7927 - Annual Software Agreement
Docusign Transmittal Coversheet
File Name
Purchasing Contact
Contract Expiration
DocuSign Envelope ID: C4E74743-DAC9-4B76-86CA-03E3305492AF
Gabby Leeper
7927 Laserfiche Software Annual Maintenance
1/24/2025
Statement of Work
For
City of Denton
02/27/2024
SOW Valid For 60 Days After This Date
Statement Of Work: City of Denton – Server Consolidation Migration
Drafted by: Ramsey Oklah
Email Address: roklah@imagenet.com
Phone Number: 918-359-8619
Project Manager TBD
Solutions Specialist Michael Mabe
Customer IT Contact TBD -
Customer Project Manager Lowell Morris – lowell.morris@cityofdenton.com
Statement of Work
City of Denton has engaged ImageNet Consulting to work with their staff to design and implement a
digital and automated system to address their critical business objectives. The primary objectives of this
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engagement will be the unification of the segregated Laserfiche environments into one singular IT
infrastructure and Laserfiche version for easier management.
There are 2 primary areas of effort involved in this engagement, first is the consideration of the existing
Municipal Courts Environment which is separated out from the primary municipal system in terms of
server and application. It’s LF App Server and LF Workflow Server are both running independently
using Laserfiche version 9.2.
Our first objective will be to test the upgrade of the LF environment in place to run Laserfiche version
11. We’d recommend doing the upgrade in place to both leave behind any upgrade debris before
migrating as well to validate a working connection with Tyler Incode version 9.01, so that if issues
should arise, we are certain it is stemming from the upgrade and not trying to troubleshoot the migration
at the same time. Once this has been upgraded and vetted as functioning in place, then it can be
migrated to the new environment once in place. In the migration, this environment only has 3
Workflows that will require modification.
The second objective will be to coordinate the installation and configuration of the entire Laserfiche
Suite in a new series of servers and infrastructure, and working with staff to facilitate a migration of the
current LF environment over with as little downtime as possible. The biggest areas of impact will
revolve around the server naming conventions. As we’ll need two environments running simultaneously
and based on feedback from client IT, the new environment will have new Server Names, meaning we’ll
need to touch all workflow and forms design iterations as well as Quick Field Session on both servers
and workstations in order to point them all to the new server environment. This will draw out the work
by as much as an additional week of effort and increase impact to full system function being restored to
the users.
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Implementation Details
System Details
No Licensing Changes are anticipated at this time
External Web\Mobile Access Configuration: Web modules installed on separate server or DMZ Server
for external access
No system modification outside of migratory efforts
Critical Assumptions
Server names will not be re-used, so all areas of configuration will need to be touched to reconfigure
server names
Anticipated Database Interactions
No lookups are currently listed, but will be double checked to insure if there are any, that they are
reestablished in new environments
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Scheduling & Financial Details
Due to the fluid nature of project scoping, SOW review, project negotiation, and other factors,
scheduling for projects cannot be set until project SOW is signed and contracts are in place. The
following factors stand:
• Project Kick-Off meeting with client staff and ImageNet representatives will occur, or be
scheduled, within 10 days of contractual agreement. (Dependent on client availability)
• Client understands that as part of lean process environment, ImageNet resources are typically
booked out 30-45 days ahead of time and, aside from the kick-off meeting, projects will most
likely not begin before that time frame.
• Client understands that the solution provided is being contracted as a Fixed Bid engagement and
will be invoiced as defined in Section 4 of the Professional Services Agreement contained herein.
Projected Work will be broken out by Phases
A typical project for implementing a Laserfiche Content Management Solution includes the following:
Project Kick-Off Meeting
Project Timeline will be created & confirmed
Client Site Inspection
Confirm Infrastructure & Compatibility
Conduct subject matter expert (SME) interviews
Install Laserfiche server software and configure appropriately
Forms and Process
Install and configure Workflow software
Import Workflow Rules as outlined in the Implementation Details
Updated all rules to point to new environment
Perform testing for the Laserfiche content management system
Conduct Laserfiche Server Testing
Conduct End User Acceptance Testing
Provide quality assurance oversight and testing
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Customer Responsibilities
• Customer to identify and provide an IT Administrator for solution
implementation and support interaction.
• Customer will provide access to all areas required to complete this project. Any
areas of high security or hazard should be made known prior to project
commencement.
• Customer will provide access to all information and documentation required to
complete this project.
• Customer will provide an onsite contact person responsible for providing
direction and approvals on completion of work.
• Customer will directly provide all non-ImageNet hardware and software
support required unless specifically indicated otherwise.
• Customer will ensure that any customer provided hardware will meet all
required specifications for software.
• Customer will assure that all required LAN/WAN access and administrative
rights are made available to complete the installation.
• Customer will provide Remote Access capabilities and credentials so that
ongoing support can be provided as necessary via phone and remote desktop
support.
• Customer is responsible for maintaining agreed upon timeline, customer side
delays may push back launch dates by a ratio that exceeds 1:1 and may incur
further service costs as well.
• Customer will verify final and provide on-going folder, template, and user set
up.
• Customer is solely responsible for back-up of system and database.
• Client will secure SSL Certificate for chosen Server host names when
applicable.
• Client will determine appropriate IP configuration to allow for relay of web
based modules to an external IP address and host name should they want it to
be externally accessible.
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• Client is responsible to setup server environment for Laserfiche Server
installation. Should any other applications be running on this server, it is the
responsibility of the client to notify our engineers before they begin to access
the system. Should any issue arise due to unknown applications being on the
server, this could result in a billable action.
Platform Requirements
Laserfiche Server Requirements
High Volume Architecture & Specifications (30+ Users and/or several intense workflows)
• Windows 2012 R2 or newer, hosting Laserfiche Server, Full Text Search Engine, Import
Agent, Web Client, LF Forms and Audit Trail. (if all purchased) o Processor Type: Intel
Xeon Processor or equivalent. If VM Recommended 2
Processors and 4 Cores o
Memory: 16 GB RAM o
Hard Drive Configuration:
120 GB Primary Drive for OS and Application installation
1TB Data Drive or Dynamic Drive attached to SAN or NAS for
storage of Laserfiche Repository documents, images, OCR data,
and installation media
• Windows 2012 R2 or newer, running Laserfiche Workflow Server and Subscriber as well as
Clustered Computing Components o Processor Type: Intel Xeon Processor or equivalent.
If VM Recommended 1
Processors and 2 Cores o
Memory: 8 GB RAM o Hard
Drive Configuration:
120 GB Primary Drive for OS and Application installation
• Server running supported SQL or Oracle Configurations as listed below in Database Engine
Requirements
Enterprise Architecture & Specifications
• Windows 2012 R2 or newer, hosting Laserfiche Server, Import Agent, and Audit Trail (if all
purchased) o Processor Type: Intel Xeon Processor or equivalent. If VM Recommended 2
Processors and 4 Cores o
Memory: 16 GB RAM o
Hard Drive Configuration:
120 GB Primary Drive for OS and Application installation
1TB Data Drive or Dynamic Drive attached to SAN or NAS for
storage of Laserfiche repository documents, images, OCR data,
and installation media
• Windows 2012 R2 or newer, Server hosting Laserfiche Full-Text Search Engine and Clustered
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Computing Components o Processor Type: Intel Xeon Processor or equivalent. If VM
Recommended 1
Processor and 4 Cores o
Memory: 8 GB RAM o Hard
Drive Configuration:
120GB Primary Drive for OS and Application installation
• Windows 2012 R2 or newer, running Laserfiche Workflow Server and Subscriber o Processor
Type: Intel Xeon Processor or equivalent. If VM Recommended 1
Processor and 2 Cores o
Memory: 8 GB RAM o Hard
Drive Configuration:
120 GB Primary Drive for OS and Application installation
• Windows 2012 R2 or newer, running IIS and service Laserfiche Forms, Web Client and Mobile
o Processor Type: Intel Xeon Processor or equivalent. If VM Recommended 1
Processors and 2 Cores o
Memory: 8 GB RAM o Hard
Drive Configuration:
120 GB Primary Drive for OS and Application installation
• Server running supported SQL or Oracle Configurations as listed below in Database Engine
Requirements
Web Enabled Server Considerations
Laserfiche includes support and access for the Laserfiche Web Client, Laserfiche Forms, as well as the
Laserfiche Mobile Client. These are configured using Windows IIS as the platform for web connectivity.
This can be set up on the primary application server if desired, but if access outside of the local network
is desired it is strongly suggested to place a low powered IIS Server in a separate Server for purposes of
running exposed applications. This will ensure that should the exposed box be breached that no actual
access to critical Laserfiche servers or data will be gained.
Database Requirements for Listed Applications
• Laserfiche Server Database running in any of the following acceptable engines: o
Microsoft SQL Server 2012 R2 or newer
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Change Requests
If any changes or additions are required outside of the defined scope and deliverables previously listed, a
Project Change Request will need to be completed and signed by both the Customer Project Manager
and ImageNet Consulting representatives. (Copy attached)
Assumptions & Terms
Rates are based on a commitment that work is to be performed during regular business hours; 8AM
to 5PM local time, Monday through Friday
It is assumed that all work will be completed as a continuous effort. Disruptions of this continuous
effort beyond the control of ImageNet Consulting may require additional costs, additionally if the
project is finished ahead of the estimated completion, there will be no credit issued to the customer.
All System Engineer work outside of the work defined within the SOW is billed at $165.00 per hour
for system configuration work
All Process Analyst work outside of the work defined within the SOW is billed at $225.00 per hour
for automation analysis and design
For a full Professional Service Agreement, see appendix A.
Disclaimers
ImageNet Consulting is not responsible for the loss of data due to system failure and lack of database
back-up
Future software installation services from ImageNet Consulting are at an additional cost
ImageNet Consulting does its best to anticipate conversion changes and user needs, however once
design agreement is established, any major changes requiring more than 1 hour of work will require a
Project Change order and may incur additional costs.
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This Consulting Services Agreement (the “Agreement”) is made and entered into as of
__________________ the “Effective Date”) by and between ImageNet Consulting, with a place of
business at 913 North Broadway, Oklahoma City, OK 73102 (ImageNet) and Customer, a Texas
Government Organization with a place of business at 601 E. Hickory St Denton, TX 76205
("Customer").
Pursuant to this Agreement, Customer is engaging ImageNet to provide certain consulting services as more
fully described herein. The Agreement consists of the following documents, incorporated herein by this
reference:
Statement of Work
Attachment A Pricing
Attachment B Professional Services Agreement
Attachment C Project Change Request
Attachment D Project Completion Form
Customer has read and agrees to the terms and conditions and the documents annexed hereto. This
Agreement will be effective only when executed below by both parties.
AGREED TO:
Client
ImageNet
_____________________________ _____________________________
Authorized Representative Signature
Authorized Representative Signature
Name:
Name: Michael Mabe
Title: Title: Business Transformation Specialist
Address: Address: 3223 Commander Drive
Customer Contact: Contact: Michael Mabe
Email: Email: mmabe@imagenet.com
Telephone: Telephone: 214-217-1410
DocuSign Envelope ID: C4E74743-DAC9-4B76-86CA-03E3305492AF
Drew Allen
940-349-8067
Gabby Leeper
3/13/2024
drew.allen@cityofdenton.com
601 E. Hickory Suite A Denton,TX
Buyer
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Attachment A: Pricing
NOTE: TIPS CONTRACT: 230105 Technology Solutions Products and Services
End Date: May-31-2028
Item # Description Qty Original Price TIPS Discount Total Purchase
Amount
• Excluding
applicable
sales tax
SOFT DESIGN
&
CONSULTING
ECM SOFTWARE
DESIGN &
CONSULTING
1
$35,560
$3560
$32,000
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Attachment B: Professional Services Agreement
1. PROFESSIONAL SERVICES AND DELIVERABLES
a. ImageNet Professional Services. ImageNet will provide the services ("Professional Services") and the tangible work
product of Professional Services, if any, ("Deliverables") described in these terms and the relevant Transaction
Document (together, our "Agreement"). A "Transaction Document" may include a Statement of Work ("SOW"),
Client accepted order (except for Client pre-printed terms), a valid ImageNet quotation, proposal letter, or other
executed documents that reference these terms and relate to such SOW.
b. Acceptance. Client accepts the Professional Services when ImageNet performs them. Client accepts Deliverables
when ImageNet delivers them to Client, or as both parties otherwise agree in an SOW. The foregoing Deliverable
acceptance procedure does not apply to Products or Custom Products, even if they are used in connection with
Professional Services or Deliverables. For the purposes of this Agreement, “Product” means any hardware or
software on ImageNet’s standard price list at the time ImageNet accept Client order. “Custom Products” means any
Products that may be modified in any way to meet Client requirements.
c. Changes. If Client request changes or ImageNet recommend changes to the Professional Services or Deliverables,
ImageNet will follow the change management procedures in the SOW.
2. INTELLECTUAL PROPERTY RIGHTS
Neither party will gain rights or ownership of copyrights, patents, trade secrets, trademarks or any other intellectual
property rights owned by the other by virtue of our Agreement. ImageNet retain exclusive ownership in the Deliverables
and own all intellectual property rights, title and interest in any ideas, concepts, know how, documentation or techniques
developed under our Agreement. ImageNet grant Client a non-exclusive, perpetual, non-transferable, royalty-free right
and license to use the Deliverables for Client internal use in the countries in which Client do business. Client grant
ImageNet a non-exclusive, worldwide, royalty-free right and license (or sub-license) to use, copy, make derivative works
of, distribute, display, perform, and transmit Client and Client third parties' intellectual property rights to the extent
necessary for ImageNet to perform our obligations and our rights under our Agreement.
3. CONFIDENTIALITY
In connection with the Professional Services described in the Transaction Document, either party may receive or have
access to technical information, information about product plans and strategies, promotions, clients and related technical,
financial or business information which the disclosing party considers to be the confidential information of that party or
its third-party contractors or suppliers (“Confidential Information”). The following will apply to any such Confidential
Information:
a. Before any Confidential Information is disclosed, the parties will first agree to disclose and receive such
information in confidence. If then disclosed, the Confidential Information will be marked as confidential at the
time of disclosure, or if disclosed orally but stated to be confidential, will be designated as confidential in a writing
by the disclosing party summarizing the Confidential Information disclosed and sent to the receiving party within
thirty (30) days after such oral disclosure.
b. Confidential Information may be used by the receiving party only with respect to the performance of its obligations
under these Terms and the relevant Transaction Document, and only by the employees of the receiving party and
its employees, agents or contractors who have a need to know such information for purposes of this these Terms
and the relevant Transaction Document. The receiving party will protect, and will ensure that its employees,
agents, and contractors will protect the disclosed Confidential Information by using the same degree of care, but no
less than a reasonable degree of care, to prevent the unauthorized use, dissemination or publication of the
Confidential Information as the receiving party uses to protect its own confidential information of a like nature.
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c. The receiving party’s confidentiality obligation will be for a period of three (3) years after the date of disclosure.
d. The confidentiality obligations of the parties will not extend to information that: 1.was in the receiving party’s
possession before receipt from the disclosing party;
2.Is or becomes publicly known without breach by the receiving party;
3.Is rightfully received by the receiving party from a third party without a duty of confidentiality;
4.Is independently developed or learned by the receiving party;
5.Is disclosed by the receiving party with the disclosing party’s prior written approval.
6. ImageNet acknowledges that the City of Denton must strictly comply with the Public Information Act, Chapter
552, Texas Government Code in responding to any request for public information related to this Agreement. This
obligation supersedes any conflicting provisions of this Agreement. All material submitted by ImageNet to the City
of Denton shall become property of the City upon receipt. Any portions of such material claimed by ImageNet to be
proprietary must be clearly marked as such. Determination of the public nature of the material is subject to the Texas
Public Information Act, chapter 552, and Texas Government Code.
4. PAYMENTS
a. Fees and Taxes. Prices are in the local ImageNet price list at the time ImageNet receive Client order or in a valid
Transaction Document. In addition, Client is responsible for any out-of-pocket expenses reasonably incurred by
ImageNet in connection with the performance of the Professional Services, including the travel and travel-related
expenses set forth in the SOW. Prices do not include taxes.
b. Payment Terms. The client agrees to pay invoiced amounts within 30 days of receipt of invoice , without offset.
ImageNet may change credit terms or payment terms if, in ImageNet's reasonable opinion, Client financial condition,
previous payment record, or relationship with ImageNet merits such change. ImageNet may discontinue performance
if Client fails to pay any sum due, or if after ten (10) days written notice, Client has not cured any other failure to
perform under this Agreement.
c. Leasing. If applicable, Client agrees that even if the Software is not fully installed, accepted and/or does not function
or perform as Client anticipates or expects, the commencement of your lease and the invoicing thereof will begin ten
(10) days from the “Effective Date.”
d. Invoicing. Invoicing shall be handled based on the agreed purchase method as detailed below.
1. Fixed Bid Engagement - Services shall Invoice out at the agreed upon amount after services are completed as a single
invoice.
5. WARRANTY
a. Services Warranty. ImageNet will perform the Professional Services using generally recognized commercial
practices and standards. If Client notifies ImageNet within thirty (30) days after ImageNet perform that the
Professionals Services didn't meet this warranty, ImageNet will re-perform them.
b. Warranty Disclaimer. The warranty is contained in sub-section 5. a. is in place of, ImageNet expressly disclaim, and
Client expressly waive, all other express warranties or conditions, and all other warranties, conditions, and
obligations implied in law, including warranties of merchantability and fitness for a particular purpose.
6. LIMITATION OF LIABILITY
Except for damages for bodily injury, our total liability to Client is limited to the fees Client paid for the Professional
Services that are the subject of Client claim. Except for claims by another party for infringement of their intellectual
property rights, in no event will either party be liable for any consequential, special, indirect, or incidental damages,
including downtime costs; lost business revenues, or profits; failure to realize expected savings; loss or unavailability of
or damage to data; and software restoration. To the extent allowed by local law, these limitations apply regardless of the
basis of liability, including negligence, misrepresentation, breach of any kind, or any other claims in contract, tort, or
otherwise.
7. TERM AND TERMINATION
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a. Term. Our Agreement becomes effective when ImageNet accepts Client order and will remain in effect until
ImageNet complete the Professional Services or one party terminates the Agreement according to the terms of this
section 7.
b. Termination for Failure to Pay. ImageNet may terminate our Agreement if Client fails to pay any amount due and
Client don't pay within ten (10) days after ImageNet notify Client.
c. Effects of Termination. After our Agreement terminates, Client will pay ImageNet for all the Professional Services
ImageNet performed and our expenses up to the date of termination, and ImageNet will give Client all work in
progress for which Client has paid. If the amounts Client owes ImageNet are less than any of Client advance
payments, ImageNet will refund Client the difference within thirty (30) days after termination. Any terms of our
Agreement which by their nature extend beyond termination will remain in effect until fulfilled
8. GENERAL
a. Dependencies. Client will give ImageNet accurate information and comply with Client obligations in a timely and
cooperative manner. Client understands that if Client doesn’t ImageNet may not be able to deliver the Professional
Services. Client acknowledges that ImageNet bids and Client has the right to acquire Professional Services and
Products separately.
b. Similar Services. ImageNet may provide similar Professional Services to our other clients.
c. Independent Contractor. ImageNet doesn’t intend to create a joint venture, partnership, or employment relationship
between parties.
d. Hiring of Employees. The client won't solicit, offer employment to, or enter consultant relationships with our
employees or consultants who perform (directly or indirectly) Professional Services within one (1) year after an
SOW ends. However, Client may hire an employee or consultant who responds to a general hiring program Client
conduct in the ordinary course of Client business.
e. Publicity Reserved.
f. No Assignment. Client may not assign this Agreement without our prior written consent, which consent will not be
unreasonably withheld. ImageNet will provide prompt written notice of Assignment to Client.
g. Force Majeure. Except for payment obligations, neither party is liable for delays or non-performance due to causes
beyond our reasonable control. The City of Denton, any Customer, and the Respondent shall not be responsible for
performance under the Contract should it be prevented from performance by an act of war, order of legal authority,
act of God, or other unavoidable cause not attributable to the fault or negligence of the City of Denton. In the event
of an occurrence under this Section, the Respondent will be excused from any further performance or observance of
the requirements so affected for as long as such circumstances prevail and the Respondent continues to use
commercially reasonable efforts to recommence performance or observance whenever and to whatever extent
possible without delay. The Respondent shall immediately notify the City of Denton Procurement Manager by
telephone (to be confirmed in writing within five (5) calendar days of the inception of such occurrence) and
describe at a reasonable level of detail the circumstances causing the non-performance or delay in performance.
h. Notices. If both parties notify each other about these terms both parties do so in writing and the notices will be
effective upon receipt.
i. Precedence. If these terms conflict with a Transaction Document, these terms take precedence unless the
Transaction Document 1) expressly states that it amends these terms and 2) is executed by both parties.
j. Entire Agreement. The Agreement is the entire agreement between ImageNet regarding Clients purchase of
Professional Services and Deliverables. It supersedes and replaces any previous communications, representations
or agreements, or Client additional terms.
k. Applicable Law. Texas state law governs our Agreement, except for its choice of law rules.
l. Authorization to Install Software. As part of the Professional Services, ImageNet may be required to install copies
of third-party or ImageNet-branded software products (the "Software"). Client authorizes ImageNet to accept the
license terms accompanying the Software (collectively "Shrink-wrap Terms") on Client behalf, and acknowledge it
is Client responsibility to review any Shrink-wrap Terms associated with the Software. Shrink-wrap Terms may be
in electronic format, embedded in Software, or contained within the Software documentation.
m. Export and Import. Client who exports, re-exports, imports, or otherwise transfers Products, technology, or
technical data purchased hereunder, assumes responsibility for complying with applicable laws and regulations and
for obtaining required export and import authorizations. ImageNet may suspend performance under this Agreement:
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1) if the Client is in violation of any applicable laws or regulations, and 2) to the extent necessary to assure
compliance under the U.S. or other applicable export or similar regulations.
n. No Fee Engagements. If ImageNet provides Services at no cost to Client, Section 4 and Sub-Sections 7.c. and 7.e.
shall not apply to this agreement. In addition, any terms of the Agreement which by their nature extend beyond
termination will remain in effect until fulfilled.
o. Signer Authority. Each person signing this Agreement represents and warrants that he or she is duly authorized and
has legal capacity to execute and deliver this Agreement. Each party represents and warrants to the other that the
execution and delivery of the Agreement and the performance of such party's obligations hereunder have been duly
authorized and that the Agreement is a valid and legal agreement binding on such party and enforceable in
accordance with its terms.
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Attachment C: Project Change Request
Project Change Request
PCR Number: __________
Date: ______________________ Party requesting change: _____________________ Nature
of the proposed change:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ Reason
for the proposed change:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________ Impact
of the proposed change on project:
Pricing: ________________________________________________________________________
P.O. to which changes will apply:
__________________________________________________________ Schedule
Changes:
________________________________________________________________________
________________________________________________________________________ This
Project Change Request is (circle): Approved Rejected
Signatures:
ImageNet Consulting Representative:
________________________________________________________
Customer Representative:
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________________________________________________________________
Attachment D: Project Completion Form
Date:__________
I, ___________________(Project Manager) agree that ImageNet Consulting has completed this project
to the satisfaction of ______________(Company Name) and achieved every goal outlined in this
Statement of Work in addition to any change requests that were made during the project. No further
work will be done for Client in regards to this project, any additional requests will detailed in a new
document with a different project scope.
AGREED TO:
Customer ImageNet
_____________________________ _____________________________
Authorized Representative Signature Authorized Representative Signature
Name: Name:
Title: Title:
Address: Address: _________________ Customer
Contact: Contact:
Email: Email:
Telephone: Telephone:
DocuSign Envelope ID: C4E74743-DAC9-4B76-86CA-03E3305492AF
Certificate Of Completion
Envelope Id: C4E74743DAC94B7686CA03E3305492AF Status: Completed
Subject: ***Purchasing Approval*** 7927 Laserfiche Software Annual Maintenance and Support
Source Envelope:
Document Pages: 17 Signatures: 4 Envelope Originator:
Certificate Pages: 5 Initials: 1 Gabby Leeper
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
Gabby.Leeper@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
3/11/2024 4:44:06 PM
Holder: Gabby Leeper
Gabby.Leeper@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Gabby Leeper
gabby.leeper@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 198.49.140.10
Sent: 3/11/2024 4:47:34 PM
Viewed: 3/11/2024 4:47:45 PM
Signed: 3/11/2024 5:00:46 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Sent: 3/11/2024 5:00:47 PM
Viewed: 3/12/2024 1:08:51 PM
Signed: 3/12/2024 1:09:13 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Ramsey Oklah
ROklah@imagenet.com
Solutions Architect
ImageNet Consulting
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 45.134.224.240
Sent: 3/12/2024 1:09:15 PM
Viewed: 3/13/2024 6:41:49 PM
Signed: 3/13/2024 6:42:21 PM
Electronic Record and Signature Disclosure:
Accepted: 3/13/2024 6:41:49 PM
ID: 8329e60c-81e8-4f11-aee6-4810ea0b6edc
Gabby Leeper
gabby.leeper@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 47.188.103.244
Sent: 3/13/2024 6:42:23 PM
Viewed: 3/13/2024 6:47:23 PM
Signed: 3/13/2024 6:50:20 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 3/13/2024 6:50:22 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Stephanie Padgett
Stephanie.Padgett@cityofdenton.com
TS Administration Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 3/13/2024 6:50:23 PM
Viewed: 3/13/2024 10:08:59 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/11/2024 4:47:34 PM
Envelope Updated Security Checked 3/11/2024 4:57:44 PM
Envelope Updated Security Checked 3/11/2024 4:57:44 PM
Envelope Updated Security Checked 3/11/2024 4:57:44 PM
Envelope Updated Security Checked 3/11/2024 4:59:51 PM
Envelope Updated Security Checked 3/11/2024 4:59:51 PM
Certified Delivered Security Checked 3/13/2024 6:47:23 PM
Signing Complete Security Checked 3/13/2024 6:50:20 PM
Completed Security Checked 3/13/2024 6:50:23 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Denton (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through your DocuSign, Inc.
(DocuSign) Express user account. Please read the information below carefully and thoroughly,
and if you can access this information electronically to your satisfaction and agree to these terms
and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of
this document.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. For such copies, as long as you are an authorized user of the
DocuSign system you will have the ability to download and print any documents we send to you
through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper copies of
any such documents from our office to you, you will be charged a $0.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign Express user account to receive required notices and consents electronically from us
or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or
made available to you during the course of our relationship with you. To reduce the chance of
you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
Parties agreed to: Ramsey Oklah
How to contact City of Denton:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: purchasing@cityofdenton.com
To advise City of Denton of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com
and in the body of such request you must state: your previous e-mail address, your new e-mail
address. We do not require any other information from you to change your email address..
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper copies from City of Denton
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an e-mail to purchasing@cityofdenton.com and in
the body of such request you must state your e-mail address, full name, US Postal address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Denton
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to purchasing@cityofdenton.com and in the body of such request you
must state your e-mail, full name, IS Postal Address, telephone number, and account
number. We do not need any other information from you to withdraw consent.. The
consequences of your withdrawing consent for online documents will be that transactions
may take a longer time to process..
Required hardware and software
Operating Systems: Windows2000? or WindowsXP?
Browsers (for SENDERS): Internet Explorer 6.0? or above
Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0,
NetScape 7.2 (or above)
Email: Access to a valid email account
Screen Resolution: 800 x 600 minimum
Enabled Security Settings:
•Allow per session cookies
•Users accessing the internet behind a Proxy
Server must enable HTTP 1.1 settings via
proxy connection
** These minimum requirements are subject to change. If these requirements change, we will
provide you with an email message at the email address we have on file for you at that time
providing you with the revised hardware and software requirements, at which time you will
have the right to withdraw your consent.
Acknowledging your access and consent to receive materials electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please verify that you
were able to read this electronic disclosure and that you also were able to print on paper or
electronically save this page for your future reference and access or that you were able to
e-mail this disclosure and consent to an address where you will be able to print on paper or
save it for your future reference and access. Further, if you consent to receiving notices and
disclosures exclusively in electronic format on the terms and conditions described above,
please let us know by clicking the 'I agree' button below.
By checking the 'I Agree' box, I confirm that:
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
• Until or unless I notify City of Denton as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to me by City of Denton during the course of my relationship with you.