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C-3182 - Document Imaging (Alchemy) Captaris
Acument Imaging System Consultant Agreement THIS AGREEMENT, entered into this 2 day of June, 1998, by and between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City "), and Berghell Associates, LLC (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a Municipal Corporation duly organized and validly existing under the Constitution laws of the State of California and the Charter of the City. B. The employees or principals of Consultant responsible for performing the services required are Robert Berghell and other technical support as required. C. City desires to engage Consultant to provide Document Imaging System implementation solution as specified in Exhibit A, Document Imaging System Proposal dated December 16, 1996; Addendum B, Imaging System Proposal For the City of Newport Beach (City Hall and Police Department, Rev. 2.3) dated June 02, 1998 (hereinafter referred to as "System ") NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The Term of this Agreement shall commence on the day of execution by the City and shall expire on July 1, 1999 unless otherwise terminated pursuant to Section 30. 0 2. SERVICES TO BE PERFORMED The primary objective of this Agreement is implementation of a complete hardware /software document imaging system solution consistent with the requirements of Exhibit A and Addendum B. Consultant shall implement using the methodology and approach described in Exhibit A and Addendum B. 3. DATE OF COMPLETION On or about 60 days following the execution of this Agreement by City, Consultant will deliver and successfully install System as specified in Exhibit A and Addendum B. Consultant shall be responsible for installation of all hardware purchased from Consultant. Consultant is not responsible for the installation for any hardware not purchased from Consultant. Once City has confirmed installation and /or training dates, any changes must be approved in writing by Consultant. City may extend the completion date up to sixty days upon written request submitted by Consultant. The Consultant shall not be held liable for delays in the project caused by City's failure to perform its obligations. Consultant shall receive no additional compensation for any delays in the project, regardless of the cause, unless the parties agree that the delay has materially effected the scope of work. Each party agrees to provide timely notice of any alleged breach that is causing, or could cause, a delay in completion of the project. 4. COMPENSATION FOR CONSULTANT City will pay Consultant a deposit of 20% of total amount as specified in Addendum B at the signing of this Agreement. City will pay Consultant an additional 20% July 1, 1998. The balance is to be paid upon City final acceptance of document imaging components as specified in Exhibit A and Addendum B. The balance is to be paid upon final acceptance of document imaging components as specified in Exhibit A and Addendum B. City will pay the costs of transportation and related handling charges, site preparation, installation, maintenance, and any supplies needed for operation. -2- Consultant must be notified of any defect in, or question about, the invoice within 30 days of the date on the invoice. Upon acceptance of the System to City, risk of loss shall pass to City. Unless otherwise expressly indicated herein, all prices are exclusive of federal, state and local excise, sales, use and similar taxes. Such taxes are the responsibility of the City. Any personal property taxes assessable on the System after delivery to the carrier shall be assumed and paid for by City. 5. SITE PREPARATION City assumes full responsibility for the operating environment in which the Hardware purchased under this Agreement is to function. The proper operating environment is set forth in the manufacturer's specifications. 6. LICENSED SOFTWARE City has the non - exclusive, non - transferable right to use the Software (and Documentation) on a network using a server. City may not use, copy, modify, or transfer the program or documentation, or any copy except as expressly provided in this Agreement. City may not disassemble, decompile, analyze, modify or reverse engineer the software. City use of the Software is further subject to the terms and conditions of Vendors Software Licensing Agreement, which is incorporated by reference. The software programs and related documentation are copyrighted. All other copies are in violation of this Agreement. Consultant will supply City with complete user's manuals and system administrator's manuals. 7. SOFTWARE UPGRADES City shall be entitled to software program upgrades on licensed Software free of charge for 90 days after the date of delivery. After this date, City shall have the right to obtain upgrades at the fees then in effect. Software upgrades will be billed to the City on an annual basis. Software Upgrades do not include new Software Modules that may -3- 0 become available. City may license new Software Modules, as they become available at the rates then in effect. B. SOFTWARE AND HARDWARE WARRANTY AND MAINTENANCE The Software warranty provisions are provided in the Imaging System Vendors Software Licensing Agreement, the terms and conditions that are incorporated by reference. Consultant warrants that title to the hardware is good and marketable and shall be conveyed upon shipment by the hardware manufacturer free and clear of all liens or security interest, provided that Consultant retains a security interest in the hardware until full payment is received by Consultant. Consultant warrants that upon payment by City for the hardware, Consultant will assign to City, to the extent it has the right to do so, any warranty issued by the manufacturer of the hardware. Consultant agrees to take all action necessary or desirable to pass through to City all warranties or maintenance agreements on the hardware provided by the manufacturer of any component of the hardware. Unless additional hardware maintenance is purchased as part of this Agreement, City specifically acknowledges that the hardware manufacturer provides the only warranty or maintenance for the hardware. City further acknowledges that it shall have no recourse against Consultant with regard to any failure of the hardware to meet manufacturer's performance standards or any other problems arising from the use of the hardware. City shall maintain the hardware in proper working order at all times during the term of this Agreement. Preservation, packing, and packaging shall be in accordance with good commercial practices to ensure delivery at destination, and to prevent deterioration of supplies and damages due to the hazards of shipping, handling, and storage. 9. Maintenance Agreement All service or maintenance calls placed by City shall be answered by telephone by Consultant within four regular business hours of initial placement of call by City. Regular business hours are defined as being 8:00 AM to 5:00 PM PST. On -site IIn 0 0 support shall be provided within one business day of initial call. Maintenance agreement shall commence at the time of final acceptance by the City and is subject to annual renewal. 10. LIMITS OF LIABILITY Contractor shall not be liable for loss of profit, goodwill or other special or consequential damages suffered by City or others as a result of the performance of services by Contractor under this Agreement. Any breach of warranty by contractor shall become Contractor's responsibility to repair or replace defective component(s) of the System. Any defect(s) after final payment is made will be covered by manufacturer of the System component 11. ESCROW Imaging vendors generally will maintain copies of the source code for all Software. The source code will be made available to City, only if the system software vendor fails or becomes unable, for any reason whatsoever, to maintain the Software and such maintenance as is necessary or appropriate, within the terms of the escrow agreement, to allow City to use the Software. City will acquire no rights in the software under these circumstances and will maintain the confidentiality of the Software. The sole purpose of this right is to permit City to reassure its end users that it will be able to maintain the Software if the Imaging Software Vendor fails or becomes unable to do so. City will bear the costs and fees of the escrow agent. 12. TRAINING Consultant will provide training in the use of the Software at City's office as specified in this Agreement. The training will cover the use of the Software, use of the Hardware, and general operating procedures. Both User and System Administrator Training will be provided. Consultant will provide printed course materials. -5- 0 0 13. STANDARD OF CARE All of the work shall be performed by Consultant. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement and that it will perform all services in a manner commensurate with professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City and do not have any contractual or financial relationships with City. Consultant represents and warrants to City that it has, or shall obtain, all licenses, permits, qualifications and approvals required of its profession and City ordinance. Consultant further represents and warrants that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. 14. INDEPENDENT CONTRACTOR City retains Consultant on an independent contractor basis. Consultant is not an employee of the City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment with City will be acquired by virtue of Consultant's services. 15. COOPERATION Consultant agrees to work closely and cooperate fully with the Project Administrator, and any other agencies, which may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the project. 16. ADMINISTRATION/PROJECT MANAGER The Administrative Services Department will administer this Agreement. Director, Dennis Danner or his designee(s) shall be considered Project Administrator. 0 0 Consultant has designated Robert Berghell as Project Manager with the responsibility for day to day project activities. Robert Berghell shall have ultimate responsibility for successful completion of the project. 17. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the project proceeds in a manner consistent with City goals and policies. 18. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 19. HOLD HARMLESS Consultant agrees to indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employee from and against any and all loss, damages, liability, claims, suits, costs and expenses for damages of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, attorneys fees and court costs arising from any and all negligent actions of consultant, its employees, agents or subcontracts in the performance of services or work conducted or performed pursuant to this Agreement. 20. INSURANCE Without limiting consultant's indemnification of City, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement a policy or 7- 0 0 policies of liability insurance of the type and amounts described below and satisfactory to the City. Such policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with the City prior to exercising any right or performing any work pursuant to this Agreement. Prior to the commencement of any services, Consultant shall provide City with the following certificates of insurance: A. Worker's compensation insurance covering all employees and principals of the Consultant, per the laws of the State of California; B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. Consultant agrees that in the event of loss due to any of the perils, for which it has agreed to provide insurance, that Consultant shall look solely to its insurance for recovery. 21. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or any interest in this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of an attempted assignment, hypothecation or transfer. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) M 0 or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint venture. 22. REPORTS Each and every report, draft, work product, record or other document reproduced or prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. No report, information or other data give to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. Consultant shall, at such time and in such forms as City may require furnish reports concerning the status of services required under this Agreement. 23. CONFIDENTIALITY Consultant shall not release any report, any information document or material given to or prepared by Consultant pursuant to this agreement to any party without the prior written approval of the Project Administrator. Consultant shall ensure the confidentiality of all records and documents that are required by law to be so maintained. Notwithstanding the foregoing, Consultant shall have the right to disclose data that is available to the general public. 24. CITY'S RESPONSIBILITIES City shall provide the following assistance to Consultant: A. Facilities and equipment, including office furniture including telephone and access to a fax machine and copier; B. Access, on a timely basis, to City employees for interviews, questions, consultation, document review, and other information; &'2 0 0 C. Notice to Consultant whenever the Project Administrator becomes aware of any defect in services performed by Consultant. 25. ADDITIONAL SERVICES City may require Consultant to perform additional service such as expansion of the scope of the assistance with implementing the document imaging systems. The Administrative Services Director shall have authority to authorize additional services up to $5,000.00. City Manager approval shall be required for additional services in excess of $5,000.00. Consultant shall not perform any additional service until Consultant has prepared, and the Project Administrator has approved, in writing, a written estimate of the time and fees necessary to complete the work and a complete description of the additional services to be performed. Consultant shall be paid for additional services in accordance with the then current standard hourly rate provided, however, in no event shall the composite hourly rate exceed $200.00. 26. RECORDS Consultant shall keep records and invoices in connection with its work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit and make transcripts or copes of such records. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 27. NONDISCRIMINATION BY CONSULTANT Consultant represents and agrees that Consultant, its affiliates, subsidiaries or holding companies do not and will not discriminate against any subcontractor, -10- 0 consultant, employee or applicable for employment because of race, religion, color, sex, handicap or national origin. Such nondiscrimination shall include, but not be limited to, the following: employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 28. CONFLICTS OF INTEREST A. The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeable be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeable financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by the City. The consultant shall indemnify and hold harmless the City for any claims for damages resulting from the Consultant's violation of this Section. 29. SUBCONTRACTING A. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior approval of City. B. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 30. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and shall be deemed served when delivered personally or 11- 0 seven business days after the notice has been deposited in the United States mail, postage prepaid, registered or certified, addressed as follows: For City: City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92660 Attention: Dennis Danner For Consultant: Berghell Associates, LLC 500 Newport Center Drive, Suite 620 Newport Beach, CA 92660 Attention: Robert Berghell 31. TERMINATION In the event Consultant hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of seven (7) days, or if more than seven (7) days are reasonably required to cure the default and Consultant fails to give adequate assurance of due performance within seven (7) days after receipt of written notice of default, City may immediately terminate the Agreement by giving notice of termination. City shall have the option, at its sole discretion and without cause, of terminating this Agreement without cause by giving thirty (30) days' prior written notice to Consultant. Upon termination of this Agreement, City shall pay to Consultant that portion of compensation which reflects the percentage of work performed or Consultant shall reimburse City to the extent it has received payment in excess of the percentage of work performed. -12- 32. WAIVER A waiver by City of any breach of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein whether of the same or different character. 33. GOVERNING LAW This contract will be governed and construed in accordance with the laws of the State of California. 34. FORCE MAJUERE Neither party shall be liable for failure to deliver or perform due to causes beyond its reasonable control, acts of God, acts of the other party, acts of civil or military authorities, fires, strikes, floods, epidemics, war, riots, delays in transportation or the unavailability of information or material to be furnished by the other party. 35. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereon. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. -13- P 0 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. ATTEST: CITY CLERK APPROVED S TO FORM: CITY ATTORNEY CITY OF NEWPORT BEACH A Municipal Corporation By: CONSULTANT By: � 14- 300 \A\.\ M \, ii yr+ 1205 G�,n�a�ia 902b(, 310 3- 2.85;4 ) 372.%47 Document Imaging System Proposal for City of Newport Beach December 16, 1996 a BERGHELL ASSOCIATES ��AA " BERGHELL w U O h 300 Nit\ilt ;:%� lit ntAl B!w' Ai \,ql 1; l\\ it s. it CAI 4 QW(,(, 3m_373.8s,4 December 16, 1996 Mr. Paul Malkemus MIS Manager City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92659 Subject: Bid Response to City. of Newport Beach Request for Proposal (RFP) Dear Mr. Malkemus: BERGHELL ASSOCIATES is pleased to respond to your Request for Proposal. Attached is our proposal to convert the City of Newport Beach from manual, paper based files to electronic, image based document files. We have researched carefully the various system options available to the City of Newport Beach, incorporating the data you have provided and that we gathered in our site visits and discussions with the City staff. Your existing records management procedures and associated hardware and software have been reviewed and considered in our proposed system. We believe that the City of Newport Beach City Clerk's Office, Planning and Building Department, and Administrative Services Department are excellent initial applications to leverage the benefits of document imaging. We believe that the City of Newport Beach document imaging system can be extended to many other City of Newport Beach departments in the future, making City operations more efficient and guaranteeing the survival of City documents in the event of a disaster. Most importantly, we feel we have the experience and track record to successfully implement, train and service a project of this size, complexity and scope in a timely manner. We look forward to the opportunity to meet and fully explain our proposal and the approach we have taken. Sincerely, Robert L. Berghel President BERGHELL ASSOCIATES BERGHELL W a V O w a 0 TABLE OF CONTENTS COVER LETTER TABLE OF CONTENTS t. INTRODUCTION AND PROJECT UNDERSTANDING 2. TECHNICAL PROPOSAL AND REQUIREMENTS 2.1. Overview and Scope of Work 2.2. Watermark Document Imaging Software 2.3. Document Imaging System Requirements 3. COMMERCIAL PROPOSAL 4. PRELIMINARY SCHEDULE 5. BERGHELL ASSOCIATES ORGANIZATION 5.1. Company Profile 5.2. Organization Chart 5.3. Professional Summary 5.4. Certifications 0 6. BERGHELL ASSOCIATES CONSULTING AND SERVICES 6.1. Schedule of Consulting and Services Rates 6.2, Maintenance Agreement 7. REFERENCES AND DEMO SITES 8. PRODUCT BROCHURES AND SPECIFICATIONS SPO � 11 i I I : Henn HRP. 'oJ i: ; A� H C i111 "11260 301 8D5,' 0 INTRODUCTION AND PROJECT UNDERSTANDING BERGHELL 1] INTRODUCTION AND PROJECT UNDERSTANDING Introduction Berghell Associates has worked with several cities similar to the City of Newport Beach to identify the requirements for a document imaging system that would reduce the City's dependence on paper as the medium of City business and management. After an in depth review of the needs of the City of Newport Beach, Berghell Associates has drawn up the enclosed response to the City of Newport Beach Document Imaging Request for Proposal. The City of Newport Beach receives, processes, and creates as copies, over one million sheets of paper each year. The City of Newport Beach currently has over fifteen million pages on file and in storage as a record of past operations. For many of these documents, there is no duplicate copy to provide for continuing City operations in the event of a disaster. Berghell Associates recommends that the Watermark document imaging software system be used by all City departments. We recommend that the implementing proceed in phases. In the first phase, we agree with the City's plan to scan specific records in two City departments, the City Clerk's Department and the Planning and Building Department. Also, for the first phase, we recommend that the Optus fax document imaging system be implemented in the City's Administrative Services department and then be quickly rolled out to all departments. Because this project should be consistent with a City-wide deployment of electronic document imaging, we have reviewed the records of the City's departments and the departments' records management needs. This proposal represents the start of a City-wide document imaging and management plan that will be refined and implemented over the next several years. We believe that the City's Watermark document imaging system can be widely used and that the Watermark based document imaging system will require careful planning over a reasonable period of time with the active involvement of all City departments. 0 0 We recommend that document imaging applications be reviewed in each City department and that Watermark document imaging be deployed in one or two departments in each phase. Because all departments will be using the same underlying document imaging system, all staff members in all departments will be familiar with the procedures required to find and use documents in all departments. We recommend that the City of Newport Beach select the Watermark document imaging product because FileNet, the manufacturer of Watermark, can assure the City of long term support and upgrades for the Watermark document imaging system. FileNet s long and successful history in document imaging, as well as FileNet's financial strength provide the foundation for this long term support and product enhancements. Project Understanding The City of Newport Beach is considering document imaging for several reasons: • The City wishes to gain efficiency at every point paper is handled or stored by replacing paper documents wherever possible with electronic document images. • The City wishes to proceed prudently in attaining its long range goal of greatly reducing or eliminating the use of paper in the conduct of City business. • The City of Newport Beach wishes to be a leader among cities in providing an electronic alternative for citizens to receive City information without the use of paper. Backfile Conversion of Existing Records We suggest that it will be many years before paper will be unnecessary in the conduct of City business. The Watermark document imaging system we have proposed is a step on the road to that day. We believe that about one -third of the volume of the records series in storage will be eliminated through the use of electronic print file images that will not be transferred to paper for storage. About one -third of, the stored records can be eliminated through the establishment of retention schedules for all records series. These retention schedules will identify those records that need only be stored for a fixed period of time and then be destroyed. The remaining one - third, about 5 to 6 million pages, or about 300 GBytes, would require permanent storage. Reduction of the storage requirements from the current 15 million pages to about 5 to 6 million pages will require considerable planning to identify the 2 0 0 documents that must be stored permanently. However, there are some records series that can be easily identified as archival in value and this proposal addresses the digitizing of those records that are certain to be retained forever by the City. As detailed below, these records are in the City Clerk's Department and in the Planning and Building Departments. After these first records series are scanned, a deliberate process of sifting and winnowing will identify the remaining record series that must be scanned for permanent storage. Day- Forward Conversion of Newly Created Records Annually, 500 trees are converted to wood pulp to support the City's current way of doing business. They are added to the 7,500 trees that were used to create the City's current store of records. Added to this is the energy required to make the paper and to move it around, store it, and protect it. Unfortunately, a high percentage of this paper cannot be recycled because it contains micro - encapsulated ink as a carbon paper replacement. Many City practices can be changed to reduce the demand for paper. These changes are supported by the proposed system and its future extensions. (An example of this is documents that are computer printed and then hand sorted and stored as a record of computer based transactions.) These transaction records can be stored electronically in print -file format. As another example, faxes that are received electronically over phone lines can be stored in digital form without being printed on paper and filed. Efficiencies Resulting from the Watermark Document Imaging System Documents received from correspondents outside the City can be scanned into the Watermark system, reducing filing costs and speeding reference to the files when a telephone call is received. The single largest record series of this type is probably the parking appeals file. Within the City, as much as ten percent of City staff time may be spent moving, filing, and searching for paper records. With the implementation of the system, this time can be reallocated to better serving the citizens of the City. The Public Record The volume of 15 million pages seriously hampers public access to public records. The Watermark document imaging system can support the provision of access to public records over the Internet without the use of paper. 3 %. 26o TECHNICAL PROPOSAL AND REQUIREMENTS BE RG HE L L 0 • • 2. TECHNICAL PROPOSAL 2.1 Overview and Scope of Work Converting paper documents to a digital image form is only part of a document imaging system. The system must be integrated with all the operations of each department within the City of Newport Beach. Further, by implementing the Watermark document imaging system throughout the City, cross department sharing of documents will be facilitated. Electronic images of all stored documents can be made available throughout the City, at all locations. All document accesses can be controlled by the security subsystem of the Watermark document imaging system. The City of Newport Beach can assure its document based disaster recovery by using the Watermark system to create an electronic copy of its documents that can be stored off -site. This off -site copy can be used to completely reconstruct the City of Newport Beach documents in the event of a disaster. The Watermark document imaging system can be implemented in phases to assure the fastest implementation of the highest value applications. In the first phase, the City Clerk's Office and the Planning and Building Department Case documents will be entered into the system. Also in the first phase, fax document imaging will be implemented in the Management Information Systems (MIS) Division of the Administrative Services Department for subsequent roll out to the other departments. Berghell Associates Tasks Berghell Associates will configure, install, and test all purchased hardware and all licensed software installed on the purchased hardware in the Newport Beach City Hall complex. Berghell Associates will train up to 10 system users and up to two system administrators. Berghell Associates will provide one year of hardware and software maintenance on all purchased and licensed items. 1 • • There are four subtasks: • Design, configure, install, and test the document imaging system including backup and disaster recovery. • Design, configure, install, and test the City Clerk document imaging application. • Design, configure, install, and test the Planning and Building record scanning and space reduction application. • Design, configure, install, and test the fax software to match the configuration of the fax phone line(s) installed by the City of Newport Beach. Assumptions The City of Newport Beach will provide adequate power, environmental services, and network connections to support the purchased hardware. The City of Newport Beach has sufficient capacity on its Local Area Network to which the Server and City Hall Complex located terminals are attached to support the transfer of the equivalent of two images per second (800,000 bits per second). Each City of Newport Beach Ti network link can support the transfer of one image every two seconds (200,000 bits per second). The City of Newport Beach will install all licensed client software except the software installed on hardware purchased from Berghell Associates. 2 0 0 For system access, the City of Newport Beach will provide: • A list of all users of the system • A list of all user groups that will use the system • The users in each of these user groups. • The authorized actions that members of each group can perform on the system • [Note: the City of Newport Beach system administrator will be able to change any of these items at any time after the system has been accepted by the City of Newport Beach.] The City of Newport Beach will provide one telephone line adequate for use with the purchased fax card. At its option, the City of Newport Beach can provide up to four fax phone lines. At its option, the City of Newport Beach can provide Direct Inward Dialing (DID) service on the fax phone line(s), thru its local phone carrier. The City of Newport Beach users receiving training will have a working knowledge of an Office Suite. The City of Newport Beach System Administrators to be trained will have a working knowledge of BackOffice with an emphasis on Windows NT and SQL Server. Additional Technical Proposal Items The following are answers to various items not covered in other areas of our technical proposal. Integrator Responsibilities Specific Hardware, Software and Services to meet the requirements All items proposed are detailed in the Bid quote and in the accompanying brochures. Specific model numbers were detailed on major items. 3 0 2. Performance Levels Storage requirements and scan rates were calculated and the equipment and software specified to meet those requirements. The system is extremely scale able with the addition of memory (RAM), a second processor (for the dual processor capable Compaq Proliant systems) and the addition of optical, magnetic and tape storage. Scanning rates can increase through additional scan stations or centralized high speed units servicing multiple departments. 3. Hierarchical Storage Management (HSM) We have provided HSM software and management in our proposed system. Please refer to Watermark HSM brochure for details of capabilities 4. OCR, Full Text Indexing, and Full Test Retrieval We have installed numerous full text and OCR retrieval systems. While Watermark does not currently provide these features out of the box, there have been several implementations of Watermark with various Full Text engines such as Fulcrum. Watermark through third parties plans to deliver an integration with Fulcrum, that is in the final stages of development and testing with a major Los Angeles area law firm. 5. WorkFlow Watermark is a subsidiary of FileNet (a $250 million document imaging vendor located in Costa Mesa, CA). FileNet has committed to integrate Watermark with Ensemble, FileNet's newest workflow product, in the first half of 1997. 6. Management of Engineering Drawings Watermark currently supports viewing of E size drawings and we can supply one of several input solutions for the scanning in volume of engineering drawings. Specific document management products (or so- called PDM - Product Data Management) are available for integration with Watermark. 4 0 0 2.2 Watermark Document Imaging Software A central component of FileNet s "Foundation for Enterprise Document ManagementTM," Watermark software is a Microsoft® Windows NT- based, document - imaging solution that enables customers to organize, manage, and store scanned images, faxes, and other documents in workgroup and department applications throughout the enterprise. The latest release of Watermark V. 3.0 (scheduled for March 1997) is designed to solidify and enhance the position of the Watermark software products as one of the key client /server image and document management solutions for the Microsoft enterprise computing environments, including Windows 95TM, Windows NTTM, and BackOfficeTM environments. In order to be considered a top imaging and document management solution for the Microsoft environment, a product must: • Fully exploit the Microsoft Windows 95, Windows NT, and BackOffice environments; • Utilize Microsoft ActiveXTM technology to allow development of custom applications, using the development tools that have been chosen as corporate standards; • Operate with Microsoft Internet Explorer or Netscape Navigator to make available large volumes of corporate documents to the growing millions of Web users and Web - enabled business processes; • Provide the back -end security, scalability, programmability, and robustness to be used in the increasingly larger- scale, mission - critical environments typical of today's Windows NT deployments; • Rapidly image- enable all existing networked applications that may exist in a typical enterprise, including e -mail, groupware, document management, mainframe applications, and client/server development tools such as Microsoft Visual BasicTM, Powersoft's PowerBuilderTM, and others; • Allow paper, fax and other documents to be easily copied from one application to another, such as receiving a fax via e -mail and dropping that fax into a Human Resources system 5 0 0 New Capabilities The following are a list of new software capabilities planned for the Watermark 3.0 release that deliver on these objectives: • 32 -bit client components and ActiveX Controls to fully exploit latest Microsoft technology; • Native Adobe Portable Document Format (PDF) viewing and support for PDF plug -ins; • Web connectivity for building Internet and Intranet solutions; • Workflow integration with FileNet EnsembleT "t for initiating automated business processes; • Electronic document updates and launching of registered authoring environment • Versioning of documents to track annotations and updates; • Performance improvements including support for large result sets and rapid delivery of high page -count documents; • Storage profiles for administering caching and archiving policies for groups of documents; • More OLE Automation commands for expanded programmatic control; • New OLE objects for simplified programming; • Expanded statistics and event monitoring to track system activity; Ii 0 0 Watermark Components Included in the Watermark document - imaging software suite are: Watermark Client, which provides a navigable front -end for easy viewing, filing, retrieving, and annotation of faxes, scanned documents, and other electronic document types. It enables users to resize, rotate, deskew, and annotate any document image, as well as perform optical character recognition (OCR) functions on document images. With Watermark Client software, users can route document images via electronic mail or fax. The software can also be used to image - enable Lotus Notes, Microsoft Exchange, and other groupware applications without programming. Watermark Server, optimized for the Microsoft Windows NT Server operating system, provides network storage for document images and other document types using magnetic or optical media. The server software delivers the performance, scalability, and security needed for mid -range document - imaging applications. Watermark HSM (Hierarchical Storage Manager) is an add -on module to the Watermark Server that enables organizations to store and retrieve document images and other information using optical )ukeboxes. This capability extends storage capacity and ensures continuous availability of magnetic disk space. Watermark Fax Router is a powerful fax management solution that helps users streamline communications with customers, suppliers, and other outside parties. The software allows users to save time by automatically saving incoming faxes on a Watermark Server and routing them to the appropriate recipient via electronic mail. Together with Watermark Server, Fax Router provides centralized storage and management of faxes and all other documents. Watermark Developer's Toolkit is built on the inherent programmability of the Watermark Client software. All client capabilities can be controlled from an external application and commands are exposed through OLE Automation and ActiveX Controls. With no proprietary APIs, customer client/server applications can be built rapidly and easily using the toolkit together with other software tools that support OLE Automation. 7 0 • Watermark Release 3.0 Feature Summary The features described below represent the planned capabilities of what will be shipped in the March 1997 Watermark 3.0 release. Exact specifications may change before product shipment. Full 32 -bit client The 32 -bit client provides for native operation in Windows 95 and Windows NT Workstation environments, opening up these platforms to high standards of performance and application integration. A sampling of enhancements include the following: • Multi- threaded read -ahead for document retrieval; • Long file name support, for example, "Invoice for June 6.TIF;" • Universal Naming Convention (UNC) for files, for example, "\\ ImageFil eServer \lnvoices\PaymentOK.TIF;" and • Windows Registry settings for application components, configuration, and icons. The current Watermark Enterprise Edition imaging client will continue to be supported for 16 -bit Windows workstations. Watermark Client 3.0 will smoothly support a mixed environment of both 16 -bit and 32 -bit clients. However, the 32 -bit clients will offer the new features coupled with improved speed and stability. Microsoft Logo Compliant The 32 -bit client will carry the Windows 95 and Windows NT Workstation logo. A sampling of the certified logo requirements being met are: • OLE 2.0 and MAPI support; • Uninstall procedure to simplify removal of software from desktop; • Use of right mouse button for context menus; and • Windows 95 look and feel for tabs, check boxes, multi - column lists, icons, etc. 8'"Q 3u, Xi3nt.. i* �e.i h{a, ��} �• S '�pc. lane New style Tabs Figure t. New Look Tabs Watermark Server 3.0 will continue to carry the Microsoft BackOffice logo as it does today by meeting the following requirements: • Watermark Server processes running as Windows NT Server services; • Network independence; M 0 • Windows NT unified logon, and • Internet Information Server support. Usability Improvements A number of user interface enhancements will be made to the Watermark client to reduce the need for custom -built interfaces and to streamline typical user behavior when working with these applications. The applications themselves will be renamed as well. This white paper refers to the Watermark Editor, and the Watermark Explorer as replacements for the Enterprise Edition and Enterprise Browser. Document Preview in Watermark Explorer The former Watermark Enterprise Browser will now be called the Watermark Explorer to be more consistent with Windows naming conventions. The Watermark Explorer will be extended to support a preview window so that folders, contents of a selected folder, and contents of a selected document can be seen at the same time. Figure 2. Document Preview in Watermark Explorer E x 2 �� q MA R 61 b Ir:. MI NTH 4 Cupotatelmagirq - . Folders '' Karen Received Fax 167.9K8 2/29!966:1S00PM i- FjCHRIS - Figaro Delivered Fax 91.7 K0 6/26/96231:00PM CHRISTINE • -71 DEBBIET Ct Eken - -! GUEST J Hidden ;. L4 Al At New Rork gintes r n.' ! NEW YORK SUNDAY, PEERVARY I, IN, The Executive Computer/Peter H. Lewis r 1 Thc� i�'nmrn1tpr To ,,s : r, �,: e- Figure 2. Document Preview in Watermark Explorer E Default Read -Only Access By default, documents will now be opened for read -only access. This should match the typical use by of customers. A user may still modify a document opened for read -only access by performing a Save operation, assuming the document is not being currently modified by another user. Modeless Filters The location of a specific document or set of documents while in the Watermark Explorer will be greatly improved through the addition of " modeless filters ". These filters are basically a set of search criteria, for example document names beginning with "A ", created after 1- May -1996, etc., that are applied to every folder viewed. This is especially useful for locating documents within folders containing large numbers of documents. Thumbnail Pane Locating a specific page in a multipage document is simplified when presented with a "thumbnail" view of the document pages. The layout of a particular page can be used as a navigation aid within the document. Watermark 3.0 introduces a thumbnail pane within the Editor that allows postage -size representations of the pages in a document to be viewed in a scrollable pane next to the currently displayed document. Figure s. Thumbnail Pane in Watermark Editor it i • Bundled Scan Drivers Watermark client software will now include all currently available ISIS scanner drivers for all low- and medium -range scanners. This capability enables users to scan documents "out of the box" without the extra effort required to obtain the appropriate scanner driver. High -end scanner drivers will remain a separately licensed item. Large Page Count Documents End user response times on clients will now be independent of document size. Large page count documents, even up to 1000 pages, will be accessible at nearly the same performance as single page documents. For retrieval, this is accomplished through seamless, automatic, background read -ahead of pages. When a document is updated, only the changes are uploaded to the server. The background read -ahead is accomplished by exploiting the multi- threading capabilities of Windows 95 and Windows NT. Retrievals will occur transparently in the background, enabling a user to view and annotate a page while subsequent pages are fetched in the background. At any point the user may jump to any page, regardless of whether it is cached, and the read -ahead will be suspended until the requested page is retrieved. After the user's request is satisfied, the cache read -ahead will continue. This capability offers enhanced performance measured in response time over WAN's and lower -speed network connections, because the user can now get the first page optimally and be able to examine it while subsequent pages are brought in by background read- aheads. Large Result Sets Watermark 3.0 will remove the 200 record limit for search results in the Explorer, Document Search, and OLE Automation. Users will now be able to view arbitrary numbers of documents contained within folders, viewed in a search results dialog box, or obtained via the OLE Automation programming interface. In order to maintain adequate performance, some practical limits on the number of documents available will be required when seen through the user interface. At this point, we expect this limit to be in excess of 10,000 document's available within a single folder or within a search results dialog box. No practical limit will exist for search results obtained through OLE Automation, thereby permitting large -scale document processing applications to be easily developed. Due to the potential increased server overhead required to support this feature, a series of tuning parameters will be available on the server to help obtain optimal performance. For instance, the administrator can regulate the maximum number of results or the elapsed time spent processing the request. 0 0 Improved Document Management Watermark 3.0 will permit a broader range of electronic document viewing and manipulation capabilities including simple document versioning for tracking changes. These features expand the capability of managing a single set of documents, regardless of type, in a common folder associated with business entities such as customers, loans, suppliers, or patients. Portable Document Format . Adobe portable document format (PDF) files can be viewed using the native Adobe PDF viewing technology integrated directly into the Watermark Editor. This allows any PDF file to be seamlessly saved, retrieved, and viewed in the Watermark Client. Watermark 3.0 PDF implementation will support the wide range of PDF plug -ins ( "Amber ") available, thereby enabling third -party add -in viewers for AutoCAD, multimedia (AVI), sound, and others. Electronic Document Update Watermark 3.0 will permit electronic documents, which are saved in the server, to be modified. This means that applications can now be developed that can use the storage services of a Watermark Image Server to create, save, modify, and re -save any kind of file. In order to facilitate document updates, a "Launch Manager" in the Explorer and Editor allows users and developers to control which application is launched when selecting a document for viewing. Upon completion of editing the document, the changes are saved back to the Watermark Server, regardless of the authoring application launched. Universal Viewing Watermark 3.0 will now come standard with up to 200 electronic document viewers and full copy /print capability. The current "Extension Pack" product will be incorporated as a standard product feature, further enhancing the value provided by the Watermark product family. Versioning In order to better support annotating documents, Watermark 3.0 will support a simple Version capability. Documents can exist as multiple versions tracked by the Image Server. While particularly useful for write -once situations, Versions can be maintained on either CD, M /O, or plain magnetic disk. In addition to obtaining the latest version, the user will be able to: • Retrieve prior versions of a document; • See how many versions of a document are available; and 12 FileNet Suite Integration Watermark 3.0 will provide true integration with other members of the FileNet Enterprise Document Management Series suite. Workflow capabilities will be available through tight integration with the Ensemble workflow product. A send Workflow menu pick will be added to the Explorer and Editor to enable a user to initiate the start of a new FileNet Ensemble workflow containing the currently viewed image or selected documents. This capability will permit users to easily scan in paper documents and initiate a workflow. For example, if a user wanted to start the process of approving a newly received invoice, they would take the following steps: • Scan the document with the Scan button • Index and save the document to the Image Server or in a local file • Use Send Workflow to select and launch the Invoice Approval workflow with the newly scanned document attached. Figure s. Send Workflow Dialog Watermark 3.0 will also offer an improved and enhanced ODMA interface with the Saros Document Server for BackOffice and Saros Mezzanine products to permit documents to be easily indexed, stored and retrieved from a Saros server. Users may even choose to index and search for documents using Saros catalog while image document retrievals are performed against the Watermark Server and Hierarchical Storage Manager. 14 • Set version specific properties, such as a description of the purpose for the modification. When saving to write once media, a storage profile can be configured to automatically create a new version. This enables modifications to documents primarily stored on write -once media to be effectively tracked. A typical flow for a document version history might appear as the following, 0 Scan a batch of documents © Separate and Index M— gz pWrite initial version to CD -R —� Vt V7 CDJukebox Annotate then make new version ( —J � V7 ~ 22!7 -► 22! © Write new version to CD -R V2 O CDJukebox Figure a. Sample Process Including Versioning Control 13 Storage Profiles and Volume Sets This release will permit direct control over where each document is stored (which platter or set of platters) and how the document moves between the jukebox and disk cache. This is accomplished through two new capabilities: Storage Profiles and Volume Sets. A Volume Set is a collection of media platters of identical type. For instance, a set of 10 M/O platters containing current invoices could be the volume set Invoices. A set of 20 CD -R platters containing all invoices for the year 1995 could be the volume set 1995-Invoices. Volume Sets provide a capability often termed Clustering. This is the capability to force related documents to be collected on a defined set of platters. Volume sets may contain an arbitrary number of platters. New platters may be easily added to a volume set. Volume sets are user named and can exist on either M/O or CD -R, but a single Volume Set cannot contain both M/O and CD -R. A Storage Profile is assigned to each document and determines the volume set that the document will be stored on as well as the rules for moving that document between the platter in the volume set and the disk cache. For CD -R, the Storage Profile will also specify when the CD is actually recorded ('burnt "). It would be useful to identify specific features Storage Profiles and Volume Sets ( "volsets ") will accommodate: • Clustering - The ability to force related documents to be collected on a defined set of platters.; • Daily grooming by storage profile - The ability to have collections of documents move to different platters on a daily basis; • Space control of hard disk cache - Certain Storage Profiles can leave copies of documents in the cache while other profiles, presumably for documents with low access patterns, can minimize the use of cache; and • Archiving - You can specify that certain documents move a copy from M/O to CD -R after aging for a month. The original on M/O could be deleted afterwards, if desired. 15 t 1 Storage profiles are easily created and maintained via the Administration component of the Watermark Explorer. Figure 6. Creating storage profiles in the Watermark Explorer Figure 7. Maintaining storage profiles in the Watermark Explorer 16 = 1 Volume sets (often referred to as volsets) are easily created and maintained via the Administration component of the Watermark Explorer. Figure s. Maintaining volsets in the Watermark Explorer 17 t Several enhancements to the Watermark Server have been added. They include the following. Performance Improvements The 16,000 document per folder restriction on bulk style operations will be removed. This means that, in a single operation, a user will now be able to copy more than 16,000 documents, set the security for more than 16,000 documents, etc. Better Optical Density The current product utilizes the FAT file system on optical (M/O) media. This results in sub - optimal utilization of optical media when predominantly small sized files are stored on the platter. Watermark 3.0 intends to support the NTFS file system on optical media thereby providing optimal storage densities. Storage density problems derive from the FAT file system's reliance on a maximum 64,000 byte table that manages space on the platter. FAT was designed for much smaller disks (1- 100MB) than are typical for optical (1GB). This results in minimal file sizes of 32K for 1.3GB platters and 64K for 2.6GB platters. The NTFS file system removes this restriction by permitting minimal file sizes of 512 bytes. In addition, Watermark 3.0 will fully support the latest 2.6GB optical media in addition to maintaining support for 1.3GB optical media. Windows NT Performance Monitor Integration Watermark 3.0 will offer even tighter integration with the Windows NT Performance Monitor. Most of the important Watermark Server statistics and parameters will be published directly to the Performance Monitor, thereby offering a standard tool to monitor the performance of the Watermark Server. The important statistics published to the Performance Monitor include the following: Summary...... An overview of how the server is running. Many administrators will need nothing more than this object. Clients ..... .........................Number of clients currently connected Active Clients .................Number of clients currently active Documents ......................Number of documents in the service SQL Load .........................Rate of SQL commands HSM Rates ......................Rate of HSM cleans, faults, and deletes RPC Load ..................:......Rate of processing Remote Procedure Calls Overall Load ....................The load that triggers low -load grooming 18 Clients...... Statistics about the clients using the service. Clients ..... .........................Number of clients connected Active Clients.. ... --- ..... Number of active clients Max Clients .....................The high water mark of connected clients Max Active ......................The high water mark of active clients Transfers .........................Number of document transfers between client and server currently in progress Total Transfers ................Total number of document transfers between clients and server HSM Statistics ...... An overview of the operations within the HSM. Cleans .................. Deletes ................. Faults .................. Moves ................. File Copies ......... Assimilations ....... Daily grooming.... Daily count.......... Limit grooming.... Limit count.......... .... :.....Statistics for HSM clean operations ..........Statistics for HSM delete operations ..........Statistics for HSM read fault operations ..........Statistics for HSM move operations ..........Statistics for HSM file copy operations .........Statistics for HSM assimilation ..........State of daily grooming .........Number of times daily grooming has been started ..........State of limit grooming ..........Number of times Limit grooming has been started Database Statistics ...... An overview of the server's use of SQL Server. SQL Commands ...............Count of SQL commands issued Connections .....................Current demand for SQL connections Peak Connections ............ Peak demand for SQL Connections Deadlocks ........................Number of database deadlocks Total Space ......................Total space in database Free Space .......................Free space in database 19 S • Document Imaging System Requirements rtp °. Comment 1.0.0 General Qualification Requirements 1.0.01. Experience in providing integrated records Berghell Associates has over 9 years of experience in management and archival systems to ✓ providing integrated document management and archival organizations of a similar size to the City of systems to organizations the same size and larger than the Newport Beach. Citv of New ort Beach. See list of references. 1.0.02. Developed at least three similar projects with See the three projects listed as references. The City of different organizations (preferably government or ✓ Manhattan Beach is a government installation, non - profit institution) of similar size to the City of Pepperdine University is Non - profit, and Hennigan and Newport Beach. Mercer is of a similar size. 1.0.03. Have a professional staff that offers both The Berghell Associates professional staff includes two hardware and software support and maintenance. ✓ Certified Document Imaging Architects (CDIA). The professional staff is listed on the accompanying organization chart and meets this requirement. 1.0.04. Manufacturer authorized reseller and service Berghell Associates is an authorized reseller for all provider for proposed hardware and software. ✓ proposed hardware and software. Berghell Associates is an authorized service provider for Fujitsu scanners and DISC autochan ers. 2.0.0 Software Installation Experience 2.0.01. Server OS (operating systems). Berghell Associates has installed the NT Server OS for ✓ the proposed Watermarks stem. 2.0.02. Document Imaging Systems (at least 50 users). Berghell Associates has installed a document imaging ✓ system with at least 50 users. 2.0.03. Document Imaging System HSM (Hierarchical Berghell Associates has installed a Watermark HSM. Storage Management). ✓ 2.0.04, SQL relational database engines. Berghell Associates has installed a SQL Server SQL relational database engine for a Watermark installation. 2.0.05. Batch capture software. Berghell Associates has installed batch capture software. ✓ 2.0.06, Fax Server, Berghell Associates has installed a Watermark and Optus ✓ Fax Server. 2.0.07, Disaster recovery. Berghell Associates has set up a document imaging ✓ system in support of disaster recovery. 2.0.0& Remote Access including access via Internet. Berghell Associates can demonstrate remote access via th Internet. (See Watermark plug -in demo on FileNet web site. 3.0.0 Hardware Installation Experience 3.0.01. Servers and Workstations. Berghell Associates has installed servers and ✓ workstations. .0.02. Scanners. Berghell Associates has installed scanners. ✓ .0.03. Fax Routing. Berghell Associates has installed fax routers. 3.0.04. Output devices. Berghell Associates has installed output devices. ✓ .0.05. Data recovery & UPS. Berghell Associates has set up data recovery software and ✓ UPS's. 4.0.0 Local Support Capability Requirements 4.0.01. Provide minimum 4 hour support response. Berghell Associates can provide 4 hour support response ✓ in the City of Newport Beach area. 0.02. Provide telephone and /or modem support during Berghell Associates can provide telephone and modem normal City of Newport Beach operating hours. ./ support during normal City of Newport Beach operating hours. .0.03. Provide on -site services as required. Berghell Associates can provide on -site service as ✓ required. Document Imaging System Requirements R ;� .;� R comment 5.0.0 General Imaging System Requirements 5.0.01. Support Enterprise -wide scaleability and support The proposed document imaging system supports expansion in all areas. ✓ Enterprise -wide scaleability and support expansion in all areas. 5.0.02. Support a complete range of file types including: The proposed document imaging system supports a image, sound and video file types. ✓ complete range of file types including: image, sound and video file types. 5.0.03. Support client/server architecture. The proposed document imaging system supports a ✓ client/server architecture. 5.0.04. Support Data Security at all varying user levels. The proposed document imaging system supports data ✓ security at all varying user levels. 5.0,05. Support 10BaseT and 10OBase T. Ethemet The proposed document imaging system supports a networking topology. ,/ 106aseT and 100Base T Ethernet networking to 5.0.06. Support TCP/IP, IPX/SPX. The proposed document imaging system supports ✓ TCP/IP, IPX/SPX. .0.07. Support CCITT Group IV compression. The proposed document imaging system supports CCITT ✓ Group IV compression. 5.0.08. Support routing of incoming faxes. The proposed document imaging system supports routing ✓ of incoming faxes. 5.0.09. Support batch scanning. The proposed document imaging system supports batch ✓ scanning. 5.0.010. Support Graphical User Interface (GUI) "user The proposed document imaging system supports a friendly" Client front -end. ✓ Graphical User Interface (GUI), a "user friendly client front -end. 5.0.011. Support disaster /data recovery & UPS. The proposed document imaging system supports ✓ disaster /data recovery & UPS. 6.0.0 Document Imaging Server Requirements 6.0.01. Open architecture, expandable, fault tolerant, The proposed NT based document imaging server multi- tasking, multi -user system capable of ✓ provides an open architecture and is an expandable, supporting high capacity storage devices, back- fault tolerant, multi- tasking, multi -user system capable up devices, and required peripherals. of supporting high capacity storage devices, back -up devices, and required peripherals. 6.0.02. Enterprise -wide scaleability and support growth in The proposed NT based document imaging server all areas by a factor of 100. This growth must ,/ provides enterprise -wide scaleability and support growth not require reentry or manual reformatting of in all areas by a factor of 100. This growth can occur data. I lwithout reentry or manual reformatting of data. 6.0.03. Solution must implement a dient/server The proposed NT based document imaging server architecture & SQL relational database. ✓ provides a clientserver architecture & SQL relational database using SQL Server. 7.0.0 Document Imaging System Hierarchical Storage Mana ement HSM 7.0.01. Support for magnetic, optical disk and jukebox CD Storage will be supported in 1997. storage is required. Support optical storage on ✓ ✓ CD and multi function 5 1/4 inch optical media. Watermark HSM supports magnetic, optical disk, and Hierarchical Storage Management (HSM) support jukebox storage on 5.25 inch optical media. Watermark must be provided to enable migration from HSM supports migration from magnetic to optical magnetic to optical storage. storage. 0.02. Support one or more magnetic disks for its Watermark HSM supports one or more magnetic disks cache to facilitate user specified number of ✓ for its cache to facilitate user specified number of images accessible at magnetic disk speed. images accessible at magnetic disk speed. .0.03. Support intelligent scheduler that optimizes Watermark HSM supports intelligent scheduler that migration of documents to and from optical ,/ optimizes migration of documents to and from optical disks, giving priority to documents requested by disks, giving priority to documents requested by the the clients. clients. .0.04. Autochanger 0.114.1.Support for 64 disk capacity, 2.6 GByte disk The DISC autochanger supports 130 disks of 2.6 GByte drives. I capacity for a total of 338 GB. 0.04.2.Disk exchange time of 10 seconds, 2 disk The DISC disk exchange time is 4 seconds via a disk transport, on -line drive replacement. ✓ Page 2 a Document Imaging System Requirements a;'' D=V COMMem R . trans ort with on -line drive replacement. 7.0.04.3.SCSI -2 interface The DISC autochanger uses a SCSI -2 interface. ✓ 7.0.05. Optical Drive 7.0.05.l.Average seek time of 25 ms, short seek 4 ms, The proposed optical drives have an average seek time average latency of 10 ms, average access time ✓ of 25 ms, short seek 4 ms, average latency of 10 ms, 35 ms, rotational speed of 3000 rpm. average access time 35 ms, rotational speed of 3000 rpm. .0.05.2. Data transfer rate: Read 3.4 MBytes/s Write, The proposed optical drives have a data transfer rate: 1.7 Mbytes /s. Read/Wdte error rate of less than ✓ Read 3.4 MBytes/s Write, 1.7 MBytes/s. 1 in 10 to the power 14 bytes. .0.05.3.Disk load time 5.5 seconds, Unload 3.0 1.0.05.5.SCSI-2 The proposed optical drives have a disk load time 5.5 seconds. ✓ seconds, Unload 3.0 seconds. .0.05.4. Compatible with disks that meet the ISO /IEC The proposed optical drives are compatible with disks 135491ECMA 184 standards. ✓ that meet the ISOAEC 13549/ECMA 184 standards. interface. The proposed optical drives have a SCSI -2 interface. ✓ .0.0 Document Imaging Client/Scanning Station Software Requirements 8.0.01, Support Graphic User Interface (GUI) for point The proposed Watermark Client software supports a and click operation. Consistent interface ✓ graphic User Interface (GUI) for point and dick required across all server and client platform. operation. A consistent interface is provided across all server and client platforms. 8.0.02. Support viewing of all document properties. The proposed Watermark Client software supports ✓ viewing of all document properties. 8.0.03. Support page thumbnails images. The proposed Watermark Client software supports page ✓ thumbnails images .0.04. Support copy, sort, move, combine, and edit The proposed Watermark Client software supports copy, pages. ✓ sort, move, combine, and edit pages. 8.0.05. Support matching the page width to the width of The proposed Watermark Client software supports thewindow. It matching the page width to the width of the window. 8.0.06. Support matching the page length to the length The proposed Watermark Client software supports of the window. ✓ matching the page length to the length of the window, 8.0.07. Support panning and zooming. The proposed Watermark Client software supports 1panning ✓ and zooming. 8.0.08. Support page rotation in 90 degree increments. The proposed Watermark Client software supports page If rotation in 90 degree increments, 8.0.09. Support search full text, Third party full text search packages are available for use ✓ with Watermark. We recommend one of the Internet browsers be added when the Internet browser plug -ins for Watermark become available. 8.0.010. Support search on basic properties, common to The proposed Watermark Client software supports all documents. ✓ searching on basic properties, common to all documents. 8. 0.011. Support search on user - defined properties. The proposed Watermark Client software supports ✓ searching on user - defined properties. 8.0.012. Support search on keywords. The proposed Watermark Client software supports ✓ searching on keywords. 8.0.013. Support page annotation. The proposed Watermark Client software supports page ✓ annotation. .0.014. Support annotation of images with free form The proposed Watermark Client software supports redlining & redaction. ✓ annotation of images with free form redlining & redaction. 0.015. Support annotation of images with electronic The proposed Watermark Client software supports highlighter, ✓ annotation of images with electronic highlighter. .0.016. Support annotation of images with pointers. The proposed Watermark Client software supports ✓ annotation of images with pointers. .0.017. Support copying and pasting of image and text The proposed Watermark Client software supports files to Windows clipboard. ✓ copying and pasting of image and text files to Windows clipboard. Page 3 Document Imaging System Requirements Rp .:° Comment R 8.0.018, Support file room metaphor with icons for familiar The proposed Watermark Client software supports file file room objects such as folders. ✓ room metaphor with icons for familiar file room folder objects. 8.0.019, Support customized toolbar. The proposed Watermark Client software supports a ✓ customized toolbar. 8.0.020. Support printing of a page or a whole document The proposed Watermark Client software supports (letter & legal). I printing of a page or a whole document letter 8 legal). 9.0.0 Client/Scanning Station Hardware 9.0.01. Client scanning workstation must support The proposed client scanning workstations are Pentium Pentium based PC's. Support Microsoft ✓ based PC's and they support Microsoft Windows for Windows for Workgroups 3.1.1, Windows 95, NT. Work rou s 3.1.1, Windows 95, NT. .0.02. Support high resolution multi -scan monitors & The proposed client scanning workstation supports a PCI bus interface. ✓ high resolution multi -scan monitor and a PCI bus interface. 10.0.0 Scanners 10.0.01. Support for multiple scanner types must be The proposed document imaging system supports provided. ✓ multiple scanner types such as Fujitsu, Bell and Howell, and Kodak. 10.0.02. Support scanner density of 300 dpi (for OCR The proposed Fujitsu 3097 scanner supports scanner purposes) and two sided scanning. Minimum ✓ density of 300 dpi (for OCR purposes) and simplex requirement: 39 ppm (pages per minute) simplex scanning at 39 ppm (pages per minute) 200 dpi letter 200 dpi letter size, 29 ppm at 300 dpi. Automatic size, 29 ppm at 300 dpi. The 3097 has an automatic document feeder with a 100 sheet capacity. document feeder with a 100 sheet capacity, a maximum Maximum paper size of 11.7 x 17 inches, 3 x 2.5 paper size of 11.7 x 17 inches, a minimum paper size inches minimum. Duplex High Speed 4.1 x 5.8 inches minimum. The proposed Fujitsu 3099 Requirement: 55/100 ppm (pages per minute) scanner provides duplex High Speed scanning at 55/1 simplex/duplex 200 dpi letter size 45 ppm ppm (pages per minute) simplex/duplex 200 dpi letter simplex/duplex at 300 dpi. Automatic document size 45 ppm simplex/duplex at 300 dpi. The 3099 feeder with a 500 sheet capacity. Maximum automatic document feeder has a 500 sheet capacity. paper size of 11.7 x 17 inches, 3 x 2.5 inches Maximum paper size of 11.7 x 17 inches, 3 x 2.5 inches minimum. minimum. 10.0.03. Support automatic discrimination between text Both the proposed Fujitsu 3097 and Fujitsu 3099 and photographs. ✓ scanners support automatic discrimination between text and hoto ra hs. 10.0.04. Support dynamic thresholding, Both the proposed Fujitsu 3097 and Fujitsu 3099 ✓ scanners support dynamic thresholdin . 10.0.05. Support sub - window for automatic predefined Both the proposed Fujitsu 3097 and Fujitsu 3099 cropping. ✓ scanners support a sub - window for automatic predefined cropping. 10.0.06. Support automatic smoothing of line art, ball Both the proposed Fujitsu 3097 and Fujitsu 3099 point pen mode, red lamp. ✓ scanners support automatic smoothing of line art, ball _point pen mode, red lamp. 10.0.07. Support noise removal. Both the proposed Fujitsu 3097 and Fujitsu 3099 ✓ scanners support noise removal. 10.0.08. Support 64 step and error diffusion Both the proposed Fujitsu 3097 and Fujitsu 3099 halftone /dither. ✓ scanners support 64 step and error diffusion halftoneldither. 10.0.09. Support SCSI 2 interface. Both the proposed Fujitsu 3097 and Fujitsu 3099 ✓ scanners support the SCSI 2 interface. 11.0.0 BatchScannin 11.0.01. Support single or double sided scanning. The proposed Ascent batch scanning software supports ✓ single or double sided scanning. 11.0.02. Support separate pages at pre - defined intervals. The proposed Ascent batch scanning software supports ✓ separating a es at re- defined intervals 11.0.03. Provide a means of setting document properties The proposed Ascent batch scanning software provides a for an entire batch, or for selected pages. ✓ means of setting document properties for an entire batch, or for selected pages using custom validation scripts. 11.0.04. Support standard image file formats for scanning The proposed Ascent batch scanninR software supports Page 4 Document Imaging System Requirements R'°, ,,,.."' co,,"rit R . such as compressed TIFF formats. the standard Group 4 image file format for scanning which is a corn ressed TIFF format. 11.0.05. Support thumbnail views. The proposed Ascent batch scanning software supports ✓ thumbnail views. 11.0.06. Support automatic quality control The proposed Ascent batch scanning software supports characteristics. ✓ automatic quality control characteristics such as queuing and routing. 11.0.07. Support for automatic page orientation The proposed Ascent batch scanning software supports recognition. ✓ automatic page orientation recognition. 11.0.08. Support OCR (Optical Character The proposed Ascent batch scanning software supports Recognition) /ICR (Intelligent Character / OCR (Optical Character Recognition)/ICR (Intelligent Recognition). Character Reco nition . 11.0.09. Support file import. The proposed Ascent batch scanning software does ✓ support file import. 11.0.010. Support file export. The proposed Ascent batch scanning software supports ✓ file export using a release process. 12.0.0 Fax Server 12.0.01. Provide for automatic and manual routing The proposed Optus FACSys Server provides for incoming faxes. ✓ automatic and manual routing incoming faxes. 12.0.02. Support identification of faxes by Direct Inward The proposed Optus FACSys Server supports Dialing (DID) and Call Subscriber Identification ✓ identification of faxes by Direct Inward Dialing (DID) (CSID). and Call Subscriber Identification (CSID). 12.0.03. Maintain a database of manual and automatic The proposed Optus FACSys Server maintains a fax routing instructions and lists. ✓ database of manual and automatic fax routing instructions and lists. 12.0.04. Maintain profiles of individual users and user The proposed Optus FACSys Server maintains profiles groups. ✓ of individual users and user groups. 12.0.05. Provide manual and automatic printing The proposed Oprus FACSys Server provides manual capabilities. ✓ and automatic printing capabilities. 12.0.06. Support optimization of workflow applications. The proposed Optus FACSys Server supports ✓ optimization of workflow applications. 12.0.07. Support integration of faxes with internal The proposed Optus FACSys Server supports integration messaging and e-mail. ✓ of faxes with internal messaging and e-mail. 12.0.08. Support Microsoft Mail formats. The proposed Optus FACSys Server supports Microsoft If Mail formats. 12.0.09. Support 14.4 kbps transmission and reception The proposed Optus FACSys Server supports 14.4 kbps with automatic step-down. ,/ transmission and reception with automatic step-down. 12.0.010. Support for 24 and 32 kbps ADPCM and other The proposed Optus FACSys Server supports 24 and 32 popular file compression formats, error ,/ kbps ADPCM and other popular file compression correction mode and line status reporting. formats, error correction mode and line status reporting. 12.0.011. Support file conversion (ASCII, TIFF, The proposed Optus FACSys Server supports file PCX/DCX, G3 Fax) and combinations. ,/ conversion (ASCII, TIFF, PCX/DCX, G3 Fax) and combinations. 12.0.012. Support High performance talk -off and cut - The proposed Optus FACSys Server supports high through. performance talk -off and cut-through. 12.0.013.Static & dynamic adaptive echo canceling to The proposed Optus FACSys Server supports static & adapt to changing time conditions. ✓ dynamic adaptive echo canceling to adapt to changing time conditions. 12.0.014. Support for DIMS, and pulse dialing. The proposed Optus FACSys Server supports DTMS, ✓ and pulse dialing. 12.0.015.Support 4 channels, fax and voice on each The proposed Optus FACSys Server supports 4 channel, 1 MByte of RAM per channel, 25 MHz ✓ channels, fax and voice on each channel, 1 MByte of Digital Signal Processor (DSP) per channel, 32 RAM per channel, 25 MHz Digital Signal Processor bit control microprocessor per channel. (DSP) per channel, 32 bit control microprocessor per channel. 12.0.016. Support T1 and ISDN lines. The proposed Optus FACSys Server supports T1 and ✓ ISDN lines. Page 5 Document Imaging System Requirements R., ..�' R . ca„mam 13.0.0 File /Disaster Recovery Hardware /Software & Uninterruptible Power Supply UPS 13.0.01. Provide ability to backup server & clients on The proposed backup software provides the ability to system. J backup server 8 clients on the system. 13.0.02. Support scripting for automated backup. The proposed backup software supports scripting for J I automated backup. 13.0.03. Support simultaneous multiple backup and The proposed backup software supports simultaneous restore jobs. J multiple backup and restore jobs. 13.0.04. Support tree view, tape view, tape session, and The proposed backup software supports tree view, tape search by file available for restore searches. ✓ view, tape session, and search by file available for restore searches. 13.0.05. Support for tape rotation. The proposed backup software supports tape rotation. J 13.0.06. Support for multiple tape drives. The proposed backup software supports multiple tape ✓ drives. 13.0.07. Support 4mm DAT (digital audio tape) format. The proposed backup software supports 4mm DAT ✓ (digital audio tae format. 13.0.08. Server UPS 13.0.08.1.1400 Volt -Amps (950 Watts). The proposed Smart UPS 1400 provides 1400 volt ✓ Amps 950 Watts. 13.0.08.2.Full load discharge 6 minutes, half load The proposed Smart UPS 1400 has a full load discharge discharge 14 minutes ✓ time of 6 minutes, a half load discharge 14 minutes 13.0.08.3.Line interactive UPS. The proposed Smart UPS 1400 is a line interactive UPS 13.0.08.4.User replaceable hot swappable batteries. The proposed Smart UPS 1400 has user replaceable hot J swappable batteries. 13.0.08.5.Automatic voltage regulation for brownouts and The proposed Smart UPS 1400 has automatic voltage overvoltages. ✓ regulation for brownouts and overvolta es. 13.0.08.6.Fast battery recharge in 1 to 2 hours to 90 The proposed Smart UPS 1400 has a fast battery percent after discharge to 50 percent of ✓ recharge that can recharge in 1 to 2 hours to 90 capacity. percent of capacity, after discharge to 50 percent of capacity. 13.0.08.7.Unattended shutdown software. The proposed Smart UPS 1400 has unattended J shutdown software. 13.0.08.8.LED (Light Emitting Diode) indicator for on The proposed Smart UPS 1400 has LED (Light Emitting battery, on line, overload, replace battery, and J Diode) indicators for on battery, on line, overload, site wiring fault. replace battery, and site wiring fault. 13.0.08.9.Pure sine wave output on battery. The proposed Smart UPS 1400 has pure sine wave J I output on battery. 13.0.08.10.Advanced server notification spftware The proposed Smart UPS 1400 has advanced server including: Administrator paging, input and output J notification software including: Administrator paging, line monitoring, event logging. input and output line monitoring, event logging. 13.0.08.11. Provide for the addition of cards that provide The proposed Smart UPS 1400 provide for the addition simultaneously: Simple Network Management ✓ of cards that provide simultaneously: Simple Network Protocol (SNMP), Environmental monitoring of Management Protocol (SNMP), Environmental temperature and humidity, out of band (LAN, monitoring of temperature and humidity, out of band WAN) monitoring via modem, multiple server (LAN, WAN) monitoring via modem, multiple server shutdown, monitoring up to 4 external alarms shutdown, monitoring up to 4 external alarms such as such as fire and intrusion. fire and intrusion. 13.0.09. Client UPS 13.0.09.1.650 Volt -Amps (410 Watts). The proposed Back UPS Pro 650 provides 650 Voft- J Am s 410 Watts). 13.0.09.2.Full load discharge 6 minutes, half load The proposed Back UPS Pro 650 has a full load discharge 14 minutes J discharge time of 6 minutes, a half load discharge 14 minutes 13.0,09.3.Line interactive UPS. The proposed Back UPS Pro 650 is a line interactive ✓ UPS. 13.0.09.4.User replaceable hot swappable batteries. The proposed Back UPS Pro 650 has user replaceable Page 6 a r] Document Imaging System Requirements MRp = cornm m R . hot swappable batteries. 13.0.09.5. Automatic voltage regulation for brownouts and The proposed Back UPS Pro 650 has automatic voltage overvoltages. ✓ regulation for brownouts and overvolta es. 13.0.09.6. Support 10BaseT (RJ45) or modem line (RJ11) The proposed Back UPS Pro 650 supports 1013aseT surge protection. (RJ45) or modem line (RJ11) sure protection. 13.0.09.7. Unattended shutdown software. The proposed Back UPS Pro 650 supports unattended ✓ shutdown software for Windows 95 and Windows NT 4.0 13.0.09.8.LED (Light Emitting Diode) indicator for on The proposed Back UPS Pro 650 has LED (Light battery, on line, overload, replace battery, and ✓ Emitting Diode) indicators for on battery, on line, site wiring fault. overload, replace battery, and site wiring fault. 14.0.0 Output 14.0.01. Support Laser Printer accelerator card. SIMM The proposed Xionics Network Printer Accelerator Board socket style (Does not take up an MIO slot for ,/ is a SIMM socket style board (Does not take up an MIO HP JetDlrect network adapter, eliminating the slot for HP JetDlrect network adapter, eliminating the need for add -on LAN server device). I need for add -on LAN server device). 14.0.02. Support intelligent print stream monitoring. The proposed Xionics Network Printer Accelerator Board ✓ supports intelligent print stream monitoring. 14.0.03. Support Decompression of images: CCITT The proposed Xionics Network Printer Accelerator Board G3 /G4 TIFF, PCX, etc. files. ✓ supports Decompression of images: CCITT G3 /G4 TIFF, PCX and JBIG files. 14.0.04. Support HP Resolution Enhancement The proposed Xionics Network Printer Accelerator Board Technology (RET) to provide enhanced output. ✓ supports HP Resolution Enhancement Technology RE to provide enhanced output 14.0.05. Preserves advanced LaserJet features such as The proposed Xionics Network Printer Accelerator Board bi- directional communications and duplex ✓ preserves advanced LaserJet features such as bi- printing. directional communications and duplex printing, 14.0.06. Support for HP LaserJet 5si /5si MX laser The proposed Xionics Network Printer Accelerator Board printers. ✓ supports HP LaserJet 5si/5si MX laser printers. 14.0.07. Support by most imaging and fax applications. The proposed Xionics Network Printer Accelerator Board ✓ is supported by most imaging and fax applications 14.0.08. Support multiple images per page and multi -page The proposed Xionics Network Printer Accelerator Board TIFF files. ✓ supports multiple images per page and multi -page TIFF files. 15.0.0 SCSI Controllers 15.0.01. Support document imaging system server, client The proposed SCSI controller supports the document and Fax server. ✓ imaging system server, client and Fax server. 15.0.02. Support PCI Local -Bus. The proposed SCSI controller supports the PCI Local- Bus. 15.0.03. Support bus master DMA protocol. The proposed SCSI controller supports bus master DMA ✓ protocol. 15.0.04. Support 133 MByte /sec or faster burst transfer The proposed SCSI controller supports 133 MByte/sec rate, 10 MByte/sec synchronous burst on SCSI ✓ or faster burst transfer rate, 10 MByte /sec synchronow bus (Fast SCSI), 5 MByte /sec synchronous burst on SCSI bus (Fast SCSI), 5 MByte /sec burst on SCSI bus, 3 MByle /sec burst on the synchronous burst on SCSI bus, 3 MByte /sec burst on SCSI bus. the SCSI bus. 15.0.05. Support fast SCSI dynamic/command The proposed SCSI controller supports fast SCSI processing (supporting 255 simultaneous ✓ dynamictcommand processing (supporting 255 commands): scatter /gather, tagged queuing, simultaneous commands): scatter /gather, tagged multitasking, disconnectfreconnect. synchronous queuing, multitasking, disconnect/reconnect, and asynchronous data transfer. synchronous and asynchronous data transfer. 15.0.06. Includes cables and connectors, easy to use The proposed SCSI controller includes cables and installation software, and support hard disks, ✓ connectors, easy to use installation software, and removable, MO, CD-ROM, Photo CD, tape, support hard disks, removable, MO, CD- ROM, Photo DAT, scanner and floptical drives. CD, tape, DAT, scanner and flo tical drives. Berghell Associates has experience in integrating the 16.0.0 Integration: Imaging server, file storage, ✓ proposed file server, file storage, clients, input & output clients, input & output devices to be integrated devices proposed with networks similar to the City of into existing City of Newport Beach network. Newport Beach Network. Berghell Associates will carry out the proposed integration. Page 7 Document Imaging System Requirements Roq. ' COmmnt R . Berghell Associates has experience in installing and 17.0.0 Installation: All hardware & software ✓ testing the hardware and software components proposed. components to be installed and tested by Berghell Associates will carry out the installation and systems integrator. testing of the proposed components. Berghell Associates has experience in document imaging 18.0.0 Training: Provide training to designated ✓ system training of the type proposed. Berghell City of Newport Beach staff members in the Associates will train the designated City of Newport operation, use, and maintenance of all hardware Beach staff members in the operation, use, and and software systems. maintenance of all hardware and software systems. FileNet has training facilities in Costa Mesa for all FileNet products. Berghell Associates has experience in custom 19.0.0 Custom Programming: Provide custom ✓ programming of the type proposed. Berghell Associates programming for user screens and /or system will provide custom programming for user screens and functions as required. s stem functions as required. Berghell Associates will provide system support services 20.0.0 Support: Provide system support ✓ for all hardware and software components as required. services for all hardware and software com penis. Page 8 300 M4�i ?arfan Bt>cri Bnll. St i rt 205 .NIAJ;HAffr .., BE:cr+. &111 9.Nli 90206 3110372 3554 J.3-2'k,4 COMMERCIAL PROPOSAL BERGHELL W a v 0 a 300 MANHATTAN BEACH Bt`,n. � • A rt 205 ,M1 NHATT,AN BtACH CAMORNIA 00266 Ib1 j12.8»4 3729047 IMAGING SYSTEM PROPOSAL FOR THE CITY OF NEWPORT BEACH TO: CITY OF NEWPORT BEACH 3300 Newport Boulevard Newport Beach, CA 92658 -8915 ATTENTION: Mr. Paul Malkemus, MIS Manager 16- Dec -96 QTY PRODUCT DESCRIPTION PRICE Document Imaging & Management Software I Watermark Enterprise NT Image Server 2.1 - 1 Server License I Watermark Enterprise NT Image Server 2.1 - 50 Server Access License I Watermark Enterprise Edition Client Version 2.1 for Windows - 50 User t 1 Watermark Enterprise HSM 11 - 128 Platters s I Watermark Fax Router 2.0 - 2 Seat License 1 FileNet Ensemble - 25 Client License in CD ROM, User's Guide & OLE Automation 1 Watermark Annual Software Maintenance Includes software updates wben released - usually 1-2 times per year I Optus FacSys Server 4.1 NT Software - 1 Unit I Optus FacSys Client 4.1 NT Software - 50 User 1 4 Channel Universal Fax & Voice Board Server Hardware & Software and Optical Jukebox 1 Compaq Proliant 5000 - 200 MHz Pentium Pro CPU, 64 MB RAM, quad speed CD ROM, 256 -KB L2 Cache, Netelligent 10 /100 TX PCI UTP NIC, 32 -Bit Fast Wide SCSI -2, Smart Start Software, 1.44 MB Diskette Drive, Keyboard, SMART -2 /P Array controller. 1 Additional 64 MByte RAM (for a total of 128 MBytes) 5 4.3 GByte Pluggable Fast -Wide SCSI -2 drives (total 21 GBytes) I Adaptec Card for Optical Jukebox 1 4/16 GB Turbo DAT Tape Drive with Autoloader 24 4.0 GB DDS2 DAT Cartridge with two 12- cartridge magazine 1 Tape Backup Software System 1 Sony 17" Color Multiscan High Resolution Monitor I DISC 338 GByte Optical Jukebox - 130 Disk capacity, 8 - 2.6 GBytes drives, SCSI 16 Rewritable Optical Disks - 8 pack I APC Smart UPS 1400 rn�v.opowr� :co "�rmraw nrwertv olBeiRhen a :samr�. rr Oslo. the nom � :: olGN ofNrmpurt 8mcn fn lne eooWanon �m +s p.�ra "e "mp"ei:rHwr;o"or $60,209 $ 1 36,982 BERGHELL n y F ¢ :J O n 0 QTY PRODUCT DESCRIPTION PRICE (cont'd) I SQL Server 6.5 for Windows NT - up to 50 User I MS Windows NT Server 4.0 with documentation I MS Windows NT 4.0 Client - up to 50 Client License I Microsoft BackOffice Server 2.5, 30 Client License with documentation High Speed Scan Station Hardware & Software $48,415 I Compaq 200 MHz Pentium Pro CPU, Fast SCSI -2 Ethernet card, 32 MByte RAM, 8x CD Drive, 2.1 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 MB Diskette Drive, 256K Secondary Cache, Windows NT Workstation 4.0 & I OOBase TX Ethernet 1 Sony 20" Color Multiscan Monitor with video adapter I APC Back UPS Pro 650 I Fujitsu 3099EH Duplex Scanner and cable — Cf3e i.% g NkQ. kl 12 (bandies document sizrs from A7 to A+ or Legal) I Kofax card with 18 MB RAM I Xionics Network Printer Accelerator Board I Additional 16 MB RAM ( forabove printer accelerator board ) Batch Capture Software for High Speed Scan Station I Kofax Ascent Capture Scan - 1 Pack I Update Service, Kofax Ascent Capture Scan - I Pack (provides software updates for 12 monibs from the date of purcbase) Mid Speed Scan Station Hardware & Software $28,855 I Compaq 200 MHz Pentium Pro CPU, Fast SCSI -2 Ethernet card, 32 MByte RAM, 8x CD Drive, 2.1 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 MB Diskette Drive, 256K Secondary Cache, Windows NT Workstation 4.0 & I OOBase TX Ethernet 1 Sony 20" Color Multiscan Monitor with video adapter 1 APC Back UPS Pro 650 1 Fujitsu 3097E Mid Speed Scanner and cable 1 Kofax card with 18 MB RAM Batch Capture Software for High Speed Son Station 1 Kofax Ascent Capture Scan - 1 Pack 1 Update Service, Kofax Ascent Capture Scan - I Pack (provides software updates for 12 months from the date of purchase) rh�pro at;5roafiEmtiataMprop .yofaerxhza Ass wts. uisfor thesoe- auofcrty ofNewpnrt emrh in1.evdw:=vf tku rropnalmeamfmdzlrihftm or mlm roahns. Paget PRODUCT DESCRIPTION PRICE Retrieval Station Hardware & Software $6,056 1 Compaq 200 tvtHz Pentium Pro CPU, 2.5 GByte EIDE drive, 256 KB L2 cache, 16 MByte RAM, keyboard, Windows NT 4.0, 1.44 MByte diskette drive, internal 8X IDE CD ROM, integrated enhanced IDE controller, I00Base TX Ethernet I Additional 16 MByte RAM (total of 32 MBytes) I Sony 17" Color Multiscan High Resolution Monitor I APC Back UPS Pro 650 Berghell Associates Installation, Programming, Training & Support $371,594 16 Installation Days (Software and Hardware) - Estimated Mondays $22,400 This includes the on -site installation, configuration and component $4,208 testing for the server, client and scan stations hardware and software $397,542 4 On Site Training Days for up to 25 imaging system users/sys. administrators $5,600 This includes instructors for on -site training on the server, client and scan stations & software 1 Berghell Associates Annual Maintenance Contract $42,077 This provides on-site servicefor all server, client and scan station hardware and software. Allcallsan bandied on the same business day and pagers & cellular phones provide easy access. 15 Berghell Associates Custom Programming & Consulting - Estimated Mondays $21,000 This provides consulting and custom Visual Basic programming services for all client and scan station batch processing & screen design, search, reports, export and test Subtotal $91,077 SUBTOTAL PRICE $371,594 Tax @ 7.75% $21,740 Shipping, Handling & Insurance $4,208 GRAND TOTAL PRICE $397,542 reuVeopo J,5 onfidmft,aondpr e Nv f &.,enenAswases Page 0 Option l . Optical Jukebox $37,945 I Disc 130 GByte Optical Jukebox - 50 Disk capacity, 4 - 2.6 GBytes drives, SCSI cable 7 Rewritable Optical Disks - 8 pack Option 2: Operating System Uprades $7,188 1 Microsoft Software Maintenance upgrades for 24 months Notes & Terms: • Payment terms: 40% down payment and Net 10 after shipment of product. • Delivery will be made within 3 weeks of receiving purchase order pending availability of product. • Berghell Associates is an authorized VAR for Disc, Watermark, Greenbar, Sates and HeNet Ensemble software and all peripheral components. • Additional customer requirements may be met by Visual Basic programming at additional cost. • Any client supplied equipment may be integrated by Berghell Associates on a Time & Materials basis. • This proposal is confidential and is dr property of Berghell Associates. It is for the sole tw of Tic City ci Newport Beads in dr evaluation of this proposal. It is not for distribution or release to others. Robert L. Berghell President BERGHELL ASSOCIATES This proµwl is ronfidmtial and property of Berghell Ass iates. It is for the sole use of City oflIo ors Beaeh in the emluatim of this pro I arN not for dislnhution or release to others. Page 4 300M M .ATTAN BEACH BPI). 1: ;-.z 205 Ni+\uwTA.N ONCH Cki!k)R.VN 90266 341 KIS554 137,29647 9647 • PRELIMINARY SCHEDULE B E R G H E L L a v 0 N H Q City of Newport Beach Document Imaging System 1/19 1 1 2/2 Feb 2/16 1 2/23 I Receipt of Order Od 2 Component Procurement 7d . 3 ......................................................... Order System Components 2d . 4 ............. ........................................ - .................... ........... .................... Ship System Components 5d . 5 ........................... ..................... .......................... - ............ .. .. Schedule Work .. 3d 6 ............ ....................................... - .................... ............ ................... Image Server, Scan & Retrieval 4d 7 ................... .................................................................. ...... Configure Hardware .......................... -- ................... ---- .................. ------- ------------ ld ...... 8 Load Software ld 9 ................ - ................ ...... ........ Configure Software Id 10 ............ -- ................. ...................... ...................... ....... Test ........... 1 .......... . 11 ....................................... ................ .................... ............ ------- Document Imaging System Ild 12 ............................................................... .......................... ................... Design 7d . 13 ............................................... ............ ......... I ................... ....... Configure ....... Id 14 ......................................... ....... ................... ......... ................... Install . ld 15 .......................................................... .................... ....... .............. Test ld . 16 ........................ ........................ ........................................ ................... City Clerk Application 8d 17 ............ ....................... - ....................... ---- .............. ...... Design -- ......... 5d 18 ................................ ...... .................... ...................... Configure ............ ld ......... . 19 ........................ - ............. ....... - ......................... ............ ......... Install ............... -- Id 20 ............ .......................... ................ .................. Test ld 21 ............. - ................... ............. -- ............... .......... Planning and Building Application ......... 8d 22 ........................................................................ ...... ......... .................... Design 5d . 23 ........... ................. ............... -- ......................................... .............. Configure ld - ......... . 24 .............. .......................................................... ................ ........ Install Id ........... . 25 .......................................................................................... ........ Test Id ....... 26 ............... ................ I ............. I ..... ............................. - .......... Fax Application (City Tasks) ... 24d 27 ............................................................ .................... .................. Phone Line(s) Specified by City Id ....... . 28 ..................................................................................... ........ Phone Line(s) Made Ready by City ... 24d ........... 29 ................. .................................................................. ........ Fax Application .......... 8d . . ... . 30 .......... .............................. .......... .................................... Design 5d 31 ................... ................................... ..................... ................... Configure ld 32E P33 .......... ................... ....... Install .......................................................... ........ ........ Id .......... Test ........ ........ Id . 34 .............. .............................................. .......... Training 4 35 F]36q ................. -1.1 .............. ......... �ystem Administrator Trainin ....... ................................... ........................... . User Training 2di 300 NAANIIA(Tv.N BEACH Bm) )tnrr 205 MANHARAN BEi,:H Gairor.�'ia Q0266 3E0 372.8554 0.372.9647 • BERGHELL ASSOCIATES ORGANIZATION BERGHELL n y H ¢ :J n 300 ,MANHnrTTN REACH Ri%O, Si:m 205 MV�HnrA:N Be.,CH Cali AiR]VA 90260 310 372.8554 ).329647 Berghell Associates Company Background Company Profile BERGHELL ASSOCIATES, is a Systems Integrator and Value Added Reseller (VAR) for Document Imaging and Management systems. BERGHELL ASSOCIATES has VAR relationships with Apple, Caere /Calera, Compaq, Cornerstone, FileNet, Fujitsu, Greenbar, HP, IBM, Kofax, Saros, Sony, Watermark and ZyImage. Additionally, BERGHELL ASSOCIATES is a Certified Document Imaging Architect. Year Founded 1986 Product & Services BERGHELL ASSOCIATES is a systems integrator for document imaging and management systems based in Manhattan Beach, serving Southern California, Nevada, and Hawaii. Document management solutions are provided across platforms, giving clients the benefits of competition between hardware and software vendors in the computer marketplace. Other document management systems are offered for database oriented, workflow based applications and for systems requiring tight integration with PC and Mac applications. In addition, on -site and off -site service bureau based document conversion is provided to clients. BERGHELL ASSOCIATES consultants offer complete document management consulting, site survey, systems design, installation, training, and facilities management services. Customer Profile Customers include Fortune 500 companies, state and local governments, legal and real estate firms, utilities, oil, gas, and natural resources providers, defense agencies, biotechnology, aerospace and civil engineering companies. Executives Robert L. Berghell, President Evelyn Santillana Berghell, CEO and Chief Financial Officer Patricia S. Lelli, Office Manager Paul Pham, System Administrator Stephen J. Gilheany, Senior Systems Engineer Warren Wong, Senior Systems Engineer Guy Shaw, Senior Systems Engineer Principal Office 300 Manhattan Beach Boulevard, Suite 205 Manhattan Beach, CA 90266 Tel: (310) 372 -8554 / Fax: (310) 372 -9647 Internet: berghell @berghell.com America Online: Berghell or berghell@aol.com BERGHELL N W Q V O h a L W CU Vl O 7 V O ^C, 'W^ Vl E E n. -a am E � U ^W\ W `V O - o m� L L a CL W m �UJ C7 cc °O W C4 cc �o w E E n. -a am E � U 300 MARHAI NN BLACH BLVD. Airr 205 Md5HAM.N BEACH Glluc'uMN `70260 310372.85_54 BERGHELL ASSOCIATES PROFESSIONAL SUMMARY J.3; 2.1)647 ROBERT L. BERGHELL President Robert Berghell founded Berghell Associates in 1986 after a 16 year career in project and contracts management. Before founding Berghell Associates, Mr. Berghell held key management positions on several large scale US and international projects for companies such as Fluor Corporation and Southern California Edison. Berghell Associates, a VAR and Systems Integrator, installs complete turn -key document imaging systems for Fortune 500 firms, midsize firms and all levels of government. Mr. Berghell has a broad range of experience in designing, selling and implementing production document imaging systems on multiple platforms (Windows NT, UNIX and Mac OS, with PC and Mac clients). His company, Berghell Associates, has been a top reseller and systems integrator for several leading document imaging vendors over the past nine years. Mr. Berghell holds a BS degree in Engineering from UCLA, an MBA degree from USC and is a Certified Document Imaging Architect (CDIA). STEVE GILHEANY Senior Systems Engineer Steve Gilheany has been with Berghell Associates since 1992. He works in the area of product planning, system design and configuration, customer needs analysis, and marketing. Mr. Gilheany has fifteen years of document imaging experience in product planning, system design and configuration, customer needs analysis, and marketing. He has ten years of experience in programming and system design in database systems and communications. Mr. Gilheany holds a BA Degree in Computer Science from the University of Wisconsin, Madison, a California Adult Education Credential, an MBA degree from UCLA, an MLS. Specialization in Information Science from UCLA and is a Certified Document Imaging Architect (CDIA). He is currently teaching courses on Document Imaging Technology at UCLA. BERGHELL N W f'. Q V Q h h a 0 JEAN -PAUL PHAM System Administrator 0 Jean -Paul Pham has been with Berghell Associates since 1994 as a System Administrator. His specialty is in the area of system configuration, software integration and implementation, network administration and customer support, particularly in the area of Microsoft Windows NT, NT Workstation and Windows 95. Mr. Pham has fifteen years experience in computer and software support and maintenance. Prior to joining Berghell Associates, Mr. Pham held a position as a Network System Administrator with Hughes Aircraft, and as a Customer Service Engineer with TRW Customer Service supporting all personal computer related hardware and software. Mr. Pham holds an AS Degree in Computer Technology from El Camino College. Mr. Pham's credentials include certified factory trainer for various hardware and software companies, including document imaging software, scanners, servers and optical disk jukeboxes. WARREN WONG Senior Systems Engineer Warren Wong has been with Berghell Associates since 1994. He has extensive experience in the development of batch scanning and bar - coding applications utilizing Visual Basic. He has developed custom batch scanning and bar - coding applications on multi - million page imaging projects for Berghell Associates. Mr. Wong has ten years of experience in development of MDI, DDLs, VBXs and SDI applications using SDK's. Also he has experience using Visual Basic as a prototyping tool. Mr. Wong holds a BS Degree in Electric Engineering from UCLA and is presently pursuing a MS in Computer Engineering from California State University, Long Beach. GUY SHAW Senior Systems Engineer 0 Guy Shaw has been with Berghell Associates since 1992. As a Senior Systems Engineer, Mr. Shaw has performed custom programming and system management on several multi - million page imaging projects. Mr. Shaw has over 20 years computer programming consisting of systems and applications programming, UNIX and C system administration, hardware selection, configuration and maintenance, programming languages including C, C + +, Yacc, Lex, Bourne Shel, Per], PostScript, Lisp, Elisp (Emacs), Icon, and Algol. 0 as fib ... ....... ...... ...... .. .............. . ............ ........... ..... ..... . ..... ..... ..... .. ........... SMSSM ...... - - - - 7j WV m 1 0 t w F-4 i 0 Eli n I`a I Jill ti r Vt5y ' Ji. �L LL I� ` i cc3� a J. Vt5y ' Ji. �L LL I� ` 3 Vt5y ' Ji. a J. r 1 � �1 W \V L � O U N a-+ N � h c Q ti . r y .:i9 F.-. 0 O um I� 0 Ll NVI a �s N N y. {i, A Q1 y. {i, A i 0 .O ct O um c� ! l �J O U'. ct3 Cl. V A O U bA a. a a�i h � Q I CL' Iii,,,," o 0 pm( pt ct0 pmol LLI o` c:f ftR O u `ry w o� 0 �o 0 w a `ti A U 0 U ON ON `6 t .. , O Kam; U �I!Al I X11 E J v tn r n,. M\ U O 0 O Vj Pi r - U C _F J \\ U N w L U 'J ^' w •V Q e' 2 !� \� � d \� \ \. � � � � � \� \ 11 I Kof-ciix -7s Pl,-Oulcll To Re-coelvxi2E-- --F� d -Mlff I'q Kof-ciix -7s Pl,-Oulcll To Re-coelvxi2E-- --F� d P V COD N U V U I bA i-a C r� CLI r 0 I ti • V v) 0 O •N ti o� 0 r f 0 �a Ja 3 U =a u b Q i d ti V rwC _J ro ro v w O 4 0 ro c 5 ae r 0 L w 3;10 Al wi -V '. �� R4;UI 8�. �;'•. S1 lii'_O Ci1110 %IA 90206 Sin 1'2.8554 0 -3; 2.1)03; BERGHELL ASSOCIATES CONSULTING AND SERVICES BERGHELL U O 6 MI) MAN U I I% BL'III 8i%1.1, Sri if 205 ht.INH.CU.N BEA, if l.al f11RN;A 90266 311) 3712.8554 0.372.`so47 Schedule of Consulting and Service Rates Effective January I, 1996 Document Imaging Consulting, Installation & Training .......................... ......................... $150 -175 per hour This time spent is in the name of the client or project after formal engagement of BERGHELL ASSOCIATES' services. Time starts at the designated meeting time. Interview and information gathering time is charged at the $150 rate. Custom Programming & Database Architecture ........... ............................... ....................$175 -200 per hour This is creative computer time in the process of custom programming & database creation. Telephone Consulting ..................................................................... ............................$35 per 15- minutes Telephone consulting is billed in 15 minute increments. Consulting & Training .............................................. ............................... .........................$1,400 per day Consulting and training within a 50 mile radius of Berghell Associates offices. Out -Of -Town Consulting & Training ..................... Expenses for travel and lodging are additional. at the regular hourly rates including travel time. .............................. ............................$1, 600 per day Any trip not requiring an overnight stay will be billed Project Management .................................... ............................... ............................Not to exceed contract An initial meeting at no charge will determine the "scope of the work ". After this meeting an estimated cost will be established. At the completion of the initial meeting, a "not to exceed" retainer contract also may be completed or if the scope is indeterminate, then an hourly rate shall apply. Terms & Conditions: Terms are net upon receipt of invoice. Projects are billed 40% for agreed retainer] in advance, to% at the completion of information gathering and milestone review, and the balance at the delivery of completed "product." Expenses art billed monthly. One -way travel time is billed and included on invoice. Out -Of -Town tams are 50% of anticipated charges or contract paid before work begins. Balance is paid at the completion of work. Travel time is charged at one half of general consulting hourly rate. Standard expenses are: Supplies, telephone, outside professional assistance as required, etc. For travel: Transportation, Lodging, Meals, and Incidental expenses. Air travel may be by Coach for trips of two bours or less travel time, Business Class for international travel and trips longer than 3 bours. BE RIG HELL H W a_ U O MAINTENANCE: Subject to customer performing all of customer's obligations hereunder, BERGHELL ASSOCIATES agrees to provide the maintenance as designated for the hardware and software listed on the face hereof. The customer agrees to pay the selected maintenance charges shown on the face hereof. Maintenance selections are defined as follows, ON SITE MAINTENANCE: BERGHELL ASSOCIATES agrees to supply labor and materials, excluding normal consumable items (see paragraph 14), to maintain the hardware and software in normal working condition at the customer's site. On-Site maintenance also includes emergency repair service during normal contract hours, which are defined as the hours between 8:00 a.m. and 5:00 p.m. Monday through Friday (excluding Berghell Associates company holidays), unless otherwise stated. Berghell Associates may perform, at its discretion, inspections and preventative maintenance calls during normal contract hours. Service requested and received outside normal contract hours will be billed separately at Berghell Associates then current rates but without charge forany materials. Customer agrees to provide- the Berghell Associates service engineer access to the hardware and software within the computer site for all repair and/or maintenance requirements. When the customer places a service call, Berghell Associates service will contact the customer and agree on a time and date to perform the necessary repairs and/or maintenance on the hardware and software. If for any reason the Berghell Associates engineer is denied access to the hardware and software after all arrangement have been made with the customer, the customer will be charged for all travel time, travel expenses, and time at the customer site at Berghell Associates's then- current billable rate. DEPOT MAINTENANCE: BERGHELL ASSOCIATES agrees to supply labor and materials, excluding the consumable items, to restore the hardware and software to good working order when the hardware and software is returned by customer to a Berghell Associates depot repair center. Customer must first receive a Return Authorization Number from Berghell Associates before shipment of hardware and software. Customer will pry transportation charges to the depot repair center. Berghell Associates will pay surface transportation charges to the customer if hardware and software destination is located in the Continental United States. LABOR ONLY MAINTENANCE: - BERGHELL ASSOCIATES agrees to provide labor to maintain hardware and software in normal working condition at the customers site. Customer provides materials, unless prior' arrangements are made with the manufacturer. TERMS AND CONDITIONS 4. Customer agrees to pay, at Berghell Associates' then current billable rates, for calls and materials not covered under this agreement. Such calls and materials include, without limitation, those resulting from (I) the failure of hardware through the fault, misuse, or negligence of customer, (2) the misuse or misapplication of software, (3) the failure of hardware attributable to hardware and software not covered by this agreement, such as interconnected or associated hardware and software, and (4) the misuse of, or usage of non- authorized consumable materials. BERGHELL ASSOCIATES shall have no liability or responsibility to a customer or any other person with respect to any liability, loss or damage caused by a alleged to be caused directly or indirectly by the hardware and software, replacement pans or modules, or service provided by Berghell Associates Field Service including but not limited to: any interruption of service, loss of business, or anticipatory profits or consequential damages resulting from the use or operation of the hardware and software and in no event shall Berghell Associates be liable for loss or profits, or any direct, special or consequential damages arising out of any breach of this agreement. 6. Berghell Associates Field Service will not make modifications to the hardware and software except those specified by the Berghell Associates Technical Services Department for greater assurance of trouble -free performance. 7. This agreement shall not apply to repairs made necessary by accident, misuse, abuse, neglect, theft, vandalism, electrical power failure, fire, water, or other casualty, or repairs made necessary by service performed by personnel other than those authorized by Berghell Associates Field Service. 8. The hardware and software shall be in good working condition on the date of commencement of this agreement, 9 This agreement is not assignable without Berghell Associates's prior written consent and may be canceled at Berghell Associates's sole option should the machine(s) it covers be sold to a third party. If the customer wishes to move the machine(s to a different address other than the address listed on the face of this agreement, the customer must notify Berghell Associates in writing prior to moving the machine(s). Berghell Associates reserves the right to re - negotiate the contract in the event of machine relocation. Customer agrees to pay all associated relocation charges, including but not limited to, breakdown and re- installation charges at Berghell Associates's then - current billable rates plus materials charges to restore hardware and software to working condition, if applicable. Berghell Associates will not be responsible for the moving of hardware and software. 10. The price of this agreement shall be increased by an amount equal to any applicable tax now or hereafter assessed, levicd or imposed by any federal, state, or local authority. BERGHELL ASSOCIATES agrees to use its best efforts to provide the repair service required under this agreement within the corresponding maintenance zones, but in no event shall Berghell Associates be liable for any damages or liabilities directly or indirectly caused by the listed hardware and software not being repaired property, by length of downtime, temporary shortages or temporary unavailability of qualified service personnel at Berghell Associates's Service Branch Office. 12. Unless this is a labor only agreement, when Berghell Associates Field Service replaces any part(s), components, circuit boards or modules of the listed hardware and software, the replacement pans become the property of the customer and the replaced pans become the property of Berghell Associates, Berghell Associates may use reconditioned parts, components, circuit boards or modules as replacements, 13 All systems must be installed on dedicated electrical circuits. Any provable damage caused to the system unit(s) by being installed on a non - dedicated line will be chargeable to the customer at Berghell Associateis then. current billable rates. 14 Normal Consumables Items include, but are not limited to, batteries, chargers and accessories, or supplies such as toner, EP cartridges, discs, covers paper. Customer agrees to use only those consumables that are authorized by Berghell Associates. Any non - authorized consumable usage must have Berghell Associateis written consent before usage by the customer. Any use of a non - authorized consumable fry the customer without Berghell Associates's written consent will be considered a breach of this contract. EXPIRATION AND AUTOMATIC RENEWAL 15. This agreement shall be for the initial period of scrvice beginning on the effective date shown on the reverse side and hereafter continues in effect for the period specified. If the contract is not renewed by proper written notice thirty (30) days prior to the expiration date, this contract will automatically revert to a month - to -month agreement. All month -to -month agreements are cancelable by either party with thirty (30) days proper written notice. RATE CHANCES 16. The maintenance rates specified on the front of this agreement will not change during the effective dates specified on the face of this agreement, except for the terns and conditions covered. All rates are adjustable after the contract expiration date. Rates for a customer on a month -to -month agreement will be adjusted to the then - current monthly rates. All charges are payable in advance of the contract period. CANCELLATION 17. BERCHELL ASSOCIATES reserves the right to cancel this agreement at any time after giving proper written notice in the event the customer makes any modifications, alterations, etc. to the related hardware and software or uses the related hardware and software in a manner that is not anticipated by Berghell Associates or the manufacturer. is. In the event any maintenance charge remains unpaid for a pencil of thirty (30) days of written notice thereof, Berghell Associates may terminate this agreement effective immediately without incurring any liability upon such termination. In that event, the customer shall be obligated to immediately pay Berghell Associates the balance of the agreement commitment in full. EARLY CANCELLATION ADJUSTMENT 19. The charge for each unit of hardware and software specified in the Agreement has been based on the assumption that the customer will retain said hardware and software for the full term of the agreement. Customer acknowledges that the privilege of premature cancellation, with 30 days written notice, is a special concession and that upon the exercise of such a privilege, an early termination charge will apply. The early termination charge will be a sum of .six (6) months monthly maintenance charges or the balance of the agreement commitment, whichever is less. 100 m v%ILVI ;,� RI ,I. �I'l i't 2OJ C:UIVJI: nip 902('6 311) 3%2.8554 J.372.9aa; REFERENCES AND DEMO SITES BERGH ELL W 1" Q V O H a 300,117\' -1; AN hA,11 Hni� (_A; (nRSl, 902m, 1..372 `)L-13 ' REFERENCE SITES • PEPPERDINE UNIVERSITY OPTICAL IMAGING DEPARTMENT Contact Person: Cathy Thomas Grant (310) 456 -4173 x6139 24255 Pacific Coast Highway Malibu, CA 90263 -4173 • CITY OF MANHATTAN BEACH CITY CLERK'S OFFICE Contact Person: LaVonne M. Harkless* (714) 644 -3005 1400 Highland Avenue Manhattan Beach, CA 90266 (* As of 111196, is r+ow City Clerk of Newport Beacb) • OCCIDENTAL PETROLEUM Contact Person: Ms. Susan Bailey (310) 443 -6251 10998 Wilshire Blvd. Los Angeles, CA 90024 • AMGEN(TPD, INC. Contact Person: Ms. Kendyl Hall (805)447 -6883 1840 DeHavilland Thousand Oaks, CA 91320 -1789 DEMO SITE • PEPPERDINE UNIVERSITY OPTICAL IMAGING DEPARTMENT Contact Person: Cathy Thomas Grant (310) 456 -4173 x6139 24255 Pacific Coast Highway Malibu. CA 90263 -4173 BERGH ELL W F- Q U H Q i(1(5 Cry -riu Ilaive 0 0 SUIIF 620 NEWPORT BEACH CALIFORNIA 92060 714.7109000 L,., 714.719.9001 Huai( Lcrehcpto Err,_hrl.com IMAGING SYSTEM ADDENDUM B FOR THE CITY OF NEWPORT BEACH (City Hall and Police Department, Rev. 2.3) TO: CITY OF NEWPORT BEACH 3300 Newport Boulevard Newport Beach, CA 92658 -8915 ATTENTION: Ms. LaVonne Harkless, City Clerk Mr. Paul Malkemus, MIS Manager Captain Tim Riley PRODUCT DESCRIPTION City Hall Departments Document Imaging & Management Software 1 Watermark Enterprise NT Image Server 3.02 - 1 Server License 1 Watermark Enterprise NT Image Server 3.02 - 100 Server Access License 1 Watermark Enterprise Edition Client Version 3.02 for Windows - 100 User I Watermark Disk Extender Storage Management Software I Watermark Fax Router 2.12- 2 Seat License I FileNet Ensemble - User's Guide & OLE Automation I Watermark Annual Software Maintenance Includes software updates wben released - usually 1 -2 times per year I Optus FacSys Server 4.5 NT Software - I Unit 1 Optus FacSys Client 4.5 NT Software - 50 User I Optus FacSys Fax Connector for Microsoft Exchange 1 4 Channel Universal Fax & Voice PCI Board + power supply This pnoyosnl is rar Jidentinl nnApropnty o /Ber,Qhell Assa�inhs. It is for thesolr use ofCity of Nr¢ryort Benrlr in rhr evn6mEon of ffiis yroyosnV and nol fm disniLrninn or relense h 2- Jun -98 PRICE $76,829 BERGHELL lJ Q V v H Q • PRODUCT DESCRIPTION 0 PRICE Server Hardware & Software and Optical Jukebox $143,023 1 Compaq Proliant 6500 -200 MHz Pentium Pro CPU, 128 MB RAM, 16x CD ROM, 1024KB Cache, Netelligent Dual 10/100 TX PCI UTP, Integrated Wide -Ultra SCSI -3 controller, Smart Start 33 Software, 1.44 MB Drive. 1 Keyboard and mouse 1 4 Port Keyboard/ Monitor /Mouse Switch Box 1 Additional 128 MB RAM (total of 256 MB ) I Array Controller I Compaq 17" Color Monitor 5 9.1 GByte Pluggable Wide Ultra SCSI -3 drives (total 45.5 GBytes) I Rack, Side Panel Kit, Rack Coupling Kit, Keyboard Drawing Kit, Monitor Shelf Kit, Switchbox Cable and Extension Cable 1 DLT 15 Cartridge Library - single drive 2 7 -pack 15/30 GB DLT tapes cartridges 1 ProLiant 6000 Tower To Rack Kit - for existing ProLiant 6000 1 Adaptec Card for Optical Jukebox 1 Tape Backup Software System 1 Matrox Card with 8 MB 1 HP AdvanceStack I OOBaseT Hub - 24 port 1 DISC 390 GByte Optical Jukebox - 150 Disk capacity, 6 - 2.6 GBytes drives, SCSI 19 Rewritable Optical Disks - 8 pack I Microsoft BackOffice Server 4.0 and 50 Client Licenses (Includes Windows NT 4.0 Server, FrontPage 98, Windows NT Option Pack including IIS 4.0, MTS, MSMG SOL Server 6.5, Exchange Server 5.5, Site Server "Olympus ", Proxy Server 2.0, SNA Server 4.0, SMS Server 1.2, Seagate Crystal Info 5.0, Intranet Starter Site with integrated sample applications, Integrated, scenario based setup) 17iL, ropoml is mnrdeetl"I and property ofBerghell Associates. It is forthe sole use t/City of Ne ntat B.,h in the esluationfthis proposal n,td trotfor distribution or releose to Ma,, Page PRODUCT DESCRIPTION 0 PRICE High Speed Scan Station Hardware & Software $73,538 1 Compaq 350 MHz Pentium 11 Minitower CPU, 10 /100 TX PQ Intel WOL UTP Controller, 64 MB RAM, 24x CD Drive, 4.3 GB Ultra SCSI Drive, Mouse, AT( Rage Pro Turbo ABP 2x 64 -bit graphics with 4 MB SCRAM, Keyboard, 1.44 MB Diskette Drive, 512K ECC Level 2 Cache, Windows NT Workstation 4.0. I Sony 20" Color Multiscan Monitor with video adapter I Adaptec Controller Card 1 APC Back UPS Pro 650 1 Bell & Howell CopiScan Duplex sheetfeeder scanner, 80 -160 ppm 200 /300 /400dpi, SCSVIF Multiple Color Drop -Out Kit 1 Kofax SCSI Image Acceleration Board I Xionics Network Printer Accelerator Board for HP 5M printer i Additional 16 MB RAM (for above printer accelerator board ) I Adobe Acrobat 3.0.1 software for Windows 95 /NT - 10 Pack 1 Adobe Capture Software for Windows 95 /NT - 200,000 Pack I Batch Capture Software for High Speed Scan Station I Update Service for above batch capture software (provides software updates far 12 monibs from the date of purcbase) Mid Speed Scan Station Hardware & Software I Compaq 350 MHz Pentium 11 Minitower CPU, 10/100 TX PCI Intel WOL UTP Controller, 64 MB RAM, 24x CD Drive, 4.3 GB Ultra SCSI Drive, Mouse, AT[ Rage Pro Turbo ABP 2x 64 -bit graphics with 4 MB SGRAM, Keyboard, 1.44 MB Diskette Drive, 512K ECC Level 2 Cache, Windows NT Workstation 4.0. I Adaptec Controller Card 1 Sony 20" Color Multiscan Monitor with video adapter 1 Scan and CAD To CD Software with Annual Software Maintenance 1 Ricoh CD Writer - 6x/2x with software and cables 1 APC Back UPS Pro 650 1 Ricoh IS 430 scanner with image process board- 300 -400 dpi, 36 ppm, 256 Greyscale, SCSI 1 HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, I00BTX Ethernet VF) 1 Kofax SCSI Image Acceleration Board and cable I Batch Capture Software for Mid Speed Scan Station I Update Service for above batch capture software (provides software updates for 12 nronubs from the date of purcbase) $39,626 This pmpmnl a ronfitlentwl antl properfy of 9erghen Assorinle;. 11 u for fhe sole ose of City of Newport Benrh in thr nv+lxnlioe oJ1His psupusn! rrna nul fm aisbiLnlion ar seknse to olLra. Page 3 9 9 PRODUCT DESCRIPTION PRICE RetrlevaVBatcli Capture Quality Control Station Hardware & Software $5,159 I Compaq 350 MHz Pentium II Minitower CPU, 10 /100 TX PCI Intel WOL UTP Controller, 64 MB RAM, 24x CD Drive, 4.3 GB Ultra SCSI Drive, Mouse, ATI Rage Pro Turbo ABP 2x 64 -bit graphics with 4 MB SCRAM, Keyboard, 1.44 MB Diskette Drive, 512K ECC Level 2 Cache, Windows NT Workstation 4.0. I Adaptec Controller Card I Sony 19" Color Multiscan High Resolution Monitor I APC Back UPS Pro 650 Subtotal for Hardware & Software - City Hall $338,175 This proposal is rorhdentNl and property of gerghell Ass We.1. It it for the sole use of City of Newport geach iri tM embiatiorr of this proposal and trot for disfrbmion or release b Men. Page 4 0 0 QTY PRODUCT DESCRIPTION PRICE Police Department* Document Imaging & Management Software $38,419 1 Watermark Enterprise NT Image Server 3.02 - 1 Server License I Watermark Enterprise NT Image Server 3.02 - 50 Server Access License I Watermark Enterprise Edition Client Version 3.02 for Windows - 50 User I FileNet Ensemble - User's Guide & OLE Automation 1 Watermark Annual Software Maintenance Includes software updates unbent released - usually e -2 times per year Server Hardware & Software and Optical Jukebox $36,144 I Hewlett Packard LH 11 333 MHz Pentium CPU, 64 MB RAM, 12x CD ROM, 512KB Cache, Two Integrated PCI Ultra SCSI controller, 1.44 MB Drive. 1 Additional 192MB RAM (total of 256M13 ) I Keyboard and mouse 5 9.1 GByte Hot Swap Ultra SCSI -3 drives (total 45.5 GBytes) 1 Rack Mounting Parts and Accessories 1 HP Network Controller 10/100 card I HP SureStore Rackmount 15 slot DLT Library - 1 Drive, 5 HP Tapes, i cleaning cartridge 10 HP DLTtape IV data cartridge I Sony 19" Color Multiscan High Resolution Monitor I SQL Server 6.5 for Windows NT - up to 50 User Client Supplied I MS Windows NT Server 4.0 with documentation Client Supplied 1 MS Windows NT 4.0 Client - up to 50 Client License Client Supplied High Speed Scan Station Hardware & Software $57,313 HP 333 MHz Pentium 11 Minitower CPU, 10 /I0OBasc T, 64 MB RAM, 24x CD Drive, 4.5 GB Drive, Mouse, 4/6 MB Rambus Video RAM, Cirrhus Logic adapter, Keyboard, 1.44 MB Diskette Drive, 512K Secondary Cache, Windows NT Sony 20" Color Multiscan Monitor with video adapter APC Back UPS Pro 650 Bell & Howell CopiScan Duplex sheetfeeder scanner, 200 /300 /400dpi, 80 ppm, SCSI /IF Kofax SCSI Image Acceleration Board Scan To CD Software with Annual Software Maintenance HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, 100BTX Ethernet I /F) Batch Capture Software for High Speed Scan Station Update Service for above batch capture software (provides software updates for 12 monibs from the date of purchase) Subtotal for Hardware & Software - Police Department $131,876 This p.aposal a mrfdenaal and property ofaerghell Associates. It is for the sole use of City oJNearport Beaeh in the eonhahon of this proposal and notfor dhaphateon or release to others. Pages 0 QTY PRODUCT DESCRIPTION PRICE (cont'd) $7,000 Berghell Associates Installation, Programming, Training & Support for City Hall 18 Installation Days (Software and Hardware) - Estimated Mandays $25,200 This includes the on -site installation, configuration and component $1,400 testing for the server, client and scan stations bardware and software 4 On Site Training Days for up to 25 imaging system users /system administrators $5,600 This includes instructors for on -site training on the server, client and scan stations & software I Berghell Associates Annual Maintenance Contract $64,104 This provides on - siteservicefor all server, client and scan station hardware and software. Allcallsare TBD handled on the same business day and pagers & cellular phones provide easy access. 15 Berghell Associates Custom Programming & Consulting - Estimated Mandays $21,000 This provides consulting and custom Visual Basic programming services for all client and scan station $32,138 batch processing & screen design, search, reports, export and test Subtotal $115,904 Berghell Associates Installation, Programming, Training & Support for Police Department 5 Installation Days (Software and Hardware) - Estimated Mandays $7,000 This includes the on -site installation, configuration and component testing for the server, client and scan stations bardware and software 1 On Site Training Days for up to 10 imaging system usem/system administrators $1,400 This includes instructors for on -site training on the server, client and scan stations & software I Berghell Associates Annual Maintenance Contract $23,738 This provides on - siteservicefor all server, client and scan station hardware and software. Allcallsare handled on the same business day and pagers & cellular phones provide easy access. • Berghell Associates Custom Programming & Consulting - Estimated Mandays TBD This provides consulting and custom Visual Basic programming services for all client and scan station batch processing & screen design, search, reports, export and test Subtotal $32,138 SUBTOTAL PRICE Tax @ 7.75% Shipping, Handling & Insurance TOTAL PRICE Less Optical Storage Software, Mabdenanace, Tax and Shipping Already Paid For GRAND TOTAL PRICE $618,093 $36,429 $5,735 $660,256 ($13,612) $646,644 TA ympo >al @ mnfidrntinl nne prop¢rw uJPe.,¢hell nssaiaie.. it i> Jun IOa sole use oJCity oJN��upod aau8 in IAr ecnlmfian oJlbis p.opasnl anA npl fn. Ai >Libu� ion or rr�ease fo olhrrs. Page 6 0 • General Notes & Terms: • Payment terms: 20% deposit on contract signing and additional 20% on July 1. • Delivery will be made within 60 days of receiving purchase order pending availability of product. • Equipment and software maybe substituted if new versions or superior products are available prior to shipment and upon agreement by the City and Berghell. • Berghell Associates is an authorized VAR for Alchemy, Disc, Watermark, Optus and FileNet Ensemble software and all peripheral components. • Additional customer requirements may be met by Visual Basic programming at additional cost. • Any client supplied equipment maybe integrated by Berghell Associates on a Time & Materials basis. Robert L. Berghell President BERGHELLASSOCIATES, LLC TLu yropo;nt is eb,F,l .,. ui: fit tile sole use forty o /Neisporr Born v, mee ,.i„otiou fthis opsul od„or)d. efartm,ttm, s, eto se to omes. Page 500 Ni\epoar CE.xm, Diacr SurrL 620 !\'F WTOK: 8E.ACH CA((FOP,.\:[A 92660 714.719.9000 iem 714.71`1.9001 nrzeil LerehellN.'6eruhclL «,.n Dear Paul 0 June 23, 1998 Mr. Paul Malkemus Management Information Systems Manager CITY OF NEWPORT BEACH 3300 Newport Boulevard, P.O. Box 1768 Newport Beach, CA 92658 -8915 As we discussed this afternoon, there were several items (hardware and software) in the original signed contract that were replaced. These replacements were recommended to give the City significantly upgraded versions of the software and hardware at no additional cost. Please acknowledge your approval and acceptance of these substitutions by signing below. Please replace the current Addendum B with this revised version. Sincerely, IF Robert L. Berghel President BERGHELL ASS ATES Paul Malkemus Management Information Systems Manager CITY OF NEWPORT BEACH ENCLOSURE w Q •L Q B E R G H E L L 5q^ NEWPORT CENTER DRIVE • • SUITE 620 NEWPORT BEACH GuiomLA 92660 714.719.9000 fax 714.719.9001 IMAGING SYSTEM ADDENDUM B FOR THE CITY OF NEWPORT BEACH (City Hall and Police Department, Rev. 2.4) TO: CITY OF NEWPORT BEACH 3300 Newport Boulevard Newport Beach, CA 92658 -8915 ATTENTION: Ms. LaVonne Harkless, City Clerk Mr. Paul Malkemus, MIS Manager Captain Tim Riley 2- Jun -98 QTY PRODUCT DESCRIPTION PRICE City Hall Departments Document Imaging & Management Software Watermark Enterprise NT Image Server 3.02 - 1 Server License Watermark Enterprise NT Image Server 3.02 - 100 Server Access License Watermark Enterprise Edition Client Version 3.02 for Windows - t00 User Watermark Disk Extender Storage Management Software Watermark Fax Router 2.12- 2 Seat License Watermark Integrated Workflo YormerlyEnsemble ) Watermark Annual Software Maintenance Includes software updates when released - usually 1 -2 times per year Optus FacSys Server 4.5 NT Software - 1 Unit Optus FacSys Client 4.5 NT Software - 50 User Optus FacSys Fax Connector for Microsoft Exchange 4 Channel Universal Fax & Voice PC] Board + power supply l'hu proposal is confidential and property of Berghell Asswlates. It is for the sole use of City of Ne rf Beach in the ewluath n of this proposal and not for distribution or rele,Ie t $76,829 NO om F poi C � � h Q BERGHELL Cl 11 QTY PRODUCT DESCRIPTION PRICE Server Hardware & Software and Optical Jukebox I Hewlett Packard LH 3r 400 MHz Pentium If CPU, 128 MB RAM, 12x CD ROM, 512KB Cache, Dual channel Integrated PCI Ultra SCSI controller, 1.44 MB Drive, 100MHz bus, 10 /100TX PCI LAN NIC network, Integrated dula channel HP NetRAID controller. I Keyboard and mouse I Additional 128 MB RAM (total of 256MB ) 1 Sony 19" Color Multiscan High Resolution Monitor 3 18.2 GByte Hot Swap Ultra2 SCSI drives (total 54.6 GBytes) I Rack Mounting Parts and Accessories I HP Sure tore Rackmount 15 slot DLT Library - I Drive, 5 HP Tapes, I cleaning cartridge t0 HP DLTtape IV data cartridge I Adaptec Card for Optical Jukebox 1 Tape Backup Software System Dfl, I Matrox Card with 8 MB / 5 Z Gf 1 HP AdvanceStack I00BaseT Hub - 24 port /� I DISC 390 GByte Optical Jukebox - 150 Disk capacity, 6/ 22 CRytes drives, SCSI 19 Rewritable Optical Disks - 8 pack I Microsoft BackOffice Server 4.0 and 50 Client Licenses (Includes Windows NT 4.0 Server, FrontPage vB, Windows NT Option Pack including HS 4.0, MTS, MSMQ, SQL Server 6.5, Excbange Server 5.5, Site Server "Olympus ", Proxy Server 2.0, SNA Server 4.0, SMS Server 1.2, Seagate Crystal Info 5.0, Intranet Starter Site witb integrated sample applications, Integrated, scenario based setup) $143,023 Thb proposal arorj(dential and property ofBerghell Associates. It is for the sole as, of City oJNemport Bmrh in the enaluation oftho proposal and 'lot Jar distribution or etlmse to others. Paget 0 0 QTY PRODUCT DESCRIPTION PRICE High Speed Scan Station Hardware & Software $73,538 1 Hewlett Packard Kayak XA -s Mini Tower Pentium 11 400 MHz, 100 MHz bus speed, 64 MB RAM, 6.4 GB UATAHard Drive, 32X CD ROM, 512KB Second level cache, 1.44 MB floppy drive, keyboard, Mouse, Matrox Productiva G100 video card, and Windows NT 4.0 1 HP Network Controller 10/100 card I Sony 20" Color Multiscan Monitor with video adapter I Adaptec SCSI Controller Card I APC Back UPS Pro 650 I Kodak Digital Science 3500 Duplex sheetfeeder scanner, 80 ppm @200 dpi, SCSI/1F I Kofax SCSI Image Acceleration Board I Xionics Network Printer Accelerator Board for HP 5M printer I Additional 16 MB RAM ((or above printer accelerator board ) I Adobe Acrobat 3.0.1 software for Windows 95 /NT - 10 Pack I Adobe Capture Software for Windows 95 /NT - 200,000 Pack I Batch Capture Software for High Speed Scan Station I Update Service for above batch capture software (provides software updates for 12 months from the date of purchase) Mid Speed Scan Station Hardware & Software I Hewlett Packard Kayak XA -s Mini Tower Pentium 11 400 MHz, 100 MHz bus speed, 64 MB RAM, 6.4 GB UATAHard Drive, 32X CD ROM, 512KB Second level cache, 1.44 MB floppy drive, keyboard, Mouse, Matrox Productiva G100 video card, and Windows NT 4.0 or l/L f, wl iocedtdu< 4 w14 98 I HP Network Controller 10/100 card I Adaptec SCSI Controller Card I Sony 20" Color Multiscan Monitor with video adapter 1 Scan and CAD To CD Software with Annual Software Maintenance 1 Ricoh CD Writer - 6x/2x with software and cables I APC Back UPS Pro 650 I Ricoh IS 430 scanner with image process board- 300.400 dpi, 36 ppm, 256 Greyscale, SCSI I HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, I OOBTX Ethernet I/F) I Kofax SCSI Image Acceleration Engine I Batch Capture Software for High Speed Scan Station I Update Service for above batch capture software (provides software updates for 12 months from the date of purchase) $39,626 t'h uproposatisronfidentiaio ndproMiyofBoghtll Aasmuta. It is for the soft use of City ofNeWorf Btnrh in the em1mlion of thu Proposal and notfor du nibution or relonse to others, Page 0 0 QTY PRODUCT DESCRIPTION PRICE RetrievalBatch Capture Quality Control Station Hardware & Software $5,159 I Hewlett Packard Kayak XA -s Mini Tower Pentium 11 400 MHz, 100 MHz bus speed, 64 MB RAM, 6.4 GB UATAHard Drive, 32X CD ROM, 512KB Second level cache, 1.44 MB floppy drive, keyboard, Mouse, Matrox Productiva G100 video card, and Windows NT 4.0 I HP Network Controller 10 /100 card I Adaptec SCSI Controller Card I Sony 19" Color Multiscan High Resolution Monitor I APC Back UPS Pro 650 Subtotal for Hardware & Software - City Hall $338,175 This proposal is mrhdrntial and property JBerghel/ Assooiata. It is for the sate use of City of Net arl Beach in the enainatian afihis proposal and notfor distribution m release to others. Page Ll 0 QTY PRODUCT DESCRIPTION PRICE Police Department* Document Imaging & Management Software I Watermark Enterprise NT Image Server 3.02 - 1 Server License I Watermark Enterprise NT Image Server 3.02 - 50 Server Access License I Watermark Enterprise Edition Client Version 3.02 for Windows - 50 User I Watermark Integrated Workflo (formerly Ensemble ) I Watermark Annual Software Maintenance Includes software updates when released - usually f -2 times per year Server Hardware & Software and Optical Jukebox I Hewlett Packard LH 3r 400 MHz Pentium II CPU, 128 MB RAM, 12x CD ROM, 512KB Cache, Dual channel Integrated PC] Ultra SCSI controller, 1.44 MB Drive, 100MHz bus, 10 /100TX PCI LAN NIC network, Integrated dula channel HP NetRAID controller. 1 Additional 128 MB RAM (total of 256MB ) I Keyboard and mouse 3 18.2 CByte Hot Swap Ultra2 SCSI drives (total 54.6 GBytes) I Rack Mounting Parts and Accessories I HP SureStore Rackmount 15 slot DLT Library - 1 Drive, 5 HP Tapes, I cleaning cartridge 10 HP DLTtape IV data cartridge I Sony 19" Color Multiscan High Resolution Monitor I SQL Server 6.5 for Windows NT - up to 50 User I MS Windows NT Server 4.0 with documentation I MS Windows NT 4.0 Client - up to 50 Client License High Speed Scan Station Hardware & Software 1 Hewlett Packard Kayak XA -s Mini Tower Pentium 11 400 MHz, 100 MHz bus speed, 64 MB RAM, 6.4 GB UATAHard Drive, 32X CD ROM, 512KB Second level cache, 1.44 MB floppy drive, keyboard, Mouse, Matrox Productiva G100 video card, and Windows NT 4.0 I HP Network Controller 10 /100 card 1 Sony 20" Color Multiscan Monitor with video adapter 1 APC Back UPS Pro 650 1 Kodak Digital Science 3500 Duplex sheetfeeder scanner, 80 ppm @200 dpi, SCSI /IF 1 Kofax SCSI Image Acceleration Board I Scan To CD Software with Annual Software Maintenance I HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, 100BTX Ethernet I /F) I Batch Capture Software for High Speed Scan Station I Update Service for above batch capture software (provides software updates for 12 months from the date of purchase) $38,419 $36,1 14 Client Supplied Client Supplied Client Supplied $57,313 Subtotal for Hardware & Software - Police Department $131,876 Thu propwnlua hdentbinndprope rfy oJBergheB ASSorintr. It is for the safe rise of City /Newport Bmoh in the emluatm oflhis proposal and notfor dutributien or relnae to others Pages • QTY PRODUCT DESCRIPTION PRICE (cont'd) Berghell Associates Installation, Programming, Training & Support for City Hall 18 Installation Days (Software and Hardware) - Estimated Mandays This includes the on -site installation, configuration and component testing for the server, client and scan stations hardware and software 4 On Site Training Days for up to 25 imaging system users/system administrators This includes instructors for on -site training on the server, client and scan stations & software I Berghell Associates Annual Maintenance Contract This provides on - siteservicefor all server, client and scan station bardware and software. Allcallsare handled on the same business day and pagers & cellular phones provide easy access. 15 Berghell Associates Custom Programming & Consulting - Estimated Mandays This provides consulting and custom Visual Basic programming services far all client and scan station batch processing & screen design, search, reports, export and test Subtotal Berghell Associates Installation, Programming, Training & Support for Police Department 5 Installation Days (Software and Hardware) - Estimated Mandays This includes the on -site installation, configuration and component testing for the server, client and scan stations hardware and software I On Site Training Days for up to 10 imaging system users/system administrators Ibis includes instructors for on -site training on the server, client and scan stations & software I Berghell Associates Annual Maintenance Contract This provides on-site servicefor all sewer, client and scan station hardware and software. Allcallsare bandied on the same business day and pagers & cellular phones provide easy access. • Berghell Associates Custom Programming & Consulting - Estimated Mandays This provides consulting and custom Visual Basic programming services for all client and scan station batch processing & screen design, search, reports, export and test Subtotal Less Optical Storage Software, Maintenanace, SUBTOTAL PRICE Tax @ 7.75% Shipping, Handling & Insurance TOTAL PRICE Tax and Shipping Already Paid For GRAND TOTAL PRICE $25,200 $5,600 $64,104 $21,000 $115,904 $7,000 $1,400 $23,738 TBD $32,138 $618,093 $36,429 $5,735 $660,256 ($13,612) $646,644 Diu proposal u confidential and property of Berghell Associates. It u for the sole use of City oftsimport Borah in the ivaluution oflhis proposal and notfor distribution or release to ollu, Page 0 General Notes & Terms: • Payment terms: 20% deposit on contract signing and additional 20% on July 1. • Delivery will be made within 60 days of receiving purchase order pending availability of product. • Equipment and software maybe substituted if new versions or superior products are available prior to shipment and upon agreement by the City and Berghell. • Berghell Associates is an authorized VAR for Alchemy, Disc, Watermark, Optus and FileNet Ensemble software and all peripheral components. • Additional customer requirements may be met by Visual Basic programming at additional cost. • Any client supplied equipment may be integrated by Berghell Associates on a Time & Materials basis. Robert L. Berghell President BER.GHELLASSOCIATES, LLC Tleu yroynvrl is ror ntial errdyrayrrtyaJBerghetl ASrerwta. It ufor thesafe u o)Qtyo/NeugwrtBmhin theeevlwlwm o/tha yro"I and or reteue la athns. Pagel . January 12, 1998 Agenda Item it 10 - h) CITY OF NEWPORT BEACH . ADMINISTRATIVE SERVICES DEPARTM4N3' e: Resource Management • Human Resources • Fiscal Scrcices -M. I. S. • Rcvenue • 1ccottmg i ' (i I A 1 2 . x: DATE: JANUARY 12, 1998 j F TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dennis Danner, Administrative Services Director '164. RE: DOCUMENT IMAGING ATTACHMENTS: BERGHEL ASSOCIATES IMAGING SYSTEM PROPOSAL, 7 -15 -97 BERGHEL ASSOCIATES IMAGING SYSTEM PROPOSAL, 8 -29 -97 BACKGROUND "The Warner Group Management Information Strategic Plan (April 1995) identified implementation of a document imaging system as being a priority City goal. Au imaging application could greatly impact how the City retrieves and stores its records. Council approved funds of $25,000 during . Fiscal Year 1996 -97 to finance a City wide imaging study designed to better provide in actual needs assessment. The study was completed in September, 1996 by the consulting firm of Berghell Associates, also a leading document imaging systems integrator. The scope included preparing departmental needs assessment, cost analysis and justification, review of current systems, system design and assistance in the preparation of a request for proposal (RFP) document. A City Document Imaging Committee was formed to assist in the final preparation of a Request for Proposal (RFP). Committee membership included: LaVonne Harkless, City Clerk, Lt. Timothy Riley, Police Department; Patty Temple, Planning Department and Paul Malkemus, Administrative Services Department. The RFP was prepared in December, 1996 and eight imaging firms were invited to reply. This group was further tasked to review all responses to the RFP. Respondents to the RFP were invited to demonstrate imaging hardware and software solutions during the month of February, 1997. After careful review, the Imaging Committee recommended the solution offered by the firm of Berghell Associates. The solution offered by Berghell appeared at first review, to come closest to meeting both the current and future imaging needs of all City Departments. Based on the cost estimates presented by Berghell (see attached - Berghell Imaging Proposal 15- Jul -97), a FY 1997 -98 Capital Improvement Project request totaling $500,000 was submitted and approved by City Council. The $500,000 total was allocated over a four -year period as follows. Fiscal Year 1997 -1998 $140,000 Fiscal Year 1998 -1999 $125,000 Fiscal Year 1999 -2000 $125,000 . Fiscal Year 2000 -2001 $110,000 Total $500,000 Document Irraging Staff R *rt Page 2 ORIGINAL PROJECT COSTAMPLEMENTATION PLAN A The initial implementation plan was based on the September 1996 Document Imaging study for the City of Newport Beach as prepared by the consulting firm Berghell Associates. Unfortunately, the originally proposed plan was limited based on budget constraints, was not comprehensive in scope, and did not include the specific needs of the Police Department, one of the largest potential users of document imaging technology. Under the proposal, implementation would begin in the City Clerk's area. All Ordinances, resolutions, minutes, agendas, etc., would be scanned, using a very high -speed input device and indexed. City Department's would have access to the stored information via server access software. As part of this initial phase, a FAX document imaging solution would be provided to all departments. FAX images could be centrally sent, received and routed to all City Departments. Subsequent phasing included an additional mid -range scanning, or input station, which would be available for use by all City Hall Departments. CONCERNS WITH ORIGINAL PROJECT COST /IMPLEMENTATION PLAN As a result of the limitations inherent in the original project design, the Police Department expressed some legitimate concerns regarding their department's ability to address their imaging needs /requirements with the proposed solution. As a result, Administrative Services Department staff met with the consultant and Police Department staff to further discuss the issues and any subsequent action required. Police Department concerns were primarily based on security issues, capacity, and a need to have additional data/user access and faster data input capabilities. Security involving documents of a sensitive nature (most often residing in the Police Department), is an extremely important issue. Based upon our discussions, it was the consensus of the group, that the most secure solution would be to locate an additional imaging system within the Police Department facility. Both systems, although separated geographically and implemented with appropriate user access security, would be connected to the existing City Wide Area Network (WAN) and be capable of sharing information. Berghell and Associates was asked to re- examine their original proposal in light of the additional input received., and return to us with a more comprehensive solution to the Citywide document imaging requirements. The second proposal from the consultant addresses the additional requirements, including those of the Police Department; however, still has some deficiencies. The new proposal sloes not address the long -term need for an optical jukebox (for handling large volumes of images), software for Intranet access or minor changes needed in the configuration of hardware as required for implementation. A number of those items can be addressed during final review before purchasing equipment and through the normal budget process. MODIFIED PROJECT COST/IMPLEMENTATION PLAN 11 Additional costs associated with meeting the more comprehensive requirements total approximately $150,000 (see attached document from Berghell Associates). As a result, our staff recommendation is to add an additional year to the Capital Improvement Project, essentially changing the Imaging • Document Imaging Staff Relo Page 3 System Project from a four -year plan to a five -year plan. Doing so will effectively provide a more • complete document imaging solution Citywide. Funds would be obtained at three separate intervals, but would be financed over the five -year period. Proposed phasing and associated costs, prepared by M.I.S. division staff, are shown on the following page (also see attachment - Berghell Imaging Proposal 29- Aug -97). There could be some flexibility during the second and third phases based on experiences with Phase I implementation and we could experience some cost reductions due to decreases in hardware costs or technological advances and changes. It is recommended that City Departments have the option to review hardware requirements again before they are purchased, allowing them to adjust them when necessary to accommodate changes in technology. It is also recommended that departments, under the guidance of their MIS staff, have the ability to buy hardware directly from a manufacturer or distributor, without being compelled to purchase from Berghell Associates. By doing so, it will insure we obtain the most favorable pricing and service available. The specific hardware recommended by Berghell Associates is just a recommendation and is based on the entire system being installed today. Since that is not financially or operationally feasible, there will most likely be changes to the actual hardware and software recommendations as the implementation process takes shape and new technology arrives in the marketplace. RECOMMENDED ACTION . It is recommended that the City Council approve the award of a contract for document imaging to Berghell Associates in an amount of $650,002 and add an additional year to the Capital Improvement Project budget. • Doc ]mag Report 12/18/97 9:06 AM Document Iry:aging Staff Tort " Page -1 Modified Project Cost/ Implementation Plan . Berghell Phase 1 Phase 2 Phase 3 P,.P.81 FY 1991-8 FY 1 998 -99 FY 1999 -2000 FY 2000 -01 FY 2001 -02 City Hardware Imaging Software $52,609 $52,609 $27,101 Fax routing Ha(dware /Software $7,060 $7,060 $186,625 $157,939 Internet Access Sof'ware $32,700 $15,605 $32,700 $10,140 Imaging Server $38,901 $38,901 $2,000 $1,620 Juke Box $77,076 $270,167 $77,076 $169,699 Microsoft Software $23,884 $23,884 Scan Station $7,538 $7,538 High Speed Scanner & Printing System $71,358 $71,358 Scan Station $7,538 $7,538 Mid Speed Scanner $25,188 $25,188 Retrieval)Batch Capture Station $6,164 $6,164 City Hardware /Software Subtotal $350,016 $201,350 $142,502 $6,164 Police Hardware Imaging Software $47,615 $47.615 Imaging Server $28,031 $28,031 Scan Station $7,538 $7,538 High Speed Scanner & Printing System $41,490 $41,490 Police Hardware /Software Subtotal $124,674 $124,674 Hardware /Software Total $474,690 $201,350 $142,502 $130,838 City Training Support 18 (total) Installation Days $25,200 $16,632 $8,568 4 (total) Training Days $5,600 $3,696 $1,904 HD1Software Maintenance Contract $52,502 $15,524 $26,511 $52,502 $52,502' $52,502' IS (total) Programming Days $21,000 $13,860 $7.140 City Training /Support Subtotal $104,302 $49,712 $44,123 Police Training Support 5 Installation Days $7,000 $7,000 1 (total)Training Days $1,400 $1,400 HD /Software Maintenance Contract $18,701 $18,701 Police Training /Support Subtotal $27,101 $27,101 Total Hdwre/Sftwre, Train /Support $606,093 $251,062 $186,625 $157,939 Tax $36,789 $15,605 $11,044 $10,140 Shipping, Insurance $7,120 $3,500 $2,000 $1,620 Grand Total $650,002 $270,167 $199,669 $169,699 " (dote: Hardware & Software maintenance will be an ongoing cost. The figures shown for years 4 and 5 are estimates. The figures for years 1,2 & 3 are based on Berghell Associates Proposal • 1 JJI L J IMAGING SYSTEM PROPOSAL FOR THE CITY OF NEWPORT BEACH (City Hall and Police Department) TO: CITY OF NEWPORT BEACH 3300 Newport Boulevard Newport Beach, CA 92658 -8915 ATTENTION: Ms. LaVonne Harkless, City Clerk Mr. Paul Malkemus, MIS Manager Lt. Tim Riley 28- Aug -97 QTY PRODUCT DESCRIPTION PRICE City Hall Departments Document Imaging & Management Software WalermarklFileNet Software 1 Watermark Enterprise NT Image Server 2.12 - 1 Server License I Watermark Enterprise NT Image Server 2.12 - 50 Server Access License I Watermark Enterprise Edition Client Version 3.0 for Windows - 50 User I Watermark Enterprise HSM 112 - 128 Platters 1 Watermark Fax Router 2.0 - 2 Seat License 1 FileNet Ensemble - 25 Client License in CD ROM, User's Guide & OLE Automation I Watermark Annual Software Maintenance N 613CS software updates whm released - usually 1-2 times per year Optus Software I Optus FacSys Server 4.1 NT Software - I Unit I Optus FacSys Client 4.1 NT Software - 50 User I Optus FacSys Fax Connector for Microsoft Exchange 1 4 Channel Universal Fax & Voice Board + power supply Netrlgbt iManage Internet Docummt Managemva Software (DMS) 1 Image Internet DMS Server Software - I Server 1 Image Internet DMS Client Access Software - up to 50 Users I Image Internet DMS Annual Software Maintenace (provides software updates, tech support) This propauil is con fidmtint and property of &rghrll Assarialrs. 11 is fur 11¢ sole use of Gity of Nruymt Bm<h in the ewluatbn of this propocat aM not�r dislnbution m nfmsr $52,609 $32,700 BERGHELL h W F-' Q r1 Q 0 PRODUCT DESCRIPTION Server Hardware & Software and Optical Jukebox 0 Compaq Syston I Compaq Proliant 6000 - 200 \IHz Pentium Pro CPU, 128 MB RAA9, 8x CD ROM, 5 12K Cache, Netelligent 10/100 TX PCI UTP, Dual channel integrated Wide -Ultra SCSI controller, Smart Start 3.3 Software, 1.44 NIB Drive, Keyboard. 1 Additional 128 MB RAM (total of 256 MB ) 6 9.1 GByte Pluggable Fast -Wide Ultra SCSI -2 drives (total 55 GBytes) 1 15/30 GB DLT Tape Drive 2 7 -pack 15/30 GB DLT tapes cartridges I Adaptec Card for Optical Jukebox Optical a Alise. Hardware 1 Tape Backup Software System I Sony 17" Co or Multisean High Resolution Monitor i DISC 338 GByte Optical Jukebox 130 Disk capacity, 8 - 2.6 GBytes drives, SCSI 16 Rewritable Optical Disks - 8 pack i APC Smart LIPS 1400 Alicrosofl Software I SQL Server 6.5 for Windows NT - up to 50 User I NIS Windows NT Server 4.0 with documentation I MS Windows NT 4.0 Client - up to 50 Client License I Microsoft Bar_kOffice Server 2.5, 30 Client License with documentation High Speed Scan Station Hardware & Software Compaq & Misc. Peripberal Systen+ I Compaq 266 A1Hz Pentium 11 CPU, 100Base -TX Ethernet, 32 MB RAM, 8x CD Drive, 4.2 GB Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 MB Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0. I Additional 32 MB RAM (total of 64AIB ) 1 Sony 20" Color Multiscan Monitor with video adapter I APC Back UPS Pro 650 Scanning & Printing System I Bell & Howell CopiScan Duplex sheetfeeder scanner, 400dpi, 200 ppm, SCSIAF Multiple Color Drop -Out Kit I Kofax SCSI card with 18 MB R.M4 1 Xionics Network Printer Accelerator Board for HP 5Si printer I Additional 16 MB RAM Qorabove printer accelerator board ) I Hewlett Packard LaserJet 5Si Mopier (24ppm, 600dpi, 12MB) Batch Capture Software for High Speed Scan Station 1 Kofax Ascen. Capture Scan Version 1.1- I Pack I Update Service, Kofax Ascent Capture Scan - I Pack (provides software updates for 12 montbs from the date of purebase) PRICE $77,076.40 $23,884 $7,538 $71,358 Tliis pro, wsnl is ronfidrniinl and;,raperty cJBngMll ASSSeinlrs. It isfvrl0r sots usr of City of Nr,,m Bach in th, rvaluutivn Buds y vWm,d notfvr diAnbalivn yr rdmsr to ath s. Paget 0 9 0 0 PRODUCT DESCRIPTION Mid Speed Scan Station Hardware & Software 9 PRICE Compaq s Misc. Peripberal System $7,538 I Compaq 266 MHz Pentium II CPU, IOOBase -TX Ethernet, 32 MByte RAM, 8x CD Drive, 4.2 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 ,MB Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0 1 Additional 32 NIB RAM (total of 64MB ) I Sony 20" Color Multiscan Monitor with video adapter I APC Back LIPS Pro 650 Ccarmi ij Systnn $25,188 1 Bell & Howell Mid Speed Scanner and cable 1 HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, I OOBTX Ethernet I /F) 1 Kofax SCSI card with 18 MB RAM Batch Capture Software for High Speed Scan Station 1 Kofax Ascent Capture Scan Version 1.1- 1 Pack 1 Update Service, Kofax Ascent Capture Scan - 1 Pack (provides software updates for tz montbs from the date of purchase) 0 0 Retrieval/Batch Capture Station Hardware & Software $6,164 1 Compaq 266 MHz Pentium II CPU, IOOBase -TX Ethernet, 32 MByte RAM, 8x CD Drive, 4.2 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 MB Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0 1 Additional 32 ;MByte RAM (total of 64 MBytes) I Sony 17" Color Multiscan High Resolution Monitor I APC Back UPS Pro 650 This proposnl is mn,SJrntinl and y;.,ynry oJBngheil Astoeiatrs. It is Pr the sole use oJCity of Newport Bme6 in the ewluotion 4this propusei and not fordistrsbutim or relmse to othm. Page 3 0 0 PRODUCT DESCRIPTION Police Department* Document Imaging & Management Software Walennark/FileNel Software Watermark E iterprise NT Image Server 2.12 - 1 Server License 1 Vlatermark Enterprise NT Image Server 2.12 - 50 Server Access License t Watermark Enterprise Edition Client Version 3.0 for Windows - 50 User Watermark Enterprise HSM 2.12 - 64 Platters FileNet Ensenble - 25 Client License in CD ROM, User's Guide & OLE Automation Watermark Annual Software Maintenance b< eludes sofhruri updates wbni released - usually 1-2 IinleS per year Server Hardware & Software and Optical Jukebox Con1paq Systnn I Compaq Proliant 6000 - 200 NIHz Pentium Pro CPU, I28 NIB RAM, 8x CD ROM, 512KB Cache, Netelligent 10,100 TX PCI UTP, Dual channel integrated Wide -Ultra SCSI controller, Smart Start 3.3 Software, 1.44 NIB Drive, Keyboard. 4 9.1 GByte PIL.ggable Fast -Wide Ultra SCSI-2 drives (total 36 GBytes) 1 Adaptec Car6 for Optical Jukebox I Sony 17" Color Multiscan High Resolution Monitor 1 APC Smart UPS 1400 Microsoft Software I SQL Server 6.5 for Windows NT - up to 50 User I MS Window- NT Server 4.0 with documentation I MS Window, NT 4.0 Client - up to 50 Client License 1 ,Microsoft BackOffice Server 2.5, 30 Client License with documentation High Speed Scan Station HardHarc & Software Compaq & Misc. Peripheral System I Compaq 266 MHz Pentium Il CPU, I00Base -TX Ethernet, 32 MByte RAM, 8x CD I Additional 32 MB RAM (total of 64MB ) I Sony 20" Color Multiscan Monitor with video adapter 1 APC Back UPS Pro 650 Scanning s, Printing System 1 Bell & Howell CopiScan Duplex sheetfeeder scanner, 300dpi, 80 ppm, SCSHF I Kofax SCSI card with 18 MB RAM Batch Capture Software for High Speed Scan Station 1 Kofax Ascent Capture Scan Version I.I- 1 Pack I Update Service, Kofax Ascent Capture Scan - 1 Pack (provides software updata far t2 monibs from the date of purchase) PRICE $47,615 $28,031 Client Supplied $7,538 $41,490 rm.p.oro�,fi :lChu,�li "ia "et. ors. ryys. Bti< un::«;" ln.ni.p.ln�.�i��.�o�Cilyo�Nwport Bn+[hin lhtrtaluvlion aJfhu y�opusal and rof/o. ai :l z.,li",.m.�tmYman�. Page C1 0 • 0 0 0 0 PRODUCT DESCRIPTION PRICE Berghell Associates Installation, Programming, Training & Support for City Hall 18 Installation Days (Software and Hardware) - Estimated Mandays $25,200 This includes the on -site installation, configuration and component testing for The server, client and scan slatlons hardware and software 4 On Site Training Days for up to 25 imaging system users/system administrators $5,600 This includes instruclors for on -site Trtii,ing on the server, client and scan stations a software 1 Berghell Associates Annual Maintenance Contract $52,502 This provides on - siteservicefor all server, client and scan station bardtcare and software. Alleallsarr handled on the same business day and pagers s cellular phones provide easy access. 15 Berghell Associates Custom Programming & Consulting - Estimated Mandays $21,000 This provides co,sulling and cuslom Visual Basic progr;neming services for all elirort and semi station batch processing & screen design, search, reports, export and test . Subtotal $104,302 Berghell Associates Installation, Programming, Training & Support for Police Department 5 Installation Days (Software and Hardware) - Eslim,aledMandays $7,000 Ibis includes the on -site installation, configuration and component testing for the server, client and scan stations hardware and software 1 On Site Training Days for up to 10 imaging system users/system administrators $ 1,400 This includes ins truclors for on -site training on the server, client and scan stations & software I Berghell Associates Annual Maintenance Contract $18,701 This provides on- sitrsrrvicrfor all server, client and scan station bardiare and software. Alleallsarr handled on The same business day and pagers & cellular phones provide easy access. • Berghell Associates Custom Programming & Consulting - Estimated A9andays TBD This provides consulting and custom Visual Basic programming services for all client and scan station bald) processing e screen design. search, reports, export and test Subtotal $27,101 SUBTOTAL PRICE $606,093 Tax @ 7.75% $36,788 Shipping, Handling & Insurance $7,120 GRAND TOTAL PRICE $650,002 This ere;vsal is ron,Sdmlial and property of B<rghell ASSmatrs. nis Joe the sole use eJCity cf Newport Bm[h in lhr rmlumion oJlFu yroposaJ and mrJoe CUtn'trutgnmrrlmurooUers. Pages 0 0 Police Department Notes: Estimated Cost of System In Two Years (based on 20% (llscount /yr. for $1 14,946 Hardware /Software) • The above quote is based on today's dollars. It is assumed that the Police Dept will purchase this system in Fiscal Year 2000 beginning July I st, 1 999. Based upon • A 20°x6 per year discount would yield an estimated future cost of approximately $1 14,946 for the same or equivalent system as shown above. General Notes & Terms: • Payment term;: 40% down payment and Net 10 after shipment of product. • Delivery will be made within 3 weeks of receiving purchase order pending availability of product. • Berghell Associates is an authorized VAR for Disc, Watermark, Greenbar, Sates and FilcNet Ensen-ble software and all peripheral components. • Additional customer requirements may be met by Visual Basic programming at additional cost. • Any client supplied equipment may be integrated by Berghell Associates on a Time s ,Materials basis. • This proposal is confidential and is d-e property of Berghell Associates. It is for dre sa{e M cf The City of Nclrpo t Beach in the evaluation of this proposal. It is rot for distribution or release to others. Zw 7,� Robert L. Berghell President BERGHELLASSOC TES, LLC This proposal is ronfi,lmnal and proprrty o /Berghell Associates. Page i 0 0 IMAGING SYSTEM PROPOSAL FOR THE CITY OF NEWPORT BEACH, Rev. 3 TO: CITY OF NEWPORT BEACH 3300 Newport Boulevard Newport Beach, CA 92658 -89U ATTENTION: Ms. LaVonne Harkless, City Clerk Mr. Paul Malkemus, MIS Manager PRODUCT DESCRIPTION Document Imaging & Management Software I Watermark Enterprise NT Image Server 2.12 1 Server License I Watermark Enterprise NT Image Server 2.12 - 50 Server Access License I Watermark Enterprise Edition Client Version 3.0 for Windows - 50 User I Watermark Enterprise HSM 2.12 - 128 Platters I Watermark Fax Router 2.0 - 2 Seat License I FileNet Ensemble - 25 Client License in CD ROM, User's Guide & OLE Automation 1 Watermark Annual Software Maintenance Includes software updates urben released - usually 1 -2 times per year I Optus FacSys Server 4.1 NT Software - I Unit I Optus FacSys Client 4.1 NT Software - 50 User I Optus FacSys Fax Connector for Microsoft Exchange 1 4 Channel Universal Fax & Voice Board + power supply Netright ilNanage Internet Document Management Software (DMS) I Image Internet DMS Server Softnoare - I Server I Image Internet DMS Client Access Software - up to 50 Users I Image Internet DMS Annual Software Maintenace (provides sofhrare updates, feel) support) Server Hardware & Software and Optical Jukebox I Compaq Proliant 6000 - 200 NIHz Pentium Pro CPU, 128 MB RAM, 8 speed CD ROM, 512KB Cache, Netelligent 10 /100 TX PCI UTP, Dual channel integrated Wide -Ultra SCSI controller, Smart Start 3.3 Software, 1.44 MB Diskette Drive, Keyboard, 1 Additional 128 NIB RAM (total of 256 Mf3 ) 6 9.1 GByte Pluggable Fast -Wide Ultra SCSI-2 drives (total 55 GBytes) 1 Adaptec Card for Optical Jukebox 1 15/30 GB DLT Tape Drive 2 7 -pack 15/30 GB DLT tapes cartridges I Tape Backup Software System 1 Sony 17" Color Multiscan High Resolution Monitor This proposnl Is canfArntial nnJ pruprrty o /Brrglvll Assainlrs. nis/or11¢skusro(CiN oJNnviomBmchin ehr rmlvolion oJihis pmrmul and nXpr d$IrNhon or relmsr to 1 5- Jul -97 't 5 $92,369 $139,861 B E R G H E L L w H V O v, 6 9 0 QTY PRODUCT DESCRIPTION PRICE (cont'd) I DISC 335 GByte Optical lukebox - 130 Disk capacity, S - 2.6 GBytes drives, SCSI 16 Rcwritable Optical Disks - 8 pack 1 APC Smart UPS 1400 1 SQL Server 6 5 for Windows NT - up to 50 User I ,A4S Windows NT Server 4.0 with documentation I ;iMS Windows NT 4.0 Client - up to 50 Client License I Microsoft BackOffice Server 2 5, 30 Client License with documentation High Speed Scan Station Hardware & Software $78,896 I Compaq 266 ,AiHz Pentium Il CPU, 10013ase -TX Ethernet, 32 MByte RAM, 8x CD Drivc, 4 2 GBvtc Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1 44 ,\1B Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0 & I OOBasc TX Ethernet Additional 32 MB RAM (total of 64MB ) Sony 20" Color Multiscan Monitor with video adapter APC Back UPS Pro 650 Bell & Howell CopiScan Duplex shcetfeeder scanner, 400dpi, 200 ppm, SCSVIF Multiple Colcr Drop -Out Kit Kofax SCSI card with 18 MB RAM Xionics Network Printer Accelerator Board for HP 5Si printer Additional 16.A4BRAM ( foraborr printer acccleratorboard ) Hewlett Packard LaserJet 5Si Monier (24ppm, 600dpi, 12MB) Batch Capture Software for High Speed Scan Station I Kofax .Ascent Capture Scan Version 1.1. 1 Pack 1 Update Service, Kofax Ascent Capture Scan - I Pack (provides softirme updates for 12 montbs from the date of purchase) Mid Speed Son Station Hardware & Software I Compaq 266 ,NIHz Pentium If CPU, 100Base -TX Ethernet, 32 MByte RAM, 8x CD Drive, 4.2 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1.44 MB Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0 1 Additional 32 MB RAM (total of 64AIB ) I Sony 20" Color Multiscan Monitor with video adapter I APC Back UPS Pro 650 1 Bell & Howell Mid Speed Scanner and cable 1 HP Network ScanJet 5 Scanner (15ppm, 50 page ADF, I OOBTX Ethernet VF) 1 Kofax SCSI card with 18 MB RAM Batch Capture Software for High Speed Son Station I Kofax Ascent Capture Scan Version 1.1- 1 Pack 1 Update Service, Kofax Ascent Capture Scan - 1 Pack (provides software updates for 12 montbs from the date of purchase) $32,726 rhie pr,r al is a"afe<"rar " "npvprrty ofBrrgV 1A,,«,rc :.11rf,than( =".,r/Ciry ufN.7,or Barthmth,.Il.tion m others. Paget 0 is r� LJ • 0 0 PRODUCT DESCRIPTION PRICE Retrievab'Batch Capture Station Hardware & Software $6,164 I Compaq 266 MHz Pentium It CPU, 10013ase -TX Ethernet, 32 MBytc RAM, 8x CD Drive, 4.2 GByte Drive, Business Audio, Mouse, Network Setup Utility, Keyboard, 1,44 NII3 Diskette Drive, 512K Secondary Cache, Windows NT Workstation 4.0 I Additional 32 MByte RAM (total of 64 MBytcs) t Sony 17" Color ;Multiscan High Resolution Monitor I APC Back LIPS Pro 650 Berghell Associates Installation, Programming, Training & Support 18 Installation Days (Software and Hardware) - EstimaledMmsdays $25,200 Tbis includes the on -site installaliori, configuration avd eornponent teslirig for the server, client and scan stations baniware and software 4 On Site Training Days for up to 25 imaging system users/sys. administrators $5,600 This includes instructors for on -site training on The server, client and sears stations & software I Berghell Associates Annual Maintenance Contract $52,502 This provides on- site servieeforall server, client and scan station hardware and software. A9callsare handled on the same business day and pagers & cellular phones provide easy access. 15 Berghell Associates Custom Programming & Consulting - Estimated Mandays $21,000 This provides consulting and custom Visual Basic programming services for all client and scan station batch processing & screen design, search, reports, export and test Subtotal $104,302 SUBTOTAL PRICE $454,319 Tax @ 7.75% $27,126 Shipping, Handling & Insurance $5,250 GRAND TOTAL PRICE $486,695 Option t: OpticaI jukebox $37,945 1 Disc 130 GByte Optical Jukebox - 50 Disk capacity, 4 - 2.6 GBytes drives, SCSI cable 7 Rewritable Optical Disks - 8 pack Option 2: Operating System Uprades $7, t 88 1 Microsoft Software Maintenance upgrades for 24 months rhlsp,opmlis emfidrIMPnd propnry of &glvll AS xwtm Itisfor uv sole use of City OfNtrupon 6meh in the emluntion ofthis proymd.l dvetfor di<Mhutlonor sdmse to olhm. Page E Notes & Terms: • Payment terms. 40% down payment and Net 10 after shipment of product. • Delivery will be made within 3 weeks of receiving purchase order pending availability of product. • Berghell Associates is an authorized VAR for Disc, Watermark, Greenbar, Saros and FileNet Enscrnble software and all peripheral components. • Additional customer requirements may be met by Visual Basic programming at additional cos:. • Any client supplied equipment may be integrated by Berghell Associates on a Time & Materials basis. • This proposal is confidential and is the property of Berghell Associates. It is for the sale use of TtL City of Newport Beach in the esaluadon of this proposal. It is not for distribution or release to others. Robert L. Berghell • President BERGHELLASS IATES 0 Qus"e'm Ins <on(:mnu,I a,w propr.N UJaergLea As infn.n6 /or the sale ase of City cfNeo,nd ameA in av eaomation ofamE propomr and amf,mtsrdwrioa o, rdmse fo Nher, Page 0 0 Imaging c i t y o f n e w p o r t b e a c h document imaging project request for proposal • • Table of Contents Introduction........................................................................................ ............................... 1 Right to reject proposals ....................................................... ............................... 2 Demonstrations........................................................................ ............................... 2 Evaluation................................................................................... ............................... 2 Exceptionsto the RFP ............................................................ ............................... 3 Phasing........................................................................................ ............................... 3 Multi Vendor Solutions .......................................................... ............................... 3 Document Imaging System Requirements ......................... ............................... 4 Local Support Capability ....................................................... ............................... 5 General Imaging Requirements ........................................... ............................... 5 Document Imaging Server Requirements ........................ ............................... 5 Document Imaging System HSM ........................................ ............................... 5 AutoChanger ............................................................................. ............................... 5 OpticalDisk ............................................................................... ............................... 5 Document Imaging Client Scanning Station Software Requirements.... 5 Client Scanning Station Hardware ...................................... ............................... 6 Scanners...................................................................................... ............................... 6 BatchScanning ......................................................................... ............................... 6 FaxServer ................................................................................... ............................... 6 File /Disaster Recovery Hardware /Software & UPS ....... ............................... 7 ServerUPS .................................................................................. ............................... 7 ClientUPS ................................................................................... ............................... 7 Output.......................................................................................... ............................... 8 SCSIControllers ........................................................................ ............................... 8 Integration.................................................................................. ............................... 8 Installation................................................................................. ............................... 8 Training....................................................................................... ............................... 8 Custom Programming ............................................................. ............................... 8 Support........................................................................................ ............................... 8 Submission of Proposal ................................................................. ..............................8 Exhibits................................................................................................ .............................10 • • Introduction The City of Newport Beach, California, invites your company to submit a written proposal to provide a comprehensive fully functional document image storage and retrieval system. The proposal should clearly demonstrate that the information technology equipment, software and support that you are proposing can best satisfy the City's information system requirements. This written Request for Proposal (RFP) states the scope of the City's system requirements and specifies the general rules for preparing the proposal. The City of Newport Beach receives, processes, and creates over one million sheets of paper each year. The City of Newport Beach currently has over fifteen million pages on file and in storage as a record of past operations (see attached exhibit 1 - Volumetrics). For many of these documents, there is no duplicate copy to provide for continuing City operations in the event of a disaster. The City has determined that a single software solution be used by all City departments. The City of Newport Beach is a full service City consisting of 10 departments including: Administrative Services, Building, City Attorney, City Clerk, Community Services, Fire & Marine, General Services, Planning, Police and Public Works. Converting paper documents to a digital image form is only part of a document imaging system. The system must be integrated with all the operations of each department within the City of Newport Beach. By implementing the same document imaging system throughout the City, cross department sharing of documents can be facilitated. Electronic images of all stored documents can be made available throughout the City, at all locations, through the existing City network via existing desktop computers currently in place. The City has a very sophisticated WAN with full T -1 connectivity to all remote locations and LAN's with all connected sites (see attached exhibit 2 - Wide Area Network). There are approximately =450 desktop computers City wide. About 150 of the desktops are Macintosh computers, the remainder are IBN4 compatibles. Any proposed document imaging system component must be capable of being integrated into the existing City network. Document access can be controlled by the security subsystem of the document imaging system. Implementation of the city wide imaging system may be accomplished through a planned, multi- phased approach. Data input (via client /scanning stations) of specific records and documents could be initially limited to two or possibly three City, departments. The City Clerk's Office and the Planning and Building Department's are candidates for early implementation. Also, as part of the initial phasing, a fax document imaging hardware /software solution could be implemented that would be capable of servicing all departments. The continued viability of the document imaging software manufacturer is an important consideration to the City of Newport Beach. Future updates of software to take advantage of future advances in hardware have a great bearing on the long term value of the purchased 1 0 • software licenses. The system integrator must act as prime contractor and take full responsibility for all system components: hardware, software, programming, training, and integration, during the system design, installation, and maintenance. Right to reject proposals The City reserves the right to reject any and all proposals or any part of any proposals, to waive minor defects or technicalities, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as the City may deem necessary in its interest. Demonstrations The City may require demonstrations of similar systems and /or specific applications that are installed and operational. All costs of demonstrations conducted in Newport Beach are the vendor's responsibility. Additionally, the City may require site visits to existing installations of comparable systems. Costs for site visits are the City's responsibility. Evaluation Evaluation of the proposals is expected to be completed within 15 days after their receipt. An evaluation team composed of a representative from all participating City Departments will evaluate proposals on a variety of quantitative and qualitative criteria. The lowest price proposal will not necessarily be selected. Selected vendors may be invited to make oral presentations to City personnel. The vendor representative(s) attending the oral presentation shall be technically qualified to respond to questions related to the proposed system and its components. The criteria upon which the evaluation of the proposals will be based includes, but is not limited to, the following: Adherence of the proposal to the format specified herein; all required information must be provided as indicated herein. Completeness of the proposal. Qualitv and number of references. Level of service and responsiveness that the vendor commits to providing to the City. Financial stability and resources of the vendor. Experience and technical expertise of vendor staff. Design, capability, and functionality of system and application software as determined by the evaluation team. Current availability and ability to demonstrate installations of the software applications 2 0 0 required by the City. Level of integration between applications and demonstrated interfaces with external systems/ devices. Capability, design, reliability, warranty and expandability of proposed additional hardware. Economic feasibility and justification of all costs. Feasibility, timeliness and quality of software implementation schedule. Level of assistance to be provided to the City by the vendor during the implementation process as part of the contract. The amount and extent of user training. Quality and extent of the documentation to be provided. Exceptions to the RFP The City is receptive to any additional suggestions pertaining to: Phasing and scheduling of the applications, equipment installation and software implementation. System capabilities and reports in addition to those contained in the RFP that the proposed believes would be useful to the City. Any exceptions to RFP terms and conditions must be included in writing in the proposal. Phasing Depending on the scope of services to be provided, vendors may elect to propose separate implementation phases. The proposal must be structured to allow the City to acquire and install hardware and software for each phase individually and independently of one another. Multi- Vendor Solutions The City prefers a single - vendor solution with a prime contractor legally and financially responsible for all hardware, software and implementation services. However, the City recognizes that in the interest of acquiring the most cost - effective system best meeting the needs of the City, either a single vendor or a mulit- vendor solution may be acceptable. The City will only accept multi - vendor solutions with the strict understanding that there must be a single vendor identified who will assume project management responsibility for the implementation and that one consolidated response with all cost items included in the cost summary pages be submitted. The prime contractor shall be required to assume responsibility for all services offered in the proposal whether performed by the contractor's own employees or through the use of subcontractors. Further, the prime contractor shall be the sole point of contact for the City with regard to contractual matters. There shall be no 3 changes in subcontractors without approval from the City. Where necessary, RFP response pages should be duplicated for each vendor. However, there must be one combined response with all total costs clearly identified. Other General Conditions Current Manufacturer - Equipment furnished under this specification shall be standard products of manufacturers regularly engaged in the production of such equipment and shall be the manufacturer's latest design. All material and equipment offered shall be new and unused. Prior Use - The City reserves the tight to use equipment and material furnished under this proposal prior to final acceptance. Such use shall not constitute acceptance of the work or any part thereof by the City. Current Version - "Packaged" application and system software shall be the most current publisher's or vendor's version, as of date of contract. Document 1.0 General Qualification Requirements 1.0.01 Experience in providing integrated records management and archival systems to organizations of a similar size to the City of Newport Beach. 10.02 Developed at least three similar projects with different organizations (preferably government or non -profit institution) of similar size to the City of Newport Beach . 1.0.03 Have a professional staff that offers both hardware and software support and maintenance. 1.0.04 Manufacturer authorized resellex and service provider for proposed hardware and software. 2.0 Software Installation Experience 2.0.01 Server OS (operating systems). 2.0.02 Document Imaging Systems (at least 50 users). 2.0.03 Document Imaging System HSSI (Hierarchical Storage 'Management). 2.0.04 SQL relational database engines. 2.0.05 Batch capture software. 2.0.06 Fax Server. 2.0.07 Disaster recovery. 2.0.08 Remote Access including access via Internet. 3.0 Hard 3.0.01 3.0.02 3.0.03 3.0.04 3.0.05 ware Installation Experience Servers and Workstations. Scanners. Fax Routing. Output devices. Data recovery & UPS. 4 4.0 Local Support Capability Requirements 4.0.01 Provide minimum 4 hour support response. 4.0.02 Provide telephone and /or modem support during normal City of Newport Beach operating hours. 4.0.03 Provide on -site service as required. 5.0 General Imaging System Requirements 5.0.01 Support Enterprise -wide scaleabiliry and support expansion in all areas. 5.0.02 Support a complete range of file types including: images, sound and video file types. 5.0.03 Support client /server architecture. 5.0.04 Support Data Security at all varying user levels. 5.0.05 Support lOBaseT and 10013aseT Ethernet networking topology. 5.0.06 Support TCP /IP,IPX /SPX. 5.0.07 Support CCITT Group IN' compression. 5.0.08 Support routing of incoming faxes. 5.0.09 Support batch scanning. 5.0.10 Support Graphical User Interface (GUI) "user friendly" Client front -end. 5.0.11 Support disaster /data recovery & UPS. 6.0 Document Imaging Server Requirements 6.0.01 Open architecture, expandable, fault tolerant, multi- tasking, multi -user system capable of supporting high capacity storage devices, back -up devices, and required peripherals. 6.0.02 Enterprise -wide scaleability and support growth in all areas by a factor of 100. This growth must not require reentry or manual reformatting of data. 6.0.03 Solution must implement a client /server architecture & SQL relational database. 7.0 Document Imaging System Hierarchical Storage Management (HSM) 7.0.01 Support for magnetic, optical disk and jukebox storage is required. Support optical storage on CD and multi function 5 1/4 inch optical media. Hierarchical Storage Management (HSM) support must be provided to enable migration from magnetic to optical storage. 7.0.02 Support one or more magnetic disks for its cache to facilitate user specified number of images accessible at magnetic disk speed. 7,0.03 Support intelligent scheduler that optimizes migration of documents to and from optical disks, giving priority to documents requested by the clients. 7.1 Autochanger 8.1.01 Support for 64 disk capacity, 2.6 GByte disk drives. 8.10.2 Disk exchange time of 10 second, 2 disk transport, online drive replacement 8.1.03 SCSI -2 interface. 7.2 Optical Drive 8.2.01 Average seek time of 25 ms, short seek 4 ms, average latency of 10 ms, average access time 35 ms, rotational speed of 3000 rpm. 8.2.02 Data transfer rate: Read 3.4 MBytes/s Write, 1.7 Mbytes /s. Read /Write error rate of less than 1 in 10 to the power 14 bytes. 8.2.03 Disk load time 5.5 seconds, Unload 3.0 seconds. 8.2.04 Compatible with disks that meet the ISO /IEC 13549 /ECMA 184 standards. 8.2.05 SCSI -2 interface. 8.0 Document Imaging Client /Scanning Station Software Requirements 8.0.01 Support Graphic User Interface (GUI) for point and click mouse operation. Consistent interface required across all server and client platform. 8.0.02 Support viewing of all document properties. 8.0.03 Support page thumbnails images. 8.0.04 Support copy, sort, move, combine, and edit pages. 5 8.0.05 Support matching the page width to the width of the window. 8.0.06 Support matching the page length to the length of the window. 8.0.07 Support panning and zooming. 8.0.08 Support page rotation in 90 degree increments. 8.0.09 Support full text search. 8.0.10 Support search on basic properties, common to all documents. 8.0.11 Support search on user- defined properties. 8.0.12 Support search on keywords. 8.0.13 Support page annotation. 8.0.14 Support annotation of images with free form redlining & redaction 8.0.15 Support annotation of images with an electronic highlighter. 8.0.16 Support annotation of images with pointers. 8.0.17 Support copying and pasting of image and text files to Windows clipboard. 8.0.18 Support file room metaphor with icons for familiar file room objects such as folders. 8.0.19 Support customizable toolbar. 8.0.20 Support printing of a page or a whole document (letter & legal). 9.0 Client /Scanning Station Hardware 9.0.01 Client scanning workstation must support Pentium based PC's. Support Microsoft Windows. for Workgroups 3.1.1, Windows 95, NT. 9.0.02 Support high resolution multi -scan monitors & PCI bus interface. 10.0 Scanners 10.0.01 Support for multiple scanner types must be provided. 10.0.02 Support scanner density of 300 dpi (for OCR purposes) and two sided scanning. Minimum require- ment: 39 ppm (pages per minute) simplex 200 dpi letter size, 29 ppm at 300 dpi. Automatic docu- ment feeder with a 100 sheet capacity. Maximum paper size of 11.7 x 17 inches, 3 x 2.5 inches minimum. Duplex IIigh Speed Requirement. 55/100 ppm (pages pet minute) simplex /duplex 200 dpi letter size 45 ppm simplex /duplex at 300 dpi. Automatic document feeder with a 500 sheet capacity. Maximum paper size of 11.7 x 17 inches, 3 x 2.5 inches minimum. 10.0.03 Support automatic discrimination between text and photographs. 10.0.04 Support dynamic thresholding. 10.0.05 Support sub - window for automatic predefined cropping. 10.0.06 Support automatic smoothing of line art, ball point pen mode, red lamp. 10.0.07 Support noise removal. 10.0.08 Support 64 step and error diffusion halftone /dither. 10.0.09 Support SCSI - 2 interface. 11.0 Batch Scanning 11.0.01 Support single or double sided scanning. 11.0.02 Support separate pages at pre- defined intervals. 11.0.03 Provide a means of setting document properties for an entire batch, or for selected pages. 11.0.04 Support standard image file formats for scanning such as compressed TIFF formats. 11.0.05 Support thumbnail views. 11.0.06 Support automatic quality- control characteristics. 11.0.07 Support for automatic page orientation recognition 11.0.08 Support OCR (Optical Character Recognition) /ICR (Intelligent Character Recognition). 11.0.09 Support file import. 11.0.10 Support file export. 12.0 Fax Server 12.0.1 Provide for automatic and manual routing incoming faxes. 12.0.2 Support identification of faxes by Direct Inward Dialing (DID) and Call Subscriber Identification (CSID). 6 • • 12.0.03 :Maintain a database of manual and automatic fax routing instructions and lists. 12.0.04 Maintain profiles of individual users and user groups. 12.0.05 Provide manual and automatic printing capabilities. 12.0.06 Support optimization of workflow applications. 12.0.07 Support integration of faxes with internal messaging and e-mail, 110.08 Support Microsoft Mail formats. 12.0.09 Support 14.4 kbps transmission and reception with automatic step -down. 12.0.10 Support for 24 and 32 kbps ADPCM and other popular file compression formats, error correction mode and line status reporting. 12.0.11 Support file conversion (ASCII, TIFF, PCX /DCX, G3 Fax) and combinations. 12.0.12 Support High performance talk -off and cut - through. 12.0.13 Static & dynamic adaptive echo canceling to adapt to changing time conditions. 12.0.14 Support for DT-MS, and pulse dialing. 12.0.15 Support 4 channels, fax and voice on each channel, 1 \113yte of RAM per channel, 25 MHz Digital Signal Processor (DSP) per channel, 32 bit control microprocessor per channel. 12.0.16 Support Tl and ISDN lines. 13.0 File /Disaster Recovery Hardware /Software & Uninterruptible Power Supply (UPS) 13.0.01 Provide ability to backup server & clients on system. 13.0.02 Support scripting for automated backup. 13.0.03 Support simultaneous multiple backup and restore jobs. 13.0.04 Support tree view, tape view, tape session, and search by file available for restore searches. 13.0.05 Support for tape rotation. 13.0.06 Support for multiple tape drives. 13.0.07 Support 4mm DAT (digital audio tape) format. 13.1 Server UPS 13.1.01 400 Volt -Amps (950 Watts). 13.1.02 Full load discharge 6 minutes, half load discharge 14 minutes 13.1.03 Line interactive UPS. 13.1.04 User replaceable hot swappable batteries. 13.1.05 Automatic voltage regulation for brownouts and overvoltages. 13.1.06 Fast battery recharge in 1 to 2 hours to 90 percent after discharge to 50 percent of capacity. 13.1.07 Unattended shutdown software. 13.1.08 LED (Light Emitting Diode) indicator for on battery, on line, overload, replace batter}" and site wiring fault. 13.1.09 Pure sine wave output on battery. 13.1.10 Advanced server notification software including: Administrator paging, input and output line monitoring, event logging. 13.1.11 Provide for the addition of cards that provide simultaneously. Simple Network Manage- ment Protocol (SNAP), Environmental monitoring of temperature and humidity, out of band (LAN, WAN) monitoring via modem, multiple server shutdown, monitoring up to 4 external alarms such as fire and intrusion. 13.2 Client UPS 13.2.01 650 Volt -Amps (410 Watts). 13.2.02 Full load discharge 6 minutes, half load discharge 14 minutes. 13.2.03 Line interactive UPS. 13.2.04 User replaceable hot swappable batteries. 13.2.05 Automatic voltage regulation for brownouts and overvoltages. 13.2.06 Support 1013aseT (RJ45) or modem line (RJ11) surge protection. 13.2.07 Unattended shutdown software. 13.2.08 LED (Light Emitting Diode) indicator for on battery, on line, overload, replace battery, and site wiring fault. 7 14.0 Output 14.0.01 Support Laser printer accelerator card. SIWNI socket style (Does not take up an MIO slot for HP JetDirect network adapter, eliminating the need for add -on LAN server device). 14.0.02 Support intelligent print stream monitoring. 14.0.03 Support Decompression of images: CCITT G3 /G4 TIFF, PCX, etc. files. 14.0.04 Support HP Resolution Enhancement Technology (RET) to provide enhanced output. 14.0.05 Preserves advanced LaserJet features such as bi- directional communications and duplex printing. 14.0.06 Support for HP LaserJet 5si /5si ;NIX laser printers. 14.0.07 Support by most imaging and fax applications. 14.0.08 Support multiple images per page and multi -page TIFF files. 15.0 SCSI Controllers 15.0.01 Support document imaging system server, client and Fax server. 15.0.02 Support PCI Local -Bus. 15.0.03 Support bus master DMA protocol. 15.0.04 Support 133 AlByte /sec or faster burst transfer rate, 10 MByte /sec synchronous burst on SCSI bus (Fast SCSI), 5 MByte /sec synchronous burst on SCSI bus, 3 MByte /sec burst on SCSI bus. 15.0.05 Support fast SCSI dynamic /command processing (supporting 255 simultaneous commands): scatter /gather, tagged queuing, multitasking, disconnect /reconnect, synchronous and asynchronous data transfer. 15.0.06 Includes cables and connectors, easy to use installation software, and support hard disks, removable, CD -ROM, Photo CD, tape, DAT, scanner and floptical drives. 16.0 Integration Imaging server, file storage, clients, input & out put devices to be integrated into existing City of Newport Beach network. 17.0 Installation All hardware & software components to be installed and tested by systems integrator. 18.0 Training Provide training to designated City of Newport Beach staff members in the operation, use, and maintenance of all hardware and software systems. 19.0 Custom Programming Provide custom programming for user screens and /or system functions as required. 20.0 Support Provide system support services for all hardware and software components. The Proposal shall include, as a minimum, the following: Brief company profile, including number, location, and size of offices. r • Introduction and understanding of the project. Identification of any subconsultants. Consultant's experience with at least 3 projects of similar scope, including references with contact person and telephone number, and participation of staff being proposed on this project. Identification of the project team, including organizational chart and resumes of each team member The Consultant's primary representative shall be available on all occasions for discussion with City staff Specific responsibilities of each team member shall be detailed along with indication of availability in percent of time of working hours to work on this project. Project schedule, including task start and completion dates. Scope of work. Description of software and hardware requirements. Sample of system outputs. A discussion of the proposed system logic and general capability of the proposed system. The rights of purchaser of software. Description of logic and format of files. Detailed response to items (including sub items) 1.0 - 4.0 of this document. Detailed response to items (including sub items) 6.0 - 15.0 of this document. Include whether or not requirements can be met for each item, quantities, description (manufacturer, model, configuration), warranties and cost. Detailed response to items (including sub items) 16.0 - 20.0 of this document. Cost summary: Subtotals for hardware, software, installation, training, support and other (defined). Questions concerning submittal or other aspects of this project should be addressed to: Paul Malkemus City of Newport Beach Management Information Systems 714.644.3092 deltatn@City.Newport-Beacli,ca.us 714.644.3160 (fax) Responses to the Request for Proposal must be received by December 16, 1996. City of Newport Beach 3300 Newport Boulevard Newport Beach, California 92663 Attention: Paul Malkemus, MIS Manager 9 i 0 exhibits 1 — volumetrics 2 — wide area network 10