HomeMy WebLinkAboutGSG Response - Bozeman City Attorney Case Management System This proposal contains proprietary information that shall not be duplicated, used, or disclosed for any reason other than evaluation of the proposal. If release is required due to transparency requirements, all information regarding performance methodology, pricing methodology, other items that are considered trade secrets and any Personally Identifiable Information must be redacted.
City of Bozeman, MT
Due Date: August 27, 2021 03:00 PM MST
Case Management System
Proposal Response
Submitted to Mike Maas, City Clerk
Po Box 1234 Bozeman, MT 59771-1230
Submitted by Global Solutions Group, Inc.
25900 Greenfield Road, Suite 220 Oak Park, MI 48237 www.GlobalSolGroup.com
Case Management System City of Bozeman
Offeror Global Solutions Group, Inc. 25900 Greenfield Road, Suite 220 Oak Park, MI 48237 www.GlobalSolGroup.com
CAGE 6M9L5
DUNS 078343325
EIN 20 0010736
Contracting Vehicles
GSG has converted each of the above contracts for the MAS consolidation.
Persons authorized to negotiate with the Government and sign the proposal and subsequent
award on Offeror’s behalf: Lisa Salvador, Vice President Direct: (248) 291-5440 Mobile: (313) 333-0188 lisas@globalsolgroup.com
Acknowledgement of Addenda, Questions and Answers, and other Modifications GSG acknowledges QAs received on August 20th, 2021.
Submit to Mike Maas, City Clerk
Po Box 1234 Bozeman, MT 59771-1230
Case Management System City of Bozeman
a) Cover Page August 27, 2021 Mike Maas City Clerk Po Box 1234 Bozeman, MT 59771-1230
SUBJECT: Global Solutions Group’s Response for- Case Management System to the City of Bozeman, MT. Dear Mr. Mass, Global Solutions Group (GSG) hereby present our capabilities relevant to - Case Management System to the City of Bozeman (“City”). GSG is a multi-faceted technology company incorporated in the State of Michigan in 2003. We are headquartered in Oak Park, Michigan. We are an SBA 8(a) Certified Small Business, Certified Women Owned Small Business (WOSB), Certified Minority Business Enterprise (MBE), and Economically Disadvantaged Woman - Owned Small Business (EDWOSB). GSG understands that the City of Bozeman is looking to replace current Just Ware Software system with new Case Management System. GSG is recommending Laserfiche product for your requirement which will fulfil your functional and technical capabilities. GSG is able to provide the full functionality of our solution through a cloud-based implementation. Laserfiche Cloud is a Software as a Service (SaaS) Laserfiche Management Software that provides a central digital repository, accessible from anywhere. Laserfiche Cloud is an online case management system, allowing you to upload, view, and work with your content using a streamlined web interface. With Laserfiche Cloud, you can access your content wherever you go, whether from a computer or on a mobile device. Laserfiche Cloud also provides you with tools to ensure that your data is secure. GSG takes a great pride in providing accurate and cost-effective Case/Document Management Services to support City, State and Government agencies. We are currently providing Laserfiche Services (including Scanning, Digitization, Storage, Shredding, ECM, and EDMS) to the U.S. Army, Air Force, and Marines, as well as to city governments, and educational institutions. We understand that the key to successful fulfilment of a contract requires a level of response that exceeds client expectations. GSG implements a proven, highly successful delivery model that enhances capabilities and communicates data
Key Features of GSG Implemented Laserfiche:
• Enterprise Search Capacity Based on Metadata
• Easy Document Sharing and Routing
• DoD 5015.2 Certified Solution
• Automated Notifications
• Business Process Automation & Workflows
• Robust Reporting and Audit Capabilities
• Out-of-the-Box Integration with Microsoft-based Applications
• Customizable Integrations with Most Governance Applications
• Intuitive Interface Industries We Serve: Government Education
Justice Systems
Manufacturing Commercial Financial Services Healthcare
25900 Greenfield Road, Suite 220, Oak Park, MI 48237 || Phone: 313.397.8311
effectively. Our Scanning services maintain a proper chain of custody for data management. In Digitization services, our process includes folder stricter, file naming, searchable text/OCR, convert PDF files, transportation etc.
GSG is a Value-Added Reseller (VAR) of Laserfiche product, and we are providing Laserfiche Licenses, Installation, Maintenance, Support and Training services to City, State and Federal Government. As a Certified VAR, GSG has the requisite capability to upgrade a version of the software and maintain and sustain the software. We have access to the latest innovations in implementation, integration, and customization practices, and our team constantly takes advantage of the opportunities to update and enhance their skill sets and knowledge. We are providing comprehensive document management system services to municipal, state, and federal government agencies. We are in agreement with all terms, conditions, and provisions included in the solicitation document, and we agree to furnish all items at the price indicated for each item. We take no exceptions to contract terms and conditions. We offer our experience and strong corporate support. Regards, Lisa Salvador Vice President
Case Management System City of Bozeman
b) Table of Contents
a) Cover Page .......................................................................................................................................................... i
b) Table of Contents ...........................................................................................................................................iii
c) Executive Summary ....................................................................................................................................... 1
d) Company Profile ............................................................................................................................................. 3
e) Scope of Project ............................................................................................................................................... 7
f) General and Technical Requirements.................................................................................................. 20
i. Cloud Questionnaire ............................................................................................................................ 20
g) Related Experience with Projects Similar to the Scope of Services .......................................... 22
h) Proposed Implementation Schedule .................................................................................................... 29
i) Present and Projected Workloads ........................................................................................................ 34
j) References...................................................................................................................................................... 34
k) Training .......................................................................................................................................................... 35
l) Maintenance and Support ........................................................................................................................ 38
m) Price Proposal .............................................................................................................................................. 40
n) Affirmation of Nondiscrimination (Attachment A) ......................................................................... 43
Attachment A: Non-Discrimination Affirmation ............................................................................... 43
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c) Executive Summary GSG is submitting our proposal to provide a Case Management System to the City of Bozeman (City). GSG is a full-service document management solutions provider with over 18 years of experience providing case/ document management related services to government agencies, educational institutions, and private sector clients. We focus our efforts on helping organizations become more efficient by eliminating paper-based business processes. GSG understands that the City of Bozeman is looking to replace their Just Ware software system with a new case management system. Further, we understand that the City seeks a company who can provide CMS software, implementation services, training, and annual support to replace the city’s current JustWare program. GSG is recommending Laserfiche COTS product for your requirement which will fulfil your functional and technical capabilities. It is a robust, versatile Commercial Off-the-Shelf (COTS) product that is fully automated, comprehensive, and user-friendly. We are a Platinum Certified Laserfiche Value Added Reseller (VAR) with the knowledge, experience, and proficiency to successfully install any size Laserfiche System for any type of organization. We provide Laserfiche systems, implementation, and support services to any size organization, and from a single department, through enterprise-wide implementations. Laserfiche’s architecture is very open to allow customers to easily interact with Laserfiche from any other application. Laserfiche provide the framework in which variety of technologies can work together to provide real time integration. Laserfiche can be directly integrated with Outlook, so email and attachments can be imported directly to Laserfiche. Laserfiche bundles an Office integration that adds a Laserfiche menu to the ribbon. The integration allows users to save Office documents directly to Laserfiche and modify metadata properties directly from the Office application. Our proven staff management process provides for a lean, scalable, flexible supporting management structure coupled with strong internal controls to ensure highly effective professional oversight and support, on site and at the corporate headquarters. We will not be utilizing any sub-consultants for this engagement as we have the personnel with the certifications and experience to provide an optimal implementation and support solution for the City. GSG has reviewed your requirements and we are confident we can provide Laserfiche Software Application Support Services as required. Laserfiche deployment options include On-Premises, Hosted Solutions and Cloud solutions. GSG is able to provide the full functionality of our solution through a On-Premise and Hosted and Cloud-based solutions. Laserfiche Cloud provides a central digital repository, accessible from anywhere. Laserfiche Cloud is an online document management system, allowing you to upload, view, and work with your content using a streamlined web interface. With Laserfiche Cloud, you can access your content wherever you go, whether from a computer or on a mobile device. Laserfiche Cloud also provides you with tools to ensure that your data is secure. GSG takes a great pride in providing accurate and cost-effective Document Management Services to support City, State and Government agencies. As a Certified VAR, GSG has the requisite capability to upgrade a version of the software, maintained and sustained the software. We have access to the latest innovations in implementation, integration, and customization practices, and our team constantly takes advantage of the opportunities to update and enhance their skill sets and knowledge.
Why Laserfiche Cloud?
Flexible pricing
Rapid user onboarding
Straightforward Administration
One - click integration
Best of Breed, secure and Portable
No server Administration
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GSG implements a proven, highly successful, delivery model that enhances capabilities and communicates data effectively. We are confident that we offer top-notch ability, experience, equipment, personnel, and supervision to deliver precise, prompt, and best value services. GSG will meet all service and personnel requirements as well as all terms and conditions included in the requirement document, with no exceptions.
Our clients include:
As a result of our experience, our personnel are ready from Day One to provide the service and meet all your performance standards.
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d) Company Profile GSG was founded in 2003 to provide IT support services to government agencies and private sector clients. Through our IT Support services, we recognized a need for document management support, and started providing document digitization/conversion, storage, and destruction services as well as database management to our clients in 2008. We have proven past performance and a track record of servicing and maintaining projects for municipal, state, and federal agencies. Services provided included document digitization, database management cybersecurity consultation and assessments, Cloud support, software implementation, help desk support, mobile technology, and networking support. We provide top-notch, proven components of success to our clients, exceeding industry standards and client expectations. We started implementing document management systems when we on-boarded several highly experienced Document Management Solution specialists, each with certifications from a leading solution provider – Laserfiche. We are a Microsoft Gold Partner, recognizing our capabilities in providing Microsoft Managed Services as well as Azure Cloud Services, and we are Amazon Web Service (AWS) partners, giving us the ability to support AWS Cloud services. We are a Platinum Certified Value-Added Reseller for Laserfiche, the leading document management, case management, records management, and workflow platform.
Our Partners:
Core Competencies:
Document Management
Enterprise Document Management Solutions
Laserfiche
OpenText
Enterprise Records Management
Enterprise Content Management
Case Management
Workflow Management
Document Imaging System & Services
Document Digitization
Hard Copy, Microfilm /Microfiche, Large Plan/Drawings, Audio and Visual, Magnetic Media
Cybersecurity
Risk Assessment
Security Audits
Information Assurance
Penetration Testing
Social Engineering Security Compliance
Incident Response Planning
Operational Continuity Planning
Policy and Procedure Development
Education and Training
Security Engineering
Security Hardware and Software
Security information and event management
Payment Card Industry Assessment
IT Services
Cloud Hosting
Licensing, Implementation, and Renewal Support
IT Support
Help Desk
Backup/Disaster Recovery
Database Management
SQL
SharePoint
IT Managed Services
Telephony
IT Staffing
Network Architecting
Network Administration
Hardware
Firewalls
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One of the primary aspects of GSG’s mission is to provide outstanding Technical and customer service support. Our top management stays involved with all projects, and to ensure customer satisfaction we have retained top flight personnel who are certified to provide services in their specialties. All Team members have smart customer relationship with Clients.
Our Philosophy:
Our Values: We understand the importance of a strong company culture, aligned to as set of common values. Our
strategic and operational plans are developed to support
these values.
Transparency: Honesty begins with active communication, ensuring that both our employees and customers are informed of new developments as quickly and clearly as possible.
Professionalism: We always strive to operate and communicate with integrity, offering customers a level of support and care that we are proud of.
Engagement: We value the commitment of staffs to their work and delivery of the best service possible to our valued customers. GSG has large scale experience to documents imaging software services. Also, GSG is a certified Value-Added Reseller for Laserfiche, and our staff includes Gold and Platinum certified consultants. GSG provides the ability to deploy multiple systems for production, testing, development and training to meet high availability, disaster recovery and changing development needs. Our approach is systematic and process-driven to meet or exceed the Agency’s core goals. All members of our Laserfiche team have multiple certifications from Laserfiche, and the team is led by a certified Project Management Professional. Our technical support team can be reached 24/7, and we pride ourselves in our capability to resolve most issues within 24 hours. Our organizational and corporate structure promotes strong lines of communication, definitive reporting structure, clear assignment of roles and responsibilities and delivery of quality products and services. Having large scale experience to providing Laserfiche Implementation, Maintenance and Support Services with certified engineers. To execute this engagement, GSG will provide the city with: a) An experienced team with high level Laserfiche certifications. And experience providing large-scale Laserfiche Implementation, Maintenance and Support services with Laserfiche certified personnel b) A Gold and Platinum Certified Value-Added Reseller (VAR) with access to the latest support and proven performance recognized by Laserfiche. c) Reach back capacity that includes on-staff personnel and experience contract personnel. d) Customized solutions from highly experienced Laserfiche developers to provide enhanced integrations, performance, and convenience for the city’s implementation. e) Our project team is led by a certified Project Management Professional, and will direct the team, including developing project schedules, tracking tools, transition activities, implementation, and allocation of resources. f) Management Approach We stress clear lines of communication between the implementation team, the client, and GSG management.
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g) Seamless integration of qualified personnel that allows us to provide the highest level of service with the least impact on daily operations GSG has excellent team expertise for the implementation of Laserfiche systems. We have been providing ECM/CMS/DMS software and support services since 2014. A number of our Federal contracts require us to manage multiple systems located in multiple locations across the Country. Our experience and expertise with Laserfiche combined with adherence to project management principles has allowed us to not only meet but exceed customer requirements. GSG has an exceptional track record of meeting or exceeding project deadlines and milestone dates and for bringing in projects within the required budget. We rigorously track all aspects of project performance and can provide monthly updates regarding cost and schedule performance. We work constantly to improve our solution offerings and help our customer make the most of their investment. We are always fulfilling customer requests. Our Laserfiche certified professionals provide development services according to customer’s requirements and work directly with Laserfiche to register and new feature request. We are experts to providing clients’ document management and designing and implementing innovative software and infrastructure solutions that continually improve workflow efficiency, data security, and cost effectiveness. Our Team makes the business of government better through smart Management.
• Our team includes a PMP certified Project Manager to direct effective use of timeline for implementation, project scheduling/tracking tools and resources to complete the project on time • Our CMS Software Suite facilitates an agile information governance strategy designed to reduce risk and mitigate the cost of growing volumes of content in the enterprise, allowing emphasis on utilizing information for growth and innovation. • We are experts at customizing and managing implementation in the optimal way for your organization.
• Our staff is highly qualified and experienced in Case Management services. Using this expertise, we can start the work with little lead time based on City schedule.
Project Management GSG’ Project Managers are highly trained in the area of implementation, workflow processes, integration, and more to help your organization implement a well thought out enterprise-wide system based on needs. They are Laserfiche Gold Certified and also hold other professional certifications to maintain a high knowledge level of client’s business processes.
Configuration and Deployment The highly trained and experienced engineering and consulting staff of GSG is available to develop and deliver a Laserfiche solution configured to meet the city’s needs. To deploy our services, we use an agile project management methodology which provides a predictable, reliable deployment strategy to ensure a timely and successful implementation of our system. Prior to deployment, our engineers will sit to understand the city’s requirements in the detail, including the business processes and how they are currently structured, how the city’s staff interacts with the documentation on a given day as well as understand the overall goals of the departments. Our engineers pride themselves on being able to take a process and re-engineer it, so that tasks can be automated and streamlined for efficiency.
Planning and Management With the experience our engineers have gained over the years, they will put a project plan in place to outline a timeline for project completion. Using the agile methodology, they will be able to constantly
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adjust how phases are accomplished and will work to meet the needs of the departments. During the requirements gathering, our engineers will be able to estimate the number of days needed for such things as software installation, configuration, training and any design or migration that may take place.
System Security Among our core capabilities, GSG has a strong Cybersecurity support team. This expertise informs every other aspect of our work. We know how to ensure the most secure configurations for your systems to ensure that your data maintains the five pillars of information assurance: Integrity,
Availability, Authentication, Confidentiality, and Nonrepudiation.
Dedicated Support and Training GSG provides dedicated support staff for trouble shooting and supporting Laserfiche system. Our staff can be easily reached through email, phone, or our online support facility. GSG has a team of technical engineers who will be focused on the design, implementation and roll out of this project. Within the scope of the implementation, technical support is built into the deployment process for any personnel needing assistance. Because we know that support is important, we will place a dedicated technical engineer to answer questions as needed, who will also manage the knowledge transfer and product training development and documentation
Other Services GSG managed services package provides additional training, support, and services to Laserfiche administrators and end users.
Additional Training - Additional web-based training is conducted to train new users or as refresher training for existing users. Additional System Setup Consultation – we offer additional best practices consultation that includes recommendations for adding additional departments, additional types of indexing. Etc.
Remote implementation of software updates – while renewal covers free version updates for software, implementation of those updates is sometimes overlooked. With the additional managed services, GSG is at your services to directly assist with 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. Annual System review and analysis - GSG will access your system to review how your organization uses Laserfiche to identify issues and to make recommendations for better use of the system. This analysis may be performed annually and is an optional service that will be completed only if requested by the city.
Remote access support – Our Support Technicians can access your Laserfiche System remotely to resolve issues, saving both time and money.
One of the primary aspects of GSG’s mission is to provide outstanding customer service support. Our top management stays involved with all projects, and to ensure customer satisfaction we have retained top flight personnel who are certified to provide services in their specialties. All members of
our Laserfiche team have multiple certifications from Laserfiche, and the team is led by a certified
Project Management Professional. Our technical support team can be reached 24/7, and we pride
ourselves in our capability to resolve most issues within 24 hours.
Another aspect of our commitment to customer service is that we have developed solid relationships with leading companies, as evidenced by our certified partnerships with Microsoft, Amazon Web
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Services, Oracle, and Laserfiche (our recommended solution). Laserfiche adds a second layer of
customer support to our own, which provides our clients with substantial access to resources
throughout their relationship with GSG and Laserfiche.
A key element of GSG’s project management and customer satisfaction focus is in providing collaboration, information sharing and transparency into all the projects and programs for technical staff as well as our management and executive teams. We can commit to having this entire project completed and returned to your office within your Specified time period.
List of Projects: Our experience with local, state, and Federal Government Agencies for Case /Document Management Services:
• Fort Worth Housing Solutions, Texas
• Port Arthur Housing Authority, Texas
• Housing Authority of Reno, Nevada
• Great Lakes Water Authority (GLWA), Michigan
• City of Farmington Hills, Michigan
• City of Livonia, Michigan
• City of Inkster
• City of Detroit
• Detroit People Mover
• City of Athens, TN
• City of Rancho Cucamonga, CA
• City of Southfield, Michigan
• Detroit Transportation Corporation (DTC), Michigan
• City of Dexter, Michigan
• Macomb Township, Michigan
• Washtenaw County, Michigan
• County of Ottawa, Michigan
• Howard University, Washington, DC
• U.S. Department of Defense - National Defense University (NDU)
• AFCEC (Air force Civil Engineer Center) Tyndall - Tyndall AFB FL
• State of North Carolina – Department of Agriculture and Consumer Services
• State of North Carolina, Army National Guard
• Department of Health and Human Services
• U.S. Department of Commerce Office of the General Counsel
• U.S. Department of Health & Human Services
• U.S. General Services Administration (GSA) - Office of the Administrator
• Centers for Medicare & Medicaid Services
• Department of the Army - US Army Redstone Arsenal (UARA)
• U.S. Army Corps of Engineers
• U.S. Army Engineer District - U.S. Army Corps of Engineers
• U.S. Army Contracting Command, MICC
• U.S. Department of the Interior
• U.S. Department of Commerce National Oceanic and Atmospheric Administration
• U.S. Department of Commerce Office of the Inspector General
• U.S Department of Interior, U.S. Fish Wildlife Service
• U.S. Department of the Interior - National Park Service (NPS)
• U.S. Department of Commerce, Office of the General Counsel (OGC)
• Department of Commerce, National Oceanic and Atmospheric Administration
• Department of State, Office of Medical Services (MED)
• U.S. Coast Guard, Philadelphia, Pennsylvania
• State of Iowa, Department of Administrative Services (Das)
• South Dakota Bureau of Administration
e) Scope of Project City of Bozeman wants to replace the JustWare software with a new Case Management System for the City Attorney’s Office. The City’s goal is the selection and acquisition of software, data conversion
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from JustWare to new software, implementation services, training, and annual support. GSG recommends Laserfiche for your Case Management solution. Laserfiche covers all the features to fulfill your requirements. Laserfiche distributes its software through a worldwide network of Value-Added Resellers (VARs), who tailor solutions to clients’ individual needs. The Laserfiche VAR Program has received the Five-Star Rating from VAR Business magazine. Laserfiche has over 36,000 customers worldwide, large, and small, from the government, healthcare, finance, banking, and education sectors. Over 36,000 organizations with over 5 million end users utilize Laserfiche around the world. Laserfiche is seen as the top choice for government organizations, including federal, state, and local, and associated government agencies and organizations. It is the industry standard in the municipal government market with over 8,000 Cities and 5000 Counties as its Clients. Federal government agencies also trust Laserfiche for their documents, Document Management including the U.S. Dept. of Treasury, the CIA, FBI and all the four branches of the military.
Laserfiche is the leading global provider of intelligent content management and business process automation. Through powerful workflows, electronic forms, document management and analytics, Laserfiche eliminates manual processes and automates repetitive tasks, accelerating how business gets done. Laserfiche pioneered the paperless office with enterprise content management more than 30 years ago. Today, Laserfiche is innovating with cloud, machine learning and AI to enable organizations in more than 80 countries to transform into digital businesses. Laserfiche offers a complete suite of products including business process automation, workflow, records management (DOD 5015.2 Certification), document imaging, e-forms, and a robust API. Laserfiche is the world’s leading software for content management, business process automation, and productivity-boosting data analytics. With users spanning more than 80 countries across the globe, in nearly every industry - including government, education, financial services and healthcare—Laserfiche solutions make organizations smarter, more collaborative, more efficient, and more effective. Laserfiche deployment options include On-Premises, Hosted Solutions and Cloud solutions.
Laserfiche allows businesses to electronically share records and files with employees, business partners and customers. Since 1987, over 20,000 municipalities, state and federal agencies,
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educational institutions, financial services firms, and other public and private sector organizations have managed their business-critical information with Laserfiche software. Laserfiche enables organizations to manage, control and share documents, videos, photos, and other content – eliminating paper, optimizing costs and powering innovation.
Cloud-Based Services: Laserfiche Cloud allows for quick deployment of case management solutions while reducing IT administration and infrastructure costs. It helps to access, create, automate, and manage all of your important case from anywhere, in a secure digital repository. The benefits of obtaining a cloud hosting capability are that infrastructure, IT administration and startup costs will be cut. On-premises data can be migrated to the cloud and can be transferable, which means it can always be moved back to an on-premise server, if desired. Also, our cloud capability has a built-in disaster recovery and data backup powered by Amazon Web Services with automated auditing. Our cloud-based solution will manage all of your new and existing case in a fully responsive web interface and our mobile capture makes photos as well uploaded cases searchable. It eliminates compliance concerns with DoD certified security with built-in Microsoft Office integration and helps to Manage, create, and set up security rights from single administrative login. Laserfiche Cloud is a Software as a Service (SaaS) enterprise case management software offered by Laserfiche as a cloud-based storage option that provides a central digital repository accessible from anywhere. Laserfiche Cloud allows for quick deployment of case management solutions while reducing IT administration and infrastructure costs. Access, create, automate, and manage all of your important cases from anywhere, in a secure digital repository. Our Laserfiche Cloud Solution is hosted on AWS Private Cloud which is a FedRAMP Authorized Platform-As-A-Service (PaaS). We leverage AWS Private Cloud (US EAST/WEST), and the FedRAMP Certification can be found at this link: https://marketplace.fedramp.gov/#/product/aws-us-eastwest?sort=productName Our Laserfiche solution is also NARA Certified and has following certifications:
• Laserfiche embraces Governance and Compliance:
• Laserfiche supports compliance with regulatory mandates such as SEC, FINRA, FOIA and more
• Laserfiche streamlines eDiscovery and data retention policies
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• Laserfiche provides digital signature capabilities that can help ensure adherence with e-governance regulations: FISMA, CFR Part 11 FDA, FIPS, VERS
Support Data Preservation
• Laserfiche protects records with DoD 5015.2 version 3-certified electronic records management
• Laserfiche ensures long-term data preservation with a standard format that meets Victorian Electronic Record Strategy (VERS) V2 requirements
Laserfiche Cloud Security
Granular: Cloud provides the same level of granular security and permissions as on-premises. We provide an ability to distribute permissions across multiple applications via access and role-base administration / edit / read-only capabilities.
Distributed Administration: In addition, we provide the ability to provide one person, such as your billing administrator to be provided a user account not taking up a license in order to distribute administrative privileges. We distribute the administration of cloud fairly granularly, allowing administrators to either only add users, manage billing or both.
Audit: Audit reports enable you to view, filter, and export your audit information. You can create reports to analyze audit data, view the information as a chart, filter it to include only the information relevant to you, and export the data for use in spreadsheet programs such as Microsoft Excel. You can also save reports for future use.
Benefits to the City of Using Cloud Solutions
Costs for cloud software are classified as an operating expense, eliminating the need to approve a large capital expenditure.
With Cloud, adding storage comes at a lower cost and is more scalable than purchasing hardware assets.
With cloud, support and maintenance costs are included in your annual contract, making budgeting easier.
Cloud requires less in-house technical involvement for deployment, updates, and changes.
Data is encrypted at rest and in-transit using industry standard encryption or TLS security network communication.
Cloud upgrades and releases are deployed frequently and efficiently. The Laserfiche system is designed to be straightforward to purchase, deploy, extend, administer, and support. Laserfiche solutions deploy quickly and easily scale to accommodate both an increasing number of users and high-volume repository growth. Laserfiche Case Management can help do the following things:
1. Improve response times to service requests
• Automatically extract data from electronic, PDF, and scanned forms, eliminating the need for manual indexing, sorting, and filing.
• Upload photos from mobile devices and cameras directly into client files.
• Eliminate paper with client e-forms submissions and processing.
• Allow clients to sign cases electronically to reduce processing time. 2. Reduce service delays and expedite decisions
• Provide offsite access and automatic updates to case workers, supervisors and other administrators.
• Send automatic email notifications when a new case is assigned.
• Access and update case caseation on laptops, tablets, and smartphones.
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• Instantly locate any client’s complete, most up-to-date paperwork using multiple search options.
• Route critical cases to an expedited queue with one click 3. Ensure client security
• Assign security restrictions so that employees can only access the files they require to do their jobs.
• Protect sensitive cases like birth certificates and social security forms from unauthorized access, printing, or export.
• Track when users open, edit, delete, or even attempt to open case files.
• Automatically route closed cases for disposition.
• Provide controlled access of specific case files to other agencies.
• Please find the below sample flow of case management within Laserfiche:
Forms Management Forms capture information within a business process. To create a form, first create the business process that it is a part of. Forms only exist within a specific process and cannot be shared across processes. On the Processes page, you can create and administer business processes. In Laserfiche Forms, business processes allow you to work with and manage the information you capture in web-based forms. Laserfiche Forms has couple of configurations on the Page where we can apply the validation on fields and can have the values from external tables:
• drop-down field when the user must select one option from a long list of options
• Performing calculations with the values associated with choices
• Formulas in Laserfiche Forms
• Creating Rules to Show or Hide Fields
• Creating Lookup Rules to Populate Fields with Database Entries
• we can create data sources that will be used for specific business processes. Once a process is associated with a data source, forms in that process can access information in the data source to automatically fill out fields or suggest values to users.
• Customizing a Form's Behavior with JavaScript Electronic forms are used to Replace paper forms with easy-to-design web forms that can be published on intranets or public websites.
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Using Laserfiche Forms:
• Create and publish e-forms with an intuitive forms management system that requires no coding or scripting.
• Create attractive forms with preconfigured templates or customize them with editable fonts, colors, uploaded images and layout options.
• Drag and drop a wide variety of fields, checkboxes and radio buttons onto your form to collect the exact information you need, in the precise format you require.
• Change the look and feel of a form – or add and delete questions from it – at any time, without requiring programming assistance.
• Automatically pull data from primary applications to prepopulate forms, reducing the need to rekey or manually validate information.
• Designate required fields so forms won’t be submitted with incomplete fields or incorrect data types.
• Help ensure the security of confidential information by requiring user credentials from authorized staff to access submitted data.
• Maintain records of submitted information by automatically saving completed electronic forms in the Laserfiche repository
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• Enable authorized employees to create BPMN-compliant process models using drag-and-drop interaction.
• Kick off routing and approval workflows when web forms are submitted.
• Ensure tasks are completed on time with automatic notifications.
• Modify existing processes and add users without the need to install additional business process automation software.
• Enhance teamwork and collaboration with social business process management features including threaded discussions, Q&As and checklists.
Reports Generation Laserfiche has a robust Audit Trail application that tracks all successful and failed events within the system. From the moment a user tries to log in, every entry that is clicked on, opened and changed is logged. The system tracks the name of the user, computer name, date, time, event type, success or failure, and many more attributes. All repository actions are tracked by Audit Trail, allowing for reports on items such as: when a record was imported, where it was filed, who viewed it, any modifications that may have been made, when it was archived or destroyed, etc. Even after a document has been completely destroyed, a record of its existence and your compliance is still available. Any report run in Laserfiche can be exported to an Excel-compatible CSV file. Reports can be created and customized to return whatever audit data is required, either in table or graph format. Laserfiche provides an out-of-the-box SQL-based reporting software that can be used to create powerful reports about system usage. In most circumstances, the functionality of this Audit Trail software provides all desired functionality, but due to the database-driven nature of this reporting interface, it is fully compatible with Crystal Reports, Microsoft Reporting Services, and many other major report writers. The client will be able to use their interface of choice to create reports in the Laserfiche system.
Search The Laserfiche Search interface is built to allow users to quickly define searches as well as combine multiple different searches together. From the Laserfiche Search Pane, users can select to search by folder location, document/folder name, metadata template, or creation date, just to name a few options. Any of these selectable searches can be combined with any other search to only return documents/folders that meet all the criteria. In addition, Laserfiche Advanced Search Syntax can be used to create custom searches that augment the out-of-the-box searches that are provided.
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Security and Privacy Laserfiche Cloud is to be CJIS compliant. Laserfiche Cloud protects data with encryption in transit and at rest, is architected to support tenant isolation and provides granular controls that regulate access to information. Laserfiche is an excellent tool for enhancing an organizations compliance with PCI standards. Compliance with these standards generally boils down to three parts: (1) internal access enforcement; (2) external access enforcement; and (3) a recording of access history. For the first, the answer to requirement #1 of this section (Security Requirements) explains in detail how Laserfiche provides a rich set of tools for protecting sensitive content when a user is within the system. For protecting the information from external access (e.g. through someone browsing through the network file system or reading from the backend database), Laserfiche Server fully incorporates the use of Windows Accounts for logging itself into the network. This allows system administrators to set up a special Windows user for the Laserfiche Server that has access to the file and the database, and then restrict access from everyone else. All access to information that is provided by Laserfiche is done then through this user. No other users, save one for backup and support purposes, on the network then need be able to access this information through Windows. For further security, Laserfiche is fully compatible with Windows encryption. Communication over SSL is also fully supported so that the data cannot be intercepted and accessed when travelling between the client and the server. The final piece of the compliance puzzle is tracking information access. The Laserfiche system is capable of recording most all interactions between documents and users. While, for practical purposes, we do not recommend tracking every event that could possibly be recorded, we do make all the options available so the right fit can be determined for each organization.
Audit Trail Audit Trail enables Laserfiche system administrators to regularly review user activity, access the effectiveness of internal control mechanisms and demonstrate regulatory compliance. Audit Trail is a Laserfiche add on that allows system administrators to track almost any user action including log ins, log outs, creation, modification, deletion and printing. Audit Trail provides the oversight to monitor staff productivity, identify security problems and, if necessary, reconstruct a particular chain of events. Audit Trail queries binary log files that the Laserfiche system creates that contain all movement within the system. It uses this information to create reports based on the design of a particular audit. These reports can be manifested as simple lists, spreadsheets, or graphical representations (charts, graphs, ETC.)
Case Data Management Laserfiche data management system manages the creation, use, and storage of documents in most, Laserfiche system is including intelligent content capture, business process automation and records management features. Laserfiche provides many capture options. Each of the capture solutions are directly connected to the repository which, in turn, is directly connected to the workflow engine. Laserfiche facilitate the storage, processing, exchange and general administration of case related data in the case file.
Paperless Environment At GSG, we understand that Scanning and digitization of documents is the process of data and records management. Which can provide paperless environment. Laserfiche Scanning allows you to use a scanner to capture paper documents and store them in Laserfiche. While scanning, you can perform image enhancements such as rotating or deskewing a page, generate text from the scanned documents, and store additional information about the documents along with them. Laserfiche solution provides an integrated architecture with document imaging, document management and records management capabilities built into the core architecture.
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Client Management Laserfiche support the management of day-to-day client relationships and interactions. Laserfiche allows for extremely scalable server design. The entire product suite can be run from a single box, or distributed among a number of machines. More servers can be added, or existing servers can be upgraded and expanded, without any additional licensing considerations or excessive configuration. If City include other city departments such as the police department, municipal court and the finance department then Laserfiche can fully supports for all.
Calendaring Business processes often require a face-to-face meeting at important junctures in the process. With Workflow, Workflow will not only run your business processes behind the scenes, but it can also automatically schedule meetings. Workflow supports for creating calendar events, tasks and contacts. An iCalendar event can be emailed to each attendee that includes all the meeting details and that can be easily added to most calendar applications. By delegating scheduling to Workflow, it is easy for employees to update their calendars and plan accordingly. For example, a workflow for project proposals routes the proposals for initial approval. As soon as the approval is complete, the workflow emails a calendar event to the project team. The calendar event schedules the first team meeting for the following Friday morning.
Performance Measurement Laserfiche provides powerful performance analysis capabilities through Performance Monitor, providing a holistic view of how the system is being used, and how the load is being handled. Laserfiche provides a number of performance counters and tracing capabilities and supports WMI scripting. All of these provide the ability to analyze performance, identify issues and optimize hardware usage. Large numbers of users are easily accommodated. The system requirements are very reasonable, and components of the installation can be distributed to dedicated machines to optimize performance. Workflow, like all Laserfiche products, is very modular and allows for simple and efficient scaling.
Business Rule Management and Automation The workflow system includes a reporting/analytics component that comes with a number of pre-defined reports that provide useful information about all workflow rules and includes a graphical report builder so organizations can create reports specific to their processes. Laserfiche Business process automation (BPA) is the technology to automate repeatable, day-to-day tasks. It accelerates how work gets done by routing information to the right person at the right time through user-defined rules and actions. BPA helps organizations streamline processes such as employee onboarding, accounts payable, contract management and more.
Laserfiche Records and Information Management Laserfiche Records Management has inbuilt tools and features that enable workflow efficiencies, improve knowledge and information sharing, improve document find ability, decrease the duplication of records, and improve public access. Laserfiche Records Management transforms paper records into digital, accessible organizational assets.
Product Highlights
• Auto-file newly created records according to industry regulations and corporate policies;
• Automatically notify records managers when a record needs to be archived or destroyed based on the record type and other parameters as defined by the Centerra-SRS;
• Generate reports to identify and locate records that are ready for disposition;
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• Enforce records management policies across all devices including mobile phones, tablets, laptops and desktops by storing only one copy of a record in a centralized repository;
• Automatically classify and apply disposition schedules and other retention policies to incoming records; and
• Centralize records storage and group records based on their retention and disposition schedules.
Functions of Records Management include:
• Identifying what records exist by records inventory;
• Applying required retention periods to stored items;
• Identifying the owner of each records series;
• Determining that a chain of custody and a proper audit trail both exist;
• Assisting in e-discovery issues and applying legal holds to records when needed;
• Managing disposition (disposal of documents);
• Developing and administering defined records policy and procedures, regardless of if the records are electronic or paper; and
• Preserving records throughout their life cycle. Laserfiche Records Management applications simplify the life cycle management of business records without interfering with your organization’s line of business. A records management application supports the automatic enforcement of consistent, organization-wide records policies and reduces the cost of regulatory compliance. Laserfiche records management applications protect records from loss and tampering, while allowing the records manager and other decision maker’s access to necessary information. Laserfiche records management applications facilitate the capture, classification and ongoing management of records throughout their life cycle. Laserfiche records management applications commonly provide specialized security and auditing functionalities tailored to the needs of records managers, including:
• Improved efficiency in the storage, retention and disposition of records and records series.
• Detailed reports identifying records that are eligible for transfer, accession or destruction.
• Audit trails to track all system activity and the entire life cycle of records. Laserfiche records management applications enable the application of systematic controls and policies concerning the life cycle of those records that detail an organization’s business transactions. Records management applications allow organizations to file records according to a determined scheme, to control the life cycle of records, to retrieve records based on partial information and to identify records that are due for final disposition.
The practice of records management involves developing policies for each stage of the records lifecycle:
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• Creating, approving, and enforcing records policies, including a classification system and a records retention policy.
• Developing a records storage plan, including the short- and long-term housing of physical records and digital information.
• Identifying existing and newly created records, classifying them and then storing them according to standard operating procedures.
• Coordinating access to and circulation of records within and outside the organization.
• Executing a retention policy to archive and destroy records according to operational needs, operating procedures, statutes and regulations. The main tool used to manage the disposition of records is the records schedule. A records schedule is the official policy for records and information retention and disposal. The schedule provides mandatory instructions for what to do with records, as well as non-record materials that are no longer needed for current business.
Other benefits of using a records schedule are:
• Ensures that the important records are organized and maintained in such a way as to be easily retrieved and identifiable as evidence of your activities (especially in the event of an audit, a FOIA request or discovery for a lawsuit).
• Conserves office space and equipment by using filing cabinets to house only active records.
• Saves money by the regular transfer of inactive files to less costly storage areas for subsequent disposition.
• Helps preserve those records that are valuable for historical or research purposes.
• Stabilizes the growth of records in offices through systematic disposition of unneeded records. Laserfiche Records Management allows for custom retention and disposition policies to be easily created in order to meet the specific requirements of an organization’s particular records. Laserfiche Records Management Edition provides integrated, DoD 5015.2 certified records management functionality, providing for the management of records in Laserfiche throughout the complete records lifecycle: from creation, through retention, to disposition. Records stored in Laserfiche are organized into a records specific folder structure, and lifecycle rules (such as retention policies) are set on this folder level. When a document is put into a record folder, it will automatically be declared a record and will inherit the folder’s retention policies. When a record reaches the end of its retention, records managers can be notified and can easily put the record through final disposition (i.e., secure destruction).
Document Management The Laserfiche Document Management system covers the capture, store and archive paper documents and a variety of electronic files while allowing for secure accessibility at the time of need. Laserfiche Document Management has five basic components
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Once digital versions have been created and stored in the document management repository, users can:
• Manage millions of documents and retrieve the right one in seconds.
• Share documents with colleagues while protecting confidential information.
• E-mail and fax files instantly.
• Access documents while traveling.
• Have a Backup of files and records for disaster recovery.
• Easily comply with various industry regulations including SEC, FINRA, HIPAA, Sarbanes-Oxley and more.
• Integrate with CRMs, proprietary software or other third-party applications. The Laserfiche Document Management System provides:
• User-Friendly Interface: Updates documents, adds document annotations, redacts confidential information and changes document metadata from a single interface
• Rich Search: Instantly retrieves documents with quick and advanced search options tailored to individual users’ security rights
• Robust Metadata: Adds, views and modifies document metadata to index, search and retrieve documents.
Discovery Laserfiche provides a digital case management solution with a records management component that can play a key part in your overall eDiscovery planning. Digital case management systems protect and preserve electronic and physical documents as well as associated metadata, an increasingly important feature of eDiscovery. Physical documents are scanned into the system and maintained in electronic form—as either TIFF or ASCII files, both of which are non-proprietary and unalterable—and electronic documents, including e-mail messages, audio, and video recordings can be maintained in their native file formats, maintaining existing metadata and hidden information. Audit trail capability can guarantee that documents kept in native file formats are not deleted or modified, maintaining their value in the eDiscovery process. We have extensive experience with document management utilizing numerous Government approved tools. Adding records management capabilities to a document management system further strengthens an eDiscovery plan. The U.S. Department of Defense (DoD) has established functional requirements for computer systems used to manage electronic records, and DoD Standard 5015.2 has become the de facto standard
for records management software across a wide spectrum of industries. DoD 5015.2 outlines the baseline functionality required for records management applications used by the U.S. Department of Defense and has been endorsed by the National Archives and Records Administration (NARA) as an “adequate and appropriate basis for addressing the basic challenges of managing records in the automated environment that increasingly characterizes the creation and use of records.” Records management applications that have been certified as DoD 5015.2-compliant provide the peace of mind that comes from objective, third-party evaluation. Records management applications commonly provide specialized security and auditing functionality tailored to the needs of records managers, including:
• Improved efficiency in the storage, retention and disposition of records and records series.
• Detailed reports of which records are eligible for transfer, accession, or destruction.
• Audit trails to track all system activity and the entire life cycle of records.
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Legacy Data Our team has extensive experience migrating data from legacy systems to new systems, including migrating documents to Laserfiche from other document management systems. Laserfiche supports to import/export/security. Our services will import legacy data in a readable, usable format.
Customization Laserfiche has the ability to be customize for any functionality, and it will fully support to customize each area of practice within the department – prosecution, Civil Litigation and General legal.
Data Query There are also database query activities that allow Laserfiche to read/write/update to external databases from third party applications. We have the ability to query external databases for data. We can use the results of those external queries to then search the Laserfiche Repository for documents that correspond with the external point of reference. Most often this external query/ lookup is facilitated using our workflow engine. Reports can be created by using Audit Trail and running a search for particular events. Reports out of the client can be generated by clicking file -> export -> list contents. For advanced or custom repots, they would be created using the language of your database. In the case that your reporting data is stored in a SQL database, then you would query the database with SQL Query language. Similarly, if you use Oracle database, then you would query with Oracle query language.
System Integration Laserfiche’s architecture is very open to allow customers to easily interact with Laserfiche from any other application. Laserfiche provide the frame work in which variety of technologies can work together to provide real time integration. Laserfiche comes equipped with an array of high-level flexible integrations that can be customizable and configurable based on the business-oriented requirements.
Laserfiche Connector: This is a simple, code-free way to integrate other applications with Laserfiche. The Laserfiche Connector allows the user to search for documents in Laserfiche or scan documents into Laserfiche based on field values in their primary Web-based or Windows desktop application, such as an ERP or CRM system.
Laserfiche SDK: This is the same set of libraries that the Laserfiche development team uses, so they are straightforward to use and complete. Most Laserfiche integrations will be largely written using one or more of these libraries. Laserfiche Web Link and Laserfiche Web Access: Both of these applications are URL driven, so issuing searches or bringing up a document through the Web interface is as simple as linking the particular application to the Web server with the correct URL.
Laserfiche Workflow SDK: This SDK is a specialized library for programmatically working with the Workflow Server. GSG has built integration of Laserfiche with various Legacy Applications like SharePoint, SAP, Outlook, Accela, ESRI, Dynamics, etc.
Compatibility Laserfiche with a highly flexible application programming interface (API). This API uses a fully managed .NET interface to communicate with third-party systems, which means that Websites, scripts, Windows® applications or anything else that is compatible with .NET libraries can easily
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communicate with the Laserfiche Client and Server. Additionally, Component Object Model (COM) libraries are available for use by unmanaged C++, classic VB, VBScript, JScript and VBA. The Laserfiche SDK contains commands and documentation that will help you use the Laserfiche API most effectively. In the Laserfiche SDK, you’ll find instructions that help you integrate Laserfiche with third-party applications, customize system functionality and automate Laserfiche-related tasks such as indexing and retrieving documents, populating template fields and automatically generating e-mails. Additionally, you’ll find a wealth of usable sample code, written in both C# and VB .NET, designed to help you tailor your Laserfiche system to your organization’s specific business needs.
Platform Global Solutions Group (GSG) is recommending a Laserfiche CMS solution to the City. With Laserfiche As per the RFP the City is requiring cloud-based CMS.
f) General and Technical Requirements i. Cloud Questionnaire
Attachment C Cloud Services Questions
1. Service levels: What level of service should we expect? What is the City’s recourse for
excessive downtime? Refund of percentage of monthly fee? Laserfiche will use commercially reasonable efforts to make Laserfiche Cloud available 24 hours a day, 7 days a week, except for: (I) planned downtime (of which we will attempt to give at least 8 hours electronic notice and schedule, if practicable, during the week day hours between 6:00 p.m. and 3:00 a.m. Pacific Time), and (ii) any unavailability caused by circumstances beyond our reasonable control, including, for example, an act of God, act of government, flood, fire, earthquake, civil unrest, act of terror, strike or other labor problem (other than one involving our employees), Internet service provider failure or delay, Amazon Web Services, Inc. (AWS) failure or delay, non-Laserfiche application, or denial of service attack. A Service Level Agreement is available upon request. The Laserfiche Cloud Service Level Agreement outlines the service commitment and service credits issued as a financial reimbursement if Laserfiche does not meet the Service commitment as laid out in the SLA. Subscribers must submit a service credit claim following the process stated in the SLA. The City can sign up to regular updates using the following link: http://status.laserfiche.com/ which provides up-to-date system metrics, scheduled maintenance notifications, downtime communication and more. Email notifications with updates are available by subscription.
2. Data ownership: Who owns the data we provide and what can be done with the data? The City will own the data in their account. 3. Data security: How secure is our data and how is it being kept secure? a. If this is a multi-tenant environment on the same hardware how is our data kept separate and secure from other customers, including any PII (Personally Identifiable Information) that may be gathered? b. If PII is gathered, is it encrypted in transit and at rest? c. If credit card transactions are occurring is your system fully PCI compliant?
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• Laserfiche Cloud is hosted on AWS, and it is completely secured. No one has access to the data centers, and they will not be aware of the IP addresses for the VM’s running the Laserfiche server and applications.
• Yes, Laserfiche Cloud is a multi-tenant environment. All the data in Laserfiche is stored in its individual volume and SQL database with a unique ID, so one repository cannot see or connect with another repository’s related data (including all the PII data)
• All the information (included PII) if captured gets encrypted in transit using SSL and at rest.
• Yes, Laserfiche Cloud SaaS offering is fully PCI compliant. 4. Data integrity: What do you do as a vendor to ensure our data maintains its integrity? All the data in Laserfiche is stored in its individual volume and SQL database with a unique ID. Data from one repository can never be merged with another repository related data which helps to keep data consistent and accurate. 5. We require data centers to be located in the United States: What country will our data be located in? Laserfiche Cloud uses the AWS US West (Oregon) Region to host customer data.
6. Responding to legal demands to disclose data: What is your process when someone
subpoenas or requests our data from you as a vendor? Laserfiche repository has an option to search and export any data in case of a FOIA request, subpoena, or requests from us as a vendor. 7. Reporting: What is your protocol for data breaches? http://status.laserfiche.com/ provides up-to-date system metrics, scheduled maintenance notifications, downtime communication, data breach and more. Email notifications with updates are available by subscription. 8. Disaster recovery: What protections/ protocols do you have in place to mitigate disasters? Laserfiche Cloud utilizes multiple Amazon Web Services data centers to provide redundant storage of backups. Laserfiche maintains a Recovery Point Objective of 6 hours and Recovery Time Objective of 4-working hours. As data is backed up on an approximately 6-hour interval, data will always be recoverable to within 6 hours before the initial data loss or corruption. For information about AWS's management of disaster recovery, please refer to the AWS whitepaper "Overview of Security Processes." 9. Business continuity: If you decide to bring your business to an end what happens to our data? As soon as your contract expires, your account will be disabled. We provide a 30-day Wind Down Period by which, upon written request prior to contract expiration, you will have up to 30 days to export or download your content. Following this period, your information will be deleted from Laserfiche Cloud.
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10. Termination rights and consequences: What is your termination policy both for you as a vendor and us as a customer? As soon as your contract expires, your account will be disabled. We provide a 30-day Wind Down Period by which, upon written request prior to contract expiration, you will have up to 30 days to export or download your content. Following this period, your information will be deleted from Laserfiche Cloud.
11. Exit: If we exit our relationship what format can we get our data in and what assistance will you give us in transferring our data to us in a usable format?
As soon as your contract expires, your account will be disabled. We provide a 30-day Wind Down Period by which, upon written request prior to contract expiration, you will have up to 30 days to export or download your content. Following this period, your information will be deleted from Laserfiche Cloud.
g) Related Experience with Projects Similar to the Scope of Services GSG has more than 18 years of experience in providing services to government agencies, private, City and State level enterprises around the world. We are digitizing all formats and sizes of documents, including microfilm, microfiche, video and audio tape, and all formats of hard copy documents, including documents that are oversized, faded, fragile, or otherwise in need of special handling. We provide topnotch, proven components of success to our clients, exceeding industry standards and client expectations. Our extensive conversion experience has allowed us to refine our processes to ensure the highest possible digital quality for any scanning requirements. We are performing scanning services for various types of small to large documents and import all the documents in to various software and Document/Case Management products. As a small company, in order to compete, we have to maximize the value we provide to our clients. We do this by hiring exemplary personnel who are experienced and highly competent in multiple areas of and have the varied certifications documenting their capabilities. This pool of talent with overlapping capabilities allows us the flexibility to staff any requirement and develop schedules maximizing the capabilities and efficiencies of our team. This results in savings in both time and cost to our clients, with exceptional deliverables and performance.
Demonstrated Recent Experience with Laserfiche
U.S. AIR FORCE CIVIL ENGINEER CENTER TYNDALL TYNDALL AIR FORCE BASE, FLORIDA GSG implemented Laserfiche Avante Server with Workflow and upgraded the existing Laserfiche system’s database. As part of this effort, approximately 60 gigabytes of data records were converted to PDF files. We are currently providing full Named User licenses with maintenance, support and upgrade services. Implemented Avante Server and components on a test environment (development server). Ensured all components in the test environment were functioning along with required integrations. Implemented Avante Server on Tyndall’s production server. Worked with base personnel for acceptance testing.
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Conducted demonstration of the new system’s capability to export to PDF. Conducted training for administrative and end users.
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES CENTERS FOR MEDICARE & MEDICAID SERVICES GSG has installed Laserfiche for more than 1,000 users at 10 regional offices, providing high level system design. Laserfiche Rio software was loaded and configured on the following servers in the Baltimore Data Center (BDC):
Laserfiche app and file server (with 10 repositories for each RO)
Database server
Web servers (cluster with dynamic load balancing)
Directory server
Workflow server We verified that the Rio production environment and test system were loaded and working correctly and provided administrator training to support the Rio system in the BDC.
U.S. DEPARTMENT OF COMMERCE OFFICE OF THE GENERAL COUNSEL (OGC) GSG is providing Laserfiche services to two divisions of the OGC. Services to date include:
Installation and implementation of the Laserfiche Document Management application
Conversion of the legacy data from OGC-DOCS to Laserfiche
Integration of the new application with other Department data systems
On-site application training for OGC administrators and end users
Project management
Technical (help desk) support for OGC administrators and users
Reports development to ensure that commonly generated user reports include all of the required elements.
Maintenance of the application, including the installation of patches, repairs, and upgrades
Renewal of applicable software licenses/subscriptions
Business process automation with Workflow
Migration services (SharePoint to Laserfiche)
U.S. DEPARTMENT OF STATE OFFICE OF MEDICAL SERVICES (MED) GSG transitioned multiple servers to new versions of the Laserfiche DMS. Implementation included:
Laserfiche RME Oracle Server
Laserfiche Workflow
Laserfiche Web Access
Laserfiche Full User
Laserfiche Retrieval User
Quick Fields w/Barcode, Real Time Lookup and Import Agent
VIP Professional Services Package We are also providing an effective, transparent maintenance plan for the Laserfiche logs involving workflow, security, and the server. Our maintenance plan includes support for data issues, corruption, and
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inspection of all the Quick Fields sessions in order to ensure that there are no backlogs, unprocessed batches or digitization tasks pending.
FORT WORTH HOUSING SOLUTIONS FORT WORTH, TEXAS GSG implemented a new Laserfiche DMS system for 75 full Named Users.
Laserfiche Workflow and Forms Professional
Laserfiche Advanced Audit Trail w/Watermark features
Laserfiche Digital Signatures
Laserfiche Snapshot
Laserfiche E-mail and Laserfiche integration with Microsoft Office
Laserfiche Records Management Edition
Laserfiche Connector
Laserfiche Quick Fields Complete and Quick Fields Agent
Laserfiche Import Agent CITY OF ATHENS, TN DOCUMENT SCANNING SERVICES GSG is providing paper to digital image conversion services for commercial files. These files include maps and GBC comb-bound materials. We are providing pre-scanning (removing staples, paperclips, rubber bands, etc.), scanning, indexing, and post-scanning services. We are also providing special services with extra care for scanning of historical and fragile documents. GSG supports on-site scanning for some records as well an on-demand scanning service. Overall, we are digitizing the City’s images, organizing automatic digitizing business process with easy-to-use documents, streamline and transform all the images. ELECTRONIC CONTENT MANAGEMENT We are providing ECM solutions and services with Laserfiche COTS (DOD 5015.2 Certification) products. We are providing document management, content capture and imaging, workflow and electronic forms, reporting, records management, security and compliance, cloud content management, and ECM integration services. We are providing Full User, which includes:
Multiple Laserfiche Servers
Laserfiche Workflow and Forms Professional
Laserfiche Advanced Audit Trail Watermark features
Laserfiche Digital Signatures
Laserfiche Snapshot
Laserfiche E-mail and Laserfiche Integration with Microsoft Office
Laserfiche Records Management Edition
Laserfiche Connector
Laserfiche Quick Fields Complete and Quick Fields Agent
Laserfiche Import Agent Professional Services GSG is providing installation, configuration of workflows, and training to the City of Athens. We also provide all necessary documentation for this service. We are providing multiyear contract technical support for the Laserfiche system, including installation of software patches and minor upgrades. We are providing design, implementation, security and backup reviews, and
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training as well as system maintenance, upgrades and troubleshooting services.
Rapid response technical support
24/7 online support resources
Access to the latest hotfixes, updates and patches
Access to new releases/upgrades
Troubleshooting services performed during our normal business hours via telephone, email, or secure remote access.
Break/fix for all software or hardware provided, installed, or configured by GSG and under an active support agreement Services
Provide access to an FTP site where patches may be accessed remotely
Remote troubleshooting and repair of errors
Remote troubleshooting and repair
Provide and remotely apply minor patches and point releases on an as-needed basis
Host user group meetings
Provide access to webinars on Laserfiche functionality
Provide Laserfiche user training
Provide consultant services to guide individual departments in best practices in document management and preparation
Provide major software updates/version releases, including on-site installation/migration and training where necessary Training GSG trains City of Athens users in the management of workflows, and we train system administrators to develop rights and permissions that protect privacy and personally identifiable information while allowing access to those details to personnel who require them in the performance of their duties.
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Laserfiche Services Related Reference Letter
US. DHHS – Center for Medicare and Medicaid Services – Laserfiche Rio Consolidation Project
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Tyndall Air Force Base – AFCEC – Laserfiche Migration and Upgrade to Version 10.4
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Universal Load Banks - Laserfiche Rio Enterprise Content Management System
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h) Proposed Implementation Schedule We have implemented several enterprise case/document management systems of similar scale, including projects for the Department of Health & Human Services, the Department of Agriculture, and the State Department. We have utilized our knowledge and experience for these types of projects to develop an implantation plan and timeline based upon your requirements. GSG’s high level Project Management Plan is an outline of a set of processes by which we will accomplish your goals, demonstrating our Team’s understanding of the scope of the project. Below is the tentative plan for this project with tasks performed by GSG and city. Expected Timeframe: October 4, 2021, to October 5, 2022
Task Name Duration Start Finish Resources (GSG/City of Bozeman)
City of Bozeman 255 days October 4, 2021 October 5, 2022
Project Kick-off Meeting 1 day October 4, 2021 October 4, 2021 GSG/City Requirement Gathering & SOW 40 days October 5, 2021 December 2, 2021 GSG/City Requirement Understanding for Licensing, Architecture, Installation 15 days October 5, 2021 October 26, 2021 GSG/City Requirement Understanding for Development & Implementation, Integration, Migration & Reports 15 days October 27, 2021 November 17, 2021 GSG/City SRS Documentation 10 days November 18, 2021 December 2, 2021 GSG
Baseline Requirements Specification Document 0 days December 9, 2021 December 9, 2021 City
Preparing Development and Production Server 23 days December 3, 2021 January 4, 2022 GSG Gather Pre-requisites for Installation (Service accounts configuration, Servers, Database) 5 days December 3, 2021 December 9, 2021 GSG License Manager Installation & Configuration 2 days December 10, 2021 December 13, 2021 GSG Development Server - Installation & Configuration 8 days December 14, 2021 December 23, 2021 GSG Production Server - Installation & Configuration 8 days December 24, 2021 January 4, 2022 GSG
Development and Production
Server verification and
acceptance
0 days January 11, 2022 January 11, 2022 City Laserfiche Configuration/Implementation 81 days January 5, 2022 April 29, 2022 GSG Configuration 36 days January 5, 2022 February 25, 2022 GSG Import Data 25 days February 28, 2022 April 1, 2022 GSG Application Integration & Reports 20 days April 4, 2022 April 29, 2022 GSG/City
Application Configuration completion 0 days April 29, 2022 April 29, 2022 City
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Deployment (on Production Server) 45 days May 2, 2022 July 5, 2022 GSG Import Configuration 35 days May 2, 2022 June 20, 2022 GSG Application Integration & Reports 10 days June 21, 2022 July 5, 2022 GSG
Production Deployment
Completion 0 days July 5, 2022 July 5, 2022 City User Acceptance Testing 20 days July 6, 2022 August 2, 2022 GSG/City
Project UAT sign-off 0 days August 2, 2022 August 2, 2022 City User Guide Development 20 days August 3, 2022 August 30, 2022 GSG Training 10 days August 31, 2022 September 14, 2022 GSG/City
Production Server - Release
(GO-LIVE) 10 days September 15,
2022
September 28,
2022 City
Project Sign-off 0 days October 5, 2022 October 5, 2022 City Timeline:
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Roles and Responsibility of GSG and City Our Team will provide support to ensure that all requirements and specifications for integration and implementation are met. In addition, we will identify the equipment, facility, personnel, and logistical support available to the city before, during and after implementation. We will also thoroughly identify the necessary processes during training of the system users and provide them with comprehensive training manuals and guides. In the following table, we provide the tasking requirements for implementation: CMS Software Implementation Tasking Table
PM = Project Manager QA = Quality Assurance BA = Business Analyst SME = Subject Matter Expert
Task Title Client’s Role Vendor’s Role (GSG) Staffing
Project
Management • Attend project management meetings
• Provide timely feedback and approvals
• Make necessary decisions
• Define and clarify project scope
• Coordination with all internal and external project stakeholders
• Facilitate activities
• Monitoring progress
• Review and approval of Risk mitigation plans and change requests
• Develop the project plan
• Define basic processes to support project objectives
• Determine project team structure and roles
• Tracking project progress toward meeting its objectives
• Risk identification and define mitigation plan
• Defining project baselines
• Periodic project status reporting
• Assist in change Request execution
• GSG PM
• City PM
Deliverables:
Project plan, weekly status reports
Project Kick-
off • Define the project, its purpose, and expected goals and deliverables
• Introduce the project members and briefly discuss the role of each
• Escalation matrix for Client end
• Discuss the project assumptions and initial queries
• Discuss communication plan
• Define escalation matrix for vendor end
• High level agreeable milestone definitions.
• GSG Team
• City Team
Deliverables: Kick-off meeting minutes
Business Analysis • Meeting with relevant business process owners
• Provide necessary documentation or information on current City AS-IS business processes and practices.
• Review and approve TO BE processes document prepared by vendor business analyst
• Meeting with relevant process owners
• Document and understand all relevant TO BE City business processes and practices and discussion with City analysts
• Identifying and then prioritizing technical and functional requirements to prepare TO BE processes
• GSG BA
• City Team
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Deliverables:
System requirements and specifications (SRS)
Data
Mapping/ Data Conversion
• Ensuring the security, integrity, privacy and availability of information and systems
• Provide current system data model, table and field definitions and other data elements
• Assist in designing, planning and defining the data migration process
• Understand the new data model
• Work with subject matter experts and project team to identify, define, collate, document and communicate the data migration requirements
• Perform source system data analysis in order to manage source to target data mapping
• Design new data relationships and normalize data
• Understand the data structures and tables to inherent in the new system based on approved mappings
• GSG BA
• GSG Team
• City Team
Deliverables: Data migration plan Hardware Selection & Installation
• Approve recommended configuration
• Configure the infrastructure as per recommendation
• Recommend hardware configuration
• Check and confirm infrastructure and systems
• GSG SME
• City Team
Deliverables:
There are no specific deliverables associated with this task.
Software
Installation • Review and approve installation plan
• Post installation check • Prepare installation plan
• Install software • GSG SME
• City Team
Deliverables: There are no specific deliverables associated with this task.
Software Configuration • Provide required configuration information
• Post configuration review • Configure software to use for Development, Test, Staging or Production • GSG SME
• City Team
Deliverables: There are no specific deliverables associated with this task. Configuration Control and
Change
Management
• Baseline and define versions for milestones.
• Participate in change request process
• Coordinates with client stakeholders, review impact analysis and approve change request/s
• Reviews and approve revised project plan
• Baseline documents and maintain versions.
• Maintain Change request log
• Identify change requests and provide impact analysis
• Update project plan to accommodate change requests
• GSG PM
• City PM
Deliverables: There are no specific deliverables associated with this task.
Function and Unit Testing • Approve Scenarios and Test cases
• Monitor testing and testing environment
• Create test cases
• Execute test cases and log the defects
• GSG QA
• City Team
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Deliverables:
Test plans and test cases
Interfaces • Manage third party integration development based on installed software on timely basis and in sync with vendor development
• Provide required vendor software interface information • GSG Developers
• City Team
Deliverables: Integration for each software integration
Acceptance Testing • Create UAT test cases
• Execute UAT test cases
• Verify fixes done by vendor team
• Coordinate and fix defects raised during UAT phase • GSG BA
• City Team
Deliverables: UAT plan and results
Training • Coordinate with target users based on defined training plan
• Manage training facilities and equipment
• Gather and analyze feedback
• Prepare User Manual
• Conduct training • GSG BA
• City Team
Deliverables: Training plan and materials
Forms Design • Provide AS-IS forms processes information • Map AS-IS forms processes with TO BE forms
• Identify the steps for improvement
• Design the forms
• Implement and publish
• GSG Developers
• City Team
Deliverables:
There are no specific deliverables associated with this task.
Workflow
Processes • Provide AS-IS business processes
• Approve TO-BE processes for defined workflows
• Based on defined TO BE processes design workflow steps and associated activities.
• Implement and publish workflows
• GSG Developers
• City Team
Deliverables: There are no specific deliverables associated with this task.
Business Process
Changes
• In case of business process change after baselining TO-BE process will go through the defined change request process.
• In case of business process change after baselining TO-BE process will go through the defined change request process.
• GSG BA & PM
• City Team
Deliverables:
There are no specific deliverables associated with this task.
Security • Understand vendor software security features
• Provide hierarchy of users and groups
• Define access rights for users and groups
• Provide vendor software security features
• Configure Users and Groups
• Configure access rights for users and groups
• GSG BA & SME
• City Team
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Deliverables:
Security Plan
Post Cut-Over
Support (Post Go-Live Support)
• Communicate the issues and observations to vendor team • Issues and observation within baselined scope will be fixed based on defined severity and priority
• GSG Team
• City Team
Deliverables:
Post cut-over support documentation
Disaster
Recovery • Configure infrastructure for failover/mirroring
• Configure backup process • Assist to define backup process
• Assist to define recovery process
• Provide documents for backup and recovery
• GSG SME
• City Team
Deliverables:
Disaster recovery plan
i) Present and Projected Workloads
Present Workload: Three GSG Team members are currently actively implementing five projects.
Projected Workload: Two GSG Team members will start 3three new projects that are lined up for 2021 Q4.
j) References GSG is highly experienced working with government agencies. We provide On-Premises, Hosted Solutions and Cloud solutions. GSG has extensive experience implementing, customizing, maintaining, and upgrading Laserfiche Document Management Systems for all levels of government, as well as private sector clients.
Reference #1
Project Title Laserfiche Document Management
Includes implementation of Laserfiche for the 47th District Court
Agency Name City of Farmington Hills, Michigan
Project Description converting large backlog of images, documents, drawings, Microfilm rolls and Microfiche cards. It also supports for Back file conversion, consultation and training services.
Document Scanning: • Size of documents - 8.5 X 11, 8.5 X14, 11x17 and 24x36 (D size) drawings • Unfolding, removal of paperclips, staples, repairing tears, sorting, and purging of duplicate documents at preparation level. • Stores Electronic documents in standard image formats: TIFF (Tagged Image File Format)
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• Converts all the documents in required format for the index associated with Laserfiche in ASCII text. • Scanning resolution standards: Minimum of 300 dpi – this provides a high resolution of reading and for manipulation of the image if necessary and covers a variety of document formats • The indexing on/in more than 5 separate fields
Reference #2
Project Title Law Firm Document Management System
Agency Name U.S. Department of Commerce, Office of the General Counsel
Criminal Justice entity for the Department of Commerce
Project Description We are providing Laserfiche Document Management Application to Department of Commerce and provide phase wise services. Our services include:
Phase 1 Go-Live: Go-Live Implementation
• Installation and implementation of Laserfiche Document Management application
• Conversion of the legacy data from OGC-DOCS to the Laserfiche application
• Integration of the new application with other Department data systems
• On-site application training for OGC administrators and end users
• Project Management
Phase 2 Post – Go-Live Support: Post Go Live Operations Support
• Technical (help desk) support for OGC administrators and users
• Report development to ensure that reports that will commonly be generated by system users would include all the required elements.
• Maintenance of the application, including the installation of patches, repairs, and upgrades
• Renewal of applicable software licenses/subscriptions
k) Training At GSG, we understand the level of requirements for training and transfer of knowledge on the implementation of the system. We will work with the City to streamline your business process to best utilize additional functionalities available in the new integrated system. We will provide training materials and training using a train the train approach, and system administrative staff. In addition, GSG will provide Level 1 support documentation and specific training for each end user group. Our team will also develop user-friendly training materials and eLearning modules for City use post-implementation. Training will be provided to your staff and other end users at a City-provided
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facility. We will also provide up-to-date training sessions for specific user groups to ensure successful implementation, with an overview of ongoing refresher training options to select from. The training will be performed on-site and will include an overview of all system components, identification of resources for ongoing support, and training of the technical staff on all components of the system. We will ensure that your users possess a complete understanding of the application integration tools and their uses. We have included training costs in the pricing section.
End-User Training Approach End user training is targeted at users who will be using the system on a day-to-day basis. This can include power users who scan documents and regular users who will be performing search and retrieve operations. The following concepts will be covered during an eight-hour training course:
End-User Training Agenda
Laserfiche Client Overview Laserfiche Capture
Repository Structure Entering & Recording
Folder Browser Metadata
Working with Documents Quick Fields
Annotations Scanning Options
Merging Document Pages Scanning Processes and Enhancements
Separating Document Pages Import
Document Viewer Snapshot
Display Panes Drag & Drop
Tools Copy & Paste
What is Metadata? Microsoft Integration
Laserfiche Searching Converting Electronic File Formats
Search options Generating Searchable Text
Saving searches Distribution in Laserfiche
Tips and tricks Exporting
Emailing
Printing While it is vital to ensure that your Laserfiche systems are current, it is equally vital that personnel using Laserfiche are kept current through training, and we will provide ongoing training opportunities. Training sessions can include workshops, webinars, and other eLearning options. Should any patches or updates alter the operation of your system, we will arrange training sessions or user group meetings in order to ensure that personnel remain fully up-to-date with the knowledge and practices necessary to get the most out of Laserfiche. We will also facilitate access to other training programs hosted by Laserfiche.
Train the Trainer Approach Laserfiche is an intuitive application to learn — part of its enduring power is its simplicity of use. GSG’s training program is designed for clients to gain autonomy and independence in the routine use and management of their Laserfiche system with a ‘train the trainer’ approach. We have found this
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to be the most effective training methodology in terms of knowledge retention and maximizing the value of training time.
Ongoing Training System Administrator training is targeted to users that will be maintaining the system once it has been promoted to production. Application training targets business analysts that may be involved in modifying existing business processes or expanding the use of Laserfiche into other departments. System Administrator Training will cover the tasks necessary to administer the software, such as adding, removing, and modifying users and user rights. In addition, training will be provided to administer workflows and create ad-hoc reports and queries. We highly recommend that system administrators also participate in user training. Attendees can include managers, supervisors, and technical personnel as determined by the client. Multiple sessions may be scheduled to minimize the impact on normal operations, and GSG personnel will be on site to assist with any issues that may arise during go-live. System Administrator Training will include the following material in five hours of training:
System Administrator Training Agenda
Laserfiche Administration Indexing
Laserfiche Administration Console Troubleshooting
Sever Settings System Maintenance
Security Repository Management
Audit Trail Report Creation/Generation Metadata Management
Additionally, we offer special training for the following:
• Laserfiche Workflow Admin Training This hands-on training is for users who will be designing Workflows within the Laserfiche system. This class is not exclusive to IT, but users should be technically savvy and familiar with IF/THEN logic. Some of the topics covered in this training are: Parallel and Conditional Routing, E-mail Notifications, Reminders/Deadlines, and Repeat/Looping related to business processes. Laserfiche Client and System Admin Training is a prerequisite for this class.
• Application Training Target’s business analysts who may be involved in modifying existing business processes or expanding the use of Laserfiche into other departments.
• Laserfiche Forms Training This hands-on training focuses on the design and configuration of electronic fillable forms.
• Laserfiche Quick Fields Training This hands-on training is for users who will be creating Quick Fields Sessions. Typically, this training is restricted to IT or multiple people. Once a Session is created, it can use Power Users of Laserfiche as. As such, only interested parties should attend. Class material is dependent on the purchase of Quick Fields. Laserfiche Client Training is a prerequisite for this class.
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• Laserfiche Audit Trail Training This hands-on group training is for users who will be generating or viewing audit reports on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing, retrieval, or export of a document from the Laserfiche Repository. This class is typically limited to administrators and power users with comprehensive access to the Laserfiche Repository. Laserfiche Client Training is a prerequisite for this class.
• Laserfiche Records Management Training This hands-on training covers basic records management concepts for records managers and for general staff.
• Integration Training SDK / LF Connector This training applies to using the Software Developer’s Kit (SDK) and/or LF Connector to integrate Laserfiche with a specified line of business applications.
• Laserfiche Scanning Training This group training is for users who will be scanning documents using Laserfiche Scanning. Topics discussed in the training are indexing, shortcut keys, batch processing techniques, and cleanup tools.
• Search and Retrieval Training This session includes detailed instruction on the various methods for searching within Laserfiche, including Quick Search as well as the Customize Search option for more advanced search criteria. This session also covers search results and what information is returned, how to open and view documents, and how to utilize the information returned.
l) Maintenance and Support To maximize your success and productivity, our service includes high level support and maintenance for Laserfiche software. This ensures that you have access to GSG’s telephone support resources when it matters most, as well as many other benefits such as updates and upgrades. Our resources are available 24/7, and we are always ready to quickly identify the root cause of your issue, find a solution, and provide follow-up communication to ensure your satisfaction. Our team utilizes remote access to your machines to resolve problems in as timely a manner as possible. Remote access support saves our clients both time and money by reducing delays in diagnosing and resolving issues. We utilize secure communications software to remotely access client systems.
Global Solution Group’s Support
Days of the week and hours support is available (Eastern Time)
Monday through Friday, 6:00 A.M. to 6:00 P.M.
Average response time (initial call) 4 hours
Maximum callback times (during normal business hours) 8 hours
Average open ticket or problem resolution time 4–8 hours Normally our team resolves problems with in one to two days. For critical issues, our team will review the issue and what will be required for resolution and develop a time frame to minimize the impact on the client. If the resolution can be implemented remotely, we would, ideally, make arrangements to do so after business hours.
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Severity
Time to
Acknowledge Response Time
Resources
Assigned
Within Updates
Target
Resolution
Tier 4 10–15 minutes after escalated from Tier 3 10–15 minutes after escalated from Tier 3 1 hour hourly 1–2 hours
Tier 3 ~30 minutes after escalated from Tier 2 ~30 minutes after escalated from Tier 2 2 hours every 2 hours 4–8 hours
Tier 2 ~1 hour after escalated from Tier 1 ~1 hour after escalated from Tier 1 3 hours every 3 hours 1 business day
Tier 1 ~3 hours ~3 hours 4 hours N/A 2 business days
Severity Definition
Tier 4 Error renders the program completely or nearly unusable or introduces a high degree of operational risk. No workaround is available. Until this error is resolved, the program’s use is essentially halted. A large number of users and/or care program functionality is severely impacted.
Tier 3 Error renders essential functionality of the program to be consistently unavailable or obstructed and causes a moderate level of hindrance or risk. Workarounds may be available; however, use of the program is acutely degraded and poses a continuing operational risk. A moderate number of users are significantly impacted, but the program continues to function overall.
Tier 2 Error is an inconvenience or causes inconsistent behavior which does not impede the normal functioning of the program. It could be an error that occurs inconsistently and affects nonessential functions, or an inconvenience which impacts a small number of users. It may also contain graphical errors where the visual display of the program is not ideal, but still functioning correctly.
Tier 1 Error has a small degree of significance, is a minor cosmetic issue, or is a ‘one-off’ case. A one-off case occurs when an error occurs infrequently and cannot be reproduced easily. These are errors that do not impact the daily use of the program. A Tier 1 error is something that does not affect normal use, and can be accepted for a period of time, but that the user would eventually want to be changed.
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m) Price Proposal
Laserfiche SaaS Cloud Pricing and Professional Services Costs
Software Quantity Cost Per Year Extended Total Cost Laserfiche Full Professional Users
Includes: 100 GB storage/user, single Laserfiche Repository, Laserfiche Starter Audit Trail, Laserfiche Import Agent with Email Archiving,
Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with DocuSign, Direct Share, Data Encrypted at Rest, Autoscaling of Computing and Storage
Resources, Automated and Encrypted Backups, Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, Integration with SharePoint, Integration with
Microsoft Dynamics 365 CRM, Quick Fields Complete with Agent (10), Workflow Bots for Process
Automation (1), Microsoft 365 Integration with Simultaneous Editing, Integration with Redtail CRM
10 $830.00 $8,300.00
Subtotal Software Services $8,300.00
Professional Services Hours Hourly
Rate Extended Cost Project Planning, Analysis, Design and Configuration 40.00 $150.00 $6,000.00 Training 8.00 $165.00 $1,320.00 Project Management 8.00 $165.00 $1,320.00
Subtotal Professional Services $8,640.00
Total Solution Cost for Year 1 (Software Licenses and Professional Services) $16,940.00
Tiered Pricing Options
License Type Quantity
(Range)
Unit Price Per
License Laserfiche Full Professional Users Includes: 100 GB storage/user, single Laserfiche Repository, Laserfiche Starter Audit Trail,
Laserfiche Import Agent with Email Archiving, Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with DocuSign, Direct Share, Data Encrypted at Rest,
Autoscaling of Computing and Storage Resources, Automated and Encrypted Backups,
5-49 $830.00
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Tiered Pricing Options
License Type Quantity (Range) Unit Price Per License
Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, Integration with SharePoint, Integration with Microsoft
Dynamics 365 CRM, Quick Fields Complete with Agent (10), Workflow Bots for Process Automation (1), Microsoft 365 Integration with Simultaneous Editing, Integration with Redtail CRM Laserfiche Full Professional Users Includes: 100 GB storage/user, single Laserfiche
Repository, Laserfiche Starter Audit Trail, Laserfiche Import Agent with Email Archiving, Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with DocuSign, Direct Share, Data Encrypted at Rest, Autoscaling of Computing and Storage Resources, Automated and Encrypted Backups,
Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, Integration with SharePoint, Integration with Microsoft
Dynamics 365 CRM, Quick Fields Complete with Agent (10), Workflow Bots for Process Automation (1), Microsoft 365 Integration with Simultaneous Editing, Integration with Redtail
CRM
50-99 $700.00
Laserfiche Full Professional Users Includes: 100 GB storage/user, single Laserfiche
Repository, Laserfiche Starter Audit Trail, Laserfiche Import Agent with Email Archiving, Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with
DocuSign, Direct Share, Data Encrypted at Rest, Autoscaling of Computing and Storage Resources, Automated and Encrypted Backups,
Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, Integration with SharePoint, Integration with Microsoft
Dynamics 365 CRM, Quick Fields Complete with Agent (10), Workflow Bots for Process Automation (1), Microsoft 365 Integration with Simultaneous Editing, Integration with Redtail CRM
100-199 $670.00
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Optional Components
License Type Quantity Unit Price Laserfiche Forms Portal (Up to 1,000 Submissions Per Month) *Allows Citizen and Public outside of City to submit Forms and participate in Forms Processes 1 $1,800.00
Laserfiche Public Portal (Up to 10,000 Views Per Month) *Allows Citizen and Public outside of City of
search and view case files stored in repository in read-only mode without needing a user license. 1 $4,200.00
Cost Assumptions for Laserfiche Cloud Based Attorney Case Management Solution: 1. We have included pricing for 10 Professional Full Named User licenses as mentioned in the Q&A. 2. Laserfiche Full Named Professional License Includes: 100 GB storage/user, single Laserfiche Repository, Laserfiche Starter Audit Trail, Laserfiche Import Agent with Email Archiving, Laserfiche Snapshot, Laserfiche Integration with Microsoft Office, and Laserfiche Integration with DocuSign, Direct Share, Data Encrypted at Rest, Autoscaling of Computing and Storage Resources, Automated and Encrypted Backups, Intrusion Detection, Automated Feature and Security Updates, Automated Text Extraction, Integration with SharePoint, Integration with Microsoft Dynamics 365 CRM, Quick Fields Complete with Agent (10), Workflow Bots for Process Automation (1), Microsoft 365 Integration with Simultaneous Editing, Integration with Redtail CRM 3. We have included tiered pricing options for various license type for ready reference as well. 4. Our cloud hosted offering leverages AWS Private Cloud. 5. Storage of 100 GB per user is included in the quote which totals to 1 TB Total. 6. We have not included any cost for hardware, database, or Operating System Software as we are offering a Cloud SaaS model 7. The professional services cost for various functions of the project is included in the Cost Response.
8. Additional licenses for any of the mentioned categories can be purchased at any given time.
9. Additional professional services for any services can be purchased additionally if required.
10. Quote is valid for 90 Days from due date of the RFP.
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n) Affirmation of Nondiscrimination (Attachment A) Attachment A: Non-Discrimination Affirmation