HomeMy WebLinkAboutResolution - 2014-R0215 - Mcci LLC - Laserfiche - 06/12/2014esolution No. 2014-80215
une 12, 2014
tem No. 6.23
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THA`f the Mayor of the City of Lubbock is hereby authorized and directed to execute for
and on behalf of the City of Lubbock, Contract No. 1 1699 for a document management system,
by and between the City of Lubbock and MCCi- LLC, of Tallahassee, Florida, and related
documents. Said Contract is attached hereto and incorporated in this resolution as if fully set
forth herein and shall be included in the minutes of the City Council.
Passed by the City Council on
ATTEST:
-..�-�
Rebe ca Garza, City Sec ar
APPROVED AS TO CONTENT:
Rebe ca Garza, City S crct ry
APPROVED AS TO FORM:
vw:cciiocs/KES.Contract-MCCi LLC
May 22, 21014
.Tune 12. 2014
9
ttorney
TSON, MAYOR
Resolution No. 2014-80215
Contract 11699
City of Lubbock, TX
Document Management System
RFP 14 -11699 -DT
This Service Agreement (this "Agreement") is entered into as of the 121h play of June 2014, ("Effective
Date") by and between MCCi LLC of Tallahassee, FL (the Contractor), and the City of Lubbock (the "City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 14 -11699 -DT Document Management System.
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best meets
the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide Document Management
System upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and
Contractor agree as follows:
City and Contractor aclenowledge the Agreement consists of the following exhibits which are attached
hereto and incorporated herein by reference, listed in their order of priority in the event of inconsistent or
contradictory provisions:
1. This Agreement
2. Exhibit A — Price Sheet
3. Exhibit B — General Requirements
4. Exhibit C — Proposal
5. Exhibit D — Insurance
Scope of Work
Contractor shall provide the services that are specified in Exhibit B. The Contractor shall comply with all the
applicable requirements set forth in Exhibit A, C and D attached hereto.
Article 1 Services
1.1 Contractor agrees to perform services for the City that are specified under the General
Requirements set forth in Exhibit B. The City agrees to pay the amounts stated in Exhibit A, to
Contractor for performing services.
1.2 Contractor shall use its commercially reasonable efforts to render Services under this Agreement in
a professional and business -like manner and in accordance with the standards and practices
recognized in the industry.
1.3 Nonappropriation clause. All funds for payment by the City under this Agreement are subject to the
availability of an annual appropriation for this purpose by the City. In the event of nonappropriation
of funds by the City Council of the City of Lubbock for the goods or services provided under the
Agreement, the City will terminate the Agreement, without termination charge or other liability, on
the last day of the then -current fiscal year or when the appropriation made for the then -current year
for the goods or services covered by this Agreement is spent, whichever event occurs first. If at any time
funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the
contractor on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and
the City shall not be obligated under this Agreement beyond the date of termination. The City agrees to
compensate the contractor for any goods and services received prior to termination.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with
the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall
lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and Contractor and
supersedes any and all previous agreements, written or oral, between the parties relating to the subject
matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the
parties unless reduced to writing and signed by both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this
Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties
otherwise to insist upon strict performance of any provision hereof shall not constitute a waiver of any
subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs,
representatives and successors and may be assigned by Contractor or the City to any successor only on
the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or relating to this
Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for
resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in
question within thirty (30) days of written notification from the aggrieved Party to the other Party, the
aggrieved Party shall be free to pursue all remedies available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right
to audit Contractor's records and books relevant to all services provided to the City under this Contract.
In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall
refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or
the City, at its option, reserves the right to deduct such amounts owing the City from any payments due
Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or otherwise,
including without limitation, the right to seek any and all forms of relief in a court of competent
jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its
unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not
exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and
another provision in, or related to, this document, this provision shall control.
2.11 Contractor understands and acknowledges that in the course of performing services here under for the
City that it will have access to, create and/or receive from the City Confidential Information
("Confidential Information"). At all times, both during and after the termination of this Contract for any
reason, the Contractor, its employees, agents and representatives shall not use, disclose, or otherwise
release the Confidential Information in any manner whatsoever other than by the scope and conditions of
fulfilling the services of this contract and will hold and maintain the Confidential Information in strictest
confidence. Contract shall ensure that all appropriate safeguards are in place to prevent the use or
disclosure of the Confidential Information except as permitted by this contract. Failure to comply with
the section shall be a material breach of this Contract. This Section shall survive termination of the
contract.
IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date.
CITY OF LURROCK, TX:
°.
JRe eccGarza, City Secretary
ROVED AS TO CON ENT:
R ecca Garza, City Secr tart'
APPROVED AS -TO FORM:
CONTRACTOR:
'Contractor's Signature
Donny Barstow
Printed Name
President
Title
Resolution No. 2014-R0215
Contract 11699
City of Lubbock, TX
Document Management System
RFP 14-11699-DT
This Service Agreement (this "Agreement") is entered into as of the 12te day of June 2014, ("Effective
Date") by and between MCCi LLC of Tallahassee, FL (the Contractor), and the City of Lubbock (the "City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 14-11699-DT Document Management System.
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best meets
the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide Document Management
System upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and
Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which are attached
hereto and incorporated herein by reference, listed in -their order of priority in the event of inconsistent or
contradictory provisions:
1. This Agreement
2. Exhibit A
- Price Sheet
3. Exhibit B -
General Requirements
4. Exhibit C -
Proposal
5. Exhibit D
- Insurance
Scope of Work
Contractor shall provide the services that are specified in Exhibit B. The Contractor shall comply with all the
applicable requirements set forth in Exhibit A, C and D attached hereto.
Article 1 Services
1.1 Contractor agrees to perform services for the City that are specified under the General
Requirements set forth in Exhibit B. The City agrees to pay the amounts stated in Exhibit A, to
Contractor for performing services.
1.2 Contractor shall use its commercially reasonable efforts to render Services under this Agreement in
a professional and business -like manner and in accordance with the standards and practices
recognized in the industry.
1.3 Nonappropriation clause. All funds for payment by the City under this Agreement are subject to the
availability of an annual appropriation for this purpose by the City. In the event of nonappropriation
of funds by the City Council of the City of Lubbock for the goods or services provided under the
Agreement, the City will terminate the Agreement, without termination charge or other liability, on
the last day of the then -current fiscal year or when the appropriation made for the then -current year
for the goods or services covered by this Agreement is spent, whichever event occurs first. If at any time
funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the
contractor on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and
the City shall not be obligated under this Agreement beyond the date of termination. The City agrees to
compensate the contractor for any goods and services received prior to termination.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with
the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall
lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and Contractor and
supersedes any and all previous agreements, written or oral, between the parties relating to the subject
matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the
parties unless reduced to writing and signed by both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this
Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties
otherwise to insist upon strict performance of any provision hereof shall not constitute a waiver of any
subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs,
representatives and successors and may be assigned by Contractor or the City to any successor only on
the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or relating to this
Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for
resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in
question within thirty (30) days of written notification from the aggrieved Party to the other Party, the
aggrieved Party shall be free to pursue all remedies available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right
to audit Contractor's records and books relevant to all services provided to the City under this Contract.
In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall
refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or
the City, at its option, reserves the right to deduct such amounts owing the City from any payments due
Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or otherwise,
including without limitation, the right to seek any and all forms of relief in a court of competent
jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its
unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not
exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and
another provision in, or related to, this document, this provision shall control.
2.11 Contractor understands and acknowledges that in the course of performing services here under for the
City that it will have access to, create and/or receive from the City Confidential Information
("Confidential Information"). At all times, both during and after the termination of this Contract for any
reason, the Contractor, its employees, agents and representatives shall not use, disclose, or otherwise
release the Confidential Information in any manner whatsoever other than by the scope and conditions of
fulfilling the services of this contract and will hold and maintain the Confidential Information in strictest
confidence. Contract shall ensure that all appropriate safeguards are in place to prevent the use or
disclosure of the Confidential Information except as permitted by this contract. Failure to comply with
the section shall be a material breach of this Contract. This Section shall survive termination of the
contract.
IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date.
CITY OF LUBBOCK, TX:
Glen C. ertson, Mayor
ATTEST:
Re ec Garza, City Secretary
APPROVED AS TO CONTE
0 J4�� ,
C —
Rebt Garza, City Secretary
APPROVED AS TO FORM:
si ity At4rn
Donny Barstow
Printed Name
President
Title
City of Lubbock, TX
RFP 14-11699-DT
Document Management System
BEST AND FINAL OFFER
EXHIBIT A
Proposer's Name: MC'C'i I.i.C'
1. Software Cost
Product Name: Laserfiche
Avante Server Records Management Edition for MS SQL
DoD 5015.2 Certified $ 11 Mo
Capture Tools (OCR Scheduler, Scanconnect, Import Agent)$ 3,910
Geodocs $_ 10,000
RatchetX $ 3540
Licenses for Administrators
$ 600 $ 9,000
*Quoting 15 based on addendum, includes Audit Trail, Email, Snapshot, and Workflow
Licenses for Concurrent Users
Quantity 50 (+/-) Unit Cost $
SUB TOTAL
2. Services Cost
Installation and setup charges
Training charges, if any
First Year Annual Maintenance, if any
Technical Support, if any
List any additional costs:
Search Express Conversion
MCCi One Time Initial Discount
$ 25,000
$ 62,450
$ 27,657
$ 9,920
$ 23,394
$ included in maintenance
$ 12,000
$ -16 250.52
SUB TOTAL $ 56, 720.48
Exhibit A - BAFO — PROPOSAL PRICE SHEET
-continued-
Options
1. Annual Maintenance Agreement $ $23,394 (*first year is included
above
TOTAL $ 142464.48 (includes rd veer
support option
Company Name: _MCCi LLC
Prepared by: ALEXIS BLUE
Title: Sales Director
Date: May 13, 20L4
Exhibit B
City of Lubbock, TX
High Technology
RFP 14-11699-DT
Document Management System
GENERAL REQUIREMENTS
1. INTRODUCTION AND OVERVIEW
1.1 The City of Lubbock is issuing a Request for Proposal (RFP) under the guidelines of a High -
Technology RFP, and the award of the contract shall be made to the responsible vendor whose
proposal is determined to be the best evaluated offer resulting from negotiation, taking into
consideration the relative importance of price, qualifications, experience, references, support and
service, and other evaluation factors set forth. Receipt of any proposal shall under no circumstance
obligate the City of Lubbock to accept the best price offering.
a) The City is seeking proposals from interested firms and individuals, (hereinafter called
"Proposer") to provide a city wide document management system.
b) Proposers are invited to submit demonstrated competence and qualifications of their firm
for providing these services.
c) The information contained within this document is intended to provide interested firms with
the requirements and criteria that will be used to make the selection.
2. BACKGROUND
The City of Lubbock intends to implement a document management system to conduct proper retention
and research of its records. The City was previously using a system called "Search Express" that was
obtained in the early 1990's. As the City upgraded computer operating systems, Search Express was no
longer compatible. It has not been fully operational since 2009, and became completely inoperable in
2011. Research and retrieval of records takes an inordinate amount of time, thus negatively impacting the
efficient delivery of services to internal and external clientele. In addition, digitizing records will provide a
backup of our original documents in case of disaster (i.e. fire, tornado, flooding, other weather related,
etc.).
3. SCOPE
Once the necessary hardware and software has been acquired, through the request for proposal process, the
Office of the City Secretary will begin working with the awarded Proposer, Information Technology
Department, Legal, and other departments retaining records for 10+ years to begin setup and installation of
the document management system. Departments will identify records necessary to be housed within the
document management system, and then temporary laborers will be utilized to import records into the
document management system. Upon completion of setup, installation, and initial data migration the
system will be set for City wide use and access with the necessary security measures in place.
4. DELIVERABLES
Deliverables must include a timeline of conversion and installation. As well as all software; hardware;
installation; conversions of any images, metadata, and required Optical Character Recognition of images
and metadata currently stored in the City's Search Express system. Onsite employee training must be
completed within an agreed upon timeline between the successful bidder and the Office of the City
Secretary. Annual software technical support, maintenance, and upgrades must be included in the
deliverables.
5. SPECIFICATIONS
5.1 The successful Proposer must provide to the City installation, training, technical support, and
software upgrades that will work flawlessly with deliverables. The City seeks to acquire licenses
for 7 administrators, and provide access to up to 50 concurrent users with limited secured access.
Furthermore, the City requests the successful vendor must provide:
5.2 Implementation consulting focusing on identifying the folder structure, naming conventions,
template field schemes, indexing, and volume structure. This component will be key in order for
solid foundation to exist for future expansion, recovery in the event of disaster, continuity of
operations, planning, conversions, and integration with other applications currently operated by the
City of Lubbock. Best practices for structuring the electronic files, and managing the documents
within, must be discussed, and approved by the Office of the City Secretary prior to
implementation.
1. Acquisition and installation of proposed software.
2. Installation of proposed software on City's workstations.
3. Implement administrators and user group security and system auditing.
4. Setup document retention schedules in order to comply with local, State, and Federal
statutes.
5. Training for 7 administrators and up to 50 concurrent limited access users.
6. Follow up training 3 months, and 12 months, after organizational -wide implementation.
7. Training for 7 administrators regarding installation and maintenance of proposed software,
and the development of workflows.
8. Development of initial workflows for the following departments:
a. Office of the City Secretary
b. City Manager's Office
C. City Attorney's Office
d. Purchasing
e. Public Works
f. Community Development (including Business Development)
g. Zoning (including GIS)
h. Traffic
i. Transportation (Public Transit & Airport)
j. Finance
9. Implement external access to system via web browser.
10. Metadata indexing with defined data entry, and customizable drop -down lists.
11. Optical Character Recognition (OCR).
12. The ability to key -word and full -text search capable of retrieving an image, and can be
combined with metadata searches.
13. The ability to export, and/or attach on image stored in proposed software to an e-mail from
the City's Novell GroupWise e-mail system. The image must possess the capability of
converting to a PDF format, if it is stored as a TIFF in the document management
repository.
14. Detailed and robust audit trails containing author, date of image capture, time of image
capture, and all modifications thereafter.
15. The ability to write to media that does not allow additions, deletions, or changes in order to
produce copies for permanent storage in order to stay compliant with all local, State, and
Federal law. Forms of media shall include, but not be limited to, microfilm, microfiche,
CD-R, DVD-R, and BD-R.
16. Internet software that allows the public to search and retrieve documents via index, key-
word and full -text searches, and/or folder structures.
17. The ability to link to the City's GIS and to have records easily searched and retrieved
within a web mapping or GIS software system.
18. Ability link to the City's finance, permitting, and other applicable City systems.
19. The proposing vendor must have successfully installed, supported, and maintained the
proposed system with 7 or more workstations operating in a Windows networked
environment for a Texas municipality.
5.3 Search Express Conversion:
1. Metadata and images from the templates (grouped by documents and records series) are to be
converted, so they are fully functional in the new system.
2. The price of the conversion shall be contained within the RFP, and not provided as an
additional cost to the City.
3. All images are to be OCR'd into full text and indexed into the new document management
system so they can be retrieved from an index, key -word, and full -text search.
4. An audit and evaluation of the repository shall be performed, as it contains over 100 years of
documents and images.
5. Should conversion be unattainable, vendor must extract and adjust the associated costs as priced
into this RFP.
6. EXISTING TECHNOLOGICAL ENVIRONMENT:
1. Enterprise Software — Software used on a daily basis by a majority of users:
- Novell Groupwise
- Microsoft Office (version 2000 — 2013)
- EnterpriseOne/J.D. Edwards
- Internet Browsers — Internet Explorer, Firefox, Safari, Chrome
- SiteFinity CMS
2. City of Lubbock Phone system:
- Nortel Switch(s), with analog and digital circuits. Nortel and Polycom handsets.
3. City of Lubbock User Computers:
- Windows XP to Windows 8.1
- Dell and HP desktop hardware. Most are dual -core with 4GB of RAM.
- Laptops — Dell and HP — too many to list. All are less than 5 years old.
- Mobile devices — IPADS (all generations), Windows surface. BYOD Android and Iphones.
4. City of Lubbock File Servers:
- We are using a myriad of HP and Dell servers. Many different models and configurations.
- Our network OS's are Novell Netware and OES, Windows Server 2000 — 2012, and several
distributions of Linux.
- File servers are backed up to disk, tape, and other forms of removable storage.
5. Remote Access to City of Lubbock networks:
- Policy typically does not allow remote access to City Networks. Exceptions can be made
depending on type, length and frequency of connections. No permanent remote access is allowed.
6. Department Specific Software:
- This is a difficult thing to answer: At last count, there were over 250 individual packages that
departments use. These run the gamut from legacy Foxpro applications to custom written Access
databases. We have many applications, and there are probably some that are incompatible with
certain things needed for document management. We will have to address this individually.
7. Summation:
Our computing environment is very diverse and balkanized. An ideal document management
system would satisfy these requirements.
- Web based search and management. ALL browsers should be supported, not just IE.
- Be able to digest PDF, TIFF, DOCX, DOC, JPEG-GIF, ODF.
- Client -less operation would be preferred, with no need to install a scanning client. A print driver
based client would be acceptable.
- DO NOT PROPOSE PAPERPORT SOFTWARE.
- Self-contained system, with server and file storage in a standard equipment rack we can install in
our data center quickly and easily.
- Easily expandable storage options for growth.
- Preference any backend database other than Oracle.
- Spares for storage.
7. TIMELINE
It is anticipated the bid process, software/hardware acquisition, setup, installation, and initial data migration
will take one year to complete. Please note, Office of City Secretary advises that complete data migration
will be the largest portion of the scope of this project, and may take up to four (4) years to complete. There
is a lot of data owned by the City (i.e. ordinances, resolutions, City Council/Boards and Commissions
minutes, building plans, plat maps, etc.), dated as far back as 1909, that will need to be identified, and
imported into the document management system.
8. PRICING
Project proposals must submitted on Attachment A and include a detailed explanation of software licensing,
including type of configuration and number of licenses proposed. Professional services for implementation,
training and travel costs, first year annual maintenance (if applicable), and any other associated costs must
also be included. In addition to any written explanation, please provide an overview of pricing in the format
shown below.
9. SELECTION CRITERIA
35% Pricing
30% Proposed Software and Solutions
20% Capability, Skill and Experience — Proposer's capability, flexibility and skill to perform the services
stated in the specifications. The Proposer's experience in providing the services as requested in the
specifications. Provide three verifiable references on similar and related contracts. Please use
attached reference form.
10% Approach to Performing Required Services.
5% Responsiveness. The degree to which the Proposer's has responded to the purpose and scope
of specifications.
Exhibit C
Proposal
KC C j Laserfiche Avante
ExpedenceExcellence
STATEMENT OF WORK
Product Description:
Qty.
Cost
Total
ECM SOFTWARE LICENSING FOR AVANTE
[.71
Avante Server Records Management Edition for MS SQL
1
$11,000.00
$11,000.00
DoD 5015.2 Certified
Cf
LF Full Named User
15
$500.00
$7,500.00
Includes Snapshot, Email, and Workflow
[Jj
LF Advanced Audit Trail, 20% Add On to All Named Users
15
$100.00
$1,500.00
[�
Import Agent
1
$1,495.00
$1,495.00
[�(
OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User
1
$1,500.00
$1,500.00
License
LF Scanconnect 10-pack
1
$915.00
$915.00
LJj
LF Workflow
1
Included
Included
ECM Software Licensing Total
$23,910.00
WEB TOOLS FOR AVANTE
j� Laserfiche Standard Public Portal 1 $25,000.00 $25,000.00
Includes Weblink and 25 Retrieval Connections
Web Tools Total $25,000.00
3rd PARTY INTEGRATION TOOLS
Q
GeoDocs
1
$10,000.00
$10,000.00
Q
Ratchet-X SPL Commander License (1-50 Users)
15
$236.00
$3,540.00
Integration with JD Edwards Financial System
Integration Tools Total
$13,540.00
ANNUAL SOFTWARE SUPPORT - BASIC LSAP
Q
Avante Server Records Management Edition for MS SQL
1
$2,200.00
$2,200.00
DoD 5015.2 Certified
Q
LF Full Named User
15
$100.00
$1,500.00
Includes Snapshot, Email, and Workflow
�J
LF Advanced Audit Trail, 20% Add On to All Named Users
15
$20.00
$300.00
Q
Import Agent
1
$390.00
$390.00
Q
OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User
1
$330.00
$330.00
License
Q
LF Scanconnect 10-pack
1
$184.00
$184.00
.7
LF Workflow
1
Included
Included
[Jf
Laserfiche Standard Public Portal
1
$5,000.00
$5,000.00
Includes Weblink and 25 Retrieval Connections
GeoDocs
1
$3,000.00
$3,000.00
[.�
Ratchet-X SPL Commander License (1-50 Users)
15
$48.00
$720.00
Integration with JD Edwards Financial System
31
Q Managed Services for Laserfiche *not to exceed 55 hours 1 $6,930.00 $6,930.00
Includes Laserfiche Avante, GeoDocs, RatchetX, and Workflow Level 1
Q Training Center 25 - 49 Users 1 $2,840.00 $2,840.00
Annual Support Total $23,394.00
For budgetary purposes, the Client should include $24,075.20 in annual budget for renewal of LSAP,
Managed Services, and the Training Center for the software quoted above.
MCCi PROFESSIONAL SERVICES
Q Search Express Conversion 1 $12,000.00 $12,000.00
Please see Scope of Work on pages 6 to 7
Q Records Management Module Training, per day 1.5 $2,200.00 $3,300.00
*Travel expenses included.
Q Basic Onsite Training of software, per day 2.5 $2,200.00 $5,500.00
Workflow training and installation excluded. Travel expenses included.
Q
Remote Follow-up Training (Month 3 and 12) *Hourly
8
$140.00
$1,120.00
(�7
Workflow Configuration Training, Level 1
1
$8,232.00
$8,232.00
Includes remote installation with up to 2 days of onsite training. MCO will provide
remote workflow configuration assistance up to 30 days post onsite training.
[J1
MCCi Project Management Services *Up to 65 hours
65
$165.00
$10,725.00
Q
10 Workflow Configurations *Up to 30 hours
1
$5,000.00
$5,000.00
For 10 departmental, simple filing workflows
Q
RatchetX Services
1
$3,700.00
$3,700.00
Integration with JD Edwards Financial System
*Includes: Base installation & configuration for actions that jump from Application
to Laserfiche, up to 3 screen configurations, Standard actions of Scan, Import,
Search Client, Search Weblink, and/or Search WebAccess.
Professional Services Total
$49,577.00
Q
MCC! One -Time Initial Discount
1
($16,250.52)
*Discount is based on this quote and if the quote changes the discount
amount is subject to change.
Total Project Cost
$119,170.48
PAYMENT & BILLING TERMS
MCCi will invoice one hundred percent (100%) of the software and support upon delivery. Balance of total project will be
invoiced upon completion of the proposed professional services, but may be broken up based on completion date of specific
services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice.
Laserfiche software and help files are provided electronically. If hard copy manuals or software is desired, there is a $50
additional charge. This will need to be requested.
41
Search Express Conversion
The Client currently has an unsupported Search Express system. This data contains approximately 1024
images, which the Client would like to have migrated, indexed and integrated into their new Laserfiche
system. Unless otherwise stated in the scope of services, the migration process is limited to migrating data
from one system to Laserfiche.
Access to Data — The Client will provide MCCi with remote access to the data for the purpose of review,
and for assistance in configuring the migration utility. If necessary, the client will make a copy of all data
to be migrated on an external hard drive and will send the data to MCCL Additional fees may apply if the
data is of a size that requires MCCi to acquire additional hardware to run the migration process.
Copy of Application —The Client is required to give MCCi access to the original application as part of the
migration process. If no access can be given, this must be stated in the scope of work.
Due Diligence — Data migrations may require investigation by MCCi prior to providing time estimates and
confirmation on programmatic feasibility. Due diligence time spent prior to contracting for services is
incorporated into the final project cost.
Migration —The data migration utility created by MCCi, will be utilized to migrate the records to the
Laserfiche system. The images and the document classes (i.e. the index data) will be preserved within
the variance, if any discovered during Project Sampling and Evaluation Testing. If manual image naming
or indexing is required it will be the client's responsibility.
Supported Data Types —TIFF Images from the legacy system will be migrated into Laserfiche. No
conversion of data types or removal of document wrappers will be completed during the migration
process unless specifically stated in this scope of services document. Files that are encrypted will not be
migrated.
Indexing - If indexing is desired and not currently contained within the electronic data migrated, the
Client is required to provide MCCi with a database (in a format accepted by MCCi) of indexing
information which would be used to auto populate template fields. Additionally, the index data must be
associated with the documents via unique identifiers or pointers.
OCR — The Client will be able to OCR the records internally, once the migration process is complete.
Data Capture and Quality Control — MCCi is not responsible for the accuracy of existing indexing data
and/or image quality, such as errors on the media, image file corruption, data file corruption, orphaned
records, encrypted data, non -supported proprietary formats or other errors that are not controllable by
MCCL
Security — Due to the vast differences in how document management systems handle security and file
access, the migrated data will not retain any of the previous system security from the former document
management system. It will be the responsibility of the Client to apply the necessary security and access
control to the migrated data in Laserfiche. Prior to providing end user access, the Client should verify that
all migrated data has had the proper security applied, including view/write access and redactions (if
utilized), which is consistent with their existing Laserfiche security policy.
Sticky Notes, Redactions and/or Annotations — Due to the vast differences in how document
management systems handle sticky notes, redactions and annotations, data migration services do not
include migration of sticky notes or any other redactions and annotations from the legacy system to
Laserfiche, unless otherwise stated in this scope of services document.
Retention of data — MCCi is not responsible for maintaining a copy of the original data, or a copy of the
converted data.
51
Point of Contact — MCCi requires the Client to make accessible one point of contact to MCCi for all
decision making. This person is responsible for obtaining all approvals on behalf of the Client in regards
to formatting, template fields, file structure, output format, etc.
Data Sampling and Testing
MCCi will conduct a sample testing which is intended to resolve various migration questions, confirm and
ensure a mutual understanding of the migration project requirements and expectations. Work under this
contract shall begin after written acceptance of sample test results by the Client.
PROJECT TIMELINE
Timeframes listed below are dependent upon date of receipt of material and project sampling acceptance
and based upon business days. Time lost to decision making on the Clients behalf may extend the final
delivery timeframe. If additional time is required the Client will be notified accordingly.
a. Access is provided to electronic data: Day 1
b. MCCi data review and data conversion utility development: Day 2 — 25
c. Client reviews sample data and sign off: Day 25 — 30
d. Migration process: Day 30 — 60
e. Data is ready for review
PROJECT PRICING — DATA MIGRATION SERVICES
Based on the estimates provided by the Client and is dependent upon final sample testing.
Q Migration Utility & Support $12,000
- MCC! and Client thoroughly review legacy data
- Utility configuration for up to 1 Document type
- Creation/verification Laserfiche metadata templates and folder structure: Client should have
existing Laserfiche Templates
- Sample run and presentation
- Migration code fixes and anomaly adjustments
- Data migration: Client may be required to assist in the actual migration If original time estimates are
exceeded
- Volume Consistency check
*Pricing is "project based" pricing and was calculated based on an estimated 65 hours of services @
$185/hour, which is a discounted rate. Project pricing maybe adjusted if the total hours to complete the
project are more than 10% above the estimate. MCCi will notify the client and provide the client the
opportunity to complete certain tasks if exceeding the scope of services above is anticipated.
Conversion pricing is based upon the following assumptions:
a Excel documents will be provide that contain all documents for each document type(Like the sample
excel) or access to some database that contains the needed information to perform the migration.
• Encrypted documents can be decrypted.
• Documents wrappers are able to be removed.
• 1,024 documents will be converted, based on the addendum.
In the event these items do not occur, as stated in the RFP, MCCi will update the scope of work to remove the
conversion project accounting for any services that have already been provided and will be billable to the
client.
61
•+•!
To determine which services and products are included with your project, please refer to the Statement of Work
above.
MCCi prides itself in providing high quality professional services and support. Providing the most
advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will
provide you with profession installation, training and support services. Our clients can rely on us to
provide a continual flow of information through our technical bulletins and newsletters.
ZZ10121TONTRIA,
MCCi Project Managers are CDIA-certified and Laserfiche Gold Certified. The CDIA (Certified Document
Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of
document and records management objectives. There are multiple Laserfiche Certifications and MCCi
focuses on maintaining all of them. MCCi Project Managers administer these services and concentrate
on defining business requirements and the deliverables that follow. The MCCi Project Manager will
work with the client's point of contact to put together a project plan that clearly defines the scope of
services of the Project Management services. These services are included to ensure the Client is
prepared for the final project implementation.
Implementation
Client Consultation - The assigned MCCi Project Manager will perform a remote pre -installation solution
development plan including configuration of security rules for the Client prior to installation and
training. This consultation will include a review of current document organization and retrieval practices
to determine desired indexing methods, as well as other basic system set up needs. Once this
information has been gathered and provided to the MCCi project manager, the basic folder structure,
document naming scheme, scheme, and template set-up will be configured prior to onsite training.
Remote Installation and Configuration — Software installation and configuration may occur remotely as
part of the Project Management services to ensure the onsite time purchased is focused on the direct
objective. Please refer to the statement of work to determine if the onsite time will include installation
and configuration.
Remote Training — Project Management services may be utilized for training administrators or users
remotely if not providing onsite training. Please refer to the statement of work to determine the
training model quoted.
LASERFICHE BASE SOFTWARE TRAINING SERVICES
The client is provided with either instructor -led hands-on training or train -the -trainer training in the
operation of the Laserfiche Software and Plug -ins, and the scope of all training services to be performed
is notated in the Statement of Work. These services will be provided onsite or remote, please refer to
the Statement of Work to determine which has been quoted. Below are some sample outlines based on
user -roles and system modules:
System Administration Training
• Client and Server Installation Procedure
• Users and Groups —Active Directory
® Security
• Templates
• Tags
® Document Relationships
Q
• Records Management
• Volumes
• System Settings
® Back Up Procedures
® Troubleshooting Procedures
• Technical Support Overview
Full User Training
® Introduction to Laserfiche
® Folders and the Folder Browser
® Scanning and Importing
• OCR and Full Text Indexing
Document Display
® Index Card/Templates
® Document Retrieval by Index Fields or Text (Searching)
Annotations
Extracting a Document from Laserfiche
Briefcasing and Migrating Documents
Customize Laserfiche
Volumes
Security
Advanced Features — Plug -ins
81
CC! ADVANCED IMPLEMENTATION SERVICES
*The following services listed have been included in your Statement of Work based on the recommendation of your
Account Executive. Please consult with them for any questions.
RECORDS MANAGEMENT MODULE TRAINING
* Please note that client should have full knowledge of internal records management policies and have
prior experience in records management. This training will be quoted for clients with the Records
Management functionality of Laserfiche. Please refer to your Statement of Work to determine if this is
included.
® Record Series
* Record Folders
® Document Links
• Versioning
® Security Tags
® Vital records
• Cutoff criteria
* Cutoff eligibility
* Retention Period
* Disposition Actions
* Hold Period
• Time Dispositions
® Event Dispositions
• Interim Transfers
* Final Disposition
* Destruction
® Permanent Records
s Accession
® Freezing
Admin Console Setup for Records Management
® Cycle Definitions Setup
* Locations Setup
® Retention Schedules Setup
• Cutoff Instructions Setup
91
•' • • '. • `' is
MCCi's Laserfiche Workflow Configuration Training service is designed to be highly collaborative. The
goal is for the client to have a trained Workflow Configuration Administrator. As a prerequisite, the
client's Workflow Configuration Administrator should be a business process savvy individual with good
technical skills. This is the person tasked with handling future workflow configurations, including any
modifications needed to the configuration focused on during training.
Client Deliverables
• Provide MCCi with a mapped out/narrative of specified business process
• Define each resource and activity of the business process
• Define the Measurement of Success in conjunction with MCCi
• Appointment of Workflow Configuration Administrator
• Metadata requirements
• Sample reports from functional activities involved
• IT resources
MM Deliverables
• Install and configure Laserfiche Workflow with current Laserfiche system
• Onsite consultation with a MCCi Project Manager
- Workflow Configuration Administrator Training
- Offer best practices in security to support the specified workflow process
• Workflow Managed Services post onsite training
- Configuration assistance for a period of time immediately following onsite training
• Developer Training (Applicable to Level 2 and Level 3 training packages)
• Roll -out Assistance — This is an optional service, which is provided if included in the scope of
services. Note that this service will be billed separately and is billed upon completion.
Matrix of Workflow Training Packages:
Services Provided
Level 1
Level 2
Level 3
Remote Installation
Included
Included
Included
Onsite Training Days
2
3
3
Workflow Configuration Assistance
Post Onsite Training
Remote 30 Days
Remote 45 Days
Remote 60 Days
Developer Training
None
Remote 1/2 Day
Remote 1 Day
Developer Assistance
Post Developer Training
None
Remote 15 Days
Remote 30 Days
Roll -out Assistance (Optional)*
2 Days - Remote
2 Days - Onsite
2 Days - Onsite
*Roll -out assistance is billed as a separate event and at the time of delivery.
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LASERFICHE WORKFLOW MANAGED SERVICES
MCCi's Workflow Managed Services package is a post -implementation service, and is designed to assist
the client's Workflow Configuration Administrator with ongoing consulting and configuration needs.
Workflow Managed Services are billed in advance each year, in return for a discounted rate. Workflow
Managed Services may be used for the following:
* Additional Workflow Set Up Consultation — MCCi continues to consult and make
recommendations on best practices for modifying existing / creating new workflow
configurations.
* Additional Remote Training — MCC! offers additional training for the client's Workflow
Configuration Administrator. This is ideal for refresher training, as well as for new
personnel in the event of turnover.
* Ongoing Security Consultation — Laserfiche security plays a much larger role when business
processes are being automated by Laserfiche Workflow. MCCi assists the client's Security
and Workflow Configuration Administrators to offer security best practices to align with
workflow configurations.
* Leveraging Existing System(s) — MCCi will help identify more efficient ways of utilizing the
Laserfiche product suite, as well as how to leverage other systems and the related data
contained therein.
* Meta -Data Consultation —Various meta -data objects must be created/modified to match
up with specific workflow needs. MCCi will consult and help identify meta -data needs.
* Expiration & Additional Services — Managed Services is an annual package and will expire
on the same date as your SAP plan. The number of hours included are not to exceed the
price of the package divided by MCCi's discounted hourly rate (Managed Service hours are
discounted by 10%). Pricing can be adjusted for any additional hours if needed.
* Remote Access Support — Managed Services are delivered remotely. Remote Access
Support allows our helpdesk staff to access your machines remotely to resolve problems
faster. The use of Remote Access Support saves you both time and money by reducing the
delays in resolving software issues without costly onsite visits.
RATCHET-X CONFIGURATION SERVICES
Includes:
• Configuration of integration for up to one application
* Base installation and configuration for actions that jump from the Application to Laserfiche
* Up to 3 Screen Configurations
* Standard Actions Included: Scan, Import, Search Client, Search Weblink, and/or Search
WebAccess, launching from the desired application to Laserfiche
• All data used for configuration must be available from the Application Screens
• All services are conducted remotely, unless an MCCi representative is onsite for other
implementation needs and onsite time permits
*Client is responsible for testing to make sure needs are met prior to purchase.
RatchetX per Custom Activity Development/Configuration: Includes any "Action" that is not listed as a
Standard Action above, or any configuration that is required to have the integration points launch from
111
Laserfiche back to the desired application, rather than from the application back to Laserfiche. — Contact
MCCi for Custom Statement of Work (SOW).
When you become a client of MCCi, you gain much more than just a new product. You gain a
relationship between our staff and your organization to make your product implementation successful
and the usage of your product an enjoyable experience. In order to make this possible, MCCi offers both
Proactive and Technical Support.
PROACTIVE SUPPORT
MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team.
You will have already worked with your Account Executive in the pre -project phase and they will
continue to support you. Your Account Executive will provide a local presence and contact information
should local meetings be necessary. The Account Executive also assists in pre implementation
processes.
Your Account Manager will assist in managing ongoing support through the life of the product. MCCi
believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing
communication with clients. Your Account Manager will be in touch throughout the year to discuss
optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited
to:
0 Identify any needs that could easily be addressed with the current system.
• Provide resource for question and answer, best practices, how other customers are using the system
with use of documented case studies, Listservs, support center, etc.
• Provide continued education for existing and new users within the organization through the use of
webinars, seminars, workshops, users group, and more.
• Annual review of current system configuration
® Dedicated sales support staff for pricing inquiries and budgetary information
• Annual support renewal notification to ensure your renewal process is timely and accurate
Educational Resource Definitions
® Case Studies — MCCi works with our clients to put together narrative accounts of specific usages of
MCCi solutions in their organization. Specific departments, document types, integrations, etc. are
noted to allow other users to learn from the information.
• MCCi Listserv— MCCi has created a Listsery for specific types of system customers. A Listsery is a
creative use of e-mail, which provides a means for End Users to share information on a common
interest. Members are able to communicate with peers thru a single e-mail. Uses of the Listsery
may include fielding requests about system usage, as well as best practices.
® Support Center —This resource is a compilation of white papers, best practices, and information for
system users all in one location. Through the support center, users can also submit and check the
status of their support tickets.
• Webinars — MCCi conducts monthly webinars on different topics promoting more efficient system
usage. User webinars are also offered on more specific topics related to products, concepts,
departments, etc. regarding the usage of your system. These are done through the web and are a
convenient way of staying informed on the newest technologies available.
® Seminars — MCCi conducts seminars on different topics to help educate new and existing end users
throughout the year. They are usually located at a host site of an existing customer. These can also
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be offered at current client's locations to invite departments to learn more regarding their current
system.
User Groups — MCCi offers annual user groups to keep end users trained on the newest versions and
products. These are geared to both users and administrators of the system.
TECHNICAL SUPPORT
The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits
of your original purchase by providing you access to the assistance needed to ensure that you maximize
system uptime. You have access to a toll free line to call for technical support or submit tickets online
through our support center. When you subscribe to the LSAP you receive the following benefits:
100% upgrade credit for your existing software (in the event of an upgrade)
® Free software updates for your current system
® 24-hour FTP and website access which includes the MCCi Online Support Center
s Technical bulletins and newsletters
TRAINING CENTER
MCCi's Training Center provides an easy, cost-effective way to provide Laserfiche training to all users in
your organization. An annual subscription allows access to our online course offering of over 200
training videos. The Training Center is home to video categories such as Laserfiche Administration,
Laserfiche Client, Workflow, and Tips & Tricks. All videos use instructor descriptions from Laserfiche
Certified Professionals. The Training Center provides the following benefits:
i 24/7 access to on -demand Laserfiche training videos and other resources
i Reduction in training expenses
i Caters to all skill levels from Basic Users to Advanced System Administrators
f Unlimited access for your entire organization
f User determined schedule and pacing
a Reduction in internal support
® Increased efficiency through improved internal usage/adoption
• Instant/budgeted training available in the case of employee turnover
e Enhance your organization's internal Laserfiche training program
• Increased user productivity
MANAGED SERVICES
MCCi Managed Services are strongly encouraged to be included with every support renewal and provide
the client with a discounted hourly rate by purchasing an advanced block of services per year based on
the products purchased. Managed Services can be used for the following professional services:
• Additional Training — additional training, via web conferencing, can be conducted to train
new users on the use of the system or as refresher training for existing users.
• Additional System Set Up Consultation — MCCi offers additional consultation that includes
recommendations on best practices for adding additional departments, additional types of
document etc. to your current system.
• Remote Implementation of Software Updates — While the standard SAP plan covers free
updates for software, implementation of those updates is sometimes overlooked. With the
addition of our Managed Services, MCCi is at your service to directly assist in implementing
software updates such as minor updates, quick fixes or point releases. Dependent on
complexity and client specific configurations, major software upgrades may or may not be
covered and should be discussed with your Account Management Team.
131
• Annual System Review & Analysis — Upon request, MCCi will access your system to review
and analyze how your organization is using the system, identify discovered potential
problem areas and make recommendations for better use of the system. This analysis is
designed to be implemented 6 months after the initial Software installation, and should be
performed annually after that date. This is an optional service that will be completed only if
requested by the Client.
• Remote Access Support — Remote Access Support allows our helpdesk staff to access your
machines remotely to resolve problems faster. The use of Remote Access Support saves you
both time and money by reducing the delays in resolving software issues without costly
onsite visits.
• Laserfiche Certifications — First priority offering of complimentary Laserfiche certifications
on an as available basis.
• Laserfiche Conference Registration — First priority offering of complimentary Laserfiche
Annual Conference registration on an as available basis.
• Expiration & Additional Services — MCCi Managed Services is an annual package and will
expire on the same date as your SAP plan.
MCCi does provide continued technical support for all MCCi applications. Technical support is provided
via email or telephone during normal business hours of 8:00 a.m. to 6:00 p.m. EST. Clients can designate
several individuals who are to be the technical support contacts. Those individuals may contact MCCi at
any time for technical support. There is no limit on the number of technical support calls that can be
made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates.
141
Exhibit D
City of Lubbock, TX
Document Management System
RFP 14-11699-DT
II. INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance
Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the
coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required
information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM
UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during the effective
period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and
prudent by the City based upon changes in statutory law, court decisions, or the claims history of the industry as
well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved
by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any
extension hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of
Texas and acceptable to the City, in the following type(s) and amount(s):
Type
Worker's Compensation or
Employers Liability or Occupational Medical and Disability
Commercial General (public) Liability
a. Products-Comp/Op AGG
b. Personal & Adv Injury
c. Contractual Liability
Professional Liability
Comprehensive Automobile Liability
a. Any Auto
Amount
Statutory
$500,000
Combined single limit for bodily
injury and property damage of
$1,000,000 per occurrence.
General Aggregate of $1,000,000.
Combined single limit for bodily
injury and of $1,000,000 per
occurrence or its equivalent
The City of Lubbock shall be named as additional insured on auto/general liability on a primary and non-
contributory basis with a waiver of subrogation in favor of the City on all coverage's. To include products of
completed operations endorsement. All copies of the Certificates of Insurance shall reference the RFP or proposal
number for which the insurance is being supplied.
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements
thereto and may make any reasonable request for deletion, revision, or modification of particular policy terms,
conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding
upon either of the parties hereto or the underwriter of any of such policies). Upon such request by the City, the
Contractor shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost
thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of
insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds,
(as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and
elected representatives for injuries, including death, property damage, or any other loss to the extent same
may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the
indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such
obligations within applicable policies.
f. All copies of the Certificates of Insurance shall reference the project name or proposal number for which the
insurance is being supplied.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than
30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing and Contract Management
City of Lubbock
1625 13"' Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the
Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in
the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company
exonerate the Contractor from liability.
C'14