HomeMy WebLinkAboutC38990 ECS Imaging - LaserficheCONTRACT cc_-�ENO. C38990
STAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: July 11, 2019
PREPARED BY: Clayton von Helf, Information Systems Manager
REQUEST: Authorize the City Manager to enter into an agreement with ECS
Imaging, Inc. for Laserfiche Enterprise Content Management
System in the amount of $175,937.
Recommendation
By Minute Motion, that the City Council: Authorize the City Manager to enter into
an agreement with ECS Imaging, Inc. for Laserfiche Enterprise Content
Management System in the amount of $175,937, including software licenses,
training, and conversion services for all scanned documents. Funds are available
in Account No. 5304190-4404000.
Strateqic Plan
Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its
upgrade underlays, and is essential to, all projects and services performed by the City.
Information Technologv Master Plan
Electronic Content Management System (ECMS) Replacement is identified as Initiative
31 in the Information Technology Master Plan adopted in February 2017. This
agreement with ECS Imaging will provide the replacement for our current ECMS. This
initiative was scored as a very high priority by the IT steering committee.
Executive Summary
An Electronic Content Management System (ECMS) helps organizations digitize
documents and automate document -driven processes. This enables organizations to
save time and money by efficiently managing documents and information. Staff
requests the City Council authorize the City Manager to enter into an agreement with
July 11, 2019 - Staff Report
ECS Imaging, Laserfiche
Page 2 of 3
ECS Imaging, Inc. for Laserfiche Enterprise Content Management System in the
amount of $175,937, including software licenses, training, and conversion services for
all scanned documents This project will replace our current ECMS with a modern, full
featured solution. The advanced features of Laserfiche will improve efficiency, increase
security and protection of documents, and reduce paper waste. Laserfiche will also
dramatically improve transparency with the ability to publish documents online
automatically, creating a fully searchable online document portal for members of the
public.
Backqround Analysis
Document scanning, document storage, and records retention are the core functions of
an Electronic Content Management System (ECMS). In addition, modern Electronic
Content Management Systems also include workflow management for automated
document capture, routing, approvals, and distribution. These workflows will be built
around the City's current business rules and paper routing — replacing or enhancing
manual paper processes. A new ECMS will also improve transparency through an
Internet portal, providing automatic access to documents online for citizens, without
additional processing or staff labor.
Laserfiche is the leader of ECMS solutions for agencies our size. Laserfiche is only
sold through vendors, who also offer the support and training for the solution. The
software is being purchased using a government pricing contract (NCPA contract
Number 11-25) and therefore fulfills the competitive bidding requirement of the Palm
Desert purchasing ordinance (PDMC 3.30.160.E). To verify pricing, and compare the
service and training offerings available, staff requested proposals from three vendors:
• ECS Imaging, Inc., located in Riverside - $175,937
• Complete Paperless Solutions, located in Anaheim - $165,606
• TKB Associates, Inc., located in Illinois - $266,412
After review of the proposals, staff selected ECS Imaging, Inc. ECS Imaging proposal
included more robust training and support services than the others. The support
includes quarterly Laserfiche user group workshops, and free attendance to the national
Laserfiche conference, both with free training. This support and training will be
important for staff to take full advantage of the benefits a modern ECMS solution can
bring to the City.
July 11, 2019 - Staff Report
ECS Imaging, Laserfiche
Page 3 of 3
Fiscal Analysis
Approval of staff's request will result in an expense of $175,937 from the equipment
replacement fund. Funds are available in Fiscal Year 2019-2020 IT Master Plan
budget, Account No. 5304190-4404000.
LEGAL REVIEW DEPT. R
Robert W. Hargreaves
City Attorney
ATTACHMENTS
FINANCIAL REVIEW CITY MANAGER
Lori Car 1,
Direc et Moore Lauri Aylaian
Administrative Services Director of Finance City Manager
ECS Imaging, Inc. Laserfiche Rio Proposal
CONTRACT NO. C38990
CONTRACT NO. C38990
EXHIBIT "A"
SCOPE OF SERVICES
See attached proposal
(BB&K 2018) Exhibit "A"-1
72500.00001\31605678.1 Rev 11-9-18
CONTRACT NO. C38990
EXHIBIT "B"
SCHEDULE OF SERVICES
See attached proposal
(BB&K 2018) Exhibit "B"-1
72500.00001\31605678.1 Rev 11-9-18
EXHIBIT "C"
COMPENSATION
See attached proposal
(BB&K 2018) Exhibit "C"-1
72500.00001\31605678.1 Rev 11-9-18
Laserfiche Rio Proposal
Submitted to: Nick Martin
Date of Proposal: 6/12/2019
Effective through: 7/30/2019
Delivering Paperless
Solutions Since 1990
Laserfiche Support
Document Scanning
Records Management
Project Management
Data Migration
Integration
Largest Provider of
Laserfiche in Western
United States
Corporate Headquarters
Southern California
5905 Brockton Ave., Suite C
Riverside, CA 92506
Phone: (951) 787-8768
Fax: (951) 787-0831
Toil Free: (877) 790-1600
Northern California
5052 Forni Drive, Suite A
Concord, CA 94520
Phone; (877) 790-1600
Colorado
403 16'h Street, Suite 301
Denver, CO 80202
Phone: (720) 598-9176
www.ecsimaging.com
sales@ecsimaging.com
Authorized Reseller
Project Summary and Scope of Work
Desrjtion or Product and Services
ECS Unlimited Support Package for first year to Include Installation, configuration, training, consulting, project management, and all conversions costs
from Questys. Included with purchase is 4 Empower Passes for February 2020 conference. Unlimited attendees to ECS Annual Conference in Riverside
10-10-19 ($1,000 for each non ECS Client) and unlimited attendees to all Quarterly User Groups ($450 for each non ECS Client).
ECS is on the NCPA Contract with discount noted at bottom of Quote NCPA Contract Number 11-25. CMAS Contract is available as well if preferred.
Software
Rio includes Workflow, Web Access, Mobile, Adv. Audit Trail, Digital Signatures, Discussions, Unlimited Servers, Forms Essentials
ENF01
Laserfiche Rio Named Full Users (100-199 users)
$
700.00
125
$
87,500.00
ECNC
Laserfiche Connector (100-199 users)
$
35.00
125
$
4,375.00
EFRM
Laserfiche Forms Professional Full User (100-199 users)
$
70.00
125
$
8,750.00
EPFRM
Laserfiche Forms Portal Add -on
$
7,995.00
1
$
7,995.00
PPM25
Laserfiche Pilot Public Portal (25 retrieval users)
$
25,000.00
1
$
25,000,00
QFA
Laserfiche Quick Fields Agent
$
10,000.00
1
$
20,000.00
QC1
Laserfiche Quick Fields Core
$
5,000.00
1
$
5,000.00
IA
Laserfiche Impart Agent
$
1,500.00
1
$
1,500.00
SC05
Laserfiche ScanConnect 5-pack
$
660.00
1
$
660.D0
Software Subtotal $ 150,780.00
Annual Maintenance and Licensiniz
,
ENFO3B
Laserfiche Rio Named Full Users (100-199 users) LSAP
$
140.00
125
$
27,500.00
ECNCB
Laserfiche Connector (100-199 users) LSAP
5
7.00
125
$
875.00
EFRMB
Laserfiche Forms Professional Full User (100-199 users) LSAP
$
14.00
125
$
1,750.00
EPFRMB
Laserfiche Forms Portal Add -on LSAP
$
1,600.00
1
$
1,600.00
PPM25B
Laserfiche Pilot Public Portal (25 retrieval users) LSAP
$
5,000.00
1
$
5,000.00
QFAB
Laserfiche Quick Fields Agent LSAP
$
2,000.00
1
$
2,000.00
QC78
Laserfiche Quick Fields Core LSAP
$
1,000.00
1
$
1,000.00
IAB
Laserfiche Import Agent LSAP
$
300.00
1
$
300.00
SC05B
Laserfiche ScanConnect 5-pack LSAP
$
132.00
1
$
132.00
Annual Maintenance Subtotal $ 30,157.00
SKU Description Unit Price Quantity Line Total
Hardware Subtotal $
Professional Services
SKU M Quantity
ECSCI ECS Install, Configuration, Consulting, & Project Management Services $ 15,000.00 1.00 $ 15,000.00
ECST ECS Training Services
ECSC ECS Data Conversion Services
ECSCI ECS Consulting Services
Professional Services Subtotal $ 15,000.00
Special Terms
Data conversion from Questys of 2Tb of data and five Document Types.
A Full Scope of Work will be provided at a later time In regards to the consulting services needed.
Subtotal $ 195,937.00
Tax Rate Software Only (Download Only) 0.000% Tax $ -
Software is only available via download and is not subject to CA sales tax Shipping $
Discount $ (20,000.00)
ailibn¢Term6; Total $ 175,937.00
2
ECS Company Background
ECS Imaging has been in business for 29 years and has maintained the same Executive Management
since its inception. With a strong leadership team delivering a consistent vision, ECS is able to provide
our customers with the highest quality service possible. ECS became a Laserfiche Value Added Reseller
(VAR) in 1995 and has achieved top performance recognition consistently every year since.
ECS Imaging is a Gold Certified Laserfiche provider and has continuously been ranked as the top value
added reseller in the Western United States for 24 consecutive years, achieving the status of 3`d largest
Laserfiche provider in the world in 2018, Our efforts are focused on helping organizations become more
efficient by eliminating paper -based business processes. We specialize in providing government and
commercial organizations innovative turn -key document management solutions with the award winning
Laserfiche Enterprise Content Management Systems.
ECS has over 29 years of industry experience and 24 years with Laserfiche.
ECS Imaging is a full service document management solutions provider and currently employs over 40
full time staff providing the following range of services:
• Project Management
■ Laserfiche Software Installation
• Systems Integration
• Cloud Migration Services
• Business Process Automation and Consulting Services
■ Data Conversion Services
• On -going Support of Software and Hardware
■ Remote and On -Site Training and Support
• Out -of -the -box Integrations with 3`d Party Applications
o PlanetPress
o GeoDocs
o CMA Email Management
o Docusign Digital Signatures
o Psigen Advanced Capture Solutions
o MS Office and SharePoint
■ Custom Integrations with 3`d Party Applications
• Custom Documentation
■ Scanning Services (including Large Maps, Microfilm, Microfiche conversion)
• Complimentary Quarterly User Group Workshops with Training
■ Two Annual Complimentary Client Conferences with Training (16 consecutive years)
3
Software Product Descriptions
What You Get With Laserfiche Rio
Laserfiche Rio is the enterprise licensing model for Laserfiche and is targeted at organizations with large
cross -functional implementations. The following features, plug -ins, and modules are included with the
Laserfiche Rio System, you may already be using several of the software modules listed below.
1. Unlimited Servers and Repositories
2. Laserfiche Web Access Client
3. Laserfiche Mobile
4. Laserfiche Workflow
5. Laserfiche Forms Essentials
6. Laserfiche Advanced Audit Trail
7. Laserfiche Digital Signatures
8. Laserfiche Discussions
9. Laserfiche Federated Search
10. Laserfiche Distributed Computing Cluster
11. Laserfiche Directory Server
12. Email, Snapshot, and PhotoDocs
13. MS Office and SharePoint Integration
14. Laserfiche Web Administration Console
1. Laserfiche Server is an extremely efficient and robust application that creates a very small network
footprint yet can scale to support thousands of users, multiple databases, and an abundance of
information. Unlimited repositories and servers provides for development, testing, staging, and
production environments. Includes a built-in OCR engine for text searching.
2. Laserfiche Client - Laserfiche offers both a web client and a desktop client. With the Web Access
Client, staff can search, retrieve, and work on documents within the Laserfiche repository through their
web browser (intranet or internet).
4
3. Laserfiche Mobile - The Laserfiche mobile app allows you to capture, upload, and securely access and
work with documents in and outside your Laserfiche repository. Users can download the Mobile app
from Google Play, iTunes App Store, or Windows.
4. Laserfiche Workflow - Workflow is a powerful business process automation tool that improves
productivity, provides rule -based routing, email notifications, activity monitoring and built-in reporting.
S. Laserfiche Forms Essentials - Forms Essentials offers the core features including mapping out
processes, designing forms, and basic reporting capabilities.
• Build Forms and business processes
■ View an operational dashboard to quickly and easily view information on a process
• View reports on process instances, tasks, and process data
• Organize and route tasks to other users
• Direct approval through email
6. Laserfiche Advanced Audit Trail - Audit Trail enables you to track all activities performed in a
Laserfiche repository. Track all actions in the system from Log -in to Log -off. The tracked information is
stored in log files that Audit Trail uses to generate reports. Combined with other aspects of the
Laserfiche system, auditing not only helps to show compliance with legal regulations, but also
contributes to the security of the Laserfiche repository. Laserfiche Audit Trail Reporting is a Web
application that enables you to view, filter, and export audit data stored in binary log files. You can
create reports to analyze audit data, view the information as a chart, filter it to include only the
information relevant to you, and export the data for use in spreadsheet programs such as Microsoft
Excel. You can also save reports for future use.
7. Laserfiche Digital Signatures - Digital Signatures gives users the ability to automatically sign and
validate documents as they are created, reviewed and archived without leaving the Laserfiche
environment. Digital signatures are a form of electronic signatures that act like a digital notary to your
electronic assets, allowing you to verify the condition of your documents for the duration of their
lifecycle.
8. Laserfiche Discussions - Laserfiche Discussions is an internal website where users can collaborate,
share ideas, and learn. Users can start discussions or ask questions for the entire user community, or
they can create content within organization wide or private groups.
9. Laserfiche Federated Search - Laserfiche Federated Search is a web application that allows you to
perform searches across multiple repositories at the same time. Administrators can configure Federated
Search to search across any or all of the repositories at their site, including repositories that are not
hosted on the same Laserfiche Server. This allows users who work in multiple repositories, or who are
not sure which repository stores a particular piece of information, to quickly find documents in any
repository.
10. Distributed Computing Cluster - Distributed Computing Cluster allows you to distribute the
processing work for Laserfiche applications like Workflow and Web Access onto one or more machines
5
dedicated to performing that work. As a result, Laserfiche applications are able to add features that
require significant resources without increased load on the server.
11. Laserfiche Directory Server - Laserfiche Directory Server is a license management server for
Laserfiche Rio. With Laserfiche Rio, you will administer your licenses using the Directory Server
application, which allows you to generate individual application licenses, allocate your named users, and
otherwise manage your installation.
12. Laserfiche Email - Allows users to send documents stored in the Laserfiche repository to internal and
external recipients. Laserfiche Snapshot - Converts electronic documents into TIFF images and imports
them into your digital repository. Laserfiche PhotoDocs - Laserfiche PhotoDocs is a tool that enables
you to use a digital camera to capture printed text documents and transform them into a digital,
searchable format in Laserfiche. You can use PhotoDocs in situations where a scanner might be
unavailable or difficult to use.
13. MS Office Integration - Office Integration is a Laserfiche component that allows users to take
advantage of Laserfiche features when working with Microsoft Word documents, Excel spreadsheets,
PowerPoint presentations, and Outlook messages in their native Microsoft Office applications. With
Office Integration, you can quickly save files to Laserfiche directly from Office applications, update Office
documents already in your repository. SharePoint Integration - With the Laserfiche and SharePoint
Integration components included with Laserfiche Web Access, documents can be easily accessed from
Microsoft® SharePoint®. List any part of your Laserfiche repository on a SharePoint page. Scan directly to
a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the
SharePoint search box.
14. Laserfiche Web Administration Console - The Laserfiche Web Administration Console is an
administrative tool that provides secure access to your Laserfiche repository for authorized users via an
Internet browser. Administrators can work in their repositories from anywhere, including remote sites,
client computers, and even mobile devices, easily and securely.
Additional Proposed Laserfiche User Licenses / Software Modules
® Laserfiche Forms Professional - Provides full access to all functionality within Forms for all the Rio
named users. Build web forms in minutes. Laserfiche Forms allows you to easily and quickly create
electronic Tillable forms with simple drag and drop that can be published on intranets or public websites
with no coding or scripting required. Capture information and process it quickly to ensure information is
accessible to authorized employees throughout your organization. Laserfiche Forms Professional
provides: Database lookups, Performance Dashboard, Enhanced Reporting including charts and graphs,
Payment Gateway, and Geotagging.
❑ Authenticated Participants (Approver) User Licenses: limited functionality users can submit
forms, start processes, approve forms, and complete user tasks, users can login with the email
address assigned to the license.
❑ Community User Licenses: function as Authenticated participant license, and provides read-
only access to Laserfiche repository.
® Laserfiche Forms Portal - Extends the functionality of your Laserfiche Forms application to publicly
available forms that can be completed and submitted online anonymously, meaning users do not need
to login in order to complete and submit a form.
® Laserfiche Quick Fields - Quick Fields is highly customizable data capture solution that automatically
captures your critical information from paper, electronic documents, and databases then organizes it for
fast retrieval. By automatically capturing the data you need, Quick Fields can reduce or eliminate the
need for manual data entry, which is labor-intensive and error -prone. Quick Fields options include:
❑ Quick Fields
® Quick Fields
❑ Quick Fields
❑ Quick Fields
❑ Quick Fields
Basic:
Core:
Classify:
Context:
Complete:
■ Real -Time
■ Zone OCR
■ Document
■ Forms
• Document
Lookup
0 Real -Time
Classification
Processing
Classification
• Pattern
Lookup
0 Zone OCR
8 Bates
a Forms
Matching
0 Pattern
• Real -Time
Numbering
Processing
• Bar Code Plug-
Matching
Lookup
2 Zone OCR
a Bates
In
0 Bar Code Plug-
• Pattern
■ Real -Time
Numbering
In
Matching
Lookup
a Zone OCR
• Bar Code Plug-
N Pattern
N Real -Time
In
Matching
Lookup
• Bar Code Plug-
W Pattern
In
Matching
■ Bar Code Plug -
In
® Laserfiche Quick Fields Agent - Quick Fields Agent allows you to schedule Quick Fields sessions and
have them run unattended. By scheduling when document processing occurs, your organization can use
network resources at non -peak hours. Quick Fields Agent keeps track of all scheduled sessions and
reports on the results of schedules that have run.
® Laserfiche Import Agent - Import Agent can automatically retrieve files stored in a Windows folder
and import them into a Laserfiche repository allowing numerous image capture devices (multi -function
copier/scanners, network fax server, etc.) to work with Laserfiche. Automatically assign user -defined
document templates, auto -populate index fields and create unique document names. You can also
schedule Import Agent to import documents during off-peak hours.
® Laserfiche Weblink Public Portal - WebLink is a user-friendly public portal site for providing
customizable external access to Laserfiche documents in read-only format. The Laserfiche WebLink
Designer allows you to customize the look and feel of pages, configure navigation elements, and add
links to custom searches or folders.
® Laserfiche Connector - Integrate Laserfiche with third party software applications in minutes without
programming. Laserfiche Connector provides a streamlined experience for integrating Laserfiche with
line of business applications such as CRM and ERP systems. Laserfiche Connector integrates easily
through user -defined hotkeys and embedded icons.
❑ Laserfiche Toolkit (SDK) - The SDK (Software Development Kit) allows your organization to more
effectively put content to use by integrating Laserfiche with third party applications. Custom solutions
can be created using any language with COM support, which means Web sites, scripts, Windows
applications, or anything else compatible with COM libraries, including all .NET languages, can easily
communicate with the Laserfiche Server. The SDK comes with detailed documentation that includes
tutorials and sample source code in C# and Visual Basic .NET.
❑ Laserfiche Records Management - Laserfiche Records Management simplifies the life cycle
management of business records and supports the automatic enforcement of consistent, organization -
wide records policies and reduces the cost of regulatory compliance. Records Management is DoD
5012.2 compliant
❑ Laserfiche ScanConnect - ScanConnect enables you to use ISIS scanning drivers. A collection of ISIS
drivers are included with ScanConnect, enabling you to scan using supported scanners. A list of
supported scanners can be found on the Laserfiche Support Site. If your scanner is not listed, you can
manually install any ISIS drivers your scanner's manufacturer has provided.
❑ Laserfiche Plus - Laserfiche Plus is a publishing tool that allows for a selection of documents, their
metadata, and folder structure to be published in an independent package onto a CD or DVD. Laserfiche
Plus is fully equipped with a powerful search engine that allows you to search and retrieve documents.
The Plus CDs/DVDs can be used for disaster recovery measures by providing access to critical documents
at all times, even if your network is off-line.
❑ Integrated Solution — Not at this time
8
Training
Training can be provided onsite or remote by ECS trainers using the installed system. These training
sessions can be scheduled for individuals or groups according to their role. Training sessions are
developed and tailored specifically to our customer's requirements.
On -Site End -User Training
This hands-on or group training is for users who have never used Laserfiche before. Some of the topics
covered in this training are: Annotations, Customizing the Document Viewer, Document Metadata,
Using the Folder Browser, Working with Electronic Documents, Searching, Importing Documents,
Exporting and Printing Documents, Snapshot
On -Site Administrator Training
System Administrator Training begins with a comprehensive overview of the Laserfiche System. As a
Training Outline, they will be learning: Template Creation and modification, folder design concepts,
Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for
the Laserfiche System Administrator, volume management, other Laserfiche products/plug-ins, most
common Laserfiche problems and how to resolve them.
On -Site Power -User Training,
Laserfiche Workflow Admin Training
Laserfiche Forms Training
Laserfiche Quick Fields Training
Support and Maintenance
■ Laserfiche Audit Trail Training
■ Laserfiche Records Management Training
■ Integration Training SDK / LF Connector
® Laserfiche Support Assurance Plan (LSAP) is an integral part of keeping your software up to date and
ensuring that you have access to all of the latest features and functionality the software has to offer.
The Laserfiche Software Assurance Basic Plan includes the following:
■ Unlimited telephone support through your authorized reseller
■ Free copies of Software Version Updates.
• All the latest hotfixes, updates and patches to keep your system running at peak efficiency.
■ 24/7 access to the Laserfiche Support Site and Laserfiche Answers.
• Comprehensive training opportunities are available including quarterly Regional Training and
the annual Laserfiche Institute Conference
• 100% of the purchase price of your current Laserfiche software can be credited to any new
product purchase.
® ECS Unlimited Priority Support is a support plan to the basic Laserfiche Software Assurance Plan
(LSAP). Where LSAP offers a response time within 24 hours, ECS Priority Support responds promptly to
our client's needs and concerns. Our experienced tech team will respond within 4 hours of our client's
call. Most calls are answered immediately and resolved within the same business day. Also includes
complimentary quarterly user group workshops and the ECS Annual Customer Conference. Priority
Support is offered for on -site and remote technical assistance.
Laserfiche Pricelist
Product Description
Laserfiche Rio Pilot Named Full Users
Laserfiche Rio Named Full Users (1) (2)
A minimum of one year LSAP must be purchased with each
new system. When new users or software are added to the
system, LSAP should be adjusted so that all components of
the system have the some renewal date.
Laserfiche Rio Named Retrieval Users (3)
Laserfiche Forms Authenticated Participants (4)
Laserfiche Records Management Edition (5)
Laserfiche Oracle Server Support
User licenses
Software
LSAP
25-49 users
$900
$180
50-99 users
$833
$167
100-199 users
$700
$140
200-499 users
$600
$120
500-999 users
$500
$100
1,000-1,499 users
$400
$80
1,500-1,999 users
$350
$70
2,000-3,999 users
$300
$60
3,000-3,999 users
$260
$52
4,000-4,999 users
$230
$46
5,000-5,999 users
$200
$40
6,000-6,999 users
$190
$38
7,000-7,999 users
$180
$36
8,000-8,999 users
$170
$34
9,000-9,999 users
$160
$32
200-999 users
$200
$40
1,000-9,999 users
$100
$20
1-49 users
$200
$40
50-199 users
$140
$28
200-499 users
$99
$20
500-999 users
$70
$14
1,000-1,999 users
$56
$11
2,000-2,999 users
$38
$8
3,000-4,999 users
$32
$6
5,000+ users
$26
$5
Laserfiche Forms - Allows form creation and submission as well as the ability to participate in
routing for named full users.
Laserfiche Connector
10% add -on to all named full
and retrieval users
10% add -on to all named full
and retrieval users
10% add -on to all named full
users
5% add -on to all named full
users
Portal Add-ons - Perpetual
These applications allow individuals who do not have Laserfiche user licenses to interact with Laserfiche 77oucts.
Product Description ftware I Annual 1
Maintenance
Web Publishing Tools
Laserfiche Pilot Public Portal license - Includes Laserfiche WebLink and 25 WebLink-only retrieval
$25,000 $5,000
connections +
Laserfiche Public Portal license for 1 Laserfiche Server $45,000 $9,000 l
Laserfiche Public Portal license for 2 Laserfiche Servers $50,000 $10,000
Laserfiche Public Portal license for Unlimited Laserfiche Servers (6) $75,000 $15,000 1
10
Information Capture Tools
Laserfiche Forms Portal Add -on - Allows form submission from unlicensed (public) users. (7) I $7,995 I $1,600
Laserfiche Forms Enterprise Portal Add -on (8) -Allows anonymous form submission from
unlicensed (public) users. Unlimited installations $24,000 $4,800
Desktop -Based Add-ons - Perpetual —
These applications are licensed per desktop; you will need one copy of the software for each computer on which it will be installed. 111
Product Description I Software ( Annual I
Maintenance
Capture Tools
Laserfiche Quick Fields
$595
$120
Laserfiche Quick Fields Basic - Quick Fields and Validation packages for Bar Code and Real -Time
Lookup
$2,500
$500
Laserfiche Quick Fields Core - Quick Fields, Quick Fields Scripting Kit and Validation packages for
1
Bar Code, Real -Time Lookup and Zone OCR
$5,000
$1,000 I
Laserfiche Quick Fields Classify - Quick Fields Core package plus Document Classification
$7,500
$1,500
Laserfiche Quick Fields Context - Quick Fields Core package plus Forms Alignment Forms
Identification, Forms Extractor, Optical Mark Recognition and Auto Stamp/Redaction/Bates Num.
$10,000
$2,000
Laserfiche Quick Fields Complete (All of the above)
$15,000
$3,000
Laserfiche Quick Fields Agent
$10,000
$2,000
Laserfiche Auto Stamp/Redaction/Bates Num.
$500
$100
Laserfiche Document Classification
$5,000
$1,000
Laserfiche Import Agent
$1,500
$300
Laserfiche ScanConnect
$165
$33 j
Laserfiche ScanConnect 5-pack
$660
$132
Laserfiche ScanConnect 10-pack
$915
$183 1
Digital Archiving and Publishing
Laserfiche Plus for Digital Archiving (up to 5 seats, internal business use only)
I
$10,000
$2,000
I
Laserfiche Plus for Publishing (royalty -free distribution of published media) (9)
$3,800
$1,600
Server -Based Add-onPerpetual
These applications are installed on a server and available to some or all users, client -side. You must buy one copy of the software for each
server on which you wish to install it.
+
Product Description I
Software
I Annual
Maintenance
Integration Tools
Laserfiche SDK
$2,500 1 $750
Subscription -Based User Licenses*
Laserfiche Subscription Process Users
25-49 Licenses
$270
50-99 Licenses
$265
A process automation user for employees in need of user
100-199 Licenses
1�
$252 1
authentication and read-only repository access. I
200-499 Licenses
$226
Process Users have all Laserfiche Forms functionality:
500-999 Licenses
$193
1. Create forms and participate informs processes (
1,000-1,499 Licenses
$162
2. Create, manage, edit and administer workflow
1,500-1,999 Licenses
$144
processes
2,000-2,999 Licenses
$123
3. Create, edit, assign teams, members, and roles (
3,000-3,999 Licenses
$98
4. Create and view reports
4,000+ Licenses
$88
Laserfiche Subscription Participant Users (
10-49 Licenses
$97
50-199 Licenses
$68
Participant users have both read-only repository access I
200-499 Licenses
$48
11
and the ability to submit forms.
Laserfiche Subscription Community Users
Community Licenses can be used by non -employees,
allowing read-only access to the repository and the ability
to submit forms. Users outside of your organization can
connect to needed services, with customized access to
content.
Laserfiche Subscription Education Community Users
Education Community Licenses may be used by students,
faculty and non -employees. They allow read-only
repository access, and the ability to submit forms. This
licensing bundle provides your educators, students and
community with the ability to interact and collaborate.
500-999 Licenses
1,000-1,999 Licenses
2,000-2,999 Licenses
3,000-4,999 Licenses
5,000+ Licenses
Block of 500 Licenses
Block of 1,000 Licenses
Block of 2,000 Licenses
Block of 5,000 Licenses
Block of 10,000 Licenses
Block of 25,000 Licenses
Block of 50,000 Licenses
Block of 100,000 Licenses
Block of 500,000 Licenses
Block of 2,000 Licenses
Block of 5,000 Licenses
Block of 10,000 Licenses
Block of 25,000 Licenses
Block of 50,000 Licenses
Block of 100,000 Licenses
Block of 500,000 Licenses
$34
$28
$19
$16
$13
$9,700
$14,550
$19,400
$29,100
$38,800
$48,500
$58,200
$77,600
$97,000
$9,700
$14,550
$19,400
$24,250
$29,100
$38,800
$48,500
Subscription Desktop -Based Subscription Add-Ons
These applications are licensed per desktop; you will need one copy of the software for each computer on which it will be installed.
Subscription Scanner Drivers
Laserfiche Subscription ScanConnect
Laserfiche Subscription ScanConnect (5-pack)
Laserfiche Subscription ScanConnect (10-pack)
Subscription Digital Archiving and Publishing
Laserfiche Subscription Plus
Subscription integration Tools
Laserfiche Subscription SDK
$90
$330
$450
$1,850 1
$1,220 1
12
CONTRACT NO. C38990
LASERFICHE ECMS
CITY OF PALM DESERT
PROFESSIONAL SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this 11th day of July, 2019, by and between the
City of Palm Desert, a municipal corporation organized under the laws of the State of California
with its principal place of business at 73-510 Fred Waring Drive, Palm Desert, California 92260-
2578, County of Riverside, State of California ("City") and ECS Imaging, Inc, a California
Corporation, with its principal place of business at 5905 Brockton Ave., Suite C, Riverside, CA
92506 ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party"
and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this Agreement.
Consultant represents that it is experienced in providing professional Electronic Content
Management Systems (ECMS) consulting services to public clients, is licensed in the State of
California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such professional services for the Laserfiche
ECMS project ("Project") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional ECMS consulting services necessary
for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached
hereto and incorporated herein by reference. All Services shall be subject to, and performed in
accordance with, this Agreement, the exhibits attached hereto and incorporated herein by
reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from July 11th, 2019 to June
30th 2020, unless earlier terminated as provided herein. Consultant shall complete the Services
within the term of this Agreement, and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor. Control and Pavment of Subordinates. The
Services shall be performed by Consultant or under its supervision. Consultant will determine the
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CONTRACT NO. C38990
means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Consultant retains the right to perform similar or different services for others during the term of
this Agreement. Any additional personnel performing the Services under this Agreement on
behalf of Consultant shall also not be employees of City and shall at all times be under
Consultant's exclusive direction and control. Neither City, nor any of its officials, officers,
directors, employees or agents shall have control over the conduct of Consultant or any of
Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant
shall pay all wages, salaries, and other amounts due such personnel in connection with their
performance of Services under this Agreement and as required by law. Consultant shall be
responsible for all reports and obligations respecting such additional personnel, including, but not
limited to: social security taxes, income tax withholding, unemployment insurance, disability
insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously,
within the term of this Agreement, and in accordance with the Schedule of Services set forth in
Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it
has the professional and technical personnel required to perform the Services in conformance
with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall
respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall
provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other personnel
of at least equal competence upon written approval of City. In the event that City and Consultant
cannot agree as to the substitution of key personnel, City shall be entitled to terminate this
Agreement for cause. As discussed below, any personnel who fail or refuse to perform the
Services in a manner acceptable to the City, or who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a
threat to the safety of persons or property, shall be promptly removed from the Project by the
Consultant at the request of the City. The key personnel for performance of this Agreement are
as follows: Jamie Dunn, Account Manager.
3.2.5 Citv's Representative. The City hereby designates Clayton von Helf,
Information Systems Manager, or his/her designee, to act as its representative in all matters
pertaining to the administration and performance of this Agreement ("City's Representative").
City's Representative shall have the power to act on behalf of the City for review and approval of
all products submitted by Consultant but not the authority to enlarge the Scope of Work or change
the total compensation due to Consultant under this Agreement. The City Manager shall be
authorized to act on City's behalf and to execute all necessary documents which enlarge the
Scope of Work or change the Consultant's total compensation subject to the provisions contained
in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person
other than the City Manager, City's Representative or his/her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Jamie Dunn,
Account Manager, or his/her designee, to act as its representative for the performance of this
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CONTRACT NO. C38990
Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority
to represent and act on behalf of the Consultant for all purposes under this Agreement. The
Consultant's Representative shall supervise and direct the Services, using his/her best skill and
attention, and shall be responsible for all means, methods, techniques, sequences, and
procedures and for the satisfactory coordination of all portions of the Services under this
Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff
in the performance of Services and shall be available to City's staff, consultants and other staff at
all reasonable times.
3.2.8 Standard of Care; Performance of Emplovees. Consultant shall perform all
Services under this Agreement in a skillful and competent manner, consistent with the standards
generally recognized as being employed by professionals in the same discipline in the State of
California. Consultant represents and maintains that it is skilled in the professional calling
necessary to perform the Services. Consultant warrants that all employees and subconsultants
shall have sufficient skill and experience to perform the Services assigned to them. Finally,
Consultant represents that it, its employees and subconsultants have all licenses, permits,
qualifications and approvals of whatever nature that are legally required to perform the Services,
and that such licenses and approvals shall be maintained throughout the term of this Agreement.
As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at
its own cost and expense and without reimbursement from the City, any services necessary to
correct errors or omissions which are caused by the Consultant's failure to comply with the
standard of care provided for herein. Any employee of the Consultant or its sub -consultants who
is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely
completion of the Project, a threat to the safety of persons or property, or any employee who fails
or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed
from the Project by the Consultant and shall not be re-employed to perform any of the Services
or to work on the Project.
3.2.9 Laws and Requlations; Employee/Labor Certification. Consultant shall
keep itself fully informed of and in compliance with all local, state and federal laws, rules and
regulations in any manner affecting the performance of the Project or the Services, including all
Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for
all violations of such laws and regulations in connection with Services. If Consultant performs
any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely
responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its
officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the
indemnification provisions of this Agreement, from any claim or liability arising out of any failure
or alleged failure to comply with such laws, rules or regulations.
3.2.9.1 Emplovment Eliqibilitv, Consultant. By executing this
Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state
and federal law respecting the employment of undocumented aliens, including, but not limited to,
the Immigration Reform and Control Act of 1986, as may be amended from time to time. Such
requirements and restrictions include, but are not limited to, examination and retention of
documentation confirming the identity and immigration status of each employee of the Consultant.
Consultant also verifies that it has not committed a violation of any such law within the five (5)
years immediately preceding the date of execution of this Agreement, and shall not violate any
such law at any time during the term of the Agreement. Consultant shall avoid any violation of
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CONTRACT NO. C38990
any such law during the term of this Agreement by participating in an electronic verification of
work authorization program operated by the United States Department of Homeland Security, by
participating in an equivalent federal work authorization program operated by the United States
Department of Homeland Security to verify information of newly hired employees, or by some
other legally acceptable method. Consultant shall maintain records of each such verification, and
shall make them available to the City or its representatives for inspection and copy at any time
during normal business hours. The City shall not be responsible for any costs or expenses related
to Consultant's compliance with the requirements provided for in Section 3.2.10 or any of its sub-
sections.
3.2.9.2 Emplovment Eliaibilitv: Subcontractors. Consultants, Sub -
subcontractors and Subconsultants. To the same extent and under the same conditions as
Consultant, Consultant shall require all of its subcontractors, consultants, sub -subcontractors and
subconsultants performing any work relating to the Project or this Agreement to make the same
verifications and comply with all requirements and restrictions provided for in Section 3.2.10.1.
3.2.9.3 Emplovment Eliaibility: Failure to Complv. Each person
executing this Agreement on behalf of Consultant verifies that they are a duly authorized officer
of Consultant, and understands that any of the following shall be grounds for the City to terminate
the Agreement for cause: (1) failure of Consultant or its subcontractors, consultants, sub -
subcontractors or subconsultants to meet any of the requirements provided for in Sections
3.2.10.1 or 3.2.10.2; (2) any misrepresentation or material omission concerning compliance with
such requirements (including in those verifications provided to the Consultant under Section
3.2.10.2); or (3) failure to immediately remove from the Project any person found not to be in
compliance with such requirements.
3.2.9.4 Eaual Opportunity Emplovment. Consultant represents that it is
an equal opportunity employer and it shall not discriminate against any subconsultant, employee
or applicant for employment because of race, religion, color, national origin, handicap, ancestry,
sex or age. Such non-discrimination shall include, but not be limited to, all activities related to
initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or
termination. Consultant shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in
effect or hereinafter enacted.
3.2.9.5 Air Quality. To the extent applicable, Consultant must fully
comply with all applicable laws, rules and regulations in furnishing or using equipment and/or
providing services, including, but not limited to, emissions limits and permitting requirements
imposed by the South Coast Air Quality Management District (SCAQMD) and/or California Air
Resources Board (CARB). Although the SCAQMD and CARB limits and requirements are more
broad, Consultant shall specifically be aware of their application to "portable equipment", which
definition is considered by SCAQMD and CARB to include any item of equipment with a fuel -
powered engine. Consultant shall indemnify City against any fines or penalties imposed by
SCAQMD, CARB, or any other governmental or regulatory agency for violations of applicable
laws, rules and/or regulations by Consultant, its sub -consultants, or others for whom Consultant
is responsible under its indemnity obligations provided for in this Agreement.
3.2.9.6 Safety. Consultant shall execute and maintain its work so as to
avoid injury or damage to any person or property. In carrying out its Services, the Consultant
shall at all times be in compliance with all applicable local, state and federal laws, rules and
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CONTRACT NO. C38990
regulations, and shall exercise all necessary precautions for the safety of employees appropriate
to the nature of the work and the conditions under which the work is to be performed. Safety
precautions, where applicable, shall include, but shall not be limited to: (A) adequate life
protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all
employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges,
gang planks, confined space procedures, trenching and shoring, equipment and other safety
devices, equipment and wearing apparel as are necessary or lawfully required to prevent
accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all
safety measures.
3.2.10 Insurance.
3.2.10.1 Minimum Requirements. Without limiting Consultant's
indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and
maintain at its own expense during the term of this Agreement, policies of insurance of the type
and amounts described below and in a form that is satisfactory to City.
(A) General Liabilitv Insurance. Consultant shall maintain
commercial general liability insurance with coverage at least as broad as Insurance Services
Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general
aggregate, for bodily injury, personal injury, and property damage. The policy must include
contractual liability that has not been amended. Any endorsement restricting standard ISO
"insured contract" language will not be accepted.
(B) Automobile Liabilitv Insurance. Consultant shall maintain
automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering
bodily injury and property damage for all activities of the Consultant arising out of or in connection
with Work to be performed under this Agreement, including coverage for any owned, hired, non -
owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each
accident. The City's Risk Manger may modify this requirement if it is determined that Consultant
will not be utilizing a vehicle in the performance of his/her duties under this agreement.
(C) Workers' Compensation Insurance. Consultant shall
maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance
(with limits of at least $1,000,000). Consultant shall submit to City, along with the certificate of
insurance, a Waiver of Subrogation endorsement in favor of the City of Palm Desert, its officers,
agents, employees and volunteers.
(D) Umbrella or Excess Liability Insurance. Consultant may opt
to utilize umbrella or excess liability insurance in meeting insurance requirements. In such
circumstances, Consultant shall obtain and maintain an umbrella or excess liability insurance
policy with limits that will provide bodily injury, personal injury and property damage liability
coverage at least as broad as the primary coverages set forth above, including commercial
general liability and employer's liability. Such policy or policies shall include the following terms
and conditions:
(1) A drop down feature requiring the policy to respond if
any primary insurance that would otherwise have
applied proves to be uncollectible in whole or in part for
any reason;
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CONTRACT NO. C38990
(2) Pay on behalf of wording as opposed to reimbursement;
(3) Concurrency of effective dates with primary policies;
and
(4) Policies shall "follow form" to the underlying primary
policies.
(5) Insureds under primary policies shall also be insureds
under the umbrella or excess policies.
3.2.10.2 Other Provisions or Reauirements.
(A) Proof of Insurance. Consultant shall provide certificates of
insurance to City as evidence of the insurance coverage required herein, along with a waiver of
subrogation endorsement for workers' compensation. Insurance certificates and endorsements
must be approved by City's Risk Manager prior to commencement of performance. Current
certification of insurance shall be kept on file with City at all times during the term of this contract.
City reserves the right to require complete, certified copies of all required insurance policies, at
any time.
(B) Duration of Coveraae. Consultant shall procure and
maintain for the duration of the contract insurance against claims for injuries to persons or
damages to property, which may arise from or in connection with the performance of the Work
hereunder by Consultant, his/her agents, representatives, employees or subconsultants.
(C) Primarv/Non-Contributina.. Coverage provided by
Consultant shall be primary and any insurance or self-insurance procured or maintained by City
shall not be required to contribute with it. The limits of insurance required herein may be satisfied
by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance
shall contain or be endorsed to contain a provision that such coverage shall also apply on a
primary and non-contributory basis for the benefit of City before the City's own insurance or self-
insurance shall be called upon to protect it as a named insured.
(D) Citv's Riqhts of Enforcement. In the event any policy of
insurance required under this Agreement does not comply with these specifications, or is
canceled and not replaced, City has the right, but not the duty, to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant, or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(E) Acceptable Insurers. All insurance policies shall be issued
by an insurance company currently authorized by the Insurance Commissioner to transact
business of insurance or is on the List of Approved Surplus Line Insurers in the State of California,
with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or
larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
(F) Waiver of Subroqation. All insurance coverage maintained
or procured pursuant to this agreement shall be endorsed to waive subrogation against the City
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CONTRACT NO. C38990
of Palm Desert, its elected or appointed officers, agents, officials, employees and volunteers, or
shall specifically allow Consultant or others providing insurance evidence in compliance with
these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its
own right of recovery against the City of Palm Desert, its elected or appointed officers, agents,
officials, employees and volunteers, and shall require similar written express waivers and
insurance clauses from each of its sub -contractors.
(G) Enforcement of Contract Provisions (non estoppel).
Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to
inform Consultant of non-compliance with any requirement imposes no additional obligations on
the City nor does it waive any rights hereunder.
(H) Requirements Not Limitinq. Requirements of specific
coverage features or limits contained in this Section are not intended as a limitation on coverage,
limits or other requirements, or a waiver of any coverage normally provided by any insurance.
Specific reference to a given coverage feature is for purposes of clarification only as it pertains to
a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of
other coverage, or a waiver of any type. If the Consultant maintains higher limits than the
minimums shown above, the City requires and shall be entitled to coverage for the higher limits
maintained by the Consultant. Any available insurance proceeds in excess of the specified
minimum limits of insurance and coverage shall be available to the City.
(1) Notice of Cancellation. Consultant agrees to oblige its
insurance agent or broker and insurers to provide to City with a thirty (30) day notice of
cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of
coverage for each required coverage.
(J) Additional Insured Status. General liability, automobile
liability, and if applicable, pollution liability and cyber liability, policies shall provide or be endorsed
to provide that the City of Palm Desert and its officers, officials, employees, agents, and volunteers
shall be additional insureds with regard to liability and defense of suits or claims arising out of the
performance of the Agreement, under such policies. This provision shall also apply to any
excess/umbrella liability policies.
(K) Prohibition of Undisclosed Coverage Limitations. None of
the coverages required herein will be in compliance with these requirements if they include any
limiting endorsement of any kind that has not been first submitted to City and approved of in
writing.
(L) Separation of Insureds. A severability of interests provision
must apply for all additional insureds ensuring that Consultant's insurance shall apply separately
to each insured against whom claim is made or suit is brought, except with respect to the insurer's
limits of liability. The policy(ies) shall not contain any cross -liability exclusions.
(M) Pass Through Clause. Consultant agrees to ensure that its
sub -consultants, sub -contractors, and any other party involved with the project who is brought
onto or involved in the project by Consultant, provide the same minimum insurance coverage and
endorsements required of Consultant. Consultant agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Consultant agrees that upon request, all agreements with
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CONTRACT NO. C38990
consultants, sub -contractors, and others engaged in the project will be submitted to City for
review.
(N) Citv's Riaht to Revise Specifications. The City or Risk
Manager reserves the right at any time during the term of the contract to change the amounts and
types of insurance required by giving the Consultant ninety (90) days advance written notice of
such change. If such change results in substantial additional cost to the Consultant, the City and
Consultant may renegotiate Consultant's compensation. If the City reduces the insurance
requirements, the change shall go into effect immediately and require no advanced written notice.
(0) Self -Insured Retentions. Any self -insured retentions must
be declared to and approved by City. City reserves the right to require that self -insured retentions
be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to
comply with these specifications unless approved by City.
(P) Timely Notice of Claims. Consultant shall give City prompt
and timely notice of claims made or suits instituted that arise out of or result from Consultant's
performance under this Agreement, and that involve or may involve coverage under any of the
required liability policies.
(Q) Additional Insurance. Consultant shall also procure and
maintain, at its own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the Services.
Water Qualitv Manaqement and Compliance.
3.2.10.3 Storm Water Management. Storm, surface, nuisance, or other
waters may be encountered at various times during the Services. Consultant hereby
acknowledges that it has investigated the risk arising from such waters, and assumes any and all
risks and liabilities arising therefrom.
3.2.10.4 Compliance with Water Quality Laws. Ordinances and
Reaulations. Consultant shall keep itself and all subcontractors, staff, and employees fully
informed of and in compliance with all local, state and federal laws, rules and regulations that may
impact, or be implicated by the performance of the Services including, without limitation, all
applicable provisions of the City's ordinances regulating water quality and storm water; the
Federal Water Pollution Control Act (33 U.S.C. § 1251, et seq.); the California Porter -Cologne
Water Quality Control Act (Water Code § 13000 et seq.); and any and all regulations, policies, or
permits issued pursuant to any such authority. Consultant must additionally comply with the lawful
requirements of the City, and any other municipality, drainage district, or other local agency with
jurisdiction over the location where the Services are to be conducted, regulating water quality and
storm water discharges.
3.2.10.5 Standard of Care. Consultant warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the work assigned to them
without impacting water quality in violation of the laws, regulations and policies described in
Section 3.2.12.2 of this Agreement. Consultant further warrants that it, its employees and
subcontractors have or will receive adequate training, as determined by the City, regarding these
requirements as they may relate to the Services.
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CONTRACT NO. C38990
3.2.10.6 Liabilitv for Non-compliance.
(A) Indemnity: Failure to comply with laws, regulations, and
ordinances listed in Section 3.2.14.2 of this Agreement is a violation of federal and state law.
Notwithstanding any other indemnity contained in this Agreement, Consultant agrees to indemnify
and hold harmless the City, its officials, officers, agents, employees and authorized volunteers
from and against any and all claims, demands, losses or liabilities of any kind or nature which the
City, its officials, officers, agents, employees and authorized volunteers may sustain or incur for
noncompliance with the laws, regulations, and ordinances listed above, arising out of or in
connection with the Services, except for liability resulting from the sole established negligence,
willful misconduct or active negligence of the City, its officials, officers, agents, employees or
authorized volunteers.
(B) Defense: City reserves the right to defend any enforcement
action or civil action brought against the City for Consultant's failure to comply with any applicable
water quality law, regulation, or policy. Consultant hereby agrees to be bound by, and to
reimburse the City for the costs associated with, any settlement reached between the City and
the relevant enforcement entity.
(C) Damages: City may seek damages from Consultant for
delay in completing the Services caused by Consultant's failure to comply with the laws,
regulations and policies described in Section 3.2.12.2 of this Agreement, or any other relevant
water quality law, regulation, or policy.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall
not exceed One Hundred Seventy Five Thousand Nine Hundred Thirty Seven Dollars
($175,937.00) without written approval of the City Council or City Manager as applicable. Extra
Work may be authorized, as described below, and if authorized, will be compensated at the rates
and manner set forth in this Agreement.
3.3.2 Pavment of Compensation. Consultant shall submit to City a monthly
invoice which indicates work completed and hours of Services rendered by Consultant. The
invoice shall describe the amount of Services provided since the initial commencement date, or
since the start of the subsequent billing periods, as appropriate, through the date of the invoice.
City shall, within 30 days of receiving such invoice, review the invoice and pay all non -disputed
and approved charges thereon. If the City disputes any of Consultant's fees, the City shall give
written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set
forth therein. Consultant shall submit its final invoice to City within thirty (30) days from the last
date of provided Services or termination in accordance with section 3.6.1 and failure by the
Consultant to submit a timely invoice may constitute a waiver of its right to final payment.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any
expenses unless authorized in writing by City, or included in Exhibit "C" of this Agreement.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which
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is determined by City to be necessary for the proper completion of the Project, but which the
Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization
from the City.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to
Section 3.1.2, the rate set forth in Exhibit "C" may be adjusted each year at the time of renewal
as set forth in Exhibit "C."
3.4 Labor Code Requirements.
3.4.1 Prevailina Waaes. Consultant is aware of the requirements of California
Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations,
Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing
wage rates and the performance of other requirements on "public works" and "maintenance"
projects. If the Services are being performed as part of an applicable "public works" or
"maintenance" project, as defined by the Prevailing Wage Laws, Consultant agrees to fully comply
with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates
of per diem wages in effect at the commencement of this Agreement. Consultant shall make
copies of the prevailing rates of per diem wages for each craft, classification or type of worker
needed to execute the Services available to interested parties upon request, and shall post copies
at the Consultant's principal place of business and at the project site. It is the intent of the parties
to effectuate the requirements of sections 1771, 1774, 1775, 1776, 1777.5, 1813, and 1815 of the
Labor Code within this Agreement, and Consultant shall therefore comply with such Labor Code
sections to the fullest extent required by law. Consultant shall defend, indemnify and hold the
City, its officials, officers, employees, agents, and volunteers free and harmless from any claim
or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4.2 Reaistration/DIR Compliance. If the Services are being performed on a
public works project of over $25,000 when the project is for construction, alteration, demolition,
installation, or repair work, or a public works project of over $15,000 when the project is for
maintenance work, in addition to the foregoing, then pursuant to Labor Code sections 1725.5 and
1771.1, the Consultant and all subconsultants must be registered with the Department of
Industrial Relations ("DIR"). Consultant shall maintain registration for the duration of the project
and require the same of any subconsultants. This project may also be subject to compliance
monitoring and enforcement by the DIR. It shall be Consultant's sole responsibility to comply with
all applicable registration and labor compliance requirements, including the submission of payroll
records directly to the DIR. Any stop orders issued by the Department of Industrial Relations
against Consultant or any subconsultant that affect Consultant's performance of services,
including any delay, shall be Consultant's sole responsibility. Any delay arising out of or resulting
from such stop orders shall be considered Consultant caused delay and shall not be compensable
by the City. Consultant shall defend, indemnify and hold the City, its officials, officers, employees
and agents free and harmless from any claim or liability arising out of stop orders issued by the
Department of Industrial Relations against Consultant or any subconsultant.
3.4.3 Labor Certification. By its signature hereunder, Consultant certifies that it
is aware of the provisions of Section 3700 of the California Labor Code which require every
employer to be insured against liability for Worker's Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and agrees to comply with such provisions before
commencing the performance of the Services.
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3.5 Accounting Records.
3.5.1 Maintenance and Inspection. Consultant shall maintain complete and
accurate records with respect to all costs and expenses incurred under this Agreement. All such
records shall be clearly identifiable. Consultant shall allow a representative of City during normal
business hours to examine, audit, and make transcripts or copies of such records and any other
documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of three (3) years
from the date of final payment under this Agreement.
3.6 General Provisions.
3.6.1 Termination of Aqreement.
3.6.1.1 Grounds for Termination. City may, by written notice to
Consultant, terminate the whole or any part of this Agreement at any time and without cause by
giving written notice to Consultant of such termination, and specifying the effective date thereof,
at least seven (7) days before the effective date of such termination. Upon termination, Consultant
shall be compensated only for those Services which have been adequately rendered to City, and
Consultant shall be entitled to no further compensation. Consultant may not terminate this
Agreement except for cause.
3.6.1.2 Effect of Termination. If this Agreement is terminated as
provided herein, City may require Consultant to provide all finished or unfinished Documents and
Data and other information of any kind prepared by Consultant in connection with the performance
of Services under this Agreement. Consultant shall be required to provide such document and
other information within fifteen (15) days of the request.
3.6.1.3 Additional Services. In the event this Agreement is terminated
in whole or in part as provided herein, City may procure, upon such terms and in such manner as
it may determine appropriate, services similar to those terminated.
3.6.2 Delivery of Notices. All notices permitted or required under this Agreement
shall be given to the respective parties at the following address, or at such other address as the
respective parties may provide in writing for this purpose:
Consultant: ECS Imaging, Inc
5905 Brockton Ave., Suite C
Riverside, CA 92506
ATTN: Jamie Dunn
City: City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
ATTN: Clayton von Helf, Information Systems Manager
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48)
hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its
applicable address. Actual notice shall be deemed adequate notice on the date actual notice
occurred, regardless of the method of service.
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3.6.3 Ownership of Materials and Confidentialitv.
3.6.3.1 Documents & Data; Licensina of Intellectual Propertv. This
Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or
sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in
any tangible medium of expression, including but not limited to, physical drawings or data
magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be
prepared by Consultant under this Agreement ("Documents & Data"). All Documents & Data shall
be and remain the property of City, and shall not be used in whole or in substantial part by
Consultant on other projects without the City's express written permission. Within thirty (30) days
following the completion, suspension, abandonment or termination of this Agreement, Consultant
shall provide to City reproducible copies of all Documents & Data, in a form and amount required
by City. City reserves the right to select the method of document reproduction and to establish
where the reproduction will be accomplished. The reproduction expense shall be borne by City
at the actual cost of duplication. In the event of a dispute regarding the amount of compensation
to which the Consultant is entitled under the termination provisions of this Agreement, Consultant
shall provide all Documents & Data to City upon payment of the undisputed amount. Consultant
shall have no right to retain or fail to provide to City any such documents pending resolution of
the dispute. In addition, Consultant shall retain copies of all Documents & Data on file for a
minimum of fifteen (15) years following completion of the Project, and shall make copies available
to City upon the payment of actual reasonable duplication costs. Before destroying the
Documents & Data following this retention period, Consultant shall make a reasonable effort to
notify City and provide City with the opportunity to obtain the documents.
3.6.3.2 Subconsultants. Consultant shall require all subconsultants to
agree in writing that City is granted a non-exclusive and perpetual license for any Documents &
Data the subconsultant prepares under this Agreement. Consultant represents and warrants that
Consultant has the legal right to license any and all Documents & Data. Consultant makes no
such representation and warranty in regard to Documents & Data which were prepared by design
professionals other than Consultant or its subconsultants, or those provided to Consultant by the
City.
3.6.3.3 Riqht to Use. City shall not be limited in any way in its use or
reuse of the Documents and Data or any part of them at any time for purposes of this Project or
another project, provided that any such use not within the purposes intended by this Agreement
or on a project other than this Project without employing the services of Consultant shall be at
City's sole risk. If City uses or reuses the Documents & Data on any project other than this Project,
it shall remove the Consultant's seal from the Documents & Data and indemnify and hold harmless
Consultant and its officers, directors, agents and employees from claims arising out of the
negligent use or re -use of the Documents & Data on such other project. Consultant shall be
responsible and liable for its Documents & Data, pursuant to the terms of this Agreement, only
with respect to the condition of the Documents & Data at the time they are provided to the City
upon completion, suspension, abandonment or termination. Consultant shall not be responsible
or liable for any revisions to the Documents & Data made by any party other than Consultant, a
party for whom the Consultant is legally responsible or liable, or anyone approved by the
Consultant.
3.6.3.4 Indemnification — Proprietary Information. Consultant shall
defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and
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agents free and harmless, pursuant to the indemnification provisions of this Agreement, for any
alleged infringement of any patent, copyright, trade secret, trade name, trademark, or any other
proprietary right of any person or entity in consequence of the use on the Project by City of the
Documents & Data, including any method, process, product, or concept specified or depicted.
3.6.3.5 Confidentialitv. All ideas, memoranda, specifications, plans,
procedures, drawings, descriptions, computer program data, input record data, written
information, and other Documents & Data either created by or provided to Consultant in
connection with the performance of this Agreement shall be held confidential by Consultant. Such
materials shall not, without the prior written consent of City, be used by Consultant for any
purposes other than the performance of the Services. Nor shall such materials be disclosed to
any person or entity not connected with the performance of the Services or the Project. Nothing
furnished to Consultant which is otherwise known to Consultant or is generally known, or has
become known, to the related industry shall be deemed confidential. Consultant shall not use
City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or
the Project in any magazine, trade paper, newspaper, television or radio production or other
similar medium without the prior written consent of City.
3.6.3.6 Confidential Information. The City shall refrain from releasing
Consultant's proprietary information ("Proprietary Information") unless the City's legal counsel
determines that the release of the Proprietary Information is required by the California Public
Records Act or other applicable state or federal law, or order of a court of competent jurisdiction,
in which case the City shall notify Consultant of its intention to release Proprietary Information.
Consultant shall have five (5) working days after receipt of the Release Notice to give City written
notice of Consultant's objection to the City's release of Proprietary Information. Consultant shall
indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents
from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal
action brought to compel the release of Proprietary Information. City shall not release the
Proprietary Information after receipt of the Objection Notice unless either: (1) Consultant fails to
fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal
action brought to compel such release; and/or (2) a final and non -appealable order by a court of
competent jurisdiction requires that City release such information.
3.6.4 Cooperation: Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be necessary,
appropriate or convenient to attain the purposes of this Agreement.
3.6.5 fReservedl
3.6.6 Indemnification.
3.6.6.1 To the fullest extent permitted by law, Consultant shall defend
(with counsel of City's choosing), indemnify and hold the City, its officials, officers, employees,
volunteers, and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees,
subconsultants or agents in connection with the performance of the Consultant's Services, the
Project or this Agreement, including without limitation the payment of all damages, expert witness
fees and attorney's fees and other related costs and expenses. Consultant's obligation to
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indemnify shall survive expiration or termination of this Agreement and shall not be restricted to
insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees,
agents, or volunteers.
3.6.6.2 If Consultant's obligation to defend, indemnify, and/or hold
harmless arises out of Consultant's performance as a "design professional" (as that term is
defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code
section 2782.8, which is fully incorporated herein, Consultant's indemnification obligation shall be
limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of
competent jurisdiction, Consultant's liability for such claim, including the cost to defend, shall not
exceed the Consultant's proportionate percentage of fault.
3.6.7 Entire Aareement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed by both
parties.
3.6.8 Governina Law; Government Code Claim Compliance. This Agreement
shall be governed by the laws of the State of California. Venue shall be in Riverside County. In
addition to any and all contract requirements pertaining to notices of and requests for
compensation or payment for extra work, disputed work, claims and/or changed conditions,
Consultant must comply with the claim procedures set forth in Government Code sections 900 et
seg. prior to filing any lawsuit against the City. Such Government Code claims and any
subsequent lawsuit based upon the Government Code claims shall be limited to those matters
that remain unresolved after all procedures pertaining to extra work, disputed work, claims, and/or
changed conditions have been followed by Consultant. If no such Government Code claim is
submitted, or if any prerequisite contractual requirements are not otherwise satisfied as specified
herein, Consultant shall be barred from bringing and maintaining a valid lawsuit against the City.
3.6.9 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.6.10 Citv's Right to Emplov Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.6.11 Successors and Assiqns. This Agreement shall be binding on the
successors and assigns of the parties.
3.6.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without the
prior written consent of the City. Any attempt to do so shall be null and void, and any assignees,
hypothecates or transferees shall acquire no right or interest by reason of such attempted
assignment, hypothecation or transfer.
3.6.13 Construction; References; Captions. Since the Parties or their agents have
participated fully in the preparation of this Agreement, the language of this Agreement shall be
construed simply, according to its fair meaning, and not strictly for or against any Party. Any term
referencing time, days or period for performance shall be deemed calendar days and not work
days. All references to Consultant include all personnel, employees, agents, and subconsultants
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of Consultant, except as otherwise specified in this Agreement. All references to City include its
elected officials, officers, employees, agents, and volunteers except as otherwise specified in this
Agreement. The captions of the various articles and paragraphs are for convenience and ease
of reference only, and do not define, limit, augment, or describe the scope, content, or intent of
this Agreement.
3.6.14 Amendment: Modification. No supplement, modification, or amendment of
this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.15 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.6.16 No Third -Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.6.17 Invaliditv: Severabilitv. If any portion of this Agreement is declared invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
shall continue in full force and effect.
3.6.18 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. For breach or violation
of this warranty, City shall have the right to rescind this Agreement without liability. For the term
of this Agreement, no member, officer or employee of City, during the term of his or her service
with City, shall have any direct interest in this Agreement, or obtain any present or anticipated
material benefit arising therefrom.
3.6.19 Authoritv to Enter Aareement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party
warrants that the individuals who have signed this Agreement have the legal power, right, and
authority to make this Agreement and bind each respective Party.
3.6.20 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.7 Subcontracting.
3.7.1 Prior Approval Reauired. Consultant shall not subcontract any portion of
the work required by this Agreement, except as expressly stated herein, without prior written
approval of City. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement.
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SIGNATURE PAGE TO
PROFESSIONAL SERVICES AGREEMENT BY AND
BETWEEN THE CITY OF PALM DESERT AND
ECS IMAGING, INC.
CITY OF PALM DESERT ECS IMAGING, INC.
By: By:
LAURI AYLAIAN
CITY MANAGER Its:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Best, Best & Krieger LLP
City Attorney
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Printed Name:
By:
Its:
Printed Name:
OONTni/ SOT 140. 036339
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who
signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity
of that document.
STATE OF CALIFORNIA
COUNTY OF
On , 20, before me, , Notary Public,
personally appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of
the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the
document and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
r] Individual
F] Corporate Officer
Title(s)
F1 Partner(s) ❑ Limited
n General
F] Attorney -In -Fact
n Trustee(s)
❑ Guardian/Conservator
Fi Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
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17-
Title or Type of Document
Number of Pages
Date of Document
Signer(s) Other Than Named Above