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Konica Minolta Business Services A2013-49 i•i C & 91 CA0 7,47ea 14000 City Center Drive Chino Hills, CA 91709 (909) 364-2600 August 16, 2013www � ' " Steve MacWilliams Konica Minolta Business Services 13100 Alondra Avenue Cerritos, California 90703 Dear Mr. MacWilliams: RE: Agreement No. A13-49 At their regular meeting held August 13, 2013, the City Council of the City of Chino Hills authorized execution of Agreement No. A13-49 in the amount of$16,340 for two software licenses, design, configuration, development and staff training. Enclosed is one fully executed agreement for your records. Should you have any questions on this matter, please contact me at (909) 364-2624. Very truly yours, CITY OF CH 0 HILLS MARY M. McDUFFEE, CMC CITY CLERK Enclosure cc: Judy Lancaster, Finance Director Ray Hansen, Senior Administrative Analyst Pete Pappas, IT Manager 6% CO!t!2ed' Art Bennett ° Ed M. Graham Ray Marquez ° Cynthia Moran Peter J. Rogers AGREEMENT NO. A13- sJ FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF CHINO HILLS AND KONICA MINOLTA BUSINESS SERVICES THIS AGREEMENT, made and entered into this 13th day of August, 2013, between the CITY OF CHINO HILLS, a municipal corporation, hereinafter referred to as "City" and Konica Minolta Business Services hereinafter referred to as "Consultant". In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit A "SCOPE OF SERVICES" attached hereto and made a part hereof. Consultant shall submit its work to the City for its review after completing each phase of the project as described in Exhibit A, or when otherwise requested by the City. Consultant shall, at its own cost, make any revisions of its own work as required by the City and re-do, at its own cost, any work which the City finds unsatisfactory due to Consultant's or subcontractor's errors or omissions. Consultant represents and warrants that it has the qualifications, experience and facilities to properly perform said services in a thorough, competent and professional manner and shall, at all times during the term of this Agreement, have in full force and effect, all licenses required of it by law. Consultants shall begin its services under this Agreement on August 14, 2013. 2. STATUS OF CONSULTANT. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be -1- under Consultant's exclusive direction and control. Neither City nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. Consultant shall not disseminate any information or reports gathered or created pursuant to this Agreement without the prior written approval of City except information or reports required by government agencies to enable Consultant to perform its duties under this Agreement. 3. CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS. Consultant shall keep itself informed of applicable local, state and federal laws and regulations which may affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall observe and comply with all such laws and regulations affecting its employees. City and its officers and employees, shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section. 4. PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff assigned to perform the services hereunder and shall obtain the approval of the City Manager of all proposed staff members performing services under this Agreement prior to any such performance. -2- 5. COMPENSATION AND METHOD OF PAYMENT. Compensation to the Consultant shall be as set forth in Exhibit B attached hereto and made a part hereof. Payments shall be made within thirty (30) days after receipt of each invoice as to all undisputed fees. If the City disputes any of consultant's fees it shall give written notice to Consultant within 30 days of receipt of an invoice of any disputed fees set forth on the invoice. 6. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein or listed in Exhibit A, unless such additional services are authorized in advance and in writing by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services. 7. ASSIGNMENT. All services required hereunder shall be performed by Consultant, its employees or personnel under direct contract with Consultant. Consultant shall not assign to any subcontractor the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without the prior written consent of City Manager. 8. FACILITIES AND RECORDS. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided -3- in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. 9. TERMINATION OF AGREEMENT. This Agreement may be renewed annually, but will terminate on June 30, 2014, unless otherwise extended in advance and in writing by the City Manager. This Agreement may be terminated with or without cause by either party upon 30 days written notice. In the event of such termination, Consultant shall be compensated for non-disputed fees under the terms of this Agreement up to the date of termination. 10. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Scope of Services, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement. 11. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion of, or in the event of termination, suspension or abandonment of, this Agreement, all original maps, models, designs, drawings, photographs, studies, surveys, reports, -4- data, notes, computer files, files and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall, become the sole property of City. With respect to computer files, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 12. RELEASE OF INFORMATION/CONFLICTS OF INTEREST. (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization excepting that information which is a public record and subject to disclosure pursuant to the California Public Records Act, Government Code§ 6250, et seq. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. If Consultant or any of its officers, employees, consultants or subcontractors does voluntarily provide information In violation of this Agreement, City has the right to reimbursement and indemnity from Consultant for any damages caused by Consultant's conduct, including the City's attorney's fees. -5- Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. (b) Consultant covenants that neither they nor any officer or principal of their firm have any interest in, or shall they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. 13. DEFAULT. In the event that Consultant is in default of any of the provisions of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. -6- 14. INDEMNIFICATION. (a) Consultant represents it is skilled in the professional calling necessary to perform the services and duties agreed to hereunder by Consultant, and City relies upon the skills and knowledge of Consultant. Consultant shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. (b) Consultant is an independent contractor and shall have no authority to bind City nor to create or incur any obligation on behalf of or liability against City, whether by contract or otherwise, unless such authority is expressly conferred under this agreement or is otherwise expressly conferred in writing by City. City, its elected and appointed officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to Consultant or to any other person for, and Consultant shall indemnify, defend, protect and hold harmless the Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which the Indemnitees may suffer or incur or to which the Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the performance or failure to perform by Consultant of Consultant's services under this agreement or the negligent or willful acts or omissions of Consultant, its -7- agents, officers, directors or employees, in performing any of the services under this agreement. If any action or proceeding is brought against the Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify the Indemnitees as above provided, Consultant, upon notice from the CITY, shall defend the Indemnitees at Consultant's expense by counsel acceptable to the City. The Indemnitees need not have first paid any of the matters as to which the Indemnitees are entitled in order to be so indemnified. The insurance required to be maintained by Consultant under paragraph 15 shall ensure Consultant's obligations under this paragraph 14(b), but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this paragraph 14(b) shall survive the expiration or earlier termination of this agreement. The Consultant's indemnification does not extend to Claims occurring as a result of the City's negligent or willful acts or omissions. 15. INSURANCE. A. Insurance Requirements. Consultant shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VIl. Consultant shall provide the following scope and limits of insurance: -8- (1) Minimum Scope of Insurance. Coverage shall be at least as broad as: (a) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (b) Insurance Services Office form number CA 0001 (Ed, 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (c) Workers' Compensation insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (d) Errors and omissions liability insurance appropriate to the Consultant's profession. (2) Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than: (a) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the activities related to this Agreement or the general aggregate limit shall be twice the required occurrence limit. (b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage. -9- (c) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of$1,000,000 per accident. (d) Errors and Omissions Liability: $1,000,000 per claim. B Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: (1) All Policies. Each insurance policy required by this paragraph 15 shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the City. (2) General Liability and Automobile Liability Coverages. (a) City, its officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities Consultant performs, products and completed operations of Consultant; premises owned, occupied or used by Consultant, or automobiles owned, leased or hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, or employees. (b) Consultant's insurance coverage shall be primary insurance as respect to City, its officers, officials, employees and volunteers. Any insurance or self insurance maintained by City, its officers, -10- officials, employees or volunteers shall apply in excess of, and not contribute with, Consultant's insurance. (c) Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (d) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers. (3) Workers' Compensation and Employer's Liability Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City. C. Other Requirements. Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. (1) Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides. -11- (2) Any deductibles or self-insured retentions must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. (3) The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. 16. NONDISCRIMINATION/NONPREFERENTIAL TREATMENT STATEMENT. In performing this Agreement, the Parties shall not discriminate or grant preferential treatment on the basis of race, sex, color, age, religion, sexual orientation, disability, ethnicity, or national origin, and shall comply, to the fullest extent allowed by law, with all applicable local, state and federal laws relating to nondiscrimination. 17. UNAUTHORIZED ALIENS. Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act (8 U.S.C.A. & 1101, et seq.), as amended; and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this contract, and should the Federal Government impose sanctions against the City for such use of unauthorized aliens, Consultant hereby agrees to, and shall, -12- reimburse City for the cost of all such sanctions imposed, together with any and all costs, including attorneys' fees, incurred by the City in connection therewith. 18. ENTIRE AGREEMENT. This Agreement is the complete, final, entire and exclusive expression of the Agreement between the parties hereto and supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representations by any party which are not embodied herein and that no other agreement, statement, or promise not contained in this Agreement shall be valid and binding. 19. GOVERNING LAW. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the San Bernardino County Superior Court. 20. ASSIGNMENT OR SUBSTITUTION. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant by this Agreement. In recognition of that interest, neither any complete nor partial assignment of this Agreement may be made by Consultant nor changed, substituted for, deleted, or added to without the prior written consent of City. Any attempted assignment or substitution shall be ineffective, null, and void, and constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary -13- termination of this Agreement. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 21. MODIFICATION OF AGREEMENT. The terms of this Agreement can only be modified in writing approved by the City Council and the Consultant. The parties agree that this requirement for written modifications cannot be waived and any attempted waiver shall be void. 22. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she/they has/have the authority to execute this Agreement on behalf of his/her/their corporation and warrants and represents that he/she/they has/have the authority to bind Consultant to the performance of its obligations hereunder. 23. NOTICES. Notices shall be given pursuant to this Agreement by personal service on the party to be notified, or by written notice upon such party deposited in the custody of the United States Postal Service addressed as follows: City. Attention: City Clerk City of Chino Hills 14000 City Center Drive Chino Hills, California 91709 Consultant. Attention: Steve McWilliams Konica Minolta Business Services 13100 Alondra Blvd., Suite 108 Cerritos, CA 90703 -14- The notices shall be deemed to have been given as of the date of personal service, or three (3) days after the date of deposit of the same in the custody of the United States Postal Service. 24. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit A: Scope of Work B. Exhibit B: Compensation 25. SEVERABILITY. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of the other provisions of this Agreement. -15- IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. KONICA MINOLTA BUSINESS SERVICES By 40/, ' dor t<trA Title Ya Sa CITY OF CHINO HILLS Peter J. R7is, Mayo I' ATTEST: APPROVED AS TOc4FOR_M: - Mary M. M uffee Mand D. Hensley City Cler City Attorney -16- I<ONICA MINOLTA Page 1 of 2 KMBS I ECM I Quote Rev.Date: 2013-07-26 Version: 1.0 13100 Alondra Blvd., Suite 108 " Cerritos,CA. 90703 QUOTATION FOR SERVICES Fax: 562-447-2614 Voice: 562-447-2699 Ext. 2647 Company City of Chino Hills Address 14000 City Center Drive Contact att:Mary McDuffee i/co Pete Pappas City City of Chino Hills • Bill To Email mmcduffee@chinohills.org State California Zip 91709 Phone (909)364-2624 County San Bernardino Tax 8.75 Description Items per attached Statement of Work. Add Item v Spftware ' Item No. Description - Qty I Unit Detail I Unit Price Extended x vuPci WorkView Concurrent Seat for Development&Shared 1 1 Concurrent 1 $1,500.00 $1,500.00 x I VUPN1 WorkView Named Seat-for Printer Station 1 I Named I $900.00 $900.00 Add Item 1/ SoftVAss r nce z r [ Item No. Description Qty 1 Unit Detail I Unit Price I Extended I id Support Annual Support 20%of License Fee 0.2 1 Year $2,400.00 $480.00 Add Item )Prrofe s,io�al•Se' ice i Item No. Description I Qty I Unit Detail Unit Price Extended x I Pro-services Design,Configuration,Development,Training,Deploy 50 Block of Time $195.00 $9,750.00 x I Pro-services Label Design 1 Fixed Fee $700.00 I $700.00 2d Training WorkView application training for IT Department 1 Class per Person I $2,800.00 I $2,800.00 Add Item I "" a Ward Warei't Item No. Description I Qty I Unit Detail I Unit Price I Extended I x I - - I<ONICA MINOLTA KM BS CM 513,zso.00 1 A --•- >•r =-_:•..__ccepted: Professional Services Software $2,400.001 Hardware Software Assurance $480.00 Name&Title Commencement Date Tax $210.001 Total 516,340.001 Payment Terms: Invoices are due upon receipt,and will be submitted as work progresses. Overdue invoices will be charged a late payment fee of 1.5%per month. We reserve the right to terminate all work if any amounts are more than 10 days past due. In addition,we will bill for any travel and out-of-pocket expenses incurred on this project. Scope of Work Replace Smeadlink with OnBase WorkView Background: The City of Chino Hills has a need to have an accurate inventory of records that are under the City Clerk's governance. Existing is a system currently partially supported by the TAB company; hereafter referred to as "Smeadlink". After some discussions it became obvious that many hands have touched the configuration settings of Smeadlink now marketed under a new name of"TAB Fusion". The product has gone through many interactions and is on the verge of being unsupportable. What concerns the City mostly is that all the inventory routines have been abandoned. Inventory management needs to be passive and collected or part of the system's use, Smeadlink was not configured to maintain records, only print them. The City needs to re-tool the records management system and have the equivalent of a Dewey-decimal system serving as a library of things on shelves that is accurate, reliable and easy to maintain. Excel is ideal for mathematical spread sheets but not equally useful for managing files, boxes, archives, retention or historical information. Excel has thereby been ruled out as an alternative to the current process. As discussed,the City must replace the functionality of Smeadlink with a proved system; fortunately the City already uses a proven system,called OnBase. The OnBase has an existing module called WorkView that is ideal for maintaining and inventorying records. This migration off Smeadlink on to OnBase will allow future retention schedules to drive physical file folder destruction;furthermore the City can move away from the current memory based approach and have a database of items under their management. Our major deliverables are twofold: 1. Re-Architect the system of folder management and abandon the entire TAB system;and use bartender(another City standard)to make labels. Label making can be integrated to the OnBase WorkView app. The act of making a label will add the data element to the WorkView Application. 2. Leverage your OnBase infrastructure and contract KMBS to build an OnBase WorkView micro app. WorkView can be designed for document management and configure for the following: a. As each label is made it creates a row in the database and assigns a unique serial number and barcode. b. Integrate OnBase WorkView to Seagull's Bartender which are two known products for the City and very supportable and under an active service maintenance contracts. c. Look for as many opportunities as possible to drive data-entry utilizing drop-down box of legitimate values for a field. This will minimize typing and improve overall normalization of metadata of items entered into the system. 1 ) Page ©KONICA MINOLTA w KMB5! ECM Scope of Work Replace Smeadlink with OnBase WorkView A future Statement of work will add these elements of functionality to the WorkView App as needed,for now we just need to get the basic structure in place so the City can move away from the current Smeadlink memory based system: a. Eventually, position the City to perform an inventory of what is on the shelves and import that data into WorkView as well,thereby auditing what is known to be on the shelves to rows of data in the WorkView app. b. Eventually create retention table integration to the hardcopy data that is mechanical and not memory based. c. Eventually provide for both PERMANENT and LEGAL-HOLD record status for those records that need it. d. Eventually provide when appropriate,establish usefulness in the WorkView application if you ever decide to box archive multiple files into a single box and keep off-site. Identify retention at the box level. FEES: A single WorkView concurrent seat license $1,800(including annual support) A single WorkView named seat license $1,080(including annual support) A 50 Hour initial budget of hours at$195/Hour $9,750 Label Creation Limited to ONE Label design in BarTender $700 each WorkView Implementation training $2,800 PER TECHICAL STUDENT We will leverage the OnBase Webserver Module'already owned by the City of Chino Hills We will leverage the Bartender Licensee already owned by the City of Chino Hills It is assumed that the City has both these licenses and is current on versions and has an active support agreement for both. 2 The City of Chino Hills will be responsible for installing BarTender in SERVER mode so up to three printers can access the license. Wage KONICA MINOLTA -- KMBS ECM Scope of Work Replace Smeadlink with OnBase WorkView Understanding of Work Effort: WorkView has self-configuration capability; once we have setup a record series it is very possible for IT to set up additional WorkView configuration for other Record Series. If additional effort is required additional blocks of time must be purchased. Speaking with Mary it was decided to start with these two RECORD SERIES: 1. CITY CLERK 2. BUILDING PERMITS(Mary, I believe you wanted to substitute another Record Series for BP. Prior to duplicating the design of these two RECORD SERIES listed above; KMBS will look for opportunities for re-engineering the data so that a more global approach is taken in the architecture. Many of the Smeadlink record series identified in their design,were never used,were redundant and created so many places to go to,to look or to record the creation of a new folder. A more global approach may allow a single field,such as TYPE FIELD to be added to a General Record Series as to combine many of the Smeadlink series into one master Record Series,WorkView can sort on that Type field,this makes for less confusing and more universal architecture. 3IPage KONICA MINOLTA - MISS ECM Scope of Work Replace Smeadlink with OnBase WorkView 1. CITY CLERK—Record Series(Current State) kg TAB fusionRMS itching Help'-< .-....z. .. File View Go Took Rows Retention Resorts Add-Ins Window Help 1 , lI 'Navigation 4 IEJI `" Task List for skeen Refresh List BuildingP inn ng Safety There are no tat at this time. __..___..._____ Tracking City Clerk _..--- iI - "City Clerk"Subfolder has 7 fields or keyword values. Hi Yea co Zook Rows Retenti2n Reports Add-los $$ndow aaIP :_.. osgttaN.2 mm LIj n Ib,: I a - Ixovgatlon g al MlCityrkrk t Gdete k Save I `._`.eeirdingand gelety.,_-,.. I pgpsmkopWt) Edte$me Aoreexum I E9p3 DO IRr I& eer I Ptem8n9 I 1 Iee t City CI** I I ci Ray Clek 11 r I ACgffJ-O 2 Ebm,dme 41235 kw-dn:P#n Net SkMtt M.P ue,rs -1::40,:. 4534$ WGNW„sth. I yI 4GPEFNfJJ(5 IUsewere,frc. IA13W UNN SW Soflnme IMe''ntawMe NA[AEEi'£MS MGNMx�agment 0.129] Govaq GWrd I HgW E£ a,GNof IA 9 ____ an v M1 3llfw I 1 IAfa@i fN15 WwVoIev Stliod IA1093 -�Sdwd Resdrce I I IAe--r 5 ISen&v7:- IA13h1 SNBAGPACE RWttt2A ___ _ AGGffNENfg IGhroVW'ev IA12E3 .._.. .I TemeWvst I4910nadust I —� AGf+FE'IMS _ __WYS Newbk IA3213 ittrpeto,vlhe__ AIX r" Oe,0IOSMe3 IA123] Fflamxg eam __ Mdtaw I ._... _... ...._._,. � AGngplrT'i5 1$dnb McYlalssflM IA3340 -I LKvice Am<emmt Aaesb 41 Page I<ONICA MINOLTA 727 KMBS. ECM Scope of Work Replace Smeadlink with OnBase WorkView 2. Building Permits—Record Series(Current State) Looking at the Columns of one of the Sub Folder"Building Permits" WAR fp31..WA513CMnai3101 4735";7441,72=2,- ,„7:47161g442.16-24C, HF, Yew ye 7p033 802/3 PdmUIl^ 606065 Add-s1 2250d00 Help OS =-- De®x'3] mm i:51B 'a' a"'i ::a"ii " 'b4;F p.M2 1030020m a i°I Aea,megvenwos ( ot.o_j_$aotr uee y pml» B?"1" 'Its° y 13;41-06201:— __ 1163 /90733239 {Iran[Vinctimber 10trett 0150Ncgape I muA I62tXnmb In14657mDtt Iy111*2 1 i�33,74pumiu ��1 IX 1193 11057332.23 16613 IAM15Ul06 I0S6)AW15TOLTNYQ1N0 120 ITR)W57 11061203 1 li r,x�02„f.'.y.1:4:(,r'6,.ry r 1 1203 1505)-33257 16518 IUJ.PBTCHIN 166181631151702111/17123 l 2053 1103 IRI t%5) 10.'1203 _ ••y- `.4 1 105_11073325) _ 2730 ___ 1..65 a_______I l7303* l51IX11NU0R303 ��1 102___ 10.3%5)_ LNR 103 >1sEr jO"itt�n') - H107 1057.332.2) J0015 —�AMRtl6R2 {0ISIW015WC31105110 101 __110.14557 ••._LNR 203 ' �3,iV-mt.?,Ij_I' .i3 10] 1105)332-33 5710 OA705aIX1U1 15618101 008165UI03T2OI 106 _ 101457 INR102 ... „,:-.,,,.,-*,2„.,,,„i,•' 103 11057332-3) 0000 PDOITON 01 r1R61NW5CNRIkP072*6 F63 ��1Q 57 FosoIr 203 .;27 3,;;;U.pi1,.;�.,v,,x, —1100 Im57.332.23 16510 W 730000ur I17002693730N tl1Um ml 1102 On 21657 rucr20i ..r _213_1105233923_ 11609 _ Llzln1 9 _ I1]M3WJISOYGTI605 20 ___161 �m 145] UR1 A)_ ”' , It. . ! _in 009.33232 1600 _•._FOo TONul _.._.—r6B10tAU2fi1W W Um 105 305 TR 11657 6061061�_I � i( r 203 1109332.33 15710 IlAtAATONU1 76618UUR£17nU6U6R 101 103 TR 34637 UiRO 063 1059332-H _5731 aoon,000w If5331AlPflSw U1RAi 89 70.1405) 117472 202 : 1. : Yu —105)33233__ ft 7W_01N __ 66383AVAIlIP'U)IUIR212___306 10.IM57 �13R)M2 _ ' I MS 10933$33 646)5 �tALWE2TfW Ul 16506 U1PfliIXIWU6rt NI 0 10.145] IUJ1203 - 3.,:,2t--=-12, __ 57)2 _____ULQ6iIX6106 ___ _ 57_31(A_LFIlTIX_I UI 1061103 150 ____ 70.2437___ !Urn__ ' �[[a � ��nirmpnrm � �[[ror'nnrmnnvm inrt�nx ��-[[�� ��m�n[[x � �uei ono Ultimately your own IT staff(Pete's guys)would be able to support WorkView and modify its configuration. It was determined that there was not a need for any data migration, as the data in Smeadlink is not trusted. A better approach will be to do an inventory of what is on the shelves and either data enter it or do a mass import into the WorkView application. KMBS can advise on the best way to mass import audited data of documents that currently have been labeled and are on shelves, but where no index exists. It is strongly recommended and most likely required if you are doing large project development that the IT staff take an OnBase WorkView class prior to configuration attempts. SI Page 1 I(ONICA MINOLTA --- KMBS ECM Scope of Work Replace Smeadlink with OnBase WorkView Label Design: DocuSource will create a programming interface between WorkView and Bartender. City of Chino Hills IT Staff is responsible for taking their existing Bartender License and getting it installed as a network version utilizing the Bartender License Server,this is from the Bartender Website. Installing Seagull License Server(Automation Editions Only) If you have one of the two Automation editionsof BarTender,install the Seagull License Server before installing BarTender.This application can be installed on any computer on the network,including the same computer that will be running BarTender. I. Choose a computer on your network to be the host of the Seagull License Server.It can be any computer,so long as it is accessible through your network from the workstations on which you run BarTender. 2. If you are not already viewing the opening screen,place the BarTender CD- ROM into your CD drive.The opening screen will appear automatically. 3. Click BarTender Application Suite on the opening screen.Then click Seagull License Server(SLS). 4. You will be given the opportunity to run the Activation Wizard near the end of the installation,If you run it,follow the instructions on screen.(See Activation below.) Only one design will be created. It is conceivable to match the colors and exact pattern of the label currently used; DocuSource may utilize a sub-contractor named LabelsandFolders.com. Our work effort will be limited to one label design or 4 hours of work. Once this label design is created and working specifically for use with an LX-800 label printer,City of Chino Hills will be responsible for modifications to the label design and also making other designs. The work effort of making the first design will serve as the template for label designs for future Record Series. Benefits: By moving off the legacy system into the City of Chino Hills system of record;OnBase you will achieve the following: • City of Chino will reduce their TAB Fusion annual expense down to only$200 per year per user. WorkView is a part of OnBase and not disconnected from it. Currently,you may be spending $1,500 for a single instance on a single PC. WorkView is a concurrent connection to the server that can be shared by multiple individuals in the City and ultimately be made part of a folder request system. • The WorkView system is designed to be ultimately integrated with digital management for no additional fees;the City will profit from having a single system OnBase for all archival& retention information regardless of it being in hard-copy or digitally based. Wage KONICA MINOLTA KMBS:'. ECM Scope of Work Replace Smeadlink with OnBase WorkView This Scope of Work �has �been approoyv%e�d:: / OAdi / i i " 17/ p//// _ • • gf'/5 City C r w Date icipAO IT IT Manager Date Respectfully submitted; 'I1yri Steve MacWilliams, CDIA 7IPage -"ys KONICA MINOLTA - ICIMBS'.ECM .............. Scope of Work Replace Smeadlink with OnBase WorkView These screen shots represent many of the record series that will not be created. Our work is limited to the two defined Record series listed above, It is necessary to have a large view of the project so as more Record Series are added by the IT staff over time a global view can be anticipated. kv TAB FusionRMS,11Chino Mils} File View Go Tools Rows Retention Reports Add-Ins Window Help I Navigation 4 I!q "s%a Task List for skeen Refresh List Building And Safety There are no tasks at this time. Planning Tracking City Clerk Building and Safety has 7 Sub Folders Navigation L Task List for skeen Refresh List Building And Safety y� There are no tasks at this tine. ' 1� 4?Srr�t"1'eiabt;!K+teEi crr�;�¢.!l, 8IPage ICONICA MINOLTA KMBS'1 ECM Scope of Work Replace Smeadlink with OnBase WorkView Planning has 16 Sub Folders �r TAB FusionRMS i[Chino HillsE?,„ File View Go Tools Rows Retention Regorts Add-Ins Window Help 115 ,' .. .. .-. 'Navigation 4 1A I .: Task List for skeen Refresh List Building And Safety g_..._.,.___...,........ R> There are no tasks at this time. Planning I � 4..� k i 3yeit , ''"s '::.m�i.,:.y_n •�y:�;a(3^'✓'S'iftpt M}nf r[:_'i;5.��-�"� 91Page KONICA MINOLTA KMB5: ECM Scope of Work Replace Smeadlink with OnBase WorkView City Clerk just has one subfolder S TAB FulsionRMS 1(China Huls File View Go Tools Rows Retention Reports Add-Ins Window Help Navigation t JI 2', Task List for skeen Refresh List Building And Safety ------------- Ip There are no tasks at this time. _.—..Planning Tracking . _ . City Clerk c 1 cl>5r Some Subfolders have very few values in them: "Minor Variance"only has two rows I Ab tasionKMS 1 tCfi10o,flmyr; c^.umcrc'stw. ,a,Cayy Elle View Go Tools Rows Retention Reports Add-Ins Window Help lavigation 4 Lail AIIMajorVariance Building And Safety b,_ . - ,. y I I Q_v+_ „e„�%" a ;h �" ueti' I Mirror Variance Number IProfect Title I(!uirfl`•j,?=%I l_•> 10I1 IO2MIV001 I Los Serranos I 12 I06M3V006 116801 Oak Watt Lane rip Minor Variance 10IPage r' I<ONICAMINOLTA - KMBS°` ECM