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2010-023FILE REFERENCE FORM 2010-023 X Additional File Exists Additional File Contains Records Not Public, According to the Public Records Act Other FILE S Date Initials E�tension of terin of contract — Ordinance No. 2010-206 09I07I10 ) R ORDINANCE NO. 1 -�23 AN ORDINANCE OF THE CITY OF DENTON, TEXAS ACCEPTING COMPETITIVE SEALED BIDS AND AWARDING A BEST VALUE CONTRACT FOR AN ELECTRONIC DOCUMENT ARCHIVING SYSTEM FOR THE PLANNING AND DEVELOPMENT DEPARTMENT; AUTHORIZING THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN EFFECTIVE DATE (BID 4450-BEST VALUE BID FOR IMAGING PROJECT AWARDED TO VP IMAGING DBA DOCUNAV SOLUTIONS IN THE AMOUNT OF $186,650. WHEREAS, the City has solicited, received, and tabulated competitive best value bids, for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of State law and City ordinances based on the best value as determined by using the selection criteria set forth in the request for bids; and WHEREAS, the City's selection committee has reviewed and recommended that the herein described bids are the best value based on the selection criteria for the materials; equipment, supplies or services as shown in the "Bid Proposals" submitted; and WHEREAS, the City's Purchasing Agent has determined that the best value bid process provides the best value to the City for this procurement; and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the materials, equipment, supplies or services approved and accepted herein; NOW, THEREFORE, _ THE COUNCIL OF TH�E CITY OF DENTON HEREBY�ORDAINS: SECTION 1. The findings and conclusions set forth in the preamble of this ordinance are incorporated within the body of the ordinance. SECTION 2. The options in the following numbered bids for materials, equipment, supplies, or services, shown in the "Bid Proposals" on file in the office of the City Purchasing Agent; is hereby accepted and approved as being the best value based on the selection criteria contained in the request for bids for such items: BID VENDOR AMOUNT 4450 VP Imaging DBA DocuNav Solutions $186,650 SECTION 3. By the acceptance and approval of the above items of the submitted bids, the � City accepts the offer of the persons submitting the bids for such items and agrees .to purchase the materials, equipment, supplies or services in accordance with the terms, specifications, standards, quantities and for the specified sums contained in the Bid Invitations; Bid Proposals, and related documents. � � SECTION 4. The City Manager is hereby authorized to execute any and all necessary written contracts for the performance of the services in accordance with the bids accepted and approved herein, provided that such contracts are made in accordance with and relating to the items specified in Section l, which written contract(s) shall be attached hereto; provided that the written contract is in accordance with the above Request to Submit Bids, Bid Proposals, and documents relating thereto specifying the terms, conditions, plans and specifications, standards, quantities and specified sums contained therein: SECTION 5. By the acceptance and approval of the above enumerated bids, the City Council hereby authorizes the expenditure of funds therefor in the amount and in accordance with the approved bids. SECTION 6. This ordinance shall become effective immediately upon its passage and approval. /� PASSED AND APPROVED this � day of � ��'� ,2010. � ATTEST: JENNIFER WALTERS, CITY SECRETARY By: � APPROVED AS TO LEGAL FORM: ANITA BURGESS, CITY ATTORNEY BY: ..�-- 3-ORD- 44�0 � CONTRACT BY AND BETWEEN CITY OF DENTON, TEXAS AND BID NO. 4450 THIS CONTRACT is made and entered into this �� day of � A.D., 2010 by and �� between VP Imaging DBA DocuNav Solutions a corporation, whose address is 5048 Tennyson Parkway, Suite 110, Plano, TX 75024, hereinafter referred to as "Contractor," and the CITY OF DENTON, TEXAS, a home rule municipal corporation, hereinafter referred to as "City," to be effective upon approval of the Denton City Council and subsequent execution of this Contract by the Denton City Manager or his duly authorized designee. For and in consideration of the covenants and agreements contained herein, and for the mutual benefits to be obtained hereby, the parties agree as follows: I. SCOPE OF SERVICES Contractor sha(1 provide all labor, supervision, materials and equipment necessary for designing an integrated electronic data management system for the City of Denton Planning and building Inspections Departments. These products and services shall be provided in accordance with the Specifications for Bid 4450 Ima�g Pro�ect, a copy of which is attached hereto and incorporated herein as Exhibit "A" (or on file in the office of the Purchasing Agent), and the Contractor's Bid in response thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "B". The Contract consists of this written agreement and the following items which are attached hereto and incorporated herein by reference: (a) Specifications for Bid 4450 Imaging Project; (Exhibit "A" or on file in the office of the Purchasing Agent). (b) Contractor's Bid. (Exhibit "B"); (c) Insurance Requirements. (Exhibit "C"); (d) Form CIQ — Conflict of Interest Questionnaire (Exhibit "D"). These documents make up the Contract documents and what is called for by one shall be as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence first to the written agreement then to the contract documents in the order in which they are listed above. These documents shall be referred to collectively as "Contract Documents." Bid 4450 Imaging Project for Planning and Building Inspections II. TIME OF COMPLETION Contractor agrees and covenants that all work hereunder shall be complete within N/A � ) days following notice to proceed from City. Or III. TERM OF CONTRACT The initial term of this Contract shall be determined by mutual agreement of both parties. IV. WA►RRANTY Contractor warrants and covenants to City that all goods and services provided by Contractor, Contractor's subcontractors, and agents under the Agreement shall be free of defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services as set forth in this Agreement and the Bid Specifications attached hereto and incorporated herein as Exhibit "A"(or on file in the office of the Purchasing Agent). Contractor warrants that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. V. PAYMENT Payments hereunder shall be made to Contractor following city's acceptance of the work and within thirty (30) days of receiving Contractor's invoice for the products and services delivered. Total compensation under this contract shall not exceed the sum of 186,650. Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Denton, which fiscal year ends on September 30th of each year, shall be subject to Denton City Council approval. In the event that the Denton City Council does not approve the appropriation of funds for this contract, the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. VI. PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC Contractor shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VIII. INDEMNIFICATION and paragraph IX. COMPLIANCE WITH APPLICABLE LAWS set forth herein. Bid 4450 Imaging Project for Planning and Building Inspections VII. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances in the prosecution of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of the work, shall be sustained and borne by the Contractor at its own cost and expense. VIII. INDEMNIFICATION Contractor shall release, defend, indemnify and hold the City, its elected officials, officers and employees harmless from and against all claims, damages, injuries (including death), property damages (including loss of use), losses, demands, suits, judgments and costs, including attorney's fees and expenses, in any way arising out of, related to, or resulting from the services provided by Contractor under this Agreement or caused by the negligent act or omission or the intentional act or �omission of Contractor, its officers, agents, employees, subcontractors, licensees, invitees or any other third parties for whom Contractor is legally responsible (hereinafter "Claims"). Contractor is expressly required to defend City against all such Claims. In the event the City is a named party to a suit arising out of the subject matter of this Contract, the City shall have reasonable input into the selection of defense counsel to be retained by Contractor in fulfilling its obligation hereunder to defend and indemnify City. City reserves the right to provide a portion or all of its own defense; however, City is under no obligation to do so. Any such action by City is not to be construed as a waiver of Contractor's obligation to defend City or as a waiver of Contractor's obligation to indemnify City pursuant to this Contract. Contractor shall retain defense counsel within seven (7) business days of City's written notice that City is invoking its right to indemnification under this Contract. If Contractor fails to retain counsel within such time period, City shall have the right to retain defense counsel on its own behalf, and Contractor shall be liable for all costs incurred by City. IX. COMPLIANCE WITH APPLICABLE LAWS Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto, which in any manner affect Contractor or the work, and shall indemnify and save harmless City against any claim related to or arising from the violation of any such laws, ordinances and regulations whether by Contractor, its employees, officers, agents, subcontractors, or representatives. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. X. VENUE The laws of the State of Texas shall govern th� enforcement of this Contract. The parties agree that this Texas, and that exclusive venue shall lie in Denton County, Bid 4450 Imaging Project for Planning and Building Inspections ; interpretation, validity, performance and Contract is performable in Denton County, Texas. XI. ASSIGNMENT AND SUBLETTING Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned or sublet without the prior written consent of City, and that no part or feature of the work will be sublet to anyone objectionable to City. Contractor further agrees that the subletting of any portion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. XII. INDEPENDENT CONTRACTOR Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondeat superior shall not apply as between City and Contractor, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. XIII. INSURANCE AND CERTIFICATES OF INSURANCE Contractor shall procure and maintain for the duration of the contract insurance coverage as set forth in the Insurance Requirements marked Exhibit "C" attached hereto and incorporated herein by reference. Contractor shall provide a signed insurance certificate verifying that they have obtained the required insurance coverage prior to the effective date of this Contract. XIV. HINDRANCES AND DELAYS No claims shall be made by Contractor for damages resulting from hindrances or delays from any cause during the progress of any portion of the work embraced in this Contract. XV. AFFIDAVIT OF NO PROHIBITED INTEREST .� Contractor acknowledges and represents it is aware of all applicable laws, City Charter, and City Code of Conduct regarding prohibited interests and that the existence of a prohibited interest at any time will render the Contract voidable. Contractor has executed the Affidavit of No Prohibited Interest, attached and incorporated herein as Exhibit "D". XVI. SEVERABILITY The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence, clause, or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of the Contract. However, upon the occurrence of such event, either party may terminate this Bid 4450 Imaging Project for Planning and Building Inspections Contract by giving the other party thirty (30) days written notice. XVII. TERMINATION City may, at its option, with or without cause, and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work under this contract, in whole or in part by giving at least thirty (30) days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received. XVIII. ENTIRE AGREEMENT This Contract and its attachments embody the entire agreement between the parties and may only be modified in writing if executed by both parties. XIX. CONTRACT INTERPRETATION Although this Contract is drafted by City, should any part be in dispute, the parties agree that the Contract shall not be construed more favorably for either party. XX. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XXI. HEADINGS The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. XXII. RIGHT TO AUDIT The OWNER shall have the right to audit and make copies of the books, records and computations pertaining to this agreement. The CONTRACTOR shall retain such books, records, documents and other evidence pertaining to this agreement during the contract period and five years thereafter, except if an audit is in progress or audit findings are yet unresolved, in which case records shall be kept untit all audit tasks are completed and resolved. These books, records, documents and other evidence shall be available, within 10 business days of written request. Further, the CONTRACTOR shall also require all Subcontractors, material suppliers, and other payees to retain all books, records, documents and other evidence pertaining to this agreement, and to allow the OWNER similar access to those documents. All books and records will be made available within a 50 mile radius of the City of Denton. The cost of the audit will be borne by the OWNER unless the audit reveals an overpayment of 1% or greater. If an overpayment of 1% or greater occurs, the reasonable cost of the audit, including any travel costs, must be borne by the CONTRACTOR which must be payable within five business days of receipt of an invoice. Bid 4450 Imaging Project for Planning and Building Inspections Failure to comply with the provisions of this section shall be a material breach of this contract and shall constitute, in the OWNER'S sole discretion, grounds for termination thereof. Each of the terms "books", "records", "documents" and "other evidence", as used above, shall be construed to include drafts and electronic files, even if such drafts or electronic files are subsequently used to generate or prepare a final printed document. Bid 4450 Imaging Project for Planning and Building Inspections IN WITNESS WHEREOF, the parties of these presents have executed this agreement in the year and day first above written. � .. �. : .��i �: :, � � � • � Date: � ' � ` � � Name: ��i� � - ��I � Title: � �� T �a� i� �V,� I�j� MAILING ADDRESS ��,� '��' �o - 3�� - 2 v Z� PHONE NUMBER �b� - � �� -� � FAX NUMBER '�� PRINTED NAME CITY OF D NTO , AS BY: CITY MANAGER DATE: D� D�l�� D � DEPARTMENTAL APPROVAL APPROVED AS TO LEGAL FORM ANITA BURGESS, CITY ATTORNEY � BY: � DATE: :�� /,�O Bid 4450 [maging Project for Planning and Building Inspections Exhibit A Purchasing Department 901-B Texas St. Denton, TX 76209 (940) 349-7100 www.dentonpurchasing.com BEST VALUE BID # 4450 Imaging Project BIDS DUE: December 17, 2009 2:00 P.M. Questions concerning this BID should be directed to: Bid Procedures: Technical Specifications: Jody Hays Mary Collins Buyer Technology Services Manager (940) 349-7100 (940) 349-7888 Bid submitted by: Company Name NOTICE TO VENDORS Sealed bid proposals will be received by the City of Denton, Texas at the office of the Purchasing Agent prior to 2:00 P.M., Deeember 17, 2009, then publicly opened to determine the BEST VALUE for the following listed items as per bid instructions and specifications. BID # 4450 — Imaging Program Pre-bid conference, December 9, 2009 at 2 PM in the Upstairs Traini�g Room at 901-A Texas Street in the City of De�too Service Center complex. Qualified prospective bidders may obtain copies of the bid invitation with information to bidders, bid proposals, plans and/or specifications at the office of the Purchasing Agent, located at 901-B Texas Street, Denton, Texas in the Purchasing / Warehouse portion of the Service Center complex. Proposals received later than the specified time (2:00 P.M.) and date will be returned to the offer or unopened. The proposals will be officially ranked by the criteria, which includes price, as set forth in the bid documents. This procurement will be awarded by City Council based upon best value per the selection criteria. The submitted proposal shall not be altered, withdrawn, or resubmitted within sixty (60) days from and after the date of the proposal opening. Evaluation and Selection Process: Proposals will be reviewed by a Selection Team. Evaluation of proposals will be based on the following: 1. Ability of vendor to meet bid requirements as specified FACTOR: 40% 2. Ability of vendor to meet delivery schedule FACTOR: 5% 3. Flexibility of consultants, i.e. scheduling, setup, scanning capabilities FACTOR: 20% 4. Price FACTOR: 25% 5. Ease of billing and compliance with billing specifications FACTOR: 5% 6. References FACTOR: 5% The City of Denton, Texas reserves the right to reject any and all bids and to waive defects in bids. Minority and small business vendors or contractors are encouraged to bid on any and all City of Denton projects. CITY OF DENTON, TEXAS (940) 349-7100 TOM D. SHAW, C.P.M. PURCHASING AGENT CITY OF DENTON BID FOR Imaging Project Instructions The City of Denton requests proposals from responsive and responsible bidders and seeks to enter into contract for an Imaging Project. Goods and services shall be delivered/rendered F.O.B. at the City of Denton office locations. The City has outlined specifications it feels are relevant to obtaining the level of service we expect; however we realize that companies approach these issues in different ways. Therefore, we plan to use this bid process as a starting point. This is not a low-bid process, but cost will be a consideration. Ultimately, the contract will be awarded to the vendor or vendors who offer the best overali solution based on our analysis of the bids. Our goal is to complete this project by October 2010. To participate in this process and be considered as a document solution provider to the City, please follow the following steps. 1. Carefully read the attached BID document. 2. Prepare and attach a proposal detailing the services you intend to provide, pricing and other terms of your proposal. No form is provided, so please use your company's standard proposal process, and include the completed table from the "Requirements" section of this document. 3. Proposals must be in writing and include information as to how all aspects detailed in the "Scope and Purpose" of the BID will be addressed. 4. Return the completed specifications and proposal to City of De�ton by 2:00 p.m. Thursday, December 17, 2009. The contents of the proposals will be considered to be privileged communications between the City of Denton and each individual vendor; however they may be shared with officers and/or members of the appropriate departments or boards of the City of Denton. After award, the contents may be subject to open records. PAGE 3 OF BID # 4450 Bidder's Initials ' CITY OF DENTON BID FOR Imaging Project OBJECTIVE The purpose of the proposed Imaging Project will provide a means of integrating the document management programs in use by the City of Denton's Planning and Development Department, and implement the Department's document management and imaging solutions using the existing Enterprise Document Management Solution. THE BID PROCESS The following highlights respect to this BID: the process and time frame City of Denton intends to follow with • Issue BID • Ads posted • Pre-bid conference • Responses due • Evaluate top proposers week of • Select preferred service provider by • Present recommendation to City Council • Comme�ce program City of Denton reserves the right to vary any or all elements of the BID process and timeframe. The evaluation of BID's will be based on assessing the Proposer's capability of ineeting City of Denton's overall objectives. The Proposer's submissions will be assessed on the following criteria: • Competence and resources to provide an efficient high quality service • Technical compatibility with requirements • Price for providing the service • Availability to commence and complete services in a time-sensitive manner � Ability to integrate imaging proposals with existing software and systems Proposers must submit 1 original and 3 copies of their response in a hard format. One soft copy format must also be submitted. Soft copy formats must be saved as Microsoft word and excel files. Proposals shall consist of no more than thirty 8%2 x 11 pages. GENERAL CONDITIONS The City of Denton desires to award this bid on an "all or nothing" basis to the responsive, responsible bidder meeting or exceeding the bid specifications by using the cost per copy rates submitted by Bidders on the Bid Response Form. However, the City of Denton reserves the right to make award(s) by individual item, division, aggregate or none, or a combination thereof with one or more bidders; to cancel the bid, reject any and all bids or waive any minor irregularity or technicality in bids received as determined to be in the best interest of the City of Denton. Any award, and related documents such as a purchase order or contract, shall include all applicable terms and conditions set forth in this BID. , PAGE 4 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project OVERVIEW The City of Denton has an Enterprise Document Management Solution (EDMS) using Laserfiche version 8.02, Laserfiche Workflow version 8, Laserfiche Enterprise WebLink, Laserfiche Enterprise WebAccess, and DocuNav Integration Toolbar software. Respondents to this RFP will bid professional services to implement the Planning and Development Department's document management and imaging solutions using the City of Denton's existing EDMS software. Any proposed custom enhancements or other software necessary to achieve the required system integrations must be clearly defined. The City of Denton Planning and Development Department has a need for: • Scanning and digital archiving • Sharing and security of documents • Workflow processes • Document tracking • Document retention and destruction periods • Streamlined processes and integration of systems • Improved staff efficiencies and customer service • Improved access to Ordinance documents and records management • Access to Laser .fiche Ordinance documents from the ESRI GIS software system • Reduction in storage needs • Consistent document filing into one repository • Faster response to records requests SCOPE & PURPOSE Project Categories — This project includes components from 5 different categories; Archive/Retrieval, Workflow, Back Scanning, Integration, and Public Portal. Respondents must bid solutions in all categories to be considered as the vendor to be awarded this bid. A. Archive/Retrieval — The Archive and Retrieval Projects will establish the file structure to allow the Department to have one central repository with all the documents filed following established protocol. This category must be completed before any other category can begin because the documents must reside in the EDMS to accomplish the additional goals of the projects. This phase automates the filing of all the documents and allows for index integration with the existing TRAKiT application. Over the last several years, documents have been attached to records in the TRAKiT database. To eliminate the need for users to look in multiple locations for the documents, all images will be migrated into Laserfiche. The TRAKiT migration is required before Back Scanning Planning Project Files can begin. 1. Planning Archive/Retrieval — The goal for this project is to improve the storage and retrieval of documents for the Planning Division. Currently, the documents are stored as paper files, on cds, in TRAKiT, and in shared folders. This project will provide centralized storage in the Laserfiche server for quick retrieval to provide improved business processes and increase staff efficiencies. Vendor will review, configure, train, and document the implementation of Laserfiche and DocuNav Solutions software for this division. Vendor will: PAGE 5 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project • Work with the Planning division to determine the proper configuration of the Laserfiche template and folder structure for the Project Files folders and documents. � Create the Laserfiche templates and folders. • Configure the initial AutoFile rules to retrieve index data from TRAKiT and files documents into Address Folders. • Review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • Work with Denton IT staff to properly configure and install the QuickLink tool for search links from TRAKiT. • Work with Denton IT for the security configuration for Planning Division's Laserfiche security. • Provide (3 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. • Provide documentation for the configurations of new Laserfiche process for the Planning division. 2. Building Inspections Archive/Retrieval — The goal for this project is to improve the storage and retrieval of documents for the Building Inspections Division. Currently, the documents are stored as paper files, on cds, in TRAKiT, and in shared folders. Centralized storage in the Laserfiche server and quick retrieval will provide improved business processes and increase staff efficiencies. DocuNav Solutions will review, configure, train, and document the implementation of Laserfiche and DocuNav Solutions software for this division. Vendor will: • Work with Building Inspections Division to determine the proper configuration of the Laserfiche template and folder structure for the Address folders and documents. • Create the Laserfiche templates and folders. • Configure the initial AutoFile rules to retrieve index data from TRAKiT and files documents into Address Folders. • Review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • Work with Denton IT staff to properly configure and install the QuickLink tool for search links from TRAKiT. • Work with Denton IT for the security configuration for Build Inspections Laserfiche security. • Provide (2 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. • Provide documentation for the configurations of new Laserfiche process for Building Inspections. PAGE 6 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project 3. Ordinance Reconfiguration Archive/Retrieval — The goal for this project is to simplify searching through the existing City Ordinances. Currently, the Ordinances are scanned by the City Secretary's office and indexed by the year with approximately 50 Ordinances per document. Several departmental users currently struggle to quickly find the appropriate Ordinance. Vendor will: • Work with the Planning Division and the City Secretary to determine the proper reconfiguration of the Laserfiche template and folder structure for the Ordinance documents. • Edit the Laserfiche templates and folders. • Review the revised structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • Work with Denton IT for the security configuration for Ordinance documents. • Provide the labor required to reprocess all the existing Ordinance documents so each ordinance is a separate document and has the Ordinance Number on the document template. • Denton staff will review the documents in a timely manner for proper indexing. • Will provide an ESRI search tool to allow user to search the properly configured documents to be retrieved from a Zoning Layer. • Will configure the system to provide work queues for the date forward indexing by Denton staff. • Will provide (1 day) of training for Denton staff involved with the new Ordinance indexing process. • Will provide documentation for the configurations of new Laserfiche process for the journal entry documents. B. Workflow: 1. Workftow for Residential and Commercial Alterations — The goal for this project is to improve the integration of the business processes for review and approval of Residential and Commercial Alterations permits. Vendor will review, configure, train and document the implementation of Workflow processes using TRAKiT, Laserfiche and Vendor software for this Department. Vendor will: • Work with the Residential and Commercial Alterations Permit Department to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with other applications; i.e., TRAKiT. • Create the Laserfiche workflow configurations. • Review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • Provide (3 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • Provide documentation for the configurations of new Laserfche processes for Residential and Commercial Alterations. PAGE 7 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project 2. Workflow for Planning Division Projects - The goal for this project is to improve the integration of the business processes for review and approval of applications submitted to the Planning Department. Vendor will review, configure, train and document the implementation of Workflow processes using TRAKiT, Laserfiche and DocuNav Solutions software for this Department. Vendor will: • Work with the Planning Department to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with other applications, i.e., TRAKiT. • Create the Laserfiche workflow configurations. • Review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • Work with the Department to determine the needed reports to track the progress of projects. • Build up to 6 different reports using the City's reporting tools application. • Provide (5 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • Provide documentation for the configurations of new Laserfiche processes for the Planning Department. C. On-Site Assistance with Back Scanning — Planning Project Files The goal for this project is to improve the availability of documents, organize the project files and locate all required documents. Currently; the documents are stored as paper files, on cds, in TRAKiT and in shared folders with many duplicate documents because the required 15 copies provided with the application. Scanning of all paper documents would not be practical or necessary. We are quoting a project file based approach. After the configurations projects are completed, vendor will: • Work with the Planning Division to determine the required documents for each project. • Furnish on-site help to complete the project file folders. • Index all the assembled digital copies of document for the project files that where imported from TRAKiT, CDs and the shared folders. • Determine the required files that are missing, and Denton staff will assist in locating the missing files. • As needed, prep, scan and index additional files to complete the project folders. • W i 11 work from the current year backwards. • Tag paper documents for destruction but will not do any destruction of the documents. • Work with Denton productive outcome. • Bill for hours used. staff to help direct the on-site staff toward the most • Work with Denton to define location and equipment for the project. PAGE 8 OF BID # 4450 Bidder's Initials ' CITY OF DENTON BID FOR Imaging Project D. Integration 1. TRAKiT Migration — Project for Planning - The goal for this project is to move all existing documents from the TRAKiT application and store them in the Laserfiche server. Currently documents are stored in multiple locations without structure and moving all files into a central repository will allow for the document management and retrieval options the department desires. Documents stored in Laserfiche are accessible from ESRI, TRAKiT, Laserfiche and any other method desired. • After the Archive/Retrieval configuration of all the Department Laserfiche folders and templates, vendor will configure our export utility tool to export all the documents currently stored in TRAKiT and import the same into the Laserfiche server. • Documents will remain in their existing file formats, no file format changes will be provided during this project. • The process configuration will be updated, if needed, to support the exported documents. • The documents will not be deleted from TRAKiT during this project only copied. 2. ESRI Search — Integration - The goal for this project is provide an Enterprise search tool for ESRI to retrieve documents stored in the Laserfiche repository. Currently documents are stored in multiple locations with copies of files being attached to the ESRI features. The search tool will allow simple configuration to retrieve the desired documents from the ESRI interface. Vendor will: • Install the DocuNav Solutions Enterprise Search Tool for ESRI. • Work with Denton staff to configure the search tool to work for Zoning Ordinances and Project Files. • Train Denton Technology Services (ESRI) staff on the functions and configuration on the Enterprise Search Tool. E. Public Portal/Web Interface The goal for this project is to improve customer service for applicants and streamline notifications and the review processes. Currently applicants provide 15 copies for projects and the paper documents are distributed to multiple reviewers. This project would allow applications and documents to be uploaded via the web and notifications to be sent via email. Applicants would also be able to view documents on-line during the review process. Vendor will: • Work with the Planning Division to determine the proper configuration and design of a custom web portal. • Create the custom web portal to be used by applicants. • Build 50 web forms for use on the portal. • Configure the routing and workflow of the documents and forms loaded into the portal. • Review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. PAGE 9 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project • Provide (2 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • Provide documentation for the configurations of new Laserfiche processes for the Planning Department's Public Portal. REQUIREMENTS Bidders will provide project plans that define the project implementation schedules and total project timeframes. The project costs estimates and implementation timelines must be included. Vendors must bid the entire project to be considered in this bid process. Plannin Pro'ects Completion Pro'ects Timeframe Cost Plannin : Archive/Retrieval TRAKiT Mi ration: Integration Planning & Cit Secreta : Ordinance Reconfiguration ESRI Search to Ordinances: Inte ration Planning Pro'ect Files: Workflow Planning Pro'ect Files: Back Scanning Web Interface: Public Portal Plannin Total Buiidin� Ins Completion Pro'ects Timeframe Cost Building Ins ections: Archive/Retrieval Residential or Commercial Alterations Permits: Workflow Building Inspections Total Planning Division Resources. The Planning Division has determined that the scanning needed to implement the projects defined as "date forward" will be performed by the current City staff with the exception of a reasonable amount of scanning input for proof-of-concept, testing, and training of the proposed solutions. During the implementation phases of all the projects, the Planning Division will have staff available for training and for decisions during conf gurations given reasonable scheduling by the vendor. PAGE l0 OF BID # 4450 Bidder's Initials CITY OF DENTON BID FOR Imaging Project Award and Implementation The contract/award period shall be for a period beginning on the date of the notice of award and will remain in full force and effect until the work, as defined in the accepted bid, is completed. Proposals must be in writing and include the following information: • A proposal detailing cost and time frames of each phase of the project • A detailed list of processes used to accomplish the program as outlined in this document • The names and contact information of company� principles and contacts through the regional level, including key contacts and positions of the people completing the work for this project • Contact information for at least five references with which the vendor has provided similar services Proposers must submit 1 original and 3 copies of their response in a hard format. One soft copy format must also be submitted. Soft copy formats must be saved as Microsoft word and excel files. Proposals shall consist of no more than thirty 8'/z x 11 pages. Proposals are to be returned by 2:00 P.M. December 17, 2009 to: City of Denton Purchasing Department Attn: Jody Hays 901 B Texas Street Denton, TX 76209 The evaluation of responses will be based on the following criteria: Ability of vendor to meet requirements exactly as specified — 40% Ability of vendor to meet delivery schedule — 5% Flexibility of consultants, i.e. scheduling, setup, scanning capabilities — 20% Pricing — 25% Ease of billing and compliance with billing specifications — 5% References — 5% PAGE 11 OF BID # 4450 Bidder's Initials Exhibit B �'�P � ^ K .4 �l+�c �'�",,�1 '1' �"} » t�+� _ h� _.�+ �gnr �+ � a. ...c =-a ec�,. n��p-.� .�+.�;a. .w,t� u...;� t � + ,.... . G sJ_a . �Yy.'3-'. 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Es �`:a:•�� ::�rti:r'i:_ :� !_ ..r_ :._t ..l� ': �t� a _�I::'— _:��::<.:<(i_,::,�::.�s 3��.s,:�. �.:,.:s:i`s:.��EI•_s��3f��Slc�._c.:u�ii4x:.�.E�=�_�.L!!�:L-•!fitL!:�_!_v c�:a.iG�RS_'c'.� sin! !:::_�_:€i's:Ea:es��.!t:'{:ei:iE�vs!'==ii�1:i��S:: if= _b:_'! �.c„i:��a:is•.`:i3=':�y;�:�!�� _;:�. :s. ,. . �: I:{',::.,� , . . _ . �, ... ._. ... ...d...� ..��:::��:•,l_c_.t,.._. �.i`•J Dear City of Denton: Enclosed is DocuNav Solution's proposal in regards to the City's request for an imaging project integrated with the current, enterprise Laserfiche and DocuNav soflware for the Planning and Development departments. The RFP indicates, you are looking for a vendor to guide the departments through the complicated process of designing an integrated EDMS solution. Our experiences gained from implementing solutions of similar size and scope for several other local cities included as references will surely qualify us for success in your effort. Additionally for ten plus years, DocuNav has been successfully implementing and integrating the enterprise EDMS solution across many of the City of Denton's departments. We are confident our extensive product suite, seamless integration capabilities, and experienced staff will provide us with the necessary ammunition to design the right solution for both Planning and Development. Our bid is inclusive of all implementation services (integration, scanning, configuration...) necessary to ensure Denton Planning and Development a successful rollout utilizing the City's existing enterprise EDMS. Upon implementation, the departments will quickly realize the value of having instant search access to their records, integrations to TR.ACKit and the GIS software, automated workflow processes, and document security increasing departmental efficiencies. DocuNav has had an established office in the area for over 8 years with both sales and support. We believe you will find that continuing to team with a quality local vendor to be of great value when working through the issues of implementing this imaging project for both departments. Thank you for giving us the opportunity to provide this response. We can not fully describe the robust solution we have proposed on paper, and we look forward to a chance to clarify, and answer questions regarding our solutions. We are very excited about the opportunity to continue to work with the City, and we intend to create success for everyone involved! Sincerely, 1, � � 0 ` � . � Ashley Jackson (Main Contact) Sales Manager 5048 Tennyson Parkway, Suite 110 Plano, Texas 75024 � 214-257-7743 Cody Bettis (Presentation) President � 5048 Tennyson Parkway, Suite 110 Plano, Texas 75024 800-353-2320 Corporate Background and Egperience �.,,m� .:..��.�f;r i,�C��I � � Soiut�o�s 800.353.2320 „.:,. �::,_ .. ::�T:.:�-:. . , .��.. - - - - -- -- - - _ .t..-�rc:. .. .:r-,_y.-:r .;.-,_;�.�,.: ;=r .: ;,.::.;•e:r•r<:«:�.�>::s�-vr.;:. :� TiiET� iIA ::�i::�irr?mi,r.::'i:.`irvrF s::-�-- �:•-r�e•=.V=a¢: <:�=.�-ss::-�tK: e• — —*-:-rr--:-� —�*-•: rrr: �.: e.d . ...... .::.<:;.. .::�� T =:IF� � rE:tr::n..� �.. .� � .. ._. . .r.. . . ��:, . . _I'" ...t.. .r. ...�`.i' �:�tC�s�... . .'I.. . .t_..,.�tL=: — .�.i....__ . .�:..`-'s�-�� . .�.� I._�.>« .... ... �. � 4 . .d...._�s.. ..��_.�. .....i� ..,..... �.. ..�.t._ ..K.��....( ... .._.E,.+a�:::.:�:_.::c _.... � .s.... z.. ... .._. .,.�...:,.::� ::•=.:z�:s<*.�t: �::�--:�_:J:[=��.... .. .� hu�.:: : :� u:E:�<<_• ;€iti::s • ...i.[r ..... .��.... ..,..... �� _..�.. .. � � 2.. ._.. ... . . ---' • - � - - -E. .ii ....�....._. ... ..s . ..._.. ...._.. .. 1.. . .�.......�,... .� ...L.. .....� . .--°----.. .� .. •::t��e •- i.r•..�.. . ..�i;af�y.�:. �-��- - -L.. . ... .� .._.t.. _� . . u..:. u. _ .a . � .. i_� :-n_... . M1� .._ . i .�.._s�. ...3:..... .i � . u_{._�. ... .is...F ,c, .�.. .I.il.._."""., .�..�...... r. {: .. }. . ...... �. i.r.. f...l ...� a ... .�. ... ._�:_:^::. . ��. _. _ .�r. . .. . �s �i. .�5.." _. ...�r,. . ..F:•:�:••. .r._..�.. . :'i!:[.�;:��i;�� .�:�:Ei!!-: :i�:Si!ei!!ii _ � -t :�:1::��:!�: n 7��...._ ...� C-r ..F�.. ..�. P... .I . .... ...5-. . . .._....� ..F...I.. ..v . .�.. ...�.,_ ..� .�..._ . � _t...... � _. t..... .. ... ..�. .na... ....� �.•.�.::::•s�l . .... � ..� ::� 5....�.. .. K: . ��iis��':: t::-:l`:=:s:=t" u:�. ..� ' ::�! .::.v:. I�.�.�FY_._..I....�ti.._�ti.Y......L.�__._i. es""_..1....__.s�....�_�af_"'�._...:}�....i!......1�_7.."_"_.�f.�!_"LII....'_'t"'_'_"i._...2 } r._.._ ...-.x....a.:i3:...�i��i.._!_ir..a�:F.n...<i_ ..._.�.._i.... _ <�r._.._.�... i.....��.<<�.....Ii..._...�..._..a..:"� �u._.....�._ .... V.P. Imaging, Inc.'s (DBA - DocuNav Solutions) corporate offices are located in Plano, Texas. Cody and Nadine Bettis head up the company and have remained actively involved since the company's establishment in 1997. For more than 20 years, Cody has been an entrepreneur of technical and service businesses. By developing document solutions for large to small businesses, medical systems, and government entities, he works closely with OnBase as well as Laserfiche, a division of Compulink, Inc., implementing paperless office systems. Laserfiche is implemented �in more than 26,000 organizations worldwide; DocuNav Solutions directly supports approximately 175 of those, including Laserfiche's largest enterprise implementations. DocuNav Solutions has the unique capability to provide clients with complete document management solutions through the development of specialized software applications and in- house integration expertise, extending the functionality of the already powerful OnBase and Laserfiche systems. By focusing on our customer's success, DocuNav Solutions has become the top solution provider in Texas and ranks high internationally. We are enthusiastically committed to quality service at a fair price and look forward to the opportunity to work with you! Corporate Office 5048 Tennyson Pkwy, Suite 110 Plano, Texas 75024 800.353.2320 Technical Support Hotline 800-353-2320 Website: www.docunav.com, www.Laserfiche.com, www.OnBase.com Billing address: 5048 Tennyson Pkwy, Ste 110, Plano, TX, 75024 Established: 1997 Texas Corporation since: 1998 Tax ID Number: 752738222 • Authorized Laserfiche, Novusolutions, OnBase, ZetaFax, and TeleForm reseller � Developers of the DocuNav, �IlVIEdocs, and Realforms software solutions s Certified software integrators, custom links and applications, on-site training and support, certified installation and configuration, soflware and hardware user support, and a full- service provider. 4 DocuNav Experience & Qualifications -_��:._ ...�k.. �OCI��'I � � 5 o I u t i o n s 8U0.353.232U :�ct--t�r;:- . :•�fz:;:;::-�.�.. ; ,•::•:•¢a-�--w=-°° •--::- �i-:=�� ±_- ��• _. ��a� �•--�T-_:=*- - ;�¢��:-��-±::.--°=rE¢��:--a•-t,:�,��;;:;:_�-,-r-- ;•;i:,.r:�:;z::r::�: �ti�Fi:E?iiii*4SI�-?'.?i .�.:_�.•. .• n x::_• : ....r?:?Eti:i _.;y^:.:="�-*:•"""—r:n�r�r::•�:^::r ...... ft l...i ._...1� i: ..*�. ..t . i . . .,. 1 t .7.: . �;...,�'"" "` ' ., a .... i. :, .c<i: . �.� ...�.. ..:: .. .:::� ..':'�:� •n : :::.. ...�:_..:::�:'�::iii_i: . _ ...4..7. . i._i i . .L.... �[.�l....it� si . ...�_ . .. �..�._.._.�. .I.� � �.�.:: '•a " _�3....f� . .�.. ..�. .._i.. .. .. . . ..�... . is�..C,... .... i�. �.ii.. .:t:n �•<."_"t��:.. �. : ::_.!�'.::�::iL-� .:;•�"c...... . ii'1'i? 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F . . .. _ �,.� . - - .. ::.F" - -t `�- Project Manager: Zack Abshier Position at DocuNav Solutions: Special Projects Director and Senior Developer Length of time ia position: 4.5 years Length of time at company: 6.5 years Planned project position and responsibilities: • Oversees entire project as a whole • Oversees design and development of integrations with databases and third-party applications Previous relevant work ezperience: More than six-and-a-half years of experience working with Laserfiche's APIs and has integrated Laserfiche with various applications for multiple organizations; directly involved with implementation and rollout of multiple customer solutions—ranging from city governmentleducation clients to a nationwide homebuilder. He is also an OnBase Certified Installer. Technical skills, qualifications, and certification for the project position: ASP Web applications, E-Commerce projects, develops custom applications, Laserfiche System Administrator Certified, OnBase Certified Installer Project Manager: Karyn Cruz Position at DocuNav Solutions: Trainer and Technical Support Lead Lengt6 of time in position: 3.5 Years . Length of time at company: 4 Years Planned project position and responsibilities: • Train power users and system administrators on the proposed solution • Conduct on-going, onsite, and Web-based training sessions as needed • Assist with the development of any additional training documentation beyond the standard manuals provided � Previous relevant work ezperience: Experienced conducting onsite and Web-based training with multiple clients while at DocuNav Solutions and in previous employment at Dell, Inc. Technical skills, qualifications, and certification for the project position: Laserfiche System Administrator and End-User Certification as well as OnBase Certified lnstaller 5 Project Timeline Overview �� •� �:� �: �Nav . . 800.353.2320 .-.:r--�-�------ s .:.. • ..:=s.-*�•� =:s�:--:-*rs�-��.:T��-_.-T. - .=.�iaa�e:—�—=--� — - -r=.cr: -::-�re-�;=.r:*- �r-- r:-r-= - srr:::_:,-- r• :�— �•,;j.—::-.--�:,-:r:--,•::--:1 - S' T« - � ' F .. �=.�r:s�:;v��+: =!� ,::+. � � _�.�::........ !. r. , . :.::F .�.�:!.K.2[..�.<<�r=:-v � _ �_.. .. .:�i:_u!i�=i��i�i:'-•-,�[ �:'�. ._� .. i.. ,. ...c .. ,�.�..:� . .I ;!i`:`..�....� .a !:::! :t��cr.sl�a i:. �� i : �!:a�::i`-is`:'..� ..�...�. ,_ � s'�::.5.. . .... �, i... !.t ..h.. ..�..al.. 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E:.i:��.u. �. ., �.� . .. �.r..e�. �. s_�. �. _.{..,..,�-°--. i � _ �._...;.---�. _lt.... �.� _«. s _... _e.«...........i.t... �...,:---....� r�� <«, <<��.� _F...L._...._.,! �:1::� � 3 �._:�_. �__i 1. �...��r_i...,F: �.�.,, s:...�_...r:,:: �,.te,; r__eati;.�... �..r..,c..e,:.1,-�_.... _� ��..._.4.. �,i 3 E(.��r...��,. Once project is approved, DocuNav will need approximately two weeks from receipt of the purchase order to the start of the project. � Archive and retrieval will allow the departrnent to have one central repository with all the documents filed following established protocol. This category must be completed before any other category can begin because the documents must reside in an EDMS to accomplish the additional goals of the projects. This phase includes using AutoFile software to automate the filing of all the documents and allows for index integration with the existing TrackIT application. Once completed any of the Back Scanning or Integration projects could begin. The TrackIT migration project should be the next priority due to the fact that over the last several years many documents have been attached to records in the database. We do not want users looking to multiple locations for the documents. The TrackIT migration would also be required before Back Scanning Planning Project Files could begin. The Workflow projects could roll out in any order but we would suggest the Residential or Commercial Alterations project be first because it is much more contained than the Planning Project files workflow and would be a good learning ground before starting the more complicated workflow project. Back Scanning could run concurrently as well as concurrently with Integrations projects. Archive/Retrieval, Integration, TrackIT migration and Workflow should be completed before beginning Public Portal projects. Archive/Retrieval and Workflow projects should be started consecutively. � Listed below is the estimate time from start to completion of each project. ■ ArchivelRetrieval o Planning 6 weeks o Building Inspections 4 weeks o Ordinance Reconfiguration 10 weeks ■ Workflow o Residential or Commercial Alterations 6 weeks o Planning Projects 8 weeks ■ Back Scanning o Planning Project Files 25 weeks ■ Integration o TrackIt Migration 4 weeks o ESRI Search 2 weeks � Public Portal o Web Interface 12 weeks C.� Project Plans ._ -. .:,r. '�ISJ: �� L � .e�. 5 O I U t 1 O fl S 800.353.232U � .:-� -:,:;�..,,:��>�;::::::�:r:-:�?�_::--,.�:,. ,::;..---�. .__�.,�._. ,�,...--.-::,-::..�.::_.:.� .....:.:::..:::.:::: .::::::..n ----�:.._..--�- - ..... i.,� _.��Fi. . .. ... . .. t....f ... �: : � , i t� . ... ._. � ... _.. ..�.�.....��._ �......�� .e.�� _ ' . ..�. �.�...� _�....t...... -....... � . ,__ . <<. ..t , . . . � :.- --. .i. j.. �t ... .... .. . ... ... .t....� ... . . . .. -��::..��::>::::,.:,t.�-:�r: ::a��'s.;:� .. -:at_�t=:a�a;•;_a.•• — _.... �. .�4:��..��:u... .�. �..... 7. .F��7., . � fa.(.. � . ... ... c.�. ... . ....ii'i!i�tt' :.�I i..�e%�'�:i .. — - — �:!SL-::::2F:i��:.T�' ::?l �•.e...a . .. . ....I. . .... .s . ._. ... ..�.... .�'.: . ..i� _. .� _e.:...i�..:.� . ....�...• .�.. .�.._�.. ��::::.::��:• �:r�•:•:_,:::i�:5::::. :�'�'r'i i.�......i. . _ f ...i.. .x . . ... . . . ! . , . . .i ..w....r. i �,..a._....... �_. . ..... . :E_. �..... ..�. .. .. c . _ ._.- ....�..,..:::�:�: ...��..u.,�..�. nri:� -Y� i�.�E:ti < :? :•,i'r.FT �..i : ....... . .i i. .... t �. ..-. F.r?. �.�;.. ....,�... F .... .. ... ...�.i. . ... ....... i...{� ... _ . . ��... .�... � c. •�� s.�{:: > .....,.,,. ."'�'.�. . .Ic . .I.:;;:�i,'•.';{f._:2tE:`:E>tit_.i. �.r_f,�. ::•��- r_.....i.�:.,.:i�.�•�i...i�.�! 4�:�. ....�....��`i:{:::.._,Elc4,.`7�. ��t.. i .._...�.�..� .....t.....i...r.r.i.. .....�:.....� 3 ... .. __=1.i -r.:..-::�u.... _. ..a;,•,•::::.... _ ..i,�.:!::��... �:[� �:r ':FE:`�,. r..r....�.........,.r_t._,,........r.ii�,.�t.?.�.........a.....��,.4;�:::_.':�.��:[:,t.,�:��P__«'��:Ei:;i:lS�:i_=�,:�, ,::��::€�:�i��iit�>_r:�:r�_�:4`:i:.�-:::S:el:��I; �ti�::'s:t�e:r�t["•:'•: . _ 1 �t. ...F.. , . .... ..i.,�, .iJ,�.... ... .. . . .> .... . .. _ .. ._ .. ..:...... Planning Archive/Retrieval The goal for tl�is project is to improve the storage and retrieval of documents for the Planning division. Currently the documents are stored as paper files, on CDs, in TrackIT and in shared folders. Centralized storage in the Laserfiche server and quick retrieval will provide improved business processes and increase staff efficiencies. DocuNav Solutions will review, configure, train and document the implementation of Laserfiche and DocuNav Solutions software for this division. Scope of Work: • DocuNav Solutions will work with the Planning Division to determine the proper configuration of the Laserfiche template and folder structure for the Project Files folders and documents. � • DocuNav Solutions will create the Laserfiche templates and folders. • DocuNav Solutions will configure the initial AutoFile rules to retrieve index data from TrackIT and files documents into Address Folders. • DocuNav Solutions will review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. . • DocuNav Solutions will work with Denton IT staff to properly configure and install the QuickLink tool for search links from TrackIT. • DocuNav Solutions will work with Denton IT for the security configuration for Planning Division's Laserfiche security. • DocuNav Solutions will provide (3 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. � DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for the Planning Division. Buildiag Inspections Archive/Retrieval The goal for this project is to improve the storage and retrieval of documents for the Building Inspections Division. Currently, the documents are stored as paper files, on CDs, in TracklT, and in shared folders. Centralized storage in the Laserfiche server and quick retrieval will provide improved business processes and increase staff efficiencies. DocuNav Solutions will 7 review, configure, train and document the implementation of Laserfiche and DocuNav Solutions software for this division. Scope of Work: � DocuNav Solutions will work with Building Inspections to determine the proper configuration of the Laserfiche template and folder structure for the Address folders and documents. • DocuNav Solutions will create the Laserfiche templates and folders. • DocuNav Solutions will configure the initial AutoFile rules to retrieve index data from TrackIT and files documents into Address Folders. • DocuNav Solutions will review the structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • DocuNav Solutions will work with Denton IT staff to properly configure and install the QuickLink tool for search links from TrackIT. • DocuNav Solutions will work with Denton IT for the security configuration for Building Inspections's Laserfiche security. • DocuNav Solutions will provide (2 days) of training for Denton staff involved with scanning, indexing, importing and searching documents in the system. • DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for Building Inspections. Ordinance Reconfiguration Archive/Retrieval The goal for this project is to simplify searching through the existing City Ordinances. Cunently the Ordinances are scanned by the City Secretary's office and indexed by the year with approximately 50 Ordinances per document. Several departmental users cunently struggle to quickly fine the appropriate Ordinance. Scope of Work: • DocuNav Solutions will work with the Planning Division and the City Secretary to determine the proper reconfiguration of the Laserfiche template and folder structure for the Ordinance documents. • DocuNav Solutions will edit the Laserfiche templates and folders. � DocuNav Solutions will review the revised structure with the appropriate Denton staff and make any additional changes as needed to receive confirmation. • DocuNav Solutions will work with Denton IT for the security configuration for Ordinance documents. • DocuNav Solutions will provide the labor required to reprocess all the existing Ordinance documents so each ordinance is a separate document and has the Ordinance Number on the document template. • Denton staff will review the documents in a timely manner for proper indexing. • DocuNav Solutions will provide an ESRI search tool (see scope of work below) to allow user to search the properly configured documents to be retrieved from a Zoning Layer. 8 • DocuNav Solutions will configure the system to provide work queues for the date forward indexing by Denton staff. • DocuNav Solutions will provide (1 day) of training for Denton staff involved with the new Ordinance indexing process. � DocuNav Solutions will provide documentation for the configurations of new Laserfiche process for the journal entry documents. Workflow for Residential and Commercial Alterations The goal for this project is to improve the business processes for review and approval of Residential and Commercial Alterations permits. Currently the processes are manual and paper based with tracking information keyed into TrackIT. Digitizing the business and approval processes will greatly improve department efficiency and lead to better customer service. DocuNav Solutions will review, configure, train and document the implementation of Workflow processes using TrackIT, Laserfiche and DocuNav Solutions software for this division. Scope of Work: • DocuNav Solutions will work with the Residential and Commercial Alterations Permit Division to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with TrackIT. • DocuNav Solutions will create the Laserfiche workflow configurations. • DocuNav Solutions will review the new digital processes with the appropriate Denton stai� and make any additional changes as needed to receive confirmation. � DocuNav Solutions will provide (3 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for Residential and Commercial Alterations. Workflow for Planning Division The goal for this project is to improve the business processes for review and approval of . applications submitted to the Planning Department. Currently the processes are manual and paper based with tracking information keyed into TrackIT. Digitizing the business and approval processes will greatly improve the department efficiency and lead to better customer service. DocuNav Solutions will review, configure, train and document the implementation of Workflow processes using TrackIT, Laserfiche and DocuNav Solutions software for this division. Scope of Work: • DocuNav Solutions will work with the Planning Department to determine the proper configuration of the Laserfiche workflow engine and any needed interfaces with TrackIT. • DocuNav Solutions will create the Laserfiche workflow configurations. � • DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. � DocuNav Solutions will work with the division to determine the needed reports to track the progress of projects. • DocuNav Solutions will build up to 6 different reports using the City's reporting tools application. • DocuNav Solutions will provide (5 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for the Planning Division. On-Site Assistance with Back Scanning — Planning Project Files The goal for this project is to improve the availability of documents, organize the project files and locate all required documents. Currently the documents are stored as paper files, on CDs, in TrackIT and in shared folders with many duplicate documents because the required 15 copies provided with the application. Scanning of all paper documents would not be �practical or necessary. We are quoting a project file based approach. Scope of Work: • After the configurations projects are completed. • DocuNav Solutions will work with the Planning Division to determine the required documents for each project � DocuNav Solutions will furnish on-site help to complete the project file folders. � • DocuNav Solutions will index all the assembled digital copies of document for the project files that where imported from TrackIT, CDs and the shared folders. • DocuNav Solutions will then determine the r.equired files that are missing. • Denton staff will assist in locating the missing files � As needed DocuNav Solutions will prep, scan and index additional files to complete the project folders. • Denton staff will review all work in a timely manner. • DocuNav Solutions will work from the current year backwards. • DocuNav Solutions will tag paper documents for destruction but will not do any destruction of the documents. • Denton will help direct the on-site staff toward the most productive outcome • DocuNav Solutions will bill for hours used � Denton wi(1 fumish location and equipment for the project TrackIt Migration — Project for Planning The goal for this project is to move all existing documents from the TrackIt application and store them in the Laserfiche server. Currently documents are stored in multiple locations without lo structure and moving all files into a central repository will allow for the document management and retrieval options the department desires. Documents stored in Laserfiche are accessible from ESRI, TrackIT, Laserfiche and any other method desired. Scope of Work: • After the Archive / Retrieval co�figuration of all the division Laserfiche folders and templates. • DocuNav Solutions will configure our export utility tool to export all the documents currently stored in TrackIt and import the same into the Laserfiche server. • Documents will remain in their existing file formats, no file format changes will be provided during this project. • The AutoFile configuration will be updated if needed to support the exported documents. • The documents will not be deleted from TrackIT during this project only copied. ESRI Integration The goal for this project is provide an Enterprise search tool for ESRI to retrieve documents stored in the Laserfiche repository. Currently documents are stored in multiple locations with copies of files being attached to the ESRI features. The search tool will allow simple configuration to retrieve the desired documents from the ESRI interface. Scope of Work: • DocuNav Solutions will install the DocuNav Solutions Enterprise Search Tool for ESRI. •� DocuNav Solutions will work with Denton staff to configure the search tool to work for Zoning Ordinances and Project Files. • DocuNav Solutions will train Denton IT (ESRI) staff on the functions and configuration on the Enterprise Search Tool. Public PortaUWeb Iaterface The goal for this project is to improve customer service for applicants and streamline notifications and the review processes. Currently applicants provide 15 copies for projects and the paper documents are distributed to multiple reviewers. This project would allow applications and documents to be uploaded via the web and notifications to be sent via email. .Applicants would also be able to view documents on-line during the review process. Scope of Work: • DocuNav Solutions will work with the Planning Division to determine the proper configuration and design of a custom web portal. • DocuNav Solutions will create the custom web portal to be used by applicants. 11 • DocuNav Solutions will build 50 web forms for use on the portal. � DocuNav Solutions will configure the routing and workflow of the documents and forms loaded into the portal. • DocuNav Solutions will review the new digital processes with the appropriate Denton staff and make any additional changes as needed to receive confirmation. � DocuNav Solutions will provide (2 days) of training for Denton staff involved with approvals, importing, scanning, plan reviews and archive. • DocuNav Solutions will provide documentation for the configurations of new Laserfiche processes for the Planning Department's Public Portal. 12 References � � � �� OC��C1 � Soiut�o�,s 800.353.2320 »'��= �'-ie i i:x;�x��ix:� ,::�r."" " jcs•. •�:r:::r� ^. 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Ir r �':}li`:!i': " __l., :� :'.'.�: `L •::d!,:! - r •L . . � < < . .. :�:: .t< < t., ... ..... .. ............ ... . .. �.... .�. t.. .. �_. .. . ....... . .. � .._ �� Ft:::• . .t�. :,t � �:'3:•: <��:� ::::a...... �.�_ ��i.�s.� �.i ....t..-�.k....,� ..�.:[.Ic.. !_.__s._.Ft�.r,..c r...t.fs. l...3� � .. ..t,... .. . i ..,.sf� . , .c, - ,; , . ..�::� :u . � .6:'':`t:a�:. • :•t:::-,: < :i4=� zS::; t �Si'•: S�. . ; ._:• •.•:.;:: ..r.t � t . , .-E. -� t , t. ,. . .. 1 �.� _ .. _ , <<.. .,.•,1. �.�..;.,, ..� _ � i,,.,.__..�t�:4L_...,c,.....1>.�,-.....�,1.�.,-._..t.;u:::;i;E'• }L�—. ..+! �i>':' c •�.�ir��.v:e:«:,�.it_�.�,f�.i:ie ... . ,....... .... . �.... . _ _ ._ _c ...._.. . (1) City of Keller 1100 Bear Creek Pkwy Keller, TX 76248 � 817.743.4136 Keith Macedo, Information Service Manager kmacedo(a�,citvoflceller.com (2) City of Plaao � 1520 Avenue K Plano, TX 75074 972.941.7000 Chester Helt, Information Services Project Manager cheth e�plano. �ov (3) City of Arlington 101 W. Abrams Street Arlington, TX 76010 817.459.6418 Bill Pepper, Project Manager bill.pepper cr,ar�in ontx.gov (4) Town of Addison 16801 Westgrove Drive Addison, TX 75001-5190 972.450.2868 Hamid Khaleghipour, MIS Mgr hkhaleghipour(a�ci.addison.tx.us (5) City of North Richland Hills 7301 N. E. Loop 820 North Richland Hills, TX 76182 817.427.6233 Bob Weakley, Asst. Technology Director bweaklev cnr,nrhtx.com .e 13 .._ .. .... . . _. . . . . .. ._. ._.._...._.....---..._.__. ..---- �- -December..�:.__,:.-�-�---_._..::. 14 Planning Projects Pricing J -. _- .-,�: :�1 'ni t ' i3OC��Jt�I �s� Soiut�ons 800.353.2320 rr.•—:: : :,:.:,: r,� -::•.-----:-•'----•--:n. :- _•-.�'= "-: —.-�'--+::-::-r:-:::r:_-::--:r :-r.:::,-r•-*'-'--':r - - -- - - - - - - - - -- -- "'�r•-*c:� .-z_:,....-_".:•::.—:n� - � .i.. . . F. ... .r.s n.i... "" i �,_ .,...,. .r� ... �.,. �.....�.�...� ..r ..�. .�..s lii='�:•I'� ie: """"'"" " ' { ' ' ' _ ::L•n...--.� . 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DocuNav $ 8,000.00 $ 8,000.00 Solution project to work� with and provide services for Planning Dept. for project files folders and documents. Includes: preliminary meeting, configuration, and setup of AutoFile with rules; post-configuration meeting and testing; three (3) days onsite for training and rollout; and documentation of processes for Plannin de t. to be written and rovided. TRACKiT Migration: Integration . � 1 LS PRJ TRACKiT Migration: Integration. DocuNav $ 8,000.00 $ 8,000.00 Solution project to work with and provide services for Planning Dept. for TracklT project. Planning & City Secretary: Ordinance Reconfguration 1 LS PRJ Planning & City Secretary: Ordinance �$ � 3,500.00 $ 3,500.00 Reconfiguration. DocuNav Solution project to work with and provide services for Planning Dept. for ordinances reorganized. Includes: � preliminary pre-configuration meeting, reconfiguration, and setup; review meeting; one (1) day onsite for training; and documentation of processes for Planning dept. to be written and provided. * ESRI Search Tool Enterprise �- License needed for this ro'ect. 320 Reindx DocuNav Solution project to re-index all $ 40.00 $ 12,800.00 Ordin ordinances. Estimate 8 hours per year ($40.00 � hr.), for approximately 40 years that need to be com leted for an estimated tota) of 320 hrs. 15 ESRI Search to Ordinances: Integration 1 LS PRJ ESRI Search to Ordinances: Integration. $ 11,150.00 $ 11,150.00 DocuNav Solution project to work with and provide services for Planning Dept. for � Enterprise Search Tool software for ESRI. Includes: installation, con�guration, and setup; and one 1 da onsite for trainin with IT. Planning Project Files: Workflow . 1 LS PRJ DocuNav Solution project to work with and $ 19,000.00 $ 19,000.00 provide services for Planning Dept. Includes: preliminary pre-configuration meeting, configuration, and setup of Workflow on server; post-configuration meeting and testing; 5 days onsite for training and rollout; setup of 6(six) different reports; and documentation of processes for Planning dept to be written and rovided. Planning Project Files: Back Scanning 2080 LS PRJ DocuNav Solution project to work with and $ 40.00 $ 83,200.00 provide services for Planning Dept. for back scanning of project files. Estimated 2080 hours. Web Interface: Public Portal LS PRJ DocuNav Solution project to work with and $ 27,000.00 $ 27,000.00 provide services for Planning Dept. for Public 1 Portal. Includes: preliminary meeting; custom Web page interface; design of Web forms; configuration and setup of Workflow on server; post-configuration meeting; two (2) days onsite for trainin . ATTENTION: Includes CISV pricing. VP Imaging, Inc. vendor #1752�38222400 ��, ,��,�, �,�, Please sign, date, attach PO and fax back to DocuNav Solutions and we �;,� �F •s � will rocess our order. Kindl call us 800-353-2320 with an �:--��-��Ot11� 172 650.00 P Y Y @ Y `��` s�'-�,.�� -��, questions. �-�- �-�.��5 � �, ,, We look forward to working with you! ��.�f�: ,� ��'%ya7C� EXEMPT Thank you, �.- �-�� ,�� .��` Yv'=+i�'��' �.,�, :,.�=,�r�ei: ,h#� - �, � . . _ ��-�; SIGN & DATE HERE . Y;� �� `�+ ; �' �' t'�`-�� , Y 172 650.00 - '_��Yota,l�: 16 Building Inspections Pricing _• f.::Tw1��M '�L�. ��V V�L �) ��, 5 O I U t I O Il S 800.353.2320 .:� n:::� �_n:- .- :-.:�.- :-:-:.�, _ �::�_�::-__,_. .,,.-------��,,:�:�::.� ---� - - - - - - - - - - . . ..... ,r-._:r-.-�,:::r .....::_.�:�:..., :,:.-:::�.�.:z ..�:.:::_ �:�� ::�.:..�-�--:-�.:�_�:� :� ;; .:::.--. - . ... . . { x... ...� . .- u t. .. .... ifr .._. � ., .. t �. .. .:�:•ss...... _,.a.�Ei� ... a, ...�._�.. . ..�L : :..: si_...a i........ . _.. 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' s!;•�.z`••�,� -!,� .:. � f �'�. �- � .. �•:I. . ? _. .. :t� . ..i..:...L .. _ � t _._.. . . .i—:.. . , t. ., � .�,. . .. ! .� !�:i,:: _ .rfr .a_,.,.t.,..;, .., .s. . . i...�� ..,.. ._;. . t �:•- •:..,:t-� t :,_.... .{ : --•::. ��. . ..,.. � .... . _.r..:: •::::_ :::.. . .:.:.... .,�5.,:=, . . f��-r-u•�� a .�. �:�:::.�::. �;s•... .. .,:..,�:� ... �i.-....._. �la..�.r.i''=.'r.i:i:::�i::i'ii�::l;,..�_rt,�_ �4•n�<c?x?�i�i:�: ii� . , <2 .fix:F;.iJS,: :-'e�LE::.....-.- _ �._i.�.7Sf._.--.�.e-.�!V..-.+�fy..lri�_.:...5en.�._..tyait..�..F:ii-..�:Ji..._.�F..�..!::.�i:�.....i.isi......... . _�). . .� .�.i� . }. ,. . _.� F .,: :_i.:_�i� . . .. .. . _ . Item Descri tions Unit Pr Total DocuNav Support Agreement, DSA Priority one � year, support via email, phone, fax, M-F, 8am- Spm, CST, excluding holidays. Building Inspections: Archive/Retrieval 1 LS DocuNav Solution project to work with and $ 5,000.00 $ 5,000.00 PR� provide services for Building Inspection. Includes: preliminary meeting, configuration, and setup of AutoFile; post-configuration meeting; two (2) days onsite for training; and documentation of processes for Building � Inspection dept. to be written and provided. Residential or Commercial Alterations Permits: Workflow 1 LS DocuNav Solution project to work with and $ 9,000.00 $ 9,000.00 PRJ provide services for Building Inspection. Includes: preliminary meeting, configuration, and setup of Workflow on server; post- configuration meeting and testing; three (3) days onsite for training and rollout; and documentation of processes for Building Ins ection de t. to be written and rovided. ATTENTION: Includes CISV pricing. VP Imaging, Inc. vendor #1752738222400 �:, �,,� ,��{� Please sign, date, attach PO and fax back to DocuNav Solutions and we �'`=`�-�. .��•°� �� ,,;Y r�r ^ '�i' will process your order. Kindly call us @ 800-353-2320 with any � ��u.btO�al;� 14 000.00 �: ;�, �.��, questions. �'� ,�: �p�' :,�.� We look forward to working with you! ��_ °°��T�aX`� EXEMPT Thank you, �a�� .��,�� -�f"��,.�} � �,;.��Fr�� j'`ht� �� .�•-,� �-�?:�-- g,, �.� . SIGN & DATE HERE �t� -��TOt�I� 14 000.00 �;; ';� :;�-�. � 17 Requirements Timeframe and Cost �. ,.:.. . :. :Nav . . . . - - .. .. � - � 800.353.232U :<<. �n�a;..-::zF�. rr;vnr: z^-e.—:::r, ^:r--a.�.:::i•nr-: : _-:.�--:.._ r.--r.. � .:r:::-:-::•�:::::•::• _' ' _ _ ' ... TF.. .....� S . ... ..._� . .��s. �.. . _. . .. 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U.�.r.. .t.._.. . ...�..._.. . ....t �... .. ...i,. . . u ...i.�•!:..<<R_�..,.�::-�:<a:'.._. .. 4�:` ,.i:t.:: .1:-. i ..t.. �.� ! -��.�_�..,. .. .. tu f.. ..f... .._I .i. .. ....ue.u._...�....�..:......0 il :e�:::.... 1..F. . t � .. t"; �^`�. ::r i..�.._;..}} .?�.,�.E;i.,w�.�� ..... .... :. .: �.:�. � .-.._ .:::.. ,._... z. �.«::,: . .N . ._f�=t _ t�as�::�� ::� ��i: ::rs- . -tii`� iE : ! ._..... _ .al.. > -..�.Y. ..�..�...r_:.,e.....�.e..n�..�t�..._�..,...:...i.zr.,..,i.a_;:.;r,�..,t. . :._..,...7Fiit;::<.:r�c:<:1F�::.�'.�.::?:a::ii'::_e�;i::_:.eJii::rs_��e!e.i. 1 :.:,�.�.. _. 4 . J:::i�:::��t....�`:!'v�.....I::E.-.,ri;��:''-`�'�, .....-:.6�.,�.:..�.t:tii:�:!�. ing Projects ,. Projects Planning: Archive/Retrieval TRAKiT Migration: Integration Planning & City Secretary: Ordinance Reconfi ESRI Search to Ordinances: Integration Planning Project Files: Workflow Plannin Project Files: Back Scanning Web Interface: Public Portal Building Inspections Planning Total Projects Building Inspections: Archive/Retrieval Residential or Commercial Alterations Permits: Workflow Buildin� Inspections Total 18 Completion Timeframe 6 weeks 4 weeks 10 weeks 2 weeks 8 weeks 26 weeks 12 weeks Completion Timeframe 4 weeks 6 weeks Cost $8,000.00 $8,000.00 $16,300.00 $11,150.00 $19,000.00 $83,200.00 $27,000.000 $172,650.00 Cost $5000.00 $9,000.00 $14,000.00 EXHIBIT C CITY OF DENTON INSURANC�E REQUIREMENTS FOR CONTRACTORS Bidder's attention is directed to the insurance requirements below. It is highly recommended that bidders confer with their respective insurance carriers or brokers to determine �n advance of Bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low b�dder fails to comply strictly with t/ze insurance requirements, that bidder may be disqualified from award of t/ze contract. Upon bid award, all insurance requirements shall become contractual obligations, which the successful bidder s/Zall have a duty to maintain throughout the course of tlzis contract. STANDARD PROVISIONS: Without limiting any of the other obligations or liabilities of the Corrtractor, the Contractor shall provide and maintain until the contracted work has been completed and accepted by the City of Denton, Owner, the minimum insurance coverage as indicated hereinafter. As soon as practicable after notification of bid award, Contractor shall file with the Purchasing Department satisfactory certificates of insurance, containing the bid number and title of the project. Contractor may, upon written request to the Purchasing Department, ask for clarification of any insurarrce requirements at any time; however, Contractors are strongly advised to make such requests prior to bid opening, since the insurance requirements may not be modified or waived after bid opening unless a written exception has been submitted with the bid. Contractor shall not commence any work or deliver any material until he or she receives notification that the contract Izas been accepted, approved, and signed by the City of Denton. All insurance policies proposed or obtained in satisfaction of these requirements shall comply with the following general speci.fications, and shall be maintained in compliance with these general specifications throughout the duration of the Contract, or longer, if so noted: • Each policy shall be issued by a company authorized to do business in the State of Texas with an A.M. Best Company rating of at least A. • Any deductibles or self-insured retentions shall be declared in the bid proposal. If requested by the City, the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officials, agents, employees and volunteers; or, the contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. • Liability policies shall be endorsed to provide the following: • Name as additional insured the City of Denton, its Officials, Agents, Employees and volunteers. • That such insurance is primary to any other insurance available to the additional insured with respect to claims covered under the policy and that this insurance applies separately to each insured against whom claim is made or Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT C suit is brought. The inclusion of more than one insured shall not operate to increase the insurer's limit of liability. • Cancellation: The City requires 30 day wr�tten notice should any of the policies described on the certificate be cancelled or materially changed before the expiration date. • Should any of the required insurance be provided under a claims-made form, Contractor shall maintain such coverage continuously throughout the term of this contract and, without lapse, for a period of three years beyond the contract expiration, such that occurrences arising during the contract term which give rise to claims made after expiration of the contract shall be covered. • Should any of the required insurance be provided under a form of coverage that includes a general annual aggregate limit providing for claims investigation or legal defense costs to be included in the general annual aggregate limit, the Contractor shall either double the occurrence limits or obtain Owners and Contractors Protective Liability Insurance. • Should any required insurance lapse during the contract term, requests for payments originating after such lapse shall not be processed until the City receives satisfactory evidence of reinstated coverage as required by this contract; effective as of the lapse date. If insurance is not reinstated, City may, at its sole option, terminate this agreement effective on the date of the lapse. Bid�4450 Imaging Project for Planning and Building Inspections EXHIBIT C SPECIFIC ADDITIONAL INSURANCE REQUIREMENTS: All insurance policies proposed or obtained in satisfaction of this Contract shall additionally comply with the following marked specifications, and shall be maintained in compliance with these additional specifications throughout the duration of the Contr�act, or longer, if so noted: [X ] A. General Liability Insurance: General Liability insurance with combined single limits of not less than �500,000.00 shall be provided and maintained by the Contractor. The policy shall be written on an occurrence basis either in a single policy or in a combination of underlying and umbrella or excess policies. If the Commercial General Liability form (ISO Form CG 0001 current edition) is used: • Coverage A shall include premises, operations, products, and completed operations, independent contractors, contractual liability covering this contract and broad form property damage coverage. Coverage B shall include personal injury. Coverage C, medical payments, is not required. If the Comprehensive General Liability form (ISO Form GL 0002 Current Edition and ISO Form GL 0404) is used, it shall include at least: • Bodily injury and Property Damage Liability for premises, operations, products and completed operations, independent contractors and property damage resulting from explosion, collapse or underground (XCU) exposures. • Broad form contractual liability (preferably by endorsement) covering this contract, personal injury liability and broad form property damage liability. o � e �a i � nsurance: Contractor shall p ' e Commercial Automobile Liability insuranc Combined Single Limits (CSL) of not less t 00 000.00 either in a single po ' or in a combination of basic and umbrella or excess policies. olicy will inc odily injury and property damage liability arising out of the operation, mai e and use of all automobiles and mobile equipment used in conjunction with this ract. Satisfaction of the above uirement shall be in the form of a policy e ement for: any auto, or Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT C [X] Workers Compensation Insurance Contractor shall purchase and maintain Worker's Compensation insurance which, in addition to meeting the minimum statutory requirements for issuance of such insurance, has Employer's Liability limits of at least $100,000 for each accident, $100,000 per each employee, and a $500,000 policy limit for occupational disease. The City need not be named as an "Additional Insured" but the insurer shall agree to waive all rights of subrogation against the City, its officials, agents, employees and volunteers for any work performed for the City by the Named Insured. For building or construction projects, the Contractor shall comply with the provisions of Attachment 1 in accordance with §406.096 of the Texas Labor Code and rule 28TAC 110.110 of the Texas Worker's Compensation Commission (TWCC). [] Owner's and Contractor's Protective Liability Insurance The Contractor shall obtain, pay for and maintain at all times during the prosecution of the work under this contract, an Owner's and Contractor's Protective Liability insurance policy naming the City as insured for property damage and bodily injury which may arise in the prosecution of the work or Contractor's operations under this contract. Coverage shall be on an "occurrence" basis, and the policy shall be issued by the same insurance company that carries the Contractor's liability insurance. Policy limits will be at least combined bodily injury and property damage per occurrence with a aggregate. [] Fire Damage Legal Liability Insurance Coverage is required if Broad form General Liability is not provided or is unavailable to the contractor or if a contractor leases or rents a portion of a City building. Limits of not less than _ each occurrence are required. [ ] Professional Liability Insurance Professional liability insurance with limits not less than per claim with respect to negligent acts, errors or omissions in connection with professional services is required under this Agreement. [ ] Builders' Risk Insurance Builders' Risk Insurance, on an All-Risk form for 100% of the completed value shall be provided. Such policy shall include as "Named Insured" the City of Denton and all subcontractors as their interests may appear. Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT C [ ] Commercial Crime Provides coverage for the theft or disappearance of cash or checks, robbery inside/outside the premises, burglary of the premises, and employee fidelity. The employee fidelity portion of this coverage should be written on a"b(anket" basis to cover all employees, including new hires. This type insurance should be required if the contractor has access to City funds. Limits of not less than each occurrence are required. [ ] Additional Insurance Other insurance may be required on an individual basis for extra hazardous contracts and specific service agreements. If such additional insurance is required for a specific contract, that requirement will be described in the "Specific Conditions" of the contract specifications. Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT C ATTACHMENT 1 [X] Worker's Compensation Coverage for Building or Construction Projects for Governmental Entities A. Definitions: Certificate of coverage ("certificate")-A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - includes the time from the beginning of the work on the project until the contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the project ("subcontractor" in �406.096) - includes all persons or entities performing all or part of the services the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. B. The contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any overage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor providing services on the project, for the duration of the project. C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. D. If the coverage period shown on the contractor's current certificate of coverage ends during the duration of the project, the contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. E. The contractor shall obtain from each person providing services on a project, and provide to the governmental entity: 1) a certif cate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT C 2) no later than seven days after receipt by the contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. F. The contractor shall retain all required certificates of coverage for the duration of the project and for one year thereafter. G. The contractor shall notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. H. The contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. I. The contractor shall contractually require each person with whom it contracts to provide services on a project, to: 1) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.O11(44) for all of its employees providing services on the project, for the duration of the project; 2) provide to the contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project; 3) provide the contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 4) obtain from each other person with whom it contracts, and provide to the contractor: a) certificate of coverage, prior to the other person beginning work on the project; and b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; 5) retain all required certificates of coverage on file for the duration of the project and for one year thereafter; 6) notify the governmental entity in writing by certified mail or personal delivery, within 10 days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and Bid 4450 lmaging Project for Planning and Building Inspections EXHIBIT C 7) contractually require each person with whom it contracts, to perform as required by paragraphs (1) -(7), with the certificates of coverage to be provided to the person for whom they are providing services. J. By signing this contract or providing or causing to be provided a certificate of coverage, the contractor is representing to the governmental entity that all employees of the contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. K. The contractor's failure to comply with any of these provisions is a breach of contract by the contractor which entitles the governmental entity to declare the contract void if the contractor does not remedy the breach within ten days after receipt of notice of breach from the governmental entity. Bid 4450 Imaging Project for Planning and Building Inspections EXHIBIT D CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other erson doin business with local overnmental entit This questionnaire reflects changes made to the law by H.6. 1491, 80th Leg., Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a Date Received person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. � .,�.t � � �t-r, /�1� � � � � � 2 � Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7'" business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has an employment or business relationship. �� Name of Officer This section, (item 3 including subparts A, B, C 8� D), must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? 0 Yes � No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? 0 Yes � No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an o�cer or director, or holds an ownership of 10 percent or more? 0 Yes � r '� No / D. Describe each affiliation or business relationship. 4 � ' - j � - z.�1 c� Signature of person doing business with the governmental entity Date Adopted 06/29/2007 Bid 4450 Imaging Project for Planning and Building Inspections �or�.rr�er�ial ��tiflcate af I�.s��rar��e Agency , Fa�-rners �nsurance �roup Na�ne , Jo��Y�ny Vestal A�ency � � 512� 82r�d Address � Lttbbock, Texas 79424 S�. 3� Dist. 77 Agent 33� �nsured � VP I�naging Znc dUa DacuNav Solu��o��s Name � 5 �4 S Tennyson P arkv�ray & � Suite 11 � Address � Plano, Texas 750Z4 ' �� `-� FA R� E RS� f Sar e �ssue Da�e �MMIDDIYY} pZ�p4�I p This c��•�ifi�ate is issued as a matter of infarma�ion oi�ly and confe�s na rights upon th� c�rti�ca�e ho�der. This c�rtifica�e daes not amei�d, extend ar alt��• the coverage affarded by tile poii�ies s��wn belaw. C amp anies Pr a��di�g C ov er age: Campany pl T�ucl� Insurance Exc��ange Letter comp�ny � Farmers Insuran�e Exchange Letter Company � Mid-Century Insurance �ompany Letter Company � Letter Coverages This is to c�rtify t��at t��e pai�cies af insurai��e �isted b�lo�r have been issu�d to the insured ��amed above foz• the polic� period indica�ed. N��vithsta��dii�g any re�ui��ement, �erm or condi�ifln of any cont� act or other document wi�h respect to which this cer�ificate ma� he issued or may pertain, the insurance afforded �y ��e policies d�scribed here�r� is subjec� ta al� th� te�ms, �x�lusions and canditiar�s of such policies. Lzmi�s shown may �lave beei� reduced hy paid cla�ms, CD, L�i . A 1• . � Type of Insurance General Liabi�i�y Cammer�ia� General L�ability - ��curre��e Versio�� Con�ractual W Inciden�al on�y ��vners & Col�tra�tors Prot. Automobile Liabili�y All �t��ed Commercia� Autos SCheduled Au�as Hired Autos Non-C�wned Autas Garage Liab�lity �mbrella Liahility Palicy Nun�her ��4333774 6�4333774 6�4333774 Po�icy Effe��i�re Pa�ic� Expiration Ddt� �MMIDi7IYY} Da�e (MMIDi7IYY} Policy Limits 0314 � 1�9 �210�11 � D214411 � �31��i11 431� 11� I D31D111 I �en�rai Aggregate Products-CompIC�PS Aggregat� Personal & Adv�rtising �nju�r Each �ccurr�n�e Fire Damage �Any ❑ne �i�•e} Medi�al Expense �A�7y one pe�son� �ambined 5ingl� Lin�it Bodily 7n'ury �Per person`� Bad�l�r Ir�jury �Per accid�n�� Prop�� ty Damage �arag� Agg�egate Limi� '" ��VVVyVVV � zsoao,ao� � �,000,00a � z,oao,00a � 1 ��,OOD � 5,0�4 $ $ $ �,D��,�� z,�oo,aoo $ � � �orkers' Campensa��on 5�a�utory and Each Accid�nt $ D�Se�S� - Eac�� Emplayee � Employers' Liabili'�y ��se�s� � Palicy Limit � D�scription of �peratianslVeh�.c�eslRes�ricti�nslSpec�ai items: As required by t��e written cantz�c� City �f Der�to��, its coin�n�ssioriers, af�cers, directors, e�nployees an�. volunteei� are in��uded as addi�iana� insureds unde� the Genera� Liability pol�cy. Ti�e captioned po�icy i� writter� on a primary and non-co��tributary bas�s, Waiver of subrogatio�� i� favar of City of De��ton app��es regardi��g �1�� eneral Liabiiity pol�cy. Cer�ificate Holder Cance��at�an , Ci�y of Dez�ton 5hou�d ai�y af the abave descr��ed policies be caneelled before the �xpiration date Name , thereof, th� issuing company will endeavo�' �� IT1alI 3� d�y5 Wllt��7 I7DtI�� t� ��1� & � 2� S E McK�nney Stree� certi�icate halder nam�d to the left, but �ailure ta ma�l such ��otice shall impose no Addt•ess � Denton, Texas 7f241 obligation or Iiability of any kind upon the compar�y, its agents or repres��tatives. Johnny �Testai, CP CU, CLU Ag�nt Authoz•ized Repres�nta�iv� ��-��9� �--94 �opy Dist��t��or�: 5er�ice �ente�• �op� and A�ent`s C�p� H-°�