Datanet Solutions4-
datanet
%x` solutions
0 1 =IN0K1 :3 ►'~l a"\
Financial Considerations
The proposed Laserfiche Solutions from Datanet is very modular and scalable and we
can tailor it to fit your budget.
We look forward to reviewing and discussing these options with you.
Datanet Solutions, Inc.
Price Quotation for
City of Rosemead
June 18, 2008
Document Management Solution - SQL Version
Component Cost
Laserfiche Software Solution $ 25,490.00
1 Laserfiche SQL Server
3 Full User Licenses (Concurrent Users, Snapshot &
E-mail)
25 Retrieval User Licenses (Concurrent Users)
3 Laserfiche Scanconnect
1 Web Access
Hardware $ 3.585.00
3 fi-6130c Scanner (Includes Kofax VRS Pro, Adobe
Acrobat Standard, Scanall Pro)
Scanner Discount off of Retail 20% $ -717.00
Laserfiche Software Assurance Program with $ 7,490.00
Datanet Priority Support
Professional Services $ 8,722.50
Design, Configuration, Installation and "Training
3 Annual Hardware support for f-6130c Scanners $477.00
TOTAL SOLUTION $ 48,792.50
Optional:
Priority Plus On Site Support $ 3,745.00
Name
Signature
s datanet
solutions
4071 E. La Palma Avenue, Suite B
Anaheim. CA 92807
Quote
Date
Quote
6/17/2008
201896
Quote for:
City of Rosemead
Pat Piau
8838 E. Valley Blvd.
Rosemead. CA 91770
Project
Item
Description
Quantity
Unit Price
Total
SOFTWARE:
S30
Laserfiche United Server MS SQL
1
7.250.00
7.250.OOT
FX
Laserfiche Full User United
3
750.00
2.250.OOT
RX
Laserfiche Retrieval User United
25
300.00
7,500.OOT
97830
Laserfiche Weblink
1
7.995.00
7.995.OOT
QF-1
Laserfiche Scanconnect
3
165.00
495.OOT
HARDWARE:
fi-6130
fi-6130 Scanner (Include Kofax VRS Pro, Adobe Acrobat Standard, and ScanAll
3
1.195.00
3.585.00T
Pro)
D20
Discount Off Retail Price
-20.00%
-717.00
SUPPORT:
S3P
Laserfiche Software Assurance Plan (LSAP) Priority Support forUnited Server MS
1
2.175.00
1175.00T
SQL
FXP
Laserfiche Software Assurance Plan (LSAP) Priority Support for Full User United
3
225.00
675.OOT
RXP
Laserfiche Software Assurance Plan (LSAP) Priority Support for Retrieval User
25
90.00
2.250.OOT
United
97830UP
Laserfiche Software Assurance Plan (LSAP) Priority Support for WebLink
1
2.390.00
2390.00T
DNS-I4WS
Annual Hardware Support for fi-6130 scanner (Optional)
3
159.00
477.OOT
Fed Tax ID No. 03-0388067
Subtotal
Quote Valid for 30 days
Sales Tax (8.25%)
Standard Shipping Rates Apply.
Fed Tax ID No. 03-0388067
Total
A.........t~ D~.,~M
Datanet Solutions, Inc.
4071 E. La Palma Avenue, Suite B
Anaheim, CA 92807
Phone # 714-630-0337 Fax # 714-630-0338
Signature of Approval
My, signature confirms approval of order for all items listed. /
agree to all the terms and conditions listed above for this order.
Page 1
E-mail tnchung(d'datanet-solutions.com Web Site www.datanet-solutions.com
datanet
solutions
4071 E. La Palma Avenue, Suite B
Anaheim, CA 92807
Quote
Date
Quote
6/17/2008
201896
Quote for:
City of Rosemead
Pat Piatt
8838 E. Valley Blvd.
Rosemead, CA 91770
Project
Item
Description
Quantity
Unit Price
Total
PROFESSIONAL SERVICES:
PSG-PRMG...
Project Management
1
8-722.50
8.722.50
Site Analysis,
Implementation Consulting.
- Installation/Configuration.
- System Design,
- End User Training,
- Systems Administrator Training
PS-ONSITE
Priority Plus On-Site Support (Optional)
3.745.00
3.745.()
Priority Plus On-site support is a guaranteed next business day on-site support.
Standard support is via telephone or e-mail only. If you do not have the Priority
Plus On-site support, on-site visits are calculated at $225.00 per hour.
Fed Tax ID No. 03-0388067
Subtotal $48.792.50
Quote Valid for 30 days
Sales Tax (8
25%)
Standard Shipping Rates Apply.
.
$2.996.81
Fed Tax ID No. 03-0388067
Total
$51.789.31
Accnunts Pavab!e:
-J-
Datanet Solutions, Inc.
4071 E. La Palma Avenue, Suite B
Anaheim, CA 92807
Phone # 714-630-0337 Fax # 714-630-0338
Signature of Approval
My signature con/irms approval of order for all items listed. I
agree to all the terms and conditions listed above for this order.
Page 2
E-mail mchungadatanet-solutions.com Web Site www.datanet-solutions.com
•
Table of Contents
TABLE OF CONTENTS 1
EXECUTIVE SUMMARY 2
COMPANY INFORMATION 4
SECTION A - QUALIFICATION / EXPERIENCE 5
SECTION B - PROJECT TEAM / STAFF AND QUALIFICATIONS 8
SECTION C - PROPOSED PRODUCTS / SERVICES 9
SECTION D - SUPPORT / WARRANTY / MAINTENANCE 14
SECTION E - PRICING / FEES SEALED ENVELOPE
SECTION F - SUPPORTING MATERIAL / ADDITIONAL INFORMATION 16
LASERFICHE SYSTEM REQUIREMENTS 23
SUMMARY 27
Note: Some of the contents of Section F in this response was generated from the City of Rosemead's
Request For Proposal using the Laserfiche Optical Character Recognition Engine.
Datanet Solutions, Inc.
Rosemead RFP 6:2008
1-
Executive Summa
•
0 As a solution provider, we work closely with a variety of business partners in designing
Datanet Solutions
We are pleased to respond to your Request for Proposals with the attached proposal and
supporting documentation calling for implementation of the Laserfiche Document
Management Solution with design, installation and support provided by Datanet
Solutions.
We are confident that the proposed solution will meet and exceed your requirements in
the following areas:
Easy to use and Train
Multiple Image Capture Formats
Use of City defined metadata
OCR technology
Full Text Searching
Outlook Email & Windows integration
High Access security
Robust Audit Reporting
Internet publishing for Public Records
ASP.Net Web Based Thin Client
In addition to offering the Laserfiche Solutions suite, Datanet is also a Reseller of the
Cardiff document capture and a-forms suite of products; Checkmation, our own products
suite for Remote Deposit Capture, Utility payment processing solutions (all fully
integrated with the Laserfiche solutions suite) and Datanet UtilitEase, a suite of utility
programs designed to enhance the performance of the Laserfiche application.
and supporting enterprise wide solutions including Spectrum Information Services for
Document Scanning and indexing, Microfiche and Microfilm conversion and Urban Cross
Roads for GIS integrations.
The proposed solution is detailed in the proposal and available for immediate
implementation. The solution calls for the scanning of paper based information into the
Laserfiche Solution; Indexing that scanned information based on the requirements of the
using department; creating a text file of all scanned images for ultimate key word
searching and storing all images and indices in a central repository.
One of the value added features of the Laserfiche Solution is its quick time to value.
Installation time is measured in days, not months. In addition to selling solutions in
support of new clients, Datanet Solutions has also responded to the needs of other
Laserfiche customers by providing support and solutions where performance expectations
had fallen below customer expectations.
In recent open bids, Datanet Solutions was awarded contracts not based totally on price
but our ability to support the application and resolve technical problems in significantly
less time than the low cost supplier. We encourage the City of Rosemead to contact the
Durum r Solutions. Inc.
Rosemead RIP 6 7008
2-
references listed in the attached pages and hear first hand the quality of support and
services provided by Datanet Solutions.
We understand and agree with the terms set in Section 2 of the Work Scope System
Software Purchase Agreement, and believe our recommended solution will meet and
exceed the requirements listed in the RFP. We look forward to the opportunity of
demonstrating our recommended solution to the City of Rosemead.
Dalanet solutions. Inc.
Rosemead RFP 0 2008
-3-
•
City Of Rosemead
Document Imaging Storage Retrieval System
COMPANY INFORMATION FORM
•
•
Dear Sir or Madam:
Please complete the form below.
Company Name:
Datanet Solutions, Inc.
Telephone No: (714) 630-0337
Contact Person:
Leonard P. Dominguez
Address (Other Than P.O. Box)
4071 E. La Palma Ave.
City:
State:
Full 9-Digit Zip Code:
Anaheim
California
92807-1720
Fax Number:
E-Mail Address
(714) 630-0338
info@datanet-solutions.com
Comments:
Outamet .Solutions. /ne.
Rosemead RFP 6' 00N
-4-
Section A
QUALIFICATION / EXPERIENCE
Datanet Solutions is a Document Management Solutions provider with it's headquarters in
Anaheim California and has represented the Laserfiche product suite since 1996. We have
over 200 clients in California. We are a member of the Laserfiche "Winners Circle", and
are consistently in the top 5% of Laserfiche resellers (VAR's) world wide.
•
•
The Laserfiche System is in use by over 250 municipalities in California alone and has
over 22,000 installations world wide. The solution is known for is ease of use, scalability,
modularity and open architecture allowing for integration with most commercial business
applications. The software works in a client-server and thin-client environment utilizing a
concurrent software licensing structure.
Datanet has a staff of support engineers and system developers with over 40 years of
Laserfiche experience in system design, application support and creating tailored
solutions for our clients. Our scanning support staff provides superb scanning services to
our customers.
As a solutions provider, Datanet sells directly to our clients and supports our clients in all
aspects of the solution from System design and installation, to user training and follow up
support.
Datanet Solutions. Inc.
Rosemead RFP 6 2008
5-
References
City of Fountain Valley
REFERENCES
Company Name IT Manager
Lee Pratt
Contact Person Title Fountain Valley
10200 Slater Ave.
City of Montebello
Company Name
IT Manager
Darren Lew
Contact Person
Title
1600 W. Beverly Blvd.
Montebello
Address
CA 90640
PO Box Citv
dlew@cityofinotebello.com
State Zip Code
email
(323) 887-1426
(323) 887-1410
Citv of Arcadia
Company Name
City Clerk
Lisa Mussenden
Contact Person
Title
240 W. Huntinoton Dr.
Arcadia
Address
PO Box City
CA 91066
111iussenden@ci.arcadia.ca.
Bank of America
447-7524
v Daniel Kozycz Manager
Contact Person Title
•
Daianet Solutions, Inc
.
Rosemead RFP 6: ?008
-6-
Financial Statements
Datanet Solutions, Inc. is a financial sound and privately held company and our current
• company policy is we will provide financial information during contract negotiations.
Other Projects Currently Involved With
s
•
Datanet Solutions, Inc. is constantly working on projects of all sizes to meet our
customers needs and strives to excel on customer service with a guarantee 4 hour
response time via email, telephone, or remote internet access to the computer / system.
Future Development
Datanet Solutions and the manufacturer offer updates and upgrades at no additional
charge as long as software maintenance and support is current. Installation of additional
products are 30% of the listed product price.
Datanet Solutions, Inc.
Rosemead RFP 6/2008
-7-
Section B
PROJECT TEAM / STAFF and QUALIFICATIONS
•
Account Manager - Leonard P. Dominguez
This is the person responsible for interaction with the City's designated staff on all matters
related to the support agreement including billing, disputes, special projects, etc.
Mr. Dominguez has a BS degree in Computer Science from Southwest University. With
over 28 years in Computer systems, 8 years of sales management experience in Laserfiche
Document Management, his experience includes employment with Xerox Corporation, San
Bernardino County District Attorney's Office, Colton Unified School District and Datanet
Solutions.
Project Manager / Senior Lead Developer - Joe Mempin
This would be the resource level used to set up and monitor special projects and senior
level developer for customizations, integrations and add-ons.
Mr. Mempin graduated from DeVry University with Suma Cum Laude honors. His
experience ranges from being Project Manager, web developer, database administrator
and programming in various languages. His experience started with multi-million dollar
operations creating an application that processes timesheets for non-profit organizations
an the healthcare industry. His has extensive experience in Laserfiche Document
Management and Teleform (Electronic Forms Processing) integrations. He has a
• certification with Laserfiche Document Management as a Value Added Reselling Integrator.
Trainer - Nina Escalona
F-1
This is a training resource for the Laserfiche Document Management software, as well as
Datanet Solutions Customized software.
Ms. Escalona graduated with a Bachelors Degree in Computer Information Systems. Her
experience includes Quality Assurance Administrator and Technical Support Specialist for an
Internet service company for over 3 1/2 years prior to joining Datanet Solutions. Ms. Escalona is a
Laserfiche Certified Technician.
Uulcmuet Solutions, Inc.
Rosemead RFP 6/2008
8-
Section C
PROPOSED PRODUCTS / SERVICES
• The Proposed solution will be based on the Laserfiche Document Management suite of
products.
The Laserfiche' Document Suite of Products is being proposed for the City's document
capture, indexing, storage and retrieval of vital records. This solution provides for a
secure central repository of all City of Rosemead records and is tailored to the unique
needs of each individual department. Access to the files is available via the internet or a
traditional client server environment. This solution provides for the immediate access to
virtually any piece of information at any time saving the City countless hours currently
spent in filing, sorting and searching for files.
The overall solution is offered in both a client-server and thin-client (Laserfiche WebLink)
environment permitting the City to maximize the utilization while minimizing client side
software installation. With WebLink, the City may allow the public to access selective
folders and search and retrieve documents via index, full-text search and /or folder
searches.
This solution uses a concurrent license structure permitting the City to grow and add
users as the needs dictate. Licenses are available in units of one and may be acquired as
"full users" or "Read-only" users based on departmental requirements.
• The Laserfiche solution is very scalable and modular providing the City the ability to
expand and add functionality as requirements dictate. In addition, access security is
provided to the department/folder and/or document level and is determined and
administered by the systems administrator.
0
Datanel Solutions, Inc.
Rosemead RFP 6,12008
-9-
The proposed Datanet Solution is focused on the following components:
• ➢ Image & Data Capture
➢ Document Indexing
➢ Document Storage & Archiving
➢ Document Retrieval
➢ System Training
➢ ON going systems support.
Image & Data Capture
Images are captured in the Laserfiche system by a variety of methods and devices
including:
➢ Paper document scanners
➢ File imports from scanning services
➢ Direct Printing from electronic documents with the Laserfiche Snapshot Utility
➢ Direct import of email from Outlook, including automated capture of email meta
data
➢ Multi functional devices. (ie...Aficio 3260c and Lanier LD190)
➢ Import of PDF's from other applications.
➢ Digital Recordings
➢ Digital Camera images.
• The Laserfiche solution accommodates all standard file types and formats.
•
1_)atanei Solutions. lne.
Rosemead RFP 612008
10-
Document Indexing
n
U
Indexing will be accomplished at the time of scanning or in a batch process shortly
thereafter.
Indexing will be done via a template (index values) that Datanet and The City will create
that will be tailored to each specific application. This template will contain the fields that
are desired for retrieval and also closely mirror the contents of the documents being
scanned.
~E3
CaVb.- a x
Odw. RDDIOi
P .P C%
Sample Image
INVOICE
./VOICE . IN
Laserfiche' , ,nlba
]sN v~ ..ao !t
r.w waw+IU .r rar+M
'a ~e'eJ Rapexs a
DoaiweR Fe.e.Us
o.fat e.amwR
D.An.M T.w..4tr:
I P.m+Ra aid P>
1br
010 TO:
$Mp To:
e.n~ s
ar s..w
a... 1.+
>
M.l G.~Y ws
a..ua
p..w Gr.rr.s
Ia..d u.r
i~ rry~. a .a.w
u...~.•• v .o
s,
ua ~aa nrr
>n ~nalar
D.Y
I-]
r1
L
irr
LLL1SMtlOM ~0.MII~S swam C"Pow lUM> o«ata
Ir Y.Y.w Nn s~.aiN
O.fOI~10M 11Mf►10 NI01111t
7 Y.cMwrI..CYyw IN f,00N v
Due to the various types of documents being stored and retrieved, it is possible that the
organization may set up a variety of templates to accommodate specific users and
groups. This discussion will take place during the design stage and involve The City and
Datanet personnel.
Document indexing is application dependent and maybe fully automated, requiring no
data entry; manually indexed or a combination of each. Laserfiche and Datanet both use
Bar code technology and Zone OCR (Optical Character Recognition) technology for
capturing fields from structured reports and forms. The exact indexing methodology will
be decided upon by the City staff with Datanet involvement and guidance.
Additionally, at the time of scanning, each image is OCR'd (Optical Character Recognition)
where a text file from that image is created and stored in Laserfiche. Once OCR'd,
documents may be retrieved by a key word search.
Daranet Solutions. Inc.
Rosemead RFP 62008
11 -
Document Storage & Archiving
• The Laserfiche software would be installed on a server at the City. We have included
specifications for the server as well as the client side of the solution for your review.
As a rule of thumb, each image takes up approximately 50kb of data. A typical 4 drawer
file cabinet contains approximately 12,000 pages. This would require LESS THAN 1 GB of
storage per cabinet.
The Laserfiche software runs using SQL Express, MS SQL or Oracle databases and is
ODBC and OLE compliant.
From an Archive perspective, files and folders may be written, on demand, to a CD/DVD.
An optional product available called Laserfiche Plus publishes enterprise information to
CD's/DVD's with integrated search and viewing capabilities.
As a more robust archival solution, Datanet is recommending consideration be given to
the Plasmon UDO (Ultra Density Optical) technology and their UDO Archive
Appliance.
The UDO Archive Appliance is designed with a fully integrated architecture that leverages
the strengths of disk, policy management and UDO media to meet essential archive
requirements in a way that traditional storage products cannot match.
0
Dwanet Solutions. Ine.
Rosemead RFP 6;2008
12-
Document Retrieval
Retrieval of information will be accomplished in a variety of ways including:
•
➢
Access by known identification parameters (E.g. Invoice Name, Date)
➢
Key Word searching for text information captured during the OCR process
➢
Perusing the file folders directly
➢
Directory search-View all files with similar characteristics-
Key Word Search- Every file will be passed though our OCR (Optical Character
Recognition) engine. At this time, a text file is created from the image and stored
along with the image and index data. All information gathered from the OCR
process is searchable by key word.
➢
Creation Date- The system keeps track of when documents entered the system
and can provide those images on demand
➢
Sticky Note-With an electronic imaging system, you have the ability to add notes
to any/all images in the file, much like you would do with a sticky note.
Information is added to the sticky note "free form" or can be cut and pasted from
other applications. All information in the sticky note is full text searchable.
a Ea< v.w. .r-... Tads ..xrN. w..4w w4
-~j~
Nvrw Pag- C wI Pam DOCVrT~Tt TTp. D.a. K.T N#t
geggD 1331 : n PtlE..K 3n lT 19e6 12 m.T.T
10 1335 wn ora..wK. i., 17 19e6 U.00-1 zarE o1.
O1W 3 ~n ad- LI 151V uR)M+
J 1336 + 1,1 1 199612 OOW 2963
T.~.M.c I =
u'e.LY1wti - - -
- Custom
Field Searches Results
by index values. with all index
information
w.,ae1.M
b
M!
wr... Cavn Pagr car w u.e o.tire.,t vwl.6m D.o
®EKq D.Tlwl MI. 2 3
T.aT
Full Text Searching
with images displayed on top
[S-
and context of text below
~ ~R .DT yrrrRw
Rec YCIrnB
r Fe vvwch
♦ #1M.2
1'q-g CQ,-Y ban DyE'Ve RaM1rta Company San DoW RecycllrV Th- 'ian
♦I2 pq,2
Kp R.hne Conpany 9. DWj R.cycIlrq ThnnVY ~iON RKyClnq Faft,a Rvl
♦ I3 pq,2
C.n San 0w R-c Ikq TFerTV. Sarn P.vcyc lyy F.I®Tad Pv6nv SvrvK
♦ I+pp.2
y vte aaonnl City Rlbfth
Svr
119 TThomas Sonc
F Rl
hoo i
W
lno
• f5 py.2
1, ,
,
14 D.poul Y ff
To) To) Pmft
" Anxr K-m Tr
t RwcW
v
• .6 pg 2
Inc P.D R . 6] San DkW, CA 9 2 1 12-112 1 (619) 238-iB - 216 (1185
• l pq.l
F Ca' Irx., Snn Dbgo, f n Cr;ryrr~e, Irmcrxreo Svrv KV. 0f71r. o. Ix
C
Uuauncr Solution, Inc-
1?o.crme ad RIP 6'2008
13-
Section D
SUPPORT / WARRANTY /MAINTENANCE
• Design, Implementation, Installation and Training
Datanet Solutions, Inc. provides a turn key solution for our customers. As such we assist
in the design of the templates to meet your specific application requirements, install and
test the solution in your environment and train all of your operators on the full
capabilities of the solutions.
Unlike other solutions, the implementation time for the Laserfiche Solution is measured in
days, not weeks or months.
The Datanet Best Practice Process includes the following components:
➢ Initial Kick off meeting. Usually occurs with Datanet Account Manager, Datanet
professional design and implementation staff member(s) and key City staffers. This
meeting is of an undetermined length and used to review the application and
components
➢ Review Hardware requirements
➢ Create initial design
➢ Design Index templates
➢ Review Security Requirements
40 Software Installation takes place immediately following the kick-off meeting. Datanet will
install the software under the City's supervision and work closely with the City's system
administrator in establishing security.
Application testing and validation. Immediately after the installation the system is tested
to insure that all the components are working as expected and folders/files being created
as desired.
The same Datanet staff that installs the solution will also provide
complete and comprehensive training for administrators and users including the
following:
➢ Understanding Laserfiche Repository Management
➢ Users and Groups, Templates, Volumes, Security, End Users
➢ Getting Around in Laserfiche,
➢ Searching in Laserfiche
➢ File Menu Options,
➢ Tips, Tricks & Shortcuts
➢ WebLink Setup/Security and Access
•
Datanet Solutions, Inc.
Rosemead RFP 62008
- /4_
Datanet Solutions, Inc. Support
• As the authorized Reseller, Datanet has a staff of developers and software engineers with
over 40years of Laserfiche Experience. With our offices and dispatch center in Anaheim
and Paso Robles, we are only short distance away in the case of an emergency. As your
first line of support, we have direct access to the Laserfiche development community as
necessary. In addition, Datanet provides the following:
➢ Phone support via 800-797-8299
➢ Email support via support@Datanet-solutons.com
➢ Remote support to your site (with permissions) via dial up.
➢ Internal logging and tracking of support cases
➢ Local Datanet user workshops
➢ Webinars for users and training
➢ Quarterly Newsletters with Tips & Tricks
➢ Full Consultation services for backup and recovery
Datanet offers our clients 3 options for maintenance and support. These include the
following:
1. Basic Support. This provides for no charge updates and upgrades for the Laserfiche
software components within your enterprise and guaranteed next day support from
Datanet Solutions.
2. Priority Support. This provides for no charge updates and upgrades for the Laserfiche
software components within your enterprise and guarantees a 4 hour response time via
email, telephone, or remote internet access to the computer. Average response time is 1
hour or less.
3. Priority Plus On-Site Support (Unlimited) - Priority Plus support goes above and
beyond Priority Support. Priority Plus guarantees next business day on-site visit for
problem resolution. In addition, we include an annual 10 point inspection and a 4 hour
training package
•
Based on our interpretation of the RFP we are recommending Datanet Solutions Priority
Support Package. If desired the City can add our on-site service option to Priority
Support at any time.
Dalanet Solutions, Inc.
Rosemead RFP 6'2008
15-
Section F
0 SUPPORTING MATERIAL / ADDITIONAL INFORMATION
Datanet Solutions, Datanet Software and the Laserfiche Software Suite meets and/or
exceeds all of the functional requirements as outline by the City of Rosemead listed
below.
2.2.1 EDMS REQUIREMENTS:
Store electronic and scanned documents in a robust, enterprise EDMS
with expanded accessibility to electronic content via the City's
intranet / internet, as appropriate.
• Address physical file tracking, records retention, destruction
documentation, information queries, data validation, electronic document
management, document version control, information sharing, webpage
archiving and imaging and workflow system interfaces.
• Preserve the City's vital records.
• Store and access applications, plans, etc., and provide easy access to
previous applications and relevant information.
. • Improve access to and delivery of information to citizens and staff via the
web.
• Maintain a system that is easy to use.
2.2.2 IMAGING REQUIREMENTS:
Implement imagines solution to support scanning and linking of hardcopy
documents to e-application that are part of this process.
• Implement a small and large document scanning device, integrated with
the EDMS
• Implement standard number and naming conventions.
2.2.3 RECORDS MANAGEMENT REQUIREMENTS:
• Develop a standard uniform filing plan used throughout the City, to
administer the management, archiving and destruction of documents and
records.
• Electronically manage and organize records through a single records
management interface and enforce a standard system for managing the
•
Mama i ,Sohuiions, Inc.
Rosemead RFP 612008
16-
entire document lifecycle regardless of media type. Implement standard
number and naming conventions.
• • Reduce record handling processes that are conducted manually leaving
the City vulnerable to inaccuracies and inefficiencies.
• Effective and efficient management of the citywide records inventory.
•
•
• Use of automated tools that adequately address the full spectrum of
records management functionality.
2.2.4 AUTOMATED WORKFLOW PILOT: DOCUMENT RECEIVING,
RETRIEVING, DISPOSITION.
• Use of automated tools that adequately address the full document life
cycle, e.g., receive, date stamp, determine destruction, scan/index,
assign retention, and disposition (e.g., issue automatic email and work list
notification to various recipients).
• Provide an imaging system made up of a high speed scanner and state of
the practice imaging software, to capture hardcopy documents in this
business process.
Daianer Solutions. Inc.
Rosemead RFP 620)8
- 17-
CONDITIONS
Datanet Solutions understands and agrees to all the conditions as outlined by
• the City Of Rosemead below:
4.0 RIGHTS
The City of Rosemead ("City") reserves the following rights:
4.0.1 To modify this Request for Proposal.
4.0.2 To require additional demonstrations and site visits to existing
installations.
4.0.3 To determine the competence and responsibility, professionally andlor
financially of submitters.
4.0.4 To accept the most advantageous proposal.
4.0.5 To purchase some components from other vendors.
4.0.6 To reject all proposals.
4.1 LATEST TECHNOLOGY
• The submitter must provide all new hardware necessary in addition to the
hardware currently utilized by the City of Rosemead and the latest versions of all
software. All manufacturer's licenses, titles, manuals, and warrantees will be
passed through to the City of Rosemead. The submitter warrants that
deliverables will be in conformance with the RFP, free from defects of product or
workmanship, and fit for the intended purpose. All warrantees survive delivery
and are not waived by the City's acceptance or payment.
4.2 ABILITY TO PERFORM
•
Submitter warrantees that it possesses the expertise to provide all equipment,
labor, materials and licenses necessary to carry out and complete the work in
compliance with the request for proposal as well as any and all federal or state
laws and regulations.
The submitter shall guarantee that all provisions of the proposal submitted shall
remain in effect for a period of 120 calendar days from the date of proposal
opening. Proposal may not be withdrawn after the submission date.
4.3 INSURANCE
The successful submitter must comply with the City of Rosemead's insurance.
(See attached Exhibit 1.) Submitter will be required to provide Certificates of
Insurance with separate endorsements naming the City of Rosemead as an
Datcmel Solutions. Inc.
Rosemead RFP G 200S
18-
additional insured and to maintain such insurance for the entire length of the
Agreement. Types of insurance required:
•
•
•
Dutcnret Solutions. hic
Rosemead RFP 6 2008
19-
Product Portfolio
Laserfiche Document Management Platform server based core product for
SQL, MSDE or SQL Express: Core products for workgroups, departments or the
enterprise to organize protect, store and retrieve information.
Laserfiche Full User: Concurrent User licenses allowing end-users to interface (write
and read) with the Laserfiche Server.
Laserfiche Read Only User: Concurrent User licenses allowing end-users to interface
with the Laserfiche Server in a "Read Only" environment. Information may be retrieved
and distributed (w/ permissions).
Laserfiche Weblink: Laserfiche WebLink is a secure Web-publishing tool that
distributes information while keeping it safe. WebLink easily and securely delivers
documents to the people who need them via intranet or the Internet. One installation on
your Web server delivers easy rollout. WebLink is highly customizable to provide
document access that is consistent with the look and feel of your Web site.
Laserfiche Web Access: Extend Your Reach - Laserfiche Web Access is a Web browser-
based thin client offering virtually all of the document management capabilities of the
standard Laserfiche interface. Web Access allows your IT staff to roll out high-volume
Laserfiche access without increasing your organization's application support burden.
• Authorized users organization-wide enjoy simultaneous access to documents, whether
they are using the corporate intranet or logging in from a branch office.
Laserfiche ScanConnect: contains the ISIS drivers for many document scanners.
ScanConnect increases the variety of scanners supported by Laserfiche and helps ensure
that you have a supported scanner with which to scan documents into a Laserfiche
repository.
Laserfiche Advanced Audit Trail
Data loss is often caused by someone with legitimate access to an organization's system
and frequently goes undetected until it is too late to contain financial losses. With non-
stop monitoring of server activity, Audit Trail is a key component of Laserfiche system
security. System administrators identify usage anomalies more quickly, leading to faster
resolution of problems.
Regulations concerning the protection and release of personal information continue to
proliferate-HIPAA, Sarbanes-Oxley, USA Patriot Act, Gramm-Leach-Bliley, FERPA. Audit
Trail delivers up-to-date details of user activity to demonstrate adherence to established
security and retention procedures. With easy-to-generate reports, Audit Trail expedites
the process of producing reports for administrators and regulatory authorities. Audit Trail
Datanet Solutions. Inc.
Rosemead RFP 6%1008
?0-
minimizes the cost of compliance and facilitates transparency requirements. This module
also includes forced watermarking of printed documents.
UtilitEase: UtilitEase features four unique best practice tools for creating a litany of jobs
that drastically improve the ongoing functionally and maintenance of your Laserfiche®
repository. All jobs are created through a Master Configuration Interface that
administrators can use to cultivate tasks easily, thoroughly and quickly. Jobs are
configured to execute based on triggers and at times best suited for the ongoing task.
DataRouter: A tool that optimizes the organizational structure of a Laserfiche®
repository by automatically transferring documents between folders and volumes. It
facilitates the elimination of poor quality images and unusable metadata in Laserfiche®.
DataRouter's flexibility allows companies to conform jobs to their business processes,
minimizing the efforts of end-users and administrators. It functions according to criteria
specified by comparing a document or template property against a user-defined value
(i.e. a time or volume ceiling). Data Router runs on a user-defined processing schedule
and stores job information in encrypted XML files.
DataLink: Link or validate Laserfiche® with external databases. The user maps
Laserfiche® documents with outside databases in order to import associated metadata or
validate Laserfiche® metadata with data from a database. This is achieved by identifying
a key variable that exists in both a Laserfiche® document and the outside database. A
wizard helps the user to easily designate an appropriate key variable and design jobs that
achieve the desired end.
i DataOCR: Offers its users greatly improved text search capabilities in their Laserfiche®
repositories. Users can search for documents to be OCRed by volume, template, and
folder or modification date. By classifying with a wizard which documents need OCRing
and determining what times are best suited for job execution, the DataOCR user can
quickly construct a rubric for creating text searchable documents automatically. The
wizard allows documents to be searched by volume, template, folder and modification
date. The user can select any combination of the given options. Repository-wide text
search capability is a desirable and sometimes mandatory feature for Laserfiche® users.
DataOCR can achieve this condition in the most thorough and painless way. DataOCR
also generates a printable audit trail automatically.
DataArchive: An easy to use tool for preparing and placing repository volumes in their
final disposition. Using a wizard, the user selects which volumes they wish to archive. The
user also assigns a start and stop time for each job, preventing DataArchive from
interrupting normal Laserfiche® use. DataArchive is the companion of DataRouter. It is
distinct in that it only deals with volumes ready to be permanently archived.
Snapshot: This utility assists in the capture and archive of images of electronic
documents without the repetitive printing, scanning and indexing processes. These are
user based licenses matching the number of full users.
•
Datunet Solutions, Inc.
Rosemead RFP 62008
21-
Email Plug-in. Documents stored in Laserfiche can be easily distributed via e-mail with
the click of a mouse. Individual pages or groups of documents may be send in a variety
• of common formats.
Laserfiche Plus Laserfiche Plus'" publishes enterprise information to CDs with integrated
search and viewing capabilities. This allows portable access on PCs and notebooks
without installing the Laserfiche network client. CDs provide simplified distribution without
the costs and inefficiencies associated with paper-based systems. Laserfiche Plus CDs can
be distributed to mobile staff, remote offices and clients on a royalty-free basis.
•
•
Fujitsu fl-6130: The Fujitsu fi-5530C2 Color Departmental Scanner offers an incredible
feature set in a compact package. Measuring only 11.8" by 6.4" by 6.2", the fi-6130
handles a vigorous duty cycle of up to 2,000 documents per day. What's more, it scans at
speeds up to 40 ppm / 80 ipm, features dual color CCDs with true, 600-dpi resolution for
capturing subtle details, and uses ultrasonic double-feed detection for reliable, automatic
scanning. For greater ease-of-use, the fi-6130 includes a 50-page automatic document
feeder (ADF) that handles documents ranging from 2" by 3" to 8.5" by 14", High-speed
USB 2.0 interface for simplified connectivity, and Adobe@ Acrobat@ 8 Standard software,
which converts documents to cross-platform Adobe Portable Document Format (PDF)
files. And with the image enhancement capabilities provided with Kofax® VRS® and the
advanced features included with new ScandAll Pro, the fi-6130 combines excellent
handling performance with improved content control to deliver exceptional scanning
results at an amazing value.
Datamet Solutions, Inc.
Rosemead RFP 6 2008
22-
Laserfiche System Requirements
Laserfiche Server Requirements (SQL)
Minimum and Recommended requirements for Laserfiche Server (United) 7.2.x
and 7.1.x.
Minimum requirements
The following list describes the minimum requirements for Laserfiche Server (United) 7.
➢ CPU: Pentium 4-- 1 GHz processor
Memory: 256 MB RAM recommended; add an additional 1 MB per concurrent
Laserfiche user.
➢ Communications: TCP/IP
➢ Operating system: Microsoft Windows 2000, Microsoft Windows Server 2003, or
Windows XP.
Database engine:
o 7.2.x: Microsoft SQL Server 2000 (service pack 3 or service pack 4), Oracle
9i Release 2 (9.2.0.6.0) or Oracle 10g.
o 7.1: Microsoft SQL Server 2000 (service pack 3 or service pack 4)
o 7.1.1: Microsoft SQL Server 2000 (service pack 3 or service pack 4), Oracle
9i Release 2 (9.2.0.6.0) or Oracle 10g.
Recommended Sever Requirements
The following list describes the requirements recommended for optimal performance of
the Laserfiche Server (United) 7.
➢ CPU: Pentium 4 2 GHz processor or faster
➢ Memory: 512 MB RAM; add an additional 1 MB per concurrent Laserfiche user.
➢ Communications: TCP/IP
Operating system: Windows Server 2003
Database engine:
o 7.2.x: Microsoft SQL Server 2000 (service pack 4), Oracle 9i Release 2
(9.2.0.6.0) or Oracle 10g.
•
Datan t Solutions. Inc.
Rosemead RFP 6 2008
-23-
o 7.1: Microsoft SQL Server 2000 (service pack 4)
o 7.1.1: Microsoft SQL Server 2000 (service pack 4), Oracle 9i Release 2
• (9.2.0.6.0) or Oracle 10g.
Laserfiche Client Requirements
The minimum and recommended requirements for Laserfche client 7.
Minimum requirements
The following list describes the minimum requirements for Laserfiche client 7. Minimum
requirements differ depending on whether or not a particular client installation will be
used for scanning.
Minimum requirements for Laserfiche client without Laserfiche
Scanning:
o CPU: Pentium 111 700 MHz processor
o Memory: 128 MB RAM
o Communications: TCP/IP, DCOM
o Operating system: Microsoft Windows 2000, Windows XP, or Windows
Server 2003
• o Web browser: Internet Explorer 6.0
Minimum requirements for Laserfiche Client with Laserfiche Scanning:
o CPU: Pentium 111 700 MHz processor
o Memory: 256 MB RAM
o Communications: TCP/IP, DCOM
o Operating system: Microsoft Windows 2000, Windows XP, or Windows
Server 2003
o Web browser: Internet Explorer 6.0
CJ
Datanet Solutions, Inc-,
Rosemead RFP 62008
24-
Recommended Client Requirements
The following list describes the recommended requirements for Laserfiche client 7.
Recommended requirements differ depending on whether or not a particular client
installation will be used for scanning.
Recommended requirements for Laserfiche client without Laserfiche
Scanning:
o CPU: Pentium 4 1 GHz processor
o Memory: 256 MB RAM
o Communications: TCP/IP, DCOM
o Operating system: Windows XP Professional or Windows Server 2003
o Web browser: Internet Explorer 6.0 or higher
Recommended requirements for Laserfiche client with Laserfiche
Scanning:
o CPU: Pentium 4 1 GHz processor or faster
o Memory: 512 MB RAM
• o Communications: TCP/IP, DCOM
o Operating system: Windows XP Professional
o Web browser: Internet Explorer 6.0 or higher
is
Datanet Solutions. Inc.
Rosemead RFP 62008
25-
System Requirements for Laserfiche WebLink.
• The term "Server" refers to the IIS web server. The term "Viewer" refers to the computer
from which a user accesses information hosted by the Laserfiche WebLink server.
Server:
CPU: Pentium 11 400 MHz processor or faster
Memory: 128 MB RAM
Communications: TCP/IP
Operating system: Windows 2000 Service Pack 4, Windows XP Service Pack
2,and Windows Server 2003
Note: These hardware requirements may fluctuate based on the number of users logged into the server
and the web server used. If you expect to have multiple simultaneous connections to your Laserfiche
WebLink server, we encourage you to configure it with a faster CPU and/or add more RAM.
Viewer:
• Internet browser (minimum versions): Internet Explorer version 5.5;
Netscape version 7.2; Firefox version 1.0; Safari version 1.2.4
•
Datanet Solutions, Inc.
Rosemead RFP 6/2008
-26-
Summa
• The City of Rosemead has been retaining paper records since its inception and has an
essential need of an enterprise wide EDMS / ECMS that is functional, easy to use and
easy to manage. These paper files can take many shapes and forms and are required to
be accessible on demand under certain circumstances.
Retrieval access to any/all files is high and due to the labor intensity of the filing process,
occasionally files may be misdirected and are temporarily unavailable.
Due to the ever increasing request for information from these files, the amount of time
and effort required to find, retrieve, copy and re-file the paper documents is constantly
increasing.
The Laserfiche Solution is:
Y Extremely Easy to Use
Flexible to accommodate the City of Rosemead's unique requirements
➢ Scalable to grow as the City's requirements grow
➢ Modular to be able to add cost effective components as required
➢ Automated to capture and automatically populate files and folders
➢ Secure to provide restrictive access and action on records
Fully indexed to quickly pinpoint documents for easy evaluation of information
such as discovery
Automatic organization and required indexing to insure the integrity of your data.
Thank you for your interest in Laserfiche Document Management. We hope that you see
the great potential for this solution from Datanet. We will address your concerns for
document storage, retrieval and management.
We look forward to the possibility of working with you and your team and are pleased to
present this proposal for automating and managing the document processes within the
City of Rosemead.
Sincerely,
E
Leonard P. Dominguez
VP of Business Development - Datanet Solutions, Inc.
L-eopwrd i> Da`tsik guez
1)(11(met Solutions. lne.
Rosemead RI-P f2008
27-