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09-21-04 Item 13CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER- OFFICE MEMORANDUM To: Honorable Mayor, Vice Mayor Date: September 13, 2004 and City Commission From: Maria V. Davis Subject: Agenda Item 4 3 City Manager ` Commission Meeting 09/21/04 Re: Scanning REQUEST A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER A CONTRACT WITH ADVANCE DATA SOLUTIONS FOR THE PURCHASE OF SOFTWARE AND SCANNERS IN AN AMOUNT NOT TO EXCEED $34,746.00; DELL COMPUTERS FOR THE PURCHASE OF A SERVER AND COMPUTER IN AN AMOUNT NOT TO EXCEED $5,000.00; AND INTERNATIONAL DATA CONSULTANTS FOR SERVICES IN THE INSTALLATION OF EQUIPMENT AND SOFTWARE IN AN AMOUNT NOT TO EXCEED $2,500.00; CHARGING THE DISBURSEMENTS TO ACCOUNT NUMBER 001 - 1620 - 521.5220 TITLED "MICROFILM; "AND PROVIDING FOR AN EFFECTIVE DATE. BACKGROUND AND ANALYSIS In the past, the City of South Miami allocated funds for the conversion of City plans onto microfilm. While this system still works, it is antiquated and does not provide sufficient information for a quick response to residents' inquiries. Since 1996, the City has spent $13,000.00 for the conversion of four years worth of paper documents onto microfilm, and we are still 10 years in arrears. It is important to mention that after Hurricane Andrew, Dade County has and continues to implement new regulations that require additional paper attachments and binders to all permits, thereby multiplying the number of documents by more than double the amount of previous years. Because of these new regulations, the city has exhausted all available storage space to the point that it is very difficult to locate information when requested by residents. It is estimated that it would cost $54,000.00 to convert the current backlog of 10 years documents into microfiche. With today's available technology, the city has investigated different options of software to convert paper documents into digital images, which would allow us to update our technology in a cost - effective and user - friendly way. Many cities are currently using the recommended system, which has proven to have a positive impact on provision of services. This system will improve operating efficiencies, reducing labor time and costs, while improving communication among departments and with residents and organizations outside City government, over the Internet. The system would also allow us to work with other departments' paper documents. For example, the City Clerks agendas and minutes could be exhibited directly on the City's website for easier public access. Keeping in mind that "User Friendly" features play an important role for future residents' use, Advance Data Solutions demonstrated impressive software called Alchemy. Alchemy is currently being used by many municipalities and departments throughout Florida - including the Town of Davie, Lakeland, Key Biscayne, Pinecrest, State of Florida Dept of Insurance and Miami -Dade Dept. of Health, among others. This software has also been approved by our MIS manager for its compatibility with our current system. A letter -sized professional scanner and a large- format professional scanner for bigger items (such as building plans) are part of this package that also includes software, maintenance, licensing, and training. The total cost for this package is $34,746.00. An outside contractor will be required to set up the system at a cost of $2,500.00. It is recommended that the City purchase a dedicated server and computer for an additional cost of $5,000.00 from Dell. The complete package will cost the City $42,246.00. Based on past experience, it is estimated that converting ten years of plans to microfiche would cost approximately $54,000.00. The proposed package will cost $42,246.00, an estimated savings of approximately $11,000.00. Future years' expenses will include the annual license and maintenance fees of $1,902.00 per year, which represents on -going estimated savings of $3,498.00 per year. Over the next three years - in comparison to outsourcing conversion to microfiche - it is forecasted that, if this proposal is adopted, we will be current with plans, increase services, enhance the availability of critical documents under disaster recovery and still have saved approximately $21,000.00. This conversion would not require any additional employees as our current records clerk, who now handles all microfiche, will be trained in and assigned this task. The conversion of the current microfilm archives is not part of this package. Once we are current, this option will be considered. In accordance with the City's competitive bidding procedures we have obtained information from all the cities currently using this software. In addition, we requested quotes from three different vendors - Municipal Code Corporation, PMI Imaging System and Advance Data Solutions. Of the three vendors contacted, Municipal Code Corporation did not respond. Advance Data Solutions responded with a lower quote than PMI Imaging System. The current balance for Account Number 001 -1620- 521.5220 under the fiscal year 2003/2004 budget is $25,000.00. The remaining balance of $17,246.00 will come out of next year's (2004/2005) budget. RECOMMENDATION Your approval is recommended. I RESOLUTION NO. 2 3 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY 4 OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO 5 ENTER A CONTRACT WITH ADVANCE DATA SOLUTIONS FOR THE 6 PURCHASE OF SOFTWARE AND SCANNERS IN AN AMOUNT NOT TO 7 EXCEED $34,746.00; DELL COMPUTERS FOR THE PURCHASE OF A 8 SERVER AND COMPUTER IN AN AMOUNT NOT TO EXCEED $5,000.00; 9 AND INTERNATIONAL DATA CONSULTANTS FOR SERVICES IN THE 10 INSTALLATION OF EQUIPMENT AND SOFTWARE IN AN AMOUNT NOT 1l TO EXCEED $2,500.00; CHARGING THE DISBURSEMENTS TO ACCOUNT 12 NUMBER 001- 1620 - 521.5220 TITLED "MICROFILM; " AND PROVIDING 13 FOR AN EFFECTIVE DATE. 14 15 WHEREAS, the City's Planning Department has allocated funds for the 16 conversion of blueprints, plans, and permits into microfilm; and 17 18 WHEREAS, the City has analyzed expenditures and found that it is most cost 19 effective to convert plans to digital images and CD's with the correct software; and 20 21 WHEREAS, Alchemy's user - friendly software would allow City employees to 22 view plans on computers and print 11 X 17 copies as needed to better serve our residents 23 and reduce storage space; and 24 25 WHEREAS, Alchemy's software allows future expansion for additional use by 26 other departments within the city; and 27 28 WHEREAS, In accordance with city competitive bidding procedures, quotes 29 were requested from three vendors: Municipal Code Corporation - did not respond, PMI 30 Imaging System - $61,718.95; and Advance Data Solutions - $37,246.00; and 31 32 WHEREAS, Alchamy software is currently being used by multiple public 33 entities throughout Florida, including Pinecrest, Monroe County, Key Biscayne, Town of 34 Davie, Lakeland, State of Florida Dept of Insurance, and others. 35 36 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY 37 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: 38 39 Section 1. That the City Manager is hereby authorized to: 40 A. Encumber the current years 2003/2004 approved budgeted funds in the amount of 41 $25,000.00 charging account 001 -1620 -521 -5220 titled "microfilm," with a current 42 balance of $25,000.00 43 B. Sign a contract with Advance Data Solutions and disburse an amount not to exceed 44 $34,746.00, for the purchase of software, maintenance, scanners, license fees and 45 training for fiscal year 2004/2005. 46 C. Disburse an amount not to exceed $2,500.00 to International Consultants for services 47 in the installation of the equipment and software for fiscal year 2004/2005. I D. Disburse an amount not to exceed $5,000.00 to Dell Computers for the purchase of a 2 server and computer for fiscal year 2004/2005. 3 For Total expenditures of (by Fiscal Year): 4 Total FY- 2003/2004 $25,000.00 5 Total FY- 2004/2005 $17,246.00 6 With all future budgets reflecting recurring annual maintenance fees of $1,902.00 as long 7 as the equipment is in use. 8 9 Section 2. That these budgeted disbursements be charged to Account 1620 - 10 521.5220 (Microfilm). 11 12 Section 3. This resolution shall take effect immediately upon approval 13 14 15 PASSED AND ADOPTED this day of September, 2004. 16 17 18 ATTEST: APPROVED: 19 20 21 22 23 CITY CLERK MAYOR 24 25 26 READ AND APPROVED AS TO FORM: COMMISSION VOTE: 27 Mayor Russell: 28 Vice Mayor Palmer: 29 Commissioner Wiscombe: 30 Commissioner Birts- Cooper: 31 Commissioner Sherar: 32 33 CITY ATTORNEY 34 35 36 37 38 39 40 41 42 43 44 45 46 Resolution /scanning 9/2004 z G) Im 0% z z g< m *k -u CD 0 0 c 0 0 c c 3 0) = !a 0 ZoZZZN 6 0 CA 0 CL CL r 169 3 C" cr cr CD 3 M 0 0 -- -4 CJ 6 W 6 -a 6 b. a a m CD CD CD (D W= (D 4�- a) co -4 -4 M U 0 V; 21 — Ea 3 5: 'A COL. 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CD N i �i� O 0) CD C m O p t� At ra ' N ; O CD G, p n = 'a A 0 in. lD CD .s ff3 �69 fR -69 <fl -N ca a OO k z -z N CD 0) n CD CO) _N O �F C7 V W to 1� CD CD CD (D �� O N GO tit O :3 J iV � -S �ry # O C7 O Q 0 ' i tD Di �e�f ( C co x , i $ IV cn . p r* O O N Cb ©O k? tD a O 01101 . + O c v CD �s m m U) to O 4A x sv v c o = O �' CD .L flt p d Ca tay P CU O N X p® N II p >y s►t w et Q O N Ip O N C ro o tC ID su @ o N x{ (�fl 0 nose '"t � m '� g ro < 4A 69 69 N � vs ro �// ��g�` ��• /�!� L � T Y tL .ran to O O 0 0 0 � f: SPj ( G O � ate ; rs � �tiTTY. n O tD a O to iU U N 0 .p Reoresentative Client References State of Florida Department of Insurance 200 East Gaines Street, Larson Building Tallahassee, Florida 32399 Jim Godfrey, Bureau Chief Administration, Financial and Support Services 850 -413 -2100 e -mail: aodfreyl(a.doi. state. fl. us ADS performed a large back -file conversion project consisting of thousands of paper insurance documents within a 12 -month period. Services were performed in Tallahassee. ADS' services benefited the State by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside State government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Upon completion of our conversion project, the DOI successfully imported thousands of Alchemy images into their newly designed workflow software without complications. The agency also purchased a stand -alone imaging system from ADS that was implemented with minimal effort. Miami -Dade County Department of Health 8175 NW 12th Street Miami, Florida 32126 Sergio Filloy, Finance Director 786- 845 -0137 email: Sergio_Filloy @doh.state.fl.us ADS converted thousands of accounting records for the largest branch of the Department of Health within Florida. ADS' services benefit the Department by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside County government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of Oldsmar 100 State Street Oldsmar, Florida 34677 Lisa Lene, City Clerk 813.855.4693 ADS converts paper documents to digital images for the Bulding and City Clerk's office within the City of Oldsmar. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Village of Pinecrest, Florida — Building Department 11551 South Dixie Highway Pinecrest, Florida 33156 Guido Inguanzo, Village Clerk e- mail: inguanzo@ci.pinecrest.fl.us 305.234.2121 ADS converts standard and large format paper documents, drawings & blueprints to digital images for the Building Department within the Village. Services are performed on an ongoing basis. ADS' services benefit the Village by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside Village government. ADS' services provide a necessary means of disaster recovery for critical documents. In addition, the Village purchased a stand- alone imaging system from ADS that has been implemented with minimal effort. Village of Key Biscayne 85 West McIntyre Street Key Biscayne, Florida 33149 Conchita Alvarez, Village Clerk e -mail: vkbconchita @usa.net 305365.5506 ADS performs ongoing imaging services for the Village Clerk's office & posts bi- weekly agendas and exhibits directly to their Website for public access and informational purposes. Services are performed on an ongoing basis. ADS' services benefit the Village by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside Village government. ADS' services provide a necessary means of disaster recovery for critical documents. In addition, the Village purchased a stand -alone imaging system from ADS that has been implemented with minimal effort. City of High Springs — Building Department 110 Northwest 1 st Ave High Springs, Florida 32643 Jim Pendland, City Attorney e -mail: jlpjresq @hotmail.com 386 -454 -1416 ADS converts paper documents to digital images for the City Clerk and Building Department for the City of High Springs. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Town of Davie — Building Department 6591 Orange Drive Davie, Florida 33314 Tom Willi, Town Manager e -mail: Tom_Willi @davie- fl.gov 954- 797 -1000 ADS recently implemented an imaging system at the Town to include Growth Management, City Clerk, Human Resource and Police Departments. Within the first day of training, the imaging team, consisting of four individuals, was fully trained. Several databases were established and hundreds of paper documents were scanned. ADS is currently implementing the third phase of the project within the Growth Management area. In addition, ADS also performs outsourced scanning services for various departments within the Town of Davie. City of Lakeland 228 South Massachusetts Avenue Lakeland, Florida 33801 Steve Long, Director of Information Technology Sheila Burkett, Project Manager e -mail: Steve. long(DIakelandgov.net e -mail: Sheila. Burkett(d)lakelandgov.net Steve: 863.834.6051 Sheila: 863.834.8431 ADS is currently involved in a city -wide imaging system and workflow implementation. This project involves the training of individuals from several departments and full coordination with Information Technology. ADS anticipates full customization and interface with other software products on a department by department basis. In addition, we anticipate providing certain levels of outsourced microfilm /microfiche and paper conversion services. City of Key Colony Beach 600 W. Ocean Drive Key Colony Beach, Florida 33051 Lorraine Fernandez, City Clerk 305.289.1212 e -mail: cityclerk @keycolonybeach.net ADS converts paper documents to digital images for the City Clerk's office within the City of Key Colony Beach. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Initial services were performed on -site. All subsequent work has been performed at ADS operation center in Oldsmar, Florida. City of Marco Island — Building Department 50 Bald Eagle Drive Marco Island, Florida 34145 Laura Litzen, City Clerk 941 - 389 -5000 ADS converts paper documents to digital images for the City Clerk and Building Department for the City of Marco Island. Services are performed on an ongoing basis. ADS' services benefit the -- City by improving operating efficiencies, reducing labor time and costs,. improving communication - among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of St. Augustine — Building Department PO Drawer 210 St. Augustine, Florida 32085 Nell Porter, City Clerk 904 - 825 -1017 ADS converts paper documents to digital images for the City Clerk and Building Department for the City of St. Augustine. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of Atlantic Beach — Building Department 800 Seminole Road Atlantic Beach, Florida 32233 Maureen King, City Clerk 904 - 247 -5809 ADS converts paper documents to digital images for the City Clerk and Building Department for. the City of Atlantic Beach. Services are performed on an ongoing basis. ADS' services benefit the City by improving .operating efficiencies, _reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Town of Medley — Building Department 7331 N.W. 74th Street Medley, Florida 33166 Jackie Oliva, Building 305- 887 -9541 ADS converts paper documents to digital images for the Building Department for the Town of Medley. Services are performed on an ongoing basis. ADS' services benefit the Town by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside Town government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of Pompano Beach — Building & City Clerk Offices 100 West Atlantic Boulevard Pompano Beach, Florida 33060 Eugene Zamoski, IT Director e -mail: eugene.zamoski @copbfl.com 954.786.4537 ADS recently implemented an imaging system at the City to include Growth Management and City Clerk Departments. Within the first day of training, the imaging team, consisting of two individuals, was fully trained. Several databases were established and hundreds of paper documents were scanned. ADS -is currently implementing the second phase of the project within the Growth Management area. To date, we have scanned hundreds of thousands of paper, letter /legal documents and large format drawings consisting of the City's Building Permit Files. City of Jupiter — Building Department 210 Military Trail Jupiter, Florida 33458 Donna Groover, Building 561 - 746 -5134 ADS converts paper documents to digital images for the Bulding Department within the Town of Jupiter. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Clay County — Building Department 477 Houston Street Green Cove Springs, Florida 32043 Tom Martinson 904 - 284 -6307 ADS- converts thousands_ of large- format / blueprint and standard paper documents- to digital images for the Building Department for Clay County. Services are performed on an ongoing basis. ADS' services benefit the County by improving operating efficiencies, reducing labor time and costs,__ improving_ communication among departments_ and with _individuals and organizations outside County government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of Tampa — Growth Management 1400 North Boulevard Tampa, Florida 33607 Nick D'Andrea 813- 259 -1768 ADS converts thousands of large- format / blueprint, standard paper and microfilmed documents to digital images for the Building Department for the City of Tampa. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. City of Casselberry — Building Department 95 Triplet Lake Drive Casselberry, Florida 32707 Ben Griffith 407 -262 -7700 ADS converts thousands of large- format / blueprint and standard paper documents to digital images for the Building Department for the City of Casselberry. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside City government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Heery International — Fulton County Schoolboard 999 Peachtree Street NE Atlanta, Georgia 30309 Kynthia Mason 800 - 500 -1730 ADS converted thousands of large- format / blueprint and standard paper documents to digital images related to a multi - million dollar construction /renovation project for the Fulton County Schoolboard. The project included all schools in several clusters & involved day -to -day interaction with several project managers, It also included detailed index requirements and significant image enhancement to less- than - perfect blueprints. The project spanned 12 months and is presently reaching closure. Additional services will be performed on an ongoing basis. Town of Belleair — Building Department 901 Ponce De Leon Boulevard Belleair, Florida 33756 Fred Hawes, Building Department 727 - 588 -3769 ADS converts thousands of standard paper documents to digital images for the Building Department for the Town of Medley. Services are performed on an ongoing basis. ADS' services benefit the City by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and 'organizations outside City - government. In addition, ADS' services provide a necessary means of disaster recovery for critical documents. Monroe County — Building Department 1100 Simonton Street Marathon, Florida 33040 Joe Paskelick 305- 292 -4441 ADS converts thousands of large- format / blueprint and standard paper documents to digital images for the Building Department for Monroe County. Services are performed on an ongoing basis. ADS' services benefit the County by improving operating efficiencies, reducing labor time and costs, improving communication among departments and with individuals and organizations outside County government. In addition ADS has implemented several imaging systems within various departments of the County. Pending References / New Clients: Orange County Growth Management Palm Beach County School District Village of Islamorada — Building Department Bids - DemandStar by Onvia City of Tampa Purchasing Department Bids Need help downloading a bid? Call (800) 711 -1712 or email supplierservices @onviausa.com View bids that are : (Choose One) 182 bid(s) found. Biel Identifier ITB- 81031904 -0- 2004 /MYR ITB- 92031804 -0- 2004 /NT ITB- 91031804 -0- 2004 /NT ITB- 31031804 -0- 2004 /IVR ITB- 91031104 -0- 2004/NT ITB- 41031704 -0- 2004 /CCG Page 1 of 1 Bid Status Broadcast r.t- Date Due V Name Actions Awarded 1 3/3/2004 Awarded 1 2/20/2004 Awarded 2/20/2004 Awarded 1 2/27/2004 Awarded 1 2/10/2004 Awarded 1 2/24/2004 RFQ- 61022404 -0- Awarded 1/20/2004 2004/113 1 I ITB- 91031004 -0- 2004 /NT RFP- 61012804 -0- 2004/UJ ITB- 41030504 -0- 2004 /CCG Page 15 of 19 Awarded 2/19/2004 Cancelled 1 12/17/2003 Awarded I 2/17/2004 3/19/2004 LIMEROCK (BASE MATERIAL) Details, Planholders 3/18/2004 Cement Mixers, Trailer- Details, Mounted, Spec. No. 50 -04 Planholders 3/18/2004 Ford F -250 Trucks, Spec. No. Details, 21 -04 Planholders 3/18/2004 Anhyddrous Ammonia Details, Planholders 3/17/2004 Lawn Maintenance Trucks, Details, Spec. No. 31 -04 Planholders Ductile Iron Compact 3/17/2004 Mechanical Joint Fittings, 4" - Details Planholders 24" Software Application to 3/15/2004 Automate the City Clerk's Details, Planholders Office 3/10/2004 AIR COMPRESSORS - 185- Details, CFM, SPEC. NO. 41 -04 Planholders 3/5/2004 Newspaper Legal Advertising Details, and Publication Services Planholders 3/5/2004 BRASS FITTINGS FOR WATER Details, SERVICE Planholders first I previous I next I last Powered by: Terms of Use http :llwww.demandstar.comisuppiierl bids /agency_inc/bid— list.asp ?f search &mi = 4132' 5 9/13/2004 Pianholders List - DemandStar by €3nvia • MPIM Planhoiders List Page 1 of 1 NEED ELSF' _LICK T0,'='--HAT: Buyers Suppliers Account Info Member Name City of Tampa Purchasing Department Bid Number RFQ- 61022404 -0- 2004 /LJJ Bid Flame Software Application to Automate the City Clerk's Office 71 Planholder(s) found. Supplier Nance 4, City State Phone Fax A2Z Sales Toledo OH 8007461218 8007461216 Acacia Consulting, Inc. St. petersburg FL 7278234864 8005821083 Advanced Data Systems Jacksonville FL 9047213134 9047213394 Advanced Software Integration Inc Bradenton FL 9417923000 9417923049 Alpha Corporation Dulles VA 7034500800 7034500043 Alphacorp Salt Lake City UT 8019778608 8019778775 AmCad,LLC Landsdale PA 5408969952 5408967640 Applications Software Technology Corporation Naperville IL 6307781180 6307781179 BriteVision Technologies Inc San Antonio TX 2105612906 2105612906 CDWG (Florida) Vernon Hills IL 3052550708 8009757285 Page 1 of 8 first I previous I next I last Format for Printing F7E Onvia.com, Inc. (c) 1997 -2004 DemandStar by Onvia, Inc. All rights reserved. Terms of Us http:// www. demandstar .comisupplieribids /planholder list. asp? PU = %2Fsupplier° %2Fbids... 9113/2004 Page 1 of 1 Vazquez, Kathy From: Rob Buell [robbuell @adsus.net] Sent: Friday, May 28, 2004 2:38 PM To: k.vazquez@cityofsouthmiami.net Subject: Revised Imaging Proposal Kathy, �Z You will notice an increase of about $700 when going to the Premium version. Please notice that the hardware specs are slightly different on the Server end. We also do not include installation due to the fact that it would be a slightly more complicated installation per our discussion. Dennis mentioned that they could install for a nominal fee. Please confirm that with him.. Going with the server version will also assist you in the event that you choose to later utaiaze the Mailstore product that your IT department has indicated interest in. Thank you Kathy. Please call with any questions. Have a good weekend. Rob Buell Advanced Data Solutions, Inc. 141 Scarlet Blvd. Suite A Oldsmar, Florida 34677 813.855.3545 robbuell atadsus.net STATE CONTRACT #: 973 - 561 -04 -2 Review our state contract at: http: / /fcn. state .fl.us /st contracts /973561042 9/13/2004 'A3F ADVANCED DATA SOLUTIONS, INC. 141 Scarlet Boulevard, Suite A Oldsmar, Florida 3467' 727.638.5030 Sales 813.855.3545 Corporate wWWzdsus.net Proposal for Imaging System for the City of South Miami - Premium Package Executive Overview Information is exploding in quantity. As much as 8GO /o of the data you need today, is unstructured - not found in a relational database. It can include images, paper -based documents, forms, CAD /engineering drawings, enterprise reports, e -mail, or any data that is hard-to-access and utilize. Alchemy (Premium allows you to integrate and organize these many different data formats into a single, searchable location or repository. It also supports high- volume search and storage needs. Outstanding features that are standard with Alchemy include: V Very ease to) u e intodoce. Qa Buflid database to COWD o-for rchival FOP informatIo�3r shaan 2,. E all t, r Fea documents d irect8y out of the Alchemy database. fiA G linite raftn avaflabgo V l a€ r Geniame with DID HnI tatio€ s on amount of documents stared in the system. Scale to meet your growing enterprise needs Alchemy Premium allows for multiple authorized Alchemy workstations and can build repositories simultaneously. In addition, it controls each connected user's access to the repository ensuring integrity of the data and high performance. You can also add build workstations or add search licenses as your organization grows. Quickly find your information Simply storing important enterprise data is often not enough. You must also be able to quickly find it again. Alchemy Premium lets you find data immediately by entering search criteria into an easy to follow search form. Through this form you can perform searches of a word or phrase, or search by file type, file name, or date created. Alchemy Premium also adds finding power by supporting searchable document profiles, folder profiles, and annotations. Search results are returned quickly and matching documents are displayed in a familiar tree structure, ranking the documents by relevancy. From here, you can view documents within the same screen or further refine your search. Data stored in Alchemy repositories is compressed by a ratio of up to 10 :1, this means Alchemy not only searches fast but also rapidly retrieves the data you need, while saving space. Store, access and view files in native format Data is immediately useful Around ,j,,, OffiGe "Around c6 Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. Contact• rnhhnPllnarisna nPt (R141 R54 -4545 (nffir.Pl (7271 F4R- 5f14f1 (r.Plll (R141 R55 -hS7F (fail IMR Alchemy Software Overview The IMR Alchemy software development team has extensive- experience in the areas of information retrieval, document database management, archival technologies, imaging and COLD. As a result, we are uniquely able to produce complete solutions utilizing the latest technologies at affordable prices. Our integrated software family helps business capture, index, store, retrieve, and share information from unstructured documents — quickly and cost effectively. Our Alchemy family of products helps businesses share and use information to streamline their internal processes and build better business -to- business and business -to- customer relationships. Thousands of satisfied knowledge workers in businesses of all sizes and many industries rely on Alchemy to manage, access and share irreplaceable information assets. Over 7,000 companies and government agencies us Alchemy in mission - critical operations where instant access to information residing in unstructured documents saves them millions of dollars annually. Representative examples of large Alchemy customers are: American Express Boeing Hartford Insurance University of Cincinnati HR Department Certegy Tech Data Bausch and Lomb PRODUCT DESCRIPTIONS: Alchemay Premium Server, The Alchemy Premium Server provides a scalable and reliable database platform for multi -user applications. • A full 32 bit MS Windows application. • A multi - threaded database server to manage read and write access to Alchemy databases. • Enables multiple users to concurrently add data to the same database. • Supports multiple databases and users on the same server. • Supports several methods of Alchemy end user access: the Alchemy Build database manager, the customized Alchemy Desktop interface, the Alchemy Search view -only user, the Alchemy APIs and the optional Scan2, DataGrabber and CAD2 modules. • Supports database storage on RAID and CD/DVD jukeboxes. • Manages concurrent Alchemy end user licenses. • Administered through the Microsoft Management Console (MMC). • Compatible with Windows NT 4.0 and Windows 2000 Server. • Compatible with multi - processor servers. Alchemy Extensions.: Alchemy Build Serves as the administrative tool that is used to design Alchemy repositories, perform indexing and data management functions and has full access to all repository contents. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. Contact- rnhhrnellnarlarna net (814) R55_4545 (nFfine) (727) 64R- 5(14(1 (relll (814) RSS_6575 (fax) Alchemy Index Station The Alchemy Index Station is a limited -Build license that provides for most of the build features — including adding files, scanning files (with the Scan Module), indexing, annotating, etc. Functionallity provided by the full Build license, but not included in the Index Station are the ability to Create New Databases, Clear Databases, Delete Databases, Building Databases, Copy Databases, DataGrabber COLD Import, and Copy /Move features. Alchemy Search Provides search and view access to repositories. Alchemy Desktop, configurable by the application administrator, can be granted access to different functions ranging from the full capabilities of Alchemy Build to the restricted access of Alchemy Search. Alchemy Scan Scan is an extension for Alchem0 that operates popular scanners to capture documents and uses optical character recognition (OCR) to create searchable text from images. SCAN is completely integrated with Alchemy. It is the easiest way to convert paper -based data into an electronic repository that is immediately accessible and searchable. SCAN gives you control over how scanned images are input into the Alchemy repository, allowing you to scan directly into folders. SCAN also allows you to fine -tune the image capture process, ensuring high quality images are captured and stored in an efficient manner. SCAN includes a powerful OCR (optical character recognition) process to 'read' the scanned image and create searchable text that is automatically linked to the image file. By capturing all of the text contained within an image, you can perform full context searches on scanned images, so you can find the data you need. You can index scanned images using one of five methods: data entry, OCR zoning, OCR full -page, OCR drag and drop, or batch profiling. SCAN's unique drag and drop OCR feature populates a profile field with data. Alchemy Dat G-rabber DataGrabber, an optional extension for AlchemyO Gold, Premium and Pro, captures and imports ASCII and EBCDIC files created by relational databases, corporate reporting systems, or document management systems, directly into an Alchemy repository at very high speeds. Information imported using DataGrabber is stored and indexed along with information from other data sources in the Alchemy repository. DataGrabber's high performance processing, up to °I gigabyte of data per hour per workstation, allows users to search and retrieve the imported information instantly. DataGrabber provides a configurable data capture feature that allows you to customize it for each data source. It captures and imports data into Alchemy with no need for source code changes to legacy systems. By breaking or parsing files into individual records or pages, DataGrabber tells Alchemy which data to index. It dynamically creates new fields in Alchemy and populates folder profile fields and folders to fully automate the Alchemy repository indexing process. DataGrabber uses a simple but powerful scripting language to parse the ASCII file into pages, records and profile fields. Unlike other data capture tools that use rigid predefined templates, DataGrabber is fully configurable, enabling it to handle irregular, complex reports. With DataGrabber, you can merge a data file containing image index fields with the image files, making it an ideal solution for converting obsolete imaging systems to Alchemy. DataGrabber and Alchemy give you electronic access to the data you used to store only on Microfiche or batch paper reports, so you can find the data you need. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. C rint.get rnhhne11na;0Qrnc net M 1) R55- 11SAri (nfficP) (777) 61R- 5(14(1 (celh (R11) R55 -6575 (fax) Here's how DataGrabber works. Using the scripting language, you create a definition file to describe what you want to capture and import into Alchemy. Then you define page and record breaks, the data to extract for profile fields, and regular expressions. You can also use the definition file to instruct Alchemy to copy files stored in a network path and match each file to its respective index field. You can also convert EBCDIC files to ASCII for processing with DataGrabber. Using the debug mode, you then test the definition file and make any necessary adjustments. One option is to add a bitmap form overlay to a set of records so the record is displayed in the form. finally, run DataGrabber build in Alchemy to import, parse, compress and index the data file. We recommend selecting the full -text indexing option along with profile field indexing. During this stage, DataGrabber can also dynamically create new fields and populate folders. Now you have stored a fully indexed data file as individual records in Alchemy -. Alchemy Web Description, Alchemy Web is a multi -user environment and can. support up to several hundred_ concurrent users per server, depending on hardware. You must purchase the Alchemy Web Platform, Alchemy Server, and then add the number of concurrent client licenses minimum of five) you need. If a customer already has an Alchemy Premium implementation and wishes to utilize the same Alchemy Server application, they must upgrade that application and they will not need to purchase another Alchemy Server. Also Alchemy Web offers an optional viewer module that converts 200+ file formats to an HTML /JPEG document that is viewable within a browser. Utilize your data anytime, anywhere Alchemy Web offers a fast and easy way to deploy business data to the Web, where it is easy to access, view and share. Enhance your intra - company communications with immediate Web -based access to your important data from anywhere around the world. With Alchemy Web, you can create separate home pages for separate clients or departments and global users can browse, query and view the contents of an Alchemy repository via their browser. and store documents from any location. Mallstore The MailStore solution has three distinct modes of functionality, each designed to allow maximum flexibility for solving the unique problems encountered by each organization: 1) Server -based archiving and message records management. The purpose is to automatically copy a "snapshot' of messages sent and received through a server ans store them into a central, secure archive repository. Automation and security are keys — no one can tamper with the process, an absolute must for meeting the burden of proof in legal situations. 2) Client -base access. The purpose is to give end users the tools to search and view the message archive without IT intervention. 3) Client -based archiving. The purpose is to enable Outlook end users to archive the contents of their PST files into a central, secure repository, often one that contains other types of documents. Audit Logging Alchemy Audit Logging extension: for Alchemy Premium and Pro tracks and logs user activities in an Alchemy repository. Alchemy Audit Logging records user activity information for every document stored in the Alchemy Database. With Audit Logging your organization keeps a close watch on highly sensitive information and conforms to government regulations for records management and compliance with detailed tracking of document access. The audit log contains all the relevant document access facts, the date and time, what was done to the document, and if any profile field value was changed. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. f nntar -t• rnhhnPTlnarlei�r nat (Rl'�l R55 -545 (n��Pl (7771 h'�R -5��(1 (nPlll (Rt�l R55_h575 (fail The audit logs are controlled- by the Alchemy Administrator to make sure each document is accessed only by authorized users. These logs can also measure user productivity, and be deployed for charge back or billing in high volume environments. Roles Based Access Control (RRAQ Alchemy Roles Based Access Control is an extension for Alchemy Premium and Pro to help you comply with legal and government privacy regulations. Alchemy Role Based Access Control (RBAC) lets IT administrators implement access control policies and insure documents maintained in Alchemy repositories are tamper proof. An Alchemy system using RBAC is recommended for use in records management or where regulatory compliance is needed. And, RBAC complies with many of the new government privacy regulations now in place throughout the world. RBAC increases the security and protection capabilities of Alchemy, beyond current password protection, for even tighter control of access to any stored documents. RBAC allows the Administrator to set up Alchemy client program (Build, Search and the new Indexing Station) functions linking access to employee authorization. For example, an employee in an Accounts Payable department needs to find and read contracts and purchase orders but should not be able to print, email, extract, cop_ y or annotate the documents. Document Routing Alchemy Document Routing, an extension for Alchemy Premium and Pro-, automates your document flow, processes. Alchemy Document Routing deftly provides management of electronic paper flow in your organization resulting in greater productivity and cost savings. Documents or folders from within your Alchemy system, can be sent to specific. people in the organization through user defined process flows to enable simple work processes. Wherever you have a need to move electronic documents around in an organization, Alchemy Document Routing can help. For example, it can be used to easily manage the addition of documents to an Alchemy repository, through scanning and validation to approval. or for the processing of invoices, contracts or payments in an accounts receivable department. AN Software Development Kit The Alchemy SDK extends the use of the popular Alchemy product line into other business applications by enabling the control of Alchemy database objects through industry- standard interfaces. This brings affordable document storage and retrieval solutions to more business applications and solves IT problems of compliance, security and information access to unstructured documents. The Alchemy SDK provides a mechanism for developers to incorporate Alchemy- functionality into a custom application using the Component Object Model (COM) specification. The Alchemy SDK consists of two parts. 1. Alchemy Objects provide the main functionality of Alchemy while allowing programmatic control and flexibility over how Alchemy is implemented in a custom application. Z The Alchemy SDK provides a set of three ActiveX controls that may be added to an application by dropping a representation of the control from a development environment toolbox onto your project's COM compliant container — typically a designer form of some type. Use these controls to provide visual display of a specific aspect of Alchemy's functionality. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. Cnntsct• rnbbiiP11na nAum net (R11) R55 -1545 (ni w.e.) (777) 6IR.- 50'10 (ne11) (R11) R55 -6575 (fax) WebEngine Platform Sitting atop the Alchemy repository on an Alchemy Premium server, the Alchemy WebEngine Platform adds advanced distributed computing capability geared for custom web applications and enterprise application integration. The WebEngine Platform accepts and executes XML or Web Services requests for searching, adding, or retrieving documents. Documents and their associated metadata are provided to applications marked up with XML, making document sharing and integration a flexible, cross- platform reality. For instance, a company stores its customer account statements in Alchemy repositories and wants to provide customer access to the documents via its own Web portal. Solution: they simply add XML or Web Services requests to the portal to provide customers with document search and retrieval capabilities. Behind the scenes, these requests are processed by the WebEngine Platform, resulting in seamless document access and retrieval. Result: The company can `document- enable' its application and tap into the powerful search and retrieval capabilities of Alchemy — quickly and cost- effectively. Remote Replication API IMR Professional Services has created a custom application celled Database (DB) Replication that will copy I move data from remote databases to centralized databases. Users at the remote locations will still use standard Alchemy products and extensions to capture and store data in local Alchemy databases. The DB Replication application will transfer the data captured at a remote facility to Alchemy databases stored at a centralized facility. This allows data centralization for organizations with multiple remote facilities. The DB Replication is comprised of two modules, a Client Module and a Server Module. The Client Module is installed at each remote location and is. responsible for querying specifies! Alchemy databases for data that has been added since the last time the application ran. The results of the query are retrieved from the Alchemy database, compressed and transmitted to the Central site via FTP. Once the transmission is successful, the database is updated to indicate which documents were transmitted. The Client Module is a Windows executable that is intended to run unattended. It can be scheduled to run when there is little activity at the remote site. The Server Module is installed at the central location and is responsible for processing the data received from the remote locations. For each transmission received, the Server Module will import the data into Alchemy databases based on rules established for each location. There are several scenarios that can be applied for each location: 1. All data received can be imported into a single Alchemy database 2. All data received from a single location can be imported into a single Alchemy database representing that location 3. All data received from a single location can be imported into the same named Alchemy database. If the database does not exist at the Central location, a new one will be created. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. C`nntart rnhhm -.11 7aAcrns not (R11) (nffie.o) (727) 63R -Solo ((,ull) (R11) R55 -6575 (fax) Product License Qt Total lchemy Server 1 $ 4,000.00 $ 4,000.00 oncurrent Build Licenses 1 $ 2,100.00 $ 2,100.00 oncurrent Scan Modules 1 $ 1,500.00 $ 1,500.00 - oncurrent Search Licenses 11 $ 270.00 $ 2,970.00 IDEAL Crystal TX Plus 800 DPI Color Blueprint Scanning System Complete with Scan OS image capturing software and Crystal Plus Smartcard. 1 $ 14,635.000 $ 14,635.00 Fujitsu 4097 DG Legal Letter Scanner with Flatbed — includes necessary cables and SCZI card. 1 $ 5,239.00 $ 5,239.00 On Site Training— Two Days to include Training only. Installation to be completed by- IS Department 2 $ 1,200.00 $ 2,400.00 Annual Maintenance Plan - Includes technical support and product upgrades or as /oaq as you renew! 18% $ 1,902.00 Total 34,746 00 Outsourced 1fnaoinq Proiect3: Le ai / Letter Documents per Page $.11 Blue rints and Oversized er Pa a $1.00 System Requirements ALCHEMY SERVER REQUIREMENTS Supported Server Operating Systems - Microsoft Windows NT Server 4.0 with Service Pack 5 or higher — Microsoft Windows 2000 Server with Service Pack 1 Note: It is recommended that the Systems Administrator assign a data port number for the Alchemy Server. Processor 700 mHz or higher Intel Pentium or Intel compatible processor. The Server also supports multi - processor systems. Memory —256MB minimum — Microsoft Management Console version 1.2 or higher Winsock 2.0 or higher —Internet Explorer 5.0 or higher (required for the Help files) Client Access Programs - must be Alchemy Premium R7 user interfaces or higher. Visual Basic 6.0 (only for use with the Server API examples) Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. C"nntart• rnhhnell(7ar�sna nPt tRl�l R55 -545 (nfficPl ('7271 h'�R_5(12f1 (r.Plll (R1�1 R55_Fi575 (�axl ALCHEMY CLIENT REQUIREMENTS Supported Client Operating Systems — Microsoft Windows 98 — Microsoft Windows NT 4.0 — Microsoft Windows 2000 Professional — Microsoft Windows XP Professional Processor Intel Pentium or Intel compatible processor Memory — RAM requirements for 98: 32 MB minimum, 64 MB recommended, 96 -128 MB optimal —RAM requirements for NT/2000: 64 MB RAM minimum, 128 MB recommended - Winsock 2.0 or higher - Winsock 2.0 is normally installed with Windows 98, NT or 2000. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. rontnrt rnhhneIlna n(icrnc net (R131 R55 -3545 (nfficP) (fly) Benefits of Alchemy Productivity, Efficiency, Flexibility With la years of experience, and over 10,000 installations worldwide, Alchemy is an industry leader for document imaging archival and retrieval solutions. ✓ Fast retrieval Alchemy lets you find documents quickly without leaving your desk. Paper and microfiche are slower because users must go to files and search manually. ✓ *Flexible indexing Alchemy can index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time - consuming. ✓ &Full -text search Alchemy systems can retrieve files by any word or phrase in the document, a capability that is impossible with paper or microfiche. ✓ No lost files Imaged documents remain in their folders when being viewed, so none are lost or misplaced. Plus, index template and full -text searches can find documents if they are accidentally moved. Lost documents are expensive and time - consuming to replace. Digital Archiving The risk of loss or damage to paper or electronic records is reduced with a document Alchemy system. Keeping archival versions of documents in an Alchemy system helps protect paper documents from overhandling and keeps electronic documents in their native file format. ✓ Share files easily Alchemy makes it easy to share documents electronically with colleagues and clients over a network, on CD or through the Web. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper. ✓ *Improved security Alchemy can provide better, more flexible control over sensitive documents. Alchemy controls security at the folder, document or individual word level for different groups and individuals. In contrast, all paper documents in a filing cabinet or filing room have the same level of security. ✓ *Save space Alchemy will help recover valuable office space that was previously taken up by bulky paper files. ✓ Disaster recovery Alchemy provides an easy way to back -up documents for offsite storage and disaster recovery. Paper is a bulky and expensive way to back -up records and is vulnerable to fire, flood and theft. Prepared by Rob Buell, Southern Region Manager for Advanced Data Solutions, Inc. rnntnnt• rnhhnPllnarlcnc nPt (R11) R55_1545 (office.) (777) 6;R -Sn'A0 (ne.11) (R13) RSS -6575 (fail t �Tf =' Proposal 6/24/2004 City of South Miami Kathy Vazquez 6310 Sunset Drive Miami, FL 33143 -5093 Phone: (305) 663 -6320 Dear Mrs. Vazquez, Below please find International Data Consultants' proposal to install and train the Alchemy Premium Solution. It is understood and agreed upon that only the analytic and system engineering services are provided by IDC. All required hardware and software platforms are provided by the City of South Miami. • Installation and configuration of the server software • Installation and configuration of the scanning station • Installation, configuration, and testing of the scanner • Installation and configuration of the Web module • User training for scanning station • User training for administration Project total: $ 2,500 We ask that all hardware and software be in place prior to the scheduled install date. We appreciate the opportunity to be of service. Thank you. Upon approval please sign below: x Authorized Signature x Please print name and title x Date 13302 SW 128 Street Miami, FL 33186 Phone: (305) 253 -7677 Fax: (305) 253 -7657 Email: ranassori @intldata.com Advanced Data Solutions, Inc. is the industry leader in document imaging services and systems. We provide full content indexing using Optical Character Recognition (OCR), CD- ROM/DVD storage and fast document retrieval. One CD -ROM can hold up to 15,000 documents. Rely on ADS for Dependability, Accuracy and Affordability OUR USER - FRIENDLY SERVICES AND SYSTEMS • Convert your documents to digital images • Make customized search and retrieval of records fast • Utilize your existing computer system • Requires no capital outlay and minimal staff training • Streamline your records management with state of the art technology WWW.ADSU5.NET YOUR ORGANIZATION BENEFITS IN MANY WAYS • Search thousands of files instantly and accurately • Significantly decrease research time, increasing productivity and profitability • Reduce overhead by eliminating bulky paper storage and handling • Utilize valuable office space for revenue producing activities rather than file cabinets • Multiple users can simultaneously access data from anywhere • Improve business and customer relationships Document imaging is the wave of the future. Find out more today! ADVANCED DATA SOLUTIONS, INC. r.gv Tampa -Miami 1- 727 -638 -5031 Sales 1- 813- 855 -3545 Corporate ADVANCED DATA SOLUTIONS, INC. „a Corporate Profile Oldsmar " Miami 727.638.5030 Corporate Sales 813.855.3545 Corporate Office www.adsus.net State Contract #: 974- 01403 -1 Advanced Data Solutions (ADS) is a leader in document imaging, archival and retrieval solutions, also known as Enterprise Content Management, and e- Business solutions. The following information describes our turnkey document imaging systems, software and services. By investing in a turnkey ADS imaging solution, your organization will take advantage of the benefits of electronic storage and retrieval of a variety of document types. This investment will enable you to quickly retrieve all scanned and electronic documents indexed and organized _ by document type and /or department, thereby reducing wasted labor hours and improving customer service. Our easy -to -use, Web -based or LAN/WAN Enterprise Content Management and e- Business Solutions assist our clients in quickly and cost effectively accessing their valuable documents, whether paper or electronic to begin with, using key word searches. Indexed data is available at any time and from any location to those whom you provide access rights. ADS has achieved success by keeping our clients on the cutting edge of._technology. Some of the__beneflts _our, clients experience from partnering with us include. Efficiency and Speed Implementation time is a critical factor to the success of an Enterprise Content Management or e- Business initiative. Our approach provides for successful installation or completion in a 10 to 90 day time period, delivering successful solutions to clients significantly more rapidly than traditional approaches. Our comprehensive and integrated team approach, staff of experienced professionals, and archive of technology solutions, result in time and cost savings for our clients. Ultimately, this results in our history of successfully completed projects. Quality and Value Our solutions are critically important to our clients' businesses. We have designed our business processes to deliver solutions that we believe are of equal or superior quality to solutions which could be obtained from traditional service providers. We deliver our services in a cost - effective manner. The focus of our methodology is the creation of measurable value for our clients. Flexible Solutions Whether you choose to purchase a turnkey enterprise content management system from ADS or engage us to perform professional scanning and indexing services for your organization, you will find our imaging solutions to be the most flexible and cost - effective in the industry. Services • Turnkey Enterprise Content Management Solutions including document imaging, workflow, document management • Fujitsu Scanners • Contex / Ideal Wide Format Scanners & Software • Paper Conversion to CD -ROM • Large Format (Blueprint/Drawing) Conversion to CD -ROM • Microfiche and Microfilm Conversion to CD -ROM • Digital Image Conversion to Microfilm • OCR (Optical Character Recognition) Records Management and Workflow Consulting • IT Services State Contract: www.moorida.com/st coracts /0701001/ THE POSSIBILITIES ARE INFINITE CO FuJorsu M4097D Low- Volume Production Duplex Document Scanner The Fujitsu M4097D scanner is ideal for departments and workgroups that demand uncompromising quality, performance and flexibility from their document scanners. The affordable, high - quality, high- performance M4097D scanner lets your organization incorporate the benefits of image capture on a broader scale. With single and double -sided document scanning, departments and worlkgroups can increase throughput and productivity. Flexible paper - handling capability conveniently accommodates a wide variety of documents, from small receipts to large financial reports. The dual CCD camera array uses 1024 level internal grayscale to deliver superior image detail. The scanner offers standard image processing, including error diffusion, dynamic thresholding and image emphasis. These ensure high quality from document to document, automatically adapting to the quality of the original. For more advanced image processing or functionality, Fujitsu ScanRight IPC or VRS technology can be purchased as an option. Higher Performance For Increased Productivity The M4097D scanner offers production level performance at a departmental price. Sunning throughput in portrait mode of up to 50 letter -size pages per minute (ppm) in simplex mode and 90 images per minute (ipm) in duplex mode. Each has a mwdmum resolution of 800 dpi to capture the fine details of graphics and photos. See how the M4097D scanner can improve your organization's overall competitiveness. 100 Page Automatic Document Feeder (ADF) With Continuous Feed For the ultimate in flexibility, the duplex document feeder supports paper sizes as small as 2.1" x 2.9" and as large as 11.7" x 17 ". The 100 page ADF can be continuously fed without stopping the scan process to maximize efficiency. Limited Warranty The M4097D scanner includes. a 90 -day on -site limited warranty. In addition, a free nine -month depot service upgrade is available to all customers who register their product within 90 days of purchase. For full details, visit www.fcpa.fujitsu.com or call 1- 800 - 626 -4686. In addition, FCPA also offers the following service programs: • Basic On -Site Service Upgrade Minimize downtime and maximise productivity with responsive, next -day on -site service. • ScanCare- Preventative Maintenance consumable replacement, preventative maintenance, and operator training. Models M4097D Functional Specifications Technology Dual charge coupled device (CCD) image sensor Resolution (dpi) 100, 150, 200, 240, 300, 400, 600, 800 selectable CCD Resolution (dpi) 400 Halftone patterns Dither and error diffusion Grayscale 10 bits (internal), 8 bits (output) Scanning speed (@ 200dpi; A4) I LStplex 50 ppm (portrait) /67 ppm (landscape) Duplex 90 ipm (portrait) /114 ipm (landscape) Document feeding mode Flatbed and automatic document feeder (ADF) ADF capacity 100 Sheets (letter /A4, 17 lb.) Document size ADF minimum A8 (2.1 in. x 2.9 in.) ADF maximum 11.7 in. x 17 in. Flatbed ma=unr 11.7 in. x 17 in. Interface - ,SGSI -2 video option Software Driver Support ISIS and TWAIN driver included (Win 90000/MeNP), KofaxAdrenaline® Physical Specifications Power requirements (auto-switching) 100 -120 VAC, 50/60 Hz (220 -240 UAC, 50/60 Hz) Power consumption 160VA or less Operating environment I Temperature 5WF -113 °F (5°C - 35°C) Relative humidity 20 96-800/. (non-condensing) Dimensions (HxWxD) 9.2 in. x 27.4 in. x 20.5 in. Weight 48.4 lbs. Reliability Specifications Daily duty cycle Up to 6,000 pages a day Limited Warranty 3 months on -site' Features Standard image processing (error diffusion and image emphasis), Infrared document double feed detection, Page -end detection BlacVWhite selectable background. (ADF front side), Page counter, Long document scanning, Manual feed mode Bundled Software Adobe® Acrobats 5.0, ScandA112001 Options ScanRight IPC, ScanMght VRS, Document imprinter, Red lamps (Front or Back), ScanCare Service Program, ScanAid' Consumable I�At Configurations M4097D Standard (p/n CGO1000- 478101) M4097D IPC (p/n CGO1000- 478201) M4097D VRS (p/n CGO1000- 478001) Pno ,`r #� • Advance Exchange Replacement Program Whole unit replacement program that minimizes downtime. Alternative to on -site service. Restrictions apply. For full details on all service programs, go to www.fcpa.fujitsu.com. ScanRight VRS Option The Fujitsu ScanRight VirtualReScan technology option allows mixed batches of documents to be scanned without adjustments. VRS technology automatically detects, de- skews, crops and - brightens images as needed regardless of document shape, size and color. ScanWght IPC Option The Fujitsu ScanRight image processing technology option — which includes advanced image enhancement functions such as background removal, text enhancement, image emphasis, noise removal and automatic separation —can be combined to capture excellent image quality for specific document types. Imprinter Option The M4097D scanner can be upgraded with a post scan, backside imprinter option. The imprinter can print 40 alphanumeric characters and includes one ink cartridge. �s r FUJITSU COMPUTER PRODUCTS OF AMERICA, INC. 2904 Orchard Parkway San Jose, CA 95134 -2009 (800) 626 -4686 (408) 432 -6333 Web site: http: / /www.fcpa.fujitsu.com Email: info @fcpa.fujitsu.com CO I g It IT I E S A R � IN F IN IT f FUJITSU ScanPartnee f1-4220C Color Duplex Workgroup Scanner The F Jl stx .42202 and its arsenal of feattires is designed to maxi.mize yotir scanning investment Take work-group scanning to a new level �,vith the ne fa- ."20Cw color duplex scanner from Fujitsu. the leader in docuz ent, imaging. Combining fast color, monochrome or grayscale eapture modes, this scanner is the ultimate solution for evezN business's low volume or tleceii.trali,��ed scaranaai nee cls, Sec: how the fl- 42200 scanner can i ,prove your oTgani ation`s overall competitiveness. With true: 600 dpi optical resolution, this enhanced color scanner gallows you to capture the attttst intricate details from your documents. The -4220 C can pica up light pencil marks, dart hslltli htecl t.eNt and even faint: imprinter � iterrnarks, all in a single pass- Mrsth functionatlity like this, the fl-4220C allows you to rtsainta n the original content of your document and not just a muddled carbon copy. Functional Spezifioifiom Icc €rs €ley alt! Color Chain' ouphx, as i 2 �# ri �. ... Fa €12a 2 atom € 11p 1 z i p& � .............�w....,...... 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Use SCSI-2 for standard connection or the U-SB interface for effortless °'plug- n- plaY"M: connectivity, A SCSI-2 controller, SCSI cable and I,`fil cable are .also included in ox for your convenience, Limited Warranty and Advanced Exchange Replacement Program Fujitsu pr ducts are, designed to give our 4?pratar i€ € ris'z z ,.ustorners the highest 1wrformance and eat. r z R ti" hu noitv reliaWity with the least zara aunt of hassle. To i?1sS92.Ee ,.a:"E I 'ttiS tits E prove this, Fujitsu Computer Products, of sria „ . America, Inc:. ( CPA.) offers a liraaited vmTanty 1 ax.ar .$i?i?2 &ul Oi pt i�hot« e .. ikClvm,,":_� uhangt iFk.° $ on products scald through authorized Nf* a`„£^,>; AWx M"AW 9 ;s for gkible a?d mh: and ' cenmin maridims apply,- distribution channels. in addition, FCRN also i n All dctaaks -60 s2 u ; laa.faa r�x >. ,s ^r €:£. uit- 1 %aa. 2Yµ0 r ss;,. offers the Advance Exchange Service Program « w,« can selected Products, which may be the c asiest i t'idolx Ain' t1€ and most comprehensive program in the t litl€V 9M20I industry. In the unli ety event cd a product « «.« . «. «.. defect, hC.M urill replace that. product within „M twvca (`) business, days. U& customers who have oriirsalls° purchased products covered under the hC:- 1''r"1 limited warranty that are not for resale may he eligible to participate, _ Of the applicable limited , -arrant ° and Advance 1~xc�Eaaaage I'ro1ara°s, certain W...,a restrictions apply� For full details, call FC PA at 1-800-626-4686, option 2, or visit our web .. site at VVR°W.Iclra,factitsu -c:om l;£Irow�a• ^tCST�kd`[3M1€ t,£ 3 '. a &tT h IE1^''4,} VA C 5),60 t$: .........., _ ..«..... 4?pratar i€ € ris'z z d T Sa ; ;` r t eat. r z R ti" hu noitv ts£ar 11PLd za } i?1sS92.Ee ,.a:"E I 'ttiS tits E at1 3 . t?% 1&2 A 2:. +i im >..£'£T£ %ii£ a 3, "iR81e' 1 ax.ar .$i?i?2 &ul Oi pt i�hot« e .. ikClvm,,":_� uhangt iFk.° $ Nf* a`„£^,>; AWx M"AW 9 ;s for gkible a?d mh: and ' cenmin maridims apply,- i n All dctaaks -60 s2 u ; laa.faa r�x >. ,s ^r €:£. uit- 1 %aa. 2Yµ0 r ss;,. tCFt£i1'Y PC'.r 1,01 and 220., a 6 4' VSf3 cabit sttihi[r t €�'2�4 -ass i t'idolx Ain' t1€ 0- 42,200 Fart Mtma er t litl€V 9M20I 2904 Orchard I c rkway San Tows � 95 134-2009 (80d) 626-4,&4 (40,N0 432-6333 web rite. h #tl�.lsc °r.ftsr,teapit�u.<3sa5 Einar.. rniarf Cpa,.afat ;=sti.c.om co THE POSSIBMT1 ES ARE INFINIT t FUJITSU Color Duplex 'Work-group Scanner ` h Fujitsu fl4 recreates the def"inition, of work-group 5canning with its superior performance aril dynarrxic feature sit Take, work >group scanning to <a new level with the new fl- 4120C color uplex scanner r orn F uj1its a, the leader in document imaging. Combining fast color, monochrome or grayscale captcer°e modes, this scanner is the ultimate solution for every business'--, last° volume or decentralized scanning needs, See brats• the fl -41200 scanner can improve your organization's overall cornpe3tit ve.ness. 600dpi Optical Resolution %ith true 600dpi optical reacAution, this enhanced color scanner �Aows you to capture the most intricate detail: fronr, your documents, The fi- 4120 can pick up light pencil marks, dark ,highlighted text and even faint imprinted watermarks, all in a singles pass, With functionalite file this, the f i -4121. C allows ye to to maintain they original content of your document and not just a muddled carbon copy. Loaded with Software Maximize imize the functionality of your scanner arvith a diversified assortment of it box applications- Use Adobe Acrobat S.Ci to scary directly to PDF and create searchable archives E. "a a Quick-Scan _for Last catch scanning, grad use the versa a IV7UN utility Scam €M1121 to scary to file and scary to lyrist. t txzp e d itth Dual 1i t rifac Whv choose betueen SCSI and USB when you can haw both The pa i20C comes equipped with adual interface featuring SCSI-2 and USB 1.1. Use SCSI-2 for standard connection or the USB interface for effortless "J'Aug -n -play" connectiarita. A SCSI-2 controller, SCSI cable and t SB cable are als o included inbox for your convenience. Limited Warrantv and Advanced Exchange Replace rrte nt Program Fulitsu products are designed to give: our customers the, hil hes! performance and reliability Nvith the least_arnount of hassle, To prove this, Fujitsu d: omptater° Products of America, lrac, (FC PAj offers a limited mt a°anty on products sold through authorized distribution channels. to addition, k°` AI.,k also offers the Advance Exchange Service Program on selected bracts, vvhich may be the, easiest and most Comprehensive program in the industry. Ira the unlikely event of a product, defect, FCPA will replace that prodixtwithin two 2) business darts. U.S. customers who have oiig n liv purchawd products covered under the FCRA limited warranty that are not for resale may he eligible to participate, Of the applicable limited Nvarranty and Advance Ti-;schang€; Program, certain restrictions appta `. For fiat] details, call FCAA at 1-800, 626-46%, option 2. or visit our web site at ����r,fc.fra,fta�itstz.coraa. 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S T "6 O O w N (D (� � n ` = c w ° 2� C- 3 3 N O 0 w � w :a 9 sly m� 0�5�6� e �m V e sag 3 - N , RffiE g :a 9 sly m� �g 8 ,reel Z 0�5�6� e e sag 3 - Ile RffiE g a 3 g S egg 9. 3 m£�g n,g o s4Qo g3o 3 _° y � E3 VF . i- F a Q P F E g 3 a-- _4 N 8 o 4 �g 8 ,reel Z 0�5�6� e e sag 3 - Ile SOl'i-H-1- 3 S 9. ° a � � � g S � is _ y � E3 VF . i- F a Q P F E g 3 a-- _4 N 8 o �g 8 ,reel Z 0�5�6� e e sag 3 Ile 3 9. ° a � � � g S � is y � F a Q P F E g 3 a-- _4 N 8 o £m O l J rf 0 PMI IMAGING Systems of Florida, Inc. PW File Magic Software Proposal Prepared Exclusively for The City of South Miami City V( South Miami Grier Kirkpatrick Account Manager PMI Imaging Systems of Florida, Inc. Joseph Randazzo Senior Imaging Product Manager PMI Imaging Systems of Florida, Inc. April 20, 2004 PMI IMAGING Systems of Florida, Inc. The City of South Miami Imaging System Proposal 4/20/2004 1 PMI IMAGING systems of Florida, Inc. Software Pricing and Specs Item Unit Price Shared Client Server Pentium 111 800 MHz or Customer to Provide Greater Windows 2000 Server SP2 Ultra Hardware Pricing and Specifications ATA 100 EIDE / Ultra160 SCSI with Adaptec SCSI Controller / *WHQL Certified RAID Network Adapter, 17" + SVGA Monitor Database Server Intel Pentium III 1GHz / AMD Customer To Provide Athlon 1 GHz and above Windows 2000 Server SP2 512MB - 1 GB Ultra160 SCSI with Adaptec SCSI Controller * WHQL Certified RAID SVGA, 16 -bit color IDEAL /Context Large- format $15,000.00 $15,000.00 Scanner Canon DR -9080C 43PPM $6,395.00 $6,395.00 Duplex Scanner w/ color SCSI Cable $39.00 $39.00 Adaptec 2940 SCSI Board $199.95 $199.95 Harddwae Total = $21;633.95; The City of South Miami Imaging System Proposal 4/20/2004 5 l pp, � PMI IMAGING Systems of Florida, Inc. Professional Services D ft Fortis SE Ima ging System Installation and Application Setup $4,500.00 Install and Setup DR -9080C & IDEAL Scanner, Driver and SCSI Board $200.00 Project Management $1,000.00 Training (End Users) $2,200.00 Training (Admin.) ?,> $2,000.00 Software Assurance, Support and Hardware Maintenance L Fortis SE Annual Software Assurance $4,000.00 PMI Annual On -Site and Telephone Software Support $4,000.00 Annual Hardware Maintenance (DR- 3080C) $1,195.00 Annual Hardware Maintenance (IDEAL Large-Format) $1,995.00 System Totals Software Total $18,995.00 Hardware Total $21,633.95 Professional Services Total $9,900.00 Annual Software Assurance, Support & Hardware Maintenance Total $11,190.00 Df The City of South Miami Imaging System Proposal 4/20/2004 n P MI IMAGING Systems of Florida, Inc. Fortis SE Audit Trail Option Fortis Audit Trail $5,995.00 Installation and Training $500.00 Annual Fortis Software Assurance and PMI Support $1,200.00 Fortis SE.Audit TraiT,Total $7,695:00 Fortis SE System Benefits Fortis SE is a comprehensive document management software suite from Westbrook Technologies that provides superior document- handling. Fortis operates as a multi -user system on a local area network (LAN) for up to 10 concurrent users. Fortis SE uses Microsoft SQL Server 2000 Desktop Engine (MSDE 2000) as its database back end. The back -end is integrated with Fortis using Open Database Connectivity (ODBC), Microsoft's database communication standard. Fortis captures a wide variety of documents and associated data and organizes them into a custom - designed structure. Fortis can capture documents from any source, such as scanned, faxed, and electronic files, including black and white, color, and common file types. Fortis allows end users to efficiently organize and index documents that are then stored on your choice of storage media. Fortis retrieves documents instantly for editing, annotating, and /or integrating into your current business applications. Fortis also enables an organization to share or distribute documents via LAN, e -mail, fax or printed copy. Investment Protection Program Westbrook Technologies and PMI Imaging Systems offer customers a unique program for progressing to new versions of its software. These progressions include situations such as the customer migrating from File Magic 5 Series to Fortis. In these and other cases, the investment is the software previously purchased is protected. The City of South Miami Imaging System Proposal 4/20/2004 7 Donny Barstow mccl Sales Manager Municipal Code Corporation 550- 576 -3171 ext 599 Post Office Box 2235 Toll Free 800 - 262 -2633 Tallahassee FL 32316 Fax 850 - 701 -0715 www.mccinnovations.com f dwb @mccinnovations.com I1T Kathy Vazquez Purchasing Manager City of South Miami We want the name MCCi to be synonymous in your mind with the quality of service you have received for years from Municipal Code Corporaton (MCC). As you know MCC has a long history of providing codification services to local governments, but that is just the beginning. We invite you to take a moment to discover MCCI's services: Document Imaging /Management Software With a wide variety of system configurations MCCi can help you find a solution that will meet your specific needs. We can also integrate with your existing software packages, giving you a total solution. ➢ Departmental Wide Solutions ➢ Enterprise Wide Solutions ➢ Records Management Solutions ➢ Site Analysis Agenda Management Software MCCi can help you streamline your agenda preparation processes with the use of the LaserFiche Agenda Management Software. ➢ Paperless Automated Solutions ➢ Web -based Legislative Management Tools Document Scanning & Indexing Services MCCi offers a variety of document imaging services designed to provide easy storage, research, and retrieval of your documents. Your documents can be provided back to you on CD, DVD or via the Internet. ➢ Document Scanning ➢ Electronic Conversion Services ➢ Large Format Scanning ➢ Bound Book Scanning At MCCi, our goal is to develop solutions that will enable our customers to increase efficiency, productivity, and internal organizational structure. We look forward to helping you obtain these goals!