Agenda - Council - 04/10/2001 - Laserfiche WebLink

Home

-260- GovDoc&com Service Schedule B- Ongoing Document De, livery Services Service Detinition GovDocs.com ("GovDocs") offers three ongoing services to provide City of Ramsey with ali of the hardware, service, aud security support necessary [o mahtain and manage the delivery of its documeuts to the public through tile GovDoes Document Delivery Application. These services will include: 1. Docttment Hosting and Data Transfer: GovDocs will host all documents that City of Ramsey chooses to iuclude witlfin the GovDocs application. Information related to the documents mnst be provided in a database fommt detemrined by GovDocs (GovDocs offers Setup services to put informatiou iuto this database format). Hostiug is provided in a way that allows users fi'om City of Ramsey to move seamlessly between the City ofRamsey website and the GovDocs application via HTML links. GovDocs also manages all transfer of data to users as partof this service. 2. Database aud Content ~rlattage~lte~tt: GovDocs witl maiutain up to date conteut and provide automated e -mail notifications, subscriptions, and reminders based on what each user wants to receive. GovDocs maintains a profile on each user who registers Ibr services ou the GovDocs application. Effective in April of 200 t, City of Ramsey staff will be able to submit updates through web-based administratiou tools that will be password protected so only approved members of the City of Ramsey staff can gaiu access. 3. Docament Conversion: GovDocs will convert City of Ramsey documents into l or more appropriate online formats. GovDocs can convert any type of document intothe appropriate digital fore, at(s). These formats iuctude: HTML, Adobe Acrobat (PDF), and Write-Enabled Adobe Acrobat (PDF) that can be filled in and printed with the PDF docmneut. Serv. ice Level .Agreement Document Hosting and Data Transfer · Ongoing hosting ofdocumeuts and transfer of related data to users for a tee based on the number of documents included in the system · Management of security firewall to prevent alterations of the documents by unauthorized users Database and Content Manaeemeut · Automated e-mail notificatioos, subscriptions, and reminders based ou what each user wants to receive · Management of user profiles tbr all users who sign up for subscriptions and notifications · 2-hour turnaround on updates or changes to the City of Ramsey documents contained within the GovDocs application (if document conversion is necessary, turn -around time will be up to 48 hours) · 48-bout turn around on the additiou of entirely new documents (uew versions or issues receive a 2-bout turnaround) or new document categories Document Conversion · Conversion of Newsletter ( 1 ), Council Minutes (2) and Agenda Packets (2) each month into PDF for a set fee · Low cost conversion of additional documents ou a fee-per-documeut basis based on theSupplemental Pricing List · 48-hour maxinmm turn around on document conversion for typical documents GovDocs Resg~nsibilitie_s GovDocs will provide: 1. Allofthe services outlined above 2. Quarterly traffic reports to quantify the use of the City ofRamsey docunrents contained in rite GovDocs application 3. One point of contact for City of Ramsey staff 4. Regular upgrades to tecbuotogy consistent with the latest browser and Adobe Acrobat requirements City of Ramse¥ Responsibilities The City of Ramsey is responsible to provide: 1. One designated project leader who can coordinate the project with GovDocs 2. A list of City of Ramsey staff members who are approved to update or add documeuts 3. Regular updates of documents so that the City of Ramsey information in tbe GovDocs application is always up to date 4. The Cit~, of Ramsey's best efforts to promote the availability of documents on its website to its residents through ..... promotions in its offices and through other mediums GovDocs Proposal 73 JallLlal'y I 1. 200 I I I I I I I I I I I I I I I I I I I