12-0701_PORTFORD SOLUTIONS_Personal Services Agreement PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is made, entered into, and shall become effective this 1St day of
July, 2012, 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 provide on-going licensing fees, technical support and maintenance of the
City's document imaging system maintained in the City Clerk's office; 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, 2013.
Section 3. Compensation.
3.1 Amount.
Total compensation for the services hereunder shall not exceed $13,772.79
for Fiscal Year 2012-2013 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.
a: 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 Assignment.
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.
2
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.
3
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
owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed
4
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
5
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.
CITY AN JU CAP RANO
en P. Brust, City Manager
CONSULTANTS
'
By:
f'" '
Mice BQ1t n, Portd olutions
ATTE r
Maria rris, City Cler
APPROVED AS TO FORM:
Omar Sandoval, City Attorney
6
Portford Solutions Group, Inc. QUOTATION
9641 Irvine Center Drive
Irvine, CA 92618 Quote Number: CSJCQU005
United States Quote Date: Apr 26, 2012
Page: 1
Voice 949-333-0429
Fax: 949-242-2887
Quoted To:
City of San Juan Capistrano
32400 Paseo Adeanto
San Juan Capistrano, CA 92675
— - Customer lD Good Thru Payment Terms -� Sales Rep
CSJC 5/26/12 Net Due VALERIE
Quantity Item Descriptions Unit Price Amount
Annual Support Quote
Period 7/01/2012-6/30/2013
----------------------------------
14.00
---------------------------------
14.00 ApplicationXtender Server 6.5 v 434.74 6,086.30
1.00 ApplicationXtender OCR Server 6.5 v 360.13 360.13
1.00 Verity K2 Server for ApplicationXtender 6.5 v 720.26 720.26
5.00 Verity K2 Client 6.5 v-5 CC Users 54.02 270.10
8.00 AE#VM01-025K AC Volume 25K/Mo 792.00 6,336.00
Subtotal 13,772.79
Sales Tax
TOTAL 13,772.7f
Exhibit A
DocuNECT
US2f GUide For City of San Juan Capistrano
User Guide Page 2 of 13
Contents
1. Introduction......................................................................................... 3
2. Logging In...........................................................................................4
3. Document Desktop Capture ................................................................... 5
3.1 Capturing a Document....................................................................... 5
4. Document Searching........................................................................... 10
4.1 Header Search ............................................................................... 10
4.2 Home Page Search.......................................................................... 10
4.3 Documents Page Search .................................................................. 11
Portford OLUTIONS
User Guide Page 3 of 13
1. Introduction
This document provides a user guide for the DocuNECT system, focusing on
document management. The guide covers the following topics:
• Logging In
• Document Desktop Capture
• Document Searching
Porftrd SOLUTIONS
User Guide Page 4 of 13
2. Logging In
Navigate to the DocuNECT system through your web browser. Once you have
navi ated to the system, the following screen will prompt you to log in.
Jew.
Login
Login to DocuNECT Web
Enlef the username and password,and login to DocuNECT Web, Cancel Submit
Loom vviih your Wln.dws AMurnt
or,Login with a DmuNECT user
Username:
Password
r.hono, PLx wQ,�I Reset Password
Cancel Submll
Portford Solutions Group Inc 2018 _ 01"oNE.CT Web 4 7.1 1
Enter your user name and password and click Submit to log in. Upon login, you
will be directed to the Welcome page. The Welcome page provides links to
different tvpes of documents within the system and useful tutorials.
041
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My Documents [ Welcome Anna Partida ^ <
My Inbox
My Batches DocuNECT provides the City of San Juan Capistrano with a document management solution that manages
the documents for all our depanment_s
Browse Cabinets
City Clerks Office
Our office is here to support the City's democralic process by managing legislative
documents for the City and varoius City agencies,public records request&A
election services
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• Cdy Council himuleS
Partlad Solutions GrCOP Inc 2013 DocuNECT Web 4 T 1 1
Portfo d
User Guide Page 5 of 13
3. Document Desktop Capture
This section will go over the steps to get documents into your DocuNECT system
after they have been scanned into a local computer with the Desktop Capture
softwa re.
3.1 Capturing a Document
Launch the Desktop Capture program.
Desktop
Captire
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User Guide Page 6 of 13
d en the Drop Zone by navigating to View>Drop Zone
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The Drop Zone will be a small pop-up with green space.
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Portford
User Guide Page 7 of 13
Locate the document(s) to be uploaded and drag and drop them into the Drop
Zone. You will be prompted to start the Separation Process. Select No.
Note: Documents dropped into the Drop Zone together will be uploaded to the
same cabinet. If you want to upload documents to separate cabinets, please drop
them separately.
Do you want to start the separabon prooess?
ii Yes-Continue to the separa{ion process,
No-Sidp separabon and continue=to indexing.
Yep No .
Portford
User Guide Page 8 of 13
3.2 Indexing a Document
At this point, the Indexing screen will open and you may switch the the Drop Zone
off. In the Lifecycle dropdown, please choose the Cabinet which the file(s) will be
uploaded to. Then, Index the first document as necessary. Index fields marked
with an "X" are required and those marked with a "check mark" are optional.
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User Guide Page 9 of 13
Once the document is indexed, click Apply to move to the next document in the
batch. When all documents are indexed, you will be asked if you would like to
submit the document (s). Click OK.
Desktop Capture J
All documents are indexed. Do you want to submit the
document(s)?
---
You will get a Submit Completed notification. Click OK. You will be taken back to
the Desktop Capture screen.
The transaction completed sucsstuily.
Created Batch IDS 2302
You car press&Pe View Report but4on to vies:the batch report
View Report
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Portiord
User Guide Page 10 of 13
4. Document Searching
This section will go over searching for documents in DocuNECT.
The system provides three different ways to search for documents:
• Header Search
• Home Page Search
• Documents Page Search
There are two different levels of searching:
• A global search returns all relevant documents from all cabinets.
• A cabinet search returns all relevant documents from a specific cabinet.
4.1 Header Search
The Header Search is located in the header of all pages except the Documents
page. This search is only a global document search and will direct you to the
Documents page for search results.
[.bai search L09geU as apani9a ---
Administration Generate Barcodes Max Ltoeuments U
4.2 Home Page Search
The Home Page search can be accessed by clicking the arrow on the right hand
side of the home page to expand the search box. This search allows you to do a
global search, cabinet search, or view saved searches and recent searches. This
search is real time and will start to search when text is entered.
Note: This type of search will only return the 100, 500, or 1000 most recent
documents.
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Admmisvatlon Genera4 Bareodes Intioa. Documenn Upload
Global Search
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Resuns:
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Porrord 5olulbns Group,Inc 2013 DocuNEC7 Web 4 7 1 1
Portford r;
User Guide Page 11 of 13
Ex anded view of Saved searches.
.+r
Global Search:F— Lagged as apartida My Accounl Help Logout
Administratlon I Generate Sarcodes I Inbos Documents Upload
Global Search ^
rite t Saved Search:Agreements 0 v >
Results 10
Cabinet Search
Q&S1Q,3C1 I101Y901}d 15VPA F14R n Saved Searches
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w Cabinet CC_AGREEMENTS9grrer sit CC AGREEMENTS
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4.3 Documents Page Search
The documents page search gives you the most searching flexibility.
The left hand navigation allows you to select Global Search, My Recent Searches,
Cabinet Search and Saved Searches.
Sear
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User Guide Page 12 of 13
Once the type of search is selected, the user can perform the search in the screen
on the right hand side. Cabinet searches allow the user to do a basic search or an
advanced search. Cabinet searches can also be saved for later use,
Logged as apanida My Account LoqoUt
llama Adtnlnistra9dn oanarata earoodaa uleox. Upload
t--]Documents 0 Documents�CC-Minules
8.3N New Search
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i CC Ci Courlc9 r4flKlys nu,type Y Advanced Search_� 1
CU-----�r— our search text,NI out additional Aaltls as neetleq and Then J
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Basic Search allows the user to search individual index fields.
New Search
This page allows you to build a new search. Back Copy Linx save
9 Basic Search
To find specific documents,type your search text,flu out additional fleids as needed,and then press Advanced Search
the Search button
Searzh Reset
G Show table data when all conditions are met
'.'ShoW table Calla v,hen any Cohdillon is met
File No: Al
Meeting Date: [�
Destruction pale: 0
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Document Text:
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DocuNECT Web:4.7 1 1
Portford
User Guide Page 13 of 13
Advanced Search allows the user to search individual index fields with greater
recision using constraints and boolean operators.
New Search
This page allows you to build a new search. Baric Copy Link Save
V Advanced Search
To rind specific documents,type your search text,till out additional fields as needed,and then press the Search button Basic Search
Search Reset
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ac 2013 DocuNECT Web.4 7 1 1
When you have found your document double click the row to view it.
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0 V—K 32844 0355.10 06/20/2006 01/01(9000 71191200612:00_(
0 It � Sy 34183 0355.10 06119x`2007 01/01190110 81131200712:00:(
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lit �' r 34296 0355.10 0311712{)09 01701191M 41271200912:00:(
0 V-1 � 34297 0355.10 02/05/2002 0110119DDD 41281200912:00:(
C) 'It 34298 0355-10 06/1812002 0110119D017 41281200912:00:(
{l Se 34299 0355-10 06/17/2003 DltOl/90D0 41281200912.00:(
i) Sa 34300 0355.10 06/1512004 01110110M4128!2008 12:001
34301 1 0855.10 0811712004 0110119000, 41281200912:00:(
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