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AIMrl THE PAPERLESS COMPANY AMERICAN MICROIMAGING, INC. DOCUMENT SCANNING SERVICES -REQUEST FOR PROPOSAL - FOR I GEM ej) jho DESEKT October 31, 2013 THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 General and Administrative Information Ownership and Non -Disclosure The contents of this proposal are considered confidential, proprietary, and remain the property of American Microlmaging, Inc, (AMI) and the City of La Quinta (City) and its legal entities. The information contained herein may not be disclosed to anyone outside of the City of La Quinta's employees without written permission from AMI. Proprietary Notice The ideas and designs set forth in this proposal are the property of AMI and are not to be copied, disseminated or distributed to third parties without the written permission of AMI. General Information The recommendations for equipment and services contained in this proposal are based on data the City has furnished to AMI. While we believe our estimates to be sound, the degree of success that programs, equipment and services can be applied to data processing is dependent on many factors, many of which are not under AMI's control. Therefore, our estimates as to the results to be obtained must not be regarded as expressed or implied warranties. AMI — The Paperless Company 4A,ffi AMi� THE PAPERLESS COMPANY DESCRIPTION CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES TABLE OF CONTENTS October 31, 2013 PAGE SECTION A: COVER LETTER.................................................................................................................... 2 SECTION B: AMI BACKGROUND................................................................................................................... 3 INTRODUCTION............................................................................................................................................................. 3 CORPORATE INFORMATION............................................................................................................................................. 3 AMI: A PERFECT PROJECT MATCH................................................................................................................................... 4 COMPANYPROFILE........................................................................................................................................................ 6 PROJECT ORGANIZATION CHART....................................................................................................................................... 9 RESUMES.................................................................................................................................................................... 9 SECTION 3: RELEVANT REFERENCES......................................................................................................12 SECTION D: DISCLOSURE............................................................................................................................ 17 SECTION E: AMI METHODOLOGY...............................................................................................................18 AMI CHAIN OF CUSTODY APPROACH.............................................................................................................................. 18 HOW TO ATTACH A LF VOLUME TO LASERFICHE................................................................................................................. 22 AMI SCANNING PROJECT APPROACH.............................................................................................................................. 26 CONVERSIONPROCESS................................................................................................................................................. 27 AMIINFRASTRUCTURE................................................................................................................................................. 30 ASSUMPTIONS............................................................................................................................................................ 31 SECTION F: AMI GUARANTEE...................................................................................................................... 32 SECTION G: AMI PRICING CHART...............................................................................................................33 SECTION H: AMI COMPLEMENTARY SERVICES...................................................................................... 34 AMI FULL SERVICE OFFERINGS...................................................................................................................................... 34 AMICONSULTING...................................................................................................................................................... 34 IntegrationCapabilities...................................................................................................................................... 35 AMI IMAGEENABLE TOOLBAR FOR LASERFICHE................................................................................................................. 36 LASERFICHE WORKFLOW SUITE...................................................................................................................................... 36 BUSINESSPROCESS REPORTING...................................................................................................................................... 37 LASERFICHEFORMS..................................................................................................................................................... 38 SECTION I: AMI SUBCONTRACTING...........................................................................................................40 SECTION J: CITY OF LA QUINTA RESPONSIBILITIES............................................................................. 41 SECTION K: INSURANCE AND INDEMNIFICATION..................................................................................42 SECTION L: NON -COLLUSION AFFIDAVIT.................................................................................................43 SECTION M: ACKNOWLEDGEMENT OF ADDENDA.................................................................................44 American MicroJlmaging, Inc. Page 1 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31. 2013 SECTION A: COVER LETTER Ms. Susan Maysels- City Clerk and Ms. Teresa Thompson -Deputy City Clerk City of La Quinta - Document Scanning Services -Request for Proposal 78495 Calle Tampico La Quinta, CA 92253 Dear Ms. Maysels and Ms. Thompson: American Microlmaging, Inc. ("AMI") is the leading provider of Document Conversion Services, scanning systems, document management solutions and integration featuring Laserfiche Systems to Government and Commercial establishments in California. We are submitting this proposal to satisfy all requirements of the Document Scanning Services RFP and demonstrate the fit between your specific expectations and our capabilities. This is a "turnkey" solution based on the requirements outlined in this RFP and includes consulting and ongoing support. We believe that AMI will provide the highest quality and most effective document conversion solution to the City of La Quinta, their staff and the constituents of the Desert Gem. The AMI Advantage includes superior project planning and methodology with the agility to successfully adapt on -the -fly to the changing needs of the Clerks and all City Departments. Working in concert with the City to define the unique collaboration necessary to assure quality, accuracy and efficiency along with an economically beneficial model is our core competency. We have more experience than any local organization with the variety of requirements that City projects contain and have provided our services to dozens of Cities using Laserfiche. These clients are good indicators of our capability and professional fit. AMI combines over 45 years of Document Conversion experience with 10 years of Laserfiche expertise in consulting, implementing and executing integrated projects. AMI has established a still growing reputation of excellence in Government applications particularly with complex and multifaceted projects. Successful execution where coordination and precision are required to assure requirements are met the first and every time. With our unprecedented longevity in document conversion services comes peace of mind for City stakeholders. This expertise has been strategically matched with a decade of Business Solutions Innovation that constantly improves our production capabilities. The third "leg on the stool" is our Professional Services Team that assures optimum throughput, 100% import accuracy and zero downtime. AMI will provide the highest levels of customer service by assigning a direct contact who will be versed in all phases and aspects of your projects and is equipped to resolve any issues that develop. We will establish weekly status meetings with all contacts to insure goals, objectives, and service levels are met. Your dedicated service team use cutting edge technology and in house tech support will meet the La Quinta vision. We are a certified Women's Business Enterprise (WBE) and Small Business Enterprise (SBE) Corporation and an Equal Opportunity Employer. AMI submits this proposal to satisfy all expectations of this RFP Our commitment to the City of La Quinta is dedicated and the results guaranteed. Sincerely, P George Bandarian II, President & CEO- eC171 CDIA+ (Certified Document Imaging Architect), AMI - The Paperless Company (American Microlmaging, Inc.) American Micro/maging, Inc. Page 2 of 44 4A'ffi AMi� THE PAPERLESS COMPANY SECTION B: AMI BACKGROUND INTRODUCTION CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Thank you for providing American Microlmaging, Inc. ("AMI") the opportunity to submit our proposal to the City of La Quinta for the digital imaging of your standard ledgers, reports, projects, permits and large format plan rolls of various sizes for import to your Laserfiche Document Management System. CORPORATE INFORMATION Legal Entity Name: American Microlmaging, Inc. (AMI) Mailing Address: 1125 West 6th Street Suite 200 Los Angeles, CA 90017 Production Facility Location: Same Main Phone Number: (213) 250-3000 Main Fax Number: (213) 596-0152 Web Address: www.amipaperless.com Type of Ownership: Corporation State of Incorporation: California Federal ID#: 95-3517170 CA State ID#: C0985324 Los Angeles THE COUNTY ID#: 0000833259-0001-9 Resale #: SR AS 11-745535 Principal Type of Business: Provider of Document Management Solutions & Services Years in Business: 45 Years; since 1968 Years Providing Services: 45 Years, since 1968 Contact Person: George Bandarian II Contact Title: President/CEO Contact Phone: (213) 250-3000 x111 Contact E-mail: george@amipaperless.com American Micro/maging, Inc. Page 3 of 44 4A,ffi AMi� THE PAPERLESS COMPANY AMI: A PERFECT PROJECT MATCH CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 AMI meets or exceeds all requirements and provides the necessary planning, experience and the commitment to a team approach (with both La Quinta project staff and AMI project management, production and technical staff) required to make this project a success. To assist with your evaluation, we've provided a summary of key benefits of a potential partnership between us. C, 100% Guarantee - If you are dissatisfied with the performance of any of our products or services, we will make things right - or give you your money back. Guaranteed. Flexibility — Providing you with a dedicated team able to adapt and respond to the unique conditions for each department within La Quinta, all while providing the guidance that comes from 45yrs of business. Related Experience In Digitizing Documents Of This Type — Out of the plethora of document types, AMI specializes in and has had significant project experience dealing with government documents, accounting, permits, reports and plans. Fully understanding the complexities that each department requires from color, to size, to volume, and always with concern to security of the documents. Higher Quality Doesn't Mean a Higher Price — AMI is able to be very competitive with pricing because this is our core competency. We have developed process improvements due to our extensive experience with high-speed scanning, our utilization of the industry's best equipment and our adherence to best practices through SOP's that allow us to best control costs. Staffing — With a combined experience of over 140yrs, we have grown and developed a team that is practiced and professional and still able to develop new solutions to the challenges of today. AMI has solid retention because we offer a professional environment where we develop our leaders of tomorrow from our staff of today. Quality — Although our equipment and people may be very fast, for the past 45yrs we have been best known for our quality. Additionally our quality guarantee ensures that every image is legible and every index value is accurate. � Project Start —We are ready to start as soon as La Quinta deems necessary, a great benefit of working with a small business in Southern California. 14�, Experience — Over 45 Years in Business providing high-quality Business Records conversion services. Our Team has over 140 years' experience working with State American Micro/maging, Inc. Page 4 of 44 =� 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 and Local Government, prominent institutions, non -profits and Fortune 500 companies. C, Project Status Meetings - AMI Project Manager will hold Project Status Meetings every week (more during start-up) to ensure that the City is always aware of up -to - minute progress and available at any time for questions, comments, and concerns. C> Flexibility — AMI will adapt to the City's requirements as they change. If scope creeps or volumes change, we will accommodate Customer Service andTechnical Support —The City's single point of contact will be Project Manager, Jeffrey Long. Mr. Long will be your primary contact for the project throughout its duration and will be available 24/7 if necessary. Not only is he a great Project Manager, but clients love his sincerity and commitmentShould any need for "technical support" arise, Jeffrey will engage one of our in house IT team members to quickly resolve the issue. The City project manager will also have emergency cell phone numbers for direct access, should the need arise. Instant File Access — Whenever the City staff need access to any file while in processing, they can request the images (or paper file) from laquintadocrequest(a)amipaperless.com to provide them instant access to whatever they need same day! Security and Confidentiality - AMI upholds the highest Security and Confidentiality standards while in possession of Customer Documents. Our proven processes ensure that documents remain in the same condition as presented when returned and are only handled by authorized staff at all times. Industry -Leading Document Management Expertise — As a Winner's Circle award winner each year since 2003; AMI is an expert in Document Management and we leverage this to improve the entire process to import into your own repository. American Micro/maging, Inc. Page 5 of 44 4A,ffi AMi� THE PAPERLESS COMPANY COMPANY PROFILE i r_. t W.+rrri Gr.7� 4fo 12 YAR M CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES vim. 4 f`J W-riners Cfrtl& YAR October 31, 2013 ;� W:uQer, Circle VAR AMI is a premier provider of Enterprise Content & Document Management solutions and services since 1968. AMI has been praised for converting millions of irreplaceable physical records of all types and populating Laserfiche repositories for government agencies with multiple departments like the City of La Quinta for decades. As a perennial Laserfiche 'Winners Circle' VAR in 2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011, 2012 and2013 and more than 45 years' experience providing Document Conversion Services since 1968, we've learned what it takes to do it right. Over the years we've developed a standard Implementation Methodology that we follow to ensure the success of each project. AMI has a track record of exemplary design, implementation, project management and ongoing support as evidenced by our longevity, references and awards each year. In the last twelve months we have won contracts with Cities, Police Depts., County Courts, Unified School Districts, Global Aerospace Manufacturers, Community College Districts and Universities with hundreds of users on multiple continents. We specialize in innovating our customer's processes for optimization and adoptability. This has led to efficiencies that are always highly sought after in Corporate America but also crucial to government agencies, particularly now. We have many ecstatic clients, including those in local government. A sampling of recent references is provided here. Our differentiation begins with our process of understanding the business needs of our clients and delivering a specific solution with non-proprietary solutions economically. By leveraging our expertise in Process Design, Document Conversion and Laserfiche Support including File Importation we maintain a competitive advantage over firms that don't have the experience or methodology to provide best in class in each category much less seamlessly integrate them together. It's our sincere desire that through this proposal we are able to show AMI's approach, implementation and project management of the La Quinta Document Scanning Initiative providing indexed records from our BPO Scanning Services Division and integrated into the City Laserfiche system will provide the City of La Quinta with the most complete, reliable and cost effective solution available. AMI's California headquarters are located at: 1125 West 6t" Street Suite 200 Los Angeles, CA 90017 American Micro/maging, Inc. Page 6 of 44 4A,ffi AMi� THE PAPERLESS COMPANY History and Structure CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Our founder, George Bandarian Sr., was working as a microfilm sales and service technician for Kodak in the 1960's. He believed in the technology and its benefits of saving space, providing instant access to documents, and "making life at work easier", so he set out to start his own company to make a wider contribution to the Southern California business community. Today, over 45 years later, his son George Bandarian II, President of AMI, continues the legacy into the Information Age and with visionary plans for the future. AMI specializes in all Laserfiche applications, and is a perennial Laserfiche Winners Circle reseller for 10 years. As a Professional Developer Partner (PDP) AMI customizes Laserfiche to meet specific Customer requirements. AMI has created 10 commercially available products for ECM & BPM applications. AMI is a certified Kodak Document Conversion Center (DCC) and we strictly adhere to AIIM and ANSI standards for microfilming and scanning. Mission AMI vows to provide solutions that match technology with applications to enable companies to derive the best value from their documents, information and employees. We help customers enjoy the benefits of our document solutions, including instant accessibility, long-term security, increased productivity, improved customer service, solid return on investment, and overall cost savings. Most importantly, to always exceed Customer expectations and satisfaction with our expertise and industry knowledge, professional quality of work, and a dedication to incomparable customer service in all areas of document management. Core Values "Big enough to serve; Small enough to care" - emphasizes our strength as a small business capable of serving high profile clients, yet small enough to provide personal attention and care. As a family business, our dedicated employees enjoy family -like interaction and atmosphere, while they follow the training and guidelines presented by the management. Each of our valued employees is requested, and expected, to do their best to ensure the delivery of the highest quality work to our valued customers. American Micro/maging, Inc. Page 7 of 44 10 4A,ffi AMi� THE PAPERLESS COMPANY WHY CHOOSE AMI? The benefits of AMI's proposed solution are the following: CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 • Familiarity — The fact that we've been successfully working with government and commercial entities across six decades proves our deep understanding and commitment to the City. • Government Knowledge — We understand who you are, what you do, how you work, your document processes and how to optimize them from a solutions and services standpoint. Though we've done similar projects many times, we understand outsourcing is a first for you so we bring our relevant experience to enhance Best Practices. But we also customize to meet the uniqueness of your agency too. That is rare and valuable! ■ Technical Support — AMI is best known for our technical design and providing the highest quality of service. We go the extra mile by serving you the way we like to be served. Pre, Mid and Post! ■ References — We are sharing a few relevant references that will validate our expertise and provide the City the comfort you seek to make the right decision. ■ Project Management — At AMI we ensure success through proven implementation methodologies and ongoing accountability reviews. This keeps misunderstandings short and scope creep minimal. AMI COMPETITIVE ADVANTAGES AMI's competitive advantages have helped secure engagements with many large government and Fortune clients over our larger national competitors. The following are keys to our success: ■ Experience — We've simply been providing document management solutions and services for 43 years now. We understand the process; we get the job done right. • Commitment to Exceeding Customer Satisfaction — Our desire to go above and beyond to attract and maintain happy clients. • Highest -Quality Service — our focus on quality service, rather than speed of service or profitability. Unable to compete with our larger competitors on speed and economies of scale, AMI realized that our key differentiation strategy would have to be the quality of service we provide. This means that we may not always be the lowest priced, but for the client it means peace of mind and project success. ■ Big Enough to Serve; Small Enough to Care — emphasizes our strength as a small business capable of serving high profile clients, yet small enough to provide personal attention and care. ■ Culture — AMI is a family business and is best known for taking care of both our employees and our clients like family. This has led to an incredibly low turnover ratio and extremely satisfied employees and clients. American Micro/maging, Inc. Page 8 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 PROJECT ORGANIZATION CHART George Bandarian II President & CEO (Lead Expert) • • • • • • • Project ranagement ECM (Enterprise Content Sales&�iking BPO (Business Process Management Services Outsou ing) Services Office Tom Denton Rema Bandarian Jeffrey Long chael Butler Director of Sales & Vice President, BPO & — — — — — — — _ Project Manager _ —GMan�ger, ECM Services Marketing Corporate Controller {Project Manager] (fr Oversight) (Client Advocate) Production Oversight SLP! s Database - Mike Napolitano Costing/Profit Manager, BPO FDFO Billable/Billed - Day -To -Day Praduction' Anna Shahnazaryan Spec Sheets/. Supervisor, BPO Quotas _ Karine Khachatrvan - Doc Prep Lead Marisol Rodriguez ❑eliverables Lead BPO Team C ; Scan; Index; QC, Deliver RESUMES George Bandarian II —Lead Expert President & CEO Mr. Bandarian is an alumnus of University of Southern California with a Bachelor's Degree from Marshall School of Business in Entrepreneurship. In his experience, he has been materially involved with the AMI family business for 15 years. He provides project management, process methodology and executive oversight for all client services at AMI. Mr. Bandarian is a certified Enterprise Content Management Practitioner (ECMp) and Certified Document Imaging Architect (CDIA+) and is involved in each Government project. American Micro/maging, Inc. Page 9 of 44 4A,ffi AMi� THE PAPERLESS COMPANY • Rema Bandarian - Production Oversight Vice President CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Ms. Bandarian is one of the original owners and operators of AMI. Her 43 years of experience are the very cornerstone of our company. Ms. Bandarian has a wealth of knowledge that can only be acquired from spending as many years managing as many projects as she has in this business. Her industry knowledge in unsurpassed; there is no document imaging project type that she hasn't produced. Ms. Bandarian was awarded the prestigious Small Business Woman of the Year Award in 2007 by the Armenian American Chamber of Commerce. It was granted in recognition of her outstanding commitment, dedication and service to the community, and her exceptional success in business. ■ Mike Napolitano — Process Control BPO Manager Mike has extensive experience in BPO working with clients in the Fortune 50 as well as Inc. 500. Mike is equally capable of handling one time projects as well as ongoing programs and has worked with clients requiring onsite outsourcing as well as in service centers throughout the United States. Mike has developed and established protocols for the regular exchange of data based on new and resolved items averaging 200 million transactions annually. With a finance degree and proven operations experience Mike brings a rare combination of metrics and innovation to every unique project at AMI. His 20 years' experience successfully improving processes and growing businesses is helping our customer's and thereby AMI as well. Mike is a native Angeleno and experienced in the diversity of life in Southern California, its people and its business markets. • Tom Denton —Client Advocate Director of Sales & Marketing Mr. Denton is a seasoned executive working in consultative capacities for over 20 years. He has led sales and marketing efforts for National and Global companies such as Eastman Kodak, Creo America, Heidelberg USA, Agfa and Trend at VP and EVP levels. His constant is delivering customer value through innovation of technology and process improvement. As a previous plant manager, Tom is a rare commodity combining solution selling with real world experience that enable him to navigate the startup and close out of customer projects with empathy and confidence. Tom holds a degree in Business Administration and various certificates of completion in Demand Generation, Value Creation and Customer Satisfaction. American Micro/maging, Inc. Page 10 of 44 4A,ffi AMi� THE PAPERLESS COMPANY Michael Butler — IT Sponsor and Lead Architect IT Manager CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Michael Butler is the ECM Services Manager for AMI and will serve as the Chief Architect for this project. His professional background combines extensive startup experience with over 10 years of professional services and custom development projects including 100 projects designing and implementing Electronic Content Management and Imaging Systems. He is Gold certified with Laserfiche and an authority in by his peers including the Laserfiche Development Department. Michael Butler holds a bachelor's degree in Aeronautical Science and Minor in Physical Science and is an avid hiker and general outdoorsman. Jeffrey Long —Project Manager Technical Project Architect Mr. Long provides project architecture, process discipline and customer interface to Production and Professional Services. His 12 years' experience in Project Management, Operations, and System Support enable Jeffrey to anticipate, communicate and deliver expectations consistently. He manages all new projects for the AMI BPO Division as well as all On -Site client engagements. He has been in Project Management for Technology and Healthcare companies over a decade. Jeffrey holds a BS in Business Administration from Cal State Fresno. Levi Caigoy —Technical Support Help Desk Technical Support Engineer Mr. Caigoy works as a Help Desk Engineer within AMI's Technical Support department. He will provide on-going customer service and technical support to AMI Production Team and Technical Liaison with LAFPP Administrator. Mr. Caigoy brings nearly 10 years technical support experience from working with clients such as Apple and Earthlink. He is certified Document Management System Expert through Laserfiche. Before joining the Technical Support department, Levi was a Technical Lead in the Scanning Department, working with Laserfiche, barcode scanning, high-speed scanners, and large format scanners so when he trouble shoots it's from real world experience that he draws from. Anna Shanazaryan-Imaging Supervisor Production Manager Anna has been with AMI for 17 years and has mastered every trade in production of Document Imaging over that period. Because of this hands-on experience she is able to train employees from real life experience and examples. Her management style is stern but motherly and results in devotion from her staff. This culture of tough love produces new records in speed and quality. American Micro/maging, Inc. Page 11 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION 3: RELEVANT REFERENCES AMI completed a 5 -month on-site project at the California State University at San Bernardino. Here is what they had to say after our very successful completion of the project: Student Records w w Lorraine Frost: MA PMP Frye '09 Associate Vice President Information Resources and Technology "A M1 developed an excellent project plan to address the scanning task. They worked well with our programming staff to develop the upload files. Their lead sheet process helped identify missing files. The staging process ensured the documents were processed in a timely manner. The prep staff work was outstanding, they really knew how to process the paper and get it ready for scanning. " "The campus was very pleased with how quickly AM1 was able to process the thousands of documents. Celebrating milestones during the project kept the project team encouraged about being able to complete the task — even though it seemed daunting at first. " Lorraine Frost Ifrost(a-csusb.edu 5500 University Parkway, PL2104B San Bernardino, CA 92407 Phone: 909.537.5100 Fax: 909.537.7001 American Microlmaging, Inc. Page 12 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 American Micro/maging, Inc. Page 13 of 44 Services Provided/ Company Name Contact Info Project Description AMI replaced an old Document City of Newport Beach, Rob Houston -Asst City Manager Management system with a California RHouston@newportbeachca.gov customized AMI Laserfiche ECM solution utilizing Workflows with (949) 644-3033 multiple integration points for Mike Wojciechowski this progressive coastal City. rtuT Manager of IT Svcs Newport selected AMI for their LMWoio@NewportBeachCA.gov technical and economic (949)644-3088 ingenuity over Global 1000 3300 Newport Blvd. competitors including Laserfiche r direct sales force and scans and Newport Beach, CA 92663 indexes with direct import into the City Laserfiche system. AMI is committed to the vision of achieving a digital environment in their new City Hall in 2013 Dr. Annabelle Nery AMI was awarded the RFP for the Desert Community College Executive Dean Institutional ECM and Document Imaging for District- Effectiveness, Educational the Desert Community College College of the Desert Services, & Planning District and COD. AMI has designed and are implementing OF Thi anery@collegeofthedesert.edu the solution to change the way y1 6 (760) 776-7442 the campuses process, save and D� f' ICn retain information. AMI won this U �.a project over global competitors * r 43-500 Monterey Avenue due to superior understanding, Palm Desert, CA 92260-2412 design and effective support " services. Nearly 20 automated 1955 workflows will eliminate redundancy at COD. AMI has scanned the Financial Services records, HR, Foundation and imported into the Laserfiche Rio system. American Micro/maging, Inc. Page 13 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 American Micro/maging, Inc. Page 14 of 44 Services Provided/ Company Name Contact Info Project Description Los Angeles Unified School Katie Grigsby, OAR II In 2009 the Los Angeles Unified District School District released a LAUSD Central Region Construction substantial RFP and AMI was Close Out Manager awarded a $250,000 contract. kathleen.grigsby@lausd.net AMI provides hi h- ualit Y standard and large -format scanning services for LAUSD.AMI OF 333 South Beaudry Avenue won this contract over 20 other Los Angeles Unified School District 19th Floor vendors and the District is so oaav=�,ers',omo,.ow.eade,= pleased with the quality and Los Angeles, CA 90017 service they awarded AMI (213)-241-3442 $750,000 in 2012. City of Hemet, Hemet relies on AMI to provide California Onsite and outsourced scanning Jeff Thomas Building Inspector services for the building �q OF jthomas@cityofhemet.or department including permits, * * maps and microfilm and City Sara McComas -City Clerk Clerk with Historic Documents smccomas@cityofhemet.org over 100 years old. This media is — o all imported directly to Hemet's S d Woods -IT Administrator y Laserfiche system indexed with C 0 V N`T Y GP swoods@cityofhemet.org OCR.AMI provides all sales, training, service, support and 445 E. Florida Avenue strategic consultation for Hemet, CA 92543 Hemet's Laserfiche Document (951) 765-2475 Management System and keep growing the system throughout the City with AMI City of Burbank Tom Lutgen The City of Burbank Building and Planning departments utilized Engineering AMI's high-quality Scanning tlutgen@ci.burbank.ca.us Services to convert all backlog of Permits, Building Plans and Address Cards to complete 164 W. Magnolia Blvd. delight. AMI's experience was Burbank, CA 91503 useful in helping the City define a project plan that optimized the 818-238-3500 City budget while eliminating any InLORP4RATEfl 1411 down time from public access. American Micro/maging, Inc. Page 14 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Company Name Contact Info Services Provided/ Project Description Los Angeles Sanitation Joseph Reisdorf District/Sunshine Landfill President CEO [Max Communications] jreisdorf@maxcom.biz AMI is proud to be the sole sub - 5455 Wilshire Boulevard contractor for Max Suite 914 Communications on the LA Los Angeles, CA 90036 Sanitation District projects. AMI SUNSHINE CANYON scans Waste Origin Report Forms Landfill (323) 933-5561 filled out by haulers and extract form data to assist in providing Max compliance services to these COMMUNICATIONS LTD Sanitation Districts. Forms are images and processed daily. Mike Tuerpe San Bernardino LAFCO Local Agency Formation Commission Project Manager/Analyst � AMI won this RFP to digitize and import all the irreplaceable plans contracts and resolutions for this San Bernardino County Agency mtuerpe@lafco.com into their Laserfiche Avante system. AMI merged the paper files with the digital DVD's to append the original files and 215 N. D St., Suite 204 create new documents. With lifetime retention and the "FCO San Bernardino, 92415 responsibility of all record keeping (909) 383-9906 in the County LAFCO was very ficrsme&"WrA.&cadgy pleased with the outcome and ongoing partnership with AMI. American Micro/maging, Inc. Page 15 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 American Micro/maging, Inc. Page 16 of 44 Services Provided/ Company Name Contact Info Project Description Shirley Edmondson Yoshinoya USA Yoshinoya has outsourced Restaurants VP of Finance scanning of accounting shirleyedmCp@yoshinoyausa.c documentation to AMI for imaging, indexing and uploading om to the AMI hosted Content Management System for nearly 991 West Know St. 10 years. AMI helped this worldwide retailer has improve Torrance, CA 90502 their payables process and 310-217-2140 created space and organization Customer Since: 2005 for a function that was slow and cumbersome before. University of Southern California - Elizabeth Dubon AMI provided the HIPAA Radiology Finance compliant Laserfiche Document dubon@usc.eu Management solution for this prestigious medical facility. AMI scans monthly healthcare 1000 South Fremont Wfi!CK Alhambra, CA 91803 related EOB's and bath documents which are then SCHOOL OF MEDICINE OF USC (626) 457-4178 loaded into their document management system for ease of access and automated workflow. Hovik Hacopin AMI installed the Laserfiche Ducommun Enterprise Content Aero Structures IT Director Management System for this HHacopin@ducaero.com worldwide Aerospace manufacturer with AP Workflow HIM IN mI M11 IN In and provided high-quality Large 268 E. Gardena Blvd Format Scanning Services. AMI F r _ r QInc rporat � Garden, CA 90248 has initiated a Company -wide BPM process & scanned over A Premier iuoaFicr ca he wo-rIGwide Aerospace hduszry 310-380-5390 30,000 Engineering Drawings and for this prominent customer to provide access, meet compliance requirements and perpetuate their company efficiency initiative with Laserfiche. American Micro/maging, Inc. Page 16 of 44 4A'ffi AMi� THE PAPERLESS COMPANY SECTION D: DISCLOSURE CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 AMI has had no prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves AMI or in which AMI has been judged guilty or liable in our entire 45 year history. American Micro/maging, Inc. Page 17 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION E: AMI METHODOLOGY AMI's work plan includes LA QUINTA sign off for each of the 4D phases (Define, Design, Develop and Deploy). AMI considers the sign off for each phase of the document conversion project to be crucial to a successful business relationship. AMI will discuss and come to an agreement with LA QUINTA on project milestones during the Define phase. The following is a general Chain of Custody that will be customized for the City and approved before work commences. AMI CHAIN OF CUSTODY APPROACH 1. AMI courier completes Pick up Manifest with client signature. Pick up Nlardfe t ra,d•,.,,rxe �IrirmiJr:L'ey L Ve"Jey 1125 V7 6-&b Sa 1120D L. Arlo eles CA SON7 213-2 ,131W Arrteritan Mitrolmagirrg, Inc. I res west mv, 9rre�t slmc 20 Ls .+ra&Le . Gr 9MI2r PFaxr 21.1.250 -MM Fm�a.sso.A3od C0 Err AC -r PHONE RGINO 10.e N& -FHM FEMECE M,7E Q7Y HDA o� mmom MwMMUM: Pham PAti American Micro/maging, Inc. Page 18 of 44 C� 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31. 2013 2. AMI Supervisor receives boxes from AMI Courier, verifies Pick up Manifest for boxes received and places box labels with box numbers on each box. 3. AMI Supervisor enters project into Master Open Jobs Database (MOJO). X-1 1 1 v©av Fe E� JCp—d Al ­ �t ao 0 -11, E �07, n P'- d � : • • 9/2412073 SLA T—k Q 0 C • American Micro/maging, Inc. Page 19 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31. 2013 4. Box Log Sheets are created for and follow every box. Production staff completes information on the Box Log Sheets as they are working on assigned tasks. custornec INDFX Y N Project: J068_ Boxp PREP Y SCAN Y N N Ooc Oe unt 4G Y M&M Y N N Maps N EXP Y N CD DValNo N Function Datag m up Name Dale Task Y J N DGO sWr1161t End IDk Tolal Docs st r[ Time End Totsl str[ Images End Totl 5. Production staff also keeps track of their individual daily tasks by completing a Daily Log Sheet that is returned to the AMI Supervisor. Daily/WeeklyName 4-1 IN' -11—ISS CO -11 4FIrstline Meath me. dayhasTi—l�� Last we has Time -Out fSundavi Date Job# customedProject Function' Data Group Bar No %Compl Docs Images Time Start Time Finish Total Time American Micro/maging, Inc. Page 20 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES 6. Once a project is complete, AMI Project Manager schedules Delivery with the client. 7. AMI Courier brings Delivery Manifest and has client sign for receipt of deliverable r n r r 1• ft e i r I. . ... .. AmeiVw MllcmWmging, Inc. I m 1 kfth r L d 7m �a�4u 9mlr rrn� z1+•++++�+ ra 21a,.n avn ro 9 Tl T RYpC DELIVERY MANI FEST GLL tiSPr •IINm FFSIfr fiLT[ 1 V W= 8. AMI Supervisor closes project on Incoming Box Database and MOJO. American Micro/maging, Inc. Page 21 of 44 October 31, 2013 4A'ffi AMi� THE PAPERLESS COMPANY HOW TO ATTACH A LF VOLUME TO LASERFICHE CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Prerequisite: The login you are using to follow the steps below have Manage Volumes privilege as show below: Assigned privileges: Name I Description Wo Administer users and groups FV Manage Volumes Administer volumes C-1.. _. Steps: 1. Copy the volume on the DVD/CD to the final volume location, whether it would be on the host machine that houses Laserfiche server or a NAS or files server. 2. Login to Laserfiche Administration Console and go to Volumes section. - LASERFICHE - IT --T- Repositories LJ -, AMI El ® Activity i Users and Groups EI Metadata Management EI Recycle Bin El R1 DEFAULT ' OMNITRANS ' TERASAKI Index p Auditing p Records Management El Repository Options p Custom Views Server Settings System Managers All Sessions Named Users and Devices his American Micro/maging, Inc. Page 22 of 44 4A,ffi AMi� THE PAPERLESS COMPANY 3. Right click on the right area and select All Tasks>Attach Volume... File Action View Window Help l,e,- -1oIit=I®14IBmal I IE� a IT;l8 Laserfiche 9.0 Administration Console 0 E LASERFICHE u Repositories p _zt- AMI El ® Activity El , Users and Groups O Lo Metadata Management O m z Recycle Bin D ' Lk Volumes El Q •• DEFAULT _ Index p+ • Auditing p+ Records Management p+ Repository Options p+ Custom Views ✓ Server Settings System Managers All Sessions ,a� Named Users and Devices 4. Attach Volume window will aaaear. This will attach an exported volume to the repository. —Path to volume Please enter a path on the repository's server, i.e. C:%ExpVolskVolumel. [' Make path into Fixed path of new volume .................... [� Make path into removable path of new volume: ................................................................................................................ [' Copy all data out of path location W Folder in the repository that the attached volume will be imported into. x New Volume Refresh Export List... View ► Arrange Icons ► Line up Icons Help Cancel Help Folder and document merging How to handle conflicting document and Folder names. on Folder conflict: Merge on document conflict: lRename Template merging The structures of a template in the volume and a template in the repository must be identical For the templates to merge. If this option is checked, their names must also be identical. F Template names must match Metadata Determines whether all metadata in the attached volume is imported into the repository or only metadata associated with new documents. r Include all metadata Indexing No indexing t+ Index documents previously flagged as indexed [' Index all documents that contain text CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 c: %LF_DB%DEFAULT Default Security... New Custom View... Click on the ellipsis button to select the volume location of where you saved the volume from DVD/CD. Click on the ellipsis button to select a specific Laserfiche folder location where you want to Dut the 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Scenario A: If volume was copied to Laserfiche server locally, simply browse to the folder location where you copied the volume. This will attach an exported volume to the repository Path to volume Please enter a path on the repository's server, i.e. C:�ExpVols�Volumei , U Make path into Fixed path of new volume to Make path into removable path of new volume r Copy all data out of path Depository location Folder in the repository that the attt Folder and document merging — How to handle conflicting document On folder conflict: Merge On document conflict:Rename Template merging The structures of a template in the v be identical for the templates to mere must also be identical. Template names must match Metadata Determines whether all metadata in k repository or only metadata associat F- Include all metadata AL Cancel Help C:� I $Recycle.Bin Core J Documents and Settings J import J inetpub J LF Install Files �I LF Volumes LF–DB logger PerfLogs Selected directory: C:�LF Volumes�WEHO� Indexing (' No indexing C Index documents previously flagged as indexed (` Index all documents that contain text American Micro/maging, Inc. Page 24 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Scenario B: If volume was copied to a different location then use the UNC path to the copied volume as shown below. ttac'r ,alums i ' This will attach an exported volume to the repository. Dat - Path to volume DK 9/1-j j�files�nactive�l^lEHO El 9J1j Please enter a path on the repository's server, i.e. Cancel 911j C: �ExpVols�VolumeI. 911j a Make path into fixed path of neA- volume Help 9/1� Make path into removable path of ne-n- volume 911 Copy all data out of path 911 Repository location 9A Folder in the repository that the attached volume -n-ill be imported into. 9/1� Organize - Burn AL Favorites ■ Desktop Down loads y Recent Places 4L SkyDrive Libraries 2 Documents ep Music © Pictures ® Videos 1 9 items o O moi! # j I I Search WE140 Nefolder__ Name Dat - TEMP 9/1-j link,xml 9J1j prop,xml 911j stamp,xml 911j tag.xml 9/1� +� toc,xml 911 vergrp,xml 911 val,xml 9A Fj VOLUMET) 9/1� American Micro/maging, Inc. Page 25 of 44 4A'ffi AMi� THE PAPERLESS COMPANY AMI SCANNING PROJECT APPROACH CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 The following section addresses our foundational standards and proposed approach for implementing your project, and ensuring ongoing success. The first step in the AMI approach is to confirm full understanding, acknowledgement and agreement of what is required (Project Specifications). Detailed Project Specifications for each task are prepared, approved and distributed to production staff. Detailed production logs are kept by each employee for every task. Daily Production Staff meetings are held to review processes, progress and production logs. Daily Logs are rolled into a weekly production reports which then become a part of the weekly project overview. Weekly Executive Staff meetings are held to review all on-going project overviews and assess status, quality, timelines and progress. Adjustments to staff and time quotas, to ensure project success and on-time delivery, are made at this time. Reports • Box Log — Detailed Production Log that follows each box through each step of production, verifying all information at each production step • Batch Contents/Routing Report - Daily report of all documents scanned by specific batch (box) number. • Imaging Report - A daily report that rolls up to weekly report that rolls up to a monthly report of all scanned documents. • Project Checklist- Tracks production progress by task and by employee each day to ensure all production targets are on track. Production Employees Training: Our production supervisors have established the necessary conversion curriculum to ensure success. Areas covered include inventory procedures, exception handling, communication skills, security and confidentiality, doc prep, high speed scanning, quality assurance, re-scan procedures, and reporting to mention a few. Our Production Team Reports Directly to Executive Management: By reporting directly to the executive team, production issues are resolved quickly, minimizing unnecessary downtime. American Micro/maging, Inc. Page 26 of 44 =� 4A'ffi AMi� THE PAPERLESS COMPANY CONVERSION PROCESS 1. Document Boxing—Manifest Check CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 AMI will work with City staff to design and execute the following tasks to maintain Chain of Custody before pickup of boxes to AMI Scan Center: ✓ Remove Files from shelf ✓ Place file in standard (Banker's) size box facing front of box ✓ Continue with Files - in order — until box is full ✓ Create Manifest of Box Contents (files in box) ✓ Verify Manifest against actual files ✓ Stage Box for delivery to AMI Scan Center at the appropriate time 2. Document Prep AMI will provide preparation of documents from boxes to high speed scanners ✓ Confirm customer provided inventory manifest for each box ✓ Pull the first File — Confirm Manifest/Barcode Cover Sheet is correct ✓ Remove contents from file insuring all documents remain in order ✓ Uniquely label box — Log appropriately ✓ Place prepped files in correct order with File Folders at back of box ✓ Place box in AMI Secure Scanning staging area 3. High Speed Black & White Scanning Boxes containing scanner -ready files/documents are assigned to specific Scanner Operators. The purpose of the scan step is high speed, high-quality capture of the images and index data. The following are performed by the Scanner Operator: ✓ Clean and calibrate the scanners throughout the day ✓ Scan boxes in batch mode with a batch being a whole box. ✓ Scan all files at required dpi resolution. The scan parameters will be established in planning and validated in the Interchange Test. ■ This resolution provides quality and efficiency for scanning and storing American Micro/maging, Inc. Page 27 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 ✓ View/inspect 100% of the images on the operator's screen to permit monitoring of continued scan quality. ✓ Insure that all pages are scanned (loose pages, odd -sized pages, etc.) ✓ Replace scanned files back in original location and box. AMI will update the Process Control Log and Box Routing Sheet indicating that the batch (box) has been scanned. Converted boxes will then be moved to the Index staging area. 4. Document Indexing The Unique Index Value will automatically index at the time of scan from the Bar -Coded Header sheet. Once scanning is complete, AMI will use a database lookup merging and verifying the remaining index information from the customer provided index file. This process insures guaranteed accuracy and provides the exact index information that the customer has defined. AMI will update the Process Control Log and Box Routing Sheet indicating that the batch (box) has been indexed. Indexed boxes will then be moved to the QC staging area. 5. Quality Assurance (QA) ✓ AMI QA staff will inspect every image to ensure that image quality meets or exceeds AIIM and ANSI standards, as well as customer expectations. ✓ AMI QA Staff will verify every index to insure accuracy. ✓ AMI will verify indexes to index value overview provided by HSRS AMI will update the Process Control Log and Box Routing Sheet indicating that the batch (box) has been Quality Controlled. QC'd boxes will then be moved to the Export/Transmittal staging area. 6. Export/Transmittal AMI IT staff will do a final check of all information — export to the Laserfiche tiff and template and transport electronic file to disk or removable drive at customer -requested intervals. AMI will update the Process Control Log and Box Routing Sheet indicating that the batch (box) has been transmitted. Completed boxes will then be moved to the De -Prep staging area for delivery back to the City or optional De -Prep of files contained therein. The original Manifest that accompanied the box will be present at that time. American Micro/maging, Inc. Page 28 of 44 4A,ffi AMi� THE PAPERLESS COMPANY 7. De -Prep (If Required) AMI staff will complete the following de -prep steps: CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 ✓ Verify box contents with manifest ✓ Remove small stack of Prepped Documents from front of box ✓ Pull first file folder from beginning of file folder section ✓ Match first barcode sheet to corresponding File Folder ✓ Page through documents until end of Record is located (just before next barcode) ✓ Place all pages back into appropriate Record File maintaining order ✓ Place complete Record File in very front of box — before prepped documents — second file is placed behind first file, etc. ✓ Continue this process until all files are reassembled and in correct order in box Note: Other companies often overlook this very important step in the process; don't account for it and inevitably, the project runs over in time and quoted costs. It is due to our vast experience with implementations that AMI knows this, and protects the customer against production overages by ensuring it's in the Project Plan. 8. Reports: • Box Log — Detailed Production Log that follows each box through each step of production, verifying all information at each production step • Batch Contents/Routing Report: Daily report of all documents scanned by specific batch (box) number. • Imaging Report: A daily report that rolls up to weekly report that rolls up to a monthly report of all scanned documents. • Project Checklist: Tracks production progress by task and by employee each day to ensure all production targets are on track. • Jeffrey Long is the Project Manager for the City of La Quinta Document Scanning project. Jeffrey's experience with both production and Laserfiche qualify him as the ideal candidate to lead the design, launch and completion of this important initiative. American Micro/maging, Inc. Page 29 of 44 4A,ffi AM i> CITY OF LA QUINTA THE PAPERLESS COMPANY RFP -DOCUMENT SCANNING SERVICES October 31, 2013 AMI INFRASTRUCTURE C! lot.erfect Page Imaging Protluds Scanner Hardware AMI chooses a proactive approach to support our customer's objectives. Therefore we have opted to utilize our Kodak i620 and Panasonic KV-S4085C production scanners on this project. AMI selected these scanners because of their great combination of speed, super image quality, and legendary uptime. An example of the exceptional speed realized from one of their scanners is a rate of over 50,000 documents per day (daily duty cycle). These scanners provide optimal productivity. Their features and benefits lead to productivity gains all the way through the scanning process. They are both durable enough to work through multiple shifts, day after day, and they add ergonomic correctness to the scanning operation. ■ Perfect Page image processing provides clear, sharp images at full speed ■ SurePath paper handling - easily scan a wide range of doc types and sizes ■ Patch reading, indexing, image addressing and imprinting make managing documents easy ■ Five output formats for imaging flexibility meets every need ■ Environmentally friendly: lead-free, Energy Star qualified, mercury -free lamps ■ Three ultrasonic multi -feed detection sensors quickly sense any misfeeds ■ Flexible, 300 -sheet feeder capacity optimizes paper handling ■ Automatic color detection to reduce prep time and help automate scanning ■ Easy brightness, contrast and color controls to adjust tones, sharpen text and photos ■ Clear Path Button - Clears transport path so operators are not required to open the scanner hatch to remove documents; resulting in more up -time in production ■ Fragile Feed Mode - Slows transport speed for delicate documents and mixed batches to ensure integrity and facilitate proper stacking AMI Server and Workstation Hardware U0,92 AMI has standardized on DELL and HP Computers for all of our Server, Backup, and Workstation needs. AMI will provide all workstations necessary to complete the project within the timelines stipulated by the City and provide ample back-up systems to ensure uninterrupted production throughout the project. Disaster Recovery / Business Continuance Plan: In the event of a man-made or natural disaster, AMI is prepared to provide full -systems off-site (out of county) back-ups that can be quickly initiated. Once a "disaster" has been mutually declared, AMI Production Manager and Executive Team will implement our Business Continuance Plan. Essential equipment and systems, staff, and La Quinta documents will be securely transported to an alternate location for resumption of production American Micro/maging, Inc. Page 30 of 44 4A,ffi AMi� THE PAPERLESS COMPANY Acca innoTIMUC Volume CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 • Year 1 scanning — Supplemental Outsourced Scanning of hundreds of boxes • Year 2-5 — Ongoing Scanning Estimate is potentially "Hundreds of Boxes" o Volume difficult to define, potentially hundreds of boxes per year to supplement in house scanning process of City staff Description • Documents include o general ledgers, soil, hydrology and environmental impact reports, capital improvement projects, encroachment permits, building permits and plans • File folders may contain flat and folded documents of varying sizes from 6"x9" to 36"x48" • Plan rolls vary in size from under an inch to 12" or more in diameter • Paper records are in good condition Prep • Preparation of documents for high speed scanning s included Scan • 200 dpi vast majority by high speed scanner and Large Format • Increase resolution if necessary to achieve quality expectation for document destruction Index • Index fields provided by La Quinta • AMI to populate Index fields of Laserfiche volumes for import Quality Control • The City of La Quinta Staff desires the option to destroy these records after scanning and import into Laserfiche therefore the quality of scanning and QC process is of paramount concern to the City. • AMI will QC with humans each image at scan and thereafter by separate QC staff De -Prep • 100% De -Assembly is available. Details and SOW to follow on Discovery with the City Turnaround • 100% achievement of delivery according to Scope and SLA, average 2 weeks. La Quinta Responsibilities: • Prepare and label the boxes and provide a manifest sheet and file • Organize in scanning order and removing duplicates and non -records • Provide indexing and Optical Character Recognition (OCR) instructions box American Micro/maging, Inc. Page 31 of 44 4A,ffi AMi� THE PAPERLESS COMPANY SECTION F: AMI GUARANTEE CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 100% Guarantee — AMI meets every Al IM & ANSI specification and will work with the City of La Quinta to set Service Level Agreements that relate to the documents and scope of this RFP. If you are dissatisfied with the performance of any of our products or services, we will make things right - or give you your money back if it can't be resolved. Guaranteed. Nm, American Micro/maging, Inc. Page 32 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION G: AMI PRICING CHART IF=Ti i r=T61:l 0riI A L11 i =i1 PRICING CHART SERVICES ... , .................. I .............................. PRICE per image SHIPPING: 3 100 Per Trip and S3-50 Per E Assumptions: one. vve apff to pate we can $ 01 Per Imag- PRF-SCAfVfVIfVG DOCUIIqFfVT PREPARATION: Assum ions: "Easy" Prep deli ned as light SCANNING: (b es t lnrk3 gate: 2 DO- 400 L)P11 .0 Per Image Black & White S'f2 x 71, 8'/2 x 14, Plan sheets Greyscale 81/2 x 1 1, 81/2 x 14, Plan sheets $.02 Per Image Ful I C<olar 8'Y2 x 1 1, 8 V2 x 14, Plan sheens 5.02:5 Per Image 01 Per I mage As. umptions- F& f BEASS $f Y-- Basic os. -Prep to put files ba in boxes in the same order r `x.005 Per Field Assu M EES IMG fper field pficing): Date Fief Drop Qkxwn 8.005 Per Ima e DA TA TRANSFEH fper C DID VD or Laserfiche Brreicasel: -9k. -i.005 Per Image (2 UAL IT V COfV TROD $.005 Per Image OTHER CHARGES FEES 01? RILLARLES: Job Seiup Fee Pei Laserfiche Rewrds Series I Template :500 Per Template R&card 5r; Use add*M01 copies is of thfarm U $Paas is needed i ned: D - T American Micro/maging, Inc. Page 33 of 44 iw -h IC �eived ties 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION H: AMI COMPLEMENTARY SERVICES AMI FULL SERVICE OFFERINGS ✓ DOCUMENT IMAGING AND DOCUMENT MANAGEMENT SOLUTIONS Document Imaging Software, Hardware, Integration, and Support Business Process Management Systems Consulting, Implementation, Integration and Support ✓ DOCUMENT IMAGING & SCANNING SERVICES ■ Conversion of Paper to Digital Images • Large Format Document Scanning (Plans, Drawings, Maps) • Archived/Old Documents (that require Special Handling) • End Product in any desired output (Document Management System) • End Product in any desired media (CD, HD, DVD, FTP) ✓ DOCUMENT MICROFILMING PRODUCTS & SERVICES • Conversion of Paper to Microfilm, Microfiche, and Aperture Cards AMI CONSULTING AMI Consulting is a dedicated group of highly skilled implementation consultants and engineers who work with you to plan, design, install and launch successful business process management solutions. If you are new to business process management, or need help in improving or replacing an existing system, AMI Consulting can help. AMI consultants are experts and have extensive experience working with enterprise class hardware and software products. AMI consultants can implement a complete hardware and software solution from the ground up or can be brought in for initial project recommendations. Whether you need to get an enterprise or department solution up and running quickly, AMI Consulting will get the job done AMI Consulting - Mentor & Training Services • System Installation and Configuration Assistance • Forms Designer Development Techniques and Recognition Techniques • Data Validation and System Integration • Data and Image Export Configuration and Scripting • Production System Readiness Review and Optimization • "Just in Time" Application Development Consulting AMI Consulting - Implementation Services ■ Forms design and/or conversion (paper to digital) ■ Business, data and/or processing rules automation ■ Database integration and custom data exports ■ Solution design and recommendations (architecture, hardware, software, scaling) ■ Implementation management (communication/review/approval) ■ System Review and Optimization ■ Analysis and Design ■ Application and Integration Development and Testing ■ Conversion and Solution Transition American Micro/maging, Inc. Page 34 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Integration Capabilities The AMI Avante solution allows users to submit and retrieve documents from client screens in Line of Business applications such as Oracle EBS, Outlook or virtually any LOB or ERP system. This integration will enable users to initiate processes that capture keywords in Index Fields or Full Text Search (such as name, number or addresses) from documents or annotations without opening Avante or entering search data. • .y �. r t rtrrrr -•. -� IimrrA4rAwr.. ..- � `! — -r w J -r - f � - r-cruc I s.,�a.me sr,K = +»� ...-_ „�Yr•-, - a .� xepor a Pwvbso'r � as =vim a Prrsir. � I � 1 � I_...� � SAIF • T18�+ � � � � FM1 ■yet = .��� . rYEtinJrlrrr nvarrcorc Fera 5oarc6 eonafr� � Sorel. F S.aae�ia ay rorn'Frau p nel�i b - gyp_ GassFllasmairta+r rai'rt GFc HSGs+ Y�reou �n capa�li Ir. 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[tt+ arpns I NtrFYorr tyu y� C =21 sh.e.ntr Sllrcn Asa a7 S aF.,ir RFGpldc Fard:2nner�.flYlW Ci.rrele4 ^h+aeM Fi rian[Isl= lna�e[c MV.a M atli mrc PrarlsMNni L b�/rw• Rclelens �yy�y-F :__,/� 2/.hMgrallon Px0. � J1tl Yrers - o-�..-, �.+eenen - er,er,r,y .. 7or•1-.tee[ 3 ] I O ]-:o, — �Pv.wo.]u'.�F.ar-yrTav .. {.myarR bf]]F_R> ].SS:LT iM J r a-rr�sm6 GmwrrM ' Cie _- an oe.o+.c�arrro P - AMI has also developed Image Enable which allows users to use a hot key to pull images from their repository while working in their Line of Business system. An example of this is illustrated below from an Oracle system. American Micro/maging, Inc. Page 35 of 44 10 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 AMI IMAGEENABLE TOOLBAR FOR LASERFICHE Image Enable Toolbar — AMI offers a toolbar application which allows users to highlight any text in any application, click search on the toolbar and automatically pull up the corresponding document in Laserfiche, without having to log in and execute a separate search. Student Number: LASERFICHE WORKFLOW SUITE AMI works with our ECM and BPO clients to leverage their productivity with Laserfiche and other complementary products and services. As a leading Laserfiche VAR Worldwide, AMI is renowned for utilizing the Avante Workflow Suite to customize process workflows for Government Agencies. Workflow rules are designed to automate redundant business processes to better utilize knowledge workers. We'd be happy to investigate ways this might improve how paper flows at the City LA 'a Mr, V. File Edit'_ie•.v _ H`eellrp�I y- Kaplan Rule Manager Error Log Seardn Results Toolbox ¢ X - Laserfiche Routing J Route Entry to Folder Route Entry to Group Route Entry to User - Laserfiche 4dd Sticky Nate J- •b Is Salesman Populated _ Align Field Values ,%sign Rights D-+ Not Pop ,%sign Tags U Assign Template " Conditional Parallel D -Q Is Populated • _� Route Entryto Gmup Copy Metadata 2 J Create Entry Routes a Laserfiche J Deadline dffi Route ErTtrytc User entryt. a specified ]C Delete Entry Routes a specifiLaserfied us entry to a specrfied user. Find Entries + Find Entry Route End yto Folder Far Each Entry by name -number •o Move Entry -B Rename Entry Repeat u Retrieve Field Values •b Routing Decision D - Visa Required" '•' iimap � 4 �« D-,+/ Required O- t, Branch 3 " Branch activmrfor Ih muting decision. Route Entryto User 'i• „. 3 Routes a Laserfiche entryto a speDdied user. 4 American Micro/maging, Inc. Page 36 of 44 4A,ffi AMi� THE PAPERLESS COMPANY BUSINESS PROCESS REPORTING CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 Each time a business process runs, the new Details tab displays statistics about the overall process and about each specific step in the process. Handy charts show you which steps in the process take the most time and if each step ran faster or slower than average. Additionally, this tab presents specific details about each step such as the step's name, its start and end date, the due date for the step, its instructions or resolution (as relevant), those who participated in the step and how long it took each participant. Workflow Detailsrusiness Process r Entries 1 Activities I Messages f Tasks 1 Condition) Step Duration Peroentage Name: District Review 41.7% Wednesday, September 26, 2012 2:29 PM End date: 0.4 59.0 Thursday, September 27, 2012 2:29 PM Duration: Step Duration Percentage QA Rexi 4h 17m D istrict Re L -w 3h5m City Reioe 1m33s vh 4h 3h 2h 1h Cm Step Duration Selected Step Show workflow details Business Process Details Instance Name: Simple approval BP - 9-26-2012 2:29:03 PM Current Status: Approval Process Select a step to view its details: Current { Last completed Other: District Review Details Name: District Review Start date: Wednesday, September 26, 2012 2:29 PM End date: Wednesday, September 26, 2012 5:34 PM Due date: Thursday, September 27, 2012 2:29 PM Duration: 3 h 5 m Average duration: 4 h 12 m Resolution This document has been approved by Ronald Participants Role: District Manager Trustee: Ronald Duration: 3 h 5 m American Micro/maging, Inc. Page 37 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 LASERFICHE FORMS AMI designs and integrates Digital forms with workflow to automate the processing, archival and retention of an organization's forms. This strategy allows our customers to solve many paper problems at origination. File Edit View Tasks Annotations Tools Window Help M (411 [_, I---�o■�� Thumbnails 4 X Image v NAME SHOWN ON TAX BILA* Jahn Sn-M Required Foretat:XXX-XX --XXX PRESENT OWNER$ NAME} John $mft Elviy 123-321-1234 Row 2 Formal: Last Mame Fiml Name Middle Name PERMANENT MPJ LING ADDRESS* 1221 East Able Streat RESIDENCE?* Stied Adtess Please Type you name below. Suite 220 I hereby dacha that, tote beat of ny knowledge and belief, the pmticulw Address Line 2 deda llon nVe thenen are hue I AGREE WITH ALL THE TERM AND Fresno Calikrnia 123-321-1234 pry Slater Pmjnce I "on 9DO17 118. Postel f zp Ccde Qm" PHONE NUMBER* 559.212.3214 Between 8:00 am and 5,011 pm DATE* Apr 10, 2013 PARCEL NUMBER FROM TPJ( BILL Required Foretat:XXX-XX --XXX If unsecured, provide aub number. Row 1 123-321-1234 Row 2 a23 -2K,3214 IS THIS A CHANGE IN PRINCIPAL PLAC E OF r YES r NO RESIDENCE?* De Claraii00 * Please Type you name below. Jahn Elvis Smith I hereby dacha that, tote beat of ny knowledge and belief, the pmticulw Date Subnrtted deda llon nVe thenen are hue I AGREE WITH ALL THE TERM AND FJ AGREE CONDITIONS APPLICABLE* 123-321-1234 American Micro/maging, Inc. Page 38 of 44 X : Metadata Fields 11 Tags I Links I Versions I Signatures 4X Template: I Change ofAdderss Nam on Tax &II ]uhn Smith Owner's Name John Smith Elvis Permanent Mailing Address 1221 East Able Street, Suite 220, Fresno-, California J Phone Plunger 559.212.3214 Date Subnrtted 04�lo�zol3 Parcel Number(s) 123-321-1234 323-232-3214 > AddfRemove Fields... F* AMI (ADMIN) r r Pec I 4A,ffi AMi� THE PAPERLESS COMPANY Unlimited Help Desk Support CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 La Quinta users may call AMI's toll free Help Desk Support phone number (800.228.4998), where a locally based knowledgeable technician will answer the phone; client can e-mail the technical support department (support@amipaperless.com); or fax in a support request (at 213.596.0152). Document Request AMI knows you can't be without your records so we guarantee 2 hour turnaround of documents requested by phone or email at laquintadocrequest@amipaperless.com Remote Support One of the fastest and easiest ways for AMI to resolve support issues is to log in remotely, either via LogMein (similar to WebEx) or the client's preferred method. The ability for the support engineer to log in from their desk saves time and allows your issues to be resolved immediately. On -Site Support When a support call cannot be satisfied by the Help Desk, the call is escalated to on-site support personnel who will attend to client location to implement a resolution. Whenever possible, same day service will be provided; if travel arrangements prohibit same day service, the next possible date will be scheduled. We don't anticipate the City will require much, if any, On -Site Support, as we resolve most issues remotely. Internal Tracking AMI utilizes PSA (Professional Services Automation) software called Connect Wise to track all client projects and support issues. All phone conversations, e-mails and notes are logged either automatically or manually into the system by support personnel. Similar to Laserfiche Workflow, Connect Wise has workflows which notify support engineers, managers, and the client, on case activity (and inactivity.) What this means to the City HSRS is that when we hear from you we will always be able to log your issues and ensure it prioritized, scheduled, followed up on and brought to resolution. Escalation Process AMI's Escalation Process is used to ensure critical issues are resolved quickly enough to prevent undesirable impacts to our customers and to ensure the appropriate parties are informed and involved in critical decision-making. The escalation process is invoked when the support engineer and/or the customer determine that an issue requires escalation for resolution. The entire AMI technical team huddles daily and any escalated cases are reviewed during that time, and resources committed. Upon completion of the resolution, the resource updates the customer and Connect Wise with final results of the resolution. Yes Validation and Tracking and Issue Resolution and Identification Prioritization 11. Analysis � Reporting Resolved? Closure No Escalation American Micro/maging, Inc. Page 39 of 44 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION I: AMI SUBCONTRACTING AMI will not use any subcontracting in the City of La Quinta Document Scanning Services RFP. All requirements of this RFP will be provided in its entirety by AMI. American Micro/maging, Inc. Page 40 of 44 4A'ffi AM i> CITY OF LA QUINTA THE PAPERLESS COMPANY RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION J: CITY OF LA QUINTA RESPONSIBILITIES La Quinta Responsibilities: • Advise one City Business Manager for contracting, accounting and business liaison • Provide a City or Departmental Project Managers for Project Discovery, Milestone Creation and Day to Day contact for each document type • Prepare and label the boxes and provide a manifest sheet and file • Organize files in scanning order and remove all duplicates and non -records from files • Provide indexing information per file electronically • Provide Optical Character Recognition (OCR) instructions and options for execution American Micro/maging, Inc. Page 41 of 44 moo. - 4A,ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION K: INSURANCE AND INDEMNIFICATION AMI will provide minimum insurance coverage and indemnification noted in the City of La Quinta Contract Services Agreement and Attachment 2. American Micro/maging, Inc. Page 42 of 44 4A'ffi AMi� THE PAPERLESS COMPANY CITY OF LA QUINTA RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION L: NON -COL WSION AFFIDAVIT AMI executed the NON -COLLUSION AFFIDAVIT (Attachment 3) by an official binding the firm. ATTAC:HPOENT 3 NON -COLLUSION AFFIDAVIT FORI1i'1 Document Scanning Services .................i............................................. MUS T BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL I, George Bandarian II , Enamel hereby declare as follows: am President and CEO Iriiiel of American Microlmaging, Inc�companyl, the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or Indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature X By Name George Bandarian 11 Title President & OEO Organization American Microlmaging, Inc Address 1125 W. 6th St.,Suite 200. Los Angeles. OA 90617 American Micro/maging, Inc. Page 43 of 44 4A1Vll> CITY OF LA QUINTA THE PAPERLESS COMPANY RFP -DOCUMENT SCANNING SERVICES October 31, 2013 SECTION M: ACKNOWLEDGEMENT OF ADDENDA AMI has acknowledged the receipt of all addenda issued and received through the completion of Attachment 4. ATTACHMENT 4 ACKNOWLEDGEMENT LEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. SIGNATURE INDICATING RECEIPT Addendum #1 American Micro/maging, Inc. Page 44 of 44 19