from your publlcatlOns, think of the
possIbilIties'
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Once the paper documents have been scanned
mto the LaserFiche document imaging system,
your work is practically done. LaserFiche makes it
easy to store and organize huge volumes of docu-
ments. The simple-to-set-up folder structure can
be modeled on your existing filing system. This
finger-tip organization refines the way you man-
age your records.
6 ;,~:~:;~~:~'-': - [PUblish CDr
E LJ City Attorney Op'nio~s ·
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Ll Media Relaases
Ll Memoranda of Law
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LJ City Counc,l Meetings
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Ll MUniCIpal Code
CJ Planning Department
Ll Police Department
Acting as an electronic courier bJ:"
browser, LaserFiche WebLlnk deij\'
view the image, text, or template ,.,
Images and fast file transport, Last'",
the reader can read the document l
of a button.
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L.-:he LaserFJChe document Imaging system and any Web
mages - not just teA1ltke other programs. Anyone can
en!. To balance the trade-off between hIgh resolution
\,VebLink initially sends a highly compressed image so that
[More detaded images can then be retfleved with the click
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With LaserFlche WebLJDk, the publiC searches for the documents themselves
using our award-winning search engine. They can view and print the results-
saving you and your staff countless hours. The public can also browse
through folders and select documents by name. Or, they can perform fuU-
text searches to locate the exact document Immediately. Fuzzy logic,
Boolean, and even template field searches can also help pinpoint hard to find
information. Lmes of context display how the word or phrase is used - -
before retrievlllg the entire image.
Secure Passage for Documents
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rhe security of your archives IS never in questIon. LaserFiche's security
methods even pass the stringent requIrements for clients like the CIA and
the Untted States Army, Air rorce, and Navy You decide what folders and
documents call be viewed via the Internet. You can even redact portions of
YOllr document for additional secunty Because LaserFiche WebLiIlk trans-
lates the document pages into Web pages, the public never comes ill direct
contact with the ongmal files. There is no way for them to modify text or
Images ThiS addltlOnal level of security gives extra peace of mind
......,
About the Application
LaserFiche WebLink is a gateway between a LaserFlche
database and the Internet or an intranet. It acts as an
intermediary between almost any HTTP server running
on Windows NT on the Intel platform and a LaserFiche
server running on either Novell NetWare or Microsoft
Windows NT.
Technical Specifications
Porting the LaserFiche database to the Web
requires three parts:
I) LaserFiche Server (NLM or NT)
LaserFiche NT Server
epu: PENTIUM 120 MHz (or higher)
Memory: Minimum 64 ME RAM
LaserFiche NLM Server
epu: Pentium 120 MHz (or higher)
Memory: Minimum 64 ME RAM
2) LaserFiche WebLink
Requires Windows NT 4.0
(runs on the same machine as the 3rd Party
Web Server)
CPC':PentJUm 120 MHz (or hIgher)
Memory: Minimum 40 MB RAlv1
3) 3 rd Party Web Server
Requires Windows NT 4.0
(can be the same machine as LaserFiche
WebLink)
CPU: Pentium 120 MHz (or higher)
Memory: Minimum 40 MB RAM
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For more information:
Voice: 562-988-1688
Fax: 562-988-1886
Web: http://www.laserfiche.com/weblink
E-mail: info@laserfiche.com
LaserFiche Family of Products
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LaserFiche CD Viewer
View & search documents on CD
LaserFiche Notebook
A portable standalone allows you
to view documents on the road.
LaserFiche Executive
Our most popular fully-equipped
standalone system.
LaserFiche Plus
Publish CDs royalty-free to easily
distribute documents.
LaserFiche LAN
Ideal for small
workgroups.
LaserFiche Client-Server
Our powerhouse product suite
maximizes document sharing on
the network.
LaserFiche Enterprise
Cl1ent-server architecture supports
mu] tiple servers and databases.
LaserFiche WebLink
Publish paper documents on the
web and view them with any
browser.
~ LASERFICHE
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......... a divlSIOr\ of Compulink Management Center, Inc
3545 Long Beach Blvd.
Long Beach, CA 90807
USA
l&)199B.JOO2 CompuHn~ Hal'l.,emt:nt Ce'Her, I"e: l..;ut'r.tiche h I rtt1l1r<"cd tr.r.dtnvrl< of ComP'lltni< MUlialt'mel'lt ClM1lc.r, In<
All other tl4derTl.llrlu l~ P"'pen.Jt!, of theIr ~pc<OV'f compalllU Dut' to c.ontJnvln& pl"C'duct dC"O'~opment. product Ipeotllit.llllOr'U
and Clp03blhdeJ ;rr 1ubject to clunCt' ....lthOl.lt nottee. Prtr'l1ed In the USA
LASER
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Web-based document management thin client
__ R.apid, cost-effective deployment across the enterprise
Minimal software installation & maintenance
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Security & Information Access:
Rec()nci/ing Competing Business
Essentials
As intranets and secure Internet connections become
the preferred links between staff and enterprise
information. balancing teChnical concerns, security and
document access takes on great urgency. How do fifteen,
one hundred, even thousands of decision-makers safely
participate in business processes without introducing a
massive application maintenance burden? An
infrastructure-friendly system is central to achieving that
goal. allowing you to protect information assets while
maximizing the value of document archives.
A truly thin Web browser-based interface that delivers
inter-active document management access is the ideal
solution. The document management repository serves a
iarge number of authorized users while not demanding
software installation and upgrades on a huge scale. The
entire organization conserves precious IT resources.and
improves information accessibility and security
throughout the office and around the world.
laserFiche Web Access~:
The Cost-Effective, IT-Friendly
Solution
LaserFiche Web Access is a browser-based document
management client that works with LaserFiche to provide
high-volume information retrieval and organization in a
truly thin solution. Decision-makers enjoy Widespread
access to business-critical information via an intuitive,
familiar interface that requires no additional software
installation or downloads.
Intelligent search capabilities pinpoint relevant
information instantly, while comprehensive security
measures protect an organization's document repository
from unauthorized use. Web Access offers authorized
users the freedom to work faster, smarter and more
efficiently, whether on the corporate office intranet or
logging in via a secure Internet connection from a distant
hotel
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Web Access Highlights
----
Decision-makers ~
24-7 global information access to authorized users
Informed decisions & fast responses to business
challenges
Reduced document handling and distribution costs
Technical
"-
Leverages Dynamic HTML to deliver a truly thin client
Does not require ActiveX or Java Applet downloads
No multiple client installations required for common
users
Minimal software maintenance and upgrade burden
Rapid, cost-effective deployment for high-volume usage
(-/ End-Users ~
i
Ease-of-use engages even the most basic PC skills
Maintain preferred procedures with intuitive folder
tree structu re
Pinpoint relevant documents with intelligent search &
retrieval
Participate fully in organizational workflow
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prov,des fast. intUItive
document access.
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Essential Document Management
in a Web-Browser Interface
LaserFlche Web Access delivers real-world document
management functions via a familiar Web-browser
interface. Staff search, retrieve, create, move, rename and
annotate documents as they would with a network thick
client Users also view and edit index Information,
allowing them to participate in the organization's
workflow from within the Web browser. Reduced
shipping, photocopying and document retrieval time
extend throughout the enterprise with the deployment of
Web Access.
· Intuitive interface encourages fast staff acceptance
of browser-based access
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· Web interface menus, drag-and-drop, right click, etc.,
behave according to familiar application standards
· Manage physical records in the same virtual filing
space as scanned & electronic documents
Streamlined Technical Administration
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The success of a thin client is measured by how
effectively it delivers essential features to end-users while
relieving IT of software maintenance hassles. This is the
guiding principle of Web Access's design. Web Access
harnesses Dynamic HTML (DHTML) and JavaScript to
eliminate the need for client-side downloads. Records
management functions are also infrastructure-friendly,
transmitting compressed images for viewing and providing
high-quality downloads whel} necessary for printing.
...
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· Rich functionality without additional software
installation
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· Uses browser-native PNG (Portable Network
Graphic) images for top performance
· Minimal download times With precise access to
,.. relevant pages
I
· On-demand PDF generation for superior printing
· Conserves IT resources otherwise lost to
maintaining thick client applications
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Pegs PRoPOSED Resoun:e AUocation Plan Flscel Veer 2003
, Pregented
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Intelligent search &
retrieVal capabil,ties deliver
documents on demand
enterprise-wide.
Balancing Security & Availability
LaserFiche Web Access achieves a high level of
functionality without relying upon browser plug-ins that
compromise security. Rigorous LaserFiche security
measures and audit trails also monitor and govern the
actions of Web Access users within the document
repository. When preserving database integrity is as
Important as high availability to authorized users, Web
Access is the secure, uncompromising solution.
· All client code runs within the browser
· Comprehensive LaserFiche security manages access
and feature rights
· Complements existing 128-blt security
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LoserFlche QUick Fields""
Forms Processing
Zone OCR
Bor Code Recognttlon
Botes Numbenng
Reol- Time Lookup
UnlVersol Copture
LoserFlche Import Agent'"
LoserFlche Snapshot '"
Records Management
Document Management
LoserFlche Records
Management Edition ""
LaserFlche Unitedn.
LoserFlche Teom ™
LoserFlche Web Access T"
~L A S E R Fie H E@
Solution Suite
Your Next Step
Workflow
LaserFlche Work~ow Suite no
Work DistnbuLJon
Automotic NotlficotlOn
Audit Troll
LoserFlche Agenda
Manager'"
. Archlvol Monogement
. System Admlnlstrotlon Tools
. IntegrotlOn & Imoge Enable Tools
Call 800.985.8533 or 562.988.1688 for details on LaserF,che
solutions or to arrange an on-site demonstration. Also Visit
www.laserfiche.com/webaccess or email info@laserfiche.com
for more information or to request a free demo CD.
About LaserFiche Solutions
LaserFiche has pioneered high-volume document
Imaging and management solutions since 1987.
Dedication to customer-driven innovations has built a
suite of products and services that address organization-
wide document management needs from executive,
information technology and end-user perspectives.
LaserFiche solutions manage mission-critical information
in over 20,000 municipalities, counties, state and federal
agencies, educational Institutions, financial services firms
and other publiC and private sector organizations
around the world.
Distribution
LoserFlche WebLink "".
LoserFlche Plus n. CD
Publ:shmg
LoserFlche
COLD, COLD Plus &
COLDLink n.
LoserFlche E-moil Plug-In n,.
. Inteillgent Seorch Englre
. Adoptable Indexing
. Comprehensive Secunty
R&S Integrated Products and Services, Inc.
Lakeland, Florida
Voice: 863-683-9393 Fax: 863-686-0610
Sales@rsoasis.com
@ 2004 Compullnk Management Center.lnc.
All ights reserved. ~5erflc~e IS 2. dlvlSlor or Compuiink Managemer,t Cenler. Inc
Lase,..ciche IS a regIstered trademark of Compullnk Management Center, jnc 1\1/ other
trademarks are properties o( thel"- respeCI\le companies Due to continUing product
deveiopmenl prOduCi specifIcations, and capabilrt1es are subJ€c1 to change witholft notICe
Pnnted ,n the USA >tem No 76 i 3
3545 Long Beach Blvd., Long Beach, CA 90807
Tel (562) 988- i 688
Fax: (562) 988- ! 886
http://\fII\Mfv'.laserfiche .com/web", .~':~:'::
rnfo@laseriichecom
Th-eSc'ho;6f" rjj !f>trlct 'of L::eii-co G rify;f1ot\da.':; RFp.#62f1~ r:
Document Imaging System
(LASERF
Ie H E
Snapshot Plug_inTI'
"Augl;ist 5, 2004
~
Archive Your Electronic Documents With Ease
+ Manage elearonic documents as easily as scanned images ... Eliminate meffioent printing-far-scanning
... Create long-term archival Jmages of elearonlc documents ... Extraa perfea text for full-text sear<i1s
Snapshot Benefits
Store permanent copies of your elearon,c documents
w,th the Snapshot Plug-in Now you can manage your
computer files as easily as you manage your paper docu-
ments. With this Plug-in, arch,val quality TIFF images are
created, and stored with LaserFiche.This way, the power-
ful archival, search and management abilities of
Laser Fi che can be used on Windows documents. just like
paper documents. No more princJng and scanning elec-
tronic documents. Snapshot el,minates the costly and
time-consuming extra steps
As Easy as Printing
Simply go to the Windows document you Wish to
arch,ve. Select Snapshot as the pnnter. Click on Pnnt.
Snapshot creates TIFF 'mages and a "list file" describing
the document The images are then automatically Import-
ed diree1Jy Into LaserFiche where they can be managed
like your scanned paper records
Snapshot Highlights
+ Cap1J.Jre high-quality color, grayscale and black and
white archival Images of electronic documents for fast
digital retrieval
+ Elim,nate prinlmg and scanning steps from document
capwre processes
J~,~s La,,\: b."""h BI,d.. Long Beach. CA 90007
~b: www.asenlche.com
. ~"Ik'~;;" "'~m'nt Cutllr lnr, All "tf 1'fH,,,,"l! ~uri~"c 11 :10 ""''''0 ~d'ma"" or UllTlplJllnlt "'.....m.nt C tllUr. In:. U1rerflnu IUtr1I'I'I.I Pad!. lr . U'tll.,.,.,V*of Comp.lllnk Ma....."..nt C.M...-. In(
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R&S Integrated Products and Services, Inc.
+ Streamline filing processes by determining Index field
values before documents are nored in the repository
. Maintain long-term access with Industry-standard TIFF
Group IV storage formilt
. PrOVide electronIC document captJ.Jre capabil,ties t.o
work groups and departments as easily as st1aring a
network printer
. Eff,clently dIstribute electronIC document capture
capabilities In a Windows Terminal Services
environment
+ Automate populatJon of index fields data for common
Information such as date, tJme and document name
. OptJon to manually or automatJcally import
docum ents for storage
About laserFiche Solutions
LaserFiche Snapshot 's a capwre module of the
LaserRche document 'maging and management solution
suite. LaserRche solutions provide dependable digital
archival. fast rev,eval and efficl ent distribution solutions
for over 20,000 public and private sector organlzatJons
around the world. Contact your authorized Laser Fiche
reseller for more Information.
ViSit www.laserhchecom for a free demo CD, or call
800-985-8533,
Document Imaging (or the Real Worldl~
.nall: 1,*,@Ioserllc.he.com
reJ: 562988-1688
Page 124
TI:e $choo.lOistridof Lee. County, Florida - RFP #6211
Document Imaging System
Add new capabilities
with Laser Fiche
plug-Ins
':..glide effortlessly
through a sea of paper
and pinpoint the exact
document you need,
precisely when you
need Jt."
LAS
E R
.'c, AugustS, 2004
F
C H
E~
E-mail Plug-ln
ATTACH IMAGES TO YOUR E-MAIL
Now send documents around the
world instantly with the Laser Fiche
E-mail Plug-in! Whether you receive
a records request from a co-worker in
the same building, or from someone
in another country. LaserFiche's
search and e-mail capabilities allow
instant response. The LaserFiche E-
mail Plug-in gives you the power to
seleC1 any docW1lent in your darabase
and attach it to your outgoing mail
message simply and efficiently.
How to use the E-mail
Plug-in:
Select a LaserFicbe docWTlent image
thar you want to e-mail. Click on the
e-mail plug-in_ Write your message.
Click on Send. That's all there is to it!
E-Mail Highlight$
. Automatically anach a document
to an outgoing message.
Send LaserFiche docwnents with
or without redaction at the click
of a mouse.
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Color and black-and-whIte
images can be mailed in TIFF
Group IV, TIFF Group III. BM P.
PCX, JPEG, or CALS file fonnars.
. Mail out document images from
LaserFiche through any MAPl-
compatible e-mail system includ-
ing GroupWise 4/5. Lotus Notes 4
or higher, and Microsoft Exchange
. Send LaserFiche documents to
anyone with e-mail, the receiver
doesn't need to be MAPl compli-
ant.
The Laser Fiche E-mail Plug-in is the
latest addition to an award-winnwg
family of products used successfully
by Fortune 1000 corporations, gov-
ernment agencies and universities
around the world. For more informa-
tion please contact your Laser Fiche
reseller or call the LaserFiche office at
(310) 793-]888.
.~. ;".-' LAS E R Fie H E
~ .d_..CO.....~c-:Io~
10000 ItuINfl An,uI 1'""0, (A 90'>01
mn llli-193-1888'AI: lIO.)9l-8\11 W18: WWW.L<glflClif.((>>1
R&S Integrated Products and Services, Inc.
Page 125
:-:7.~~
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Add new capabilities
with LaserFiche
plug-ins
(~. .glide effortlessly
through a sea of paper
and pinpoint the exact
document you need,
precisely when you
need it."
LAS
E
R
F
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I
H
Bar-code Plug-tn
CRUISE-CONTROL FOR DOCUMENT INDEXING
The LaserFiche Bar-code Plug-in
helps in the scanning process by
automatically breaking up large
groups of documents. Bar-coding
saves valuable time while maximizmg
the number of documents that can be
processed daily.
How to use the Bar-code
Plug-in:
-. .
lnitially, the bar-code recognItion
process needs to be configured. Once
it's in place, simply place the bar-
code stickers on the first page of each
document or on page separator
sheets. Scan in the documents as a
batch and presto! Documents are sep-
arated and can be automatIcally
assigned template data or placed in
the appropriate folder. No more sep-
arating batches manually - let the
LaserFiche Bar-code Plug-in gUIde
documents to the appropriate place
automatically'
R&S Integrated Products and Services, Jnc
620 S Flonda Ave.
Lakeland, FL 33801
Voice 863.683-9393 Fax:863-686-0610
Sales@rsoasls.com
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Bar-code Recognition
Highlights
. Automatically fill in index field
data using compatible databases.
(Access 2.0, Paradox, dBase, Foxpro
20, Foxpro 2.6)
. Read seven different bar-code
types (CODE 39, CODE 128, UPC
A, UPC E, Interleaved 2 of 5, EAN
8, EAN 13).
. Read bar-codes both horizontally
and vertically.
The LaserFiche Bar-code Plug-m is
the latest addition to an award-win-
ning family of products used success-
fully by Fortune ] 000 corporations,
government agencies and universities
around the world. For more informa-
tion please contact your LaserFiche
reseller or call the LaserFiche office at
(562) 988-1688.
("
\(LASERFICHE~
] 545 LONG 8WH 8lVD. LONG BEACH (A 90807
VOIC[ 562-988-1688 fA), 562-98B-1886 WEB WWYUAIEKIICHUOM
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A S E R
I C H E
Integrator's Toolkit
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Increase Productivity and Efficiency with Customized Imaging Solutions
+ Exchange Data with Other Applications
+ Rapidly Develop Custom Solutions
Create Seamless Integrations
Designed with open architecture, the Integrator's
Toolkit provides the capability of affordably and quickly
customizing software solutions to your business
needs
The Integrator's Toolkit provides all necessary soft-
ware and documentation to integrate LaserFiche with
third-party applications, customize system functionali-
ty and automate LaserFiche-related tasks.
Developers familiar with COM calls will be able to
take full advantage of the Integrator's Toolkit. Any
Windows-based development language, such as C++,
Access Basic or Visual Basic can be used to create
applications. Visual Basic knowledge is helpful for mod-
Ifying the source code and for incorporating cus-
tomized commands. With the comprehensive docu-
mentation included In the Toolkit, detailed instructions
and sample source code, information technology per-
sonnel have maximum flexibility to meet the specific
business needs of a wide variety of organizations.
Integrator's Toolkit Highlights
. Provides detailed table maps and an Integrator's
Roadmap
. Delivers COM technology to facdltate roiling your
own code
. PrOVides access to the client, server, and backend
database
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+ Creare a Wide Range of Applications
+ Satisfy Business Requirements
. Offers tools for developing
- Active Program Interface (API) commands
- Image Enable commands
- Hotkey Active X commands
- Import List commands
. Detailed instructions and sample source code
The Toolkit Includes:
. The LaserFlche API command collection, a set of fully
client-independent commands that essentially commu-
nicates with the server engine. Among included com-
mands are those to issue searches, edit index cards,
Import and export documents and modify volumes.
. The LaserFlche Image-Enable command collection,
designed to promote fast. straightforward manipula-
tion of the LaserFiche client through third party
applications Among included commands are those
to launch the LaserFiche client. display search resu Its
in the client and bring up the scan dialogue box.
. HotKey ActiveX control to execute LaserFlche
commands with a single keystroke
. Complete documentation on LaserFiche ,List Import
files that allow scripted importing of data and
images into LaserFiche.
. Detailed documentation on LaserFiche United and
LaserFiche Team MS SQL database tables IT
personnel can use these resources to create
triggers. stored procedures and queries
Document Imaging (or the Real World5M
email info@laserfichecom
tel 562-988-1688
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Develop Customized Applications with
LaserFiche API Commands
LaserFiche API commands are COM methods that
communicate with the laserFiche server. Based on
these methods, the LaserFiche server will request and
carry out services from the LaserFiche database, such
as retrieving data or modifying the contents and struc-
ture of the database tables. LaserFiche API commands
do not depend on the LaserFiche client. These com-
mands communicate directly with the LaserFiche data-
base. This direct communication is accomplished
through the laserFiche server.
For example, LaserFiche API commands allow the inte-
grator to create databases, retrieve database informa-
tion, and connect and disconnect to a LaserFiche data-
base. Other LaserFiche API commands include but are
not limited to, creating documents and batches, modify-
ing their contents, and finding basic information about
the document or batch in question
Streamline Image Enabling of Applications
The Integrator's Toolkit also allows for the image
enabling of applications such as those for accounting
packages and law enforcement RMS software. Image
enabling makes possible the search for documents in
LaserFiche. wherein these documents are related to a
document being viewed in another screen. Typically a
field search IS performed in LaserFiche using part of a
document shown in a third-party program. LaserFiche
also applies eXisting index information to documents in
external databases, automatically synchroniZing entire
external daLabases with LaserFiche.
For example, an integrator can use an application's
object model to add a button to the toolbar. The inte-
grator puts script into the button's handler creating an
instance of the LaserFiche Image Enabling Component
for calling on the search methods within LaserFiche
LaserFiche then pops up the related documents or a
list of related documents
Highlights of the Integrator's Toolkit
Roadmap
(~f)I.,(:oltifriar)dsaUowyc>>uio...
)
Access the LaserFiche Server to perform actions such as
. Create databases
. Retrieve database information
. Modify contents andl or structure of database tables
(Image Erl~t:.le~c)rn~~n.c:fs:a119Yt'YOll~~'':' .... ............ . .)
Access the LaserFiche Client through third party applications
to perform actions such as
. Search the laserFiche database
. Scan documents into the LaserFiche database
. Open a document stored in the LaserFiche database
(l..i$t:lm~ort.t=il~sallow-yo~tCJ,". . )
. Automate importing documents into LaserFiche
. Auto-populate index card template fields
. Automate document naming
The Next Step
Please call (562) 988-1688, or e-mail info@laserfichecom
with your questions.
R&S Integrated Products and Services, Inc
Lakeland, Florida
Voice: 863-683-9393 Fax:863-686-0610
Sales@rsoasis.com
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ASER
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Import Agent™
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. Increase document accessibility
+ Automate document importing
Increase Document Accessibility Through Automated Document Import
+ Add value to your MFP
· Autopopulote index card template f1elds
Add Value to Devices Such as Digital
Copiers, Multifunction Printers, and
Fax Servers
LaserFiche Import Agent provides effortless document
importing and management within a LaserFiche repository.
Businesses constantly generate documents that must be
readily accessible. These documents come from a variety
of sources, such as multifunctional peripherals (MFPs),
which include devices performing any combination of
printing, faxing, scanning, and copying Without the Import
Agent, the risk of misfiling documents and incorrect index
cards exists. Documents are more djfficult to find as a
result. LaserFiche Import Agent maximizes document
accessibility by automating document importing and doc-
ument management within the LaserFiche repository.
LaserFiche Import Agent Knows...
· Where to look for documents
LaserFiche Import Agent looks for documents wherever
they are created and sends those documents to a
LaserFiche folder. The LaserFiche Import Agent monitors
single or multiple locations For example, an MFP captures
documents and stores these documents In a directory.
LaserFiche Import Agent automatically looks for specified
documents in that directory and moves them to the
LaserFiche repository.
· How to organize your documents
Conflgurabte document filters in LaserFiche Import Agent
organize documents Into folders based on filename, doc-
ument type, or a combination. For example, the Import
Agent provides the capability of importing TIFF images
from a network folder Into the LaserFiche repository
Moreover, the Import Agent auto-populates the index
card template fields for the Imported TIFF image
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. How to minimize network traffic
An automated schedule efficiently archives documents in
the LaserFiche repository. Schedules represent the time
dUring which the LaserFiche Import Agent actively looks
for documents in specific directories thereby minimizing
network traffic during peak hours of the day. In an
exemplary instance, a remote office in a wide area net-
work (WAN) would configure a schedule to send cap-
tured documents over the WAN to the LaserFiche
repository at the main office during off-peak hours
Scheduling document transmittal in this manner con-
serves network bandwidth.
LaserFiche Import Agent Highlights
. Automatically import documents into a LaserFiche
repository
. Schedules allow documents to be imported during
off-peak hours
. Emulate any filing schema already established for your
paper documents
. Apply user-defined index card templates to documents
automatically
. Auto populate fields in index card templates
. Create unique names for documents automatically
. Eliminate misfiled documents
Archive documents within the digital LaserFiche
repository for Ibng-term preservation
. Automatically create a destination folder If it does
not already exist
Visit www.laserfiche.com or call 800-985-8533.
Doc
R&S Integrated Products and Services, Inc.
Lakeland, Florida
rldsM
Voice 863-683-9393 Fax:863-686-0610
Sales@rsoasis.com
1688
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The School District of Lee County, Florida - RFP # 6211
Document Imaging System
{LASERF
Ie H E
Workflow Suite
August 5, 2004
QP
Intelligent Workflow for Knowledge Workers
+ Flexible automation of the popel shuffle
+ Improve accountability
The Problems with Paper Traffic
Your organization's knowledge workers search for
Information. act on it. move It and archive it every day
This process. With the manual searching. faxmg.
photocopying and hand distJ'ibution. IS costJy and time
consuming. The ineffiCienCies of the process divert your
staff from the crUCial business of makJng productive use
of the Information.
Make Decisions, Not Copies
A successful wOI'kflow solution automates thIS paper
shuffle. effecovely routing information to appropriate
persons while being Aexible enough to handle
exceptions to the rules. It saves time and money by
reducing phot.ocop)'1ng. hand delivery and I'epetitive
dragging and dropping. It aut.omatJcally reminds staff of
required tasks and notifies supervisors of action and
maction It treats your staff not as stations along an
assembly line, but as responSible knowledge workers
whose time is better spent making deciSions than
making copies
The LaserFiche Workflow Suite
A knowledge worker's desk IS a work hub from which
the profeSSional retrieves. uses and dISseminates
mformaoon. The LaserFiche Workflow SUite is designed
With thIS concept firmly In mind
The Laser Fiche Workflow SUIte mcrease p,'oductNity
by automating document-centered work processes. An
Intuitive graphical Interface prOVIdes easy work process
l~4,~ !Ol'. H~,,(h IlIvd..long Beach. CA 90807
+ Maintain constant productivity
+ Inwitive configuration
modeling and streamlining. Routing and notification
services guarantee smooth workflow despite user error
or absence. The Workflow SUite prOVides the efficiency
and security of I' ules-based routing and monitoring
while also supporting ad hoc participation In the
workflow environment.
LaserFiche Workflow Suite Highlights
+ Easily model work processes with Intuitive user
mterface
+ Automate the paper shuffle with effiCIent rolJting
servIces
+ Maintain produccivity with automatic notification
+ Improve accountability with the Advanced Audit Trail
option
+ Rules-based effectJveness. but Aexlble enough for
knowledge workers to use their judgment
+ DynamiC folder creation automatically builds folder
SVuctu,'es based on index field information
+ Workload balanCing automatically distributes
documents evenly among work group members
+ PrOVIdes the stability and ease-of-use shared by all
LaserFiche systems
+ Part of a proven family of document management
solutions
Document Imaging for the Real World"
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R&S Integrated Products and Services, Inc.
emall: Inlo@laserflche.com
tel 562.988./688
Page 126
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August 5,2004
The School District of Lee.County, Florida - RFP # 6211
Document Imaging System
Identify and Relieve Work Bottlenecks
The rntultive graphical user interface allows
adminIstrators t.o make a yisual model of work
processes throughout your office. This model makes it
easy to find redundancies and wasteful document
routing procedures. Your system admrnlstrat.or can
then design rules-based routing systems that
streaml ine docum ent.-handl mg procedues without
plaCIng undue reStlctlons on the way your staff works.
Information FindsYou
The LaserFiche Workflow Surt.e's routing ser'Ylces
copy and move documents Via you,' computer
network. Based on administ.rator-defined rules
while also allowing ad hoc decrsion makIng. the
Workflow SUite puts documents In the hands of
decision-makers when they need them Your staff
spends less time searching for infor'mation and
more time aCtJng on it.
Maintain Constant Productivity
Busy System Administrators and Records Managel's.
with staff sometJmes spread among several
buildIngs. need an effectIve way to guarantee
effiCient document movement on tJme and
according to procedure The LaserFiche Workflow
SUite provides automatic e-mail not.ifications when
specified events. such as placement of a document
In a folder or a change In an Index field. occurs or
doesn't OCCur In your LaserFiche database. This
keeps super'visors in the know. and keeps things
mOYlng. regardless of absent or geographically
dispersed staff.
Improve Efficiency and Accountability
The Adyanced Audit Trail option monItors and
proYldes custom repor-ts on user activity. Supervisors
can review the performance of scanner Opel'ator's, for
example. or make sure users are tending to a
deslgnac.ed number of documents each day. Advanced
Audit Trail. coupled With automatic notifications. offers
powerful assiSUlnce for supervisors to monitor
effiCiency and guarantee prolect compleoon
R&S Integrated Products and Services, Inc.
How the Workflow Suite Works
Your system administrator uses the Work
Distribu1.lon Manager to model your office's work
procedures and establish routing rules to guide
documents throughout. your office. ThiS setup.
while effeCtJvely moving documents to the right
person. does not prohibit workflow-on-the-fly. For
instance. if a properly aU1.horized person needs to
seal'ch for a document and drag it into someone
else's folder. the Workflow SUite will accommodate
that practical neceSSity.
The Work D,stributlon Agent. then follows those
rules to automatically move documents to another
person's folder or copy documents mat need to
be reviewed in mul1.iple locations. When the Work
Distribution Agent detects an event specified by
the Work Distrobution Manager-a supervisor
indicates "approved" In an Index field. for
example-the Agent performs the required moving
or copying
The notification service automatically e-mails
appropriat.e staff when designared events take
place. A supervisor can be notified. for instance.
when a staff member opens a certain document.
An acknowledgment timer also allows the
supervisor to be notJfied if the document remains
unopened for a specified pen od of tim e
The Advanced Audit Trail option provides
additional monitoring services for security and
workflow. Advanced Audit Trail monitors client
activities such as printing. faxing and e-maillng
documents and creates a log of actions performed.
Adminlstrat.ors and supel'visors can then generate
efficiency reports from me Audit Trail logs.
The Next Step
Please call (800) 985-8533 or (562) 988.1688. or e.mail
mfo@laserflchecom With your questJons.
Page 127
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The School District of lee County, Florida - RFP # 6211
Document Imaging System
August 5, 2004
(L
F
Ie H E
ASER
Audit Trail Plug_in™
i&l
Track User Activity for Security and Workflow
. Malntam constant vigilance ave, document archives
. Monitor productivity levels
+ Track searcn activity
+ Flexible queries and r€pon generation
Track Documents Instantly
LaserFiche Audit Trail maXimizes document management
by enabling precise tracking of document us~ge. Now
you can easily monitor who has been viewing which doc-
uments and when Whether it's monltorong senSltJve case
documents that need to rem ain secure. tracking staff
productivity or documentIng sear'ch activity ~mong pub-
lic records. Audit Trail enables you to do It all. It also
ensures that thiS information IS always readily available
through eaSIly discernible audit logs. Wr.h LaserFiche
Audit Trail as an added resource. comprehensive archives
monlwrlng IS literally at your fingertips.
Workflow Integration
With non-stop monitoring of server activity. LaserF,che
Audit Trail becomes a key component of ~ny successful
workflow model. The most effecove w~y to document
your imaging usage. now you can take the wonder out of
determinIng the "Who. Wha't When. and Where" of
locaong documents Because LaserFiche Audit Trail can
sort by any ~eld. it easily accommodates youl' search
preferences.
J54.1) L~'.nt.' i,~t"o1di m..d.. long Be:ac.1\ CA 90807
web: www.laserllc.he.com
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R&S Integrated Products and Services, Inc.
Audit Trail Highlights
+ Search by oue. location. first viSited. last visited.
expiration. and VISit count
. Precise round-the-dock tracking of document usage
+ Instant display of itemized audit log
. Detailed monitoring of staff productivity
+ Integral wOI'kflow component
+ Record In real time (the audit iog IS InstantJy updated
as you pedor m the action)
+ Enables selective reporting and queries.
+ Frle security is only accesSlble to the system
adminlStJ.~tor and not accessible by every workstalJon
About laserFiche So lutions
LaserFiche Audit Trail IS a workflow module of the
LaserFiche document imaging and managemem: product
suite. LaserF,che prOVides dependable digital archival. fast
r'etrieval and efficient distribution solutions for over
I B.OOO public and private sector organizations around
the world Contact your ~uthorized Laser'F,che reseiler
for more Information.
ViSit www.laserfiche.com for a free demo CD. or call
800.985-8533
Document Imagmg (or the Real World'~
.,.",11. Inlo@l..erilche.com
lei S62.91J8.161l8
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Page 128
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The School District of lee County, Florida - RFP # 6211
Document Imaging System
August S, 2004
Attachment "J" - LaserFiche Solution Hardware Architecture - Overview
See Insert
R&S Integrated Products and Services, Inc.
Page 129
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SJNNy isle City Commission
City of Sunny Isles Beach Norman S.Edelcup,Mayor
0 mm 18070 Collins Avenue Lewis J.Thaler,Vice Mayor
Roslyn Brain,Commissioner
Sunny Isles Beach, Florida 33160 Gerry Goodman,Commissioner
Danny Iglesias,Commissioner
1305) 947-0606 City Hall
Da'a reoeso� d (305) 949-3113 Fax Christopher J.Russo,City Manager
or sun ePo (305) 947-2150 Building Department Hans Otlinol,City Attorney
(305)947-5107 Fax Jane A.Hines,City Clerk
MEMORANDUM
To: The Honorable City Commission
From: Jeff Maxim,Assistant to the City Manager
Date: October 11, 2005
Re: Contract for Implementation of Laserfiche Electronic Document Management
(EDMS) System
RECOMMENDATION
It is recommended that the City Commission adopt the attached resolution approving an
agreement with R&S Integrated Products and Services Inc. for the provision of goods and
services related to the implementation of the Laserfiche Electronic Document Management
System.
REASONS
Electronic Document Management Systems (EDMS) allow an organization to create electronic
versions of hard copy documents through the use of scanning technology, and then organize
these documents in such a way where they can be easily retrieved and distributed. This
technology has largely replaced traditional means of creating backup documents (such as
microfilming) because EDMS allow for a far greater flexibility of use than such means, and can
increase the productivity of an organization by streamlining business processes dependent on
efficient information management. EDMS technology would also provide for an effective means
of safeguarding the City's records in the event of a disaster such as severe weather or fire, since
enormous quantities of scanned records can be saved on optical disks (CD-R or DVD's) which
take up very little space and can be placed in a protected location offsite.
ADDITIONAL INFORMATION
Over the course of several months, three EDMS were reviewed by City staff, with Laserfiche
proving to be the most suitable choice for Sunny Isles Beach. Laserfiche had the most
sophisticated means of controlling access and security, the most streamlined and accurate
method of indexing and searching documents, and the most user-friendly interface as compared
1 ancmene Document Imaging.Agenda Memo
The Honorable City Commission
October 11,2005
Page 2 of 3
with the other systems. Laserfiche is a proven product with over 21,000 installations worldwide.
R&S Integrated, which Laserfiche recommended as the preferred local reseller of their product,
has an excellent track record and has completed over 100 system installations including the cities
of Miami, Boynton Beach, Wellington, and Kissimmee. Site visits conducted by Sunny Isles
Beach staff to two locations indicated that current users had a high level of satisfaction, both
with the Laserfiche product and with the customer service and responsiveness of R&S
Integrated.
It is estimated that the integration of the Laserfiche system will take place over the course of two
years, and will include the Building, City Clerk, Finance, and Police Departments. It is
estimated that the total cost for implementing Laserfiche in all four departments would be
roughly $600,000. This total includes software, hardware, and professional services. The
greatest part of this estimated cost (roughly 78%) is tied up in the conversion of existing records
from hard copy to an electronic format, which requires each document to be scanned and
manually checked for quality. Once the backfile of records is converted to electronic format,
however, City staff will scan records into the system from that time forward and it will no longer
be necessary to pay the per-document scanning charge. Yearly maintenance charges will be
roughly $18,000 once the system is fully implemented.
Laecrfiche Document Imaging Agenda Memo