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Adhoc Technology Committee Packet 2005 01-19-05 �0 Cep �` , , 0 United City of Yorkville EST "� County Seat of Kendall County ..� 1836 800 Game Farm Road Yorkville, Illinois, 60560 4 Telephone: 630-553-4350 Fax: 630-553-7575 LLE x‘• Website: www.yorkville.il.us AGENDA AD-HOC TECHNOLOGY COMMITTEE Wednesday, January 19, 2005 7:00 P.M. City Conference Room 1. Minutes for Approval/Correction: October 18, 2004 2. Council Chambers Sound System Quote 3. Voicemail Expansion Quote 4. Server Upgrade Update 5. Budget 05/06 Proposals a. Exchange Server b. Laserfiche Proposal 6. Part-time IT Tech Job Update 7. E-Pay Program Update 8. Four Year Technology Plan Update 9. Proposed Capital Development Fee for City Wide Information System and Technology 10. Additional Business Page 1 of 4 OR.AFT UNITED CITY OF YORKVILLE AD HOC TECHNOLOGY COMMITTEE MEETING MONDAY,OCTOBER 18, 2004 7:00 P.M. City Hall Conference Room In Attendance: Mayor Art Prochaska(arrived 7:38) Alderman Rich Sticka Alderwoman Wanda Ohare City Administrator Tony Graff(arrived 7:05) Police Department Office Supervisor, Molly Batterson The meeting was called to order by Wanda Ohare at 7:01 pm. 1. MINUTES: Minutes of July 29, 2004 were approved as read. 2. TECHNOLOGY UPDATES Ms. Batterson reported the extra firewall was removed regarding the T-1 line. Alderman Sticka asked if the Park Board was in agreement regarding bills for the T-1,which is actually being paid for by the City. It was suggested that the billing be switched so that the bills are sent to the City rather than the Library. Ms. Ohare complimented the Technology Updates/Issues summary compiled by Ms. Batterson. One of the items in the summary dealt with the Cash Drawers. Ms. Batterson reported those were working very well and she no longer has to manually input information into an Excel file since it is all integrated. Other City departments are working on being integrated as well. 3. VIDEOTAPING PUBLIC MEETINGS- UPDATE A memo was written by Ms. Batterson asking for letters of interest from any employee who would like to videotape City meetings. Alderman Sticka said the matter of videotaping should be brought forth first to the Council as a matter of courtesy for their approval. Ms. Ohare suggested sending this matter to the Administration Committee prior to the Council. Page 2 of 4 4. FOUR YEAR TECHNOLOGY PLAN A Summarized Technology Plan prepared by Ms. Batterson and Finance Director Pleckham was included in the agenda packet. This plan summarizes the future needs and prioritized technology needed for the entire City. A new dictaphone system was suggested for purchase as the current system only allows one transcriptionist and one person dictating at a given time. Two quotes from Dictaphone were also included, in the event this item could be budgeted next year. Otherwise, a new system is scheduled to be purchased in the 2006-2007 budget year. At the present time, only one officer can dictate, but thus far, no backlog has occurred. If the current system were to break down, an immediate replacement would be needed since the present one could not be repaired. Administrator Graff suggested earmarking this project for March or April if additional funding becomes available. At this time, the dictation system is only used by the Police Department. Information on a system called Unique Law Enforcement Tool was also presented. The contents of a recorder are downloaded onto a computer and then transmitted via e-mail to a transcriptionist. This system, however, did not have the "administrative listen" feature to select a specific report. Another system, VPN (Virtual Private Network), is digital and could be used for taking minutes at meetings such as this and the network would be secure. Administrator Graff suggested this system would be useful so that the tapes are always in the possession of the City. These tapes are also backed up on a computer. Ms. Ohare asked Ms. Batterson to conduct more research for a minute-taker application and compile pricing for the Unique Law Enforcement Tool to possibly replace the current tape recorders. The minutes could be downloaded immediately and would give City Clerk Milschewski more control over the minutes. Ms. Ohare suggested the Unique Law Enforcement tool would be a good way to track minutes and avoid problems that occurred in the past. Ms. Batterson also said Detectives could take this system with them and record an interview immediately. A CD then would be burnt from the tape. Memos could also be dictated from home by Committee members. Ms. Ohare and Mr. Sticka suggested the new equipment would be an easier sell to the Council if many uses could be demonstrated. Currently there are many meetings with developers when notes are recorded by Mr. Graff and Mr. Wyrot. The notes are then given to Anna Kurtzman to track for annexation agreements and for review by Kelly Kramer. Ms. Batterson suggested that a part-time transcriptionist might be needed during the day for such occasions. Page 3 of 4 Administrator Graff asked for a further explanation of the wireless network system. Instead of hooking up each laptop into the wall to gain network access, a secure wireless router would "beam out"to laptops for access to the internet,etc. Ms. Batterson will obtain proposals if the Council is interested and Ms. Pleckham would like to include this item in the budget for next year. A recommendation could then be made to the Council and staff regarding this technology. According to Ms. Batterson,this technology is dependent on Laser Fische or other document imaging software. Due to their size, any maps in an agenda packet would still need to be distributed in the paper format. She also said that when the agenda packets are put onto the internet, Laser Fische will convert them into a condensed, computer- compatible format so that word documents do not have to be opened. The paperwork would be minimized since Council members would follow the agenda on the computer and pages could be printed as needed. She pointed out that if the documents are sent to Council members in a web-based program and they click on a link, hard drive space could be saved. The paper copies housed in file cabinets could be destroyed when the documents are available on the computer. Discussion turned to "Phone System Additions/Upgrades" in the Summarized Technology Plan. Ms. Batterson explained that the voice mail is very busy in the morning because the system is built for 40 phones, while the City has 60 phones. She said Laura Brown would like to add the Recreation Department and Public Works would also like to be added to the phone system. The cost of each phone is about $250. In conjunction with these proposed upgrades,the committee moved ahead on the agenda to discuss item#8, the part-time IT tech. Mr. Graff said $18,000 has been budgeted for technology support. This position would centralize the purchase of computer related equipment, obtain quotes, track software licenses and maintain inventory of computers. Alderman Sticka wondered if a person who had all the required qualifications, could be found for part time work. Ms. Ohare stated that she would like to include "background check will be conducted"in the job description. This will be added. This item will move to the Administration committee and be presented by Ms. Ohare. Ms. Batterson was asked to explain this technology to the aldermen/women at C.O.W. A salary range will be determined by Ms. Pleckham. Mayor Prochaska joined the meeting at this time. Page 4 of 4 The committee then discussed the website and related updates. Intern Bart Olson is working on the updates. Andy Clements will be meeting with City staff as a result of delays in requests for web information and server changes. Mayor Prochaska added that other City personnel could be authorized to post items directly to the website in a more timely manner such as agendas and minutes and that no additional software would be needed to accomplish this. Alderwoman Ohare summarized the following: Ms. Batterson will write a recommendation for a new dictaphone system, Ms. Ohare will explain the information to the Administration committee and Mr. Graff will write a request for the phone system. No further information has been received on the county-wide grant for the New World software purchase at a cost of$50,000. A county-wide network is the ultimate goal to be able to share information with other cities. 7. E-Pay Program A letter from Judy Baar Topinka, State Treasurer,was received and included in the agenda packets. This letter offers a program to the City that allows bill payments to be made electronically. There is no cost to the City,however, an agreement must be signed with the State. A small fee of$3.50 is charged to the debit/credit card user. The City Attorney has reviewed the agreement. The following details were also noted: the County currently uses this feature with no apparent problems, a wire transfer to the bank is completed each day and a reader will be needed for the credit cards. Ms. Pleckham and Mr. Powell both recommend this program. This item moves to C.O.W. ADDITIONAL BUSINESS It was reiterated that videotaping of the Council meetings will be moving to the Administration Committee and then to C.O.W. As there was no additional business, the meeting was adjourned at 7:52pm. Minutes respectfully submitted by Minute Taker, Marlys Young of Yorkville Police Department Memorandum 804 Game Farm Road EST. • , =.:1836 Yorkville, Illinois 60560 Telephone: 630-553-4340 0 i 4,, el Fax: 630-553-1141 g'4fCerYlil�``�+ CE 1 v` Date: November 10, 2004 To: Jackie Milschewski, City Clerk From: S/Sgt. Ron Diederich Reference: Microphones/hearing devices, City Hall Jackie I have received a memo from Liz D'Anna stating there is a need for assisted listening devices in City Hall. Also the need for wireless microphones has been brought up again. I have contacted Sound Incorporated and Thomas Alarm Systems for prices. Sound Incorporated's price was the same as they quoted me in March. I.have attached both quotes to this memo as per Administrator Tony Graff's direction. If I can be of further assistance please let me know. Respectfully, S/Sgt. Ron Diederich CC: Chief Harold 0. Martin III City Administrator Tony Graff Liz D'Anna 11/04/04 THU 19:34 FAX 2001 x 1 PROPOSAL. _$ un - - _ — in or aruLe _ Integrated Systems =--- - — 1 S50 Shore Road • Naperville,H 605613 • Phone:63U.:t69.2900 • Fax:630.369.1)1 1 November 4, 2004 Yorkville Police Dept. 804 Game Farm Rd. Yorkville, iL 60560 Attn: Ron Diederich Re: Council Chambers Sound System Sound, Incorporated proposes to furnish and install the following equipment to add to the Council Chambers Sound System at your facility. The following additional equipment will be installed for the side table: 1 Biamp Auto One 8-input Auto Mixer $1,205.00 ea. 2 I3iamp AIA Expansion Adaptor $91.00 ea. 3 Telex FMR500I-IC Wireless Handheld Microphone $545.00 ca. 1 Telex AD450 Antenna Combiner $859.00 ca. 3 Atlas DS2 Desk Stand $28.00 ea. Labor $1,073.00 Equipment and Hardware ' $3,916.00 Total Cost .$4,989.00 OPTION (1) Williams Sound PPA-VP Assistive Listening System with one transmitter and four receivers Labor $392.00 Equipment and Hardware $832.00 Total Additional Cost $1,224.00 CLARIFICATIONS All work to be completed during normal business hours(7:30AM to 4:30PM, Monday through Friday). WARRANTY The system shall be warranted all parts and labor for one(1) year. An optional maintenance agreement is available at the end of the first year. Batteries,both internal and external. are consumables and are not covered by warranty. This contract is subject to the terms and conditions on reverse side. 11/04%04 THtT 19:34 FAX f1002 PROPOSALi inn rperaLe __� Integrated Systems J^ 1550 Shnre Road • Naperville,II 60563 • Phc,nc;6 3369.7.900 • Fax030.:369.1)11 TERMS 50%Down Payment,40% upon substantial completion and 10% net 10 days upon completion. Respectfully Submitted By: C47---4 Mark Foehrin Account M ager Acceptance of Proposal: The above specifications,terms and conditions are satisfactory. You are authorized to do the work as specified. Buyer's Acceptance: Sound Incorporated's Acceptance: Accepted by: Accepted by: (Printed name) (Printed name) Title: Title: Signature: Signature: Date: _ Date: at Naperville, 1L Note: To proceed with your order, an originally signed proposal or purchase order is required. Facsimile or copies will not be accepted. • This contract is subject to the terms and conditions on reverse side. 711 North Bridge Street Yorkville, Illinois 60560 Thomas Al a r m Syst ems Phone: 630.553.4560 Fax: 630.553.0805 Email: AlannSysm@aol.com November 10,2004 United City of Yorkville 804 Game Farm Road Yorkville,Illinois 60560 Attn:Ron Diederich PROPOSAL EOUIPMENT INSTALLATION: At the above location,we propose to furnish all labor and material to install additional items to the existing Sound System consisting of the following items for side table and podium: 1 BIAMP(to match existing)AUTO ONE 8 input mixer $1095.00 2 BIAMP(to match existing)A 1 A expansion adapter $89.00 ea. 3 SHURE SLX wireless microphones $525.00 ea. 1 SHURE antenna combine $695.00 ea 3 Shure desk stands $25.00 ea. Labor $850.00 Parts&Cabling $3618.00 Total Cost Excluding Taxes $4,468.00 1 Williams Sound PPA-VP Assistive Listening System (Transmitter and 4 receivers) Labor $340.00 Parts&Cabling $785.00 Total Cost Excluding Taxes $1,125.00 If you have any questions,please feel free to give me a call. Respectfully submitted by: David A. Sorich for Thomas Alarm Systems Accepted By ryi 3 SBC BUSINESS COMMUNICATIONS SERVICES HARDWARE AND SOFTWARE EQUIPMENT AGREEMENT United City of Yorkville Quote Number: UNITEDYO Company Name: Quote Date: 12/06/2004 United City of Yorkville Expiration Date: 02/04/2005 Ship to Customer Name: Ship to Address: United City of Yorkville 800 Game Farm Road Ship to Contact: Molly Batterson Yorkville, IL 60560-0000 Ship to Tel: (630)553-8602 Delivery Date: CSM II: Marc J. Hork (312)795-8698 Qty Part# Product Unit Price Extended Price 1 A0522603 CallPilot 150 Voice Mail System $4,344.00 $4,344.00 1 A0999132 Voice Messaging Mailboxes- 32 $2,090.00 $2,090.00 1 A0999130 Voice Messaging Mailboxes- 8 $634.00 $634.00 Equipment Subtotal: $7,068.00 Discount: $2,452.99 Equipment Total: $4,615.01 Shipping: $9.81 Installation: $884.89 Training: $0.00 Subtotal: $5,509.71 Note: Grand Total: $5,509.71 -All returns subject to a 20%restocking fee. -All shipping and taxes are estimates. -Quote does not include applicable taxes. -The above prices do NOT include any required house and/or net-Pop cables or monthly line charges. -A Site Survey is required if this is a school, place of worship,warehouse, factory, residence,municipality, car dealership,trailer,multi floor installation or there is existing 1A2 key equipment,there are any separate buildings that need to be cabled, new cables installed and the building is over 30 years old, special paging requests. If a Site Survey is not performed, customer may be subject to additional charges Date Printed:12/06/2004 Version 9.4(SBC Midwest) Release Date:12/03/04 Customer Initials Traci Pleckham From: Molly Batterson [mbatterson@yorkville.il.us] Sent: Monday, December 06, 2004 4:56 PM To: tpleckham@yorkville.il.us; tgraff@yorkville.il.us Subject: FW: Voice mail quote Importance: High 'Iat7K: UNITEDYO_Quote2 .PDF(5 KB) Here is the voice mail expansion quote. . .Marc will be able to answer any questions you may have. Let me know if you need anything else. Thanks. Molly Batterson, Office Supervisor Yorkville Police Department Phone: 630-553-8502 Fax: 630-553-1141 Original Message From: HORK, MARC J (AIT) [mailto:mh6976@sbc.com] Sent: Monday, December 06, 2004 4 :06 PM To: mbatterson@yorkville.il.us Subject: Voice mail quote Importance: High <<UNITEDYO Quote2.PDF>> Molly- Per the technician's site survey results, your voice mail system has 2 channels (or ports) , which is grossly undersized for 71 users. Your current system has actually been manufacturer discontinued, so expanding it would be quite expensive. A more cost- effective option would be to replace it with a newer CallPilot system. Attached is a quote for the system and all of the mailboxes that you'd need. The system comes with 32, and I've added another 40 for a total of 72. Everything is included in this quote--installation, programming, training, and project management. I'll follow up with you in case you have any questions. Thanks, Marc Marc J. Hork Convergent Solutions Manager SBC - Advanced Enterprise Solutions Government/Education/Medical (GEM) Sector 225 W. Randolph 7A-220 Chicago, IL 60606 (312) 795-8698 voice/fax mh6976@sbc.com "This e-mail and any files transmitted with it are the property of SBC, are confidential, and are intended solely for the use of the individual or entity to whom this e-mail is addressed. If you are not one of the named recipient (s) or otherwise have reason to believe that you have received this message in error, please notify the sender and delete this message immediately from your computer. Any other use, retention, dissemination, forwarding, printing, or copying of this e-mail is strictly prohibited. " 1 rC4'Y1 4,5 a. City of Yorkville Attn: Molly Microsoft Exchange Server 2003 $739.99 Client licenses $ 69.99 each Media kit $ 39.99 1 gig memory upgrade for proliant $499.00 Server reformat and initial Exchange Installation estimate 3-5 hours $600.00 Exchange user setup estimate 15-20 min per user Exchange requires a static IP address, you will also need to let your ISP know that you will be installing an exchange server and hosting your e-mail so that we can link into your mail site and forward and receive e-mails. This version of Exchange will require Windows Server 2003 to work effectively. It is highly possible that your per user licensing will drop if you upgrade to Windows 2003 server as I would then convert you to a volume licensing agreement for both Exchange and the Windows server which will save you money everytime you need to add users. You can also take out software assurance if you would like. What this would do is for a yearly fee you are entitled to upgrades at no additional costs. The installation cost are just a ballpark figure as a lot has to do with your ISP and your existing network setup, and whether remote sites are connecting and what method they are using. Thanks Wally Graff • :1 -evo 4* 5 b. United City of Yorkville - LaserFiche Document Imaging Proposal Summary Annual Description Qty. Cost Each Subtotal Support Total LaserFiche v7.0 - Networked Version 1 $ 2,250 $ 2,250 $ 450 $ 2,700 User Licenses - Full Users 2 $ 550 $ 1,100 $ 220 $ 1,320 User Licenses - Retrieval Users 20 $ 220 $ 4,400 $ 880 $ 5,280 Installation & Training (Per Day) 2 $ 1,000 $ 2,000 $ - $ 2,000 DR-7080C Duplex Scanner 1 $ 5,500 $ 5,500 $ - $ 5,500 Scan Connect 1 $ 169 $ 169 $ - $ 169 SCSI Card & Connectors (If not USB) 1 $ 245 $ 245 $ - $ 245 SCSI Cable (If not USB) 1 $ 30 $ 30 $ - $ 30 , Annual Options Qty. Cost Each Subtotal Support Total PS LF Snap Shot 2 $ 100 $ 200 $ 40 $ 240 PM LF E-Mail (MAPI) 22 $ 80 $ 1,760 $ 352 $ 2,112 97840 LF CD Plus 1 $ 3,795 $ 3,795 $ 1,590 $ 5,385 LF WebLink 1 $ 7,995 $ 7,995 $ 1,590 $ 9,585 LF Advanced Audit Trail 1 $ 7,995 $ 7,995 $ 2,750 $ 10,745 QF LF Quick Fields Base Module 1 $ 495 $ 495 $ 100 $ 595 QF-3 LF Quick Fields Zone OCR 1 $ 3,495 $ 3,495 $ 1,000 $ 4,495 , Total Software $ 7,750 Total Support $ 1,550 Total Installation & Training $ 2,000 Total Hardware $ 5,944 Total for Basic System $ 17,244 Total with O.tional Software $ 50,401 This Proposal was prepared especially for: Molly Batterson Yorkville Police Dept 800 Game Farm Rd, Yorkville, IL 60560-1133 Las 4d1 LaserFiche Document Imaging Proposal By: Jerry Breitbarth TKB ASSOCIAT ' TKB Associates, Inc 814 Burr Oak Drive Westmont, IL 60559 Phone: 630-654-9110 Fax: 630-654-9105 jbreitbarth@tkbassociates.com www.tkbassociates.corn Monday, December 13, 2004 The contents of this proposal are for the exclusive use of your company and are considered by TKB Associates, Inc. to be private. The data and recommendations in this proposal are based upon information provided by you. All prices, terms, and conditions are based upon current prices and are subject to change within 30 days of the proposal date. La e fRun smarter LaserFiche Team This is our entry-level product line bundled with MSDE. LaserFiche Team comes with one database, which holds up to a million pages and can support up to twenty total users (full and retrieval). You can add full users, retrieval users, and databases in increments of one. Minimum of One Year LSAP must be purchased. LaserFiche Software Assurance Plan (LSAP) • TKB Associates, Inc. is your first line of support for all software and technical issues • Telephone Hotline Support from LaserFiche Technical Support within the next business day, usually within 3 hours • All new software releases and updates • 24-hour FTP and WWW access • Reduced Consulting and Professional Fees • Technical Bulletins and Newsletters (LSAP) Cost Annual Support LF Team Network Versions of LaserFiche 7 • Utilizes MSDE Database Engine which is Included 510 LaserFiche Group Server - Single Database $2,250.00 $ 450.00 • 1 Database Included • Up to 4 databases can be added per Server User Licenses F LaserFiche Full User {2 users @ $550.00 each} $1,100.00 $ 220.00 Full User Concurrent Licenses are available for searching, viewing, and printing documents in the database. They can also perform any manipulating of data in the database including adding annotations (sticky notes, highlighting, or redacting-black out). R LaserFiche Retrieval User{20 users @ $220.00 ea.}$4,400.00 $ 880.00 Retrieval Read-Only Concurrent Licenses are available for searching, viewing, and printing documents in the database. They cannot perform any manipulating of data in the database including adding annotations (sticky notes, highlighting, or redacting- black out). Installation and Training • Installation and Training of software and hardware is $1,000.00 per Day • Standalone Installations are 1 Day—Network installations are 2-3 days • Training may be split where 1/2 of the training is performed initially and the follow- up training at a late date if desired by client. • Additional On-Site Training or Installation Visits will be billed at $125.00 per hour Software Installation, Implementation Consulting, Administrator Training, and End User Training $2,000.00 Training and Installation Process • Installation of Hardware and Software: 1-2 days Software Training • Session 1: For input / scanning station users. Use the customer's documents to train so they can become productive right then and there. • Session 2: For general users / search stations. Use the customer's database that by now will have a fair amount of documents to search. User navigation, search by document, by template, by full text, by a combination, etc. • Session 3: Administration. Setup, security, maintenance tasks • Session 4: Advanced administration. Volume management, exporting, importing, attaching, detaching, modify. How to burn a LaserFiche volume to CD. • Session 5: Software add-ons Scanner DR-7080C Duplex Scanner $5,500.00 Duplex Scanner ADF & Flatbed Color Scanner 70 PPM B/W & Color 36 IPM Duplex B/W & Color 12" x 17" Max Document Size SCSI-III and USB 2.0 Interfaces ' 100 Page ADF Scan Connect $ 169.00 Adaptec SCSI Card & Connectors (If not USB) $ 245.00 SCSI Cable - 50M50M (If not USB) $ 30.00 Total LaserFiche Document Imaging Investment Total Software $7,750.00 Total LSAP Support $1,550.00 Total Installation and Training $2,000.00 Total Hardware $5,944.00 $17,244.00 Shipping Charges are Additional on Hardware and Software Payment Full payment is due upon completion of work and installation at your office. A deposit of (50%) of the total quote or signed purchase order is due when authorization is signed. At the time of completion and installation of system at your office, the balance of the invoice is due. Payment can also be made using Visa or Master Card. Lease Payment Option Fair Market Value (FMV) - The lessee has the option to purchase the equipment under lease at the end of the lease term for a portion of the original equipment cost based upon its then Fair Market Value. This cost will range anywhere from 8-15% of the original cost based upon the age and marketability of the equipment. This lease option is usually preferred for equipment such as computers and scanners. 10% Option - The equipment can be purchase at the end of the lease for 10% of its original cost. This lease structure is favored by customers who are fairly certain they want to own the equipment at the end of the lease term and want an established purchase option. $1.00 Option - This lease structure offers the lessee the option to purchase the equipment at the end of the lease term for $1.00. This lease structure is favored by customers that are confident they will want to own the equipment at the end of the lease term (also required on software leases). Support Services TKB Associates and LaserFiche provide both telephone and on-site support to ensure the success of the LaserFiche installation. Pricing for telephone Support with complete software upgrades has been included in the proposal. In addition, installation, configuration, and training services for the proposed system are included within this proposal. Additional on-site Professional Services support is available at an addition charge. TKB Associates in your first line of support and can be reached at (630) 654-9110 in Illinois or (317) 883-0170 in Indiana. E-mail is tkbassociates©aol.com in Illinois and tkbindiana©cs.com in Indiana. LaserFiche support can be reached at support&LaserFiche.com Maintenance and Support The proposed scanner(s) is directly covered by a manufacturer's warranty. Software Maintenance and Support will be provided by TKB Associates and the LaserFiche Software Assurance Plan (LSAP). The first 30 days of support are free. TKB Associates is your first line of support with same day response. Our support coverage times are 8am to 6pm Central Time locally. The LaserFiche Software Assurance Plan (LSAP) includes: • TKB Associates is your first line of support for all software and technical issues • Twenty-four hour access to the LaserFiche FTP Site • Current published technical bulletins and newsletters • The latest release of your copy of LaserFiche • Telephone Hotline support with next business day response, usually within 3 hours. This is renewed annually. TKB support coverage times are 8am to 6pm Central Time. LaserFiche support coverage times are 8am to 8pm Central Time. On-Site Support On-site support will be provided by TKB Associates. This support would include the initial project installation, configuration training with the proposed solution. In addition to software troubleshooting, maintenance and repair, TKB Associates will also provide first line hardware support. For manufacturer warranty items, TKB Associates, Inc will offer first-line support for hardware. This will include contacting the correct hardware manufacturer and scheduling the earliest possible on-site visit. For on-site responses, TKB Associates on-site customers receive a within next business day guaranteed response time for any imaging system problems. This response time commitment begins from the time of the initial report. This support ensures that the problems are diagnosed, catalogued and remedied as quickly as possible. Training LaserFiche provides a training program that consists of the following elements: End User Training. This involves teaching end users the mechanics of the system. This training will be conducted at your site for one day. The amount of training necessary will depend on their level of familiarity with Windows applications. Our experience has shown us that most users can become proficient in a short time period, provided that the class size is limited to no more than 10 individuals and those participants are free from interruption due to phone calls and other day-to-day business. Implementation Consulting. This training is included and highly recommended. It involves assisting those responsible for the record management functions develop strategies for translating existing paper filing and indexing structures into their electronic form. Electronic filing is different from paper filing, and records managers need to take the differences into account in setting up their systems. Supervised Hands-on. This training involves supervision of your employees in using the system in actual operation, where they can pose questions directly to our trainer as they arise. Time for this training is one day per group, with the physical layout of the facility being the only limitation on group size. Training is at your site. Technical Administrative Instructions LaserFiche provides an Installation Guide, which will be included with the server software that details the step by step procedures to-proper software installation. In addition, a System Administration Guide is included to direct you on the procedural requirements and features of the proposed software. The System Administration Guide is shipped in hardcopy only. However, you could easily create an on-line version by scanning it into The LaserFiche database. User Manuals LaserFiche provides detailed manuals to accompany the LaserFiche software. These manuals include a Getting Started Manual that details the necessary fundamental for LaserFiche operation. The application software also includes a User's Guide for the LaserFiche Document Imaging Software and individual guides for each one of the selected software plug-ins. The User's Guide comes as both a paper manual and an on-line Windows Help file that also serves as the context-sensitive help screens used in the program. The content of the electronic and paper documentation is the same. Acceptance of Proposal The above quoted prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to order the software and hardware as specified. A signed purchase order is required at the time of order. Final Payment is due upon installation and training of system. Date Accepted: Accepted by: Client Date Accepted: Accepted by: Gerald J. Breitbarth LaserFiche Server (Team) System Requirements LaserFiche Server: • CPU: Pentium III 700 MHz processor or faster • Memory: 128 MB RAM recommended; add an additional 1 MB per concurrent LaserFiche user. • Communications: TCP/IP • Operating system: Windows 2000 or 2003 • Web browser: Internet Explorer 5 or higher Note: The Microsoft SQL Database Engine (MSDE) is bundled with the LaserFiche Server (Group\M Group). It is automatically installed with the LaserFiche Server. LaserFiche Client System Requirements LaserFiche Client: • CPU: Pentium II 400 MHz processor or faster • Memory: 64 MB RAM • Operating system: Microsoft Windows 98 - only Version 6 Windows 2000, or Windows XP - Version 6 or 7 • Communications: TCP/IP Web browser: Internet Explorer 4 or higher Optional Software PS LF Snap Shot Snap Shot Per User {2 users @ $100.00 each) $ 200.00 $ 40.00 Snap Shot is a printer driver emulator that "prints"a document from another Windows application to a series of TIFF and text files directly into LaserFiche. The page formatting is preserved in the TIFF image, while the 100% accurate text is preserved in the text. Must purchase the same number of full licenses Additional Snapshot Version 6.0 Features include: • A color capture option, providing high-quality color, grayscale and black & white images of electronic documents. Snapshot 6.0 preserves the original color information, which is especially useful on documents such as engineering drawings. • Streamlined filing, utilizing a popup screen to determine document properties such as destination folder or relative path, before storing them in LaserFiche. Snapshot can now automate the population of index fields for common data such as document name, date and time. Users have the option to establish defaults or be prompted for information on each document. • Shared print-to-Snapshot capabilities, enabling IT staff to distribute electronic document capture capabilities to work groups and departments as easily as sharing a network printer. Snapshot 6.0 also supports Windows Terminal Services, allowing workstations in a terminal server environment to capture electronic documents to LaserFiche. • Windows authentication, allowing users to Snapshot a document without being logged in to LaserFiche. • Watermarks and embedded annotations. PM LF E-Mail (MAPI) E-Mail MAPI Per User {22 users @ $ 80.00 each) $1,760.00 $ 352.00 E-Mail (MAPI) sends LaserFiche documents as e-mail attachments. Anybody using MAPI-compatible (Messaging Application Programming Interface) E-Mail systems, such as Microsoft Outlook, Group wise, Lotus Notes, can read LaserFiche images in color or black/white. Must purchase the same number of full& retrieval licenses 97840 LF CD Plus $3,795.00 $1,590.00 LaserFiche Plus makes publishing documents via CD simple. It allows you to immediately create a CD of your LaserFiche documents bundled with a state-of-the- art search engine. The free LaserFiche document viewer allows anyone with a CD- drive to read and search the CD for documents. 97830 LF WebLink WebLink $ 7,995.00 $1,590.00 LaserFiche WebLink is a content management solution that provides on-demand document distribution via the World Wide Web. WebLink is a secure gateway between your digital archives and your intranet or the Internet at large, You decide which documents to post, and WebLink automatically creates exact Web page copies of those documents without HTML programming. Comprehensive security measures guarantee the safety of your archives while making appropriate documents accessible to authorized users. 97871 LF Advanced Audit-Trail $7,995.00 $2,750.00 97870 LF Standard Audit Trail $4,995.00 $1,490.00 97872 LF Starter Audit Trail $2,495.00 $ 500.00 Bolster Compliance and Accountability Strategies Get a F EE upgrade to Laserfihha Advanced Audit Trait with the purchase of Laserfiche HOVE AHEAD Standard Audit Trail z w through vs' 7trr'1,d3^4 Laserfiche is pleased to announce the newest version of Audit Trail, which will be available with Laserfiche 7. In the highly regulated government and corporate worlds, customers are increasingly required to comply with a variety of regulations and have accurate knowledge of their business processes. In order to give customers flexibility in meeting these goals, Laserfiche has reengineered Audit Trial by introducing a three-tier structure. Starter—This edition tracks who accesses data in the repository, as well as changes made to the repository. Users can then generate reports on the life-cycle of documents, and who has accessed them. Standard—Sites with a larger amount of activity in their repository can use this edition to set up event logging according to individual users. This allows a more finely grained auditing configuration that tracks only the data that a particular customer needs. Standard features the tracking of failed attempts to change content in the repository, giving more insight into user activities. All the functionality of the Starter edition is also included. Licensees with current LSAP who own Basic Audit Trail are entitled to upgrade to this version at no charge. Advanced—Customers operating in the most demanding regulatory environments find this version ideally suited to their needs. Besides doing everything that the other two versions do, it also tracks changes in security settings, so not only what a user is looking at or changing is tracked, but who gave them the right to do so. Searches are also tracked. For additional document security, with this edition users can be required to submit reasons for printing and exporting documents.Administrators can force printed documents to have Watermarks applied to them. Here is a chart outlining the features of each tier of version 7 of Audit Trail. Starter Standar Advance Editio d d n Edition Edition Document retrieval Records who accessed which document. • • • Document modification Records who modified which documents • • • Report Wizard Guides you through creating auditing reports • • • Saved Reports Saves frequently viewed reports • • • Access failure Tracks failed attempts to access or change content • • Trustee granularity Allows custom auditing per trustee • • Security changes Tracks changes of rights to documents for users • Query Tracks search events • Reasons Allows supplemental reasons for exporting,printing,email • Watermarks Support s tracking of printed documents via watermark • Quick Fields Suite of Products QF LF Quick Fields Base Module $ 495.00 $ 100.00 Quick Fields allows images to be captured, processed, and then sent as documents to a LaserFiche database. This type of functionality allows dedicated workstations to capture and process images. Image processing requires minimal user intervention, which allows users to concentrate on quality control for captured images and making sure that those images are processed correctly. LaserFiche Quick Fields can be installed on any Windows 98/ME/NT/2000/XP computer. It works with any LaserFiche database version 5.03 or higher. QF-3 LF Quick Fields Zone OCR $3,495.00 $1,000.00 LaserFiche Quick Fields Zone OCR streamlines the process of bringing forms into LaserFiche by allowing you to automate sorting and indexing based on form information. By assigning regions on scanned pages to items in your template fields, Zone OCR gives LaserFiche the power to automatically populate those index fields, name documents, and route documents to specified folders in the LaserFiche database. Optional Scanners List Price Your Price Ricoh Ricoh IS01 $3,395.00 $2,495.00 (27) Page per Minute Simplex 200/300/400 DPI Up to 11 x 17 (30) Page Automatic Document Feeder & Flatbed Scan Connect $ 169.00 Adaptec SCSI Card & Connectors $ 245.00 SCSI Cable - 50M50M $ 30.00 Ricoh IS450SE Simplex Image Scanner $4,995.00 $3,895.00 (57) Page per Minute Simplex 200/300/400 DPI Up to 11 x 17 (150) Page Automatic Document Feeder & Flatbed Scan Connect $ 169.00 Adaptec SCSI Card & Connectors $ 245.00 SCSI Cable $ 30.00 Ricoh IS450DE Duplex Image Scanner $7695.00 $4,995.00 (57) Page per Minute Simplex (88) Images per Minute Duplex 200/300/400 DPI Up to 11 x 17 (150) Page Automatic Document Feeder & Flatbed Scan Connect $ 169.00 Adaptec SCSI Card & Connectors $ 245.00 SCSI Cable $ 30.00 Ricoh Warranty: One Year Parts/Labor - 48 Hour Replacement Ldbel 1-'1%.:1 IC I " IYCW r CaLUI C.7 VuuuC New/Updated Feature Explanation Folder browser look and feel • Folder browser view options with large icons, small icons, list, details from toolbar or'View' menu. Options provided are similar to Windows explorer. • New view columns from details through right-clicking columns. • Drag &drop, resize, and sort columns. New'Action' menu • OCR/Index options provide IRIS OCR and dozens of languages. • Assign templates to folders. • Discuss Supplemental Markings, Links and Versions Drag and Drop hot keys • Create shortcuts (ctrl +shift)and true copies of documents (ctrl). Copies work on thumbnails too through keyboard or right-click. • Cut, copy & paste are available from the toolbar icons and the'Edit' menu. Image views • Launches new window per document- LF 7 Client is not a multiple document interface(MDI). • Toggle view of image, template, thumbnails, and text. Resize and undock/dock. • Image orientation/swap views. • Edit text in same window. With view/edit text you can "find and find/replace"similar to most text editors. • Save changes during modification before closing. Create new template • Maximum 1023 fields per template. • New Date/Time type. • Integer type(now 32 bits)and Long Integer type(64 bits). • Default values for fields ($id$, $name$, $date$, $time$, $count$, $username$). • Mandatory fields denoted by red 'required' marker • Field level security allows Read, Create, and Edit rights per field • Create a new template with at least 1 date/time field and 3 chars for Import from Outlook. Import Options from the File menu • Set default template, volume, always prompt for fields, OCR/Index upon import. • 'Image Options' allow you to convert various file types to tiff upon import. • 'Outlook options' email import allows you to auto capture email fields into template fields. Set your newly created template as the default and import an Outlook email. Export from the File menu • 'Export List Contents'allows you to export the metadata fields that are currently being viewed in the folder browser. • Export image options as multi-page tiff, PDF, and other formats New Search Options • No Simple/Advanced Search -expand search type for combination search. • New searches are'within a volume' (search docs belonging to volume), sticky note, object properties (create/modify date), docs with/without pages, relationship (document links). • New Search Node that saves last search results in folder browser, hit F5 to redo last search after making modifications to template fields, etc to refresh. Volume Rollover • Allows you to set a size limit with or without rollover in case you go over that limit. • New sub-volume name created from rollover appends count to name. • Marking files as 'Permanent'will not allow modifications on E-docs Document Linking, Relationships • New Action I View Document Links menu Document Versioning • New Action I View Document Versions menu.View version from folder browser column to see older/latest version. Scan Launches Quick Fields • If you don't have QF yet, it will install a 'lite'version. MS Office Integration • Allows you to save documents in LaserFiche from the'File I Send To' menu in MS Word, Excel, and Outlook 31-1:col UNITED CITY OF YORKVILLE SUMMARIZED TECHNOLOGY PLAN REVISED VERSION -01-14-05 FY2004-2005 VPN Connections/Remote Connections (Riverfront/Public Works) **In Process Recreation Program Integration Hire Part-Time IT (20 Hrs/Week) **In Process Phone System Additions/Upgrades **In Process for Expansion Virus Software Upgrade (Additional Licensing) **In Process Dictaphone Replacement **In Process Upgrade Server Operating System from Windows 2000 Server **In Process FY2005-2006 Centralize City Computer/Software Purchasing LaserFische E-Mail Server (Microsoft Exchange) Laptops Wireless Network in Council Chambers Video Taping Meetings MSI Purchase Order Module FY2006-2007 New World Software Purchase (Police) Dedicated T-1 Line Hire Full-Time IT FY2007-2008 Workstation Purchase/Upgrades for Entire City Application Server (Addition) Network Server Hardware Upgrade/Replacement Back-Up Media Replacement