HomeMy WebLinkAboutDocumentation_Regular_Tab 20_02/16/2006 ��a
VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: 02/16/06
REQUESTED ACTION: Council approval of Resolution 43-OS/06 to approve a Sales
Agreement/contract for a Document Imaging System for the Village of Tequesta in the
amount of $40,981.00 to Information Access Systems, Inc, of Orlando, Florida.
RESOLUTION OR ORDINANCE NUMBER: Res. 43-OS/06
ORIGINATING DEPARTMENT: Village Clerk
( ��' � � �
DEPARTMENT HEAD APPROVAL f,�C"�✓i ����� ' ,
7
FLINDING SOURCE: 2005/2006 BUDGET
ACCOUNT NUMBER: 001-120-664.600
CURRENT BUDGETED AMOUNT AVAILABLE: $ 55,000
AMOUNT OF THIS ITEM: $ 40,981
BUDGET TRAI�TSFER REQUIRED: no
APPROPRIATE FUND BALANCE: no
SUMMARY: Approve the purchase and installation of an Electronic Document
Management (Imaging) System to implement a village-wide document imaging system to
provide improved records management, including full text search capabilities, ease of
document retrieval, disaster preparedness, and savings on space and labor costs.
Piggyback Contract Name and number: Lake County, FL, Board of County
Commissioners, Contract # 2003-677A-R (On file in the Village Clerk's Office)
Or
Competitive Bid for anything over $10,000-Attach 3 Bids
APPROVALS: , _=1_-�_ _—_, •
- , z __���_-__
FINANCE DIRECTOR � �t-
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VILLAGE MANAGER � � � �-----
VILLAGE ATTORNEY (if Needed) Yes _X No
RESOLUTION NO. 43--05/06
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY,
FLORIDA, ENTERING INTO A SALES
AGREEMENT/CONTRACT BETWEEN THE VILLAGE
OF TEQUESTA AND INFORMATION ACCESS
SYSTEM5, INC. (IAS), OF ORLANDO, FLORIDA FOR
THE PURCHASE AND INSTALLATION OF AN
ELECTRONIC DOCUMENT (IMAGING)
MANAGEMENT SYSTEM, IN THE AMOUNT OF
$40,981.00 BUDGETED IN 2005/2006 ACCOUNT #001
120 664.600 CAPITAL OUTLAY, MACHINERY AND
EQUIPMENT, AND AUTHORIZING THE VILLAGE
MANAGER TO EXECUTE THE APPLICABLE
AGREEMENT.
WHEREAS, the Village of Tequesta recognizes that the citizens of Tequesta
have a right to foster efficient and cost-effective government and recognizes the
central importance of Village records in the lives of its citizens, the Village of
Tequesta has a responsibility to its citizens to manage, preserve and make available
Village records, and
WHEREAS, pursuant to the Florida Public Records Law, Chapters 119 and
257, F.S. require the Village of Tequesta establish and maintain a program for the
economical and efficient management of the records of its offices, departments,
boards, and commissions, and
WHEREAS, the Village of Tequesta is interested in irnplementing a village-
wide document imaging system to provide improved records management, including
full text search capabilities, ease of document retrieval, disaster preparedness, and
savings on space and labor costs.
NOW, THEREFORE, BE IT RESOLVED BY TIIE VILLAGE COUNCIL OF
THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS
FOLLOWS:
Section l. Consideration to award a Sales Agreement/Contract between the Village
of Tequesta and Information Access Systems, Inc. (IAS) in the amount of $40,981
(account # 001 120 664.600) is hereby approved and the Village Manager of the
Village of Tequesta is authorized to execute the same on behalf of the Village.
TI�E FOREGOING RESOLUTION was offered by , who moved its
adoption. The Resolution was seconded by , and upon being put to
vote, the vote was as follows:
. 1
=�
�
FOR ADOPTION AGAINST ADOPTION
The Mayor thereupon deciared the Resolution duly passed and adopted this 16�` day
of February 2006, A.D.
Jim Humpage, Mayor
ATTEST:
Gwen Carlisle, Village Clerk
2
Date: 1 /19/2006
Village of Tequesta
Purchase Order Requisition Date Purchase Order is Req'd:
(Not a Purchase Order) Department: Villa e Clerk
Req. #:
Quotes Received:
3 (See Attached) Recommended Vendor: Vendor #
Vendors Bids Information Access S stems
Information Access S stems, 1nc $40,981:00
Address: 900 So Goldenrod Road, Suite C
Ci :Orlando
R&S Intre ated Lase�che $39,929.00 ty
MOS Imaging Systems $43,253.75 State & Zip: FL 32822
After demostrating 5lmaging.systems, Information Access Systems !nc's Document Management (Imaging) Syste
(On Base) is the most comprehensive proposal that meets the Village's needs. They have a local representative, and
have installations in Lake County, Board of County Commissioners and also locally at the Town of Jupiter. This PO
does not include the servers needed that will be supplied separately. -
Available Balance
ManufJ
Item Descri tion Part# Q. Unit Price Total Cost Account # (Finance Use Onl
On Base Document Imaging $40,981.00 001-120-664.600
System - SoftwarelLicensing
and Installation
Total: $40,981.00
Finance/Administrative Use Only:
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De artment Head Si nature: f.-
- Date:
Finance Director Si nature:
Date:
Villa e Mana er A proval:
Villa e Council Ap roval:
Resolution #: Date:
PO#:
Processed By: Date:
Revised 1/19/2006
Anne Koch
PRICIN6 FOR THE YILLAGE OF TEQUESTA
Information Access Systems, Inc.
� 900 South Goldenrod Road
� �� � Suite C
t � �: Orlando, FL 32822
� 407-839-1477
www. iasinc. net
6-Dec-05
Components for the Village Departments of
Clerk, Community Development and Human
Resources
- Unit Extended Annual
Qty. Description Price Price Maint.
Software Licenses
1 OnBase Mu/ti Use� Server License $ 4,000.00 $ 4,000.00 $ 720.00
This license enabies multiple users access to OnBase.
2 OnBase Workstation C/fent License $ 480.00 $ 960.00 $ 172.80
This license provides access to the OnBaSe system
from one workstation per license.
4 OnBase Concurrent Client License $ 960.00 $ 3,840.00 $ 691.20
This license provides access to the OnBase system to
one user. This license is not workstation dependent.
1 OnBase Document Imaging License (First) $ 4,000.00 $ 4,000.00 $ 720.00
This license provides production scanning capabilities.
It also includes and OnBase Workstation Client License.
1 OnBase Batch OCR $ 800.00 $ 800.00 $ 144.00
This license provides OCR capability to any OnBase
scan station. It creates a text rendition of the origina(
image.
1 OnBase DVD Authoring $ 1,600.00 $ 1,600.00 $ 288.00
This license provides the capability to backup OnBase
disk groups to DVD. It is used for disaster recovery or
when a DVD jukebox is required.
Software Subtotal $ 15,200.00 $ 2,736.00
Hardware
1 Fujitsu fi-5750C VRS Document Scanner $6,700.00 $6,700.00 $1,595.00
Duplex Scanning, FlatSed Scanner
Color and Black & White Scanning
Auto document feeder - 200 sheet input
57 pages per minute @ 300 dpi
8000 page per day duty cycle
USB 2.0 & Ultra SCSI (50M)
• Includes 650i Adrenaline Card and Kofax VRS
Hardware Subtotal $ 6,700.00 � 1,595.00
Service and Su��ort
Instai/ation and Testing $ 4,500.00
System Administrator training -
Install and test OnBase server modules
Instal{ and test scanners
Instali and test 10 client Iicenses
Setup On6ase storage structure
Conflgure OnBase users and security
Install and configure all servers related to this project
Project Management $ 4,500.00
Pre-project site inspection and analysis
Creat� storage structure
Create a formal scope of work document
Hold status meetings during implementation
Professiona/ Services �
This is servcies for customizatfons. Since No Workflow
or Image Enabling to a Line-of-8usiness Application is
requlred in the initial installation, no customizations are
required.
1 End User Training $ 2,000.00
Each class is one day for up to 10 people.
Customer must provide facilities for training.
1 B/ock of Engineers Time (25 hours) $ 3,750.00
Used for assisting in system upgrades and for future
support.
Used for additional training.
imptementation.
Service and Support Subtotal $ 14,750.00
Totai Investment For Village Departments of
Clerk, Community Development and Human 40,981.00
Resources �
Information Access Systems, Inc.
�- 900 South Goldenrod Road, Suite C
,� �.. Orlando, FL 32822
-� � Phone 407-839
Fax 407-839
-' www.iasinc.net
``'�-_ �
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Information Access Systems Pricing For Out Of Town Imaging Support ;
'�
Standard labor hourly rate for Network Service
$ 175.00
Ten hour pre-paid block of time ($150.00/hour)
$1,500.00
Twenty-five hour pre -paid block of time ($150.00/hour)
$3,750.00
Fifty hour pre-paid block of time ($150.00/hour)
$7,500.00
To take advantage o for alf b{ock,s before any time s All service me us d p rorto
customers must pay
payment wiii be billed at our standard hourly rate. The block will take effect once payment is
made.
Out of town support will be invoiced at a minimum of 4 hours pfus one-way travel time. Out
of town clients refer to clients that are located at least 50 miles from Downtown Orlando.
In order to better serve our customers, IAS has set up levels of priority for each call. IAS will
determine the condition of each call and assign a priority level accordingly. The description
and associated response times are as folbws:
CRITICAL: Complete failure of the system to perform correctly. This includes severe
slowdowns of productivity or throughput. IAS should acknowiedge receipt of the problem
reported immediately. If the problem requi(e�s � ate personnel w t n approximately
t h e C u s t o m er site, IAS will provide the app p
hours. If Customer agrees, the response time may b e l a t e r, b u t i n n o e v e n t later than twenty-
four (24) hours.
HIGH: Serious failure of software/hardware component, which does not result in complete
system failure, but does impact productivity and/oo riate pe sonnel at Customer s te w thin
hour tetephone response. IAS will provide the app p
twenty-four (24) hours.
MEDIUM: Recurrent problem, which affects productivity or the throughput of the sys em.
IAS agrees to respo�d by telephone within four (4) hours. Corrective action shouid be
accompiished within forty-eight (48) hours.
LOW• Cosmetic error not impatting production. IAS agrees to respond by telephone within
eight hours.
IAS business hours are 8:00 a.m. — 5:00 p.m. Easter Standard Time Monday through Friday.
These are the hours I se uent hours tAny senrice ou de of normal business hou'rs n otY be
completed during sub q
scheduledes t avel t me to alWOn s te servi ce calis. As with ou bblock chargesndravel�will be
IAS charg
deducted in fifteen-minute increments.
IAS charges travei time to ali on site service calis. As with our block charges, travel will be deducted in
fifteen-minute increments.
Optional Services
Set-up and installation of two servers $ 2,500.00
Recommended Hardware to 6e vrovided bv Customer
1 OnBase Document Server
Penflum Xeon 2.4 GHz Processor
2 GB RAM
Sufficient Storage Capacity (Storage size per each
scanned single-sided image is 50KB at 200dpi and
150K6 at 300dpi.)
100 Mbps NIC
128 MB RAID controller with read/write caching
On-site 7x24 support with 4 hour resportse .
Windows 2000 Server
OnBase Scan.Stations
Pentium IV 2.4 GHz Processor
512 MB RAM
100 Mbps NIC
On-site 7x24 support with 4 hour response
Windows 2000 Professional
19" color monitor able to operate at 1280 x 1024
resolution
Cata/oa of A// OnBase Software
1 OnBase Web Server $ 8,000.00 $ 8,000.00 $ 1,440.00
This iicense allows users to access OnBase over the
internet or intranet. Web Server requires Microsoft
Internet Information Server.
1 OnBase EDM Services $ 4,000.00 $ 4,000.00 $ 720.00
This license al�ows ODMA compliant applications to
store and retrieve from OnBase. It also provides
revisioning of documents, checkout of documents and
the ability to drag and drop multipie files into OnBase
concurrently.
1 OnBase Document Import Processor $ 4,000.00 $ 4,000.00 $ 720.00
This license allows images and associated keywords to
be imported and flled in OnBase.
1 OnBase Tag Import Processor - XML $ 5,600.00 $ 5,600.00 $ 1,008.00
Processes, indexes, and stores XML format files.
1 OnBase Application Enab/er $ 12,000.00 $ 12,000.00 $ 2,160.00
This license allows unlimited screens in one application
to be image enab�ed.
1 OnBase Enterprise App/ication Enabler $ 40,000.00 $ 40,000.00 $ 7,200.00
This license allows unlimited screens in one application
to be image enabled.
1 OnBase Departmenta/ Worktlow Server $ 8,000.00 $ 8,000.00 $ 1,440.00
This license allows one department to develop
unlimited Workflow processes.
1 OnBase Workflow Enterprise Server $ 40,000.00 $ 40,000.00 $ 7,200.00
Provides any number of workFlow applications to be
implemented by any number of departments within the
enterprise.
1 OnBase Named WorktTow License $ 400.00 $ 400.00 $ 72.00
This license allows a named user with a valid client
Iicense access to OnBase Workflow.
1 OnBase Concurrent Workf/ow License $ 800.00 $ 800.00 $ 144.00
This Iicense aliows any user with a valid clierrt license
access to OnBase Workflow.
1 Signature / 7D C/ient $ 160.00 $ 160.00 $ 2$•$�
Simple Visual Basic applicat(on limited to the retrieval
and dispiay of Signature Cards and Photo ID's for use
by financiai institution telier workstations.
1 Digital Signature $ 200.00 $ 200.00 $ 36.00
Provides Digitai Signature approval functionaifty as weil
as the standard ApprovelT desktop ticense.
1 OnBase Concurrent Client License $ 960.00 $ 960.00 $ 172.80
This Iicense provides access to the OnBase system to
one user. This license is not workstation dependent. g00.00 $ 144.00
1 OnBase Concurrent Client (101-200) $ 800.00 $
1 OnBase Concurnent Client Lioense (20i+) $ 640.00 $ 640.00 $ 115.20
1 OnBase Workstation C/ient License (1-i00) $ 480.00 $ 480.00 $ 86.40
This license provides access to the OnBase system
from one workstation per license. 72.00
1 OnBase Workstation ClienY (101-200) $ 4Q0.00 $ 400.00 $
1 OnBase Workstation Client License (201 +) $ 320.00 $ 320.00 $ 57.60
1 OnBase Virtua/ Print Driver $ 4,000.00 $ 4,000.00 $ 720.00
Provides a method to capture, index and store the print
stream from any printable application and store the
informatlon as a TIFF image within the OnBase
document repository.
1 OnBase Monarch Data Mining Integration $ 4,000.00 $ 4,000.00 $ 720.00
Provides the abiiity to explore, consolidate and format
business transactions by extracting data from
COLD/ERM information stored within the OnBase
system for use within desktop applications such as
Excel, 123, Access, dBase, and Paradox.
1 OnBase Monarch Web-based Integration $ 12,000,00 $ 12,000.00 $ 2,160.00
Provides the ability to explore, consolidate and format .
business transactions by extracting data from
COLD/ERM information stored within the OnBase
system for use within desktop applications such as
Excel, 123, Access, dBase, and Paradox.
1 23Z Co/ui»n Video Font (i-100 desktops) $ 1,600.00 $ 1,600.00 $ 288.00
Provides the ability to view a complete 132-character
wide COLD report in 8�0 x 600 screen resofu[ion
without having to scroll right and left to f[nd the
information. (1-100 desktops)
1 132 Co/umn Video Font (101+ desktops) $ 4,000.00 $ 4,000.00 $ 720.00
1 On6ase COLD Serve� $ 8,OOOA� $ 8,000.00 $ 1,440.00
This license processes print files from legacy
applications. It automatfcaily files and indexes the
documents based on templates defined.
1 PCL Input Fi/ter $ 2,400.00 $ 2,400.00 $ 432.00
Works in conjunct(on with OnBase COLD / ERM to
process and store PCL data streams, enabling stored
documents to retain original formatttng features.
1 AFP Input Fi/ter $ 8,000.00 $ 8,000.00 $ 1,440.00
Works in conjunction with OnBase COLD / ERM to
process and store AFP data streams, enab4ing stored
documents to retain original formatting features.
1 D1DE Input Fi/ter $ 4,000.00 $ 4,000.00 $ 720.00
Works in conjunction with OnBase COLD / ERM to
process and store DJDE data streams, enabling stored
documents to retain original formatting features.
1 Right Fax import Integration $ 4,800.00 $ 4,800.00 $ 864.00
Provides the ability to specify how fax documents are
conflgured for automatic import into OnBase upon
receipt at Che RightFax Server.
1 Cardiff Liquid O�ce Integration $ 8,000.00 $ 8,000.00 $ 1,440.00
Provides the ability to store forms created in Cardiff
Liquid Office.
1 OnBase E-Forms $ 8,000.00 $ 8,000.00 $ 1,440.00
Thts Iicense provides a tool to create electronic forms
which can be used in Workflow or other business
processes. •
1 OnBase Mobi/e E $ 4,500.00 $ 4,800.00 $ 864.00
Provides Mobile E-Forms submission and
synchronization capabilities from portable devices (e.g.
laptops).
1 OnBase Mobi/e E-Forms Ciient $ 240.00 $ 240.00 $ 43.20
Provides the ability to complete, index, and store HTML
based documents (forms) from a mobile device (e.g.
laptop) using an HTML form temptate.
1 Production Document Imaging (first) $ 4,000.00 $ 4,000.00 $ 720.00
Scans (digitizes) paper documents using TWAIN or
Kofax compatible devices. Advanced features include
distributed capture and indexing, image enhancement,
bar code recognition (Kofax), blank page separation
and auto-enabled indexing.
1 P�odaction Document Imaging (additiona/) $ 1,600.00 $ 1,600.00 $ 288.00
1 ISIS Document Imaging (Frst) $ 4,000.00 $ 4,000.00 $ 720.00
�
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Scans (digitizes) paper documents using ISIS
compatible devices. Advanced features include
distributed capture and indexing, image enhancement,
bar code recognition (Kofax), biank page separation
and auto-enabied indexing. 1,600.00 $ 1,600.00 $ 288.00
1 ISIS Document Imaging (additionaQ �
1 Disconnected Scanning Modu/e (Zs�!')
$ 4,000.00 $ 4,000.00 $ 720.00
Works in conjunction with Web server to provide users
with a robust document capture solution that is used
while dfsconnected from OnBase. Supports advanced
document processing features such as deskew,.
despeckle, and barcode recognition. � 1,600.00 $ 1,600.00 $ 288.00
1 Disconnected Scann►n9 (additional)
i Desktop Document Imaging (to i5 ppm)
$ 400.00 $ 400.00 $ 72.00
This Iicense provides It equi a d C/ent °
1000 pages per day.
license. 800.00 $ 800.00 $ 144.00
1 Desktop Document Imaging (m 30 ppm) � 1�200.00 $ 1,200.00 $ 216.00
1 Desktop Document imaging (over 30 ppm) $
1 M/eb Scanning Named User
$ 400.00 $ 400.00 $ 72.00
Provides low-volume, ad-hoc, TWAIN based document
scanning capabiifty to the Web Client.
$ 8,000.00 $ 8,000.00 $ 1,440.00
1 WorkView
Provides the ability to create custom applications fn
OnBase to track issues from start through resolution.
Supports optional attachment of OnBase documents
and user-defined events to issues. Configuration tool
allows user to define custom database tables, screens
and views.
1 WorkView Concurrent Client
� 800.00 $ 800.00 $ 144.00
Provides the ability to create custom app ���orts optional
OnBase to track issues to resolution. Supp
attachment of OnBase documents and user-deflned
events to issues. Configuration tool allows user to
define custom database tables, screens and views.
1 WorkView Workstation Client
� 400.00 $ 400.00 $ 72.00
Provides the ability to create cusCOm applications in
OnBase to track issues to resolution. Supports optional
attachment of OnBase documents and user-defined
events to issues. Configuretion tooi allows user to
define custom database tables, screens and views.
� 400.00 $ 400.00 $ 72.00
1 WorkView Named Client
Provides the ability to create custom applications in
OnBase to track issues to resolution. Supports optional
attachment of OnBase documents and user-defined
events to issues. Configuration tool allows user to
define custom database tables, screens and views.
1 OnBase Pu/l-Text Indexing Ser�er
$ 8,000.00 $ 8,000.00 $ 1,440.00
Provides integration with Verity to provide advanced
Full Text searches for words or phrases that exist
within documents stored in OnBase. These words or
phrases can exist in COLD documents, text renditions
of image documents (OCRed images), and many 3'
party applicat(on documents. Can perform fuzzy
searches, wildcard searches, stemming searches,
thesaurus searches and searches combining full-text
and keywords on all document types.
1 OnBase Full Concarrent C/fent License $ 240.00 $ 240.00 $ 43.20
Provides the ability to retrieve full text data stored in
Verity Full Text collections. Verity Full Text can index
OCR images, COLD text doCUments, Adobe PDF
documents, Microsoft Office documents, WordPerfect
documents, HTML documents and many others.
1 OnBase Pull-Text Workststion Client License $ 120.00 $ 120.00 $ 21.60
Provides the ability to retrieve full text data stored in
Verity Full Text collections. Verity FuU Text can index '
OCR images,. COLD text documents, Adobe PDF
documents, Microsoft Offfce documents, WordPerfect
documents, HTML documents and many others. Valid
for a single named user logged into one workstation at
a time.
1 OnBase Fuii-Text Named User Gient License $ 120.00 $ 120.00 $ 21.60
Provides the ability to retrieve full text data stored in
Verity Full Text col�ections. Verity Full Text can index
OCR images, COLD text documents, Adobe PDF �
documents, Mfcrosoft Office documents, WordPerfect
documents, HTML documents and many others. Valid
for a single named user logged into one workstation at
a time.
1 OnBase DVD Authoring $ 1,600.00 $ 1,600.00 $ 288.00
This Ilcense provides the capability to backup OnBase
disk groups to DVD. It is used for disaster recovery or
when a DVD jukebox is required.
1 OnBase Automated DVD Authoring $ 6,400.00 $ 6,400.00 $ 1,152.00
This license provides the capability to backup OnBase
disk groups to DVD. It is used for disaster recovery or
when a DVD jukebox is required.
1 OnBase Automated Export $ 4,000.00 $ 4,000.00 $ 720.00
Exports documents and their respective indexes out of
an OnBase system. These documents and indexes can
be imported into another OnBase system or used in
conjunction with the OnBase Publishing module.
1 OnBase Document Retention $ 7,200.00 $ 7,200.00 $ 1,296.00
Manages the retention and disposition of stored
documents according to pre-defined business rules,
typically involving the passage of time or the
occurrence of an event allowing for automatic
destruction and/or removal from the OnBase document
repository.
1 OnBase Exception Reporting $ 3,200.00 $ 3,200.00 $ 576.00
This license enables users to report on missing
documents based on the system having an orfginating
document.
1 ACH Generator $ 16,000.00 $ 16,000.00 $ 2,880.00
Creates an ACH ffle that conforms with the NACHA
format for Electronic Funds Transfer (EFT).
1 OnBase Batch OCR $ 800.00 $ 800.00 $ 144.00
This Iicense provides OCR capability to any OnBase
scan station. It creates a text rendition of the original
image.
1 OnBase Document Retention $ 7,200.00 $ 7,200.00 $ 1,296.00
Manages the retention and disposition of stored
documents according to pre-defined busfness rules,
typically invoiving the passage of time or the
occu►rence of an event ailowing for automatic
destruction and/or removal from the OnBase document
repository. �
1 OnBase 0utlook Integration $ 4,000.00 $ 4,000.00 $ 720.00
Provides Outiook users the ability to interact with
OnBase through the standard Outlook E-matl client
interface. Provides users with the ability to save e-
mails and/or any associated attachments by simply
dragging the e-mail to the "OnBase" Outlook folder.
Alsa, provides an OnBase retrieval user interface.
1 Subscription Server $ 8,000.00 $ 8,000.00 $ 1,440.00
Automaticaily captures and stores e-mail messages and
attachments directly from Microsoft Exchange.
1 OnBase Archiva/ API $ 4,000.00 $ 4,000.00 $ 720.00
Provides the abiiity to archive documents from third
party systems into the OnBase system.
1 OnBase Reverse API (per application) $ 8,000.00 $ 8,000.00 $ 1,440.00
Provides the ability for OnBase to retrieve information
or documents from third party applications.
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Inform
ation Access Systems, Inc.
Sales Agreement _
for
Village of Tequesta
Tabie of Contents
1. PROFESSIONAL SERVICES ........................................................ 3
2. SOFfWARE tICENSE
................................................................ 3
3. HARDWARE ............................................................................. 4
4. NETWORK WIRING, CABLE, ETC ................................................ 4
5. PRICE .....................................................................................
6. DELIVERY .....................
.......................................................... 4
7. INSTALLATIQN. ..................................... 5
.................................,
8. CHANGES ................
...........................................:................... 6
9. ACCEPTANCE ........................................................................... 6
10. TRAINING
..................:.......................................................... 7
li. SOFTWARE MAINTENANCE ...................................................... 7
12. HARDWARE MAINTENANCE ..................................................... 8
13. IAS WARRANTIES .................................................................. 8
14. BUYER'S WARRANTIES . .......................................................... 9
15. REMEDIES LIMITED ................................................................ 9
16. INDEMNITY ......................................................................... 10�
17. IAS CONSULTING SERVICES ................................................. 11
18. CONFIDENTIALITY ................................................................ 12
19. ARBITRATION .................
20. EMPLOYEES ......................................................................... 12
21. GENERAL ............................................................................ 15
Exhibit A: System Components and Pricing ..................................
Exhibit B: Delivery and Installation ........•..••••••••••.••••�•••••••••••�•••••• i6
Exhibit C: Scope of Work Document .............................. ...........
Sales Agreement
This Sales Agreement is made and entered as of this day of , 2006,
by and between Information Access Systems, Inc. 900 South Goidenrod
Road, Suite C, Orlando, Florida 32822 ("IAS"} and Viliage of Tequesta
("Buyer").
WHEREAS, IAS, a reseller of certain software and hardware, is in the
business of licensing proprietary image and information management
software generally known as OnBase and providing professional services
related thereto, such as engineering, programming, integration, training and
support;
WHEREAS, IAS also makes available for purchase certain computer and
computer related hardware;
WHEREAS, Buyer wishes to acquire from IAS a license to use certain
software identified herein to enable it to operate the Hardware, Services and
Software defined below (collectively the "System");
NOW, THEREFORE, in consideration of the mutuaf covenants and promises
hereinafter set forth, the parties agree as follows:
1. PROFESSIONAL SERVICES
Buyer agrees to buy and IAS agrees to furnish to Buyer the
professional services described in Exhibit A attached hereto (the
"Services").
2. SOFTWARE LICENSE
2.1. Subject to the terms and conditions of this Agreement, IAS grants
to Buyer a perpetuaf non-exclusive license to use those certain
computer software programs described in Exhibit A(the "Software")
in object code form only to be installed in and utilized with the
Hardware, and the documentation associated therewith.
Notwithstanding anything else, as between the parties, IAS (and its
licensors) retain a{I title to, and, except as expressly and
unambiguously licensed herein, all rights to the Software, all copies
and portions thereof and all Documentation and all intellectual
property and proprietary rights therein. The license under this
Section 2 does not constitute a sale of the Software or any portion
of it.
2.2. Buyer shall utilize the Software at its current business location, 250
Tequesta Drive, Ste 300, lupiter, FL (the "Site"), or any future
business location that the Buyer moves to. Buyer shall not copy
the Software except that Buyer may make one (1) copy for archival
purposes. Buyer may copy the Documentation for its own use and
at its own expense.
3. HARDWARE
Buyer agrees to buy and IAS agrees to make availabie to Buyer the
scanner(s� and scanner related hardware described in Exhibit A(the
"Hardware") attached hereto.
4. NETWORK WIRING, CABLE, ETC
4.1. No electric power, network wiring, cable, or conduit is incfuded in
the Purehase Priee except as specified in Exhibit A. Buyer shall be
solely responsibie for obtaining all network wiring, conduit, cabie
and fittings necessary for the aperation �are e a ed to . network
4. 2. N e t w o r k s e r v e r s o r a n y h a r d w a r e o r s o ft
o p eration, PC work stations, voice boards, microphones, speakers
or printers are not included in the Purchase Priee except as speci fie d
in Exhibit A.
5. PRICE
5.1. Buyer will pay IAS at its office in Orlando, Florid� the total purchase
price described�in Exhibit A for the Services, Software and
Hardware {the Purchase Price").
5,2. Payment is due on the date(s) specified in Exhibit A.
5.3. Buyer shall pay interest on the unpaid portion of any payment,
computed at the rate of twelve percent (12%) per annum or the
highest legal rate of interest, whichever is lower, from the due date
thereof until such amount is paid.
6, DELIVERY
6.1. Software. The Software will be delivered by IAS to the Site in
accordance with the delivery and installation description set out in
Exhibit B.
6,2. Hardware. IAS will use commercially reasonable efForts to deliver
the Hardware as described in Exhibit A to Buyer in accordance with
the delivery and installation descript+on set out in Exhibit B. Title to
the Hardware sold hereunder and risk of loss sha(I pass to the
Buyer at the time of delivery to Buyer at the Site.
6.3. D efav • If for any reason e be dela edt Buyers halepay to IAS the
Hardware and/or Softwa Y
unpaid balance of the purchase price for the Hardware and/or
Software. Buyer agrees to pay for all storage, handling and
restocking charges resulting from Buyer's request for delay or
Buyer's refusal of shipment.
�
6.4. Force Maieure. IAS in no event shall be liable for delays in �
shipment or delivery, failure to manufacture, or other inability to
perform this Agreement caused by acts of God, acts f manufactu e,
floods, epidemics, war, riot, accidents at the place o
strikes, labor disputes, governmental control, force majeure, or any
other contingency, whether or not similar to the�foregoing, beYunder
IAS' controL Should any act of Buyer deiay IAS performan
this Agreement, the period of such delay will, at IAS' �Ps �and a rees
added to IAS' time for performance. Buyer understand 9
that in no event shall delivery of System Components set forth in
Exhibit A begin without receipt by IAS of the Buyer executed Sales
Agreement and purchase order or down payment.
�, INSTALLATION.
7.1. Software. Unless otherwise specified in writing, the Software will
be installed by IAS at the Site, at a Exh b t �g . convenient time
pursuant to the schedule set out in
7.2. Hardware. IAS will use commercially r set oub n Exh bit B. The
the Hardware pursuant to the schedule
Hardware will be installed in accordance with its manufacturer's
instructions.
� 7,3. Installation service hours will be normal business hours (Monday
through Friday 8:00 AM to 5:00 PM excluding IAS 'rness hours is not
holidays). Installation services outside normal busi
included in the installation price quoted in Exhibit A and will be
billed to Buyer at IAS' then current rate in effect for after hours
service. IAS will not provide service outside normal business hours
without Buyer's authorization. Buyer shall provide qualified
experienced personnel knowledgeanel to e ect the instal onp
system to consu(t with IAS person
Buyer shall provide reasonable lightin9at on tand� free and easy d
other working conditions for the insta
access to and from the place where the System is to be installed.
Buyer shall prepare the Site loca ai nce with the
at its own expense and in accord
specifications and environmental, electrical, space and other
requirements reasonably necessary to operate the System. If IAS'
installation personnel cannot proceed with the installation upon
arrivaf at the Site due to Buyer's failure t n sh d ha dware and/or�
location or provide the required Buyer fur
software or Buyer personnel, Buyer shall pay IAS the actual
expenses incurred by IAS for such delay. IAS shafl endeavor to
minimize any interruption in Buyer's business in the course of
installation. ,
7.4. Buyer is responsible for the cost, instailation and functioning of all
products not provided by IAS inciuding, without limitation, electric
power, electrical wiring, cabling, telephone equipment, computers,
modems, printers, �ables, etc. Upon Buyer's request, IAS wiil
provide specifications with respect to the foregoing items and
consultation with respect thereto.
7.5. The instaliation charges quoted assumes that the hardware,
software, and operating system instatled by the customer has been
properly implemented. IAS assumes that the customer's existing
hardware, software and operating system are operating properly
and have been installed to the manufacturer s speci�cations.
8. CHANGES
Change requests may be made by Buyer or IAS and will general(y be
defined by a need to modify the scope of the project, schedule, cost or
Agreement terms after the inception of the project. Buyer may issue a
change request at any time for review by iAS. IAS wiil review the
requested changes and wiif, within twenty (20) days of receipt, provide
Buyer with a statement of costs associated with the requested changes
and estimated schedule of comptetion.
9. ACCEPTANCE �
9.1. IAS wi(1 notify Buyer in writing that installation has been completed
and the System is available to Buyer for acceptance testing for a
period of ten (10) business days after the date of notification (the
"Testing Period"). The acceptance test shall consist of a series of
documented tasks and verification procedures designed and
approved by Buyer and IAS in �writing as set forth in the °Master
Systems Acceptance Test Plan to determine whether the System
performs in accordance with the description provided by IAS which
is outlined� in Documentation (the " Master Systems Acceptance
Test Plan ). The Acceptance Test wil{ be conducted and completed
by IAS with Buyer's participation within the Testing Period (a period
of ten business days after the date of notification of installation
completion).
9.2. Buyer shali be deemed to have accepted the System upon
notification of acceptance or if Buyer fails to notify IAS in writing by
the conclusion of the Testing Period (the'�Date of Acceptance") of
the Systems fai{ure to properly perform the Acceptance Test.
9.3. Buyer will include a complete list of errors found in the Acceptance
Test in the written notice of the System's failure. IAS shali use
reasonable efforts to promptly correct the errors and defects in the
System identified by the Buyer in the rejection notice and sha{I
deliver and install such corrections or replace or repair such defects,
as appropriate, at no charge to Buyer. When IAS believes that it
has made the necessary corrections, IAS shall again notify Buyer
and a new Testing Period shail commence. Buyer shall perform the
Acceptance Test in the same manner as provided above.
Thereafter, Buyer shall notify IAS in writing of any further errors or
of its acceptance, as applicable. The parties shall cooperate and
exercise all reasonable efforts for identifying and correcting all
errors in the System.
10. TRAINING
IAS will provide instruction and training to Buyer's personnel at the
Site location, dates and times described in Exhibit C(Scope of Work)
at the cost set out in Exhibit A. All training and instruction will be
given by qualified IAS personnel. Additional training will be supplied,
when requested, at IAS' then current rates for such services.
11. SOFTWARE MAINTENANCE
11.1. At any time after execution of the Agreement, Buyer and IAS may
enter into a separate Software Maintenance Agreement. If no
Software Maintenance Agreement is in effect between Buyer and
IAS after expiration of the warranty period provided herein, then
maintenance of the Software dur'rng that period of time shall be the
sole responsibility of Buyer. If IAS conducts maintenance work on
the Software at Buyer's request without a Software Maintenance
Agreement, compensation for such work will be on a time and
materials basis at IAS' then current rates for such services.
11.2. The Hyland OnBase Software Maintenance agreement warrants that
versions or releases in software when used on approved host
computers will perform as described in the OnBase Users Guide and
with the specifications set forth in the documentation. IAS is not
responsible for problems caused by changes in the operating
characteristics of the computer hardware or operating system,
which are made after the delivery of the software. IAS is not
responsible for problems that occur as a result of the use of the
OnBase software in conjunction with software not provided by IAS.
Changes in the hardware, third party software or operating system
that create downtime with the OnBase software may result in
charges from IAS.
11.3. Software Maintenance fees are based on the assumption that IAS is
provided dial�in access to the System. On-site visits that are
required as a result of Buyer's faifure to provide or deny IAS dial-in
access to the System will be billed to Buyer at IAS' then current
rates for such services. The current standard labor hourly for
Imaging Services is $175.00 per hour. On-site support visits wiil be
invoiced at a minimum of 4 hours plus one-way travel time.
12. HARDWARE MAINTENANCE
12.1. IAS wifi assign to Buyer all Hardware manufacturer warranties and
rights to maintenance agreements which will be the sole and
exclusive warranty(s) relating to the Hardware.
12.2. Buyer and IAS may enter into a separate maintenance contract(s)
for the Hardware. If, within 30 days after the date hereof, Buyer
and IAS do not execute a maintenance contract satisfactory to
. Buyer and TAS, then the maintenance of the Hardware will be the
sole responsibifity of the Buyer. If IAS conducts maintenance work
on the Hardware without a maintenance contract, compensation for
such work wil{ be based upon time spent, materials furnished and
actual expenses incurred.
13. IAS WARRANTIES
13.1. IAS represents, warrants and covenants to Buyer that:
13.1.1. It is a corporation in good standing under the laws of the
State of Florida with full authority to execute and perform this
Agreement, the execution and performance of which have been
duly authorized by IAS and is enforceable against IAS.
13.1.2. It has the right to enter into this Agreement and to sell the
Hardware, license the Software and provide the Services as
described herein;
13.1.3. The Software will be developed and, subject to variations
consistent with practical testing, inspection and workmanship,
will perform substantially as described in the Documentation,
provided that it is properly maintained, operated and serviced in
accordance with the directions provided in the documentation.
13.1.4. It has the right to sell the Hardware free of all liens or
encumbrances with clear title.
13.1.5. Any applicable manufacturer's warranties for any third
party Software and Hardware will be assigned and transferred to
Buyer; and the version of the Software and Documentation
deliverecl to Buyer will be the complete, current version.
13.2. IAS warranties do not apply to any software or hardware that is not
provided by IAS pursuant to this Agreement.
13.3. IAS warranties, with respect to the Software and Hardware, shall
terminate ninety (90) days from the Date of Acceptance of the
Systems. Notice of any warranty claim must be presented in
writing to IAS within the warranty period or be barred. Upon
receipt of a warranty claim, IAS will examine the System at the Site
and undertake commercially reasonable steps to cure any warranty
claim. THE WARRANTIES STATED HERE ARE THE SOLE AND
EXCLUSIVE WARRANTIES EXPRESSED OR IMPLIED BY IAS. IAS
DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING IMPLIED
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICUTAR PURPOSE. IAS DOES NOT PROMISE THAT THE
SYSTEM IS ERROR-FREE OR WILL OPERATE WITHOUT
INTERRUPTION. IAS IS NOT LIABLE TO BUYER OR ANY OTHER
THIRD PARTY CLAIMING RIGHTS THROUGH BUYER FOR ANY
DAMAGE OR LOSS DUE TO THE INEFFECTIVENESS, DEFECT, OR
FAILURE OF THE SYSTEM, INCLUDING WITHOUT LIMITATION, ANY
BUSINESS INTERRUPTION, LOST PRO�'ITS, OR CONSEQUENTIAL
OR INCIDENTAL DAMAGES. IAS' LIABILITY SHALL IN NO EVENT
EXCEED THE PURCHASE PRICE SET FORTH IN EXHIBIT A OR
APPROPRIATE PORTION THEREOF. BUYER MAY HAVE OTHER
RIGHTS WHICH VARY FROM STATE TO STATE.
13.4. IAS shall keep the Software free and clear of any claims, liens or
encumbrances that might interfere with Buyer's continuing use of
the Software..
14. BUYER'S WARRANTIES.
Buyer represents, warrants and covenants to IAS that:
14.1. It is a corporation in good standing under the laws of the State of
Florida with full authority to execute and perform this Agreement,
the execution and performance of which have been duly authorized
by Buyer and is enforceable against Buyer.
14.2. As of the date of execution of this Agreement (a) Buyer has not
sought and has no present intention voluntarily to seek the
protection of the Bankruptcy Laws; (b} Buyer has no information
that if known to creditors of Buyer (i) would cause Buyer voluntarily
to seek the protection of the Bankruptcy Laws or (ii) might
reasonably cause such creditor to subject Buyer to any proceeding
under the Bankruptcy Laws.
15. REMEDIES LIMITED
If IAS cannot correct any System "defect" within sixty (60) days after
timely notice, IAS' sole responsibility will be to pay to Buyer the cast
for such "defective" portion of the Systems as identified in Exhibit A as
liquidated damages and not as a penalty due on its return to IAS. A
"defect" is defined as substantial non-performance of the System's
function(s) described in the Documentation. Without limiting the
generality of the foregoing, IAS SHALL IN NO EVENT BE LIABLE FOR
LOSS OF MONEY, PROFITS OR OTHER CONSEQUENTIAL DION OF THE
RESULTING FROM THE USE, LOSS OF USE, OR MALFUNCT
SYSTEM, OR ANY PORTION THEREOF, WHET TE�R OR O IAS'
FORESEEABLE BY IAS AND WHETHER OR NO
NEGLIGENCE OR THE NEGLIGENCE OF THOSE ACTING ON BEHALF OF
IAS. �
16. INDEMNITY
16.1. IAS shali defend any ciaim or proceeding brought against e of the �
the extent that it is based on an assertion that Buyer s us
Software or any part thereof under this Agreement constitutes an
infringernent of any United States patent, copyright, trademark or
trade secret, or contractual rights or other rights ° es and x ense � �
and shait indemnify Buyer against ail costs, darnag P
's fees which are
of any kind (including reasonable attorneyt Bu er notifies IAS in
attributable to such claim, provided (i) tha Y
writing of any such ctaim or proceeding within thirty (30) days after
Buyer's receipt of written notification of said claim; (ii) that Buyer
shall reasonably cooperate in the d Ve e sole�ont oi of the defense of
expense; and (iii) that IAS shail ha
such claim or proceeding and alf negotiations for its compromise or
settlement.
16.2. If the Software is found to be in violation of a U.S. patent or
copyright, IAS shall, at its expense:
16.3. Procure for Buyer the right�to �cm t ��ible, fun tio asy equ valent
16.4. Replace the Software with P
non-infringing product;
16.5. Modify the Software to make it non-infringing without impairing
Buyer's ability to use the Software as intended, with the
modification subject to Buyer's written approval, which approval
shall not be unreasonable withhelct; or
16.6. If none of the above alternatives i b o f he chase Price
terms, refund to Buyer the applica p
paid under this Agreement. ' i fbe termi a ed on of the
refunded, this Agreement w
refu nd .
16.7. IAS shall have no liability hereunder to t e f IAS
based upon (i) Buyer s modification of th
shall have developed such modification for Buyer, (ii) IAS'
compliance with Buyer's specifications, if any, or (iii) combination of
Software with other products. IAS shall also not have any
obligation under this 5ection 15.1 (i) where Buyer continues the
allegedly infringing activity after being notified thereof or after
- being informed of modifications that would have avoided the
�
alleged infringement or (ii) where Buyer's use of the Software is
incident to an infringement resulting primarily from the Software or
is not strictly in accordance with the license granted hereunder.
16.8. This Section 15 states Buyer's exclusive remedy for any claim of or
action for infringement by any Software provided hereunder.
17. IAS CONSULTING SERVICES
17.1. If Buyer determines that it wishes to retain IAS to provide
consulting services to modify or customize the source code for the
Software for Buyer's particular needs the parties shali enter a
written addendum to this Agreement setting forth the conditions
under which such services shatl be provided. Services to be
performed wilf be documented and agreed to by both parties in
writing based on a Project Proposal Plan developed by IAS. The
following sections witl be contained within the plan:
Project Scope -
Completion Dates
Responsibilities and Expectations of both parties
17.2. Buyer acknowledges a nd� a9�r nte lect a p operty �ri9hts herein sha(I
customized Software a
be owned solely and exclusively by IAS.
17.3. Buyer shall not be liable for the payment of any federal, state or
local taxes or contributions imposed or required under unemployed
insurance, social security or income tax laws with respect to IAS'
employees engaged in performance of services for Buyer
hereunder. Buyer shall be liable for the payment of any sales taxes
imposed by any federal, state or local agencies with respect to IAS'
services performed for Buyer hereunder.
18. CONFIDENTIALITY
In the course of performance of this Agreement, each party may have
access to confidential and proprietary information ("Proprietary
Information of the Disclosing Party") of the other. The receiving party
will hold such information in confidence and not use or disclose other
than for the purposes of this Agreement any Proprietary Information of
the Disclosing Party which has been identified as such in writing
without the prior written consent of the disclosing party. The receiving
party shall not be obligated under this Section 17 with respect to
information that is or becomes generally known through no fault of the
receiving party or was known to the receiving party prior to disclosure
by or on behalf of the disclosing party, was received without restriction
from a third party lawfully in possession of such information and
lawfully empowered to disclose such information or was independently
developed by the receiving party.
i9, ARBITRATION
Any dispute arising under this Agreement shail be submitteA bitbat o
arbitration under the �ent u onthe a�wa d rende ed be entered
Association, and �udg P
and enforced in any court of competent jurisdiction. The parties shall
each appoint one arbitrator to be a member of the panei. Sh hen the
two arbitrators not be able to agree on a choice of the third, t
American Arbitration Association shall make the apPo�he arb t�at on
person who is neutral to the parties in controversy. T
shall be located in Orlando, Florida. The written decision of the
majority of the three arbitrators shall be binding on both parties
hereto. The prevailing pa:rty will be entitled to reimbursement of its
reasonable attorney's fees and costs as ea a of $30 f s�uch
plus reasonable travel and lodging and p
arbitration was heid in a city more than 75 miles from its corporate
headquarters. The fees of the arbitrator(s) shall be borne equally by
the parties.
20, EMPLOYEES
IAS and Buyer recognize the importance of maintaining a staff of
properly trained and experienced employees to complete the
installation of the System Components�� hire�Buyer s empfoyee( )
Agreement. IAS agrees not to solicit
during the term of this Agreement or for a period of 12 months from
the date of termination of Buyer s employee(s), and Buyer agrees not
to solicit or hire IAS' employee(s) duri�e f term at on of IAS ement or
for a period of 12 months from the da
employee(s).
21. GENERAL
21.1. This Agreement constitutes the ect e r oral
and IAS with respect to �ts sub�
agreement or understanding conflicting with this Agreement shall
be of any force and effect. Any amendment(s) to this Agreement
shall not be of any force and effect unless signed in writing by both
Buyer and IAS.
21.2. IAS in no event shall be liabfe for delays in shipment or delivery,
failure to manufacture, or other failure to perform its obligations
under this Agreement caused by any event reasonably beyond IAS'
control including, but not limited to, acts of God, acts of Buyer, fire,
floods, epidemics, war, riot, accident at the place of manufacture,
strike, labor disputes, govermm�o� S lar the fo ego g beyond
other contin�ency, whether o
=i
the IAS' control. Should any act of Buyer delay IAS' performance
under this Agreement, the period of delay will, at IAS' option, be
added to IAS' time for performance.
21.3. This Agreement shali be governed by the laws of th eS tate of
Florida without giving effect to choice of law princip or a ainst
21.4. In the event of the filing of petition in ban �rBut e bor thegnsolvency
Buyer, or the appointment of a receiver fo Y,
of Buyer, IAS may refuse to take further deliveries. rior written
21.5. This Agreement is not assignable by Buyer except by p =
agreement of IAS.
of this A reement shall be held to be void or �
21.6. If any part 9 �
unenforceabte, such part will be treated as severable, feaving valid �
the remainder of this Agreement notwithstanding the part or parts �
found to be void and unenforceable.
21.7. The failure of IAS to enforce its rights under this A9 e eo sucht any
time for any per�od
shall not be construed as a waiv �
rights.
Zi.g, All notices required or permitted to be g to be When pe sona ly
shafl be in writing and shall be deemed 9
delivered or when received after mailing by certified or registered
mail, return receipt requested, sent by reputable overnight courier,
sent by facsimile, telecommunication or otee �ean allowed ns with
a confirmation copy sent by one of the oth
hereunder, to the other party at the following address:
To: Information Access Systems, Inc.:
900 South Goldenrod Road
Suite C
Orlando, Florida 32822
Phone (407) 839-1477; Fax (407) 839-1927
Attention: David Godiksen
To: Village of Tequesta - Buyer
250 Tequesta Drive
Suite 300
Tequesta, FL 33469
(561) 575-6244 fax (561) 575-6203
Attention : Village Clerk
or at such other address as may be des' an � ted from time to time
pursuant to the provisions of this parag p
21.9. The headings in this Agreement are for refen�nce purposes only and
shall not be deemed a part of this Agreeme
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed by their duly authorized officers effective as of the date first
set forth above.
Information Access Systems, Inc.
By:
Date : 1 /
Name:.
Titie:
Buyer: Village of Tequesta
By:
Date: / /
Name:
Title:
Exhibit A: System Components and Pricing
Payment terms & dates:
TBD 40% upon Agreement signing
TBD 40°lo upon defivery of hardware and/or software
TBD 20% upon completion of "Master Systems Acceptance
Test Plan"
In the event of delays caused by Buyer, Buyer agrees to make
payments on the dates listed above. Buyer will not withhold payment
for minor discrepancies that do not substantially affect the usefulness
of the System
Exhibit B: Delivery and Installation
Buyer understands and agrees that certain system components may ,
be shipped by IAS vendors direct to Buyer's location. In such event,
Buyer agrees to accept and secure all such equipment and associated
shipping documents and packing slips. Shipping documents and
packing slips should be placed in an envelope marked for IAS
attention. Buyer agrees to notify IAS in writing, by mail or fax, of
receipt of same. Buyer also agrees not to open any equipment without
IAS' prior written approval.
Upon Buyer's noti�cation� to IAS of equipment arrivals IAS will, where
and when appropriate, schedule IAS` technical staff at� Buyer's site to
begin installation of same.
Exhibit C: Scope of Work Document
The first, and most often overlooked, stage of an implementation involves
planning. IAS performs a Needs Analysis to determine a well-defined design to
meet the requirements as determined by the Vitlage of Tequesta. The Needs
Analysis is the information gathering and analysis process that determines the
scope of the project as wel! as the technical details of the design. Attention to
detaii is required during this phase in order to turn the Village of Tequesta
requirements into a functional system design. The Scope of Work Document
will be included into this agreement after the completion of the initia! pro}ect
- management meetings and Needs Anafysis. A Scope of Work document will be
created to succinctly define the deliverables of the project. Both IAS and the
Village of Tequesta will sign ofF on the document to show their agreement, then
IAS will perform the installation of the system.
The Statement of Work includes:
• Identification of goals and objectives
• Documentation of existing architecture �
• Analysis of current business processes and application needs
� Identification and configuration of software components
• Identification and configuration of hardware components
• Identification of pilot/test group
• Identification of Milestones, Timelines, and Deadlines
• Proposed Meeting Schedules
• Proposed Training Schedules
As part of the project, IAS training methodology provides a detailed
curriculum for all project training. Training class are normally 1-2 days
in length and Administrator and End-User training manuats will be
provided for this project.
IAS will provide a project manager who will be in charge of managing
the installation. He will be our primary point of contact for all issues
related to this project and w'rff work c4ose4y with appropriate members
of The Village as they track the progression of the project from
inception to completion. All members of our installation team are
OnBase and CDIA certified (Certified Document Imaging Architect).
This expertise will enable us to facilitate a successful On6ase system
at the Village of Tequesta whi{e meeting atl pro}ect mifestones and
timelines.