HomeMy WebLinkAboutC05-176 Fidlar Software
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COMPUTER SYSTEM AND SOFTWARE LICENSE SALES AGREEMENT
This Agreement is made this & day of f()t;;c , 2005, by and between FIOLAR
SOFTWARE, (FIDLAR) and the County of Eagle, State of Colorado, a body corporate and
politic.
RECITALS
A. FIDLAR resells computer equipment (hereinafter referred to as "hardware")
manufactured by various hardware vendors (hereinafter referred to as
"manufacturer") .
B. FIDLAR designs, develops and licenses it own computer software programs, all of
which is hereinafter referred to as "software."
C. CLIENT desires to purchase from FIDLAR computer hardware and/or licensed
computer software for the purpose of indexing and imaging documents
electronically.
TERMS OF AGREEMENT
In consideration of the facts mentioned above and the mutual promises set out below, the
parties agree as follows:
ARTICLE I - GENERAL TERMS
1.1 COMPUTER SYSTEM: CLIENT agrees to buy from FIDLAR, and FIDLAR agrees to
sell to CLIENT, the computer hardware and/or licensed program(s) described in
SCHEDULE A, at the price quoted and subject to the terms of this Agreement.
Article II describes the terms of this Agreement as it relates to the computer
hardware, if applicable. Article III describes those terms relating to the
software.
1.2 ACCEPTANCE BY CLIENT: CLIENT agrees to accept the software at the
conclusion of installation and testing of the software referenced in SCHEDULE A
and completion of the training period, provided the software performs the
functions described in Schedule F and as described in the iDocument Training
Manual bearing revision date 01/0612004, a copy of which has been provided to
CLIENT. If CLIENT notifies FIDLAR of a material problem with the hardware or
standard software within 60 days of installation and testing, FIDLAR shall
correct such problems within 30 days; otherwise, CLIENT will be conclusively
presumed to have accepted the hardware and software upon completion of
installation and testing.
Computer System and Software License Sales Agreement version HS 03.0 1 of 28
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1.3 DELIVERY: FIDLAR will deliver the Computer System to CLIENT at CLIENTS
facility located at:
Eagle County Clerk & Recorder
500 Broadway
Eagle, CO 81631 - 0357
Attn: Teak Simonton
ARTICLE II
INTENTIONALLY OMITTED
ARTICLE III - SOFTWARE LICENSE
3.1 PROPERTY RIGHTS: CLIENT agrees that all program specifications, systems,
design, applications, routines, subroutines, techniques, ideas and/or formula
utilized or developed or provided by FIDLAR in connection with CLIENTs
implementation of the software are and shall remain the sole property of
FI DLAR.
3.2 LICENSE: FIDLAR hereby grants CLIENT the rights to a nonexclusive and
nontransferable license for the possession and use of all software (Licensed
Software) pursuant to the Agreement described in SCHEDULE A.
A. CLIENT agrees not to copy the software covered by this Agreement in any
manner, except in normal backup procedures, without the express
written consent of FIDLAR.
B. FIDLAR agrees to mark all software operation manuals and related
materials with the following: "The information herein are trade secrets
and proprietary properties of FIDLAR SOFTWARE"
C. The use of any portion of the software for any purpose shall be for CLIENT
use only and shall remain subject to all terms and conditions of this
Agreement. In the event this license is terminated, the software will be
completely removed from all CLIENT systems.
D. CLIENT is exclusively responsible for the supervision, management, and
control of its use of the Software. Except as provided otherwise in this
Agreement, CLIENT agrees: (a) To not reveal any information contained in
the Software, or any part thereof, or any copies thereof, in any form, to
any third party except pursuant to a court order; (b) To take all
reasonable precautions to hold in confidence the desi gn and
documentation of the Software; (c) To not encumber, assign, sublicense,
or otherwise transfer same, by operation of law or otherwise, in whole or
in part, directly or indirectly, to not exhibit, donate, barter, loan, or
otherwise communicate said Software, to any other firm or person
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without the express written consent of FIDLAR; and (d) to take all
reasonable action by instruction, agreement, or otherwise with its
employees or other persons permitted access to the Software to satisfy its
obligations under this Agreement with respect to use, protection and
security of the Licensed Software.
3.3 PROTECTION OF LICENSE: FIDLAR and CLIENT agree to aid and assist one
another in the protection of the trade secrets of the Software covered by this
license.
3.4 TRANSFER: CLIENT agrees that it will not sell, give, encumber in any manner,
or otherwise transfer to any other company, firm, person, corporation, or
entity any of its rights in any Software, whether or not later modified by either
party, developed pursuant of this Agreement, without the express written
consent of FIDLAR.
3.5 WARRANTY AS TO SOFTWARE PRODUCTS: The following warranties are in lieu
of all warranties, express, implied, or statutory, including but not limited
to, any implied warranties of merchantability and fitness for a particular
purpose and of any other warranty obligation on the part of FIOLAR. There
are no warranties that extend beyond the description on the face hereof.
A. FIDLAR warrants that the software is properly licensed and that FIDLAR
otherwise has the right to distribute the software in accordance with this
Agreement.
B. FIDLAR further warrants that the media in which the software product is
delivered to CLIENT is undamaged and free from mechanical defects.
C. Fidlar further warrants that the software product shall operate as
described in Schedule F and as described in the iDocument Training
Manual bearing revision date 01/06/2004, a copy of which has been
provided to CLIENT.
3.6 SOFTWARE MAINTENANCE: The annual cost, if any, and description of FIDLAR'S
CountyCare() software maintenance service and support is attached as
SCHEDULE B. CountyCare() software maintenance service is mandatory.
3.7 All documents recorded at the Eagle County Clerk and Recorder which are
obtained during, prepared in the performance of the work or converted from
existing recording systems are and shall remain the property of Eagle County.
3.8 TERM AND TERMINATION: The license granted under this agreement, with
regard to the Software, may be terminated by FIDLAR, in accordance wit the
terms of Section 3.8 a., below, for material failure of CLIENT to Comply with
terms and conditions of this Agreement. Within thirty (30) days after CLIENT
has discontinued the use of any Licensed program, or within ten (10) days after
FIDLAR has terminated any license, CLIENT will certify in writing to FIDLAR that
through its best efforts and to the best of its knowledge, the original and all
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::11 copies in whole or in part of the discontinued or terminated Licensed
program(s) have been destroyed, except that, upon prior written authorization
::. from FIDLAR, CLIENT may retain a copy for archive purpose only.
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a. If FIDLAR notifies CLIENT of material failure of CLIENT to comply with terms
and conditions of this Agreement, then CLIENT shall have a reasonable period
of time, up to a maximum of 15 days to verify if there has been a material
failure by CLIENT to comply. If CLIENT determines that there has been a
material failure to comply, it shall either cure the noncompliance, if such
noncompliance is curable, or agree to the termination of the license. If CLIENT
determines that there was no material failure to comply it shall notify FIDLAR
of its determination. If CLIENT and FIDLAR disagree as to whether there was a
material failure to comply with the terms of this Agreement by CLIENT they
shall submit their dispute to arbitration. If the arbitrator determines that
there was a material failure by CLIENT to comply with the terms of the
Agreement, then the license shall be terminated and CLIENT shall comply with
the provisions of Section 3.8, above. The foregoing provision shall not prevent
FIDLAR from seeking equitable relief to protect its interests in any court having
jurisdiction.
ARTICLE IV
4.1 DEFINITIONS: The terms defined in this Section shall, for all purposes of this
Agreement, have the meaning specified.
A. Computer System: A combination of computer hardware and computer
software organized to accomplish a set of specific functions.
B. Program or Computer Program: A schedule or plan that specifies actions
that mayor may not be taken, expressed in a form suitable for execution
by a computer.
C. Software or Computer Software: Computer programs, procedures, rules
and associated documentation concerned with the operation of a data
processing computer system. As used in this Agreement, these terms
include all software products sold or licensed by FIDLAR.
l:. D. Licensed Program: Each program in computer readable form furnished
by FIDLAR to CLIENT, including related supporting materials such as
, instruction manuals.
F2 E. Designated Equipment: Computer Equipment designated by a
~ manufacturer's Sales Order Serial Number.
I F. Use: The copying or duplication of any portion of any Licensed Program
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I using any Licensed Program in the course of the operation of any
13 computer hardware, or in support of any computer hardware program.
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G. Computer Hardware: Physical equipment used in data processing, as
opposed to computer programs, procedures, rules and associated
documentation.
H. Hardware Maintenance: Any activity, such as tests, measurements,
replacements, adjustments, and repairs, intended to eliminate faults or
keep computer hardware functional at a certain level.
I. Data: A representation of facts, concepts, or instructions in a formalized
manner suitable for communication, interpretation, or processing by
humans or automatic means.
4.2 CONFIDENTIAL INFORMATION: FIDLAR and CLIENT agree that information
designated in writing as proprietary by one party shall be held in confidence by
the other party. Since unauthorized use or transfer of the Software or any
information contained therein will diminish substantially the value to FIDLAR of
the trade secrets and proprietary properties of the Software, if CLIENT
breaches any of its obligations with respect to limited use or nondisclosure of
the Software, or if such breach is likely to occur, FIDLAR shall be entitled to
equitable relief, including orders for specific performance and injunctions.
The rights and remedies of FIDLAR set forth in this Agreement are not exclusive
and are in addition to any other rights or remedies provided by law or this
Agreement, but are subject to the requirements imposed upon CLIENT by virtue
of any and all public disclosure laws.
4.3 EXCLUSIVE REMEDY: CLIENTs exclusive remedy against FIDLAR for any breach
of warranty under this Agreement is limited to repair, replacement or refund
with respect to the item in question, at FIDLAR's option and subject to
applicable law. CLIENT will only be entitled to total damages, including
direct, incidental and consequential damages that CLIENT actually incurs in
reasonable reliance, up to an amount not to exceed one and one-half times
the price that CLIENT has paid FIDLAR for the Licensed Software. CLIENT
will not be entitled to any damages in excess of one and one-half times the
price that CLIENT has paid FIDLAR for the Licensed Software, regardless of
whether the damages are incidental, consequential or other damages,
including but not limited to damages for loss of profits or confidential or
other information, for business interruption, for personal injury, for loss of
privacy for failure to meet any duty including of good faith or of reasonable
care, for negligence or negligent misrepresentation, and for any other
pecuniary or other loss whatsoever, even in the event of the fault of FIDlAR
:::I (or any supplier), of tort (including negligence), strict or product liability,
breach of contract or breach of warranty, and even if FIDlAR or any
:::I supplier has been advised of the possibility of such damages. These
::I limitations and exclusions regarding damages will apply even if any remedy
fails.
:lI a. If CLIENT notifies FIDLAR of a problem that CLIENT believes is an error, bug or
:I defect in the Licensed Software, then FIDLAR shall have a reasonable period of
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time, up to a maximum of 45 days to verify if the problem is in fact an error,
bug or defect in the Licensed Software. If FIDLAR determines that the problem
is an error, bug or defect in the Licensed Software it shall proceed to repair,
replace or refund with respect to the item in question, at FIDLAR's option. If
FIDLAR determines that the problem is not an error, bug or defect in the
Licensed Software it shall notify CLIENT of its determination. If CLIENT and
FIDLAR disagree as to whether the problem is an error, bug or defect in the
Licensed Software, or if they disagree as to the amount of damage suffered by
CLIENT as a result of an error, bug or defect, they shall submit their dispute to
arbitration. If the arbitrator determines that the problem is an error, bug or
defect in the Licensed Software and FIDLAR has not repaired or replaced at
that time, then CLIENT may elect to claim damages, subject to the limitations
set forth in Section 4.3, above.
4.4 WAIVER: Any waiver by either party of any provision of this Agreement shall
not imply a subsequent waiver of that, or any other provision.
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pi 4.5 NOTICES: Any notices or demands required to be given herein shall be given to
the parties in writing, and by mailing to the address hereinafter set forth, or to
such other addresses as the parties may hereinafter substitute by written
notice given in the manner prescribed in this Section.
a. Notice to FIDLAR: Fidlar Software
4450 48th Ave. Ct.
Rock Island, IL 61201-6248
Attn: Ernest Riggen, Vice President
b. Notice to CLIENT: Eagle County Clerk & Recorder
500 Broadway
Eagle, CO 81631 - 0357
4.6 ENTIRE AGREEMENT: It is expressly agreed that this Agreement, the Schedules
hereto, and the iDocument Training Manual referred to herein, embody the
entire contractual agreement and that there is no other oral or written
agreement or understanding between the parties at the time of the execution
hereunder. Further, this Agreement cannot be modified except by written
agreement of all parties hereto.
4.7 GOVERNING LAW: The parties agree that this Agreement shall be governed by
the laws of the State of Colorado. The parties agree that venue in any action
to enforce or interpret this Agreement shall be proper in any state or federal
court in which venue is proper for any matter arising in Eagle County,
Colorado.
4.8 BINDING EFFECT: This Agreement shall ensure to the benefit of and bind the
parties hereto, their successors and assigns.
4.9 AUTHORITY: FIDLAR and CLIENT each hereby warrant and represent that their
respective signatures set forth below have been and are on the date of this
Agreement duly authorized by all necessary and appropriate corporate and! or
governmental action to execute this Agreement.
4.10 SECTION HEADINGS: All section headings contained herein are for convenience
or reference only and are not intended to define or limit the scope of any
provision of this Agreement.
4.11 DEFERRED PAYMENT: To tAg extent that this p.greeffient includes deferred
payme'lts, slIch payment!; will include aA imputed interest factor based on a
~. curreAt market rat@. Def@rred Piym@nts are defined as payments, whi<:.h
extend beyond completion of the project installation ind accprt~nre. _
Deferred payments are exempt from interest I mder the Installment PaYfficRt-
Agreenlent attached hereto and made a part hereof, except as ffi'ay ~
provided rol late ch::lrges as described in Section I of the Installment Pay,"eht--
Agt eel1lel1t:--
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I COUNTY OF EAGLE, STATE OF COLORADO FI DLAR SOFTWARE
Dat~O(Or
By d ugh its Board of County Commissioners
I By:
, By: tZto-
. ATTEST: Name: eflA)r:J:n jLl6~trJ
. ::~~~a~i Title: 'PaL-?
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Teak Simonton, Clerk to the Board of .
. County Commissioners
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Computer System and Software License Sales Agreement version HS 03.0 8 of 28
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SCHEDULE A
Payment Amount and Schedule
Fidlar Software Products & Services
iDocument XF Life Cycle Pmt $26,850
I nsta Ilation/Configu ration $11,500
Workflow Analysis $2,600
Project Management $6,400
Data Conversion $17,000
Training $13,500
CountyCare@ Included
$6,500.00
PAYMENT MILESTONES AND DATES:
3rd Party Software
$6,500.00 - Fidlar Magnetic Image Management Software - Due upon Contract Signing
Services
$51,700.00 - 50% to be invoiced upon contract signing. Remaining 50% to be invoiced upon
conversion acceptance.
$2,300,00 - for data cleanup, and additional reports. This amount will not be invoiced unless
these services are required. Project Manager will alert and get the approval of the Clerk &
Recorder prior to performing services that would be associated with this money.
Lifecycle Payment (LCP)
$26,850.00 - To be Dee. 1, 2005.
NOTE: Annual LCP for folloMng years 2-5 Mil be invoiced on anniversary date of contract.
FIDLAR SOFTWARE LIFE CYCLE SERVICE INCLUDES:
. The use of our iDocument XF software product during the life of this contract
. The use of any future software product Fidlar may develop to replace iDocument XF for the
purpose of recording land records documents.
. Project management, installation, conversion (excluding any needed or requested data
clean-up), and training needed for the initial installation of any future Fidlar Software
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product developed to replace iDocument XF for the purpose of recording land records
documents.
. The use of new add-on modules Fidlar may develop and offer to the market for the purpose
of recording land records documents.
. CountyCare(O software maintenance, as described in Schedule B
FIDLAR SOFTWARE LIFE CYCLE SERVICE DOES NOT INCLUDE:
. The 3rd party software and hardware to operate iDocument XF
. The installation and support of 3rd party software and hardware - other than those products
listed in Schedule E
. Any future 3rd party software and hardware required to operate Fidlar software
Taxes
Charges are exclusive of all federal, municipal, or other government excise, sales, use, occupational,
or like taxes now in force or enacted in the future with the exception of taxes on net income and,
therefore, are subject to an increase equal in amount to any tax Fidlar may be required to pay upon
the license, sale or delivery of the product purchased.
Note: Prices quoted herein are guaranteed for thirty (30) days. After that time, prices may change
without notice.
BUYER REPRESENTS THAT SCHEDULE A HAS BEEN READ:
EAGLE COUNTY CLERK & RECORDER FIDLAR SOFTWARE
Da~3IJ()5 Da:JJJo/~s
By: ~,~ By: f4r
Name:'1LaK. 0. -5/~rJ Name: ~E:JYl aLl bt>eV
Title: ~~~ Title:J (2~
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Computer System and Software License Sales Agreement version HS 03.0 10 of 28
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Eagle County Colorado
Clerk & Recorder
SCHEDULE B
CountyCare@ Software Maintenance Services
CountyCare<C Annual Cost:
The annual cost of CountyCare<C is included in this contract as
part of the Life Cycle Pricing Service.
Description of CountvCareCl
CountyCareiC is a mandatory software support service which is required upon installation of the
software purchased. Under the terms and conditions of this Agreement, CountyCare<O includes:
. Software Maintenance to the currently licensed Fidlar developed Software Products.
. Furnish telephone support relative to the currently licensed Fidlar developed Software
Products either in their original or maintained form. Telephone response to service
calls shall be made within 2 hours from the time the service call was received,
provided the service call was made during normal business hours.
. Provide legislative updates to the Fidlar developed Software Products as required by
the State, except those updates that require fundamental modifications to the core
design of the product.
. Provide product enhancements on an ongoing basis, frequency based on the age of the
product and market requirements.
Provide County with software / bug fixes
Specifically excluded from software maintenance coverage are the following:
. Enhancements or modifications to software programs at user's request; such work
would be considered a billable extra.
. Support to new or existing Fidlar Software Products not covered by this contract.
. Operating System versions or their support or installation.
. Database Management System versions or their support or installation.
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. Diagnosis or correction of problems caused by hardware, data media, or 3rd party
=- software or other systems not covered by this Agreement.
. Diagnosis or correction of problems caused by some naturally occurring event such as
=- storm, flood, etc.
. Conversion costs for changes to database structure, if needed.
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Effective Date
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=- Software maintenance coverage is effective from date of contract signing through the term of
contract.
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Basic Materials
Software Maintenance to the Software Products licenses granted under this Agreement will
govern any basic materials, in machine readable or printed form, provided to the Client by
Fidlar. The Client is granted the right to locally reproduce additional copies of printed licensed
material exclusively for his own use. All licensed material so locally reproduced shall be
considered to be the same as the originally delivered material for all purposes under this
Agreement.
Protection and Security
The Client agrees to not disclose the content of the Software Products materials to any person
except those who need to know for purposes of operating the system for the Client. The Client
further agrees to protect the secrecy of the content of the Software Products materials by
using procedures at least as stringent as those used to protect his own proprietary or
confidential information and materials. The Client specifically acknowledges that he has no
right of ownership of the Software Products, and that he possesses the license to use said
Software Products according to the provisions of this Agreement.
On-site Support
If on-site Software Maintenance to the Software Products is required, the Client will be
charged for the time and materials at the then current rate. Unless caused by the fault of
Fidlar, in which case Fidlar shall pay the costs of the onsite software maintenance.
BUYER REPRESENTS THAT SCHEDULE B HAS BEEN READ:
County of Eagle, State of Colorado
By and Through its Board of County Commissioners FIOLAR SOFTWARE
Dated: 5" . ~I . ".... Datedg !or
IBy:m By: ~
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Name
Am.. c~>ni, ChaiJman
Title: Clbtf R ttt 11-11/
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Clerk & Recorder
SCHEDULE C
Hardware Maintenance Services Provided by Fidlar Software
NOTE: SCHEDULE 'C' NOT APPLICABLE - THERE IS NO HARDWARE INCLUDED IN
THIS CONTRACT
EAGLE COUNTY CLERK 8: RECORDER FI DLAR SOFTWARE
Dated: ~/~//D-:) Dated;[t/ o~
BY:~~~'~
By: ~
Name:~g;rl< J. ~1~Il-fof) Name: t::Ell^J~ fLI~
Title: ~<:::.l- ~ Title: flM.J
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Software Request for Proposal Page
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Eagle County Colorado
Clerk & Recorder
SCHEDULE D
LaredolT apestry
Laredo Description:
Fidlar Software's Laredo software is designed to allow remote access to Client's
recorded document information by professional searchers, Le. title companies, banks,
realtors, etc. It is subscription only access and user subscriptions are granted and
setup by the Client.
Laredo Payment and Pricing:
It is the responsibilities of the county to determine pricing (if any) to remote users,
invoice, and collect fees from Laredo users. Fidlar will invoice Client for each Laredo
user 10 subscription monthly. Monthly invoices will reflect the monthly subscription
and any applicable overage used in the previous month based on the following
schedule:
Laredo per-minute plan charges
Plan Fidlar charge to county
0-250 minutes $40/mo and .10 per minute overage
251-500 minutes $55/mo and .075 per minute overage
501-1000 minutes $75/mo and .06 per minute overage
1001-2000 minutes $83/mo and .05 per minute overage
2001 and up $95/mo
** Per minute charge for each minute over the signed-up plan.
The county can implement alternative online dissemination programs or methods,
other than Laredo/Tapestry. In the event that one of these products are being
utilized, it is required that Laredo/Tapestry is not excluded from the product offering.
Also, if the third party program utilizes Fidlar subsystems to provide easier
implementation or access to the data or images, Fidlar will alter the Tapestry revenue
share agreement as listed under "Tapestry" in this agreement from 50%-50% to 75%-
25% in favor of Fidlar for use of these subsystems. This alteration can be cancelled
whenever the alternative solution is no longer needed, or Fidlar subsystems are no
longer needed.
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::I There is NO CHANGE in the Tapestry revenue share agreement should the alternative
:::I solution retrieve data and/or images DIRECTLY from the repositories. However, Fidlar
constantly improves and makes changes to our software solution. Fidlar is not liable
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for changes in the Fidlar system, subsystems and/or data storage mechanisms that
may require subsequent changes in the alternative solutions.
A unique user ID and password defines each Laredo user. This user ID can be used to
access land records data from any properly configured workstation, however, multiple
users cannot login with the same user ID at the same time.
New users joining during a monthly period will be billed for the prorated portion of the
month to which they signed. The prorated amount will be based on calendar days, not
business days. The day to which a user joins will become the first day of the prorated
month.
Users may terminate their agreement at the end of any month (it is Client's
responsibility to terminate their user ID to avoid further billing). Users can change
their desired billing plan at any time BUT it will not take effect until the next calendar
quarter (January, April, July, October)
Changes to user's plans must be communicated to Fidlar before the end of each
calendar quarter in order for it to take effect.
Client is responsible for the costs, provisions, security and maintenance of the
required Internet connection for the Laredo/Tapestry system.
Note: Prices Quoted herein are guaranteed for thirty (30) days. After that time.
prices may change without notice.
TAPESTRY INTERNET SEARCH MODULE - NOT APPLCABLE TO THIS CONTRACT
BUYER REPRESENTS THAT SCHEDULE D HAS BEEN READ:
EAGLE COUNTY CLERK & RECORDER FI DLAR SOFTWARE
Dated: ~( ~ I / D~ Dated:
BY:l~). ~ By:
Name~K J: -5~fnlm-hJ1 Name: fU 6tioV
Title: C .f!etIc-C/ ~ Title: flliJj
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Eagle County Colorado
Clerk & Recorder
SCHEDULE E
Agreement as to Hardware, Software, and Services
The following is a complete listing of all 3rd party hardware, software, and services
associated with this agreement:
3rd Party Software
$6,000.00 - Fidlar Software Magnetic Image Management Software
$ 500.00 - ScanSoft OCR
Data Conversion
Cost for data conversion does not include any additional fees your current vendor may
charge.
Please note: Fidlar requires data to be supplied to us in flat ASCII format. If data is
not supplied in requested format, additional charges may apply.
Image Conversion
Cost for image conversion does not include any additional fees your current vendor
may charge.
Please Note: Conversion costs assume images have been supplied to Fidlar conversion
personnel as indivual group IV TIFF images. Included in data must be an index
complete with document and page numbers. If data is not supplied in requested
format, additional charges may apply.
Hardware Recommendatons -THIS INFORMATION IS FOR REFERENCE PURPOSES ONLY
THESE ITMES ARE NOT INCLUDED IN THIS CONTRACT
Database \ Security Server \ Lrin \ Lrout
* Compaq Protiant ML370T-G2 P3 1.13GHz OGB/CD/256-MB -
* Compaq PS510 15" 0 Color Monitor
* 2 - Compaq 1GB REG SDRAM DIMM 133MHz (2GB total)
* 3 - 36.2GB b Hot Plug Wide Ultra3 SCSI10K Hard Drive
* RAID 5 - Compaq Smart Array 431 Controller
:II * MIS Windows 2000 Server STD wlappropriate # of licenses
* Compaq 20\40 GB DA T Drive Internal
=- * Compaq 20\40 GB DDS4 DAT Media (10-Pack)
::JI * Arcserve 2000INT WG ED Single Server
=- * SQL Server 2000(for Database Engine) - appropriate # of licenses
::II 16
=- Software Request for Proposal Page
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Eagle County Colorado
Clerk & Recorder
* APC BP1000 Backups Pro (1000 volt 6 outlets) (optional)
ImaQe \ Gateway \ Report Server
* Compaq Proliant ML370T-G2 P3 1.13GHz OGB/CD/256-MB -
* Compaq PS510 15" 0 Color Monitor
* 2 - Compaq 1GB REG SDRAM DIMM 133MHz (2 GB total)
* 5 - 36 GB Hot Plug Wide Ultra3 SCSI 10K Hard Drive
* RAID 5 - Compaq Smart Array 431 Controller
* MIS Windows 2000 Server STD wi appropriate # of licenses
* Compaq 20\40 GB DA T Drive Internal
* Compaq 20\40 GB DDS4 DAT Media (10-Paek)
* Crystal Reports 8.5 (1 copy for Report Engine)
* Areserve 2000INT WG ED Single Server
* Fidlar Magnetic Image Management Software
* 1 - Adaptec AHA-2940 SCSI Controller Board
* APC BP1000 Backups Pro (1000 volt 6 outlets) (optional)
* APC Powerchute Plus FINT (optional wi above)
NOTE - Optical Storage ;s an optional solution.
OCR Server (recommended)
* Compaq Proliant ML330T-G2 P3 1.13GHz OGB/CD/256-MB -
* Compaq PS510 15" 0 Color Monitor
* 1 - Compaq 512MB REG SDRAM DIMM 133MHz
* MIS Windows 2000 Server
* Scansoft - Plus OCR Tech Paek
IndexinQ Station
* Compaq EVO D500 P4/1.7GHz 20GB/CDSN/256 W MB/WIN NT 12000
* Compaq S920 19" ., Color Monitor 1600x1200 Resolution
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Software Request for Proposal Page
:II
=-
II 0
Eagle County Colorado
Clerk & Recorder
Receipt Station
* Compaq EVO D500 P4/1.7GHz 20GB/CDSN/256 W MB/WIN NT 12000
* Compaq S920 19" " Color Monitor 1600x1200 Resolution
* Receipt Printer - will be dependent upon Reeording requirements
* M-$ Cash Drawer - (Optional)
Scan Station
* Compaq EVO D500 P4/1. 7GHz 20GB/CDSN/256 W MBIWIN NT 12000
* Compaq S920 19"', Color Monitor 1600x1200 Resolution
* Fujitsu 4097 SCSI Duplex Seanner
* Kofax Adrenaline 650i SCSI Imaging Board
* Kofax SCSI Scanner Cable
Public Station
* Compaq EVO D500 P4/1.7GHz 20GB/CDSN/256 W MBIWIN NT 12000
* Compaq S910 19"', Color Monitor 1600x1200 Resolution
The specifications above are for reference purposes only. In most cases, it is
possible to utilize much of the existing hardware located in a Recorder's
Office.
It was not possible to review the current server and image storage
configuration, but I would be happy to review these with the assistance of your
IT staff.
General Requirements of iDocument XF include:
-1200x1600 resolution - to enable indexing from the image
-Kofax Adrenaline drivers\card at the scan station
-Separate servers (2) for the SQL\Crystal\lmaging Database
-Receipt printer will be dependent upon Recording requirements -
typically iDocument XF utilizes either Ithaca or Epson receipt
printers. A label printer for the first page of the document may be
required.
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Software Request for Proposal Page
~ ffJ e
. Eagle County Colorado
=- Clerk & Recorder
=-
i
Note: Prices quoted herein are guaranteed for thirty (30) days. After that time,
prices may change without notice.
BUYER REPRESENTS THAT SCHEDULE E HAS BEEN READ:
EAGLE COUNTY CLERK & RECORDER FIDLAR SOFTWARE
Dated: 51??! /o~ Dated~/ os
, I
Byi~...:-~
By: (~
Name: ~f( J. L5; f1l,bttfo" Name: ~t!Yr (2.{66(J\)
Title: ~C:t-- ~ Title: fJee3
19
Software Request for Proposal Page
" e
Eagle County Colorado
Clerk & Recorder
SCHEDULE F
Partial Description of ReQuired Criteria for Proposed Software
Please Respond to Criteria Below by Placing a (Y) or (N) to the Left of Each Number
(Y) = System is capable of the desired requirement.
(N) = System is not capable of the desired requirement.
RECEIPTING SYSTEM
1. Receive, validate and receipt mail, hand or electronically delivered
documents. Y
2. Maintain order of arrival. Y
3. Record the operator ID for each transaction. Y
4. Provide an automatic user defined fee calculation based on percentage,
flat amount, number of pages, page increment or number of parties on
the document. Y
5. Provide an automatic distribution of fees to user defined accounts.
Y
6. Provide a pull down menus for user defined fields like document type,
return address, party names, etc. with ability to update Y
7. Calculate fees, receive payment, distribute payments and prepare
deposit report. Y
8. Allow for receipt printing with detailed charges for each
document/group. Y
9. Allow for an unlimited number of documents on a receipt. Y
10. Allow multiple tender options per transaction (i.e. half by check, half
cash, charge & check & cash Y
11. Allow various ways to accept payment, i.e. check, cash, credit card,
escrow, etc. Y
12. Must have the ability to escrow accounts and keep track of the
charges. Must alert the ROD office when the escrow amount is at a
certain balance. Y
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I Software Request for Proposal Page
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::II
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Eagle County Colorado
Clerk & Recorder
13. Accept over/short payments, rejimds with specific tolerances. Y
14. Allow receipting of miscellaneous charges on the same receipt with
the documents, or on a separate receipt. Y
15. The receipt printer endorses the check and prints the receipt number on
it. Y
16. Allow documents to be processed at multiple workstations. Y
17. Must be able to add new document types without the aid of a
programmer. Y
18. Must allow for user defined reports and have the ability to generate
these without the aid of a programmer. Y
19. Generate and print daily, monthly, quarterly and year to date reports of
the above-mentioned recorded receipts and transactions. Y
20. Must update the indexing software in real time so as to provide "up to
the minute" inquiry of filed and recorded documents in an unverified
status. Y
The system subtly 8le,~ts the person ,,:iewing the doc of it's status.
St8tuS' s of R Receipted, T Tendc,~ed, I Indexed, 8nd \1 Verified will
show up alerting the perS6n 6f t/le d6cs st8tUS. M8ny c6unties
C6nsider the document pr-oof-cd after indexing, Because ef the
Inst8nt Verifictlti6n Process th8t OCR ctlptlbilities alwH'.
21. Must have an Administration Security function to allow the Recorder
of Deeds the flexibility In changing user rights and overall
management. Y
22. System must have the ability to auto assign the book and page
reception number and print it on the document stamp '.....hich '.v ill
eliminate our book and page stamp significantly increasing our
efficiency ':lithin the office. y
23. Ability to change fee amounts, override fees, allow shortages, overage,
refunds y
24. Ability to backdate if computers go down Y
25. Need to have document description in calculate fees screen Y
26. User friendly way to correct a receipt Y
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Software Request for Proposal Page
fJ .
Eagle County Colorado
Clerk & Recorder
27. Customer database needs to have ability to generate letters N
iDocument XF does not have this capability
28. Generate a rejection letter with ability to query N
iDocument XF does not currently have the ability to create
rejection letters. This ability will be added to the next generation
of land records product "xDocument" within the next 12-18
months.
29. Provide for customer login using their code to copy and charge their
account Y
30. Charge for different services (fees) on monthly, weekly and daily basis
y
31. Must be able to credit an account Y
32. Allow for batching of documents Y
33. Provide option to print batch labels or subsequent labeling Y
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Software Request for Proposal Page
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=-
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Eagle County Colorado
Clerk & Recorder
DOCUMENT RECORDINGIINDEXING SYSTEM
34. System must have the ability to read scanned documents through the use of
OCR technology to assist in the indexing and verification process. Y
35. OCR module must be fully integrated into proposed system. Y
36. Provide entry verification (re-key) functions for designated fields. Indicate
discrepancies between data entered during cashiering, indexing and re-key
verification and permit correction. Y
37. Provide a detailed discrepancy report. Y
iDocument XF has the ability to print a missing image report, a missing
document number report, and an activity report which shows which user
made changes to existing documents.
38. Permit assignment of batches of documents, but not require it. Y
39. Must be able to add new document types, frequent party names and plat codes
without the assistance of a programmer. Y
40. Ability to free form notes and comments for each document. Y
41. The system will generate a return-mailing label. Y
42. Must allow different levels of access, i.e., view only, view & print, view &
change, add, etc. Allow change or deletion of any record with proper
authorization. Y
43. Must have warning pop ups before deleting a record. y
44. Notification if records have not been proofed Y
The system subtly alerts the person viewing the doc of it's status. Status's
of R-Receipted, T-Tendered, I-Indexed, and V-Verified will show up
alerting the person of the docs status. Many counties consider the
document proofed after indexing, because of the Instant Verification
Process that OCR capabilities allow.
45. Must support document type, number of pages and, recorded date, document
date time III hours/minutes/seconds, document number, tract, legal
description, subdivision, fees, unit, lot, bldg, block, tract, section, township,
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Software Request for Proposal Page
I:. It tI
Eagle County Colorado
Clerk & Recorder
range, legal remarks, mineral, parcel #, remarks, notes, related #'s, return
address y
46. Provide interface to other County Departments to facilitate integration of work
process automation beyond the Recorder of Deeds office. Y
Other county offices can be granted access to iDocument XF data.
Administrative personnel can configure usernames and passwords for county
offices.
SQL server serves as the backend database for iDocument XF. SQL server is an
ODBC compliant database. If other offices within the courthouse require data
from iDocument XF to be imported into their own software, Fidlar Software will
provide all data maps, and software calls that the Eagle County Information
Technology group would need to "link" iDocument XF to another software
product. Fidlar Software can also provide this service for an additional fee.
47. Provide private vendors limited access to the system. Functions allowed
would include search, view, report formats and print. System will allow for
billing these vendors for the service. Y
48. Permit searches by any combination of index fields or document properties
with print capability. y
49. Performs a search while indexing a document. Must allow users to leave in
the middle of indexing a document, perform a search, and finally return to
complete the indexing process. Y
50. Allow split screen indexing. The indexing software must allow scanned
document images to be displayed entirely and the indexing process can be
completed from the displayed image with keystroke zoom in and out and page
advance. Y and N
Page advance can be peiformed via keystrokes. Zoom in and out must be
peiformed by creating a "focus box" around the area the person would
like to zoom in on.
51. Changes made to a document must be stored along with the document. This
provides a complete history of the activity that occurred to a given document.
Y
52. Security access. Security access refers to the fact that each user is assigned
the ability to access certain features of the system. For instance, one user
might have the ability to index a document, but not change it. Y
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Software Request for Proposal Page
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Eagle County Colorado
Clerk & Recorder
53. Software must have the capability to accept and process Electronic Recording
submissions. Once processed, software must have ability to send an E-mail
back to the submitter informing them of the recording status. ERecording
catcher must be non-proprietary. Must notify user when erecording is
received. Must imprint recording information and have ability to move label.
y
The user will be notified when an eRecorded document has been accepted
or rejected, not by email, but thru the eRecording module. Label
configuration on an eRecorded document will be included if required.
54. Must print within one inch top margin with barcode, reception number, date,
time, Clerk name, County, State, fees, pages. Y
55. Create batch labels for mailing documents y
56. Screens must clearly designate their usage Y
57. Notification to users when paper stock is running low in printers. N
58. Software must be designed to adapt to different office workflow. This feature
ensures the software, not the office, can change to an existing workflow. For
example, the software must be able to tender documents before or after the
indexing process. Y
59. Add or remove fields dependent on our use Y
iDocument XF gives supervisors the ability to turn on and off additional
information within the indexing module
60. Need short cut and copy keys Y
61. Mark documents confidential Y
62. Ability to redact Y
63. Provide zip code directory that populates with city, state, zip information
Y
64. Ability to define the particular grantor or grantee for each document type
Y
65. Ability to copy previous index information to a current document
66. Provide for rekey verification Y
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Software Request for Proposal Page
::. " .
.. Eagle County Colorado
=- Clerk & Recorder
=- 67. Option to alphabetize grantor. grantee & sub name or leave in order of input
N
=-
68. Ability to restrict access to data that has not been proofread N
=-
The system subtly alerts the person viewing the doc of it's status. Status's
of R-Receipted, T-Tendered, I-Indexed, and V-Verified will show up
alerting the person of the docs status. Many counties consider the
document proofed after indexing, because of the Instant Verification
Process that OCR capabilities allow.
69. Track tasks for completion & productivity Y
70. Ability to change font size and color scheme of software Y&N
Supervisors have the ability to change font size and color scheme in the
public search module (Laredo), but not in iDocument XF.
7/. Ability to define allfield labels N
72. Remote viewing of activity in remote offices Y
73. Update zip code directory as needed Y
74. Need to be able to create 3 sets of numbers that we can update every January
1 in order to scan other documents. Request the ability to use an alpha
numeric mix. Request the ability to use approximately 10 digits with a year
designation at beginning or end of series. Y
75. Print customer statements Y
IMAGING SYSTEM
76. Accommodate documents from 5" x 8" to 11 W' x 17". Y
77. Accommodate duplex scanning. Y
78. Accommodate the average and peak volumes in the Recorder of Deeds Office.
Accommodate high volume of work without compromising speed and
efficiency. Y
79. Allow immediate access to scanned documents. Y
80. Store and display document images at a resolution of at least 300 dpi. Y
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Software Request for Proposal Page
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Eagle County Colorado
Clerk & Recorder
81. Display and retrieve the document images and indexing data side by side.
Y
82. Support zoom feature. Y
83. Display just the first page or display multiple pages of the document on one
window. Y&N
A single page is viewed within the search module. Viewing multiple pages
is not yet supported
84. Support advancing to the next page within a document. Y
85. Support scrolling through the document in both directions. Y
86. Present documents in sizable window. N
The scanning module can be minimized, and pages can be selected and
deselected, but the image being viewed is not sizeable.
87. Output digital images & data for storage and archival purposes. Y
88. Ability to lighten or darken a scan Y
89. Provide the ability to delete, rotate and straighten scans Y
90. Provide a report that compares # of scans to # of pages Y
91. Compatible with large format scanners (XEROX 8830) y
92. Accept grayscale images (images that have been digitized) y
However, we would need to see samples of these images to verify.
93. Must have ability to open multiple search windows N
Because of the ability to move between documents and pages within the
document seamlessly, there is not reason to have multiple search windows
open at the same time.
94. Create reports by all searchable fields Y
95. Ability to group subdivision codes according to area and type of document to
produce a sales report Y
96. Prompts with helpful hints for Junior Recording Techs Y
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Software Request for Proposal Page
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I
~ " .
~ Eagle County Colorado
~ Clerk & Recorder
97. On-line manual with search ability y
98. Different security levels for access y
SEARCHING
Completely describe flexibility of functionality of search criteria.
Please refer to the manual for all of the different options allows when in
the search modules
INTERNETIREMOTE ACCESS
The proposal should explain how a method for allowing access to the Recorder of
Deeds indexes and images from remote locations could be accomplished. Features
should include the ability to search for documents, view them on a remote station,
and/or have images printed to a remote location. The ability to keep track of and
control usage of printing and bill remote users is important.
Provide for ability to work remotely
iDocument Training Manual
This partial description of required criteria for Proposed Software is supplemented by the
iDocument Training Manual bearing revision date 01/0612004, a copy of which has been
provided to CLIENT.
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Software Request for Proposal Page
