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bocc.con.060.2017
f)II hIN Pitkin County C"r'"Ts Contract Cover Sheet Please complete the Contract Cover Sheet when the contract is completed and signed by Contractor/Vendor and Pitkin County Project Lead. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments to Procurement (procurement help(a pitklnCoLint%.coin). Any contracts $50,000 and over will be routed for signatures to County Manager and Attorney's Office (if required) by Procurement & Contracts Manager. Contract Information Contract NNurintser 060.2017 _ Project Name Provision of Clerk and Recorder Management System Contractor Kofile Technologies, Inc. (970)920-2710 Budget Line Item 001.1092310.86540 $ 44,1_64._00 _ Additional Budget Line Items) (Please fully allocate New Contract Total) $ $ $ _ Contract Start Date 2/1/2017 Contract End Date 01.8 Automatic Renewal Yes ❑ Yes E No® If Construction: Retainage Yes$ or % No© If this is a new contractor, please request they complete and submit to Finance a W-9 Form. Contact Information: Provide a brief description of the contract: Contractor shall provide clerk and recorder software, project implementation, training, licensing and maintenance of their system to the County. _ Contract Value Summary: Original Contract Amount $ 44,164.00 De ar[meat Clerk and Recorder Project Manager Vos'Caudill Project Manager (970)920-2710 Phone Provide a brief description of the contract: Contractor shall provide clerk and recorder software, project implementation, training, licensing and maintenance of their system to the County. _ Contract Value Summary: Original Contract Amount $ 44,164.00 Previous Change Order/Amendment Amount (ifa pricable) $ _ This Change order/Amendment amount (if applicable) S New Contract Total S 44,164.00 Procurement Method: None ❑ Informal❑ Formal N Sole Source 0 Emergency 0 Contract Renewal 0 Contract Type: Services/Maintenance ® Construction ❑ Goods, Equipment, Supplies ❑ Change Order/Amendment ❑ Other, please explain 0 Click here to enter text. NOTE: CLERKS OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WffH COLORADO STATE ARCHIVES RETAINAGE SCHEDULE. ALL ATTACIIMENTS MUST BE WITH THIS CHECKLIST. Contract# OL o. 201"} R'Wlke.10/05120M hu Budget Line item a Co t-10 - U3 10 - 8654 0 FMON COUNTY CONTRACT FOR PROVISION OF SERVICES PROVISION OF CLERK AND RECORDER MANAGEMENT SYSTEM. THIS CONTRACT, made January 13, 2017 by and between the Board of County' Commissioners of Pitkin. County, Colorado, 123 Emma Rd., Suite #106, -Basalt CO 81621„ (hereinafter called the "County") and Kofile Technologies, Inc, 6300 Cedar Springs Road, Dallas, TX 75235 (hereinafter_ called the "Contractor') to perform the following work: Provision of Clerk and Reaxrder Management System ("Project'). . 1: Term of Contract: The term of this contract is fmrn February 1, 2017 to January 31, 2018, At the expiration of the initial teat, the contract maybe extended for five (5) additional terms of one (1) year by the express written consent of both parties. Ii. Contractor'sObliea6ons. Contractor shall provide tkeir proprietary ComyErision software, project implementationtraining licensing and mainte¢ance, to the County. The work and pricing is hither described in Exhibit A: Detailed Scope of Work amid Pricing. A. Contractor Service Level Aare tment (SLAL. 2 Service Level Agreement(LA) Level Contractor will respond via telephone drama Slap7ftou's1 within one (1) hour of receipt of service calls placed Contractor provided toll-free number and within four (d) hours to requests submitted by email Contractor shall make every 1 reasonable attempt to pertom_repairs as soon as practicable and provide at least. four (4) hour resolution to any application procedure issue: Level Contractor will .respond via. telephone during Standard flours 2 within one (1) hour of receipt of service .calls. Contractor stall make every reasonable attempt to perform repairs the same day of the rc osp nse _ + Contractor classifies the Database issue and Credit Bard issues as support tickets items which would fall under` Contractor's SLAB and any escalations necessary as a part of our standard Support process as identified in Exhibit A (specifically starts onpage 25) B. Web 'Hostin¢Enviroumcnt Cantmetor's solution me udes website hosting in out data center which utilizes a virtual server farm and load balancing. Contractor shall routinely evaluate server I Contract N xxx.2016 010512016 eq Rue get I ine Item.9 xxx.xx.00000.xsw load and add.. new VMs to the farm based on performance and growth. if performance issues are reported by County;then peifgrmance improvements will be delivered in a time frame: compliant with the aforementioned SLA (Section A). Should County choose to host the website internally at any time, the County shall provide a server(s) and Contractor shall set (be website up on the Comity's internal hardware: which would-be on the Countynetwork"and performance: would he dependent Won County resources and monitoring. C. Database Reguiremeins in addition to Exhibit A • 'Contractor shall ensure, that legal description, searching capability and the ability to filter/sort search data internally and on the web, is at a level thatch .comparable to or exeeeds our current recording system and is to. the satisfaction of the Ccoa ty. • Contractor shall work with County's selected Digitization Contractor (US: Imaging) to assure that our 1880-1977 historical images that ate currently not in our County's database are incorporated in the Contractor's CountyFusion Software. Contractor will: convert and upload all images available at'Go Live' at no additional east to the County. Additional image loads post 'Go Live' will be priced based. on volume and effort level. D. Pavment Schedule Software Licensing S17,985.00 _ PubitePortal Usage &SetUZ_ $4,495.00' Implementation & Training $8;392.00 _ Conversion Services S 6,794 00 'Total IYrst Year $44,1(A.00 _ Annual Maintenance for years (2017-2021) $ 4,616.00 1 implementation and Year l .Upfront Pnygtent* Foil payment of forty-four thousand one hundred sixty-four dollars IS 44,164) due upon successful installation and County Representative's approval. One-time fee includes, CountyFusion Software Liocroing, CountyFusion Public Search Portal Set-up, implemcntation and Training Services and Conversion Services. Alinual Maintenznce and Support: Annual payment of four thousand six hundred sixteen dollars ($ 4,616A0) each year for five years, starting to 2017. Jll. Compensation and Expenses, town ing. Payment and Offset. The County shall compensate Contractor for its services in accordance with the Protect Budget. and Schedule set out in Section IL It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of forty,four thousand one hundred sixty-four dollars and zero cents (544,164.00) for allservices rendered. By contractur amendment, the County and Contractor may reallocate the budget among project tasks if the total budget_ amount remains 7 I Con ma Nxx%.2016 Fewsen 10/0/10IFbif Budget tine Item N vxx xx.00000.xz unchanged Contractor shall invoice for the project morithly based on hours worked, with.. payment expected within thirty (30) days of invoice. Any payment by. the County may be offset by any amount the Contractor owes the County for myreason. IV'. County's Exclusive Ownership of Work Product Drawings; specifications, .guidelines and other documents prepared by Contractor. in connection with this contract shall be the property of the County. However, Contractor shall have the right to utilize such documents in the: course of its marketing(: professional presentations, .and for other business purposes. Contractor assigns to County the copyrights to all work prepared, developed; or created pursuant to this contract, including; the right to: 1) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4) perform the works publicly, and 5) t4 display the work publicly. Contractor shall have right to use materials produced in the, worse of this Contract for marketing purposes and professional presentations, articles, speeches and other business put pa itis. V, Pitkin County's. Obligations. Pitkin County shall administer this contract through a County Representative Linda Gustafson, Pitkin County Clerk, Chief Deputy will manage the project as theCounty's Representative. The services provided and products delivered by the Contractor under this contract will besubject to review by the County's Representatives; or a designee, for compliance with Contractor's obligations prior to final payment. VI. Termination Prior to Exfiiration of Contract Term. The County has the right to terminate this contract. with or without .cause, by givingwritten notice to the Contractor of such termination. and specifying the effective date thereof. Such notice shall be given at least sixty (60) days beforetheeffective data of such termination. hr suchevent all finished or unfinished documents, datau,. studies and reports prepared by the Contractor pursuant to this contract shall become the County's property. Contractor shall be enntlod to receive compensation in accordance Nvith the contract for my satisfactory work completed pursuant to the terms of ads contract prior to. the date of termination. Notwithstanding the above, Contractorshall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of the contract by the: Contractor - V11. Tndeoendett Contractor Status.. A. The parties to this contract intend that, the relationship between thein contemplated by the contract. is that of independent contractor, :Contractor; and any agent, employee, or servant of Contractor shall not be deemed to be an crioployce, agent; or servant of Pltlan County. B. Contractor isnot required to offer his services exclusively to Pitkin County under this. contract. Contractor may. choose to work for other Individuals or entities during the term of this contract, provided that the basic services and deliverable Contrapt ft x,2016 Budget Line Item a xxx.xx.00000:xxxxg FiMisron:.I0 "WO tiLd products required under this contract are submitted in the winner and. on the schedule defined corder this contract.. C Contractor warrants that all work produced will conform to all applicable industry standard of care, skill and diligence in the performance of Contractor's obligations under This: contract. D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin County employee, servant or agent in the course of completing work under this contract. E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin County and is responsible for payment of any federal, state, FICA and other income taxes. VIII Assig rab� This contract is not assignable by either party. Any use of subcontractors by the Contractor for perfo rnmecof this: contract must be accepted in writing by the County. IX. -Binding Arbitration_ Any disputes arising out of this contract shall be snbjcd to binding arbitration. The parties agree that any disputes concerning the terms and conditions of this 'contract shall be suburan i) and finally settled by arbitration. Arbitration shall be conducted pursuant to the rules of the American Arbitration Association aid shall bepresided over by the Pitkin County Hearing Officer appointed to arbitrate Pitkin County contrast disputes. Costs of the arbitration shall be awarded to the substantially prevailing party. X. Sevetabihty, In the event that any :provision of this contract shallbe held to be invalid or unenforceable, the remaining provisions of this contract shall rcnnamvalid .and binding upon the parties hereto. XL Integration and Modification_ A, If his contract represents the entire and integrated contract between. the County and the Contractor and supersedes all prior negotiations, representations, or contract, either written or oral. This contract may be amended only by written contract signed byboth the Comity and the Contractor. B. The County may; from time to time; --request changes in the scope of services of the Contractor to be performed hereunder;. ;Such changes,. including the increase or decrease intheamount of the Contractor's compensation,which are mutually agreed upon between the County mud the Contractor, shall be in writing and upon execution shall become part of this contract, XIL Indetrurity. A. The Contractor agrees to indemnify, hold harmless and, not excluuing the Countys right to participate, defend the County, its subsidiary, parent, associated and/or affiliated emdfies, successors, or assigns, its elected officials, trustees, Contraa N xxx.2016 Budget line Item N xxr;xx.00000.xxxxx Revi;ioA: 1010512016 is employees, agents, volunteers, and any jurisdiction or agency issuingpermitsfor any. work included in the project, hereinafter referred to as mdermahce; from all suits and claims;, includingattorney's feesand cost of litigation, actions, loris, damage, expense, cast or claims of any character or any nature arising out of the walk done in fulfillment of the terms of this Contract or on account of any act claim or amount arising or recb-vcrod under workers' compensation law or arising out of the failure of the Contractor to conformto any statutes,ordinances, regulation, law or court decreer It is agreed that the Contractor will be responsible forpritn-ary loss investigation, defense mid judgment costs where this contract of indemnity applies, In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its subsdiary, parent; associated and/or affiliated entities, successors, or assigns, its elected: officials, trustees, employees, agents, and volwteers for losses arising front the work. performed by the Contractor for the County. B. The Contractor further shall: `investigate, process, respond to, adjust, provide defense for and defend, payor settle all claims, demands, or lawsuits relatcd- hereto at its sole expense and shall bear all other costs and expenses related thereto, even ifttie claim, demand or lawsuit is groundless, false or fraudulent. XIII Insurance. Contractormidsubcontractors shall procure and maintain until all of their obligations have been discharged, including any ix armmty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may apse from or in connection with the performance of the ryork hereunder by the Contractor, its agents, representatives, employees or subcontractors. The insurance requitcments herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract: 'the policies shall include, or be endorsed to include, the following provision; On insurance policies where -the Coureyis named as an additional insured, the County shall be anadditional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in. excess of those required. by this Contract. The County in no 'way warrants that the minimum limits contained herein are sufficient to protect the Contractor fromliabilities that might arise evil, of the performance of be workunder this -Contract by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudentmaintain higher limits and/or broader coverages. The Contractor is not relieved. of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insuratim in sufficient amounts;. duration, or types Commercial General Liability Completed Operations coverage must be kept in effect for up to three (3) years after completion of the project- Contract H xxx.2016 :rev;stns 1Q1a mismy :Budget Line hear#zax.xx 0000.xxxxx A. Coverage and Limits ofEtsurance Contractor shall provide coverage with limits of liability requirements provided that the Coverage is. written an a "following from" basis. 1) Statutory Workers' Compensation Colorado statutory minimums a. Policy Shall contain a waiver of subrogation against the County; b. This requirement shall not apply when a contractor or subcontractor is exempt under Colorado Workers' Compensation Act AND when such contractor or subcontractor executes the appropriate sole propnetor waiver form,_ Mimmum Limits CoverageA (Workers' Compensation) Statutory Coverage B (Employers Liability) S 500;000 S 500A00 S 500,000 2j Commercial General Liability ISO ICG 0001 form or equivalent. (With Comity named as an addinonal imured) Minimum Limits General Aggregate S 2,000,000 Products/Completed Operations. Aggregate S 2,000,000 Each Occurrence limit S 1,000,000 Personal/Advertising Injury S 1,000,000 Fire Dairiage(Any One Fire): S 50,000 Medical Payments (Any One Person) S 5,000 Coverage to include: • Premises mid Operations • Explosions, Collapse and Underground Hazards • Personal/. Advertising Injury • Products /Completed Operations • Liability assumed under an Insured Contract (including defense Costs assumed under contract) e Independent Contractors • Desiimated Construction projects) General Aggregate Linnt, ISO. CG 2503 (1997 Edidon or equivalent) • Additional Insured Owners, Lessees or Contractors Endorsement, ISO Form 2010 (2004 Edition or equivalent) • Additional Insurer]—Owners, Lessees or Contractors Endorsement, ISO CG 2037 (2004 Edition or equivalent) 6 Contract k xxx.2a16 Budget Line Item q xxx.,ocM000 xxxxx Nwlnon: 1010512016&f The policy shall be endorsed to include the following additional insured language on the Additional Insured Endorsements specified above: "County, its subsidiary, parent; associated and/or affiliated cntities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers named as an additional. insured with respect to liability arid defense of suits arising out of the activities performed by, or on behalf of the Contractor, including completed operations". 3) Auto Liability Bodily injury and property damage for any owned, hired and nom -owned vehicles used in the performance of this Contract. Minimum Limits: Statutory CoverageBpdily(Propeny Damage (Each Accident)' $ 1,000,000 4) Special Coverages (cheek as appropriate and insert amount): a. Ll Performance Bond $ b. ❑ Professional Errors and Omissions c. ❑ Aircraft Liability d. ❑ Owner's Protective e. ❑Builders Risk £ ❑ Boiler and Machinery g. ❑ Loss of Use Insurance It. ❑ Pollution Liability i. Cd Crime, including Employee Dishonesty Coverage, or Fidelity Bond B. Proof of Insurance: 1) Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided or canceled except after thirty (30) days prior Written notice has been given to the County, except wlicn cancellation is for nom -payment of premium, then ten (10) days prior notice may be given. Such notice shall be emailed directly to Procurement Helog),pitkihcountycolo. if the insurance carrier will not .provide the required notice, the Consultant/Contractor and or its insarance broker shall notify the County of any cancellation, or reduction in coverage or limits of any insmarce within seven (7) days of receipt of insurers' notification to that effect. Simultaneously with the Certificates of Insurance, the Contractor shall file with the Project Lead a certified statement as to claims pending against the required coverages; reserves established on account of such claims, defense'. costs expended and amounts remaining on policy limits. Z) In addition, these Certificates OF Insurance shad contain die following clauses: a; The contractor'sinsurancs. shall be primary and. lion -contributory With any insurance or self-insurance purchased by the County. CantudA 0 xv.2016 Budget Line Item It xxa:xx.00000.xxxxx R,konI0105/2016btf b. The Insurance companies issuing the policy or policies heleunder shall have no recourse against the County of Pitkin for Payment of any preraimis or for assessments under my form of policy. c. Any and all deduchbies or sclf-nlsured. retentions in the above- described insurance policies shall be assumed by and be for the amount of and at the sole expense of the Contractor. d. Locationof. operations shall be: "all operations and locations at which work for the referenced Project is being done." 3) Certificates of Insurance for all. renewal policies shall. be delivered to the County's Representative at least fifteen (95) -:days prior to a policy's expiration date except for my policy expiring on the expiration date of this contract or thereafter. 4) The County reserves the right to request and reerive a, copy of any "policy and any policy endorsement at any time during the term of this coiitract. XIV_ Exemptions and Preferences. All purchases ofcoustnlction or building or any _other materials for this contract shall not include Federal Excise Ta-ges or Colorado State or local sales or use taxes Pitkin County is exempt from such taxes under registration riuitrbers 98.02624 and 84-78000-5k. XVRecords. The Contractor shallmaintain comprehensive, complete and accurate books, records, and documents concerning its performance relating to this contract for a period of three (3) years after final payment udder the contract and the County shall have the right within the three (3:) year period to inspect and audit these books, records and documents, upon demand in a reasonable manner and at reasonable times, for the purpose of determining, by accepted accounting mid auditing: standards, compliance with all provisions of the conduct and applicable law. XV'L Contract Made in_Colorado. The patties agree that this contract was made in accordance with Inc.. laws of the State of Colorado and shall be so consumed. 'Venue is agreed to be exclusively in the courts of Pitkin County, Colorado - XVII. Attemev's Fees. In the event that legal action is necessary to enforce any of tlic. .provisions of this contract beyond the arbitration described in Paragraph 9, the substantially prevailing party shall be entitled to its costs ands easonable attorney's fees,. XVIII. Governmental Immunity. Contractor- agrees and understands that Pitkin County is. relying on and does not waive, by any provision of this contract the monetary limitations: or terms (presently $'150,000 per person add $600,000 per occurrence) or any other rights, immunities; and protections provided by the Colorado Governmental Immunity Act, 24-I O-101, atdey., C.R,S., as from time to time amended,.or otherwise available, to Pitkin County or any of its officers, agents or employees. Further, nolle ng 8 Cora,,ia ft xitx.20i5 ]o/o5/20)6 &I Budget Line Iters gxxx.xx.Ond00.xuux in this contract shall be construed or interpreted to require or provide for indemnification of the Contractor by the County for any injury to any person or any property damage whatsoever which is causedby the negligence or other misconduct of the County -writs .agent or employees. XIX. CurrenlYeaz Obli2atians.The parties acknowledge and agreethat any payments provided for hereunder or requirements for future appropriations shall constituteonly currently budgeted expenditures of Pitkin County. Pitkin County's obligations under this contract are subject to Pitkin County's armual Tight to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the contract shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the [tion current fiscal year of Pitkin County. No provision of the contract shall be construed or interpreted as creating a multiple fiscal year .direct or indirect debt or other financial obligation of Pitkin County within the meaning of any constitutional or statutory debt limitation. This Contract shall not directly or indirectly obligate Pidan County to make any payments beyond those appropriated for Pitkin County's then current fiscal year, No provisions of this contract sliall be consumed to pledge or create a hen on any doss or source of Pitkin County's moneys, nor shall any provision of this contract restrict the future issuance of Pitkin. County's bonds or any obligations payable knot any class or source of Pitkin County's money. XX Notice Anyriodoe required or- permitted under this. Agreernent shall be in writing and shall be hand -delivered or sent by registered or certified :regular mail, postage prepaid to the addresses of the parties as follows Each party by notice sent under this paragraph may change the address to which future notices: should be sent. Electronic delivery of notices shall also be deemed sufficient and considered delivered upon receipt of confirmation of delivery on the part of the sunder. To Pitkin County: with copies to: Linda Gustafson Pitkin County Attorney's Office 501 bast Hyinan Ave., Suite -11106 123 Emma Rd., Suite #204 Aspen, CO 8161.1 Basalt, Colorado 81621 Email Linda.Gustafsoii@PitkinCounty.com Finail: Attomey�apitkincounty.com,. To Contractor: Kofile Teehnologim Inc. 6300 Cedar Springs Road Dallas, TX 75235 Phone: (214) 5$0-8393 Finan: kyle_chaneyyykofile us. XXL Public Contracts for Services and Public Contracts with Natural Persons. In maformince with the provisions of C.R.S. § 8-17.5-101 and 102, as amended and C;R.S, § 24-76-5-101, as amended 9 Contract#kvx.2016 Budget Line Item # xxx.xxc0000.xxxxx ReN1b,,:30/O512016b:j PU&LIC CONTRACTS FOR SERVICES. CRS §8-17.5-101 [Not Applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory servicesor fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services] Contractor certifies, warrants, and agrees .that it does not knowingly employ or contract: with an illegal alien who will perform work under this _contract 'and will commas the employment eligibility of all cmployea who arc newly .hued- for employment in the United States to perform work wider this .contract, through participation in the. E -Verify Program, or the Department program established pursuant to CRS §577.51t71(5)(e), Contractor shall not -knowingly employ: or contract with an illegal aficn to performworkunder this contract or enter into a contract with a subcontractor that fails to'certifyto Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. Contractor (a) shall not use F. -Verify Program or Department program procedures to .undertake pre-employment screening of jobapplicants while this contract is being performed, (b) shall notify the subcontractor and the contracting State agency within three days if Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work wider this contract,. (e) shall terminate the subcontract if a subcontractor does notstop employing or contracting with the illegalalien within three days of receiving the notice,.: and (d) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8-17,5-102(5), by the Colorado Department of Labor and Employment. If contractor; participates in the Depatmurt program, Contractor shall deliver to the contracting State agency. Institution of Higher Education or political subdivision a written, notarized -affirmation, affirming that Contractor has examined the legal work status of such employee. and shall comply with all of the other requirements of the Department program. If Contractor fails; to comply with any reguiremont of this provision or CRS §8 -17.5-101 et seq-, the contracting State agency, institution of higher education or political subdivision may terminale this contract for breach and, if so terminated, Contractor shall be liable for damages. PUBLIC ':CONTRACTS WITH NATURAL PERSONS. CRS g74-76.5-101. Contractor, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (a) is a citizen or otherwise lawtully present in the United States pursuant to federal law, (b)_ shall comply with the provisions of CRS .14-76.5-101 et sea.,. and (e) has produced one .torn of identification required by CRS §24-76.5-103 prior to the effective date of this coutrect. 10... Cont.d 4 aax.2D16 ariis!om so/os/loibbg Budget Line Item p xX ,moODbo.nxxx N WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein above. Kof le Technologies,. Inc. Sigtr4w,ur Date � V Printed Name "Title PITKLN COUNTY, COLORADO RECOMMENDED FOR APPROVAL. i p l /-z3 J; udPitkin County Clerkand Recorder Date F AnSTANDARD/ADDITIONAL LANGUAGE ADDED: 4 rJ� 40�ar,l� PichffjrVily R., Assistant County Attorney D K4>ta_IIgTE n ks.11Tt' 6mPYfilasra;iveR ortls tyianryelst System PraPQ6i �rCka+ +ttrnayWA frecvrder ctt �. Scope of Services CountyPusion includes the installation, training and project management support to ensure the project is implemented on schedule and to specification. Following contract execution, our team meets with the Pitkin County implementation team to review. the project plan and to mutually define otherkey personnel for the term of the project. We work closely with the. County team to determine how best to work together and limit demands on your time. During. this meeting we also establish weekly call schedule for regular updates and to make sure all information has been received.. We willhave sign -off procedure for the agreed upon specifications. If changes are requested following sign -off, they will be reviewed and discussed with the County to determine the impact on the current project plan and timeline. We will manage change orders in coordination with the County with proper sign -offs as well. Project Management Kofile will focus on a partnership with Pitkin County and dedicate the resources to ensure a smooth and seamless transition from your current environment to our proposed solution. The system is designed to be customizable to your specific workflows and environment. This flexibility allows your office to have input to create thedesired solution and environment that will maximize resources and operational efficiencies. Kofile's expert team will provide insight and recommendations to continuously improve efficiencies. As defined in the roll-out phases of the project plan, the first phase of the project will be the Project Initiation Phase and will include the following steps and will take place over a few days. = Project kick-off a Introductions of project team and definition of roles G Detailed review of Technical Requirements to clarify and verify requirements. If anygapsare-identified in this analysis, theywill be reviewed and discussed with the Pitkin County team. Additional specifications, details or enhancements will be documented and incorporated into the development and project plan. Collection of other details, sample forms, reports, field layouts, etc. for further review and assessment. subject matter expert(s) should be identified within county that can be contacted on specific questions. Detailed assessment of hardware and workflow. High-level review of project plan, milestones and dates. Kofile's project team will analyze the details collected above, build in any additional configuration or development and then finalize the detailed projectplan to review with County for sign -off and execution. Kofile assigns a Project Manager and project team that will work all. involved parties to execute the phased project plan as outlined in this proposal. Our project management: approach is very structured and includes. regular meetings and status updates. These forums are usually used to identify any issues or concerns but the County can bring any concert issues to the Project Manager's attention at any time. Issues and concerns are reviewed and related impact to project is identified. The Project Manager will facilitate the resolution of any issues, in coordination with the County as appropriate, and then communicate the resolution to the project team. Resolution will be reviewed to allow the County and Kofile to jointly determine if resolution is satisfactory. Kofile also has an escalation process that will be reviewed with the county during Project Planning. phase. It iscritical-that these procedures are reviewed and agreed to during the Project. Planning Phase. Kofile will work with the County to follow standard procedures that they have in place. It they Project Manager's role to adhere to these processes and communicate effectively with the County throughout the entire project.. Kofile complies with industry standards that are relevant to our services and solution.. Our organization will comply with any State, County and other regulations that would be involved in the contract with the Pitkin County. Clerk. Throughout the detailed project plan, review and approval steps are built for the County, This includes testing phases of the system as well. Kofile employs a team of internal quality assurance and review professionals that rigorously test system configurations. and development,. and conductquality assurance reviews and. compliance testing prior to instals or deployments. Strict internal quality controls are also adhered to with regard to testing and product environments as well. During the project planning and implementation. phase, there will be various checkpoints and monitoring of the project being performed by the Project Manager, Account Manager, Lead Developer and QC/Implementation Lead to: -- Confirm interpretation of the project is in line with the County Clerk's requirements Evaluate effectiveness ofCountyFusion features to the County's desired workflow Participate in assessing hardware needs for procurement along with proper configuration Quality verification of data conversion including structures Quality verification and certification of requested integrations Responsible for verification of the design, procurement, installation, test and inclusion. of appropriate acceptance criteria �r�fifa7echnalogieS,-�#� �' I+��hP�uR7fee�rs3s.1v7}naSemeei$YSSemFraPassi Aikfn Pt>aYfi}"CIRrk 13 Protect Plan Deliverables A detailed plan for product. development, installation, data conversion, hardware acquisition and training was developed with. a detailed timeline and clear deliverables. Detailed documentation will be presented upon contract award. Our deliverables: include: _ Detailed installation plan and timeline with clear deliverables Comprehensive training for all users A fully operational application Plan for ongoing use and development Continuedsupport plan Below is a high-level overview of our implementation timeline. A detailed project plan is included with the. installation of the CoumyFusion System, The plan will detail all milestones and tasks to be reviewed and signed -off by Kofile., the County Clerk and Project Champion designated by the County Clerk. Pa�' 14 'ixsfile Teehnviogl2s,Tnc� �u"�7p�-heosrve Tecci'ds Man2,gCynye13; 5gstem�rapcSal `_' Pk2kIRCotiMyileTk &1�w�t-der, cp '. Sample CountyFuslon Installation Timeframe with Major Tasks ACTIVITIES MONTHS MONT142 MONTHS MONTHA MONTHS MONTH6 Kink off Meeting Scorning &Analysis ___... w � Site Visit i Workrlaw Evaluation '.. E __ .. ' v Process Mapping 0 m c Hardware&4nvmonmentAssesment << Data Conversion / Testing ., Tailoring to specfications c r o . o - Change management E � 0 „ o Quality Assurance & Quality Control - �.. Equipment Setup c : Testing in Enmrpnment/Feedback' c � User Training (mternalfpubllC) c E C. Live / On -Ate Support ' F Evaluation/Enhancements '. Ko51e Tethnolo�esr lar: '[ompr,;;k¢m+snre gecortlsMan2ReR'knL�ystem Proposal'; - €ifinn CountyCleric & Aeeostler, eo Index.and image Conversion from Legacy System The Kofile team has imported and converted land records from. numerous types of databases and files. Our approach to data conversion is toreceive a sample file from your current system, evaluate thefile layout, determine: file mappings and then determine the best way to convert. into CountyFusion. Our required file format is quite flexible. Kofile realizes that a successful data conversion is critical to a successful implementation of our software_ Using. our advanced technology, we ensure a timely. and successful conversion of your current data. This expertisehas allowed us to successfully convert numerous databases from multiple formats. We employ strict quality controls to ensure the integrity of your data. Testing and acceptance is done before your go live date, Kofile recommends following the PRIA standard XML output format when converting data. Since Kofile is very familiar with the different ways counties save their data from having converted data from over one hundred (100) counties, we are aware that you may have special indexing requirements and methods, For this reason, we analyze your records and do the work in mapping the data properly. Our team will work with your County to properly understand your indexing procedures. During the migration process, Kofile will also perform an extensive pagination process to cross- link all data to the associated images. During this process,a rigorous quality Assuranceprocess or standard is adhered to in order to ensure a clean migration to our system. All functions within these processesare followed by detailed reporting of any errors, omissions or anomalies throughout the migration process, The imagefile headers utilized within the CountyFusion application: are all non-proprietary and standard imagefileformats. The image processing is designed to ulilizea typical TWAIN. driven device which will export an image to any typical. TIFF Group 4 compression image file format. Our file formats are based on client requirements and all associated. documentation willbe provided as necessary.. Please note that the data conversion does not include verification of the accuracy of the existing indexed data. Kofile does providequeriesthat identify suspicious index content for the County's review. We ensure that all .current data is converted into the new system correctly and is. available for your end users. Below is a high-level overview of CountyFusion's data conversion process: Receive. Data & Images from County/Vendor in Agreed Upon Format (timeliness is critical to meet deadline) Review & Assess Data = Confirm All Fields_ & Clarify Mappings Map Fields r.a 16 - Test Conversion & Provide Quality Report = County Acceptance of Test Conversion .: Data Cleansing and Additional Testing Final Sign -off of Conversion by County Complete Changes and Conversion Receive Data Gap @ Day End Final Conversion (at night) [raining The CountyFusion Solution includes a thorough training curriculum to ensure all parties using and accessing the system are properly trained. Kofle's trainers will work with the County's team and public searchers so they may reach an acceptable comfort level to take advantage of the System's benefits. It is Kofile's intention to cross train the County employees (where applicable) in order to provide the County with more opportunities for improved customer service. CountyFusion will allow County employees to continue within their current workflows, but will help them to index more documents and more fields in less time, improving accuracy and allowing them more time to assist customer/constituents. Additionally, CountyFusion will be easily accessible. from employees' homes, if the County Clerk and Deputies deem this as an employee option. CountyFusion will provide the ability to view previously created reports, as well as easily create new reports, with filtering and sorting tools. All reports will be available on a secure basis, ensuringthat only those with approval are capableof creating, running and viewing these. reports. Forexample, Managers will have the ability to run production reports to see employee; production levels and error rates. 7rainiing. Package Highlights • The Kofile, team will trainall users of the CountyFusion records management system at the Pitkin County Clerk's office. • braining materials and: manuals are provided during the training. Ongoing updates and support materials are provided for the staff. • Each user has a customized main menu based on their permissions. They will only see menu options which they access. Users click on a task to launch and can click next or previous to move forward, Required fields arehighlighted and if any information is missing the system would not allow the user to move forward and list the missing data. Depending on the User's preference they can choose to navigate through the menu text, click on icons, or enter in hotkeye. All navigation instructions will be provided in a document and quick user guides and cheat sheets for users to familiarize themselves with the. System. • The training is conducted on-site and we combine class room trainingwith on-the-job training which has proven to be very successful. Our implementation plan includes a period of time when our Solution is. set up in parallel to your current :system, This :provides the environment to-conductuser acceptance and on-the-job training as well. Esgc 17 f$. TgCbnolbgiES, j:I£. crenpe FQ f. 4b& -S? 8rragerr�utt5y ,.dtt Propo9al `„ i7,itrW+f3sRAY1'`#er4 s�bMl2t:fS7 This allows the Countyto 'test drive' the Solution in your own environment before you 'go live'. The training provided for other clients and users of our systemhasbeen very successful. The system is designed to be user friendly and intuitive. Even `non -computer literate' individuals become very excited during training because they are able to understand and use the interface in a short period of time, Kahle also plans to make annual user group meetings, scheduled in conjunction with County conferences, as a standard part of the organization to help drive product direction, address. customer issues, inform customers on product feature/function and direction, provide product training sessions, identify industry trends, and facilitate, industry knowledge transfer. Below is the recommended outline for training users of the CountyFusion System (training classes and durations will be customized according to your office's needs): Deputlesand A detailed session demonstrating and 8 hours Supervisors -reviewing all of the specialtools available to supervisors. This session is essential in On-the-job educating supervisory staff on how the oversight with CountyFusion. system can assist them in production work performing their duties with automated processes: - Details of accepting, cashiering, recording, validating, indexing, verifying and searching documents are reviewed. • Supervisory rights including administration of users, permissions, groups and name lists are covered. Escrow/charge account set-up, maintenance, balances, deposits and activity, •. How to retrieve and review audit trails. • Relevant production andfinancial reports are reviewed in detail enabling staff to utilize all the resources available in the application's powerful reporting. module to quickly review work and serve as an .automated checksand baiancestool. = Staff performance metrics only available to supervisors are reviewed during this session. Instruction on how to review and edit payment information,. recording information and issues public announcements via the application. Finance and A training session specializing in. payments, 4 hours Accounting payment mothfiration, daily close-out drawers, escrow/charge account administration and month-end. reporting. Staff Subject matterof training session will focus on 8 hours each department's responsibility. Staff ' members being cross -trained will attend On-the-job multiple sessions. oversight h production production work = 19 Agents and title searchers General public System: administrator Train the trainer Kd€lie lechnologfes�nc � - Campregeek5�'(rpe+5rdsftaaagemei}t 5ystein Proposal P:tkln Gtruatyf3trk&Fzwrdor, LD Departments include: Operations Cashiering Indexing/ Data Entry +- Scanning -= Verifying Filming Howto use online services, make purchases IIn= session and edit userpreferences with question and available at 2 answer session. different times How to perform general searches and sign up 1hour session for property fraud alerts with a. question and available at answer session, different times :An overview of the tountyFus on application is 4 hours classroom provided by training specialist. Includes style instruction on how to setup users, simple 3 days on-the-job system configurations {installing the during application, reinstalling drivers) and special implementation edits. This class is provided on-site it) a classroom style setting in a conference room. Subject matter of training session will focus on 4 hours classroom each department's responsibility. Staff style members being cross -trained will attend multiple sessions.. Departments include: Operations Cashiering �= indexing / Data Entry Scanning Verifying Filming aI.- - It'n 1, xdt Sit, Ctila5iR'di distKg,4+tN'LLCtRrh Pr*3S)as�t $Ydsye&Arda5to Recommended Hardwore Equipment Roble recommends hardware fisted below with specifications for optimum results when using the GountyFusion application. The Kofile team can further assess hardware to be purchased for the successful implementation of a Records Management System with the Pitkin County team upon project kick-off. Kofile recommends hardware equipment listedbelow to achieve optimum results using the CountyFusion application. The Kofile team can further assess hardwareto be purchased for the successful implementation of a Records Management System with the upon project kick-off.. Server Environment Web, application, database and image servers Model: DELL Poweredge R620: Processor: Inter' Yeone ES -2697 v2 2 70GHz, 30M. Cache, 8.06T/s QPL Turbo, I.IT, 12C, 130W, Max Mtm. 1865MHz, Memory: 3236 RDWIN4, ;333 VIT/s, Lo.v Volt, Quad Rank, xd Data VJldth 09 \Vindows Sewer 2008 R2 SPI, Standard Edition, x63, Includes 5 GALS RAID C.Cnfiguranore RAID'.+RAID 5 for H710P/H7111/11970 (2' fl-gHDDS) Hard dives: (6) 1T6 7 2F_ RPM SAT_' Y bpc 2.5in Sot -plug Hard Drive, (2) 500CB 2.2KREV SAI A Kbps 25,n Hot -plug Hard Drwc KVM, Rack and UPS Dell APC NetShe!ter SX 42U Enclosure (A75A5497) Dell 18.5 in TO Rackmount. LED KMM Console -.English Language Keyboard- TAA Compliant(A7546778) Dell 1U KVM Mounting Bmckei (,47485911; Del' USB Servet Interface Module -FAA compliant (A7S47276) SMART UPS 1000VAP,M 120V 2U.LCD (A4495311) Network Switch Dell PovaerCnnae¢i 2624 switch 24 10/100/1000BASE-T auto -sensing Gigabit Etharnet sv,,iTching ports 25fF fiber combo ports provide support for 700DOASE-SH and 10008ASE-Lk transceivers Power reduction for short cables or inactive corrections Auto -negotiation for speed, duplex mode and flow control - fCo51e 1rYdtn�logSeS, faa: Cum.) betuirR31eca�dS. lid m,H»t system araPosat•, �i'+rSiauv#yi3ekkRi t�Wera co Auto-MDI/MDIX OCR Servers DELL .PowerEdge R320 PowErEdge R320, Intel"Xeon" E-24XXv2 Processors Chassis Configeratioo 3.5" Chassk with UP to 4 Cabled hard Drives and 4mbedded SATA Iatarnai Optical Drive DVD+j-k'VY, SAIA, I rteFrA fo1411D C"15 I-, System Commenfat'�an Etect, nic Systom Datumenation and DpenKlanage DIA) m!for R320 112 Intel° Xeon' ES -1410 r2 2.806tiz, 10M Cadre, Turbo, 4C, EJVf, Max Mem Processor 1333tgH. Me mo ry Configuration Type Performance Optimized Mean, DIMM Type and 16COMTJs RDW [AS Speed Memory Capadty 16GS RDIMM, 1600MT/s, Low Volt, Duel flank, x4 Data valdm Operating System WindowsSRrver 2003 R2 SP1, Standard Editiagx64, lndudes S CA.iS 05 Media kit: Windaw5 Server 200&R? SPS, Standard Edru"i 4, Media par OS Partitions Maximum Partition Size for Nicrosofi 05 RAID Cdnfiguraficrt N. RAID wrth Embedded SATA(1=1 SPT.A HDD) crtth fabled Chassis RAID Controll«r Embedd, d SA'iA Ftard Drives (2) 5XjrB 7.-,K RPM SATs 3Gbos 3.Sin fabled Hard Drive Etnbeddod Sp,tems Basic Management ft9anagem"A Add I,, Neteyork Adapter On -Board Sroadcom 5720 Dbal Port lGb 10,10 Powa: Supply Dua1,HOt-glu;' Redundant Poteer Sup-Ph,3S0vu (21 NEMA 5-15P to C13 Wall Plog, 125 Volt, 1T, APAP, 10 Feet Qral, Power (tower cord, Cord Red: Rziis ReadtRa➢s"Sliding Rails With Cable Management Arr -ezel Beret Iatarnai Optical Drive DVD+j-k'VY, SAIA, I rteFrA fo1411D C"15 I-, System Commenfat'�an Etect, nic Systom Datumenation and DpenKlanage DIA) m!for R320 112 13 ' 14rri7e icehnolo�g5r#n,�. ., adEe}rsiFA�rfrydiVraba'rt�6ni5Y3lem Propos9ii :_'�igWilly't`)2YL$r.itBCilh{�': Lit Workstations DELL OPtitplas 9020M Intel" Com " i7-47857 Prose mor {[2uad Cort, $Ni S, 2 ^<OG Hz w/hU46DD Vrccessor h _ Graphics) Wmdoos 7 Professional English/French 6561t (Include,'Madows RA Pro Operating System(.,) _ License and Media) tJticrosoft Application Software Microsoft'{ Office Professional 200, English, French And Spanish Memory SG3(1x8GR) 1GPJbMZ-0DRRMemory Hard Drive 12SGB 1.5inch Sclid4tate Drwe .Dell Data Protection I Encryin lar, No DDVE Eacr; ptian Sc@mere Sezuf By 5W 5eeurity Software No Anti-Virus Sofhvare 4 rtaAf Soffwere Pow"DVt).3okware nc¢ fociuded Deli Backup R. Reco'-der/ Ueif Backup and Recovery Basic Cperalmu5ysteta RecovaryOpiions. Windows 8,l Engish O,2eeevery DVD Stands Mkeo Vertical Sta"d multi Select moaHors Deli U!VaSharp 2,1-WARM. Keyboard USEng.ish(QWERiy)Dick K8212-R QuIkKe{ USii Keyboard black M1-0ous�' Nil LISP, Optical Moose sAMl Addtuonaf Hard Drive Na Additional Hard DmJe Intel" Dual sand Wireless-AC 7260 81,211AC iA -H + ST 4.0 LE Wn efes5 WITeIcs,.Gid serial Port/PS2 Adaprer No Accessmie,, : 3a( ty/Ervuanment arid .R,egvlaTay Crude {fag!r5hlfrendi Multi- Documen atlon/Diss., langvagz) E-Star ENEBGYSTAu Verson-1,0,13 13 Chassis Options MOD,CHAS,MiC O,f4F,402064 OptiPle,e 9020M Deft 9020KINAicro BTX Base PowerCard Systeru Power Cord jEngli6) to.v Power Made L-WatiBIOS - Non -,Vic osaft ApOication Sofh%,are lv6ridow5.7 Dow•ngrde 5•,'stems ManagemeM Inert vPro Tethnoluter Enabled DisgnostiC CD/Diskette W Piognosti�[Recovery CD media EGA Module D91,1 LAI D09JDAO{BTO TPM Security TPM Packaging Shipping Material for mucro Syttem Processor Bianding IntWCorn-47 VPro Label Power Supply M0D,40P` AC,',S L ON,3411 ,;Wrh7 Labf HeBuls B;rq label CowpuTa,e Offerings a Stnotrack Na �ampntracc Label Bard Drive Software NO I N TEL RESPONSIVE Driver Intel Wireless 7260 3 Yea, Bask- Hat dwai e Service with 3 Year NBD Unwed Onsite Servile Ha,ewere Support Services After. Ren -toe Diagnasis External Speakea N, E,ztenral Speaker DVI to VGi, Adapfc r No AGLN55ocles F 114 J il+7eTe-thnola6'..... `. �em''4r�4feative ftCcpiu�' aba4ErnBni SYSiem proposal '; .:. AtMn Cat1nPlLyerki;'pp�Kd2Y, CO Scanners Fujitsu 6770 — High speed production scanner Functloral Spedficaiions nrHmeq['o In(,'Mae Automatic dl feeder (AC1F)&Flatoetl r' - 7echnolo t fh ,ge coupled dercE (CCD) ima esensot (x3 u 5]79) Output Mp ochrrane, SO to 5,10doi, 1 00op e Resolution (dqi] ) Criu scale zed Color Cpt+cil Resoluboa (up,). . _600 Output format i Colo-: 24 bit,8b:t%4 bi Gr yscole-8 b[ Sb ; iwonochrome: 1 bit. ' AD Cumve, tic, iJ24 levels ill bit AD app., tY onSheenj)e e/A4 WIt,) 11 Docu m,Lsrzo -. AGF rn o: num 2in_x3m, _ ADF maUmu,, I 1-.7 in x 17 in i Paorr.Vc+gM1Y_.--, ...._ tdto 56.1 ih .,'. Flatbec', ... in. x 18 in.. erfzce U 'q 2.0 & cp pin Ultra SCSI (fi-666]0, L 677x) US a 20& ds Pin tlltta SCSI USB 26 P, S'7 oro Ultra ., SCSf ifl 5679A, fi-F?7g4j 5cami96 Speeds - t:ri/Lai ap�'Aode Srrplex 4upiex ', tSonoehram , Caaysen[p &Color y 200 dp, _ Sb pini 18G wrt ? Mona'hr m &r.V'Ca{e2 Colo ( 3D9, o>i SO bpm IBO icm t ato;c + 26 se,cn051200 dpi)J s_cond QUO d{I L tier/poltra ✓ode Sill Clupiex j Vonn,,,,re C*ayscaleECorer 2002-p 2JP�'m 142 rn onochram Graycale Color P 300 dpI 60.opm 1201pm a'be:: UOs=om '290 dp1), It eond,(30C dpj rrs'p�(5prefcxtiGn§ Fewer recniv Errerts (auto t. [oh ^g1 PC 109 243V 54) ' 60 He ; FOWer ,Cpeonng '.. ccr5tl;epnOn _ ._ 6fepr,oIDdP i. Auta. Standby (Off) Made operatmng Temperature envrtam eni _Rea iseH nidlty Dimensmm iWhO) WV gh. Re6dbflity Specibration= Deily d»ty tvcle I rwned W.ri unty Service 3ptio!ts l amass air+ ondh sacnle- ur'c onv=rt ' r rot§2 of rLE]LM,:fdiaF I CYI[.. 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Advanced -DTI, mmpf{!gid llTC ,RG3, Auto Lplo i,.Deskev; cropping, Punch hole removal, Tab tropping, tipper loner separ3Crpn, Error diffusion, Dither, Moire removal, image f mpl.asis, Lehr cleanup, Dropem color (None, Specified, Color Saturanor.;; €dge repair, Vert-il Streaks I - Reduction _ Scaib.m€ 1 Cu'x_i ADP Simpmx C-0opm,.Guo e 20 ipm SpeeO Grayscale i2C0 bpi! 80O,fm) (A4, P.rtr.utt} Monochrome AD'Capac aa' 8GShccII (L -ter i0 b DrA4 20 g/m2) - Documen. � ADr mimmam i x 2,13 in,('_d 8 58 mol ! �. size 1DFinas;n umb _.._ 1 8.5,1 14m, {216x55 mol Long Document A27 x 220 in IS33j('+1 aS,S&S n.... FDF Feetl ep L ler 12ta 110 1,4 (27 to 4l ,(m Z) Caper bVe!,,t {-hlc2oess) A8:Yeets _34ioSt, lb, (Ie7to? s/lot) artl a! lip to+ mr)^cri,a, ndaxCspape'eediY.3c' tnrertacc US830:bacw.ard compatible M �.n m u n PC Spi,cff ration .ape ram_7 iEE,S Hz rocessor Gd YAM _ __. PeVsica! Su_-flwtions +errequ'remer1L 100 io 24UVAk e10'd, Pcwer consumption j38 IN or le<s Sleep: LEW, Standby: 0.35Vu P pa 117 - ap5�a�ehnglpgles, Ina,; - 6os�x �s-'vo-Ilk - a lyl&naBe'n;;r+%53sMM fmposal -_-PiY�tMY�c+N§i'i''� •i I(ecara67, G*- L,mensnm \Vx0xH)� 11.9 x 6h64in. (300x170X 163 rrc) � we,ght 9.16 lb, 1,4,2 kg) cr fess Er l.ronrr ofaf Compat%bl.y'� EN R YSTA /R S/EPEATSIve bperatmg "Tempefaturc ". e2`to 9"f(Vto 3S'C) j envitaunaent ft2lalfve humu'Ip 20 gOr jr.•mccno-ensing) � � mbb x COI.t=nG I ADF paper O te, AC cable, AC adapter,.lJSB able. S .up UM !. ROM, li Gettlng Started Guide Buncled czfoarare PapeiStr-am IP MvAIN/icr$I Crtve,, Software Operation panel, j EI rer Recovery Gtvde, PaverStredm—,ul Scan..... Manager for( Serie xzn to Micro [thawFolnf 13 ABBY! ' 'In Yp ltCr tOi $la :2,0, $C2f1nQ/ antral Admin A tIt't Optmns Fc roan lmpluwef(fi7160 uplyicC In ,Sheaf US%,pper2 Winavw0b(32-btt/64-btt),'mndou"7(371ptgA tt) - _ Wirauws lNsta-(P- bK/S4-b$1.. 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Humidity 0% to 95% non -condensing Drop Designed to withstand 30 drops to concrete from T5 m E n0ronmental Sealing W42 LightLevels 0 - 70,000 Its" Scar Pattern Single scan line Scan Speed 1O0 scan lines per second Scan Angle Horizontal: 30' Prvit Contrast 10% minimum iseecti nae difference Pitch, Skew 60', 60' Decade Capabilities Reads standard TD and GSI Data®ar symbologtes - Warranty 5 year factory warranty Printers Network Printer HC LaserJet Enterprise 600 Printer 1ui602x Print speed black Wormal: Up to 52 ppm (ivfeasueed using l501IEC 24734 ex0udes¢irrs,'oftesr dccud ents Torrnore iofb,00tioo seettttr�wwhi con'oo[quncerHowls. [xoct speed vories depending nri rhe srstcm wnporrotr'on, sof wag cppi%cation, drive t, ani document comelexit]i-) Ftrst page out heady) Black: A `a>" as LS sec I fi rst pope our time is meo5u•ed from, Trny 2. Exact speed vvries depending on tY%e sy, are conf7gvrotfpq so lTwore npp8cmforT driver and docuinant mmpfexity.J Print Duality black.(Fcst) < Uoto 2OOx12ODdpi a 19 #ale ; echnak+gks, anc. '; CG[�f'"'laittt+oos mam 0tneTt S#SEem Pio^ros'aI '= Pn:;ia;y Clerk&fiCeory3g;i4 4r Duty cycle (monthly, .44) Up to 225,000 pages (Oaty cycle is defined as the mcximum number of pages per month of !raged ruednt. This vrtue pravldes a compairlson afproduc robustness Jr relubcs, to Inter HP 105oolt Ir HF WIr LosedeC devices, and enables on, mppene deployment of printers and N)FFs to satisfy the demands of connectedfeCrviddai orgroups.) Recommended monthly page volume 3000 to 15,000 (HP recommends Chat the number of printed pages permonth be within the stn ted -ohne for ao'imazi device performance, based on factors mcludoigsupplies replacement Intervalsand device - 10S, over an extended warranty period ) Print techholoey • Iaser- Proce55orsPcd 800 Mfo Print lano;?ges 015pla/ H P PCL G, HP FC,- 5 ;HP PCL 5 driver a, ailable frorn the Walk only), HF postscript level 3 emulation, native PDprinting (v Loi a -line. LCD (color trst and graphics) Receipt Printer Epson TPA-H6000N Character set 95 Alphanumeric, 37 International, 128 x 12 Graphic, Simplified and Traditional Chinese Interfaces Built-in USB;. Connect -it including: Serial, Powered USB,WiFi, Parallel and Ethernet Data buffer 45 bytes or 4 IB (up to 381 IT for graphic files) Supply voltage 24VDC±7% D K,r1'. function 2 drivers Sensors. Cover open, for. of torr. 3octom of form, Slip eject, Roll paper near end, Roll paper end Factory options Fromse_r„ent printer, validation printer, Mom width paper guide Pia -58-11, DM attachment DPR.-6000, ;onnectorcover QT-CC6000 Overall dirnenefons 7.32 x 30.95 x 7,13 (W x D Y, H) Weight Approx.: 4 kg (9,7165) Lolor Epson Dark Gray (EDG), Epson Black (EBCK) 120 Bar Code Label Printer Zebra TLP2824 Rcaolutuan 203 apt (8,10ts/mmg Memory Standard: 128 K6 SRAM; 512 K8 Flash Reucrrt Fates phonal: 256 KR SRAC3; 1 tdL Flash Print \+ridth 2Z' (56 mm) maximum Prin length 11" f279 nm) r. -h standard memury Plu6lns Acrobat 2.2„f 54 mT) wit212Nhehd2d memory Print speed A” (102 mm)fsec 7Aediz zenccm Tiansrrissive, Refler,Ne Other peripheral equipment (if applicable) Signature Pad EPadnnk EPad INK USB W In?egrishya, Signing surface CD Technology Monechmme LCD whh toudl ad c5i5ning Sudare 3,0",,2,'?" Protective Screen Rwn vable/field-replacsahle stgnaw,c ssnface Actcaor Fype Tethered passh'e stylus Rigntei Cres Captures signature speed and pre>urc Iechnlcal<pecs PawHr sow^ce USS 2.0 Opt@tin LieRiS endows 2WO SPA. xP{ t%St2 32 rd 57, YAVnder+s 2, and Win l.w, 8 Reucrrt Fates 1.00 counts Pe,,ecc,nd Dev,Ce t'vien$ion5 5.94',694'x7.61" 'd:eight 03-1 Jos Plu6lns Acrobat Outlook; Wcwi; Excel z 122 Ka9f T�_cf.'nolc$iesr inc �ouiTxc�ieoslue�u ds Ms'�Eement 5a'st�n PttrPesal . r- k7i*S atk'Cetk&Ra-3YderW i' Annual Maintenance & Support Services Annual Mainteriance and Support Package Overview Kofile will focus on a partnership with your office and dedicate theresources to ensure a' smooth and seamless transition from your current environment to our proposed. solution. The system is designed to be costomizable to your specific workflows :and environment. This flexibility allows your office to have input to create the desired solutionand environment that will maximize resources and operational efficiencies. Kahle's expert team will provideinsight and recommendations to continuously improve efficiencies.. Kpfile provides a total and comprehensive solution with all-inclusive pricing. Annual maintenance includes general changes, upgrades, mandatory and regulatory changes, new .reports, ongoing training and user groups., Kofle is dedicated to providing a total solution. Kofile also plans on having annual user group meetings, scheduled in conjunction with :conferences, as a standard part of. the organization to help drive product direction, address customer issues, informcustomers on product feature, function and direction, provide product training sessions, identify industry trends, and facilitate industry knowledge transfer. Kofile is committed to ensuring that your .office is satisfied with our installation. We will provide software product updates or upgrades which is part of our annual. maintenance and support package. Any correcting upgrades are included inthe agreed upon annual software and/or hardware maintenance and support pricing as well as any technical upgrades or enhancements. 23 • .3td51e ic�EhrvatlWles ,ar '., CornpreRererve6enlyds 4ap_&tnelt ysiW''f� -. P#lkiR�numb�er(rR Reto2der, Annual Maintenance -SupportService Oetaiis for Software & Hardware (if applicable) All software:maintenance and support is provided by Kofile Certain hardware maintenance will. be provided by the manufacturer when warranty is applicable. Any OEM warranties on hardware wilt be passed onto County Kofile shall repair or replace a covered hardware component which. has been determined to be defective at its option with new or reconditioned equipment. Customer agrees to assist Koftle in determining corrective action necessary to resolve malfunction. This may require an on-site visit by a Kofile representative or a third party representative authorized by Kofile.: Kofile relies on the hardware manufacturer's warranty service agreement for defects in the covered hardware. Should the customer elect to acquire. premium services most manufacturers .offer upgraded gold support (less than 4 hour response) service level agreements. Optionally, critical components may have on-site replacement and/or redundant components/servers (redundant power, network cards, and/or RAID configured storage, etc.) to increase their availability at al} times, 124 `- v eiathaolctgies, dhs .. CtS.Yrg¢ls+l9rdRMaiHRemenT SysterraPasal s..:. =-P.irk.[dtitmLy.Ciyrlc&Aecortter-,Gi3 Contact Information Kofile Customer Care Center provides you several service features: ItALLUUirvca KUYILCRULIUAT51 ;t6nD)O IbVa ' Gssupport@Kori AFTER HOURS SUPPORT ', Emergency support available 2417 (888) 608-1808 GSSupport@Kofile.us SELF-SERVICE > .Katie has aknowledgebase availableto customers via the self-servicit. l tenter online... The self service center has .been proven to be an 1 efficient method of communication for response and resolution of i customer's support needs The center also allows customers to access a detailed view and status of their matter. Customers always L have the option to escalate an issue if they feel the situation is. not 'getting the attention it needs. - URGENT MATTERS ; If there is an urgent matter, please call the Customer Care center at (888) 6083808. Emads are reviewed and routed during normal business hours only.. Please note, email should not be used for urgent issues. If you have emailed an issue in and it becomes more urgent, please call the Customer Care Cenrer and have ✓our ticket number available. Experienced Technicians Kofile staff consists of three specialized areas for technician support. On average, our technicians have 8+ years industry experience per technician. All members of the KOFILE team are dedicated to providing clients with timely resolutions coupled with streamlined communication ensuring your office is up to date on any customer care subjects inquired about. support Process It is advisable for clients to always initially report issues to the Customer Care Center. By following this process, we ran ensure your questions/issues/requests for enhancement(s)/regulatory changes are always logged and tracked in an easily accessible manner for our organization and your office.. Your office will have the ability to look -up your outstanding or closed tickets through theself-service center as well. Urgent issues rshould not. be reported via email MAIL REPORTED VIA TELEPHONE an email can message with the ticket number for yourrequestt Please reference this ticket number when discusing this issue with us. ATCO Technician will review the information in the ticket and if there is sufficient information,. the ticket will be either be resolved or routed to the appropriate queue Upon being routed to a queue, tickets are handled in the: order which they are received with business impact being weighed to determine prioritization. When a call is made to the Customer Care center, a TCO techmcian creates a ticket and gathers important information from you. If the TCO cannot provide a solation for your call, they will verify technician availability for immediate response. If availability is confirmed, you will be transferred to a FCA Technician. over the last 6 months, Kofile Customer z 126 Ktz%reiehnatog'Rs amo . Carol#-heci>Proposal PISTf3'Lounty erk&Hecprderj CQ Care has averaged resolving about 45% of the issues during the initial phone call. If the FCR Technician cannot resolve the issue or one Is not available, then your ticket Is routed to the queue and you will be called back in the order received taking business impactinto consideration. If you do not feel the issue isgetting the attention it deserves, please make the I1.. TCA aware and they will escalate the ticket accordingly to ensure you are getting the desired response. Escalation Process Kofile's escalation path is to call (888) 608-1808 or (615)366-8490 and ask for a manager about the: issue referencing the ticket number. The escalation path has been established to better serve our customers. Please utilize the escalation path by contacting a Support Manager when the following occurs: In the event you do not receive a. ticket number when entailing GSS!ip_ rKnr iet�s c r after speaking with a TCO. m If you experience a work stoppage emergency and are told all support personnel are currently serving other clients: Please have ticket number available. Support personnel. have not responded to your ticket and TCO are unable to provide you with an update. Please have ticket number available. • You have a complaint about the service you receive. Please have ticket number available. 2N0 LEVEL 3RD LEVEL CONTAOrir In AND Zvs LEVEL OF ESCALATION ARE NOTA VAILABLE. Jeff Rothenberg —Senior C P: (303) 225.7923 '.. jeffrothenberg@Koiile us Kyle Chaney P: (210) 477-4101 kyle.cnaney@Kofile.us Manager ': a-1, 127 .- d`.®fi14'7pthr�rflpgiesr ltlG ptr„', Rrstke fccc'wds Management Systellt Qcmeradh iR€kar .iF.nY,m$`ck&Reoorsler iC#3 Pricing Due to our desire to partner with Pitkin County Clerk & Recorder, we have provided competitive pricing for installation and ongoing support of a total records management system. Our proposed solution includes the: following solution, services and maintenance based on a sixty (601 month contract. • Departmental Licensefor County Clerk& OCft(ICR Advancetl Indexing Recorder's Office FraiidSleuth • Records Management System: Land eSuite Solutions: eRecording, records and marriage licensing eApplicatiom, eCertification • Integration of Systems (additional feesfrom USPS will • Cashiering apply) • Indexing _ Employee performance metrics • imaging/Batch Scan ning/Back-scanning with dashboard • Tailored Reporting Dlsastef Recovery & R,eduodancy • Redaction (automatic and manual) COUN—I' U510N SOMNft. PUBLIC PORTAL USAGE & SET-UP • Departmental Ucense Web Hotting • Private Labeled Web Based public Search ef'rocessing (payments via Web) • County Portal Access/Inquiry $2100/per transaction processing • Web Hosting fee charged to public user $2,995.09/one-time scense fee 51,500.00/e roces:Ing one-time setup fee IN'PLENiG11A'D'V & TRAIN] NG SERVICES $?,3910b • Project Plan Training • Project Management On-going Support • Software Configuration 3'a party software fees(DaeJa, Windward &ABBY) CONVERSION SERVICIES . 1 _111... ay ,9n- 00 • Data Conversion from current system • Image Conversion from current system • Datailed analysis, quality controls and exception reporting and planning • Replication of data images to data center :TOTAL SOFTWARE. I ICfiNStNG, INSTALLATION &CONVERSION SERVICES ' $44,1t34 (T, =.z f28 • Toll tree support fine l Help Desk • Minimum of 4(four) sofeware upgrades per year • Online ticketing system with self- service capabalities I • Release Motes and on-line knowledgebase . We4Fx presentation and training or new release • :Training features • Bag Fires. • Modifications to reports, forms, letters, fields, fees, • User Group Meetings menus, permissions and preferences. • Mandatory Regulatory Charged 29 = Pai`i1e'L�fFtrtalgglps,Jna Ed-, ?r?2i<5 xe-i€acr+RFs7iA'ar2gemenf.aYstem Piaposai } P'ivrruAniryyElierk & AeGarde c.�0. Acceptance Koflle offers various payment. plans to suit each ofnc 2s unique budgetary needs 3.payment options have been provided below for software only and software with hardware solutions. Please review and initial in the space provided below and sign where indicated to accept pricing and sefvices detailed in this proposal Initial DESCRIPTION OF SERVICES PRICE Here 'i PAYMENTOPTION 1: UPFRONT PAYMENT t COUNTYFUSION RECORDS MANAGEMENT SOLUTION: $44,16400/ Payment dire upon successful installation. One-time fee one-time fee Includes: CountyWsion Software Licensing Countyfusion Public , - search Portal. Set-up, implementation and Training. Services and ` conversion services T ANNUAL MAINTENANCE & SUPPORT. COUNTYFUSION $4,616 00/ 'SOFTWARE', per year for 5 years (starting year l and valid for 5 years) PAYMENT OPTION 2: MONTHLYINSFALLMENT 3 COUNTYFUSION RECORDS MANAGEMENT SOLUTION $1,23300/per month for SOFTWAREONLY: 60 months Includes: CountyFusian: Software Licensing, Counryfusion Public Search Portal Set-up, Implementation and Training Services, Conversion Servlces, Annual Support& Maintenance for5of fare i" payment due upon successful installation Following payments will be invoiced on the 1`° of every month and . due within 30 days of invoice date -.__. PAYMENT OPTION 3: YEARLYLNSTALCMENT 4 COUNTYFUSION RECORDS MANAGEMENT SOLUTION $14,79300/ SOFFINAREONLY• __ per year for 5 years IncludesCountyFusion Software 1-keosing, CouotyPuslon. [public Search Portal Set-up, Implementation and Training Services, Conversion Services, Annual Support & Maintenonm for Software - 1` payment due np an suc,eSsful Ir,tBlt.hen i "rnlluwing payments will be invoiced m yearly anniversary of installation date and due within 36 days of novoiae date fsignatures on following page] e 130 x9eTsahnuw;gs rt; nprc�fiemiue Rer»urr AaRE- S-MemSYSl4de 4sroppzai ��lktrstVnErfnark&-t#emEt'+ef,4d.� Please indicate your agreement to' proceed based onthe information contained in this proposal by signing below. The terms: and conditions outlined in this proposal are valid until January 30, 2017. Kofile Technologies; Inc 2-3. Date � q 261-7 Oate ge 131