Sales Order # 21829 CONTRACT FOR PROFESSIONAL SERVICES This Contract for Services (the *Contract’) is entered into by and between two Parties, ACS State and Local Solutions, Inc. (a Delaware Corporation), dibfa ACS Government Records Management (referred to herein as "the Contractor’), and The City of Providence, Rhode Island (referred to herein as “the City”), to furnish equipment and supplies as well as services as stated in an RFP response for an AGS 20/20 Cashiering, Indexing, imaging and Public Inquiry system with offsite public inquiry access via Landaccess.com for the City for a period of five (5) years as specified below under Section Il INTENT: Contractor agrees to furnish to the City certain ACS equipment and supplies es well as services, as described in Section IV of this Contract, for an ACS 20/20 Cashiering, indexing, Imaging and Public Inquiry system with offsite public inquiry access via Landaccess.com, plus ACS compact book supplies and image to microfilm conversion. 1 DEFINITIONS: A. ‘Index information’ shall mean the data that is input on the Land Records System by the City. B. ‘Control total of lines" shall mean number of lines on each record. C. “Sorting” shall mean alphabetical batching of individual records. IL TERM: This Contract shall commence the day installation and training are completed and live operation of the system by the City commences, and shall remain in effect for a term of five (5) years. Il, SUPPLIES AND SERVICES PERFORMED BY THE CITY A. Supplies ‘The City will supply, at its own expense, the following items: Ink pads, print ribbons, tape, toner certridges, print paper, index print paper for daily merges and other such miscellaneous supplies not specifically provided by the vendor. The City shell also supply electrical outlets and modem phone line. B. Services and Functions ‘The City will supply, at its own expense, the following services or personnel to perform the listed functions: 4. Document reception and preparatior 2. Inpuiting ofall instruments for indexing purposes. 3. Scanning of all land record instruments for recording purposes. 4, Buming, packaging and delivering of CD-ROM discs containing scanned images of land records and forms. 5. Insertion in, or removal from, binders as required of all indexing sheets, V, SUPPLIES, EQUIPMENT AND SERVICES PERFORMED BY CONTRACTOR 1. Contractor will provide an AGS 20/20 Cashiering, Indexing, imaging and Public Inquiry system for the term of the Contract. Contractor will provide offsite public inquiry access to the City’s records via ACS" Landaccess.com web site, as described below under INTERNET SERVICES, for the term of the Contract. Contractor wil provide archival and disaster recovery services for the term of the Contract. Gontracior will provide ACS compact book supplies and image to ricrofiim conversion services for the term of the Contract. Contractor will perform history conversion of the Gity’s current data and load it onto the new system.“1 12, Notwithstanding anything to the contrary contained herein, Contracter is to provide all equipment ‘and supplies necessary as to make the system functional to the greatest degree. Contractor will provide wiring and cabling necessary to make the system functoral. Contractor will be responsible for the education and training on the land records system. Initial ‘education and training shall include on-site education training of all City employees who will work. the land records system. The education and training will be adapted to the needs the employees {o ensure each employes is fully prepared to use the system. Contractor will perform all on-going support of the ontie system, including hardware and software, during the term of the Contract. Such support shall be performed! to the satisfaction of the City. Contractor will be responsible for replacing any damaged ACS-owned equipment or providing insurance to cover the equipment. Contractor will service and maintain al ACS-owned equipment as described in the table below, and software installed at the City forthe term of the Contract, Equipment Required for Proposed System* Serv Dell PE 2600 2x3.069hz 2GB 2x36GB RAID1 4x73GB RAIDS 1 ‘File Server Personal Gomputers: ‘Dell SX270 wi 20" LCD Monitor, Windows XP 2 Fee Station Dell SX270 w/ 20" LCD Monitor, Windows XP 2 Index PC Dell $X270 w/ 20" LCD Monitor, Windows XP 6 Public Inquiry Del.GX270 CD-RW w/ 20" LCD Monitor, Windows XP 2 Scan Station Scanners: ‘Scanner - Fujitsu 4097D 2 Scanner Kofax 6501 SCSI Scanner Card 2 Scanner Card Kofax SCSI 2 to SCSI 3 Cable 2 SCSI Cable Printers: Laser Printer - HP 9000DN Duplex Printer 4 Laser Printer Laser Printer - Paper Tray Stand HP 9000DN 1 Paper Feeder Laser Printer - HP4200DN Printer 1 Laser Printer Receipt/Validator - Axiohm A758-1005 2 Receipt Validator Miscellaneou: ‘Cash Drawer 2 Cash Drawer APC Back-UPS Pro 1400 2 UPS APC Back-UPS Pro 350 12 UPS Tapes for LTO2 Tape Drive 10 Tapes + Mrimum Spocitcaions. Precise equipment configurations subjet fo technology ackancos ‘andor changes in vendor avalily. Far ACS supple hardware, we purchase name brand ‘qulpment based an the reputation the company has inthe IT markeoions. Asan example we purchase Del Personal Computer, Fjtsu scanners, and Hewett Packardprinters. Being recognized ndusty standards, we accept the response times, print quali, sndoveral perlermance of tis equipment ae tro bos avaliable nt maketpace. Internet Services The Internet Services provided by ACS wil allow third-party Internet acvess of the City’s index and image data, as follows: 2) ACS agrees to provide twenty-four (24) hour access to the System, excluding periodic downtime for maintenance. Landaccess.com data shall reside on ACS’ ov secure server. b) The City agrees to allow ACS to provide access to the City’s Information on an on-going basis to public and private parties, but the City will retain ownership of said data. ©) Fees: ACS will charge the users of the System a fee, subject to City approval, for the convenience of using the Internet and for using ACS’ network. ff the City interconnects the City’s PC network and ACS" system network for the purposes such as, but not limited to, extending public access to other City employees’ workstations on the City'sexisting computer network, or installing e-mail and/or general Internet access services on ACS ‘workstations for City employees: ‘a. The ACS system shall be installed behind the City’s frewall. Contractor agrees to allow City to establish connectivity between the City's PC network and ACS’ system network for the purpose of extending access to the City network and other City PCs, andior using email b. City agrees to allow contractor to schedule an ACS support person to be on site at the City for all above-mentioned installations. c. City agrees to be responsible for purchasing, installing and managing all necessary ‘Anti-Virus protection software end Anti-Virus software updates on City's server and all Gity networked PC workstations. d._ City agrees to be fully responsible for restoring the City’s ACS system in the event of virus disruption. e. In the event of downtime determined by ACS to have been caused by virus contamination of ACS system or traceable by ACS to City installed software, Coniractor reserves the right to charge the City for restoration of the system at Contractor's current hourly labor rate of $125 per hour or the Contractor's going rate at the time. 13. Contractor wil provide an output from the ACS 20/20 Cashiering, Indexing, Imaging and Public Inquiry system that may be directly input (system to system) to the City’s Govern system to support the process of entering property transfer transactions into the Gavern system. \V._TERMS FOR REVIEW AND MODIFICATION OF DELIVERABLES 4. FACS completes a configuration task and the City is informed in writing of that completion and no response fs recelved from the City disputing the completion within twenty (20) business days then that task or dolivrable is deemed completed and approved by the City. 2, ACS gives the City up to two (2) iterations (change cycles) to modify or change any software andior configuration deliverable (excluding hardware.) This assures the City of having up to two opportunities to request, for example, that ACS make a modification in the network configuration to resolve an unforeseen issue. However, to encourage careful planning and control costs, ACS has the option to charge our prevailing hourly service rate for anything above two (2) iterations. VL. SHIPPING AND TRANSMITTALS 4. The City will transmit to the Contractor, once per month, all indexing data that has been input into the City's system by City personnel. 2. Contractor shall prepare and deliver monthly year-to-dete index prints as described below under Index Printing Services, not more than two weeks from receipt of indexed data from the City. VIl. INDEXING SUPPORT TECHNICAL SPECIFICATIONS ‘ACS wil provide the following service(s) in support of the City’s Indexing activides: ‘A. Index Printing Services 1. Upon the City’s completion of all Index corrections, Contractor shall release the ‘shipment’ of the index information into the total body of the index information awaiting sorting and month-to- date listings. The control total of lines and instruments shall reflect this addition so that at all times, an exact total is maintained. 2. Contractor a the end of each month, upon notification from the City that all index entries have been completed and delivered to Contractor, shall sort all entries alphabetically and provide a printed duplex printout of current years recordings. 3. Atthe end of one calendar year, Contractor shall merge the previous years and create a mult- ‘year index printout until a five-year period is accurnulated. 4, Contractor shall continue this frequency in five (5) year increments to ultimately provide @ 20 year printed index to the City. 5. Printing shall be duplex, in black ink on 14” x 8.5", 20# white paper. Vill. TAPES/ELECTRONIC MEDIA.‘The system will produce tapes or other secure magnetic and electronic media to be processed at ACS’ Data Center. Multiple backups will be stored at a separate location for security purposes. All machines shall operate on 140-volt current.1X, PRICE Pricing is 2s follows for all services as outtined in this Contract. ; Fixed Description eae ‘Software ~ 20220 Perfect Vision Application Modules included Fee / Gashiering Indexing ‘Scan | imaging Public Inquiry / Search RX — Bleotronic Recording Trstallation & unlimited Training Tadluded Unlimited Onsite Support Included Book & Index Printing Sorvices & Supplies [7 tnctuded ‘Software / Hardware Maintenance [included | “Tall Free Support Line Included Data Conversion to 20/20 Imaging System : included Digital Image to Archival Microfilm Conversion included Additional Value-Added Services ‘AGS Web Delivery (additional Gity revenues) - | Included ‘APRIS Property Reporting (additional City reventes) included ‘eFRX e-Recording module (significant cost savings) Included Monthly Investment cae Optional ACS Services Data input services mae i $0.72 per Index Verification and Online Corrections Sea ACS Web Delivery Services’ revenue will be split 50% to ACS, 50% to the ACS will receive all APRIS revenue until 10 years of images are available online, after which time the City will receive 5% of all revenue from reports generated. Until live operation of the 20/20 Perfect Vision System has began, Contractor will provide image to film and compact books at the City’s current recording price. Any alteration, variation, modifications or waiver of any provision of the Contract shall be valid only when reduced to writing, duly acknowiedged by the parties hereto by execution of an addendum which shall be altached to and be part of this Contract, X. TERMINATION OF CONTRACT “This Contract is subject to cancellation at any time upon six months prior written notice by the City. “This Contract is likewise subject to cancellation by written notice by the Contractor sixty (60) days after the City has failed to submit any monthly payment. Immedietely following termination or cancellation, Contractor shall de-install any programs and hardware owned and supplied by Contractor. City agrees to give Contractor reasonable access to accomplish the de-installationAlliage and index data are property ofthe City and shall not be sold or distributed without the writen permission of the Cily Recorder of Deeds. Upon termination or cancellation of the Contract, all image and index data wil be retumed to the City in a mutually agreed upon format. Xi. CONTRACT EXECUTION IN WITNESS WHEREOF the Parties have executed this Contract on the date that the last of the two Parties affixed and dated its signature, below: jidence, Rhode Island NorfnatBong / Mie Present Y. 26. af Dated