13-0601_PORTFORD SOLUTIONS_Personal Services Agreement PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this 1St day of
June, 2013, by and between the City of San Juan Capistrano (hereinafter referred to as
the "City") and Portford Solutions (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City desires to retain the services of Consultant regarding the City's
proposal to eliminate Application Xtender and Kofax Capture to be replace by DocuNECT
solution; provide on-going licensing fees, technical support and maintenance of the
DocuNECT solution; various projects as defined by the City; and
WHEREAS, Consultant is qualified by virtue of experience, training, education and
expertise to accomplish such services.
NOW, THEREFORE, City and Consultant mutually agree as follows:
Section 1. Scope of Work.
The scope of work to be performed by the City shall consist of those tasks as set
forth in Exhibit'A," attached and incorporated herein by reference. To the extent that there
are any conflicts between the provisions described in Exhibit "A" and those provisions
contained within this Agreement, the provisions in this Agreement shall control.
Section 2. Term.
This Agreement shall commence on the effective date and shall terminate, and all
services required hereunder shall be completed, no later than June 30, 2016.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $41,167.56
for the term of the agreement and as set forth in Exhibit "A," attached and incorporated
herein by reference.
3.2 Method of Payment.
Subject to Section 3.1, Consultant shall submit monthly invoices based on
total services and products which have been satisfactorily completed for such monthly
period. The City will pay monthly progress payments based on approved invoices in
accordance with this Section.
3.3 Records of Expenses — expenses shall not be reimbursed.
1
Section 4. Independent Contractor.
It is agreed that Consultant shall act and be an independent contractor and not an
agent or employee of City, and shall obtain no rights to any benefits which accrue to City's
employees.
Section 5. Limitations Upon Subcontracting and Assi nment.
The experience, knowledge, capability and reputation of Consultant, its principals
and employees were a substantial inducement for City to enter into this Agreement.
Consultant shall not contract with any other entity to perform the services required without
written approval of the City. This Agreement may not be assigned, voluntarily or by
operation of law, without the prior written approval of the City. If Consultant is permitted to
subcontract any part of this Agreement by City, Consultant shall be responsible to City for
the acts and omissions of its subcontractor as it is for persons directly employed. Nothing
contained in this Agreement shall create any contractual relationships between any
subcontractor and City. All persons engaged in the work will be considered employees of
Consultant. City will deal directly with and will make all payments to Consultant.
Section 6. Changes to Scope of Work.
For extra work not part of this Agreement, a written authorization from City is
required prior to Consultant undertaking any extra work. In the event of a change in the
Scope of Work provided for in the contract documents as requested by the City,the Parties
hereto shall execute an addendum to this Agreement setting forth with particularity all
terms of the new agreement, including but not limited to any additional Consultant's fees.
Section 7. Familiarity with Work and/or Construction Site.
By executing this Agreement, Consultant warrants that: (1) it has investigated the
work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of
all conditions there; and (3) it understands the facilities, difficulties and restrictions of the
work to be performed under this Agreement. Should Consultant discover any latent or
unknown conditions materially differing from those inherent in the work or as represented
by City, it shall immediately inform the City of this and shall not proceed with further work
under this Agreement until written instructions are received from the City.
Section 8. Time of Essence.
Time is of the essence in the performance of this Agreement.
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Section 9. Conflicts of Interest.
Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner .or degree with the
performance of the services contemplated by this Agreement. No person having such
interest shall be employed by or associated with Consultant.
Section 10. Copies of Work Product.
At the completion of the work, Consultant shall have delivered to City at least one
(1) copy of any final reports and/or notes or drawings containing Consultant's findings,
conclusions, and recommendations with any supporting documentation. All reports
submitted to the City shall be in reproducible format, or in the format otherwise approved
by the City in writing.
Section 11. Ownership of Documents.
All reports, information, data and exhibits prepared or assembled by Consultant in
connection with the performance of its services pursuant to this Agreement are confidential
to the extent permitted by law, and Consultant agrees that they shall not be made available
to any individual or organization without prior written consent of the City. All such reports,
information, data, and exhibits shall be the property of the City and shall be delivered to the
City upon demand without additional costs or expense to the City. The City acknowledges
such documents are instruments of Consultant's professional services.
Section 12. Indemnity.
To the fullest extent permitted by law, Consultant agrees to protect, defend, and
hold harmless the City and its elective and appointive boards, officers, agents, and
employees from any and all claims, liabilities, expenses, or damages of any nature,
including attorneys' fees, for injury or death of any person, or damages of any nature,
including interference with use of property, arising out of, or in any way connected with the
negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's
agents, officers, employees, subcontractors, or independent contractors hired by
Consultant in the performance of the Agreement: The only exception to Consultant's
responsibility to protect, defend, and hold harmless the City, is due to the negligence,
recklessness and/or wrongful conduct of the City, or any of its elective or appointive
boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any
insurance policies are applicable. The policy limits do not act as, a limitation upon the
amount of indemnification to be provided by Consultant.
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Section 13. Insurance.
On or before beginning any of the services or work called for by any term of this
Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration
of the agreement, and provide proof thereof that is acceptable to the City, the insurance
specified below with insurers and under forms of insurance satisfactory in all respects to
the City. Consultant shall not allow any subcontractor to commence work on any
subcontract until all insurance required of the Consultant has also been obtained for the
subcontractor. Insurance required herein shall be provided by Admitted Insurers in good
standing with the State of California and having a minimum Best's Guide Rating of A-Class
VII or better.
13.1 Comprehensive General Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive General Liability coverage in an amount not less than one
million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks
associated with the work contemplated by this agreement. If a Commercial General
Liability Insurance form or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to the work to be performed under this
agreement or the general aggregate limit shall be at least twice the required occurrence
limit.
13.2 Comprehensive Automobile Liability.
Throughout the term of this Agreement, Consultant shall maintain in full force
and effect Comprehensive Automobile Liability coverage, including owned, hired and non-
owned vehicles in an amount not less than one million dollars per occurrence
($1,000,000.00).
13.3 Workers' Compensation.
If Consultant intends to employ employees to perform services under this
Agreement, Consultant shall obtain and maintain, during the term of this Agreement,
Worker's Compensation Employer's Liability Insurance in the statutory amount as required
by state law.
13.4 Proof of Insurance Requirements/Endorsement.
Prior to beginning any work under this Agreement, Consultant shall submit
the insurance certificates, including the deductible or self-retention amount, and an
additional insured endorsement naming City, its officers, employees, agents, and
volunteers as additional insureds as respects each of the following: Liability arising out of
activities performed by or on behalf of Consultant, including the insured's general
supervision of Consultant; products and completed operations of Consultant; premises
4
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
by Consultant. The coverage shall contain no special limitations on the scope of protection
afforded City, its officers, employees, agents, or volunteers.
13.5 Notice of Cancellation/Termination of Insurance.
The above policy/policies shall not terminate, nor shall they be cancelled, nor
the coverages reduced, until after thirty(30) days'written notice is given to City, except that
ten (10) days' notice shall be given if there is a cancellation due to failure to pay a
premium.
13.6 Terms of Compensation.
Consultant shall not receive any compensation until all insurance provisions
have been satisfied.
13.7 Notice to Proceed.
Consultant shall not proceed with any work under this Agreement until the
City has issued a written "Notice to Proceed"verifying that Consultant has complied with all
insurance requirements of this Agreement.
Section 14. Termination.
City shall have the right to terminate this Agreement without cause by giving thirty
(30) days' advance written notice of termination to Consultant.
In addition, this Agreement may be terminated by any party for cause by providing
ten (10) days' notice to the other party of a material breach of contract. If the other party
does not cure the breach of contract, then the agreement may be terminated subsequent
to the ten (10) day cure period.
Section 15. Notice.
All notices shall be personally delivered or mailed to the below listed addresses, or
to such other addresses as may be designated by written notice. These addresses shall
be used for delivery of service of process:
To City: City of San Juan Capistrano
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
Attn: City Clerk
To Consultant: Portford Solutions
Attn: Bruce Bolton
9641 Irvine Center Drive
Irvine, CA 92618
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Section 16. Attorneys' Fees.
If any action at law or in equity is necessary to enforce or interpret the terms of this
Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and
necessary disbursements in addition to any other relief to which he may be entitled.
Section 17. Dispute Resolution.
In the event of a dispute arising between the parties regarding performance or
interpretation of this Agreement, the dispute shall be resolved by binding arbitration under
the auspices of the Judicial Arbitration and Mediation Service ("JAMS").
Section 18. Entire Agreement.
This Agreement constitutes the entire understanding and agreement between the
parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
OF J N ISTRANO
Daren P. Brus , City Manager
CONSULTANT
By: U
Br B ton ortford ons
ATTES`
Maris i y Clerk
APPROVED AS TO FORM:
AHr�� an Ligten, City Attorney
6
Portbid -o�_�_�r 1
Provides the following
Statement Of Work (SOW)
to the
City of San Juan Capistrano
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Conversion of EDMS to DocuNECTTM
This SOW outlines the tasks and activities required to migrate the
City of San Juan Capistrano's Documentum AX environment to DocuNECTTM
and the creation of a DocuNECT-based self-service public access portal
Version 3.0, Final
Portford Solutions Group, Inc. (PSG)
9641 Irvine Center Drive
Irvine, CA 92618
www.portfordsolutions.corn
Prepared By:
Bradley Grell
(949) 333-0402
Brad.Grell@portfordsolutions.com
Date: 4/30/2013
EXHIBIT A
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Statement of Confidentiality
This Statement of Work is protected under the copyright laws of the United States and other
countries as an unpublished work. This document contains information that is proprietary and
confidential to Portford Solutions Group, which shall not be disclosed outside of the organization
or duplicated, used or disclosed in whole or in part by the recipient for any purpose other than to
evaluate this document. Any other use or disclosure in whole or in part of this information without
the express written permission of Portford Solutions Group is prohibited.
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Contents
1 Introduction ..............................................................................................................4
1.1 Document Format .............................................................................................4
2 Our Understanding....................................................................................................4
2.1 The project objectives are as follows: ...............................................................4
3 Proposed Solution.................................................................................................... 5
4 Current Environment Overview.....................:..........................................................7
4.1 Current AX Applications....................................................................................7
4.2 New DocuNECT Cabinets.................................................................................9
5 Migration Solution Implementation......................................................................... 10
6 Pricing................................................................................................•. ............... 12
6.1 Phase 1: Migration Project Summary............................................................. 12
6.2 Phase 1: Migration Project DocuNECT TM Software Costs ............................. 12
6.3 Phase,
1: Migration Project Breakdown .......................................................... 13
6.4 Phase 1: Migration Project Payment Schedule.............................................. 13
6.5 Recurring Annul Costs.................................................................................... 13
6.6 Phase 1: Migration Project Professional Services Costs ............................... 13
6.7 Phase II: Anticipated, Estimated Public Access Portal Development Cost .... 14
7 Terms and Condition.............................................................................................. 15
7.1 Implementation Assumptions.......................................................................... 15
7.2 SOW Terms .................................................................................................... 15
8 SOW Approval ....................................................................................................... 16
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1 Introduction
This SOW outlines the tasks and activities required to migrate the City of San Juan
Capistrano's (the "City") Documentum AX environment to DocuNECT.
1.1 Document Format
This document contains the following sections:
• Our Understanding. Presents Portford's' understanding of the project objectives
and scope for the project.
• Estimated Solution Costs. Contains estimated costs for implementing the
solution.
• Terms and Conditions. This section outlines the terms and conditions for the
Statement of Work.
• Approval. This section contains the SOW approval.
2 Our Understanding
The City has been using EMC's AppXtender electronic document management
solution (EDMS) for over 10 years and has expressed an interest in updating their
software solution to DocuNECT TM to provide additional support for several upcoming
internal initiatives, including deploying throughout the City's departments,
standardizing their records storage to a single location, imaging-enabling existing
legacy applications, and the creation and deployment of a public-facing self-service
portal to facilitate requests for information.
2.1 The project objectives are as follows:
ComponentExisting Software .. . . To
-
Documentum AX v6.5
Documentum Web Access v6.5 DocuNECT TM v4.6
Documentum Verity v5.5
Kofax Capture v8
High-Level
Install & configure DocuNECT TM on new VMware virtual servers provided by the Cit.
Install & configure main basic dashboard &enable
Migrate all existing AX content into new DocuNECT environment
Reconfigure scan stations to scan to DocuNECT w/o Kofax
/�
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3 Proposed Solution
The City's current annual maintenance and support comes due July 1 each year.
The City's budget for the support& maintenance for the current EDMS is as follows:
• The City currently pays $7,436.52 annually for AX maintenance which consists of
15 AX concurrent user licenses, 1 Verity Full-Text Server license, and 5 Verity
concurrent user licenses.
• The City currently pays $6,336.00 annually for Kofax Capture maintenance which
consists of 8 full scan station licenses and a volume of 200;000 images/mo.
Per discussions with the City, Portford is proposing the elimination of both
AppXtender & Kofax Capture to be replace entirely with a 25 user DocuNECT
solution
In response to the City's interest in DocuNECT TM, Portford is prepared to offer the
following $0 replacement offer as defined below:
• The City and PSG will contract for a minimum three (3) year period, with an option
to renew the 3 year contract at the same price.
• Years 1-3 will be applied to the AX 4 DocuNECT migration, which could
commence soon after the beginning of the current support period (7/1/2013) and
is further defined later in this document
• Beginning this coming renewal period, July 1, 2013, Portford will no longer pay
EMC for annual support for AX, nor Kofax for annual support for Kofax Capture,
instead, based on the agreement defined in this SOW, the City will continue to
remit to Portford the current annual support& maintenance amount paid for the
both the AppXtender components - $7,436.52—and the Kofax Capture
components - $6,336.00—an annual total of$13,722.52/year combined for the
next 3 years maintenance periods of 2013/2014, 2014/2015, and 2015/2016
totaling $32,464.23 for the 3 year period.
• The total cost of the DocuNECT system fully implemented is $32,693.80,
therefore the system will be paid over the first three (3) years using the existing
annual maintenance costs (the $229.57 delta will be waived)
SPECIAL NOTE: The City has requested that approximately 6 to 9 months after
the initial migration to DocuNECT is complete, the self-service portal project will
commence, with a tentative goal to have the portal in place on or around July 1,
2014.
o Portford agrees to perform the requested work under the 3 year contract,
and defer payment until year 4 and/or 5 as determined by that projects
scope of work.
NOTE: Portford has applied a 20% discount to the software costs in order to
conform to the budgetary requirements of the City.
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For the funding defined above, and with the above commitment in place,
Portford will:
• Install the DocuNECT TM software to replace the AppXtender & Kofax software
components with matching DocuNECT TM functionality.
• Migrate existing User/Group configurations, and specific content as defined in
section 4.2 - New DocuNECT Cabinets below, from the existing AppXtender
environment into the new DocuNECTTm environment
• Provide a Migration report detailing what was in the old system, what was
migrated to the new DocuNECT system, and the delta, if any, with a limited
explanation for the difference if possible.
• Configure new Connectors to capture & index scanned documents in
DocuNECT TM scanned from either Multi-Function Printers (MFPs) or desktop
scanners (using the scanners' legacy scanning software).
• At the appropriate time (after DocuNECT if fully in production and accepted as
described above) Portford will work with the City's resources to implement the
self-service public portal (additional analysis and definition of the requirements will
need to be gathered in information-gathering workshops when this project
begins).
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4 Current Environment Overview
The table below provides an overview of the current system status
AX Applications 62 configured see table below for usage details
Database Information DB: 80mb I Log: 1 mb
Image Store Information \\sic601v:
D:\Images\Documents:
6.08GB 163,473 Files 1 248 Folders
D:\Images\OTGlmages\Documents:
5.81GB 1112,243 Files L119 Folders
4.1 Current AX Applications
The following table represents all of the currently configured AX Applications.
M M 0 M 0
PP,,,,YCLERK 40 1,166
CC LOT LINE ADJUSTMENTS 251 2,138
CC NOTICES 128 155
CC RESOLUTIONS 5,874 22,422
CC AGREEMENTS 4,250 168,565
CC MINUTES 2,680 17,989
CC ORDINANCES 1,002 6,115
CC DEEDS AND EASEMENTS 1,102 7,874
HR PERSONNEL FILES - 8
AS ACCOUNTS PAYABLE - -
AS PAYROLL -
AS BUSINESS LICENSE
AS INSURANCE
AS CORRESPONDENCE - -
AS STATUS -AS AUDITS -AS BANKING - -
AS BUDGET -
AS BONDS - _
AS INVESTMENTS -
AS SJCPFA - -
AS PURCHASING
AS SURPLUS EQUIPMENT DISPOSAL
AS REVENUE & TAXATION -
AS CRA - -
AS ENVIRONMENTAL REVIEW -
AS LAND USE CONTROL
AS HOUSING 1 1
AS EDUCATION
AS AGRICULTURAL PRESERVATION - -
AS AGREEMENTS -
AS INCORPORATION
Portkird _,0L J1!0NS
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AS REAL ESTATE PROPERTY -AS WORKERS COMP -AS UTILITIES - -
AS WATER SERVICES - -
PW AGENDA REPORTS 106 1,857
EB MINUTES 505 1,996
CS STUDIES - -
CS MINUTES
CS PUBLIC HEARING NOTICES - -
CS AGENDA REPORTS - -
TRAINING 1 1
TRAINING APP 1 1
CC AGENDA REPORTS 339 5,701
CC CITY COUNCIL POLICES 89 181
CC FPPC 1,006 5,191
CC DOCUMENT DESTRUCTION - -
CC ELECTION 1 2
CC INSURANCE 469 2,016
CC CORRESPONDENCE 1 1
DS RESOLUTIONS 360 2,725
DS MINUTES 503 14.202
DS PLANNING PROJECT APPLICATIONS 479 1,468
DS AGENDA REPORTS 1 2
PW MINUTES-TC MINUTES 512 2,032
UD AGENDA REPORTS 106 1,736
UD MINUTES _ - -
CM HOUSING MINUTES - -
CM HOUSING AGENDA REPORTS -
CM HOUSING RESO - 3
DS PLANNING DOCUMENTS - -
19,807 265,548
Documents Images
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4.2 New DocuNECT Cabinets
Based on the above table, current AX Applications with less than 10 (ten) documents
will not be imported unless expressly required by the City.
The following table represents the AX Applications that will be migrated to DocuNECT
as part of this proposed solution:
CC CITYCLERK 40 1,166
CC LOT LINE ADJUSTMENTS 251 2,138
CC NOTICES 128 155
CC RESOLUTIONS 5,874 22,422
CC AGREEMENTS 4,250 168,565
CC MINUTES 2,680 17,989
CC ORDINANCES 1,002 6,115
CC DEEDS AND EASEMENTS 1,102 7,874
PW AGENDA REPORTS 106 1,857
EB MINUTES 505 1,996
CC AGENDA REPORTS 339 5,701
CC CITY COUNCIL POLICES 89 181
CC FPPC 1,006 5,191
CC INSURANCE 469 2,016
DS RESOLUTIONS 360 2,725
DS MINUTES 503 14,202
DS PLANNING PROJECT APPLICATIONS 479 1,468
PW MINUTES-TC MINUTES 512 2,032
UD AGENDA REPORTS 106 1,736
19,801 265,529
Documents Images
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5 Migration Solution Implementation
The following table outlines the tasks and activities required to complete the
project.
Note: Throughout the DocuNECT implementation the existing AX system will
remain operable to support the business until the new environment is tested
and deemed ready for production by the City.
Stage Implementation Stages I I Description
Days
Project Planning and This is the starting point of the project during which 5
Initiation the scope, goals, procedures, timescales and
responsibilities for the project are confirmed and
further clarified.
This stage will also confirm the City's resource time
and tasks for participation in the design and
implementation process. Portford recommends that
a representative from each functional area covered
by the scope should be part of the team to ensure
that all requirements are being met.
Main Deliverable
The main deliverable from this stage will be a
detailed project schedule.
Gate 1 After the initial Project Planning and Initiation project 0
stage Portford will hold a gate review to confirm that
the City and Portford have the same understanding
of the commercial terms and project scope.
Solution Design This stage involves documenting/confirming the 2
business requirements and, technical design. The
stage will focus on the following areas:
1. Analyze the existing AX& Kofax environments
2. Design and document the DocuNECT TM
required modules &configurations in regards to
assuring no loss of data or functionality in
comparison to the AX& Kofax configurations
The information for this stage will be gathered from
workshops and meetings with the City.
A proof of concept will be developed to confirm the
requirements and design project representatives.
Main Deliverable
The Solution Design document will be created
reflecting the findings, and documenting the
implementation plan &configurations'
The Proof Of Concept will provide a visual evaluation
of the system design to ensure that all aspects of the
requirements have been met.
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Solution Configuration Once the design has been approved then the 5
and Development solution will be implemented.
1. Installation of DocuNECTTM software on new
VMware servers provided by the City
2. Configuration of the DocuNECTTM software to
the specification outlines in the Solution Design
document
Note: At this point the existing production AX
environment will be"frozen"—no changes allowed
past this point.
Gate 2 After the Solution Design stage, Portford will hold a 0
gate review to confirm that the design is correct.
Change Control (CR)will be adopted beyond this
point to facilitate changes to the Functional Design
document and all CRs will be assessed by both the
City and Portford for project impact(cost and time).
Production With the above completed, Portford will implement 2
Implementation the migration in the Production environment
Upgrade Testing and Once upgraded, the system will be tested and 0.5
Certification certified for production.
This will also include testing of the importing of
scanned documents from all departments.
Gate 3 The objective of Gate 3 is to act as a final check 0
point before system is implemented into production.
Training Portford will provide'/z day of Administrator training 1
&'/z day of End User"train-the-trainer"training, as
well as documentation/guides
Gate 4 This stage is the project close-out stage and will 0
confirm that all areas of the work defined in this
document have been completed.
Total: 1 11 Days
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6 Pricing
This section defines the estimated costs associated with this project.
6.1 Phase 1: Migration Project Summary
Description
Software Components includes 1s�Year Annual Maintenance $15,794.91
Professional Services _ $19,800_00
Project Totals: $35,594.91
6.2 Phase 1: Migration Project DocuNECT TM Software Costs
Qty Costs
This licenses the CM(Content Management)environment: CMSVRSE 1 $4,999.00
This component comes with:
1. CM Server(Used to Manage and Execute
Connectors and/or Capture Lifecycles)
2. CM Web(for Administration)
3. Capture Lifecycle Editor and Runtime
4. Standard Capture and System release Connectors
(Available for Download)
5. Unlimited Capture Lifecycles
6. Workflow Module
7. CM Rendition Module
8. Dashboard
9. One User license
Note: Requires Microsoft Windows Server 2003 and later, and
Microsoft SQL Server 2005 and later
Advanced Data Extraction Module(Reports Manager) ADEMOD 1 $2,999.00
This includes DocuNECT OCR server to allow data to be
extracted from (TIFF or PDF)image-based documents and
advanced data extraction.
This licenses the DM(Document Management) PDMMOD 1 $2,999.00
environment:
This module comes with:
1. Document Management
2. Document Search(Basic,Advanced and Full-Text)
3. Document Collaboration
4. Records Retention
5_ My Documents Feature
Portford DM Client - DCUDMUSE 25 $5,120.25
This includes a Virtual Print Driver, Desktop Capture,Windows
Explorer integration, and Outlook Integration and user access
to any licensed Module(Advanced Data Capture, Document
Management, Full Text Search,Workflow, Retention, Reports
Manager)
Software Components—Total: $16,117.25
20%Discount Applied: $12,893.80
Recurring Annual Software Maintenance Subscription and Technical Support: $2,901.11
SOFTWARE PROJECT TOTAL: $15,794.91
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6.3 Phase 1: Migration Project Breakdown
The total cost of the DocuNECT system fully implemented is $32,693.80, therefore
the system will be paid over the first three (3) years using the existing annual
maintenance costs (the $229.57 delta will be waived).
Please refer to the following tables for the cost/pricing breakdown:
Item I Cost
DocuNECT Software ($16,117.25 minus 70%) i $12,893.80
Portford Solutions Professional Services $19,800.00
Software&Services Summary Total: $32,693.80
_ Adjusted: $32,464.23
6.4 Phase 1: Migration Project Payment Schedule
CoSCJ Annual DocuNECT Project Total .Period Maintenance Annual Cost 3 Years Maint.
Maintenance Cost
Year 1 $13,722.52 $2,901.11 $10,821.41
Year 2 $13,722.52 $2,901.11 $10,821.41
Year 3 $13,722.52 $2,901.11 $10,821.41
TOTALS: $41,167.56 $8,703.33 $32,464.23 $41,167.56
6.5 Recurring Annul Costs
•
Years 17Fix;dRecurringAnnual Software Maintenance Subscription & $2,901.11
ical Support
Recurring Annul Costs Total: $2,901.11
6.6 Phase 1: Migration Project Professional Services Costs
The following table details the professional services costs.
Implementation Stage JDa
!La
Project Initiation and Management 1 $1,800.00
Functional Design 2 $3600.00
Solution software installation .5 $900.00
System Configuration 4 $7,200.00
AX Data Migration 1.5 $2,700.00
Design Review and Debug Process .5 $900.00
Solution Training 1 $1,800.00
Solution User Acceptance Testing .5 $900.00
Professional Services Total: 11 $19,800.00
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6.7 Phase II: Anticipated, Estimated Public Access Portal Development Cost
The following table represent Portford's estimated services based on the limited
information available at the time of this SOW.
These estimates may vary based on additional complexity of the desired solution,
and/or any requirements for additional software to be determined.
SPECIAL NOTE: The City has requested that approximately 6 to 9 months after the
initial migration to DocuNECT is complete, the self-service portal project will
commence, with a tentative goal to have the portal in place on or around July 1, 2014.
• Portford agrees to perform the requested work under the 3 year contract, and
defer payment until year 4 and/or 5 as determined by that projects scope of work.
Public Access Portal Estimated Implementation
Project Initiation and Management 1 $1,800.00
Functional Design 2 $3,600.00
Solution software installation .5 $900.00
System Configuration 2 $3,600.00
Design Review and Debug Process .5 $900.00
Solution Training 1 $1,800.00
Solution User Acceptance Testing .5 $900.00
Professional Services Total: 7.5 $13,500.00
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7 Terms and Condition
7.1 Implementation Assumptions
Portford has identified the following assumptions pertinent to the project proposal. Failure to
adequately address these assumptions may result in this project requiring additional time and costs
to complete.
• All of the quotations for the level of consulting effort, and therefore fees, are based on our
definition of the project scope and deliverables as specified in this proposal.The customer will
work with the business end client to facilitate the necessary user involvement from the client
representatives.
• Any potential inter-dependencies with other projects are not anticipated at this time and must
be evaluated to assess impact to project cost and scheduling. Once known, Portford will
immediately notify the customer in writing of any scope changes that may affect the project
schedule and/or fees, and will provide a written statement of project impact and additional fees.
However, Portford will not begin work on such change without formal written approval from the
customer's project management. ,
• All key customer representatives will remain consistent through the duration of the project, and
will attend scheduled project activities.Should any additional key participants be identified
during these meetings,the customer will work with Portford to involve these resources in the
project and make them and all key participants available as needed for the successful
completion of the project.
• The customer is responsible for obtaining the formal sign-off of all project deliverables.
7.2 SOW Terms
• Payment Terms: Unless otherwise agreed by parties in writing, Consulting Services will be
provided on a time and materials basis.
• Validity: This SOW is valid for a period of sixty(60)days from the date on the front of the
document. If this SOW is signed by Customer after the expiration date,then performance of
the consulting services will be at the then current list prices.The consulting services must
commence within sixty(60) days of signature of this SOW by Customer,otherwise the
performance of the consulting services will be at the then current list prices.The parties agree
to set forth in writing, signed by the parties, such additional fees, as applicable.
• Invoicing: Invoices will be generated monthly. Payment is due to Portford within 30 days of
invoice date.
• Travel Expenses: The consulting fee estimates provided herein do not include any
miscellaneous expenses, including travel and per diem. Customer will be charged for actual
travel and out-of-pocket expenses incurred.
• Cancellation Policy Customer may terminate this SOW for convenience upon ten (10)
business day's prior written notice to Portford. Upon termination of this SOW, Customer will
pay Portford for all fees and expenses incurred as of the date of termination, including any
expenses associated with such cancellation including, but not limited to, airline tickets and
hotel.
• Additional Work: The inclusion of any functionality and/or services by Portford Consulting
Services that are beyond the scope of activities described in this Statement of Work justifies
supplementary negotiable service fees and may adversely affect the delivery timelines. Any
changes to the scope of work will be set forth in writing, via a change order, and signed by both
parties. Unless otherwise agreed to in writing by the parties, Consulting Services will be
performed during Portford's normal business hours (Monday through Friday, 8:00am to 5:00pm
PST, excluding holidays). Out of hours work-may be performed if requested by the Customer
and will be billed at 1.5 times the agreed hourly rate for out of hours Mon to Fri and all day
Saturday. Sunday work will be billed at 2.0 times the agreed hourly rate all day. Portford must
receive written approval from the Customer before performing out of hours work.
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8 SOW Approval
We very much look forward to working with you on this key project. If you have any
questions or require additional information, please feel free to contact Bradley Grell at
(949) 333-0402.
Portford Solutions Group, Inc. City of San Juan Capistrano
By: By:
Title: Title:
Date: Date:
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