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PRITCHETT, MICHELE - 2003-11-06
r ; V • Michele Pritchett Consulting 16162 Sher Lane #65 Huntington Beach, CA 92647 (714) 842-3433 Joan L. Flynn, City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Dear Joan, Due to circumstances beyond my control or that of the Office of the City Clerk, the contract of November 2003 between Michele Pritchett and the Office of the City Clerk will not be realized prior to contract expiration. The Information System's Department (IS), completed new hires, reorganization, and introduced personnel to the existing Optical Imaging contract between Michele Pritchett and the Office of the City Clerk after Phases One and Two were completed or initiated. Some of the tasks completed by the City Clerk Consultant, Michele Pritchett are as follows: The completion of the Office of the City Clerk and City of Huntington Beach requirement documents finalized and approved by Huntington Beach's previous City Clerk, Connie Brockway and Assistant City Clerk, Liz Ehring. Vendor demonstrations, customer reference on-site visits, City Clerk document classification, historical years of vault content inventory and matched with retention schedules. Given that the IS Department headed by Janis Ingels, is crucial to the success of any technological addition to the City the decision was made by Huntington Beach Administrators to have the IS department serve as the responsible party. This decision was for the selection of an EDMS (Electronic Document Management System) / Optical Imaging vendor and system for not only the Office of the City Clerk, but for the City of Huntington Beach. The IS department and principally Bruce Boock has done a extraordinary job utilizing the research provided by the Clerk's consultant, Paul Whitley and Javier Ballesteros for the purpose of Records Management and conversion of the existing Legislative History Database written in Microsoft® Access specifically for the Clerk's Offce, Additionally, Bruce provided valuable openings for vendors to show product and corporate features not specified in the Request for Proposal (RFP) due in mid October 2004. 1 The due date precludes my future participation as the RFP review and additional demonstrations will require a minimum of four to six more weeks, past my contract termination. After a through review of my work and Council, I feel that every aspect of the contract that I was permitted to complete was done and I should receive contract compensation. Your office and were ahead of schedule and ready to proceed as of February 12, 2004 when were instructed to stop and wait f or I nformation Systems t o f inish h ires and 'catch up'. T his determining f actor froze our progress. This coupled with the fact that my father in-law has myelodysplastic with all avenues of a cure exhausted, has been sent home finish his days with his family coupled with the fact that my eighty-five year old parents are in failing health are additional reasons for the request to finalize our contract. My husband and I will go to settle Mr. P's arrangements the third week in August, return to HB to tie up legal, contractual and moving requirements and move to Florida to care for my folks. It is with great sorrow that I submit this request as the Office of the City Clerk is the most honorable and delightful place I have ever had the pleasure of association and friendship. I know Bruce will fulfill not only the Clerk's needs but also those of the City of Huntington Beach. May every angel I have called upon be with you through these trying times. Our thoughts and well wishes will always be with you. Sincerely, Nich& Pritchett Michele Pritchett, BBA, MBA 2 i • Michele B. Pritchett Invoice No. 1021 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer j Misc Name Cityof Huntington Beach, CA, Office of the City Cleric Date 10/8/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 4 Phone 714-374-5390 Qt Description I Unit Price; TOTAL ; Profesional Services for Period 0912712004 through 1010812004 $ 812.50 Final Invoice I 00 Supplier . - Order #. -we r 3-way . Account y 3 �a PV it ,_.Batch t_"., o SubTotal 1 $ 812.50 Payment FCheck Contract Available for Review in the I I Comments Office of the City Clerk, 2nd floor i TOTAL 1 $ 812.50 1 Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 I I - - -CITY OF HUNTINGTOWBEACH. Z 16 49/y22o ` GENERALACCOUNT� P.O.BOX 190 CHECK NUMBER 1 —HUIJTINGTON BEACH,CA 92648� u ,'= PAY r;° A 714-374-1568 664608-- "f-Eighf hundred twelve and 501100-Dollars:. .�>TO THE ORDER OF: . , r _ 4 - CHECK DATE NET AMOUNT _ PRITCHETT MICHELE B 10/1 4 ,..... 16162,SHER LN7#65'. •s812.50 ' t; `FiUNTINGTON BEACH, CA 92647'OQQO VOIDUNLESSPRESENTEDFORENCASHMENT WITHIN 90 DAYS FROM DATE OF ISSUE > z _ ^'A UNION BANK OF CALIFORNIA r 8899 ADAMS AVENUE - - HUNTINGTON BEACH.CA 92646 - :: fW II'00GG4G❑BIII 1: 12 20001,9G1: 27400 L 34 L911' J, ITT CITY OF HUNTINGTON BEAQFi Check No: 664608 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 10/15/04 714-374-1568 Pagel ot1 Supplier Number: 107941 INV DATE' INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT . .9127104 1021 00008241 812.50 812.50 .10010301.69365 c �1 1.V $812.50 $812.50 H Li G i C : J F M C i. C h Michele B. Pritchett Invoice No. 1020 16162 Sher Lane#65 2Ca4 SEr 2 3 !� 5 Huntington Beach, CA 92647 INVOICE Customer Misc I Name City of Huntington Beach, CA, Office of the City Clerk I Date 9/10/2004 Address 2000 Main Street I T City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Qty , Description Unit Price; TOTAL Profesional Services for Period 09/13/2004 through 09/24/2004 $ 2,200.00 ;Note: Professional Services provided corrrespond with Exhibit Ion the contract between Michele Pritchett and the City of Huntington I Beach, California. i .44 ELL Suppller .#1 JOE 1Yi Order il- 1Z lz3io Account # )QW 301.&M5 PV Batqh SubTotal $ 2,200.00 Payment Check Contract Available for Review in the I Comments Office of the City Clerk,2nd floor_ TOTAL $ .2,200.00 Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 ! fBEACH as/122aIT 16CY NGENERAL ACCOUNT r P.O.BOX 190 CHECK NUMBER HUNTIfJGTflN BEACH,CA 92648 664085.: 714-374-1868 .. -. n T.vo thousand!no hi ndred dnd001100 Dollars v ,..TO THE ORDER OF . � "- - _` .-•' �� NET AMOUNT~ _ CHECK DATE - W 4;PRITCHETT MICHELE B :..16162.SHER LN#65: ¢ ;. -`HUNTINGTON BEACH Ci4 92647-'0000. - volRun+ Ess PRESENTED FaasNCASHWENT _ - - - _ ,,; _ 'tWrl"N 90 DAYS FROM DATE OF MUE 12 *-^=UNION BANK OF CAUFORNIA, - - - _ /�Q '� - ` --" - -` 8899 AOAMS AVENUE - _ / •=' x HUNTINGTON BEACH.CA 92646 n'0066408Silo 1: 1 2 20004 961: 2740❑ 1341911' J• iIR CITY OF HUNTINGTON BEACH Check No: 664065 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 1011/04 714-374-1568 Page 1 of 1 Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 9/10/04 1020 00008241 .. 2,200.00 2.200.00 10010301.69365. S2,200.00 $2.200.00 Page 1 of 1 Albers, Patricia From: m7pritchett@aol.com Sent: Thursday, September 23, 2004 2:22 PM To: PAlbers@surfcity-hb.org Subject: Re: Invoice Thank Patricia. If you would mail it to the same address, 16162 Sher Ln, HB 92647 I would appreciate it. Michele 9/23/2004 Michele B. Pritchett Invoice No. 1019 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE. Customer Misc Name City of Huntington Beach,CA,Office of the City Clerk Date 9/10/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Qt y Description !Unit Price TOTAL i Profesional Services for Period 08/30/2004 through 09/10/2004 i $ 2,200.00 I j Note: Profestional Services provided corrrespond with Exhibit A i on the contract between Michele Pritchett and the City of Huntington Beach, Califomia.Requirements of Phase One are Completed. Phases ! Two and Three are either completeted or in progress. Opt �Z n Supplier # .Order ', . I -Wa or 3-WaK u 1�Acxoe,nt 10010301'2�5 i Pv #.Batch # U t • � �r D � I Subtotal ° $ 2,200.00 Payment Check _ TOTAL $ 2,200.00 _ . $ ©. 00 Please return check to: Office of the City Clerk Huntington Beach, Ca 92648 tc S 1 �� Dept. " CITY OF HUNTINGTON BEAC� 16-49/1220 GENERALACCOUNT E P.O.BOx 190 t CHECK NUMBER HUNTINGTON BEACH,CA 926Q8 PAY:o ``` 714 374-1568 663512 Two thousand iWti hundred': and 00/100 Dollars TO THE ORDER OF: z CHECK DATE` NET AMOUNT PRITCHETT MICHELE B " t 16162 SHER,LN #65 s=:' s -HUNTINGTON PEACH, CA`92647-0000 VOID UNLESS PRESENTED FOR ENCASHMENT_ WITHIN 90 DAYS FROM DATE OF ISSUE ?' UNION BANK OF CALIFORNIA 8899 ADAMS AVENUE - - ❑_ HUNTINGTON BEACH,CA 92646 - tilP II'006635 1 211' 1: 1 2 20004964 27400 134 1911' Hiff ITY F H TI N BEA H Check No: 663512 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 9/17104 714-374-1568 Page 1 of Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 9/10/04 1019 '00008241 2,200.00 : 2,200.00 10010301.69365 to S2,200.00 $2,200.00 Page 1 of 1 Albers, Patricia To: m7pritchett@aol.com Subject: RE: FW: Invoice Michele - I'd be happy to mail it out to you when I pick it up next Thursday! So sorry to hear about your husband's father. Patricia -----Original Message----- From: m7pritchett@aol.com [mailto:m7pritchett@aol.com] Sent: Thursday, September 09, 2004 9:24 AM To: PAlbers@surfcity-hb.org Subject: Re: FW: Invoice Thank you Patricia. Would you please mail this check to my HB address. It is 16162 Sher Ln #65 HB, CA 92647. My husbands father is not expected to make it through the weekend. Thanks for everything, Michele 9/9/2004 U` ' i'' 's' - ' 'llil dhele B. Pritchett invoice No. 1018 2004 AUG 2� Jin19? Sher Lane #65 gton Beach, CA 92647 INVOICE Customer I Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 7/30/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Q Description Unit Price TOTAL Profesional Services for Period 08/16/2004 through 08/27/2004 $ 2,200.00 Note: Professional Services provided corrrespond with Exhibit A ,on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases 1 Two and Three are either completeted or in progress. i i I s4pp 1,4 I b SubTotal ; $ 2,200.00 1 Payment Check 70TAL . $ 2,200.00 " coV11-1- g Please return check to: 1 Office of the City Clerk Huntington Beach, Ca 92648 4-L�et Dept. C!-Y J F:'Sh `y:..,.3T'L: E1L.CTi, CA Invoice No. 1017 Michele B. Pritchett M 2 Li P f,6S@ Sher Lane #65 Huntington Beach, CA 92647 INVOICE Custornerj Misc Name City of Huntington Beach, CA,Office of the City Clerk_ Date 7/30/2004 Address 2000 Main Street I City Huntington Beach State CA ZIP 92647 I Phone 714-374-5390 Qt Description Unit Price TOTAL i Profesional Services for Period 08/02/2004 through 08/13/2004 $ 2,200.00 I Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach,California. Requirements of Phase One are Completed.Phases Two and Three are either completeted or in progress. SP SubTotal $ 2,200.00 TOTAL $ 2,200.00 ROOM Pease return check to: ' e Office of the City Clerk Huntington Beach, Ca 92648 Dept. ' A;zt Wyw`r .- M. • � ! • Michele B. Pritchett Invoice No. 1016 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer i Misc Name ity of Huntington Beach, CA,Office of the City Clerk Date 7/30/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 i oty i Description +Unit Price. TOTAL Profesional Services for Period 07/19/2004 through 07/30/2004 $ 2,200.00 .Note: Professional Services provided corrrespond with Exhibit A Ion the contract between Michele Pritchett and the City of Huntington Beach, Califomia. Requirements of Phase One are Completed. Phases :Two and Three are either completeted or in progress. r 1 i !' QQ # 8241 i i i SubTotal ' $ 2,200.00 Payment Check Contract Available for Review in the Comments Office of the Ci Clerk, 2nd floor TOTAL $ 2,200.00 Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 r l • o y pay ��z v, - NTINV T N B y ss IIY_QF HU G O EAC � {� 1 a ��2zo 4.GENERAL ACCOUNT" CHECK NUMBER P.O.BQX:190 is HUNTINGTON BEACH,CA 92648 PAY. . •714-3741568 T 661623 . Two thousand two hundred and 00/100 Dollars JO THE ORDER OF. CHECK DATE NET AMOUNT PRITCHETT MICHELE B �:: %F: •e/sioa .........s2 ° ,2oa.00 16162:SHER LN#65 .. : 4 "= VOIA UNLESS PRESENTED FOR ENCASHMENT ."HUNTINGTON BEACH, CA 9264770000 WITH{_N 90 DAYS FROM DATE OF ISSUE: .. =° UNION BANK OF CALIFORNIA _ - 8899 ADAMS AVENUE - `•: 8' HUNTINGTON BEACH,CA 92W n'0066 L6 23n' 11: L 2 200049G1: 27 00 13 L9a' J, CI�OF HUNTINGTON BEACHHUNTINGTON BEACH Check No. 661623 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 8/6/04 714-374.1568 Page 1 01 Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 7/30104 1016 00008241 2,200.00 2,200.00 10010301.69365 $2,200.00 $2,200.00 • • Michele B. Pritchett Invoice No. 1015 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Mise Name City of Huntington Beach, CA,Office of the City Clerk Date 7/1/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Qty Descri tion Unit Price. TOTAL Profesional Services for Period 07/05 /2004 through 07/16/2004 $ 2,200.00 i I Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. I pP # 62A I �upPtt��- © # (EX) SubTotal S 2,200.00 Payment Check Contract Available for Review in the Comments Office of the City Clerk, 2nd floor TOTAL $ 2,200.00 I Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 ..g..,..re:,=e�_�n�r.�i; :�hacn.�tiY�:�i.ua■�-rt■i=oar:-�:r_i+s zKr,:�r_-._7r_n.7i.'.w�c�rarar�_�ra:,,.eri. 16-49/1220 CITY OF HUNTINGTON BEAC& GENERA.ACCOUNT P.O.BOX 190 :g CHECK NUMBER HUNTINGTON BEACH,CA 92648 u 714-374 1568 -< , ssasas T, �. >. :sue; - •• .� :� :r "Two thousandis1 b hundred and 00/I00 Do.11ars" _ f= TO THE ORDER OF: ,° x: CHECK DATE; 9 ` NET AMOUNT f ; PRITCHETT MICHELE 8 ', $x -. :7/23104 .,.."—'$2.200 00 p 16.162SHER LN.#65 a . ,.. . <,HUNTINGTON;BEACH, CA 9264T-0000 VOID UNLESS PRESENTED FOR ENCASHMENT -. . WITHIN 90 DAYS FROM DATE OF ISSUE - UNION BANK OF CALIFORNIA 8894 ADAMS AVENUE t HUNTINGTON BEACH.CA 92646 . -- z -Ma II'D066D9490 i: ; 2 2000496i: 27400 L34 L90 '1. CITY QF LJIJNTINGTQN BEACH Check NO: 660949 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 7/23104 714-374-1568 Page 1 Oft Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 711.104 1015 . 00008241 2,200.00 2,200.00 10010301.69365 $2,200.00 S2,200.00 • i Michele B. Pritchett Invoice No. 1014 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 7/1/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 j Oty j Description Unit Price! TOTAL_ �IProfesional Services for Period 06/21/2004 through 07/02/2004 i S 2.200.00 E I Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. i t I E � P4+ Z� Su,,� ilea I� 9,1 SubTota1 $ 2,200.00 Payment Check Contract Available for Review in the Comments Office of the City Clerk,2nd floor TOTAL_ S 2,200.00 Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 _� .. QLTY OF_Hl1NTINGTON BEACb& ., 16749/1220 GENERAL ACCOUNT P.O-BOX 190 z CHECK NUMBER .. HUNTINGTON BEACH,CA 92648 PAY _ 714-374-1568 v660280. ^� y _ , ',Ttitio thousand lavo"hundred.and 00/100 Dollars TO THE ORDER OF: tq ~. CHECK DATE ' m NET AMOUNT w ' PRITCHEIT MICHELE B .........$2:2oc�.ao 16162.SHER LM#S5. YOIO UNLES$PRESENTED FOR ENCASHMENT HUNTINGTON BEACH, CA 92647-0000 -_ -;WITHIN 90 DAYs FROM DATE OF IssuE , UNION BANK OF CALIFORNIA r ^ 6699 ADAMS AVENUE t HUNTINGTON BEACH,CA 92646 AF II100660 28911' 1: 1 2 20❑❑4961: 2 74❑❑ L 34 191I■ 1• la CITY OF HUNTINGTON BEACH Check No: 660289 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 7/9/04 714-374-1568 Page 1 of SuppVier Number. 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 7/1104 1014 00008241 2,200.00 2,200.00 10010301,69365 S2,200.00 $2,200.00 • • Michele B. Pritchett Invoice No. 1013 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Mise Name Ci of Huntington Beach,CA,Office of the Ci Clerk Date 6/18/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Qt Description Unit Price! TOTAL Profesional Services for Period 06/07/2004 through 06/18/2004 ; $ 2,200.00 i Dote.Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases ,Two and Three are either compieteted or in progress. �Ce . i . Iva i Su 1 ie.r eo SubTotal $ 2.200.00 Pa ment Check UU I Contract Available for Review in the Comments Office of the City Clerk,2nd floor TOTAL $. 2,200.00 Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 CITY-OF HLINTINGTOWBEACH. 164sn22o GENERAL_ACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92648 E59749 PAY:: 714 374 1568 Two thousand two hundred and 00/100 D6116rs }: , rt TO THE ORDEFI OF m.eyk CHECK DATE NET AMOUNT PR]TCHETT MICHELE B s2 oa ""'.."$2,200.00 16162 SHER LN#65 ry - 'HUNTINGTON BEACH, CA 92647-0000 _ "., VOID UNLESS PRESENTED FOR ENCASHMENT -- WITHIN 90 DAYS FROM DATE OF ISSUE .- UNION BANK OF CALIFORNIA _ 8899 ADAMS AVENUE HUNTINGTON BEACH.CA 92646 110006 59 749n' 1: L 2 2000496i: 2 7400 L 34 i9nm J. #R CITY OF HVNTINGT,¢N BEACH Check No: 659749 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 6/25/04 714-374-1568 Page 1 oft Supplier Number. 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 6/1 BM4 1013 00008241.. 2,200.00 2,200.00 .10010301.69365 D W p� $2,200.00 S2,200.00 Michele B. Pritchett Invoice No. 1012 16162 Sher Lane #65 Huntington Beach, CA 92647 [INVOICE Customer Misc ]Name City of Huntington Beach, CA, Office of the City Clerk Date 6/4/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Qty 1 Description Unit Price TOTAL !Profesional Services for Period 05/24/2004 through 06/04/2004 $ 2,200.00 F i ]Vote: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. f f � I SubTotal $ 2,200.00 Payment Check Contract Available for Review in the Comments Office of the City Clerk, 2nd floor TOTAL $ 2,200.00 'Office Use Only I Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 ��ti lidf 101+1 �k tc � z-c ►� L� � CITY OF HUNTINGTON BEACH • 1s a91122a max•. ' -GENERAL ACCOUNT t P.O.BOX 190 CHECK NUMBER u HUNTINGTON BEACH,CA 92648 PAY: 714-374-1568 659183 Two thousand°two hundred and 00/100Dollars4 TO THE ORDER OF: CHECK DATE NET AMOUNT A$ wa PRITCHETTMICHELE.8. 3 ` :' s/liioa V . .........g2,200.00 1fi162 SHER LNx#65" - = _ HUNTINGTON`BEACH, CA 92647=0000 . ` F VOIDUNI.ESSPRESENTEDFORENCASHMENT - - - -. WITHIN 90 DAYS FROM DATE OF ISSUE- - - ' S'' -. - .. ._ - .. - - - -• UNION BANK OF CALIFORNIA T 8899 ADAMS AVENUE / HUNTINGTON BEACH,CA 92646 V 0006 59 18 3u' 4 1 2 20004961: 2 7400 1 34 19n' Al CITY OF HUNTINGTON BEACH Check No: 659183 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 6/11/04 714-374-1568 Page 1 of Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 614/04 1012 00008241 2,200.00 2,200.00 10010301.69365 $2,200.00 $2,200.00 • • Michele B. Pritchett Invoice No. ID 31 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 5/21/2004 Address 2000 Main Street City Huntington Beach State CA ZtP 92647 Phone 714-374-5390 Qty Description Unit Price TOTAL Profesional Services for Period 0511012004 through 05/21/2004 $ 2,200.00 I Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. I i r SubTotal $ 2,200-00 Payment Check Contract Available for Review in the Comments Office of the City Clerk, 2nd floor TOTAL $ 2,200.00 Office Use Only Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 -CL OF HUNTINQTQN:�BFA W. 16-49/1220 a GENERAL ACCOUNT- -- • P.O.BOX 190 CHECK NUMBER HUNTINGTON mBEACH,CA 92648. _ j 714-374;1568 B58682,. ;.Tw6kthousand two hundred a`nd 061100 Dollars TO THE ORDER OF:" CHECK DATE _ ,: _ NET AMOUNT PRITCHETTMICHELEB 5i28iO4 ......, 16162 SHER LN;#65., �2,zo0 ob �HUNTINGTONm BEACH, CA 92647-0000 :< ; VOID UNLESS PRESENTED FOR i:NCASHMEN7 - , '. WITHIN 90 DAYS FROM DATE OF ISSUE -y - UNION BANK OF CALIFORNIA 8899 ADAMS AVENUE }` HUNTINGTON BEACH,CA 92646 t ., Rip 1140065868 2Ill 12 2000ti961: 27400 L34 1911• J, CITY OF BIUNTINGTON BEA H Check No: 658682 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 5/28/04 714-374-1568 Page 1 oft Supplier Number. 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 5/21/04 loll 00008241 2,200.00 2,200.00 10010301.69365 L� 55. I S $2,200.00 S2,200.00 Michele B. Pritchett Invoice No. 1010 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Rate 5/7/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 I Qty Description Unit Price TOTAL Profesional Services for Period 04/26/2004 through 05/07/2004 $ 2,200.00 I I Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington I Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either comp!eteted or in progress. i i 3 , ! I SubTotal $ 2,200.00 Payment Check Contract Available for Review in the ! Comments Office of the City Clerk, 2nd floor j TOTAL $ 2,200.00 'Office Use Only I I Professional Services Contract Available for Review in the Office of the City C1erk'Huntington Beach, Ca 92648 i CITY+OF HUNTINGIQN BEACH• 16-4911220 ` GENERAL ACCOUNT P.O.BOX 190 CHECK NUMBER ' HUNTINGTON BEACH,CA 92648 PAY. 714-374-1568 -- 658058 Two thousand tw6 hundred and 00/100 Dollars TO THE ORDER"OF: M " CHECK DATE NET AMOUNT PRITCHETT MICHELE B ,4/a a ........ $z,zbo.o0 ° ` 16162'SHER LN #65` HUNTINGTON BEACH, CA-,92647-0000 ' _ VOID UNLESS PRESENTED FOR ENCASHMENT WITHIN 90 DAYS FROM DATE OF ISSUE ' UNION BANK OF CALIFORNIA 8899 ADAMS AVENUE - '� a•" _ HUNTINGTON BEACH,CA 92646 n'006 580 58111 1; L 2 20004961: 2 7400 i 34 1911' J' e CITY OF HUNTINGTONUNTIN�TON BEACH Check No: 658058 VIA P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 5/14104 714-374.1568 Page 1 ot1 Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 5/7/04 1010 .00008241 2,200.00 2.200.00 10010301.69365- $2,200.00 $2,200.00 Michele B. Pritchett invoice No. 1009 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 412312004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 i Qty Description Unit Price; TOTAL Profesionat Services for Period 04112/2004 through 04/23/2004 $ 1,840.00 ! Note: Professional Services provided corrrespond with Exhibit A j :on the contract between Michele Pritchett and the City of Huntington i i Beach, California. Requirements of Phase One are Completed. Phases :Two and Three are either completeted or in progress. Vault rentention destruction survey in progress. 4 f SubTotal $ 1,800.00 Payment Check j Contract Available for Review in the Comments Office of the City Clerk, 2nd floor TOTAL $ 1,800.00 ;Office Use Only:.' t F Professional Services Contract Available for Review in the Office of the City Clerk'Huntington Beach, Ca 92648 4C • CITY OF HU TENGTON BEACH 167.49/1220 k - LL q GENERAL ACCOUNT P.O.Box 190 CHECK NUMBER.: t z µ,HUNTINGTON BEACH,CA 92648 • PAY: p714-374-1568 fi5749� " One"thousand eight hundred 6nd.00/100 Dollars .a, TO THE Oil R a CHECK DATE" NET AMOUNT-'; - PRITCHETT.MICHELEB -�1,aoo00 '.18162 SHER LN#65< HUNTINGTON BEACH,CA 9264T-OODO VOIDUNLIiSSPRESEWMDFORENCASHMENT s r. a WITHIN 90 DAYS FROM DATE OF ISSUE,- - . UNION BANK OF CALIFORNIA - `r- 8899 ADAMS AVENUE /- • - HUNTINGTON BEACH,CA 92848 , 110006 5 74990 1: L 2 20004961: 2 7400 134 1911' 1.Me CITY OF HUNTINGTON BEACH Check No: 657499 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 4rM04 714.374-1568 Page 1 oil Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 4112104 1009 00008241 1,800"00 1,800.00 10010301,69365 _ $1,800.00 $1,800.00 Michele B. Pritchett Invoice No. 1008 16162 Sher Lane #65 Huntington Beach, CA 92647 : . . INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 4/8/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Oty _ Description Unit Price TOTAL Profesional Services for Period 03/29/2004 through 04/09/2004 $ 2,062.50 i 'Note: Professional Services provided corrrespond with Exhibit A :on the contract between Michele Pritchett and the City of Huntington ! Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. i 'Summarized progression study in process. I i S(XUA Grant Application tor Uty LIerK Agenda Automaton ana -Electronic Grant Application.form in progress. I i i i SubTotal ' $ 2,062.50 Payment Check Contract Available for Review in the Comments Office.of the City Clerk, 2nd Floor __ — TOTAL S 2,062.50 i Office Use Only :. Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 213 h 16 -49112W J, z-C IjY OF GENERAL ACCOUNT: B 'P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92648 . PAY: .714-374-1568 N 656391.. x Two thousand sbq two and 501100 Dollars •:TO THE ORDER OF: - r CHECK DATE. 4 NET AMOUNT PRITCHETF MICHELE B f al2roa ,:. - S2;os2.5o .16162.SHER LN:465. 4, ::... VOID UNLESS PRESENTED FOR ENCASHMENT 'HIJNTINGTON.BEACH,'CA 92647-0000 wITHtN 90 DAYS FROM DATE OF ISSUE - ; UNION BANK OF CAL WORNIA ' 8899 ADAMS AVENUE HUNTINGTON BEACH.CA 92546 11000656391110 1: L 2 20004961: 2 7400 L 34 1911' J. im CITY OF HUNTINGTON BEAQIy Check No: 656391 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 4P2/04 Lela714-374-1568 Page 1 ofi Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 3/26/04 1007 00001870 2,062.50 - 2.062.50 10045207.64820 _.. S2,062.50 S2,062.50 Michele B. Pritchett Invoice No. 1007 16162 Sher Lane#65 Huntington Beach, CA 92647 JINVOICE Customer I Misc i Name City of Huntington Beach, CA, Office of the City Clerk _ i Date 3/2612004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Q Description i Unit Price TOTAL Profesional Services for Period 03/15/2004 through 03/26/2004 I $ 2.062.50 I Mote: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. SUUUA Urant Application for City UlerK Agenda Automation and -Electronic Grant Application_forrn in progress. I j I i SubTotal $ 2,062.50 Payment Check Contract Available for Review in the ' Comments Office of the Cq Clerk,2nd floor TOTAL $ 2.062,50 iOffice Use Only ' Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 82648 OP A.41 r9 e _F 16.49/1220 GENERALACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92648 PAY: 714-374-1568 655$45 } Two thousand sixty two and 501100 Dollars: TO THE ORDER OF: CHECK DATE NET AMOUNT PRITCHETT MICHELE B 3119104 .16162 SHER LN#65 .........Sz.oszsa HUNTINGTON BEACH, CA 92647-0000 VOID UNLESS PRESENTED FOR ENCASHMENT WITHIN 90 DAYS FROM DATE OF ISSUE UNION BANK OF CALIFORNIA U99 ADAMS AVENUE ^ HUNTINGTON BEACH.CA 92646 - r 11'00655845t1' 4 1 2 200049611: 274001341911' `1. CITY- OF-HUNTINGTON BEACLI Check No: 655845 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 3/19104 LOW 714-374-1568 Page 1 of Supplier Number. 107941 INV DATE INVOICE~NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 3112104 1005/031204 0.0008241 . 2,062.50 2,062.50 10010301.69365. $2,062.50 $2.062.50 Michele B. Pritchett Invoice No. 1005 16162 Sher Lane #65 Huntington Beach, CA 92647 : INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the Ci Clerk Date 3/12/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Q Description Unit Price TOTAL Profesional Services for Period 03/01/2004 through 03/12/2004 : $ 2.062.50 Note: Professional Services provided correspond with Exhibit A on the contract between Michele Pritchett and the City of Huntington California. Requirements of Phase One are Completed. Phases �Beach, Two and Three are either completeted or in progress. i • I ' SubTotal ' $ 2,062.50 , Payment Check Contract Available for Review in the i Comments Office of the City Clerk, 2nd floor TOTAL E $ 2.062.50 i i Office Use Only i Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 i I �P 5L41 c� � � '11A r TO� i � �! f QF LIUNTINQIQ B A 16-49/1220 -GENERAL ACCOUNT Y = P.O.BOX 190. CHECK.NUMBER HUNTINGTON BEACH,CA 92648 PAY: .714-374-1568 655253 Two lhourand'sixty two and.501100 Dollars TO TH E ORDER OF: CHECK DATE NET AMOUNT ;< PRITCHETF MICHELE B.• = .. 16162 SHER LN #65 '" "._... 2.Ouso HUNTINGTON:.BEACH,CA 92647'0000 V00UKESSMESENTE0 FOR ENCASHMENT W"IN 96 DAYS FROM DATE OF ISSUE UNION BANK OF CALIFORWA - HUNTINGTON 36ACH.CA 92646 0006 5 5 2 5 30 4 L 2 20004961: 2 7400 i 34 1911' j, nJ Check No: 655253 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date. 315M4 714-374-1568 Page i oh Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUN7 NET AMOUNT k7/04 10051=704 00008241 2,062.50. 2,062.50 10010301.69365- S2,062.50 $2,06250 Michele B. Pritchett Invoice No. 1005 16162 Sher Lane #65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk I Date 2/27/2004 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 9-ti Description Unit Price TOTAL Profesional Services for Period 02/16/2004 through 02/27/2004 i $ 2,062.50 Note: Professional Services provided corrrespond with Exhibit A - on the contract between Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completeted or in progress. i I j E Subtotal $ 2,062.50 E Payment Check Contract Available for Review in the Comments Office of the City Clerk,2nd floor i TOTAL $ 2,062.50 fdi ce Use Only. k 1 i Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 l � �c�•z. s� � 5� 11er �1����t1 ��,� z-�s.c�f PP# Igo �Itd � C �o �,�S • CITY OF FILINTINGTONBA 1674911220 J' GENERAL ACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92648, PAY: 714.374-1568 654528 Two thousand sizry nvo and 501100 Dollars .TO THE ORDER OF: 'CHECK DATE NET AMOUNT PRITCHETT MICHELE B v. 2rdY04 . 1$162 SHER LN #65_ VOID UNLESS PRESENTED FOR ENCASHMENT HUNTINGTON BEACH, CA'92647-0000 wrrt,IN 90 DAYS FROM DATE of Issue.. UNION BANK OF CALIFORNIA OB99 ADAMS AVENUE HUNTINGTON BEACH,CA 92W _ II+006 54 5 280 is L 2 2000496i: 27400 134 L90 J, Joe CITY OF HUhjTiNC2TQNBEAQ Check No: 654528 P.O.BOX 196 HUNTINGTON BEACH,CA 92648 Check Date: 2/20104 Via 714-374-1568 Page 1 ofi Supplier Number. 107941 1NV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 2113104.. 1005 00008241 2,062.50. 2,062.50 10010301.69365 _ . $2,062.50 $2,062.50 Michele B. Pritchett Invoice No. 1005 16162 Sher Lane#65 Huntington Beach;CA 92647 INVOICE Customer Misc Name City of Huntington Beach,CA_Office of the City Clerk ^_ Date 2/13/2004 Address 2000 Main Street ! City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 oty Description I Unit Price TOTAL , Profesional Services for Period 02/02/2004 through 02/13/2004 $ 2,062.50 Note: Professional Services provided corrrespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach,California.Requiren*nts of Phase One are Completed. Phases Two and Three are either completeted or in progress. I j SubTotal $ 2,062.50 Payment Check i Contract Available for Review in the Comments Office of the City Clerk, 2nd floor 'TOTAL 1 $ 2,082.56 Office Use Only Professional Services Contract Available forReviewirrthe Office ofthe City Clerk-Huntington-Beach, Ca•92648 Ob S�'� liar � IC7 ��{- o� a•j A �,a�1. �- �E.u�+ • CITY OF H NTIN T A 16-49/1220 GENERAL ACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92M 653979 PA1r::. 714-374-1568 -Two thousand si rty nvo and SO/100 Dollars y. :TO THE ORDER OF: ff CHECK DATE NET AMOUNT PRITCHETF MICHELE B. ::216f04 ---....*12062.50 16162SHER LN465 _ HUNTINGTON BEACH,CA 92647-0000 VOID UNLESS PRESENTED FOR ENCASHMENT WTTHtN 90 DAYS FROM DATE OF ISSUE T UNION BANK OF CALIFORNIA 8899 ADAMS AVENUE HUNTINGTON BEACH.CA 92646 II'006 5 9 791I' 1: L 2 20004964 2 7400 L 34 L90 CITY OF HUNTINGTON BEACH Check No: 65397S P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 2/6'0 4 714-374-1568 Page 1 of1 I Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 1f30+o4 1004 00008241 2,062.50 2,062.5C' 10010301.69365 $2,062.50 $2,062.5, Vichele B. Prifchett Invoice No. 1004 16162 Sher Lane#65 Huritington Beach, CA 92647 INVOICE - Customer I Misc Name City of Huntington Beach,CA, Office of the City Clerk Date 1/30/2004 Address 2000 Main Street _ City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 MY Descrinfian Unit Price TOTAL Profesional Services for Period 0111912004 through 0ir=004 $ 2,062.50 Note: Professional Services provided coarespond with Exhibit A on the contract petween Michele Pritchett and the City of Huntington Beach, California. Requirements of Phase One are Completed. Phases Two and Three are either completsted or in progress. SubTotal $ 2,062.50 Payment I Check Contract Available for Review in the Comments Office of the City Clerk,2nd floor TOTAL $ 2,062.501 Office Use Only Professional Services Contract Avai7able for Review in the Ofboe of the City Clerk Huntington Beach, Ca 92648 � o� Sqpl i � 1WO ',��► • . GITY-OF HUNTINQTQNBEA 16-4911220 . �• � ;.�•• :°GENERAL ACCOUNT -:t, � �, .� ` P.O-BOX 190 CHECK NUMBER f HUNTINGTON BEACH,CA 92649: ��$426 PRY: 7 14=374-1 568 -Two thousand Avy nvo and 501100 Dollars TO THE ORDER u OF: _ n K N.E .F A MOUN TCHECKDATE 4PRITCHETT MICHELE ,"..P"'S206250�rz�o 16162 SHER LN#65': tx .- VOID UNLESS PRESENTED FOR ENCASHMENT HUNTINGTON BEACH, CA,92647-0000 ' - 'WrrHIN90DAYSFROMPATEOr-ISSUE ti r • - .. - '_ ."'F.• .,.mod n L .. -�'`"•; UNION BANK OF CALIFORNIA - - 3<•' _ - 8899 ADAMS AVENUE ` t HUNTINGTON BEACH,CA 92646 II0006534 260 1: L 2 200049611: 27400 L34 1911' 1. CITY OF HUNTINQTON 1BEAQH Check No:' 653426 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 1123(04 714-374.1568 Page 1 of Supplier Number. 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NET AMOUNT 1/16t04- 1003 00DO8241 2,062.50 . 2.062.50 10010301.69365 $2,062.50 $2,062.50 Michele B. Pritchett Invoice No. 1 003 16162 Sher Lane#65 Huntington Beach, CA 92647 - -- INVOICE Customer 1 Misc Name City of Huntington Beach, CA, Office of the City Cleric Date 1/16/2004 Address 2000 Main Street city Huntington Beach State CA ZIP 92647 Phone 714-374-5390 QtyDesch on Unit Price TOTAL Profesional Services for Period 01/05/2004 through 01/16QO04 i $ 2.062.50 Note: Professional Services provided correspond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach,California. Requirements of Phases One and Two are either completeted or in progress. Phase Three initiated. SubTotal $ 2,062.50 Payment I Check Contract Available for Review in the Comments Office of the City Clerk,2nd floor TOTAL $ 2,062.50 f Office Use Only Professional Services Contract Available for Review in the Office of the City Cleric Huntington Beach, Ca 92648 CITY OF HUN71{�GTOV SEAL 16-49/1220 1• GENERAL ACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH.CA 92648 652960 PAY: . 714=374-1568. : " wM Two thousand sixty two and 501100 Dollars ;. SO THE ORDER OF: CHECK HATE NET AMOUNT M1" PRITCHM MICHELE B 11:Yt?4 �16162 SHER LN#65_ :. . . . . ,. V SD FOR ENCASHMENT :.HUNTINGTON BEACH,CA WITHIN 90 DAYS FROM DATE OF Issas UNION BANK of CALIFORNIA - 8M ADAMS AYExuE s „ / •" '` l } HVNTINGTON BEACH,CA 92646 V 0 0 6 5 2 9 60118 1: 12 200049P3 27L,00 L 34 L91I' J. QTY QE .HUNTINGTON BEACH Check No: 652960 P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 1!9l04 714-374.1568 Page 1 0t1 Supplier Number. 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NETAMOUNT 12r4w 1002 -00008241 2.062.50 2,062.50 10010301.69365 - 52.062.50 S2,062.50 Michele B. Pritchett invoice No. 1002 15162 Sher Lane#65 Huntington Beach, CA 92647 INVOICE Customer Misc Name City of Huntington Beach, CA, Office of the City Clerk Date 12/29/2003 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 Descri 'on Unit Price TOTAL Profesionai Services for Period 12/22/2003 through 01/0212004 $ 2,062.50 Note: Professional Services provided cormespond with Exhibit A on the contract between Michele Pritchett and the City of Huntington Beach,California. Requirements of Phases One and Two are either compieteted or in progress. 1 i i 1 Ii 1 SubTotal $ 2,062.50 Pa ent Check Contract Available for Review in the Comments Office of the City Clerk,2nd floor TOTAL $ 2,062.50 Office Use Only. Professional Services Contract Available for Review in the Offrce of the City Clerk Huntington Beach, Ca 92648 OP �z '.,�X�K�•�7�.Li .-�J:,�:•�a.sa;,la�rlil�r:�_[n tii�l:>teua�f_��1:.t��Kir�a��',Y1.1�:,:',cttt; f F T f3 A 16-4911223 -�• GENERAt-ACCOUNT P.O.BOX 190 CHECK NUMBER HUNTINGTON BEACH,CA 92648 PAY-' 714-374-t 56B 652585 Two lhonsand s'ur nvo and 501100 DoRnIrs :TO THE ORDER OF: CHECK DATE NET AMOUNT }V PRITCHETT MICHELE g. r12/26f03 , .„....,12 50 16162 S H ER LN #65: vas ur�tEss PA>seNTso r Er,cnsHMeNT HUNTINGTON BEACH,CA 92647-4E}Od -Wfn*N99 DAYS FROM DAIEOFISSUE x :- UNION BANK OF CALIFORNIA BB99 ADAMS AVENUE "f _ HUNTINGTON BEACH,CA 92646 II30065 2S8541' 9: 1 2 2000496l: 2 ?LIDO 134 L911' FA CITY OF HUNJINGTON-BEACH Check No: 65258.'a P.O.BOX 190 HUNTINGTON BEACH,CA 92648 Check Date: 1212=3 714-374-ISW Page 1 of1 Supplier Number: 107941 INV DATE INVOICE NUMBER PO NUMBER GROSS AMOUNT DISCOUNT NETAMOUNT t 2119l03 1001 00008241 -2,062.50 2,062.50 10010301.69365 S2,062.50 $2.062.50 L p -d Invoice N . �y 0 10 7U 01 Michele B. Pritchett } 16162 Sher Lane #65 !� Huntington Beach, GA 92647 JINVOICE Customer Misc Name City of Huntington Beach,CA,Office of the City Clerk Date 12/19/2003 Address 2000 Main Street City Huntington Beach State CA ZIP 92647 Phone 714-374-5390 I oty Description 1 Unit Price' TOTAL Profesional Services for Period 12/08/2003 through 12/19/2003 ! j $ 2,062.50 Note: Professional Services provided corrrespond with Exhibit A f on the contract between Michele Pritchett and the City of Huntington i Beach,California. Requirements of Phases One and Two are either completeted or in progress. I i � I I f i i SubTotal $ 2,062.50 i Payment Check M I Contract Available for Review in the j Comments Office of the City Clerk,2nd floor TOTAL $ 2,062.50 mom Professional Services Contract Available for Review in the Office of the City Clerk Huntington Beach, Ca 92648 I Michele B. Pritchett Invoice No. 1000 16162 Sher Lane #65 Huntington Beach, CA 92647 rl•''INVOICE - : .: .. .. ..--. •i.1 x-w. •• �rY.Anw :.iKu[ _ti:N 4f•AT'ir...>+ .vYAY'b.va. ._...... .aY!• [:ustonof:r �� Misc W,nr; coy of 1lunlington Beach. CA, Office of the City Clerk Date 1 21512 0 0 3 A;uvr: si: 2000 Main Street lily 1-Iuntinglor! Beach State C..A ZIP 92647 ... 1,11mite 714.374--i390 (dty Descrfptlon (Unit Pricel TOTAL. I'll r)rosi()i-a! Ser'•r.ces for Perod 1/10'!03 through 12105ro3 S 4;12:}.W) � I 1--w;fessianal Services provided cnrrrespand with Exhibit A .n,} [lu:contiacl L>etwpen Michele Pritchett and the City of Hunting+on j I ic;ac:h. [_c !ifrrrs r� Requirements of Pnases Ona and Two are either co-riple'e,ec or in progress. i I I I I Sub-fetal s 4,125-0 YFlaymenlJ�C;hncc Cumracl Available for Review in the Commusts Ofl;ce of("!. City Clerk, 2nd floor TOTAL 4,11.5.00 Office USe.Only f"rol ssiorral Sar';-:v!;Corrtmrf Available forRFA#uw-irr•the Office nfthe GifyClnrk-)qur1lirrrlton fk,0r fr;GJ 92648 -.,:-..•..:..:..........,a:...a�r,:r.nar.�.wr..ran.onwww�w,nras+.�+vw.r waasYr..r.:nrvsvrr:y...a....:..:.....,.,_,...,n-n�.a-r..-:::_.--- f %- Professional Services Contracts Checklist for Submittal to City Clerk's Office (Please transmit this form when your contract is ready to be filed in the City Clerk's Office) To: Connie Brockway, Y Cit Clerk x5404 PLEASE PRINT 1. Name of Contractor: 2. Purpose of Contract: For example: r�lity-7-e�sTing--Hunffng(ort-Lake--Huptingtan-Gentral-P--arlc 3. Expiration Date: If no expiration date,please put a tentative expiration date so the City Clerk's Office can inquire of your department if the file is ready to inactivate. 4. Amount of Contract: =a A. Is the attached contract RELATED to a PREVIOUSLY SUBMITTED contract(Renewal/Amendment/Etc)? ❑YES 1O B. Did you attach the LIST OF CONSULTANTS from whom proposals were requested-pursuant to HBMC 3.03.100? 6"YES❑ N/A OR Is the attached contract a SOLE SOURCE? ❑YES❑ N/A C. Did you attach a COPY of the insurance certificate and send the ORIGINAL TO RISK MANAGEMENT? UJ rsV—" ❑YES PLEASE INCLUDE: CITY CLERK'S OFFICE USE ONLY: VC 4 F l r R %001" t C1Q P �talfrt' a E` Name/Extension { i�M4�MEW r ��� � ' ` s ££f E E El P d _ .Gf4E1 '1. ..5. . 1 S t �£F E£ £ 1 £ _ �j Q� y tE try i ..... L4 a €€i n a rr r s r s�f . } Depart ment SM E ( £,l � t +� rs k.sa ga1' �I Date i 1 :-i £..� jE E3E£ S} g�{ { ¢ asa€tEf 19 av, s £ a a. .. 'Y } I '1 .;IIW1 .1i,• ato ,t� �'=1 .. . ,'.. .. ..£' g1forms/city clerk contract checklist.doc Sub, it PROFESSIONAL SERVICE CONTRACTS � . °moo PURCHASING CERTIFICATION ✓�S�— �a�-3o�03 1. Requested by: City Clerk's Office 2. Date: October 30, 2003 3. Name of consultant: Michele Pritchett 4. Description of work to be performed: Electronic Document System Project Manager 5. Amount of the contract: $49,500.00 6. Are sufficient funds available to fund this contract?' ® Yes, ❑ No 7. Company number and object code where funds are budgeted: 10010301.51100 8. Is this contract generally described on the list of professional service contracts approved by the City Council'? ® Yes, ❑ No 9. Is this contract within $25,000 or 25% (whichever is less) of the amount stated on the list of professional service contracts approved by the City Council?' ® Yes, ❑ No 10. Were (at least) informal written proposals requested of three consultants? ® Yes, ❑ No 11. Attach list of consultants from whom proposals were requested (including a contact telephone number). J 12. Attach proposed scope of work. 13. Attach proposed payment schedule. ZRIARCYtAMADRIL, Manager Purchasing/Central Services ' If the answer to any these questions is"No,"the contract will require approval from the City Council, Purchasing Certification 10/30/2003 12:52 PM List of Consultants for Electronic Document Systems Project Manager The following are the three consultants from whom proposals were requested (see copies of fetters attached): The first consultant, Ms. Michele Pritchett submitted a Proposal titled Proposal far Professional Services for the Procurement of an Electronic Document Management System, a copy of which is attached: Pritchett, Michele 16162 Sher lane, #65 Huntington Beach, CA 92647 Phone Number: 714-842-3433 E-mail: M7Pritchett@aol.com The other two consultants, Ms. Evonne J. Travers and Mr. Steve Wignall both declined moo submit proposals: Travers, Evonne J.' Information Technology Consultant 250 N. Paseo Picaro Anaheim, CA 92807 Phone Number: 714-283-.0440 Cell Phone: 818-929-9368 E-mail: Eitravers(a7eartl ink.net Wignali, Steve Info Sys Business Solutions 10073 Valley View Street, #122 Cypress, CA 90630 Phone Number: 714-821-4663 Pager: 888-610-6725 NA•,d !.�f 1r a 4�'�� 4'1°Y �- PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND FOR Table of Contents 1 Scope of Services.....................................................................................................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation ..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents ...........................................3 8 Hold Harmless .........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance............................................................................................5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation...................................................................................... 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices.........................................................................................7 17 Consent....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings .....................................................................................................8 20 Interpretation of this Agreement..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law.........................................................................................................10 27 Entirety..............................................................................:.......................................10 r .5. PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HliNTINGTON BEACH AND i i e FOR THIS AGREEMENT ("Agreement") is made and entered into this day of U,` rn 2003, by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and /dam<z a/2 Zp2G�/yIG4elll i hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to /Xltii72 Q� %G; rnrl!(Lo r�u/yJ2l�� �S U and _�——z Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: I. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates ��, A,(, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agrcc1 fonns!profscry]Of I r0]-A I 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence as soon as practicable after the execution of this Agreement by CITY (the "Commencement Date"). This Agreement shall expire on I U40UGWfA!r 10, �ebV, unless sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 0/7e Yeah' from the Commencement Date of this Agreement. These times may be extended with the written permission of CITY. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses. not to exceed • p0 IS-or �,ie �o gsav�. .6✓e 11y� Collars (S S. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional agree.'forms profserv10.15.01-A 2 compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall agreedurms profscrv10!15:01-A 3 approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above- mentioned insurance shall not contain a self-insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. agree/forms1profservI0! 901-A 4 • ! 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. shall state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold hanniess and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and agrcc/rorms/prorscn•I a/l 5101-A 5 all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT andjor the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTSIPATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. agrccTorms-profscrv10 15--01-A 6 i • 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other parry via personal delivery, a reputable overnight carrier or U. S. certified mail-return receipt requested: TO CITY: TO CONSULTANT: City of Huntington Beach /ice/ e�p_ Pry tch�t� ATTN: �O/7i7/� �/oC/rC[-IJQ�Y She.- ^QV- 2000 Main Street / Huntington Beach, CA 92648 �, ;� p � 17. CONSENT When CITY's consent-approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. agree:forms/profsery 16.115iO 1-A 7 • 0 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement agTmIamtisiprofserv]0,11 3r0]-A 8 which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the inunigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either parry to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, agrmlomis;profsery I0r 15:01-A 9 each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the non-prevailing parry. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or tennination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that parry's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. agrc6forms:'profserv10 15!0]-A 10 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized offices the day, month and year first above written, CONSULTANT, CITY HLNT ration N BEACH, a municipal corporation of the State of California Gtt- IrP,k Bv: rn t Ck��� (Pursuant To HBAIC§3.03.100) print name ITS: (circle one)ChairmaniPresidenVVice President APPROVED AS TO FORM: AND PVLU-Az�- 11-G -03 --- City Attorney By: f REVI::ED D OVED: print e ITS: (circle one)Secretary" F' fial OfhceriAsst. Secretary—Treasurer City Ad i is t (onit'for contracts50, ❑r�overj agrce'farm5;'profscrv10 15 01-A 1 1 Su iry INSURANCE AND INDEMNIFICATION WAIVER How: ` MODIFICATION REQUEST 1. Requested by: Connie Brockway 2. Date: October 30, 2003 3. Name of contractorlpermittee: Michelle Pritchett 4. Description of work to be performed: Project Manager for Document Management and Records Imaging Program 5. Value and length of contract: One year Cq}_ $49,500.00 6. Waiver/modification request: Workers Comp/Professional Liability_& General_Liability__ 7. Reason for request and why it should be granted: Not needed for this work 8. Identify the risks to the City in approving this waiver/modification: Minimal to none G� iu2r ✓ 10/2W03 Department Head Sign re Date: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are°required for a request to be granted. Approval from the City Administrator's Office is only required if Risk Management and the City Attorney's Office disagree. 1. Risk Management XApproved ❑ Denied la 03 ignature 15 ate 2. 'ty Attorney's Office II Approved ❑ Denied b I Signature Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/modification request is to be submitted to the City Attorney's Office along with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of'Administrative Services I 4 f%Mr%/l4nno 4 4)11 r1F4 EXHIBIT A SCOPE OF SERVICE FOR PROFESSIONAL SERVICES WITH THE CITY OF HUNTINGTON BEACH, CITY CLERK'S OFFICE AND MICHELE PRITCHETT LONG-TERM ELECTRONIC DOCUMENT MANAGMENT SYSTEM PROJECT GOALS: • Compile formal Statement of Needs pertaining to and Electronic Document Management System (EDMS) for Office of the City Clerk in Huntington Beach, California • Perform objective, quantitative research and compose a list of potential EDMS vendors that meet the referenced Needs Document • City Clerk and Project Manager selects Vendor • EDMS software/hardware installed by Vendor selected • Milestone: Installation completed by Vendor Select; City Clerk Signs Off • City Clerk will designate the City Clerk employees the Project Manager will train on EDMS software • Milestone: City Clerk employees full trained and actively working with new EDMS software; City Clerk Signs Off • Begin date forward use of EDMS software • Begin back scanning of exiting hardcopy paper for time period agreed upon between City Clerk and Project Manager • Produce written status report for the City Clerk with Return On Investment information • Using EDMS software coordinate offsite Disaster Recovery System • Milestone: Disaster Recovery System Planning Completed; City Clerk Signs Off • Provide Citizens with Internet access via the existing City of Huntington Beach's Internet system to the records in the Office of the City Clerk, Huntington Beach, California • Milestone: Public Internet Access Planning and Implementation Planning Completed; City Clerk Signs Off FUNCTIONAL_ SOLUTION MATRIX: The estimated time lines that correspond to Phases 1 — 7 are provided with the specific understanding that such projections are provided under the assumption that no unforeseeable, unpredictable or unavoidable conditions arise that may modify the anticipated Phase completion estimates. PHASE 1: ONE (1) MONTH 1. Compile formal Statement of Needs pertaining to and Electronic Document Management System (EDMS) for Office of the City Clerk in Huntington Beach, California 2. Assemble granular survey of documentation for the City Clerk's Office PHASE 2: ONE (1) MONTH 1. Perform objective, quantitative research and compose a list of potential EDMS vendors that meet the referenced Needs Document 2. Create analytical summary on each qualifying vendor for review by the City Clerk, Project Manager, and Information Systems representative 3. Verify Vendor's maintenance and support references, customer service response time, timely upgrades and overall customer satisfaction with the product and service 4. Select Vendor 5. Milestone: Completion of Phase 1 and Phase 2; City Clerk Signs Off Page 1 of 2 • EXHIBIT A SCOPE OF SERVICE FOR PROFESSIONAL SERVICES WITH THE CITY OF HUNTINGTON BEACH, CITY CLERK'S OFFICE AND MICHELE PRITCHETT PHASE 3: TWO (2) MONTHS 1. EDMS software/hardware installed by Vendor Select 2. Project Manager tests all software modules 3. Milestone: Installation completed by Vendor Select; City Clerk Signs Off PHASE 4: TWO and ONE-HALF (2.5) MONTHS 1. Train the Trainer: Vendor Select trains Project Manager on all software modules, equipment maintenance, and upgrade installation processes. 2. As designated by the City Clerk, Project Manager trains all employees on EDMS software 3. Milestone: City Clerk employees full trained and actively working with new EDMS software; City Clerk Signs Off PHASE 5: TWO and ONE-HALF (2.5) MONTHS 1. Begin date forward use of EDMS software 2. Begin back scanning of exiting hardcopy paper for time period agreed upon between City Clerk and Project Manager 3. Perform monthly testing of EDMS effectiveness 4. Produce written status report for the City Clerk with ROI information THE FOLLOWING PHASE WILL BE PLANNED BUT NOT IMPLEMENTED: PHASE 6 AND PHASE 7 WILL BE CONCURRENT RESEARCH AND PLANNING. THREE (3) MONTHS PHASE 6: 1. Using EDMS software coordinate offsite Disaster Recovery System 2. Milestone: Disaster Recovery System Planning Completed; City Clerk Signs Off PHASE 7: 1. After Milestone 3, City Clerk will arrange with Project Manager to initiate the Web posting modules of the EDMS software 2. Milestone: Public Internet Access Planning and implementation Planning Completed; City Clerk Signs Off Page 2 of 2 A. Payment Rate CONSULTANT'S fees for such services shall be based upon the following payment rate and cost schedule: Twelve monthly payments of$4125.00 per mo. with a total contract cap amount of $49,500.00 B Billing 1. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the case or matter. 2. CITY will not pay for billing or discussion of bills. If CITY has questions about billing or needs additional information on bills, that is not a chargeable event; CONSULTANT should respond without charging CITY for the time required. 3. CITY appreciates when CONSULTANT has researched an issue previously and uses that research on the present case. CITY has retained CONSULTANT because of its past experience. CONSULTANT shall not charge CITY for work it has done and billed another client for in the past. 4. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress towards completion of tasks. In the event the CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 5. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by CONSULTANT that the work has been performed in accordance with the provisions of this Agreement; and Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by the CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the EXHIBIT B 1 of 2 Pages • i schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided therein. 7. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. EXHIBIT B 2 of 2 Pages PROPOSAL FOR PROFESSIONAL ;; SERVICES FOR THE PROCURMENT OF AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CREATED FOR CONNIE BROCKWAY, CMC CITY. CLERK HUNTINGTON BEACH , CA October 4, 2003 TABLE OF CONTENTS Sections Page.. Individual Qualifications................................................................... 01 Attachment 1: Resume....................................................................02 Executive Summary: Project Overview ........................................... 0 5 C Benefits of Document Imaging ........................................................ 06 Cr ca C-1 1-1, Analysis of Cost Savings.................................................................07 0, Planning and Methodology.............................................................. 08u Cn cr Basis for the City Clerk's Requirements Document......................... 12 Requirements Document .......................Attachment 2:.Sample. Survey of EDMS Vendors................................................................. 19 Attachment 3: Sample Evaluation Matrix.........................................20 Evaluation & Selection of EDMS Software/Hardware .....................24 Project Manager Testing & Training Commitment...........................24 TrainingGoals:... ............................................................................25 Attachment 4; Sample Training Manual. ............................................2.6 Glossary of Terms with Definitions......................................................40 r a �- INDIVIDUAL QUALIFICATIONS w- r This section outlines the credentials of Michele Pritchett as a responder to the Request for Proposal (RFP) for Professional Services for the Office of the City Clerk of Huntington Beach; California with a summary of related experience-and knowledge of the proposed .project. I have' a strong, versatile technical 'and academic background that will facilitate the Clerk's Office technological transition with meticulousness planning, discovery, selection, and implantation. The chronological progression of studies and knowledge that demonstrate my qualifications to satisfy this proposal are shown in Attachment 1. My career encompasses a multitude of Federal, State and Municipal govemment organizations. The research involved in the evolving EDMS vendors, software, technology, and cost spans several years and has created an excellent working relationship with viable vendors. I am sure that the EDMS industry is transitioning and less than ten vendors will withstand the test of excellence, the evolving, demanding, and technologically educated client they seek to sell and service. My findings are quantitatively proven and include product reviews, vendor financial solidity, customer base, customer satisfaction ratings and long-term capability of the major EDMS corporations to compete in the future. Historically, many providers have an excellent product and fail to achieve the necessary market share to ensure their permanence in the industry. Un-researched decisions and uninformed decision makers at the expense .of parties that have entrusted the �` decision making to ,in house experts have wasted millions of dollars. As a. consultant, with no allegiance to a specific vendor, a distinct advantage of critical, meticulous, detached evaluation of your needs will ensure a system that will fulfill the immediate needs of this office and meet the technological challenges of the future. The vendor jointly agreed upon between the Office of the City Clerk and consultant will provide modular expansion options, provide and serve all evolving technological advances, upgrades, demonstrate superior custom servioe and exist when other non contenders collapse, exit the market. The future of EDMS vendors is comparable to the outcome of the deregulation of the telephone companies, only the strongest, most competitive will survive. My appreciation and respect for the integrity and responsibility of .the Clerk's Office, knowledge of EDMS systems and ability to serve as a.liaison between the Office.of the City Clerk, Information Systems and potential vendors culminates in a unique perspective and ability to provide the professional services required to bring this project to fruition. Additional segments of this proposal summarize the results of in-depth research that exemplify the advantages of adopting an EDMS system, demonstrate the advantages and cost/savings of implementation, and suggest quantitative methods to assess vendors, software, and hardware. Every factor relates back to a vow of integrity and maintaining superior constituent customer service. - 1 - ATT"ACHEMENT 1 • ! MICHELE B. PRITCHETT 16162 Sher Lane#65 (714) 842-3433 Huntington Beach, CA 92647 M7PritchettPao1.c,gm SUMMARY: -Technical professional with more than fifteen years experience-in all-aspects of computer training, troubleshooting, management, and user support Document Content Management and Imaging expertise. Experienced In the implementation and conversion of multiple computer architectures, operating systems, and software applications. Dedicated team player with excellent written, and verbal and communication skills. COMPUTER ANALYST ESI 2000 to Present City of Huntington Beach,CA Analyst responsible for coordinating the Fire RMS system engine inspections, JDE, and Treasury department project that will generate one quarter million dollars for the City's General Fund annually. Function as team lead in floor application support, and provide individual and small group user training. Provide helpdesk and Track it support. ➢ Managed City's Documerit Content Management System(DCMS). ✓ Eastman/Kodak Document Imaging System. ✓ Wrote a detailed user's manual for the Clerk's Office, and then amended It for the City Attorney, Treasury,Administration, Fire and Police.Departments. ✓ Rebuilt the SQL Indices and created multiple batch'classes, screens and index categories. ✓ Conducted training for Imaging Users. ➢ Began small group Instruction on:Website posting, Outlook, Excel, Word and Access ➢ Project lead in City's endeavor to secure a new Enterprise Content Management System (ECMS). ➢ Developed the City's ECMS implementation plan and the City system specification requirements document. ➢ Prepared quantitative studies and projections to determine the City's return on investment on an ECMS system, quantifiable requirements for storage repositories and future growth. ➢ Primary support of the Fire Department imaging System, Microsoft Office Professional Suite, Hazardous Material software and specialty software included Firehouse(departments' Record Management System). ➢ Collaborated with Public Works to involve the Fire Department in CityViiew. ✓ Established document types that fit QyView criteria ✓ Created lookup tables necessary for departmental implementation. ➢ Member of the Employee Directory team responsible for creating an Access database containing employee data for the Webmaster to use for this intranet application. CONSULTANT 1998 to 2001 MBKP, Inc., Lawton,OK Founded MBKP, Inc. working as an independent contractor in the areas of computer training, business automation, assessment, and implementation. ➢ Supported more than twenty-five accounting and finance companies for Y2K compliance. ➢ Provided individual and group computer training. D Automated, installed and supported a diverse group of businesses. - 3 - • 0 INSTRUCTOR. MICROCOMPUTER PROGRAM 1985 to 1998 Great Plains Area Vocational Technical School (GPAVTS), Lawton, OK Facilitated the development, implementation, and instruction of microcomputer courses for a diverse business community of one hundred thousand. Developed objective based courses of study, competency profiles,.safety procedures, and instructional management systems. ➢ Prepared cost=benefrt analysis studies for GPAVTS and industrial clientele. ➢ Provided corporate training on multiple operating systems and the full spectrum of Microsoft Office. ➢ Developed course curriculum for based on clientele objective with emphasis on solution research methods using definitive problems sets to achieve a complete scaled model of clients stated leaming objective. ➢ Automated large-scale projects utilizing relational database management systems, complex electronic spreadsheets and Visual Basic routines, automated various operations for the US Army Directorate of Financial Planning at Ft. Sill, OK, Goodyear Tire and Rubber, Hughes Aircraft and Martin Marietta. ➢ Successfully implemented microcomputer curriculum for dropout students; placed 80%of graduates. ➢ Certified in Outcome-Based Schooling. COMPUTER ANALYST 1993 to 1995 L 8 E Associates,Williamsburg,VA Facilitated the transition of the Automated Instructional Management System (AIMS) from original contractor of fifteen years to a new small business (8A) contractor. Responsible for the interviewing, hiring, training, and relocation of AIMS remote site operators at eighteen satellite US Army schools. ➢. Implemented new contract administrative procedures adhering to US Army contract protocol. ➢ Assisted in the execution and installation of the Williamsburg, Virginia MicroVAX ➢ Provided telephone hardware and software support for eighteen remote AIMS sites. SYSTEMS ENGINEER 19M to 1993 Syscon Corporation,Williamsburg, VA/Ft. Sill, OK Responsible for effective project management of the Ft. Sill, US Army Field Artillery School's Automated Instructional Management System(AIMS). Optimization routines resulted in less than two-percent downtime. ➢ Executed the installation and implementation of the mini-computer cluster configuration at Ft. Sill. Supported both Williamsburg corporate and US Army satellite schools in cluster maintenance operations. ➢ Developed and implemented system policies, procedures, and training for the U.S. Army Field Artillery School with a five hundred plus end-user population. ➢ Ensured continued end-user support and communications access via maintenance and troubleshooting a multi-faceted Gandalf communications network ➢ Received the Department of the Army Customer Service Excellence Award for teamwork, community leadership, end-user support, and training. EDUCATION: MBA with Honors, Midwestern State University,Wichita Falls,TX BBA in Finance with Honors, Cameron University, Lawton, OK - 4 - �- EXECUTIVE SUMMARY PROJECT OVERVIEW The City Clerk's office is the City's official Custodian of Records and preserves and maintains in protective custody all documents certifying City Council actions, as well as City deeds, agreements, annexation records and many other vital City records. This invaluable, irreplaceable information must be maintained and protected for the life cycle of each of the hundred of thousands of documents involved. Because the City of Huntington Beach has no disaster recovery system in place and no immediate plans to acquire one, the implementation of an Electronic Document Management System (EDMS) in the City Clerk's Office is a viable solution to a potentially catastrophic loss.in the event of either a natural or a man-made disaster. Studies show that professionals often lose a substantial amount of productive hours each year just looking for documents. Moreover, the mass of paper documents keeps growing making customer service more difficult and increasing the vulnerability of the Clerk's office for conceivable loss. The adoption and implementation of a modular EDMS system will eliminate loss of efficiency and provide_ a cost effective, progressive means to both eliminate the'paper volume Via electronic imaging/scanning, and a-method to archive data via CD-R media for disaster recovery purposes. In addition to the benefits previously stated, the adoption of an optical document management system will have the ability to automate other arduous tasks performed by the Office of the City Clerk. Examples of potential benefits include automating the City Council agenda packet, self reliance when posting minutes, agendas, etc. to the Intranet, the integration of the City's retention schedule by document type and processing the workflow elements of numerous tasks without Paper. The.. subsequent section summarizes the benefits of procuring an EDMS. . structure. It shows the cost of maintaining a manual archive of the City's records, and explains how such a system will eliminate apprehension of degradation, and/or loss of these custodial records that realistically range from structural, natural or man made disasters to human error. All of the requirements specified in the RFP are included with this proposal with samples /examples of all requests for document creation as listed in the scope of work for professional services. - 5 - Ab BENEFITS OF DOCUMENT IMAGING The following is a condensed list of the benefits the City Clerk's Office will realize . . with the adoption of the right EDMS system. Studies show it takes pennies to store information in-an electronic format and several hundred dollars to maintain hardcopy paper files. ➢ Allows instant access to documents from a personal computer ➢ Allows multiple staff simultaneous access, reducing the need for duplicate . ---- -- paper.copies - ➢ Quick Retrieval - Search through millions of documents, find your i documents in seconds ➢ Sharing of Documents - Instant, concurrent, enterprise-wide information j sharing _ ➢ Improved management controls to measure individual's productivity, track document status and support audit requirements ➢ Eliminates misfiled or lost documents ➢ Eliminates the need for off-site file storage ➢- Ideal for longterm storage- Digital documents do not disintegrate over time, paper documents do ➢ Drastically reduces amount of space needed for document storage - One CD can hold the equivalent of 40,000 paper documents _ ➢ No large file cabinets are needed ➢ Improved document security. The physical document can be separated from the viewer- Security can be tailored to each user ➢ Self sufficient disaster/recovery system ➢ Powerful PC's and software are used to manage digital documents. Paper document management is all manual and very.time consuming ➢ Shortens the response time when reporting to regulatory agencies ➢' Provides improved operational efficiency ➢ In short, a document imaging system will save your organization significant storage space, reduce document retrieval time, while increasing the speed and efficiency of which information flows throughout the organization. - 6 - ANALYSIS OF COST SAVINGS: PAPER VERSUS EDMS The following data provides cost, labor and efficiency statistics. This comparison is based on electronic versus hardcopy (paper) document management system. Although file.cabinets are used for.illustration,, the.same information pettains aothe City Clerk's vault contents.. ➢ 95% of all documents reside in file cabinets ➢ 190 million file cabinets hold information required by 55 million office workers in their daily lives ➢ 85% of the total office expenses are expended on personnel__ .: ➢ Many spend over 150 hours a year looking for information that was misplaced, misfiled or just missing, the cost of a misfile averages $120 ➢ Cost to recreate a lost document is $200 ➢ Corporate documents are growing at a rate of 20% per year ➢ Over 3% of all documents are misfiled even using "Good Records Management Practices" ' ➢ Color coded files don't even prevent filing items in the wrong folders -- - -- ' ➢ office space in major cities costs $30 per square foot ➢ The cost per filing inch to.maintain is $11 annually ➢ The cost of maintaining a standard five-drawer cabinet annually is $800 _ ➢ One 5 1/4 inch optical disk holds approximately 100,000 business letters (equivalent to one five-drawer filing cabinet) ➢ 12. 25 drawers of paper filing cabinets take up 18,700 cubic inches of space Other Costs: - -------- ✓ Photocopying of Documents ✓ Mailing ✓ Telephone ✓ Lost Productivity ✓ Disaster Preparedness Information compiled fram various research>iimis including Association for Image and Information Management). - 7 - PLANNING AND METHODOLOGY This section describes the methodology that will be.used to assist the City Clerk's ..Office of ' Huntington Beach in accomplishing the selection; adoption, :and implementation an EDMS System. It'is critical to conduct a-comprehensive survey of the Clerk's current operations, document type and indexing schema as well as ascertain the current and projected amount of data to be electronically imaged to an EDMS repository. Initial Interviews The purpose of this step is to fully understand the scope, intricacies, and uniqueness of the Huntington Beach City Clerk's Office that separates them from other municipal departments and other City Clerk offices. This will ensure the proper EDMS needs criteria are reflected on a vendor evaluation matrix. ➢ Identify department functions and unique categories ✓ Establish the order in which categories will be converted to electronic media (imaged) ➢ Sit with experienced staff.to observe work in progress ➢ Preview permanent office files ➢ Assess current filing system for optical scanning conversion Are there unique identifiers, characteristics that can be used for optical imaging categories and file indices ✓ Which documents are considered critical and marked for permanent retention`, what is the retention schedule per document category ➢ Ask questions relevant to establishing unique document inventories for different categories ➢ Identify initial categorization of documents to survey ✓ Example: Policy and Procedure Organization Charts: Administration, Recognition - 8 - PLANNING AND METHODOLOGY CONTINUED Survey of Documentation . . An accurate survey of the City Clerk's document types, quantities, uniqueness, and physical condition is one of the most critical collections of information needed in adopting an EDMS solution. An inaccurate assessment during this phase will skew other findings and result in a "poor fit." This will be avoided. To accomplish this phase, a physical walk through of current filing systems, the vault, and documentation of existing indexing systems will be conducted. The following information will be compiled and used when preparing a quantitative matrix to assess various EDMS packages. ➢ Walk through of current filing system ✓ Files physical locations ✓ Total number of existing files Is there an individual or an accurate:record keeping system that-can' supply this number, if not obtain a reasonable sample that.meets statistical requirement u Physically count the number of files in a typical cabinet, or relative categorical units. rr Example: Contracts, Deeds, Minutes etc. ➢ Create templates to include: ✓ Specific identification data i.e. Category Number, Document Type ✓ An exhaustive listing of all document types ✓ Physically inventory each file selected for sample to determine the quantity and type of all documents ✓ Compile survey files into one composite file PLANNING AND METHODOLOGY CONTINUED Determine Volume of Documents for Electronic Imaging The purpose of this step is to get a quantifiable projection of the number of documents on hand, and projected growth rate to ensure that the system hardware selected will accommodate the current and future volume of documents. The following examples are for the sole purpose of demonstrating the quantitative approach to sizing the document volume; these are not actual numbers. ➢ List the number of occurrences per document type from sample ✓ Example: Contracts; Insurance Certificates —6 of 11 files had this document type ➢ Determine the percentage of sample containing each document type ✓ Example: Contracts; Insurance Certificates 6 divided by 11 (sample size) equals 54.5% ➢ . Determine the.projected number for.the.population _ ✓ Example: Contracts; Insurance Certificates in 54.5% of sample, based on repertoire projection of 8000, the project number for the population equals 8000 ' 54.5% for a total of 4,364 Contracts; Insurance Certificates ➢ Using the composite count of document by type for the survey, determine the average number of documents projected (by type) ✓ Example: There were 30 Contracts; Insurance Certificates in 6 files, the average_number of Contracts; Insurance Certificates per file when incurred is 30 divided by 6 or 5 ➢ Determine the potential volume.by document.type for imaging ✓ Multiply the projected number for the population by the average occurrence Example: Projected number of Contracts; Insurance Certificates equals 4,364 times an average of 5 per occurrence equals a potential volume of 21,818 Contracts; Insurance Certificates for imaging - 10 - PLANNING AND METHODOLOGY CONTINUED .Scrutinize Compiled Inventory of Documentation This stage entails a self-imposed quality control and data validity'check. The information compiled to this juncture will serve as the primary resource in the creation of the "EDMS Needs Document for the City Clerk's Office of Huntington Beach." ➢ Is the final inventory of documentation complete? ✓ Review compiled list for accuracy with individuals initially interviewed ✓ Compare quantitative findings with their experience ➢ Do the findings need to be adjusted for growth ➢ Are the findings skewed creating an error margin ✓ Are any of the findings an exceptional occurrence that preclude a document type from imaging consideration Eliminate Possibility of imaging Non City Clerk Documents Given everything in the City Clerks Office are open and a public record; this effort diminishes the possibility that any 'sensitive' information has been inadvertently retained by this office. Although the possibility of this occurrence is slim, the effort is needed to ensure no Privacy Act information is made public because of an oversight. Examples would include and legal reference that contained the names of minors, social security numbers etc. ➢ Where didthe document originate ➢ Which department takes the final action required ✓ Example: FD agreements, processed by the City Attorney but finalized and originals kept by the City Clerk. City Clerk images. ➢ Do related departments have a survey of documentation that can be used for comparison and discussion ✓ If no, review original Wave documentation to find their anticipated inventory for imaging - 11 - PLANNING AND METHODOLOGY CONTINUED ➢ Adjust Documentation Inventory and Identify Documents to Image.versus . Imaged and OCR'd ➢ Delete entries eligible for microfiche, belonging to other departments, redundant etc. ➢ Adjust original spreadsheet for multipliers ✓ Using data from querying original inventory supply multipliers to correct projections for growth and reduction ➢ Generate final inventory of documents for optical imaging ➢ Summarize data in a report for communication with Information System personal documenting out data storage needs requirements PREPARE EDMS REQUIREMENTS:DOCUMENT ADDRESSING THE EXPLICIT SPECIFICATIONS OF THE OFFICE OF THE CITY CLERK An example of an EDMS requirements document for an entire city is shown on Attachment 2. This format will be rewritten to specifically address the needs of City Clerk's Office. ➢ Draft a requirements document specific to the Office of the City Clerk for City Clerk's review. ✓ Conduct fit analysis versus functional requirements ✓ Specify exactly how many seats (licenses) the Cleric's Office requires ➢ Finalize EDMS requirements document for vendor review and response ➢ Present the City Clerk for final approval ➢ Distribute to all viable vendors ✓ Packet distributed will include a letter of invitation and require vendor include product information, infrastructure technology, customer references and realistic.existing installation for assessment - 12 - ATTACHEMENT 2 REQUIREMENTS DOCUMENT FOR AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM The. Following Are .Components And Capabilities The City Of Huntington Beachl Huntington Beach Police Department Plans To Implement On A Scalable.Basis, Modularly. ❑ A Server Component That Offers A Full Range Of Library Services To Include: ➢ Check-in/check-out. ➢ Version control. 9 Metadata and full4ext indexing. ➢ Document renditions. ➢ Compound document support. _ ➢ Virtual document support—'allowing multiple documents,to be linked together. & managed as a single object. ➢ Component parts of above bullet can be revised to create new versions of the virtual document. ➢ The ability to establish retention requirements, flag and generate a query to notify administrative personnel when file needs to be destroyed. ❑ The Ability To Link Multiple -Content Repositories Across Logical And Geographic Boundaries To Form A Single Federated Content Repository. ❑ Back-End Functionality For Automatically.Storing Scanned Documents In A Repository And Converting Them To A Range Of File Formats, Including TIFF, Microsoft®Word, PDF, JPEG, And ASCII. ➢ User ability to create cabinets, folders, documents, and other object types with the repository. ➢ User ability to easily map index values such as barcodes, key-index fields, dateltime stamps, and unique document numbers directly to the attributes of the module. - 14 - REQUIREMENTS DOCUMENT FOR AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CONTINUED - ➢ User ability to create multiple renditions and multiple versions of a document, and place objects.directly into the repository or into another user's inbox. ➢ Wizards for quick 'and easy specification of document type to be 'Captured define index or attribute information that will be associated with the captured document. ➢ Full functionality of any scanner, including Intranet linked centralized, image enhancement and endorsers. ➢ Features for image clean up and enhancement, such as straightening crooked scans, noise removal, barcode recognition, and border and image cropping. ❑ A flexible GUI front-end interface compatibility with varying handheld devices such as Microsoft Pen tablet all Windows 2000 compatible, ➢ A product that will eliminate the "cut-off, cut-over" dilemma. ❑ An Expansive Library Of API's And.COM Interfaces That Has The Abli ty To Seamlessly integrate With The City And HBPD Existing Systems Such"As JD Edwards, Utility, Cityview, CIS, Crystal Reports, And Portal-Products. This Component Should Be Able To Retrieve All Related Documents From The Systems Listed Above In Either A Tiled Or Layered Display. ➢ Provides a connection between applications that support open database connectivity enabling users to work in ODBC-compliant reporting tools, such as Crystal Reports, for performing data analysis and reporting using content stored in the repository. ➢ Allows users to write reports that provide lists of Objects. ♦ Reports such as weekly of new customer service requests to reside in the repository. ♦ Enables usage analysis of specific content objects over specified timeframes. ♦ Ability to create an audit trail report to track which users have accessed different set(s) of content objects. REQUIREMENTS DOCUMENT FOR AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CONTINUED - ♦ Ability to chart or graph trends based on usage of specific content. Certified to integrate with Crystal Report, Previously listed 16pplications and manipulative integration to Microsoft'AccessO and Microsoft Excel& ❑ Cad Abilities That Manage the Creation, Access, Approval, And Release of Drawing Created with A CAD Application. ➢ Ability to retain revision control and relationship management of complex engineering drawings and reference fields. ➢ Allows users to create multiple view of cad documents by rendering different sizes, views, layer, and colors, and lets users distribute complex documents of information consumers for review or viewing. ➢ Content authentication service that enables content management in highly regulated environments. It will meet the requirements mandated in the U.S. code of federal regulations, title 21, "electronic records: electronic signatures" (21 cfr11). ➢ Provide functionality to meet requirements 'and regulations from the U.S. environmental protection agency, the U.S. department of defense, patent regulations, and international quality standards. ➢ Trustworthy electronic signatures and a secure audit trail to provide evidence of'who did what and when." ➢ Enables administration for complying with the records migration and records management policies unique to an organization. ❑ Backup System Solution for Data Loss Prevention and Disaster Recovery. ➢ Deliver business continuity for preventing downtime, including backup and recovery, redundancy and fail over, and high data availability. ➢ Protects data integrity with point-in-time data restoration, recovering data at a granular level, and maintaining all cross-references between related objects. ➢ Provides alerts when corruption is detected at the application level. ➢ Enables incremental synchronized backup; allowing systems to continue operation while backups are routinely carried out. - 16 - KEQUIREMENTS DOCUMENT FOR AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CONTINUED Q A Desktop Component That Follows The Windows® Explorer Paradigm, Providing Users Complete Control On Repository. Content And Supply Administrations --Deployment And' Controls To Enforce Organizational Standards. ➢ Desktop component that will integrate with Microsoft outlook® to reduce the users learning curve. ➢ Contains metadata and full-text searches, allowing users to quickly locate, leverage, and reuse content. ➢ Enforces security with configurable, object-level permissions, preventing accidental file deletion, or unauthorized access. ➢ Authorizes Users to manage all phases of content lifecycle and participate in workflow. Q An Automation Server That Generates PDF and HTML Rendition of Content . Stored in the Repository. ➢ Automatically renders common Microsoft office formats into HTML. ➢ Generates an easy to read PDF version of content stored in the repository. ➢ Provides automated transformation of content for keeping different format versions in sync. 0 Digital Asset Manager Module That Has The Ability To Intelligently Accept, Securely Store, Visually Browse And Manage The Broadcast Of Digital Assets. ➢ Includes a standard web . interface including asset ingestion, download, . search, and preview over both Internet and Intranet connections. ➢ Administrative utilities to manage users and passwords, metadata modeling, associations, security, user-defined fields, and an asset usage report generator. ➢ Role-based system views that allow access to specific asset metadata while making other fields unavailable. - 97 - REQUIREMENTS DOCUMENT FOR AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM CONTINUED ➢ Media plug-ins that ingests and analyzes all digital files and extracts data inherent to the specific-.media file. Media plug-ins should include audio,_ image, video, and document,assets. ➢ A video browser that enables users to see a video's main representation along with storyboards, clips, and time code information from one screen within the browser interface. ➢ Indexing and metadata ability to track pertinent information of all assets including media properties, metadata, user-defined fields, keywords, notes, and annotations. ➢ Module offers multiple search abilities and levels: quick, simple, and advanced searching. ➢ Security that supports enforcement at the asset level, asset group level, user group level, and user level. ➢ Module.that enables defined associations between assets as, required and supports standard. relationships, such .as- Versioning, . licensing, and . sequencing, as well as user-defined relationships. - 18 - ,I k SURVEY OF EDMS VENDORS Extensive research of potential EDMS vendors will be conducted to. assure the objectives of the Clerk's Office are met if not exceeded. After vendor literature, infrastructure requirements and pricing for approximately five concurrent licenses are received and reviewed, vendor will be invited to demonstrate their product and answer the questions of the Clerk's office. Prior to any vendor demonstrations, a comprehensive list of questions, scenarios, queries, reports and miscellaneous items will be compiled. Each demonstration should be through requiring only one demonstration and the Clerk's Office shall be in possession of all requested documentation at this time. This research will determine if the vendor meets the following minimal requirements: .Offers a modular product - ➢ Understands municipalities, specifically the office of the City Clerk _ ➢ Innovative; ability to stay ahead of the technology curve in both the hardware and software arena ➢ Fiscally solid ➢ Proven product_satisfaction record ➢ Proven customer satisfaction record ➢ Multiple municipal references in California, specifically City Clerks This research will be supported with a MicrosoftlD Excel spreadsheet that specifies all of the City Clerk's needs criteria as is mutually agreed. It will contain multiple functions to quantitatively access and provide a percentile discovery of the vendors' ability to meet the Clerk's needs. This matrix is objective in nature. Suggest criteria that will be presented to potential vendors is viewable on Attachment 3. - 19 - ATTACHEMENT 3 Detailed Results Evaluation criteria R12! RaA Coporation B Corporation C Corporation D Corporation E Corporation nge, Pis % - Note Range Pts % Note Range Pts % JNot4 Range Pts % Not4 Range Pts % NO Requirement Weight Classification % Laval Rana* D Desirable 2 E Excellent 100% I Important 5 F Fair 50% M Mandatory 20 0 Good 75% A01 Product maturity 73 1 69 92N• 63• 83'/. 75 100•/. 75 100% 50 67% Package(s)are proven&100%Microsoft Access compatible M 20 G 15 75% 6 1 G 15 75% 6LE 20 100% 3 E 20 100% 3 G 15 75% 6 Packs s evolves with technolo M 20 E 20 100% G 15 75% 20 1000A E 20 1000Vo F 10 50% 6 Packa s are modular M 20 E 20 100% E 20 100% 20 100% E 20 100% G 15 75% 6 A02 Ease M use i 79%r ,s=?788'hY.Administrators can change parameters;i.e.,templates,useraccess,retention criteria etc. M 20 E 20 100% E 20 100% 20 100% E 20 . 100% 1 E 20 100% Provides Interactive help for key actions 1 5 G 4 75% E 5 100% E 5 100% G 4 75% F 3 50% Users can cancel lest action without Impact 1 5 G 4 75% E 5 100% G 4 75% F 3 50% G 4 75% Users can easily review history of transactions projects 1 5 G 4 75% G 4 75% G 4 75% G 4 75% G 4 75% 6 Screens have standard format and are easy to read M 20 G 15 75% G 15 75% G 15 75% G 15 75% E 20 100% Reports have flexible format are easy to read and generate M 20 G 15 750A G 15 75% E 20 100% G 15 75% G 15 75% 6 Allows printing of screen contents at workstation orprinter) 1 5 E 5 1000/0 G 4 75% G 4 75% E 5 100% E 5 100% Provides quick and easy access to any related document i.e.,J.D. Edwards,CltyView.CIS$portal products. M 20 G 15 75% A G 15 75% 6 G 15 75% E 20 100% G 15 75% 6 Provides list of possible field values when requested;propeqy 1 5 G 4 75% E 5 1000/0 E 5 100% 0 0% G 4 75% 6 Provides data access through report generators M 20 E 20 100% E 20 100% E 20 100% E 20 100% G 15 75% 6 Enables storage and reuse of queries(Scanning) 1 5 E 5 100% E 5 100% E 5 100% E 5 1000/a G 4 75% 6 Allows regular execution of queries(Scanning)/automated 1 5 E 5 100% E 5 1000/0 E 5 100% E 5 100% G 4 750/a 6 Displays results in orderspecified by user D 2 E 2 100% E 2 1000/9 E 2 100% G 2 75% G 2 75% 6 A03 Documentation 70.: -:90 100% 70 1000/. 70 : .,;::100% 70 .>; 100•ti 52 74% User guide available complete and sufficiently detailed I 1 5 E 5 1W/o E 5 1000/0 E 5 100% 1 E 5 100% G 4 750/a 6 Operating uide available complete and Sufficiently detailed M 20 E 20 100% E 20 100% E 20 100% E 20 100% G 15 75% 6 Current clients are satisfied with documentation D 2 1 G 2 75% E 2 100% G 2 75% G 2 75% F 1 505/0 6 A04 functlanal ca 11 ttt.a r ..::r,'3 >ra,a F ai4nat ,>;f.100 use a?;:88p�.777+e pppp• p� „ .per•' ( ri_���r` A..}, p� Y�aak� ► Yp� • 001� .T iF`kS':ft3 4unro..,83'h 7Ya�i1 .,pp x- r*t,.. �iOY%k°il, -nl,t,i./i 4.n.•Y?I:w .7�h" 4 ..,ei7�4lV bv,Y'�;bT=">7gh Ability to link multiple content repositories across logical and geographic boundaries D 2 F 1 50% F 1 50% F 1 50% F 1 500/6 F 1 50% 6 Back-End Functionality:Store scanned documents in a repository &convet them to any file format M 20 G 15 75% G 15 75% G 15 75% 1 G 15 75% F 10 50% 6 User ability to create cabinets,folders,documents&other object types within the repository M 20 G 15 75% 17 20 1(X)% R 20 100% F 10 SO°!° G 15 73% 6 User ability to easily map Index values Le.,barcodes,key-Index fields,dateftime stamps,document numbers I 5 E 5 100% E 5 1000/0 E 5 1008A E 5 100% G 4 75% 6 The creation multiple renditionstversions of a docment I 5 E 5 1000/0 E 5 100% E 5 100% E 5 100% E 5 100°h Wizards for specification of document type,ability to define Index or attribute Infomatlon that will be associated with the captured document 1 5 G 4 75% G 4 75% F 3 500/0 G 4 75% F 3 50% 6 Full Functionality of any scanner,including Intranet linked t centralized,Image enhancement and endorsers M 20 E 20 100% G 15 75% E 20 100% E 20 100% G 15 75% 6 Image clean up and enhancement features,i.e.,straightening, noise removal,bercode recognition,border and Image cropping�access, PP M 20 E 20 100% G 15 75% G 15 75% F 10 St1% G 15 75% 6 CAD abilities that mane a the creation approval and 9 release of dreyylng created with CAD applications D 2 E 2 100% E 2 100% F 1 50% 1 F 1 SO% F 1 50% 6 -21 - Detailed Results Evaluation criteria A Coporation B Corporation C Corporation D Corporation E Corporation x Range Pis % Notel Range Pts % Note Range Pts % lNolf Range Pts % Nob Range Pts % Nob A05 Efficiency 76 1 66 88% 1 66 88% 56 75% 56 75% 56 75% Availabilit rate meets operating needs/speed M 20 1 E 20 1000/6 E 20 100% E 20 100% E 20 100% G 15 75% Implementation with a measurable timeline for ROI M 20 G 15 750A G 15 75% F 10 50% F 10 50% G 15 750/0 A06 Maintainability ?8 75 .. . .,i0p°ti :.. 36- 73°/" 75 100% 63-.- , ... 83•/. 50 : 67% Device Expansion M 20 E 20 100% I G 15 75% E 20 100% E 20 100% G 15 75% Can be customized to organizational needs M 20 E 20 100% G 15 75% E 20 100% G 15 73% F 10 50% 6 Decentralized scanning environment M 20 E 20 100% G 15 75% E 20 100% G 15 75% G 15 75% A07 Pack s are proven&1009E Microsoft Amass oom Ible 86- << 33:=. 100•/. 35 s 100% SO 91°/. 47 83% s42 <.;: 76•h Secure Print 1 M 20 E 20 100% E 20 100% E 20 100% G 15 75% G 15 75% 6 Store users forms and formats D 2 I? 2 1000A E 2 1000/9 E 2 100% E 2 100% G 2 75% 6 User-based access control D 2 1 G 2 75% G 2 75% G 2 75% G 2 75% F 1 50% 6 Flle•based access control at printer or workstation M 20 E 20 1000/0 E 20 100% G 15 75% E 20 100% G 15 75% Ensures automatic backup copies D 2 G 2 75% 6 G 2 75% F 1 50% G 2 75% G 2 75% 6 Logs all transactions M 20 E 20 100% E 20 100% E 20 100% G 15 75% G 15 75% A08 Technical caracteristics 70 61 08% 30 71% 57 OR. 69 99H. 57 81"/. Ex orts date to files to network M 20 1 20 100% R 20 1(N)% E 20 100% E 20 100% 1i 20 100% Automatically manages Identifiers M 20 0 15 75% G 15 75% G 15 75% E 20 100% (} 15 75% Enables automatic data gathering(bar codes 1 5 G 4 75% 1 G 4 75% G 4 75% G 4 75% F 3 500% 6 Records and prints texts with accented characters D 2 E 2 1000/o 1 G 2 75% F 1 50% E 2 100% E 2 1000.E Allows user-specified date puMes M 20 G 15 75% 5 1 F 10 50"/o E 20 100% 5 E 20 100% G 15 75% 6 Exports data to word processors orspreadsheets D 2 E 2 1000/0 1 E 2 1000/o E 2 1000/0 E 2 100% G 2 75% 6 Enables archlving and retrieval of archived data M 1 20 1 E 20 100% F 10 500/0 F 10 $00/0 E 20 100% G 15 75% 6 A09 Technical environment :,.: t10 ::v• 4b,,.. ,;,,,,93% 38 , 16% q1. 82"/0 39., 78•b : 46,:.:::, 93% Works with existin PCs/Networks M 20 E 20 100% 3 G 15 75% G 15 75% G 15 ' 75% E 20 100% Works on PCs and minicomputers D 2 G 2 75% 3 G 2 75% F 1 50% G 2 75% G 2 73% 6 Enables data access through existing 4GL M 20 G 15 75% 3 G 15 75% G 15 75% G 15 75% E 20 100% Works with or anization's current e-mail system M 20 E 20 1OWo 3 G 15 75% E 20 100% G 15 75% G 15 750/1 6 Enables EDI with suppliers 1 5 E 5 100% G 4 75%1 1 G 4 75% E 5 100% E 5 100%1 6 1901 Pre-Im kmentetlon services 60 46 92t�G 50. 100% • 30 100°1° 30 > 100"/. 38 73% Supeorts implementation for validation tests M 20 E 20 100% E 20 100% E 20 100% E 20 100% G 15 75% 6 Makes necessary package customization M 20 G 15 75% 1 E 20 100% E 20 100% 1 F, 20 100% F 10 50% 6 Supports design of work Erocesses M 20 I? 20 1000/9 1 E 20 100% E 20 100% E 20 100% E 20 100% 6 802 Implementation services 100. ;, 81 -817• 81 81"/. 81 81°/. 88 s 88•/. .:; :a::•81.:, 81•/" Supports package deployment M 20 E 20 100% 1 E 20 100% G 15 75% E 20 100% E 20 100% 6 Supports user trainlnA M 20 G 15 75% 1 G 15 75% 1 G 15 75% G 15 75% G 15 75% 6 Supports training fors stem professionals M 20 G 15 75% F 10 50% G 15 75% G 15 75% E 20 100% Supports conversion of current data M 10 G 15 75% 1 E 20 100% E 20 100% 1 E 20 100% F 10 50% Quick effective post-Im lementation service M 20 G 15 75% 1 0 15 75% E 20 100% F 10 .50% F 10 50% 6 jHelp line available D 2 G 2 75% E 2 1006A G 2 75% G 2 75% G 2 75% 1 -22 Detailed Results Evaluation criteria A Coporation .B Corporation C Corporation D Corporation E Corporation Range Pts % Note Range Pts % Note Range Pts % Note Range Pts % Noh Range Pis % Noti C01 StablINvotsuPPAW 60 39 77% s0 100% s0 100% 39 77% 25 50% Su lier Is well established M 20 G 15 75°h E 20 100% E 20 100% 7 G IS 75% F 10 50% 6 Supplier is a market leader D 2 E 2 100% E 2 100% G 2 75% 7 G 2 75% F 1 50% 6 CO2 Reputation of supplier 100 100 100% 100 100% 100 100% 77 77% 55 55% Current clients are ve satisfied with services M 20 E 20 100% 4 E 20 100% E 20 100% 7 G 15 75% F 10 50% Reco nized In marketplace for qualityproducts and services D 2 E 2 100% E 2 100% E 2 100% 7 G 2 75% G 2 75% 7 CO3 Business loonUon so, 80% 64. M% 80 .;:.;:100% so.r.. •..100% ..42 c 52% Isupelierhas a regional service location I S 1 E 5 100% 6 E 5 100% 6 E 5 100% 6 E 5 100% F 3 5 b Current clients work locally M 20 1 G 15 75% G 15 75% E 20 100% E 20 100% F 10 500A 6 C04 Su Ileroharacterlstbs> . 70 ;,'M 2p0'/• T,4,.. TO ::,::0:.;;100'/• a: TO x:100'4i• 3s SO'h Suppliertvendor facilitates all modules D 2 E 2 1000/0 E 2 100% E 2 1000/0 G 2 75% F I 50% 6 Compliance with national standards on product content D 2 G 2 75% G 2 75% E 2 1000/0 E 2 100% F 1 50% 6 COS Contractual elements, = a0 45 "/•<.76 4S ;;7borG . . 4T . %78% 33 «:.:sbN. 33 s6•h Testing eriod with reimbursement available is a plus M 20 G 15 75%1 F 10 50010 F 10 50010 F 10 50010 F 10 509/6 Sufficlent warranties are provided M 20 G 15 75-Al E 20 100% E 20 100% G 15 75% G 15 75% Methods of payment provid2d facilitate coat averaging 1 5 G 4 75%1 1 G 4 75% E 5 1000/0 (1 09'01 0 0% DOL Produat costll ,'.z ,pF;„:'100;o.!siz ;;f7 .�,�;9r7 k 6 8Q g3+.;� �r10AOA�.n : ,� 00ic�»"'�fw% ev's1p0:�,w�:�100% .��..,i :M?;c.75! ��A•75'/i s• MF�� 1 Initial costs do not exceed 60%of project budget M 20 G 15 75% G 15 75% E 20 100% E 20 100% E 20 1009/0 Uparads costs are within Planned budgets M 20 G 15 75% E 20 100% E 20 100% E 20 100% F 10 SO% Initial costs do not exceed 25%of project budget M 20 E 20 100% 015 75% E 20 100% E 20 100% 0 15 75% Usage support costs are within planned budgets M 20 G 15 75% E 20 100% E 20 100% E 20 100% F 10 50% NOTES: •1 Additional charges Indicated,not specified. 02 Questlonable definition of processes versus server/computer. •3 Additional points were awarded because file Is obviously more complete than the others. •4 Rated by vendor,current customers not fully Interviewed. •5 Supplier has not stated It Is absolutely possible. 06 Requires multiple vendor colaboration. •7 Inquiry to future evolution of vendor In market , -23- EVALUATE & SELECT EDMS SOFTWARE TOOLS Based on the joint conclusions, budgetary confines, vendor performance, fit, and compatibility with the Office of the City Clerk.a selection will be made. The vendor will provide the following in their scope of work for installing the selected software: ➢ Timelines— Delivery and installation ➢ Milestones— Hardware, software ➢ Testing— Beta testing of all hardware and software ➢ Documentation Inventory—All technical and user related manuals ➢ Training— Initial train the trainer(one day) PROCURE HARDWARE and EDMS SOFTWARE Given the Clerk's budget consultant will perform research, secure demonstration hardware, and interrupt hardware specifications for compatibility with selected EDMS software. ➢ Coordinate selections,and installations with Information Systems ➢ Install EDMS on Pilot Unit ➢ Build Prototype ➢ Conduct Pilot Testing PROJECT MANAGER TESTING ➢ Test every-workstation for functionality, 'bum-in' for an extended period ➢ Execute multiple EDMS component software functions simultaneously on all licensed workstations ➢ Generate all documents, reports, queries and summaries guaranteed by vendor ➢ Execute all methods of search criteria and generate a response time report ➢ Simultaneously test all licensed workstations to ensure adequate throughput and accessibility -24 - PROJECT MANAGER TRAINING Superior training of the staff in the City Clerk's office constitutes the single major factor in the success or failure of this project. In order to exceed the expectations of the Clerk's Office,. training will be conducted .with due diligence and with every , . consideration for the on-going work of this office. Vllith more than twelve years'of microcomputer application teaching experience, I understand there are vast differences in the learning curves and retention capacities of each individual. Having personally 'suffered' through a fast paced technological transition and a student through out my formal education, the empathy and patience integrated in my presentation facilitate a comfortable, effective transition of knowledge. An example of a user's manual I authored and will provide all users in the City Clerk's Office is shown in Attachment 4. The following goals are milestones for in-house training: TRAINING GOALS ➢ Give a complete overview, orientation, and handouts on what is an Electronic Document Management Systems ✓ How this EDMS solution will assist the Clerk's'Oiice in accomplishing'it's mission and eliminate any fear factors ➢ Outline how the hardware, repository, software and production work together ✓ It is much easier to learn something new if you understand how the parts work in unison and where production occurs physically as the user generates product ➢ Assess the user needs of each of the City Clerk's employees ➢ Determine administrative users, super users, and limited access users and compile fora User Profile Discovery report ➢ Create user manuals for each ofthe three user type groups adapting each to the specific functions, components and requirements discover in the User Profile Discovery ➢ Proceed with training based on requirements discovered above ➢ Provide any an all assistance, documentation and illustrations requested by the City Clerk - 25 - ATTACHEMENT 4 SCANNER, OCR PROCEDURE 1. Prior to scanning documents: a. Xerox minutes to make sure they are scanner readable b. Make sure Separator Sheets are Xeroxed to include the entire Portrait Feed "read strip' located on the right margin. C. On the Copier, Xerox-Separator Sheet with the Portrait Feed read strip to the left and the Landscape read strip pointing towards you. A. The Portrait Feed Read strip has four distinct strips, two narrow(1/81h inch)and two wide (1/4 inch). e. Documents are loaded face down. f. First sheet is a Separator Sheet. g. Separator Sheets are included between each set of minutes to ensure separate batches. h. Make sure Scanner is turned on, You'll see a green power light. Gently, place Minutes, complete with Separator Sheets face down in the scanner. i. In the following steps, should an error message indicating the scanner has jammed, reduce the volume you are scanning. 2. . From Desktop open Batch Manager from short-cut icon 3.' In Batch Manager, (shown below) select File, New Batch from the Menu f S/31/0 k"-27PM ADMATERIALREO U31/00 Index R ksoanl 5 -27- 4. In the Create Batch Window(shown below) fill in the following fields on the General Tab: RW7R� .� wdr.•�.i`�:.r.'.'6tSr�5�"•-:'a'h7,'3c:..�.i� ..2 a.�i F how 6I1 IUp 11:1217 Ah1 --— - Papas Pet&C"ict�t �. ` D Pa ba�eFt �� _ #¢ P ►Bt U '0YA}may _ r-- , 2rr-fit •,,''.+- i a _ _t ss :x=GIs, . 1 . _ t s _ �~f .-v •jS^tea .. �"'`ay - _-.c _ -ri -��4 _ inu A. Batch Class = One of the following: 1. F_HAZMAT_ADM 6. FD_OILABAN 2. FHAZMAT_INCIDENT 7. FD OILHIST 3. FD_ ENVRPT 8. FD01LINFO 4. FD_HYDRO 9. FI _PREVENTION 5. FD_1NVFZPT 10. FD STMRHSL Where: 1. Includes Hazardous Materials Disclosure Information 8t Compliance Notices, Business Owner/Operator Identification, Chemical Inventory And Business Emergency Plans 2. Includes Hazardous Material Incident Data And Investigations 3. Includes Environmental Reports 4. Fire Hydrants, Optically Scanned By Hydrant Number And District 5. Includes Fire Department Investigative Reports 6. Files Related To Abandoned Oil Wells By Well RD, Well Name And Well Number 7. Files Tracking The History Of Oil Well By Well RD, Well Name And Well Number 8. Miscellaneous Information On Oil Wells By Well RD, Well Name And Well Number 9. Files Based On RD (Response District) Which Is Also Called GRID, And DISTRICT; The Alpha Street Name And Numeric Structure Designation 10. Fire Department Records Qualified by State Marshall Inspections B. Name: --Today's date+ Operator initials Example: 0601 OOmp (No slashes) C.Click on the Save option button, then click on the Close option button -28 - 5. In the Window that follows, Ascent Capture—Batch Manager(shown below)find your fie, click on it to select. Note the word Scan under the field name Queue. Right click on the word Scan and left click on the menu option Process. 6. A small Scan Control window oPens, click on the Scan Batch icon, V`from left MAIV Referenced in Step 8 H x1Y.n2. _�-� +.�. -`��l•-ate-._y sn4��g - c - - i`"r` `t -: r d. '" Ali!^ "•7 _..----=�:::'r.�+ai,.�- -. .:Tl.�rbri:n,g�,i:,r :-+s-;•r;,,,��� _�.�.T'-,c tc,'>�- _ ','-`sz � �^�'r�•.'-��r".�w��aS.i"1.....c_. -.�i."'. Jig.&a ::1�:- tiY:. 7. When scanning is complete you'll see a window in the lower left of your screen labeled Batch Contents (noted in Step 7)that is similar to the following: Verify that the correct number of sets were scanned. . " ;Don,Van_look- _- j:�;y.yi:_��"�"7b_R'.�5�'a n �fi�e�_E'�:'���1.•`i n;`.-�:'p� - -- - --via ? -. y� -� }- �- ` J City e0 Haetiextea Beech fire Deoerineer _R1w�ini�7g9t lrtrr�rA a"CNNRVIA+wa 1 FIRE DEPARTMENT ALIWORIZATION = tY1/m11:1Z17Ni - trM ROOR ttiw OM 33 1 II1 Y rr=PACIFIC COAST11WY PATIO r�pe�olel VMS >� irtJIIT11,rIR1N 11LAC'11 to�71M I+r:11�Lxu Mmyrre,HLU CC" fo Irlr P1.a rm ow P rx7 0-pro To& A3 w Ad6r•dMel#�i�My it Cd,W dirr AL r♦/t��Ilrw�ww,i+r: Ll R—WHA r.nr tnwo•t.rwo.a o,:P.o.zr�.• rail�PAluFt IT ++.�'Rw� - 29- 8. Exit via the menu path Batch Exit. You'll see the following prompt: Select Close. - i 0oyou want to dose a' tl'le cunellt ttetcFl? �` AS F # � r :':j�-i>�:�-�. Your are then prompted with the following: : Select Yes. ... �.. - `i� ��[0 JIB�ts'0 y01J 1�F�tf�D C�piO Y .ti•v 9. In a window titled Ascent Capture—Batch Manager you'll see your document in the following screen capture. Right click anywhere on the line identifying your document, then left click on PROCESS.' In : AD MATERIAL REQ 1 - Index S4aperded awAnl 5 I/W 4:44:27 PM AD MATEF U4L REQ 'SMAM Index R Meeanl !f GA"0:11:52A,M FD-PMPSS GAJW Scan sumetwed idamil LEM. tn --. - �Y.vNo ME BEIM - 30- .ate+ �,@,�. -mw-°rw.��•�:K - .,: ::=�� :::,,._.___;:�„ is T pn Bch I 2 Y•rs ,`� 10. The next window titled Ascent Capture Index Note crucial fields a)—e) identified below, an underlined Index Field represents a required entry. a) RD NUMBER: REQUIRED ENTRY Stands for Response District(RD), also called Grid Number or District. Refers to the Orange County half-mile square grids used for kKuftn identification. The Grid is the first designator for a location, followed by the alpha street- name then the structure's numeric address. b) LOCATION: REQUIRED ENTRY The alphanumeric street address of the structure you are scanning. c) CITY: REQUIRED ENTRY Field defaults to Huntington Beach. This entry can be over-written if the default value is not correct. d) ZIP CODE: NOT A REQUIRED ENTRY Enter the appropriate zip code for the structure you are scanning e) INDEXED DATE: REQUIRED ENTRY This is system generated, tab through this field 11. If you cannot move through the prompts in the previous step it is due to data entry requirements that are not being adhered to. Check required data,format and re-key to. proceed. 12. When index fields are successfully entered and you TAB through the last entry requirement you will get the following prompt: Select Yes. x � docu�ant� - 31 - Your are then prompted with the following: : Select Yes. YYr� :?V.RI Fk��ti 14. The cycle will repeat itself from step 11 for each set scanned. A set is defined by the material between two separator sheets. 15. In a window titled Ascent Capture—Batch Manager you'll see your document as follows: _ - —" 5 §^yTI i sae 12 /W 3 M, MA T ERIAL RE U12/7 pdex Yse� SM/W 4:41:27 PM AD MATERIAL REQ 8MIM Index A lncanl s r-AW1111221 FD-111110 SnIm Sean Sumended W OMI WN 16. Right Dick on the word RELEASE under the heading QUEUE.then left click on PRocEss. 17. You'll see messages Ascent Capture—Release,Current Batch Progress and Page being processed as shown below. . - 32- BaEdi�e� FD P�H4dT "tii_-r � :�: _ �..;• Aloft; _ - t � 3t _F.1A��� -�`��fi�S="=dt�s r9iJ V __, _ - 'S!i';.-�91.i: -_ r'•:.::�{'rt-.'ri '�7�_ IN n=t.rrnynr-a�-.s-.�us...:_�+svmpr' ssrsaas+�+��«=:a..,--.tc+c+r-y+•�sfz-•ae:x+w.cxx W43i4AM Ibatch "Fp AMI •• 18. When completed the Screen returns to Ascent Capture--Batch Manager and your document has been released and your document does not show in the window 19. Select File Exit to close Batch Manager 20. Open Imaging Professional from the icon on your desktop 21. From the menu select File, Find Imaging Server Documents... 22. In the dialogue box that appears select the Field tab (see the screen capture in Step 25) 23. A dialogue box titled Server Login prompts you for a Username and Password Usemame =fdtempi, Password =fdtempl; enter both and dick the QK option button 24. From the Class: drop-down option box select FD for Fire Department and the appropriate document category(i.e. Hazmat DiscUBEP, RD, Hydrant etc.) Do Not fill in any other fields. 25. After you have selected the appropriate FD_docfype dick on the Find Now option button - 33- 26, All documents matching your specification will appear; see the example screen capture below: 3.x Document: -- -=sx::c:=.'.wcrrrasaaal .r'iB;�a'1�1.`i75: '�s`3r-a.:3itk's�iY+/:1�uEbr: -- T F rNSPECT10N_RPT ' _ slrideit•Fte�d rm,2 Fw m idVaiue r _ BUSINESS ERA7C ll 'vi F �ii'&' ✓� •Y yy 'f Doainer�t'H�a US IN E SS-NAKE MOUT—R .7= a—OPERATOR—A i }'= H8 Re adrmwrave 128 Charles ResMant admwa" 128 bB's rest xwi adrrwrave 128 C'hariae Restaurant adm m" a` 128 Chmic Btagm#2 admwave 128 Ma9or~'s Paface Ch neso admave Dina 6 CIO co lles blald = i :_ 27. Find your document click on it then click on the Open command button to review or print. ONLY IF YOU NEED TO OPEN THIS DOCUMENT TO PROOF FOR SCANNER READING ERRORS COMPLETE THE FOLLOWING STEPS. 28. When your document is open, select Tools OCR from the menu. - 34- - 29. You will see the following dialogue box, make sure the fields match the screen capture and click on the OK command button OCR input Auto detect Q� Auto detect - Raa�ngecAI tad `► OCR&*PiA ' otmet Wad fa WindaMalR TFOr r� *Ain POP Pape Large :S}^� " AIP - :r.: CICCtIOYI inter peps ambers ana/oi lW mats When the document is OCRing you will see the attached status window �jti Y-I O O F� D __ y ©CRinp 0515993%IBCHD0M%W03CH01001Mt '~ Rawg izitlp Pepe 1 d 12 . - 35- 30. When the document has been completely processed the Save OCR Results dialogue box appears as shown below: Viol •. Wrn98UpdataUnn astaft C J-- sL,rt Al Users Cl CookAppkafion ies OCUMS A Data O De*w p Cabroot 0 0asktop �. camranrl Ci Drwatson Docurlents('.doc) a Cencd 31. You save the document to the following location C:1W ndowslTemp OCR Was using the default file name provided by the Imaging Professional program. Click on Save command button. 32. Note the check box that reads Open OCR results after saving in the above screen capture. With the box checked your document will automatically open in Word when the Save is completed. Proof the document for Scanning misreads and other errors. 33. When you are done proofing and making changes, select File Exit from the menu. This step will return you to the Imaging Professional program. .34. You are then prompted for a profile, use the drop-down arrow and seledE*****. Then click on the OK command button. x - ;Eye..,. i:-• - -°=.xcra �-�'�:-..Rw1;.:. ._..4'`�'i-,.� r--r= 'a` 'az `4^'• �.i:' �sue?-r.a-� �=.r`�.• � - �s - 36- 35. In Imaging Professional select File Save As from the menu. The following dialogue box appears: ...�15-�".;� ,s�..�_,uao-�-�,.,ras.•.:.,6.:_.�.,._�_a:-�Ys rm.....y..n_Y� .��.JSF�a� save jrc HBIT Eashnen Doc Folds 1 • .� [ '� ?kL�? �'iYf{��_'»''-n�s.Z`�:.'�`'=�-^zg -�r•��'�+�'�.�'�:1.. tti.� `'.:i�k�.�' ' - . Nam_-��--„--�.._ti$, ;�,�_.:.;.r,•� ,Y- . .�: ='�. =. bio�iecl�._ r <.�_� 71�hOr• MLAdw dCity Aftmay d Cly Clerk d ciy Trearaer d Fie CJ IT DEPT ®d=scanned dots Ddauk 11 raA s99 O&W eve ,a HBI Test Doc 2 HBIT Word Doc Temp 3/4l2000 adymwft HBIT Test Doc Defauk 1012W999 admrrave H9IT Test Doc 3 HOIT Wad 11/2911999 ad vane 2 r - r .36. Using the drop-down.arrow to the right of the Save In option box(1 in the abode screen - capture) double click on the following folders to arrive_ at the correct directory.' HBIT Eastman Doc Folder 37. Document name: (2 in the screen capture in step 35 will be the date of the minutes in MMDDYY format. The Save as type: (3 in the screen capture in step 35)will be Clity Clerk Minutes. The screen should resemble the following capture: .._ --=a- '.b.-� - - :.war - _ -.._y ♦ -- - "•s"r: - Save 1999 d t z3 3 {MT . 4ee.;,n ._{ 1 7 "•erG.L" t: 0104% Cly Ckdc MnAes 2124/2000 Ehft Liz ~ F020199 Cly Clark Mid= W5000 Ehft Liz 2 Mims Ciy C1ak WhAa 2r2E►d2000 Elvis Liz' 022299 Cly Clerk Mules 3/9/2000 EhrirKt.La fn 030199 City Clark MhAn 41t212000 EhMg.Liz 1031599 Cly Clark Mr in 4112r2000 Elvig.Liz 032999 Ciy Dark MnAft 4112r2000 Ehft Liz 040M Cly park Mina 4A2r2000 Eking.La 041999 Cry Clark Minna 4112rm Ehft La -' 05MClv Ckrk Mhi" 4/1212000 Brim.Lit _ .-'r�a:7:G '�.;.=s�`;:?�`•:;`'.'_-^T-,-;__--r_-s��-�-�:_. _ rE=r.-:a-f.,�ta!+-L-s.�l�.�L�."",=�:�sa '.'. R 5-;e--�Y}*'vs+•:'r'r.�+-.w..aaic..�-,rr.-r�.1s-t._,'.. --y t- 'T � ..< - Save a: -- -75 R x u 1li/tit - 37- 38. Click on the Save command button. 39. To exit select File Exit from the menu. 40. The next message box will ask if you want to check.in the document as shown below: X �.:�1 Vim`-:�F'•:T .I '- - L:�s� J Select Yes. 41. When prompted with the following option box, always select save as a new major version for new.documents. Click on the OK command button. . M%I MIM, .ICJ.. a aiiia ai new ma16111 2 D ; yri„ E "fit,",Save a iiew{�iriaiiieiiian �. � -r ' Q 12, �4r K _� ["ti�f+Yr"JE••�r� "'r MAN .a..... -,• !_ ' 'Fri'::•: �" CFracic in cF�erges 6u1 jieep dOorChedrod out _� F r ��' 42. The program closes, you are done. - 38- B L BATCH MANAGER,1,3,S,T,8 LOCATION, F M Fo Hamm DIBCLIBEP,2 MASTER FILE NUMBER,6 FD HYDRANT,2 FC Ro,2 S • G SCANNER,1 SEPARATOR SHEETS.6 GRID,2,6 SEPARATOR SHWSs i SET,1,6 INDEX,a -39- GLOSSARY OF TERMS- WITH DEFINITIONS GLOSSARY -DOCUMENT IMAGING TERMS DEFINED -Accelerator Board: A printed circuit board that can be added to a PC to increase its performance. Sometimes called a controller board. Kofax provides a wide variety of accelerator .boards. Caching images Acrobat: Adobe's electronic document format. Documents can be created from within a word processor, from postscript, or from scanned pages. The documents are highly portable; yet maintain the look of the original. Acrobat is especially useful in this area because Adobe makes the reader available free. Version 3.0 also makes it integrate well with web browsers. ADF Automatic Document Feeder. A device that holds pages and feeds them one.after another-into a scanner.. Auto feeder A device, which is either integral to or added on to a paper scanner to accept a stack of paper and automatically feed pages. Auto feeders vary in their ability to accept differing thickness, sizes, and qualities of paper. As paper transitions from thick to thin, double feeds can occur. Bar-code Consists of a series of thin and thick black lines that when placed in defined patterns represent a numeric or alphabetic character. Batching Collecting multiple pages together and separating with batch separators. Batches are either fixed quantities of single pages that can be counted to identify double feeds (see auto feeders), or consist of multiple levels often based on three levels of index. Recently there has been some interest in using color-coded bars scanned with a color scanner to identify batches. -41 - GLOSSARY Bates Numbering The process of associating a unique, usually sequential, and alphanumeric, identification code with-a group of documents. Bates.numbers can either be directly printed on the paper documents during scanning, or added to the digital document images during image processing. Bates numbering is primarily used in legal applications. Batch Processing A repetitive processing of data or files by using only one command. Bitonal An image or file comprised of pixel or dot values of either black or white. Capture Acquiring an image by a scanner or digital camera. CD-R Compact Disc-Recordable. .The standard for creating write-once compact discs on a standard computer. Client/Server A model for a relationship between two computer programs in which one program, the client, makes a service request from another program, the server. A good example of a client/server interaction is the Internet. The Web browser on your PC is the client program that requests services (in this case, Web pages or files) from a Web server. Compression The re-encoding of data to make it smaller. Most image file formats use compression_ .because image files tend to be'large and consume large amounts of disk space and. transmission time over networks. Database A collection of related information organized by a software application for easy access and speedy use. - 42 - GLOSSARY r- Data compression The process-of converting data from one format to another format that is physically smaller-The same logical information is stored using less physical information.. Digitization Synonymous with scanning, it is the conversion from printed paper, film, or some other media, to an electronic form where the page is represented as either black and white dots, or color or grayscale pixels. Digital Documents Document Image - Electronic image of a paper document. Created by scanning paper documents. Indexing and/or OCR are required before document can be queried. Double Feed -the feeding of two sheets of paper at once. Sometimes on roller based scanners this can occur so cleanly that it cannot be detected. Document 'A"Document' can be defined as: "A group'of related pieces of information held together in digital or physical form. The information can take the form of printed material, sound and/or video recording, or digital files such as spreadsheets. electronic text or data files.' Document Imaging The process of converting data from a paper format to digital form. Document Management Document management is "the process of retrieving, sharing, tracking, revising, and distributing documents and the information they contain.' Document Management Systems enable you to store documents electronically. This facilitates the process of retrieving, sharing, tracking, revising, and distributing documents and the information they contain. A complete Electronic Document Management System (EDMS) provides you with all the software and hardware required to insure that you maintain control over all your documents, both scanned images, and files that were created on a computer—like spreadsheets, word processing documents and graphics. - 43 - GLOSSARY Document Retrieval The process by which you can search and 'retrieve' an archived document from a database.-This is done by entering information in a database query screen. Dots per inch (dpi) A measurement of scanner resolution. The number of pixels a scanner can physically distinguish in each vertical and horizontal inch of an original image. Documents are normally scanned at a resolution of between 200 dpi and 400 dpi. Duplex The ability of a scanner to scan both sides of a sheet simultaneously. Requires-two scanner cameras and often two processing boards. Electronic Document A document that has been scanned, or was originally created on a computer. Documents become more useful when stored electronically because they can be widely distributed.instantly, and allow searching. HTML and PDF are well known electronic document-formats. Endorser usually provided with a programmable ink jet, provides a method of printing on scanned documents to ensure that all the pages are scanned. Also provides a method to find specific pages. Flatbed A scanner design in which the document is placed in the scanner's bed, either manually or by an automatic document feeder, and remains stationary during scanning. Can be useful for certain non-standard papers, but is slow and not good for production scanning GIF An image file format that is commonly used on the web. It uses LZW compression, which makes it good for color and grayscale images, but it does not compress as well as G4 for black and white. LZW is"lossless" which means it will not compress as well as JPEG, but will retain all of the image's quality. Gray Scale A range of gray tones from black to white used to create an image. - 44 - r GLOSSARY Halftone The"use of bi-level pixels to create the appeararice:of shades of gray by grouping the pixels in patterns that produce the desired shades. Used in printing and liquid crystal displays. ICR (Intelligent Character Recognition) The processes of recognizing handwritten characters. Similar to OCR, but more difficult since OCR is from printed text. Image Enabling A software function that creates links between existing applications and stored images. Index Refers to the information contained in an electronic document that enables you to retrieve it from a database. The index can include physical location information (e.g., where the document is stored) and document identification information (e.g., date archived, creator, and contents): Index Fields "Key Words" or search terms taken from each document. Used to quickly retrieve one or more documents. Examples of common Index fields are: "Account Number', "Invoice Number', "Date", "Address", "Company Name". Image File Format When a page is scanned, the page can be stored in a number of file types. The type should be chosen based on the desired use of the image, and the software that will be used. Different file formats commonly use different methods of compression as well, and some types of images compress better using some formats rather than -others. Image A digital representation of a document. -45 - �- GLOSSARY ISIS and TWAIN Scanner Drivers Specialized applications used for communication between scanners and computers. JPEG An image file format that is best suited for photographs. It supports "lossiness,' which means that if will throw away some detail in order to achieve better compression. It does not work well for text. Key Field Database fields used for document searches and retrieval. Synonymous with "index field." OCR (Optical Character Recognition) Refers to the process by which scanned images are electronically"read"to convert them into editable text. This conversion is performed after scanning, and may output formatted text or text-only files (flat ASCII files). Text generated by OCR is often input into text search-databases, allowing retrieval of the original scanned-image based on its content: Orientation The relative direction of a page, either horizontal (called landscape) or vertical (called portrait). POF Adobe's Portable Document Format. The term used to describe Adobe Acrobat files. RPM Pages per minute. A measurement of the throughput speed of a.scanner- how many letter-size pages the scanner can scan in one minute. Beware: ppm can be misleading. Resolution The number of dots per inch (dpi) that were stored during scanning. The greater the number, the greater the amount of detail that is visible. It is recommended that you use between 72 and 100 dpi for images that will de displayed on the screen, and 300 dpi for images that will print on common inexpensive printers. Higher resolution images take up more space as well. -46 - GLOSSARY Scanner An input device commonly used to convert paper documents into computer.images. . Scanner devices are also available to scan microfilm and microfiche. SCSI Small Computer System Interface. Pronounced "scuzzy." An industry standard (of sorts) for connecting peripheral devices and their controllers to a microprocessor. SCSI defines both hardware and software standards for communication between a host computer and a peripheral. Computers and peripheral devices designed to meet SCSI specifications should work together. Scan Batch A collection of documents that are fed into a scanner for the purpose of being converted Into digital or electronic documents. Simplex A document scanner that copies single-sided documents.. : ... SQL (Structured Query Language) A database access language that originated on mainframes and minicomputers, and which is now popular on PCs. TIFF (Tag Image File Format) An industry standard image fife format. It is unique in that it incorporates multiple compression techniques, allowing the user to specify the best format fora type of image, and that one-file can contain multiple images. TIFF Group IV (compression) A two-dimensional compression format for storing black.and white images. Typically compresses at a 20-to-1 ratio for standard business documents. Transport The method by which the paper is moved past the digitizing scanner. Affects speed of throughput and types of paper -47 - GLOSSARY TWAIN is a scanning interface standard developed to address the need for consistent, easy integration of scanners with document imaging programs. Software, programs that are written to support the TWAIN standard are capable of controlling any TWAIN compliant scanner.- . Video Scanner Interface An add-in board residing in the host computer, which enables communication and control of the scanner device. The board provides device control and file or data compression. Also known as an accelerator or compression board. ZIP A common file compression format that allows quick and easy storage for transport. Zone A rectangular area on a displayed image to be recognized, captured, or highlighted in some way. Zonal.00R , An add-on feature,of the imaging software that populates document templates by. reading certain regions or zones of a document, and then placing the text into a document index field. -48 - 1CITYj OF HUNTINGTON BEACH e" 2000 MAIN STREET CALIFORNIA 92648 C. OFFICE OF THE CITY CLERK CONNIE BROCKWAY CITY CLERK September 24, 2003 Michele Pritchett 16162 Sher Lane Huntington Beach, CA 92647 Dear Michele: Enclosed is a Request for Proposal Outlining a Scope of Professional Services needed by the City Clerk's Office. The City Clerk's Office is inviting proposals from a company or an individual to serve as Project Manager to establish a flexible and modular Electronic Document Management Software/Hardware System to accommodate the needs of the City Clerk's Office. Please review the attached Request for Proposals and should you wish to respond Please submit and address your proposal no later than 5 p.m. on October 6, 2003 to: Connie Brockway, CIVIC City Clerk City of-Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Thank you, Connie Brockway, CMC CB:pe j Enclosure t i G:CBMemos1s0031ProfSvcRFP.doc (Telephone:714-53"2271 4,"je CITY OF HUNTINGTON BEACH 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK CONNIE BROCKWAY CITY CLERK September 24, 2003 Evonne J. Travers Information Technology Consultant 250 N. Paseo Picaro Anaheim, CA 92807 Dear Evonne: Enclosed is a Request for Proposal Outlining a Scope of Professional Services needed by the City Clerk's Office. The City Clerk's Office is inviting proposals from a company or an individual to serve as Project Manager to establish a flexible and modular Electronic Document Management Software/Hardware System to accommodate the needs of the City Clerk's Office. Please review the attached Request for Proposals and should you wish to respond please submit and address your proposal no later than 5 p.m. on October 6, 2003 to: Connie.Brockway, CIVIC City Clerk City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Thank you, Connie Brockway, CIVIC CB:pe Enclosure G:CBMemos/s003/ProfSvcRFP.doc [Telephone:714-536-52271 r CITY OF HUNTINGTON BEACH 2000 MAIN STREET CALIFORNfA 92648 1fl OFFICE OF THE CITY CLERK CONNIE BROCKWAY CITY CLERK September 24, 2003 Steve Wignall Infosys Business Solutions 10073 Valley View Street—Suite#122 Cypress, CA 90630 Dear Steve: Enclosed is a Request for Proposal Outlining a Scope of Professional Services needed by the City Clerk's Office. The City Clerk's Office is inviting proposals from a company or an individual to serve as Project Manager to establish a flexible and modular Electronic Document Management Software/Hardware System to accommodate the needs of the City Clerk's Office. Please review the attached Request for Proposals and should you wish to respond please submit and address your proposal no later than 5 p.m. on October 6, 2003 to: Connie Brockway, CMC City Clerk 'City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Thank you, Connie Brockway, CMC CB:pe Enclosure G:CB Memos/s003/ProfSvcRFP.doc (Telephone:7 t 4.83"227)