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Home My WebLink About2008-10-07 - Public Information-Technology Committee Meeting Agenda PacketYorba Linda ~ Water District PUBLIC INFORMATION - TECHNOLOGY COMMITTEE MEETING Tuesday, October 7, 2008, 4:00 p.m. 1717 E. Miraloma Avenue, Placentia, CA 92870 - Tel: (714) 701-3020 ITEMS DISTRIBUTED TO THE BOARD COMMITTEE LESS THAN 72 HOURS PRIOR TO MEETING Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items and are distributed to a majority of the Board less than seventy-two (72) hours prior to the meeting will be available for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA 92870, during regular business hours. When practical, these public records will also be made available on the District's intemet website accessible at hft[)://www.vlwdO.vlwd.com. AGENDA COMMITTEE: STAFF: Director Ric Collett, Chair Michael A. Payne, General Manager Director Michael J. Beverage Ken Vecchiarelli, Asst. General Mgr • Alternate: Paul R. Armstrong Pat Grady, Information Technology Director Cindy Mejia, Management Analyst INTRODUCTION OF VISITORS AND PUBLIC COMMENTS: Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. ACTION ITEMS: This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee actions. 1. Electronic Imaging and Agenda Automation System Recommendation: That the Committee recommend to the Board of Directors approval of the Lasenrche electronic imaging system and the NovusAgenda automation system from Datanet Solutions at a cost of $69,192. 2. Update on Current Public Information Tactics • OR G \A- ADJOURNMENT: The next meeting of the Public Information Technology Committee is scheduled for November 4, 2008 at 4:00 p.m. • Accommodations for the Disabled: Any person may make a request for a disability-related modification or accommodation needed for that person to be able to participate in the public meeting by telephoning Michael A. Payne, District Secretary, at 714.701.3020 or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and the type of accommodation requested. A telephone number or other contact information should be included so the District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should make the request with adequate time before the meeting for the District to provide the requested accommodation. • • 2 ITEM NO. / AGENDA REPORT • Committee Meeting Date: October 7, 2008 To: Public Information-Technology Committee From: Ken Vecchiarelli, Assistant General Manager Staff Contact: Pat Grady, IT Director Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 93,000.00 Funding Source: All Water Funds CEQA Account No: 101-2120 Job No: Compliance: N/A Estimated Costs: $ 70,000.00 Dept: Info Tech Subject: Electronic Imaging and Agenda Automation System SUMMARY: The electronic imaging and agenda automation system will modernize the manner District documents are stored, retrieved and made available to the public in addition to automate the development and workflow process for both Board and committee agendas. DISCUSSION: • Staff has selected and is recommending an electronic imaging and agenda automation system that will enhance internal records storage and management, as well as automate the agenda process from beginning to end. The recommended imaging software is the Laserfiche system which is widely used by other public agencies. The Laserfiche software will be utilized by all departments to convert existing and future documents to an electronic format for ease of storage and retrieval. These documents could then be accessible by all District employees, with proper security privileges. Additionally, the public could have access to Board documents such as resolutions, minutes, ordinances, etc, through the District's web site. While some items are currently available through the existing web site, access to these documents would be further automated with the Laserfiche system by eliminating the need to manually place those documents on the web, thus reducing Staff effort and time. The recommended agenda automation system is NovusAgenda, which will manage the workflow and publishing process for creating and distributing Board and Committee agendas. The software would be customized with the look and feel of the District's current agenda and interact directly with the District's web site for publishing the agenda and its contents for public access. Currently, the District's Board and Committee agendas, along with support materials, are processed in a manner that requires time and resources which can be better improved and streamlined with an automated system. Staff solicited three quotations for both the Laserfiche electronic imaging system and the agenda automation system. For both products, Datanet Solutions was the low bidder and Staff therefore recommends they be selected to provide the District with both products at a total cost • of $69,192. The quotations received were the following: Vendor I Laserfiche Software I NovusAgenda Software Datanet Solutions I $ 30,079 I $ 39,113 ECS Imaging, Inc. I $ 30,304 J $ 40,406 VPCI I $ 54,350 I • Novusolution I I $ 40,406 For fiscal years 2007/08 and 2008/09, a total of $93,000 was budgeted in combination for Electronic Imaging ($80,000) and Data Processing ($13,000) within the Administration Department. Upon installation and implementation of both systems, Staff is recommending the remaining budgeted funds be utilized for temporary labor to begin scanning existing files into the electronic imaging system database. The total cost for both Laserfiche and NovusAgenda include the annual maintenance for the first year. Subsequently, the recurring annual maintenance cost for Laserfiche is $4,780 while NovusAgenda will be $3,800 per year. Additionally, supplemental hardware and Microsoft software items will be required for program implementation, on a one time basis. The following items would be acquired with IT Department budgeted funds: • Server hardware $ 5,000 Microsoft SQL Server $ 4,000 • (5) scanners @ $1,000/ea $ 5,000 The District currently stores and archives all files manually. At this point in time, it is difficult to determine the number of files that will ultimately require scanning and storage into the Laserfiche system. Staff's recommendation is a phased approach by initially begin scanning • those files that will be retained indefinitely, i.e. legal documents. It would be Staff's intent to revise and update the District's Records Retention Policy during the first quarter of 2009, or sooner. Upon completion, Staff can better finalize which documents would be subject to temporary storage, permanent archive, or destruction. Should the Board approve the electronic imaging and agenda automation system at the October 23rd meeting, installation and implementation could be completed by December/2008. Attached for the Committee's review are summaries of the various quotes received from all four vendors for both the Laserfiche and NovusAgenda systems. PRIOR RELEVANT BOARD ACTION(S): The Board has preliminarily approved the electronic imaging system by previously adopting the FY 2007/08 and 2008/09 capital budget which included this item. STAFF RECOMMENDATION: That the Committee recommend to the Board of Directors approval of the Laserfiche electronic imaging system and the NovusAgenda automation system from Datanet Solutions at a cost of $69,192. 0 At- Quote datanet %xv solutions Date Quote • 4071 E. La Pahna Avenue, Suite B Anaheim, CA 92807 10/3/2008 202035 Quote for: Yorba Linda Water District Attn: Pat Grady 4622 Plumosa Dr. Yorba Linda, CA 92886 Project Item Description Quantity Unit Price Total SOFTWARE: S30 Laserfiche United Server MS SQL 1 7,250.00 7,250.OOT FX Laserfiche Full User United 6 750.00 4,500.OOT RX Laserfiche Retrieval User United 14 300.00 4,200.OOT 97830 Laserfiche Webhnk 1 7,995.00 7,995.00T SOFTWARE SUPPORT: S3B Laserfiche Software Assurance Plan (LSAP) Support for United Server MS SQL 1 1,450.00 1,450.OOT FXB Laserfiche Software Assurance Plan (LSAP) Support for Full User United 6 150.00 900.OOT RXB Laserfiche Software Assurance Plan (LSAP) Support for Retrieval User United 14 60.00 840.OOT 97830UB Laserfiche Software Assurance Plan (LSAP) for WebLink 1 1,590.00 1,590.OOT PROFESSIONAL SERVICES: PSG-PRMG... Project Management 1 2,500.00 2,500.00 - Site Analysis, - Implementation Consulting, - Installation/Configuration, - System Design, - End User Training, - Systems Administrator Training Discount - Sa... Special Consideration Discount 1 -3,130.00 -3,130.OOT Fed Tax ID No. 03-0388067 Quote Valid for 30 days Standard Shipping Rates Apply. Fed Tax ID No. 03-0388067 Accounts Payable: Datanet Solutions, Inc. 4071 E. La Palma Avenue, Suite B Anaheim, CA 92807 is Phone # 714-630-0337 Fax # 714-630-0338 Subtotal Sales Tax (7.75%) Total Signature of Approval : y signature confirms approval of order for all items listed. I agree to all the tennis and conditions listed above.for this order. Page 1 E-mail mchung(g)datanet-solutions.com Web Site .t-%Ntiv.datanet-solutions.com datanet solutions 4071 E. La Palma Avenue, Suite B Anaheim, CA 92807 Quote for: Yorba Linda Water District Attn: Pat Grady 4622 Plumosa Dr. Yorba Linda, CA 92886 Quote Date I Quote 10/3/2008 202035 Project Item Description Terms: 50% due at the time of order Remaining balance due upon delivery Quantity Unit Price Total • • Fed Tax ID No. 03-0388067 Quote Valid for 30 days Standard Shipping Rates Apply. Fed Tax ID No. 03-0388067 Accounts Payable: Datanet Solutions, Inc. 4071 E. La Palma Avenue, Suite B Anaheim, CA 92807 Phone # 714-630-0337 Fax # 714-630-0338 Subtotal $28,095.00 Sales Tax (7.75%) $1,983.62 Total $30,078.62 Signature of Approval :11y signature confirms approval of order for all items listed. 1 agree to all the terns and conditions listed above for this order. • Page 2 E-mail mchung@datanet-solutions.com Web Site www.datanet-solutions.com 3720 Sunnyside Drive, Ste. #200 Riverside, CA 92506 Prepared by: Debbi Richards • Main Phone (877) 790-1600 Main Fax (951) 787-0831 Account Rep Phone: Quotation For: Quote Title: Lasertiche Quotation Yorba Linda Water District Quote 61251 Pat Grady (714) 701-3082 Date: 9/18/2008 Valid through: 12/31/2008 Terms: Net 20 CURREN~T~IJ$~1~,-S1f~~EM 6 Full;a~d ~4=retrieval &_0 Software: Laserfiche Base System SQL version $ 7,250.00 1 $ 7,250.00 Lasertiche Full Users each (including: Email and Snapshot) $ 750.00 6 $ 4,500.00 Laserfiche Retrieval Users each (including: Email) $ 300.00 14 $ 4,200..00 Laserfiche Weblink $ 7,995.00 1 $ 7,995.00 Sub-Total of software $ 23.945.00 Annual Software Maintenance & Support Lasertiche Base System SQL version $ 1,450.00 1 $ 1,450.00 Laserfiche Full Users each (including: Email & Snapshot maint.) $ 150.00 6 $ 900.00 Laserfiche Retrieval Users each (including: Email) $ 60.00 14 $ 840.00 Laserfiche Weblink $ 1,590.00 1 $ 1,590.00 Sub-Total of 1st YearAnnua/s $ 4,780.00 ECS educational trainina on-site $ 1,250.00 1 $ 1,250.00 • Materials, instructor, and follow up telephone support. For each purchased day of training: On-site for scan operators, retrieval persons & system administrator. Train the Trainer Approach Intearation Services: $ 1,250.00 1 $ 1,250.00 Installation of Hardware and Software above, Integration, Testing, Troubleshooting, Emergency Support, Consulting, and Project Management Sub-Total of Services S 2.500.00 Sub-Total $ 31,225.00 New Customer Discount $ (3,100.00) Total After Discount $ 28,125.00 Sales Tax @ 7.75% $ 2,179.69 ECS Turn-kev Solution Total S 30.304.69 *ECS Priority Plan I -Priority phone support upgraded from 24 hour response to 2 hour response time. -Unlimited phone and email support. -On-site support up to 20 hours included. On-site within next business day as needed. -On-site time is calculated to nearest half hour and minimum onsite calculation is 2 hours. Remote support is calculated to -Customers under this plan can purchase additional on-site time discounted at $100/hour. -Customers not under this plan can purchase on-site hours at $150/hour 2 hour minimum and 1/2 travel time -2 Free Admissions to Annual Customer Conference, Free Admission to Quarterly User Groups. -Monthly E-Newsletter -Hours of support are 7:30am - 5:30pm PST. -This plan covers support for the Lasertiche software system including remedial training, installing updates, consulting, and *ECS Annual Priority.Support Contract $ 2,500.00 1 $ 2,500.00 • Priority on-site support up to 20 hours, Phone support as required with a 2-hour response time. 1 year 9/18/2008 1 PCP • 5 Coburg Rd., Ste. 203 Eugene, OR 97401 Bill To: Ship To: Yorba Linda Water District Yorba Linda Water District Invoice Prelim 1717 East Miraloma Avenue 1717 East Miraloma Avenue Placentia, California 92870 Placentia, California 92870 Account Representative p.0. # I SHIP VIA SHIP DATE I TERMS DATE ( PG. Ernie Glaspey Net 30 9/15/2008 1 QTY. DESCRIPTION PRICE DISC % Total 1 Laserfiche Standard Server- The core of the Laserfiche solution $9,000.00 $9,000.00 resides on a server with Microsoft Server 2003 (or later) network operating system. SQL 2000/2005 1 Laserfiche Standard Server Annual Software Maintenance, includes $1,650.00 $1,650.00 free-software upgrades during the year, does not include software installation. *NOTE, Budget item to be renewed each year on the anniversary date of purchase. 6 Laserfiche Full Feature License -full feature licensed clients are $750.00 $4,500.00 • able to browse, search, read, print, email, scan, append pages, re-order pages, create/remove annotations and add/remove redactions to documents in the repository. 6 Laserfiche Full Feature License Annual Software Maintenance, $200.00 $1,200.00 includes free software upgrades during the year, does not include software installation. *NOTE, Budget item to be renewed each year on the anniversary date of purchase. 14 Laserfiche Retrieval License - read-only licensed clients are able to $300.00 $4,200.00 browse, search, read, print, and e-mail documents in the repository. 14 Laserfiche Retrieval License Annual Software Maintenance, $80.00 $1,120.00 includes free software upgrades during the year, does not include software installation. *NOTE, Budget item to be renewed each year on the anniversary date of purchase. 6 Laserfiche Additional Email Licenses - Note, Email licenses are now $85.00 $510.00 bundled in with the Retrieval Licenses. Without this line item, total is 14. 6 Laserfiche Email Annual Software Maintenance for the following $20.00 $120.00 products includes free software upgrades during the year, does not include software installation. To be renewed each year on anniversary date of purchase. August 2008-2009 Thank you for the opportunity! SALE AMT. FREIGHT SALES TAX TOTAL AMT. An interest rate of 18% will be applied to all past due balances over 30 days PAID TODAY BALANCE DUE 0 • CI 22 5 Coburg Rd., Ste. 203 Eugene, OR 97401 Bill To: Ship To: Yorba Linda Water District Yorba Linda Water District Invoice Prelim 1717 East Miraloma Avenue 1717 East Miraloma Avenue Placentia, California 92870 Placentia, California 92870 Account Representative) P.O. # I SHIP VIA I SHIP DATE I TERMS I DATE I PG. Ernie Glaspey Net 30 9/15/2008 2 QTY. DESCRIPTION PRICE DISC * Total 1 Laserfiche Web Access - enables "Read/Write" access to the $8,000.00 $8,000.00 Laserfiche repository through an Internet/Intranet connection. The Web Access connection is through Internet Explorer and requires Full Feature licenses. 1 Laserfiche Web Access Annual Software Maintenance, includes $1,700.00 $1,700.00 free software upgrades during the year, does not include software installation. *NOTE, Budget item to be renewed each year on the anniversary date of purchase. • 1 Laserfiche WebLink - enables "Read Only" access to the Laserf!che $8,000.00 $8,000.00 repository through an Internet/Intranet connection. The WebLink connection is through Internet Explorer, Firefox, or other web browser software and requires Retrieval licenses. 1 Laserfiche WebLink Annual Software Maintenance, includes free $1,700.00 $1,700.00 software upgrades during the year, does not include software installation. *NOTE, Budget item to be renewed each year on the anniversary date of purchase. 1 Laserfiche Records Management Module (non DOD certified) $6,000.00 $6,000.00 1 Laserfiche Records Management Module LSAP $1,500.00 $1,500.00 1 Laserfiche Software Installation on your hardware - VPCI will $4,000.00 $4,000.00 facilitate and spec server hardwrae requirements with you and your IT division. No charge for hardware needs analysis. 48 System Design, Template development to facilitate your $225.00 $10,800.00 retrieval/searching. Folder Design, with Security Implementation 32 Laserfiche User and Admin Training $225.00 $7,200.00 40 Laserfiche Records Management Consulting and Training $160.00 $6,400.00 1 Project Management - Both on and off site. Limit 2 days on site $2,500.00 $2,500.00 10 Per Person Per Day or Best Method - to be determined $225.00 $2,250.00 Thank you for the opportunity! SALE AMT. $82,350.00 FREIGHT $0.00 SALES TAX $0.00 TOTAL AMT. $82,350.00 An Interest rate of 18% will be applied to all past due balances over 30 days PAID TODAY $0.00 • BALANCE DUE $82,350.00 A.4 datanet 50~Utt0 Q DISTR"mo'l ME i ' ...ri _s Financial Considerations • The proposed Solution from Datanet is very modular and scalable and we can tailor it to fit any budget. We look forward to reviewing and discussing these options with you. Datanet Solutions, Inc. Price Quotation for Yorba Linda Water District September 16, 2008 NovusAgenda Management Solution NovusAGENDA NovusAGENDA and $14,500 NovusBOARDVIEW NovusBOARDVIEW Software unlimited use license This screen is One Custom Item details customized to your $2,100 screen specifications and layout requirements. The public agenda is One Custom Public Agenda customized to your $2,100 specifications including - font, style, layout and other matters. One Custom Minutes page set The page set includes $2,100 one draft and one final minutes layout Up to 20 custom 20 Custom Workflows workflows can be pre- $1,500 configured allowing users to simply submit items to named workflows which are then built for them - automatically. NovusAGENDA also includes a workflow builder and editing utility which empowers clients to build their own workflows after • deployment. There is no ractical limit to the p 8 total number of workflows. • Solution Overview Training - This is a two day $4,200 2 days session with key staff including Board Clerk, IT staff assigned to support the software and key Board Clerk staff. The class will last two days and involves a complete system overview and workflow building session. This class is delivered prior to any other training so key staff are very familiar with the solution and the workflows are correct prior to staff training. Administrator Training - 1 day You will require at least $2,100 one or a small team of central administrators to oversee your • NovusAGENDA solution. The Administrators will be managing user rights, creating global groups, overseeing workflow structure and a number of key centralized tasks related to process. Two days of onsite Onsite Board Clerk Training - training including one $2,100 1 day includes travel day with board clerk and staff and one day with system admin for 'workflow utility training Remote follow-up training Remote training for $2,100 users to ask questions and get follow issues resolved. This event is delivered in two four hour sessions totaling • 9 • a PDF converter Total One Time Costs for full denlovment NovusMEETING Software Additional Training- cost per day including travel. IT staff Training to modify Agenda/minutes layouts Integration with Laserfiche Document Management Solution one day. Attachments and agenda packets are converted to one single PDF file. The agenda packet cannot exceed 300 pages with the standard edition converter. If your agenda packet exceeds 300 pages on a regular basis you will require NovusAGENDA Enterprise with the advanced converter. See optional costs below for the advanced PDF converter. Meeting management software to record motions votes and discussion Onsite training includes travel One day of training in Tampa, FL covering Template layouts and advanced user options. Client cover their own travel costs. Integration allows users to browse into Laserfiche to attach files to items as well as an export process to auto export complete final minute and agenda packets to Laserfiche for permanent storage Included $32,800 $5,000 $2,100 $2,100 $3,500 10 NOVUSAGENDA Online Agenda Management Pricing Presented To: Yorba Linda Water District Proposal Date: 9-26-2008 Valid for 90 days Presented by Ex 11 Debbi Richards, VP 3720 Sunnyside Dr. Ste. 200 Riverside, CA 92506 951-787-8768 www.ecsimaaina.com . 1 • • • Pricing NovusAGENDA is offered to clients through a software purchase. This is different than some offerings which are ASP or Software Rental Programs. ASP offerings charge recurring annual fees for you to rent the software and the data is under the control of your vendor. NovusAGENDA Clients own the software which means you can host it on your servers, our servers or any other servers you choose. By owning the software • You leave yourself options on where the software is hosted • You control your data • You avoid large recurring fees each year Payment Terms - ECS ships complete software to you within 30 days of receipt of order. Full payment for the License fee is due then. The services will be billed in two separate invoices. The first billing event will cover the services for customization and deployment and those services are due for payment when delivered. The second billing event for services will occur when training has been delivered. If you choose to do training over an extended period of time we will bill events as they occur and payment will be due for that event. Invoices are payable 30 days from invoice date. NovusAGENDA NovusAGENDA and NovusBOARDVIEW NovusBOARDVIEW Software unlimited use license One Custom Item details This screen is customized to your screen specifications and layout requirements The public agenda is customized to your One Custom Public Agenda specifications including font, style, layout and other matters. One Custom Minutes page The page set includes one draft and one final set minutes layout Up to 20 custom workflows can be pre- 20 Custom Workflows configured allowing users to simply submit items to named workflows which are then built for them automatically. NovusAGENDA also includes a workflow builder and editing $14,500 $2,500 $2,500 $2,500 $2,500 is 4 utility which empowers clients to build their • own workflows after deployment. There is no practical limit to the total number of workflows. This is a two day session with key staff Solution Overview Training including Board Clerk, IT staff assigned to $4,200 - 2 days support the software and key Board Clerk staff. The, class will last two days and involves a complete system overview and workflow building session. This class is delivered prior to any other training so key staff are very familiar with the solution and the workflows are correct prior to staff training. Administrator Training - I You will require at least one or a small team $2,100 day of central administrators to oversee your NovusAGENDA solution. The Administrators will be managing user rights, creating global groups, overseeing workflow structure and a number of key centralized tasks related to process. Two days of onsite training including one day Onsite Board Clerk Training with board clerk and staff and one day with $2,100 -1 day includes travel system admin for workflow utility training • Remote follow-up training Remote training for users to ask questions and $2,100 get follow issues resolved. This event is delivered in two four hour sessions totaling one day. PDF converter Attachments and agenda packets are Included converted to one single PDF file. The agenda packet cannot exceed 300 pages with the standard edition converter. If your agenda packet exceeds 300 pages on a regular basis you will require NovusAGENDA Enterprise with the advanced converter. See optional costs below for the advanced PDF converter. Total One Time Costs for $34,000 .full deployment .s 0 It • NovusMEETING Software Meeting management software to record $5,000 motions votes and discussion Additional Training- cost Onsite training includes travel per day including travel. IT staff Training to modify One day of training in Tampa, FL covering Agenda/minutes layouts Template layouts and advanced user options. Client cover their own travel costs. Integration with Laserfiche Document Management Solution Integration with Granicus • Annual Hosting Advanced PDF converter Extended mockup process. • Integration allows users to browse into Laserfiche to attach files to items as well as an export process to auto export complete final minute and agenda packets to Laserfiche for permanent storage Full Integration with Granicus includes: • Sending agenda item directly into Granicus Minutes maker with one mouse click. There is no manual import required. • Importing final minutes with video links back to the NovusAGENDA database so the public can have a single search interface for agenda packets and minutes with video. If a client desires Novusolutions to host the code we offer hosting services for up to 8 GB of Storage space as standard. Additional space is available for $1,000 per GB per year Customers with existing enterprise licenses of Adobe may be able to use the existing license for advanced conversion and avoid this cost. Contact Novusolutions if you have an existing license of Adobe Enterprise Edition. This is an option clients may choose to extend their mockup process past the point of 6 weeks from project start. Most clients are able to complete this process well within this timeframe however some clients may choose to extend this timeline which results in additional consulting fees. This cost will allow extension up to an additional 4 weeks. 6 $2,100 $2,100 $3,500 $3,500 $4,900/year Contact ECS $3,500 Novas A pacertess .a,,genres solution Online Agenda Management Pricing Presented To: Yorba Linda Water District Proposal Date: 9-15-2008 Valid for 90 days Novu ols httn://www.Novusolutions.com 800-274-5624 Presented by Byron Gillin b2illinna,novusolutions. corn • 0 • Pricing NovusAGENDA is offered to clients through a software purchase. This is different than some offerings which are ASP or Software Rental Programs. ASP offerings charge recurring annual fees for you to rent the software and the data is under the control of your vendor. NovusAGENDA Clients own the software which means you can host it on your servers, our servers or any other servers you choose. By owning the software • You leave yourself options on where the software is hosted • You control your data • You avoid large recurring fees each year Payment Terms - Novusolutions ships complete software to you within 30 days of receipt of order. Full payment for the License fee is due then. The services will be billed in two separate invoices. The first billing event will cover the services for customization and deployment and those services are due for payment when delivered. The • second billing event for services will occur when training has been delivered. If you choose to do training over an extended period of time we will bill events as they occur and payment will be due for that event. Invoices are payable 30 days from invoice date. NovusAGENDA NovusBOARDVIEW One Custom Item details screen One Custom Public Agenda One Custom Minutes page set 20 Custom Workflows 0 NovusAGENDA and $14,500 NovusBOARDVIEW Software unlimited use license This screen is customized to your specifications and layout $2,500 requirements. The public agenda is customized to your specifications including $2,500 font, style, layout and other matters. The page set includes one draft $2,500 and one final minutes layout Up to 20 custom workflows can be pre-configured allowing $2,500 Solution Overview Training - 2 days Administrator Training - 1 day Onsite Board Clerk Training - 1 day includes travel Remote follow-up training users to simply submit items to named workflows which are then built for them automatically. NovusAGENDA also includes a workflow builder and editing utility which empowers clients to build their own workflows after deployment. There is no practical limit to the total number of workflows. This is a two day session with key staff including Board Clerk, IT staff assigned to support the software and key Board Clerk staff. The class will last two days and involves a complete system overview and workflow building session. This class is delivered prior to any other training so key staff are very familiar with the solution and the workflows are correct prior to staff training. You will require at least one or a small team of central administrators to oversee your NovusAGENDA solution. The Administrators will be managing user rights, creating global groups, overseeing workflow structure and a number of key centralized tasks related to process. Two days of onsite training including one day with board clerk and staff and one day with system admin for workflow utility training Remote training for users to ask questions and get follow issues resolved. This event is delivered in two four hour sessions $4,200 $2,100 $2,100 $2,100 • • 0 r ~ • totaling one day. PDF converter Attachments and agenda packets are converted to one single PDF file. The agenda packet cannot exceed 300 pages with the standard edition converter. If your agenda packet exceeds 300 pages on a regular basis you will require NovusAGENDA Enterprise with the advanced converter. See optional costs below for the advanced PDF converter. Total One Time Costs for full NovusMEETING Software Meeting management software to record motions votes and discussion Additional Training- cost per day including travel. IT staff Training to modify Agenda/minutes layouts Integration with Laserfiche Document Management Solution Integration with Granicus Onsite training includes travel One day of training in Tampa, FL covering Template layouts and advanced user options. Client cover their own travel costs. Integration allows users to browse into Laserfiche to attach files to items as well as an export process to auto export complete final minute and agenda packets to Laserfiche for permanent storage Full Integration with Granicus includes: • Sending agenda item directly into Granicus Minutes maker with one mouse click. There is no Included $34,000 $5,000 $2,100 $2,100 $3,500 $3,500 0 • Cen�e�va� � � �nck� � - 10 Y ✓2luw¢art • Page 1 3 Yr Avg Actual by 3 Yr Avg 2008 )Avg 1Q% Goal by Month Running Running Tall ( y) ° /° (Lally) ( +/_ )Goal Month Tall Tall July -08 928.49 881.44 928.49 881.44 -47.05 835.64 45.80 August -08 908.74 887.20 1,837.23 1,768.64 -68.59 1,653.50 115.14 September -08 814.52 800.14 2,651.75 2,568.78 -82.97 2,386.57 182.21 October -08 706.71 - 3,358.46 November -08 626.40 - 3,984.86 December -08 497.88 - 4,482.74 2008 Running Tally Data ■ 3 Yr Avg Running Tally ■ 2008 Running 3,000.00 ! Tally ❑ 10% Goal (Tally) 2,500.00 3� 2,000.00 �"21,500.00 4X 1,000.00 5 500.00 Jul-08 Aug -08 Sep -08 Months Page 1 • • 0 i~ El 0 0 Man falls and no one helps Page 1 of 2 Publication: Yorba Linda Star;Date: Oct. 2, 2008;Section: Opinion;Page: 10 alcttve~eo~r' • FROM THE WEB FILES Man falls and no one helps A man can't make it home from the doctor and ends up laying on the street for four hours with officers and people passing by but not offering help. Here are a few of the comments posted by ocregister.com readers: SAD EVENT This is so sad, breaks my heart that no one would help him. It's even worse that he is a Vietnam vet and he gets very little help, afiover WILL HELP If anyone knows this man or his family please get in touch with me as I will be willing to take this poor man to his doctor appointments with no-charge. This is a sad day in time when our own officers can not recognize this poor man needs help because of his illness. People, would It really hurt to stop your busy lives to help another in need just for a second? I feel for this man and this brought tears to my face that he fought for us but no one stood up to help him, and for this Mr. Carroll let me be the first to say 1 am so sorry. If you ever need a safe ride I am here to help youI God Bless you and your son. stuckin2worldz MAYBE A REASON I have on several occasions, stop to check on people who appeared to be in need. Even though the side of my car said "police" and not "taxi," 1 would give them a ride. • In fairness to the police who stopped, most of the time they're enroute to a call and giving rides to people instead of handling your call is frowned upon. samcopy BE ASHAMED I like to see the compassion pour out for Mr. Carroll, he served his country honorably, and now he is the one that needs a little help. Now, as for the despicable people who saw this man in need yet did nothing to help - well!, you should all be ashamed of yourselves. Remember: Do unto othersl forevermoorel OTHER OPTION Let's also not lose sight of the fact that the gentleman in question was pretty much right outside of a large medical facility for four hours, that probably would have been able to provide assistance in getting him a ride home. oc91 1gal O.C. PREPARES FOR POSSIBLE' WATER CUTBACKS The reality of the drought situation and water shortage in California has hit several Orange County cities. Local governments in recent months have put Into action a variety of programs to encourage residents to conserve water. And where that has not worked, cities have mandated conservation. These efforts have come with the realization that failure to do so could eventually hit the cities and residents with higher utility bills and possibly, penalties. Conservation could become mandatory as early as next year if the Metropolitan Water District of Southern California, which provides roughly half of Orange County's water, decides to cut back city water allotments in early spring 2009. Here are some of the comments readers posted online: GROWTH Water use is directly tied to population growth and handing out fines to little old ladies spraying http://epaper.ocregister.corn/RepositorylgetFiles.asp?Style=OliveXLib:LowLevelEntityTo... 10/2/2008 Man falls and no one helps Page 2 of 2 water on the sidewalk is not the answer. That is at best a psychological "feel goad" measure that makes politicians feel like they are doing something. One person needs a certain amount of water. Period. So, stop the exponential growth of the population somehow! Only with that step taken Southem CA will survive without extreme rationing in the future. thorbod CHARGE MORE Just charge more money for the water. That will fix the problem! Well, that what MWD will do. homeowner TAPPED OUT My hysteria capacity is too coaxed out over all this global warming hype to care about water or the lack thereof. ghosteditor C, PHOTOGRAPHER • VEAUSTAFF http://epaper.ocregister.comIRepositorylgetFiles.asp?Style=OliveXLib:LowLevelEntityTo... 10/2/2048