HomeMy WebLinkAbout20242700.tiffCbnhoc* td#1Z(o1
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE:
DEPARTMENT:
PERSON REQUESTING:
Global Solutions Group Agreement for Document Management
Information Technology
Ryan Rose es
DATE: 3/24/25
Brief description of the problem/issue:
Statement of work and Professional Services Agreement for Global Solutions Group to provide services awarded on 82400115, for software and
services related to replacing the Clerk to the Board's document management system. This agreement has been reviewed by the County Attorney's
Office, and the funds were approved and budgeted as part of an IT Project Request.
What options exist for the Board?
1) Approve agreement to proceed with implementation
2) Schedule work session to discuss
Consequences:
Awarded services for Bid B2400115, Tyler Ref 20242700
Impacts:
Improved functionality for both internal users and citizens accessing BOCC official documents.
Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
$81,950, budgeted for as an approved IT Project Request
Recommendation:
It is the recommendation of the IT Department and the Clerk to the Board's office to approve this agreement.
Perry L. Buck
Scott K. James
Jason S. Maxey
Lynette Peppier
Kevin D. Ross
Conte
3/31/Z
Support Recommendation Schedule
Place 9q BOCC Agenda Work Session
3144
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Other/Comments:
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PROFESSIONAL SERVICE AGREEMENT BETWEEN WELD COUNTY AND
GLOBAL SOLUTIONS GROUP
THIS AGREEMENT is made and entered into this 3'5day of \\A(AvCiii ,
2025, by and between the Board of Weld County Commissioners, on behalf of the
Information Technology Department hereinafter referred to as "County," and Global
Solutions Group, hereinafter referred to as "Contractor".
WHEREAS, County desires to retain Contractor to perform services as required
by County and set forth in the attached Exhibits; and
WHEREAS, Contractor is willing and has the specific ability, qualifications, and
time to perform the required services according to the terms of this Agreement; and
WHEREAS, Contractor is authorized to do business in the State of Colorado
and has the time, skill, expertise, and experience necessary to provide the services as
set forth below.
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the parties hereto agree as follows:
1. Introduction. The terms of this Agreement are contained in the terms recited in this
document and in the attached Exhibits, each of which forms an integral part of this
Agreement and are incorporated herein. The parties each acknowledge and agree
that this Agreement, including the attached Exhibits, define the performance
obligations of Contractor and Contractor's willingness and ability to meet those
requirements (the "Work"). If a conflict occurs between this Agreement and any
Exhibit or other attached document, the terms of this Agreement shall control, and
the remaining order of precedence shall be based upon order of attachment.
Exhibit A consists of County's Request for Bid (RFB) or Request for Proposal (RFP)
as set forth in Bid Package No. B2400115.
Exhibit B consists of Contractor's Response to County's Request.
2. Service or Work. Contractor agrees to procure the materials, equipment and/or
products necessary for the Work and agrees to diligently provide all services, labor,
personnel, and materials necessary to perform and complete the Work described in
the attached Exhibits. Contractor shall further be responsible for the timely
completion and acknowledges that a failure to comply with the standards and
requirements of Work within the time limits prescribed by County may result in
County's decision to withhold payment or to terminate this Agreement.
3. Term. The term of this Agreement begins upon the date of the mutual execution of
this Agreement and shall continue through and until Contractor's completion of the
responsibilities described in the attached Exhibits. Both of the parties to this
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Agreement understand and agree that the laws of the State of Colorado prohibit
County from entering into Agreements which bind County for periods longer than
one year This Agreement may be extended upon mutual written agreement of the
Parties
4 Termination; Breach; Cure. County may terminate this Agreement for its own
convenience upon thirty (30) days written notice to Contractor Either Party may
immediately terminate this Agreement upon material breach of the other party,
however the breaching party shall have fifteen (15) days after receiving such notice
to cure such breach Upon termination, County shall take possession of all
materials, equipment, tools and facilities owned by County which Contractor is
using, by whatever method it deems expedient, and Contractor shall deliver to
County all drawings, drafts, or other documents it has completed or partially
completed under this Agreement, together with all other items, materials and
documents which have been paid for by County, and these items, materials and
documents shall be the property of County Copies of work product that is
incomplete at the time of termination shall be marked "DRAFT -INCOMPLETE " If
this Agreement is terminated by County, Contractor shall be compensated for, and
such compensation shall be limited to, (1) the sum of the amounts contained in
invoices which it has submitted and which have been approved by the County, (2)
the reasonable value to County of the services which Contractor provided prior to
the date of the termination notice, but which had not yet been approved for
payment, and (3) the cost of any work which the County approves in writing which it
determines is needed to accomplish an orderly termination of the work County
shall be entitled to the use of all material generated pursuant to this Agreement
upon termination Upon termination of this Agreement by County, Contractor shall
have no claim of any kind whatsoever against the County by reason of such
termination or by reason of any act incidental thereto, except for compensation for
work satisfactorily performed and/or materials described herein properly delivered
5 Extension or Amendment. Any amendments or modifications to this agreement
shall be in writing signed by both parties No additional services or work performed
by Contractor shall be the basis for additional compensation unless and until
Contractor has obtained written authorization and acknowledgement by County for
such additional services Accordingly, no claim that the County has been unjustly
enriched by any additional services, whether or not there is in factany such unjust
enrichment, shall be the basis of any increase in the compensation payable
hereunder In the event that written authorization and acknowledgment by the
County for such additional services is not timely executed and issued in strict
accordance with this Agreement, Contractor's rights with respect to such additional
services shall be deemed waived and such failure shall result in non-payment for
such additional services or work performed In the event the County shall require
changes in the scope, character, or complexity of the work to be performed, and
said changes cause an increase or decrease in the time required or the costs to the
Contractor for performance, an equitable adjustment in fees and completion time
shall be negotiated between the parties, and this Agreement shall be modified
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accordingly by Change Order Any claims by the Contractor for adjustment
hereunder must be made in writing prior to performance of any work covered in the
anticipated Change Order, unless approved and documented otherwise by the
County Representative Any change in work made without such prior Change
Order shall be deemed covered in the compensation and time provisions of this
Agreement, unless approved and documented otherwise by the County
Representative
6 Compensation. Upon Contractor's successful completion of the Work, and County's
acceptance of the same, County agrees to pay Contractor an amount not to exceed
$81,950 as set forth in the Exhibits No payment in excess of that set forth in the
Exhibits will be made by County unless a Change Order authorizing such additional
payment has been specifically approved by Weld County as required pursuant to
the Weld County Code If, at any time during the term or after termination or
expiration of this Agreement, County reasonably determines that any payment
made by County to Contractor was improper because the service for which
payment was made did not perform as set forth in this Agreement, then upon
written notice of such determination and request for reimbursement from County,
Contractor shall forthwith return such payment(s) to County Upon termination or
expiration of this Agreement, unexpended funds advanced by County, if any, shall
forthwith be returned to County County will not withhold any taxes from monies
paid to the Contractor hereunder and Contractor agrees to be solely responsible for
the accurate reporting and payment of any taxes related to payments made
pursuant to the terms of this Agreement Unless expressly enumerated in the
attached Exhibits, Contractor shall not be entitled to be paid for any other expenses
(e g mileage) Notwithstanding anything to the contrary contained in this
Agreement, County shall have no obligations under this Agreement after, nor shall
any payments be made to Contractor in respect of any period after December 31 of
any year, without an appropriation therefore by County in accordance with a budget
adopted by the Board of County Commissioners in compliance with Article 25, Title
30 of the Colorado Revised Statutes, the Local Government Budget Law (C R S
29-1-101 et seq ) and the TABOR Amendment (Colorado Constitution, Article X,
Sec 20)
7 Independent Contractor. Contractor agrees that it is an independent contractor and
that Contractor's officers, agents or employees will not become employees or
agents of County, nor entitled to any employee benefits (including unemployment
insurance or workers' compensation benefits) from County as a result of the
execution of this Agreement Contractor shall be solely responsible for its acts and
those of its agents and employees for all acts performed pursuant to this
Agreement Any provisions in this Contract that may appear to give the County the
right to direct contractor as to details of doing work or to exercise a measure of
control over the work mean that Contractor shall follow the direction of the County
as to end results of the work only The Contractor is obligated to pay all federal and
state income tax on any moneys earned or paid pursuant to this contract
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8 Subcontractors. Contractor acknowledges that County has entered into this
Agreement in reliance upon the particular reputation and expertise of Contractor
Contractor shall not enter into any subcontractor agreements for the completion of
the Work without County's prior written consent, which may be withheld in County's
sole discretion County shall have the right in its reasonable discretion to approve
all personnel assigned to the Work during the performance of this Agreement and
no personnel to whom County has an objection, in its reasonable discretion, shall
be assigned to the Work Contractor shall require each subcontractor, as approved
by County and to the extent of the Work to be performed by the subcontractor, to be
bound to Contractor by the terms of this Agreement, and to assume toward
Contractor all the obligations and responsibilities which Contractor, by this
Agreement, assumes toward County County shall have the right (but not the
obligation) to enforce the provisions of this Agreement against any subcontractor
hired by Contractor and Contractor shall cooperate in such process The
Contractor shall be responsible for the acts and omissions of its agents, employees,
and subcontractors
9 Ownership. All work and information obtained by Contractor under this Agreement or
individual work order shall become or remain (as applicable), the property of
County In addition, all reports, documents, data, plans, drawings, records, and
computer files generated by Contractor in relation to this Agreement and all reports,
test results and all other tangible materials obtained and/or produced in connection
with the performance of this Agreement, whether or not such materials are in
completed form, shall at all times be considered the property of the County
Contractor shall not make use of such material for purposes other than in
connection with this Agreement without prior written approval of County
10 Confidentiality Confidential information of the Contractor should be transmitted
separately from non -confidential information, clearly denoting in red on the relevant
document at the top the word, "CONFIDENTIAL " However, Contractor is advised
that as a public entity, Weld County must comply with the provisions of the Colorado
Open Records Act (CORA), C R S 24-72-201, et seq , with regard to public records,
and cannot guarantee the confidentiality of all documents Contractor agrees to keep
confidential all of County's confidential information. Contractor agrees not to sell,
assign, distribute, or disclose any such confidential information to any other person
or entity without seeking written permission from the County Contractor agrees to
advise its employees, agents, and consultants, of the confidential and proprietary =
nature of this confidential information and of the restrictions imposed by this
Agreement
11 Warranty. Contractor warrants that the Work performed under this Agreement will be
performed in a manner consistent with the standards governing such services and
the provisions of this Agreement Contractor further represents and warrants that all
Work shall be performed by qualified personnel in a professional manner, consistent
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with industry standards, and that all services will conform to applicable specifications
For work in which Contractor produces a design to be used for construction purposes,
Contractor shall carefully check all unit quantities and quantity calculations and shall
submit them for County review If the County expenences additional costs during
project construction which are directly associated with errors and omissions
(professional negligence) which require change orders to the construction contract
resulting in costs greater than the construction contract bid unit costs, Contractor
shall be financially liable for such increased costs
12 Acceptance of Services Not a Waiver. Upon completion of the Work, Contractor
shall submit to County originals of all test results, reports, etc , generated during
completion of this work Acceptance by County of reports and incidental material(s)
furnished under this Agreement shall not in any way relieve Contractor of
responsibility for the quality and accuracy of the project In no event shall any action
by County hereunder constitute or be construed to be a waiver by County of any
breach of this Agreement or default which may then exist on the part of Contractor,
and County's action or inaction when any such breach or default exists shall not
impair or prejudice any right or remedy available to County with respect to such
breach or default No assent expressed or implied, to any breach of any one or more
covenants, provisions or conditions of the Agreement shall be deemed or taken to be
a waiver of any other breach Acceptance by the County of, or payment for, the Work
completed under this Agreement shall not be construed as a waiver of any of the
County's rights under this Agreement or under the law generally
13 Insurance. Contractor must secure, before the commencement of the Work, the
following insurance covering all operations, goods, and services provided pursuant to
this Agreement, and shall keep the required insurance coverage in force at all times
during the term of the Agreement, or any extension thereof, and during any warranty
period For all coverages, Contractor's insurer shall waive subrogation rights against
County Contractor shall provide coverage with limits of liability no less than those
stated below An excess liability policy or umbrella liability policy may be used to
meet the minimum liability requirements provided that the coverage is written on a
"following form" basis
Acceptability of Insurers Insurance is to be placed with insurers duly licensed or
authorized to do business in the state of Colorado=and with an "A M Best" rating of
not less than A -VII The County in no way warrants that the above -required
minimum insurer rating is sufficient to protect the Contractor from potential insurer
insolvency -
Required Types of Insurance
Workers' Compensation and Employer's Liability Insurance as required by
state statute, covering all of the Contractor's employees acting within the course
and scope of their employment The policy shall contain a waiver of subrogation
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against the County This requirement shall not apply when a Contractor or
subcontractor is exempt under Colorado Workers' Compensation Act , AND when
such Contractor or subcontractor executes the appropriate sole proprietor waiver
form
Minimum Limits
Coverage A (Workers' Compensation) Statutory
Coverage B (Employers Liability) $ 100,000
$ 100,000
$ 500,000
Commercial General Liability Insurance - Occurrence Form
Policy shall include bodily injury, property damage, liability assumed under an Insured
Contract The policy shall be endorsed to include the following additional insured
language "Weld County, its subsidiary, parent, elected officials, trustees,
employees, associated and/or affiliated entities, successors, or assigns, agents,
and volunteers shall be named as additional insureds with respect to liability arising
out of the activities performed by, or on behalf of the Contractor "
Such policy shall include Minimum Limits as follows
General Aggregate $ 1,000,000
Products/Completed Operations Aggregate $ 1,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Automobile Liability Insurance
Bodily Injury and Property Damage for any owned, hired, and non -owned vehicles used
in the performance of this Contract
Such policy shall maintain Minimum Limits as follows
Bodily Injury/Property Damage (Each Accident) $ 1,000,000
- Professional Liability (Errors and Omissions Liability)
The policy shall cover professional misconduct or lack of ordinary skill for those
positions defined in the Scope of Services of this contract Contractor shall
maintain limits for all claims covering wrongful acts, errors and/or omissions,
including design errors, if applicable, for damage sustained by reason of or in the
course of operations under this Contract resulting from professional services In the
event that the professional liability insurance required by this Contract is written on
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a claims -made basis, Contractor warrants that any retroactive date under the policy
shall precede the effective date of this Contract, and that either continuous
coverage will be maintained, or an extended discovery period will be exercised for a
period of two (2) years beginning at the time work under this Contract is completed
Minimum Limits
Per Loss $ 1,000,000
Aggregate $ 2,000,000
14 Proof of Insurance. Upon County's request, Contractor shall provide to County, for
examination, a policy, endorsement, or other proof of insurance as determined in
County's sole discretion Provided information for examination shall be considered
confidential, and as such, shall be deemed not subject to Colorado Open Records
Act (CORA) disclosure
All insurers must be licensed or approved to do business within the State of Colorado,
and unless otherwise specified, all policies must be written on a per occurrence basis
The Contractor shall provide the County with a Certificate of Insurance evidencing all
required coverages, before commencing work or entering the County premises
The Contractor shall furnish the County with certificates of insurance (ACCORD) form
or equivalent approved by the County as required by this Contract The certificates
for each insurance policy are to be signed by a person authorized by that insurer to
bind coverage on its behalf The Contractor shall name on the Certificate of
Insurance "Weld County, its successors or assigns, its elected officials, employees,
agents, affiliated entities, and volunteers as Additional Insureds" for work that is being
performed by the Contractor
On insurance policies where Weld County is named as an additional insured, the
County shall be an additional insured to the full limits of liability purchased by the
Contractor even if those limits of liability are in excess of those required by this
Contract
Each insurance policy required by this Agreement must be in effect at or prior to
commencement of work under this Agreement and remain in effect for the duration
of the project, and for a longer period of time if required by other provisions in this —
Agreement Failure to maintain the insurance policies as required by this
Agreement or to provide evidence of renewal is a material breach of contract -
All certificates and any requited endorsement(s) shall be sent directly to the County
Department Representative's Name and Address The project/contract number and
project description shall be noted on the Certificate of Insurance The County
reserves the right to require complete, certified copies of all insurance policies
required by this Agreement at any time, and such shall also be deemed
confidential
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Any modification or variation from the insurance requirements in this Agreement
shall be made by the County Attorney's Office, whose decision shall be final Such
action will not require a formal contract amendment but may be made by
administrative action
15 Additional Insurance Related Requirements. The County requires that all policies
of insurance be written on a primary basis, non-conributory with any other
insurance coverages and/or self-insurance carried by the County
The Contractor shall advise the County in the event any general aggregate or other
aggregate limits are reduced below the required per occurrence limit At their own
expense, the Contractor will reinstate the aggregate limits to comply with the
minimum requirements and shall furnish the County with a new certificate of
insurance showing such coverage is in force
Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project Contractors
Professional Liability (Errors'and Omissions) policy must be kept in effect for up to
three (3) years after completion of the project
Certificates of insurance shall state that on the policies that the County is required
to be named as an Additional Insured, the insurance carrier shall provide a
minimum of 30 days advance written notice to the County for cancellation, non -
renewal, suspension, voided, or material changes to policies required under this
Agreement On all other policies, it is the Contractor's responsibility to give the'
County 30 days' notice if policies are -reduced in coverage or limits, cancelled or
non -renewed However, in those situations where the insurance carrier refuses to
provide notice to County, the Contractor shall notify County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days or receipt of
insurer's notification to that effect
The Contractor agrees that the insurance requirements specified in this Agreement
do not reduce the liability Contractor has assumed in the indemnification/hold
harmless section of this Agreement
Failure of the Contractor to fully comply with these requirements during the term or
this Agreement may be considered a material breach of contract and may be cause
for immediate termination -of the Agreement at the option of the County The —
County reserves the right to negotiate additional specific insurance requirements at
the time of the contract award
16 Subcontractor Insurance Contractor hereby warrants that all subcontractors
providing services under this Agreement have or will have the above -described
insurance prior to their commencement of the Work, or otherwise that they'are
covered by the Contractor's policies to the minimum limits as required herein
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Contractor agrees to provide proof of insurance for all such subcontractors upon
request by the County
17 No limitation of Liability The insurance coverages specified in this Agreement are
the minimum requirements, and these requirements do not decrease or limit the
liability of Contractor The County in no way warrants that the minimum limits
contained herein are sufficient to protect the Contractor from liabilities that might
arise out of the performance of the Work under by the Contractor, its agents,
representatives, employees, or subcontractors The Contractor shall assess its
own risks and if it deems appropriate and/or prudent, maintain higher limits and/or
broader coverages The Contractor is not relieved of any liability or other
obligations assumed or pursuant to the Contract by reason of its failure to obtain or
maintain insurance in sufficient amounts, duration, or types The Contractor shall
maintain, at its own expense, any additional kinds or amounts of insurance that it
may deem necessary to cover its obligations and liabilities under this Agreement
18 Certification of Compliance with Insurance Requirements The Contractor
stipulates that it has met the insurance requirements identified herein The
Contractor shall be responsible for the professional quality, technical accuracy, and
quantity of all services provided, the timely delivery of said services, and the
coordination of all services rendered by the Contractor and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other
deficiencies
19 Mutual Cooperation The County and Contractor shall cooperate with each other
in the collection of any insurance proceeds which may be payable in the event of
any loss, including the execution and delivery of any proof of loss or other actions
required to effect recovery
20 Indemnity. The Contractor shall indemnify, hold harmless and, not excluding the
County's right to participate, defend the County, its officers, officials, agents, and
employees, from and against any and all liabilities, claims, actions, damages,
losses, and expenses including without limitation reasonable attorneys' fees and
costs, (hereinafter referred to collectively as "claims") for bodily injury or personal
injury including death, or loss or damage to tangible or intangible property caused,
or alleged to be caused in whole or in part by the negligent orwillful acts or
omissions of Contractor or any of its owners, officers, directors, agents, employees
or subcontractors This indemnity includes any claim or amount arising out of or
recovered under the Workers' Compensation Law or arising out of the failure of
such contractor to conform to any federal, state, or local law, statute, ordinance,
rule, regulation, or court decree It is the specific intention of -the parties that the
County shall, in all instances, except for claims arising solely from the negligent or
willful acts or omissions of the,County, be indemnified by Contractor from and
against any and all claims It is agreed that Contractor will be responsible for
primary loss investigation, defense, and judgment costs where this indemnification
is applicable In consideration of award of this contract, the Contractor agrees to
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waive all rights of subrogation against the County, its officers, officials, agents, and
employees for losses arising from the work performed by the Contractor for the
County The Contractor shall be fully responsible and liable for any and all injuries
or damage received or sustained by any person, persons, or property on account of
its performance under this Agreement or its failure to comply with the provisions of
the Agreement
A failure of Contractor to comply with these indemnification provisions shall result in
County's right but not the obligation to terminate this Agreement or to pursue any
other lawful remedy
21 Non -Assignment. Contractor may not assign or transfer this Agreement or any
interest therein or claim thereunder, without the prior written approval of County
Any attempts by Contractor to assign or transfer its rights hereunder without such
prior approval by County shall, at the option of County, automatically terminate this
Agreement and all rights of Contractor hereunder Such consent may be granted or
denied at the 'sole and absolute discretion of County
22 Examination of Records. To the extent required by law, the Contractor agrees
that an duly authorized representative of County, including the County Auditor, shall
have access to and the right to examine and audit any books, documents, papers
and records of Contractor, involving all matters and/or transactions related to this
Agreement Contractor agrees to maintain these documents for three years from
the date of the last payment received
23 Interruptions. Neither party to this Agreement shall be liable to the other for
delays in delivery or failure to deliver or otherwise to perform any obligation under
this Agreement, where such failure is due to any ca b se beyond its reasonable
control, including but not limited to Acts of God, fires, strikes, war, flood,
earthquakes, or Governmental actions
24 Notices. County may designate, prior to commencement of Work, its project
representative ("County Representative") who shall make, within the scope of his or
her authority, all necessary and proper decisions with reference to the project All
requests for contract interpretations, change orders, and other clarification or
instruction shall be directed to County Representative All notices or other
communications made by one party to the other concerning the terms and
conditions of this contract shall be deemed delivered under the following
circumstances
a) personal service by a reputable courier service requiring signature for
receipt, or
b) five (5) days following delivery to the United States Postal Service, postage
prepaid addressed to a party at the address set forth in this contract, or
c) electronic transmission via email at the address set forth below, where a
receipt or acknowledgment is required and received by the sending party, or
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Either party may change its notice address(es) by written notice to the other Notice
may be sent to
TO CONTRACTOR
Name Lisa Salvador
Position Vice President
Address 31681 Dequinder Road,
Address Madison Heights, MI 48071
E-mail lisas(c�globalsolgroup com
Phone 313-333-0188
TO COUNTY
Name Jacob Mundt
Position Director of App & DB Sys
Address PO Box 758
Address 1401 N 17th Ave Greeley CO 80602
E-mail jmundt@weld gov
Phone 970-400-2521
25 Compliance with Law. Contractor shall strictly comply with all applicable federal
and State laws, rules and regulations in effect or hereafter established, including
without limitation, laws applicable to discrimination and unfair employment
practices
26 Non -Exclusive Agreement. This Agreement is nonexclusive, and County may
engage or use other Contractors or persons to perform services of the same or
similar nature
27 Entire Agreement/Modifications. This Agreement including the Exhibits attached
hereto and incorporated herein, contains the entire agreement between the parties
with respect to the subject matter contained in this Agreement This instrument
supersedes all prior negotiations, representations, and understandings or
agreements with respect to the subject matter contained in this Agreement This
Agreement may be changed or supplemented only by a written instrument signed
by both parties
28 Fund Availability. Financial obligations of the County payable after the current
fiscal year are contingent upon funds for that purpose being appropriated, budgeted
and otherwise made available Execution of this Agreement by County does not
create an obligation on the part of County to expend funds not otherwise
appropriated in each succeeding year
29 Employee Financial Interest/Conflict of Interest — C.R.S. §§24-118-201 et seq.
and §24-50-507. The signatories to this Agreement state that to their knowledge,
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no employee of Weld County has any personal or beneficial interest whatsoever in
the service or property which is the subject matter of this Agreement
30 Survival of Termination. The obligations of the parties under this Agreement that
by their nature would continue beyond expiration or termination of this Agreement
(including, without limitation, the warranties, indemn fication obligations,
confidentiality and record keeping requirements) shall survive any such expiration
or termination
31 Severability. If any term or condition of this Agreement shall be held to be invalid,
illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall
be construed and enforced without such provision, to the extent that this Agreement
is then capable of execution within the original intent of the parties
32 Non -Waiver. The parties hereto understand and agree that the County is relying
on, and does not waive or intend to waive by any provision of this Contract, the
monetary limitations or any other immunities, rights benefits, and protections,
provided by the Colorado Governmental Immunity Act §§24-10-101 et seq , as from
time to time amended, or otherwise available to the County, its subsidiary,
associated and/or affiliated entities, successors, or assigns, or its elected officials,
employees, agents, and volunteers
33 No Third -Party Beneficiary. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action
relating to such enforcement, shall be strictly reserved to the undersigned parties
and nothing in this Agreement shall give or allow any claim or right of action
whatsoever by any other person not included in this Agreement It is the express
intention of the undersigned parties that any entity other than the undersigned
parties receiving services or benefits under this Agreement shall be an incidental
beneficiary only
34 Board of County Commissioners of Weld County Approval. This Agreement
shall not be valid until it has been approved by the Board of County Commissioners
of Weld County, Colorado, or its designee
35 Choice of Law/Jurisdiction. Colorado=law, and rules and regulations established
pursuant thereto, shall be applied in the -interpretation, execution, and enforcement
of this Agreement Any provision included or incorporated herein by reference
which conflicts with said laws, rules and/or regulations shall be null and void In the
event of a legal dispute between the parties, Contractor agrees that the Weld
County District Court shall have exclusive jurisdiction to resolve said dispute
36 No Employment of Unauthorized Aliens - Contractor certifies, warrants, and
agrees that it does not knowingly employ or contract with an unauthorized alien who
will perform work under this Agreement (see 8 U S C A §1324a and (h)(3)), nor
enter into a contract with a subcontractor that employs or contracts with an
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unauthorized alien to perform work under this Agreement. Upon request, contractor
shall deliver to the County a written notarized affirmation that it has examined the
legal work status of an employee and shall comply with all other requirements of
federal or state law, including employment verification requirements contained
within state or federal grants or awards funding public contracts.
Contractor agrees to comply with any reasonable request from the Colorado
Department of Labor and Employment in the course of any investigation.
If Contractor fails to comply with any requirement of this provision, County may
terminate this Agreement for breach, and if so terminated, Contractor shall be liable
for actual and consequential damages.
37. Attorney's Fees/Legal Costs. In the event of a dispute between County and
Contractor concerning this Agreement, the parties agree that each party shall be
responsible for the payment of attorney fees and/or legal costs incurred by or on its
own behalf.
38. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration
by any extra -judicial body or person. Any provision to the contrary in this Agreement
or incorporated herein by reference shall be null and void.
Acknowledgment. County and Contractor acknowledge that each has read this
Agreement, understands it and agrees to be bound by its terms. Both parties further
agree that this Agreement, with the attached Exhibits, is the complete and exclusive
statement of agreement between the parties and supersedes all proposals or prior
agreements, oral or written, and any other communications between the parties
relating to the subject matter of this Agreement.
CONTRACTOR:
By: March 25, 2025
Name: _Lisa Salvador
Title: Vice President
Date of Signature
WELD COUNTY:
ATTES
BY:
BOARD OF COUNTY COMMISSIONERS
erk to the $oar WELD COUNTY, COLORADO
1
''�'''' � : Deputy Clerk to the . oard i -- L / uck , Chair
HAR 3 1 L325
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Proposal Response
Solicitation Number: B2400115
Document Management System
Weld County Finance Department
Greeley, Colorado
Due Date: October 7, 2024, 10:00 AM MST/MDT
Submitted to:
Jake Mundt, Project Manager
Weld County Finance Department
Purchasing Division
1301 North 17th Avenue
Greeley, CO 80601
Submitted by:
Global Solutions Group, Inc.
25900 Greenfield Road, Suite 220
Oak Park, MI 48237
www.GlobalSolGroup.com
FEIRTIr1ET ORACLE.
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amazon
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Network
G L40)B A L
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Offeror
Global Solutions Group, Inc. UEI VH3UE9S2T6E5
25900 Greenfield Road, Suite 220 CAGE 6M9L5
Oak Park, MI 48237 DUNS 078343325
www.GlobalSolGroup.com EIN 20 0010736
US DoD Top -Secret Facility
Clearance
Contracting Vehicles
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Contract to GS -03F -1320A
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Contract a e1QTC$1100Js1
Personnel authorized to negotiate with the Government and sign the proposal and
subsequent award on Offeror's behalf:
Lisa Salvador, Vice President
Direct: (248) 291-5440
Mobile: (313) 333-0188
lisas@globalsolgroup.com
Acknowledgement of Addenda, Questions and Answers, and other Modifications
GSG acknowledges addendum #1 received on September 12, 2024, addendum #2 received on
September 13, 2024, and addendum #3 received on September 23, 2024.
Submit to:
Jake Mundt, Project Manager
♦�-I''
Weld County Finance Department
Purchasing Division
1301 North 17th Avenue
Greeley, CO 80601
GL4)BAL
SOLUTIONS GROUP, INC.
A. Tab A: Cover Letter
October 7, 2024
Jake Mundt, Project Manager
Weld County Finance Department
Purchasing Division
1301 North 17th Avenue
Greeley, CO 80601
Subject: Global Solutions Group's response to Solicitation Number: B2400115 for Document
Management System.
Dear Mr. Mundt,
Global Solutions Group, Inc. (GSG) hereby presents our response to Solicitation Number: B2400115
for Document Management System for Weld County ("County").
GSG is a multifaceted technology company incorporated in the State of Michigan in 2003. We are
headquartered in Oak Park, Michigan. We are an SBA 8(a) Certified Small Business, Certified
Women Owned Small Business (WOSB), Certified Minority Business Enterprise (MBE), and
Economically Disadvantaged Woman - Owned Small Business (EDWOSB).
GSG is an ISO/IEC 27001:2013 Information Security Management
Systems, ISO 9001:2015 Quality Management System, and ISO
20000:2018 - Service Management System Certified firm. Our team has
the ability to consistently provide products and services that meet
customer and applicable statutory and regulatory requirements.
cal \
.ISO:
ISOIut 27001 I 1
trite
(ISO;
xc: 2011
GSG understands that Weld County ("County") is looking to update and maintain, and/or replace,
its current document management with new one. We are recommending Laserfiche as a Document
Management System (DMS) to fulfill all your requirements. Our proposed solution fulfills all the
County requirements and can maintain authoritative documents which span over 150 years.
Laserfiche supports Back -Office Functionality, Document Redaction, Public Search, Migration of
Historic documents, ADA Accessibility, Document Workflow, Notification, Electronic Signature
Integration, etc.
GSG is a Value -Added Reseller (VAR) of Laserfiche, and we provide Laserfiche Licenses,
Installation, Maintenance and Supports services to City, State and Federal Governments. As a
Certified VAR, GSG has the requisite capability to provide Laserfiche LSAP Upgrade, Maintenance,
and Supports services. We have access to the latest innovations in implementation, integration, and
customization practices, and our team constantly takes advantage of the opportunities to update
and enhance their skill sets and knowledge.
GSG has extensive experience working with local, state, and federal levels of government We have
the expertise, experience, and proficiency to successfully maintain and update any size of Laserfiche
system for any type of agency or business. Our team has implemented Laserfiche systems for local,
state, and federal government agencies, including individual departments, multiple departments,
multiple locations, and enterprise wide. As a Certified Laserfiche VAR, all Electronic Content
Management (ECM) Technicians are Laserfiche Gold or Platinum Certified. GSG provides all types
of services for Laserfiche products including:
Page
1
25900 Greenfield Road, Suite 220 Oak Park, MI 48237 Phone: (313) 397-8311
GL4JBAL
SOLUTIONS GROUP, INC.
Professional
Services
including
Configuration,
Administrative and
Support Services.
Warranty and Support
including quick -response technical support, 24/7
online support, access to the latest hotfixes, updates
and patches, access to new releases/upgrades,
troubleshooting services performed during our
normal business hours via telephone, email or
secure remote access, break/fix for all software or
hardware provided, installed, or configured by GSG
and under an active support agreement.
&El
Training
includes End -User
Training, System
Administrator, and
required
documentation of
project.
GSG brings top-notch skills, experience, equipment, personnel, and supervision to deliver precise,
prompt, and best value services.
If we become a vendor of Weld County, GSG acknowledges that we must comply with the
requirements of the Colorado Open Records Act (CORA), C.R.S. §24-72-201, et seq. GSG understands
that any records it maintains in relation to its contract with Weld County may be subject to public
access and disclosure under this law. GSG will meet all service and personnel requirements, as well
as all terms and conditions included in the requirement document, with no exceptions. We agree
with all terms, conditions, and provisions included in the solicitation document, and we further
agree to furnish all items at the price indicated for each item.
Point of Contact Details
Name: Lisa Salvador
Title: Vice President
Email: lisas@globalsolgroup.com
Telephone: (248) 291-5440 (office)
(313) 333-0188 (mobile)
As Vice President of Global Solutions Group, Inc., I am fully authorized to negotiate and bind GSG
during the period in which the County is evaluating proposals. You may contact me at any time.
Regards,
Lisa Salvador
Vice President
Page 2
25900 Greenfield Road, Suite 220 Oak Park, MI 48237 Phone: (313) 397-8311
Tab B: Table of Contents
GL4)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
B. Tab B: Table of Contents
A. Tab A: Cover Letter 1
B. Tab B: Table of Contents 2
C. Tab C: Pricing Table 4
C.1. Attachment 2- RFP Pricing Table 4
C.2. Taxes 4
D. Tab D: Vendor Qualifications 5
D.1. Letter of Authorization for Proposed Product 5
D.2. GSG Overview 6
D.3. GSG's Experience and Expertise with Deploying DMS Solutions 9
D.4. GSG's Current Clients 10
D.5. List of Current References 11
E. Tab E: Response to Narrative Questions from Schedule B 21
E.1. Needs and Requirements of the County 21
E.2. Optional Functionality 23
E.3. Note Functionality 24
E.4. Technical Specifications 25
Laserfiche Technical Architecture 25
Software And Hardware Components 27
Laserfiche AWS System Architecture Document 30
Laserfiche Security 31
Method for Ensuring System Security 33
Maintain Compliance 34
E.1. Narrative Vendor Questions 35
F. Tab F: Project Plan 40
F.1. Proposed Project Plan 40
• Tentative Project Schedule 42
• Tentative Project TimeLine 44
F.2. GSG's Considerations 45
a) Understanding of the Project Requirements and Deliverables 45
b) Hardware Server Requirements 45
c) Technical Approach to the Project 45
d) Organization and Managerial Competence 45
e) Work Plan and Project Controls 45
f) Payment Milestones 46
G. Tab G: County Responsibilities 47
H. Tab H: Additional Information 48
H.1 GSG's Standard Contract Template 48
H.2 GSG's ADA Compliance with Sections 508 and 255 50
H.3 Attachment 3 - Vendor Certification 52
H.4 Present and Past Litigations 52
H.5 Additional Information 52
Tab I: Response to Technical Specifications (Attachment 1- Vendor Response Form) 54
Tab J : Appendix i
Page I 2
GL4)SOLUTIONS GROUP, INC.
BAL
Document Management System
Weld County, CO
Solicitation Number: B2400115
J.1. Addendum
• Addendum #1
• Addendum #2 iii
• Addendum #3 v
J.2. Laserfiche Cloud Brochures vi
Page
3
Tab C: Pricing Table
DBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
C. Tab C: Pricing Table
C.1.Attachment 2- RFP Pricing Table
GSG has attached pricing for Cloud -based and On -premises services in two separate Attachment 2 -
RFP Pricing Tables.
C.2.Taxes
As the County is tax exempt, GSG has not included taxes.
Page 4
Tab D: Vendor Qualifications
GLfibBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
D. Tab D: Vendor Qualifications
D.1. Letter of Authorization for Proposed Product
We are a Value -Added Reseller (VAR) of Laserfiche and provide end -to -end solutions to all our
clients. Below we have provided a Letter of Authorization of Laserfiche for your reference.
Laseriche
May 7, 2024
Global Solutions Group
25900 Greenfield Road
Suite # 220
Oak Park, MI 48237
To Whom It May Concern:
3443 Long Beach Blvd.
Long Beach, CA 90807
800-985-8533 1562-988-1688
Global Solutions Group is a certified and authorized Solution Provider of Laserfiche. Only
authorized Solution Providers may download software licenses and activations for customers.
Should you have any further questions or concerns, please contact the undersigned at
rosa.choi@laserfiche.com.
Regards,
/46:1-a- eta,:
Rosa Choi
Associate General Counsel
laserfiche.com
Page
5
GL,V)B A L
SOLUTIONS GROUP, ISC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
D.2. GSG Overview
GSG is a privately held corporation founded in 2003 to provide IT support services to government
agencies and private sector clients. We are a Certified Minority Business Enterprise, SBA 8(a)
Certified Small Business, and an SBA Certified Economically Disadvantaged Woman Owned Small
Business (EDWOSB).
Through our IT support services, we recognized the need for expanded document management
support. Our services expanded our client's needs for complicated document
digitization/conversion, scanning multiple types of originals, storage services and database
management in 2008. Since then, GSG has continued to deliver difficult, time -sensitive projects for
municipal, state, and federal agencies by having the "right team" with the "right tools."
For the "right team," we quickly saw the need to on -board certified Laserfiche experts. We sought
after and hired superior talent that typically exceeds our client qualifications. These same
individuals have been with GSG for nearly ten years and have multiple years of experience
working together as a team on similar projects.
For the "right tools," GSG partnered with multiple industry -leading experts like - Laserfiche, the
leader in Document Management, to give us immediate access to cutting edge technology that fast
tracks our implementation. As technology and systems continue to change quickly, GSG also
aligned ourselves with ten other partners that each uniquely broaden our technological
capabilities at no cost to our customers.
Our Partners
FCfRflflET ORACLE'
AUTHORIZED PARTNER I PARTNERNETWORK
CISCO
-Dar tner
Microsoft
� Gold Partner
tenable
IAItiJDIANT'
DMICRD
FOCUS
OJYINESS PART'4ER
Laseriche•`
Nor
Trellux
amazon
a web services
Partner
Network
Laserfiche Winners Circle
As a demonstration of our continued commitment to Laserfiche, GSG has been a Laserfiche
Winners Circle Awardee for 2020, 2021 and 2022.
2020
Laserfiche
WINNERS CIRCLE
2021 I/ 2022
Laserfiche Laserfiche
WINNERS CIRCLE WINNERS CIRCLE
Page 6
GL
BAL
■- SOLUTIONS GROUP, i^..
Document Management System
Weld County, CO
Solicitation Number: B2400115
Core Competencies
GSG continues to expand our core offerings to our customers. As technology continues to change, we
also increase our staff training opportunities and encourage obtaining industry -leading
certifications.
Cybersecurity
41)
• Incident Response
Planning
• Penetration Testing
• Policy and Procedure
Development
• Risk Assessment
• Security Audits
• Information Assurance
• Social Engineering
Security Compliance
• Operational Continuity
Planning
• Education and Training
• Security Engineering
• Security Hardware and
Software
• Security Information
and Event Management
• Payment Card Industry
Assessment
• Next -generation
Firewalls
IT Services
• Cloud Hosting
• Licensing,
Implementation,
and Renewal
Support
• IT Support
• Help Desk
• Backup/Disaster
Recovery
• Database
Management
• SQL
• SharePoint
• IT Managed
Services
• Telephony
• IT Staffing
• Network
Architecting and
Administration
• Hardware
Document/Data
Man • : ement
• Digital
Transformation
• Enterprise
Document
Management
Solutions
• Laserfiche
• OpenText
• Enterprise Records
Management
• Enterprise Content
Management
• Case Management
• Workflow
Management
• Document Imaging
System and Services
• Document
Digitization
• Customer
Relationship
Management
Systems
Physical Security
• Security
Cameras/CCTV
• Entry Systems
• PIV, Access
Control, and
Personal
Identification
Systems
• Proprietary
alerteerTM
Security
Monitoring
Software
Sectors We Serve
54Z,
Legal
r -iv1
Financial Services
a Commercial
ft Government
I A : ' Education
CC Manufacturing
0
Non
-Profit
0
Healthcare
One of the primary aspects of GSG's mission is to provide outstanding technical and customer service
support Our top management stays involved with all projects, and to ensure customer satisfaction
Page I 7
G LOB A L
SOLUTIONS GROU➢, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
we have retained top-flight personnel who are certified to provide services in their specialties. All
members of the team have excellent customer service skills.
Our Philosophy
TRANSPARENCY
PROFESSIONALISIs1 ENGAGEMENT
Active communication, ensuring that
both our employees and our
customers are informed of new
developments as quickly and clearly
as possible, is key to the successful
performance of any contract.
000
At GSG, we operate with
integrity, offering
customers a level of
support and care that we
want for ourselves.
Our work meets an exceedingly high
bar of excellence:
99.95% completeness
100% compliance with all standards
100% accuracy
100% on time
We understand the importance of a strong company culture, aligned to a set of common values. Our
strategic and operational plans are developed to support these values:
To execute this engagement, GSG will provide the County with:
The
Right
with
0O
1
Right
the
Stuff
0
Team
O0
large-scale
Experienced
Laserfiche
A
will
schedules,
Seamless
service
certified
lead
with
our
Integration
certified
tracking
Laserfiche
Project
the
Team
Project
least
tools,
personnel.
with
Management
impact
Implementation,
Team
of
high
and
qualified
on
level
and
implementation.
daily
Professional
will
personnel
Laserfiche
operations.
direct
Maintenance,
the
allows
certifications
and
with Laserfiche
team, including
us to provide
and
Support
experience
the
Gold
developing
services
Certification
highest
providing
level
with
project
of
I
A
Support
The
0
Right
System
0
0
Reach
A Gold
support
pP
-Back
and
andproven
Capacity
Platinum
includes
Certified
performance
on -staff
Value
recognized
-Added
g
personnel
Reseller
by
Laserfiche.
and
experienced
(VAR)
with
contract
access
to
personnel.
the
latest
I
I
A
The
Solution
S
c:E
Right
implementation
Customized
enhanced
Management
On-site/Off-site/Remote
personnel.
integration,
Solutions
Approach
team,
performance,
the
from
client,
We
services
highly
stress
and
experienced
and
GSG
are
convenience
clear
performed
management.
lines
by
Laserfiche
of
for the
communication
Gold
implementation.
developers
and
Platinum
between
to provide
Certified
the
our
Page 8
GLIbBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
The GSG
"Value Added"
Solution
At GSG, our
work meets au
exceedingly high
bar of
excellence.
Maintenance Involved Outages: All maintenance work that results in a system outage
will be done outside business hours unless otherwise agreed upon by the County.
Security Audit Remediation: GSG is responsible for participating in a biannual security
audit of the Laserfiche systems and works with the County staff to remediate it if
possible.
Client -side Software Installation: GSG will provide the County with instructions on
installation steps for client -side software.
Review Server Logs/Errors: Analysis of Server Log Files - GSG will review the server
log files and capture all errors. Once captured, the errors will be researched, and
appropriate actions will be taken.
Server Software Installation/Testing. GSG will install all new software patches for
Laserfiche software as they become available. The County is responsible for server
Operating System (OS) and client workstation Windows OS patches. Part of the
installation process will include testing the servers and workstations. If issues arise, GSG
will work with County to resolve them.
Financial Condition
Global Solutions Group, Inc. (GSG) is a well -established and capitalized firm accustomed to
performing services with payment at a future date. GSG will cover all contract phase -in costs,
unexpected and/or emergency costs, and initial performance costs necessary to support the project
until such time as progress payments are received. Revenue figures for the last three years are as
follows:
2023: $13.5 million
2022: $ 9.5 million
2021: $7.7 million
D.3. GSG's Experience and Expertise with Deploying DMS Solutions
GSG has been providing software support for over twenty years. We are working on several multi-
year contracts performing scanning, document management, and enterprise document management,
cyber security, IT and Professional Services to many federal, state, and local government agencies.
We have been providing Document Management Services (DMS) software and support since 2014.
We are a one -stop solution for DMS. GSG is a Platinum -Certified Value -Added Reseller (VAR) of
Laserfiche. As a Certified VAR, GSG has the requisite capability to provide all the services to the
County. Our team is led by a Gold Certified Laserfiche Professional, and all team members have
Laserfiche training and experience, including Laserfiche Platinum Certification.
Why GSG for Laserfiche Services
GSG Advantages Benefits to the County
Authorized VAR
Skilled and Technical
Knowledgeable Team
Applicable Experience
and Past Performance
• GSG is a Laserfiche Gold and Platinum Certified Value -Added Reseller
(VAR) with experience and certified team members.
• We provide all Laserfiche-oriented services.
• Our key personnel are Laserfiche certified to provide all Laserfiche
support, including Upgrades, Installation, and Maintenance.
• Prompt response to our clients Laserfiche technical support issues and
how-to inquiries with fast case resolution.
• GSG has experience providing large-scale Laserfiche Implementation,
Maintenance and Support services with Laserfiche certified personnel.
• We are providing support to municipal, state, and federal government
agencies, including County's.
Page I 9
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Cost -Effective
Implementation
Extensive Experience
Project Management
Expertise
Agile Information
Governance
• Dedicated to providing cost-effective and secure implementation with a
strong reputation for timely support.
• GSG has twenty years of expertise in services and solutions needed for
fulfilling requirements, improving government operations through smart
management.
• Our PMP certified Project Manager will direct effective project use,
including scheduling, tracking tools, status reports, and resource
allocation.
We will not replace the project manager without client approval.
• Our CMS Software Suite facilitates an agile information governance
strategy, reducing risk and costs while focusing on information for
growth and innovation.
Close Client Collaboration •
Our project manager will work closely with the client to understand
requirements and prepare each phase of the project plan.
Customization Expertise
Professional Services
Warranty and Support
Capacity and Experience
Quality Management
• Experts in customizing and managing implementation in an optimal way
for your organization.
• Providing configuration, administrative and support services, and
training for end -users and system administrators, along with project
documentation.
• Quick -response technical support, 24/7 online assistance, access to
updates, troubleshooting services, and break/fix for all software or
hardware provided.
• GSG has the capacity and personnel with similar experience to manage
this contract effectively, combining experience and innovation.
• Our Management Approach is based on building long-term relationships
with our clients. Our client's satisfaction is the key metric for project
success.
D.4. GSG's Current Clients
With over twenty years of experience, we have established ourselves as a trusted provider of
Document Management System (DMS) services to fifty-five clients across the United States. Our
extensive portfolio spans various sectors, reflecting our adaptability and commitment to meeting
diverse needs. Below, you will find details about some of our valued clients, showcasing our ability
to deliver high -quality service and tailored solutions.
Agency Name
Period of
Performance
Maryland
Enterprise
State
Document
Department
Management
of
Education,
System
Baltimore
Maryland
-
2023 to Ongoing
City of
Providence,
Rhode
Island
-
Laserfiche
Support
2023
to Ongoing
Colorado
Department
of
Natural
Resources -
Laserfiche
System
2023
to Ongoing
Georgia
Department
of
Community Health
2023
to ongoing
City of
Dahlonega,
Georgia
2023
to ongoing
City
of
Gainesville,
Florida
2020 to Ongoing
University of
North
Carolina
(At
Chapel
Hill)
2022
to Ongoing
San
Bernardino
County
Transportation
Authority
2021
to Ongoing
Tennessee
Higher
Education
Commission,
TN
2021
to 2022
Housing
Authority
of
the
City of
Reno
2021to
2025
Page 10
&BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Agency
Name
Period
of
Performance
State
Services
of
North
Carolina
-
Department
of Agriculture
and
Consumer
2019
to 2022
City
of
Farmington
Hills,
Michigan
2016
to Ongoing
City
of
Southfield,
Michigan
2016
to Ongoing
Fort Worth
Housing
Solutions,
Texas
2019
to Ongoing
Howard
University
- College
of
Medicine
2016
to 2022
Department
of
the
Air
Force
2020
to 2021
U.S.
Department
of
Commerce, Office
of
the
General
Counsel
(OGC)
2017
to 2027
Department
of
State - Office
of
Medical
Services (MED)
2018
to Ongoing
Department
of the
Army - US
Army
Redstone
Arsenal
2015
to 2025
U.S.
Medicare
Department
and
Medicaid
of
Health
Services
and
Human
Services - Centers
for
2016
to 2025
D.S. List of Current References
Reference #1: Laserfiche Document Management System
a) State
agencies.
or
local
government
Fort
Worth
Housing
Solutions,
Texas
b)
Projects
similar in size, application,
and
scope.
GSG
(DMS)
Worth
improve
Through
significantly
specializes
implementation
Housing
efficiency
these
enhances
in
Solutions.
services,
and
providing
services
streamline
operational
Our
GSG
comprehensive
services
tailored
document
encompass
to
the
handling.
needs
Laserfiche
a
of
range
public
These
Cloud
agencies
of essential
include:
Document
and
functionalities
Worth
organizations
Management
processes
Housing
designed
Solutions.
like
but
System
Fort
also
to
Back
-Office
Functionality
-Ni
Document
Redaction
Ai
Document
Maintenance
.Ni
Public
Search
-V
Migration
Al
Scanning
.Ni
Workflow
-\/
Notification
-\/
Maintenance
Ai
Supports
.Ni
Training
Ai
not
efficiency
only
improves
document
for organizations
like
management
Fort
c)
Projects
completed
within
the
past
24
months.
GSG
support,
GSG
Program,
not
only
completed
has
been
and
scanning
Property
training
instrumental
the
services
development
Management
services
in
are
modernizing
to digitize
files,
and
still
implementation
and
being
physical
document
Finance
provided.
records
invoices.
management
project
but
Our
also
in 2023.
comprehensive
the
for
establishment
the
Project
Housing
maintenance,
approach
Choice
of
a
Voucher
includes
multi
-year
Page11
GLQ, BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Electronic Document Management System (EDMS) and retention program. With Laserfiche, we
deliver:
• Document Management and Workflow Services: Efficient handling of documents and
automated workflows tailored to meet specific organizational needs.
• Support Services: Ongoing assistance for system maintenance, updates, and
troubleshooting to facilitate uninterrupted operations.
• Comprehensive Training: Customized training sessions for staff, administrators, and
end -users focused on scanning, indexing, and effective records management within the
Cloud -based system.
Before implementation, the FWHS relied on a cumbersome physical file retrieval system, requiring
dedicated personnel to manage over 5,000 client files. Retrieving a specific document often took
2-3 hours. Post -implementation of Laserfiche Cloud and digitization of client files has drastically
reduced this time to just 2-3 minutes, resulting in significant time and cost savings.
Our ongoing support and training empower staff to leverage the full capabilities of the Laserfiche
system, fostering a more efficient and responsive service environment.
d) Include a brief summary and
timeframe for implementation.
Time Frame: 2019 to 2024
Brief Summary: We provide scanning services for Housing Choice Voucher Program Files,
Property Management files, Finance Invoices, and Backlog Scanning. Parallelly, we have installed
Laserfiche and develop Multiyear EDMS and retention program. We provide Document
Management/Workflow services using Laserfiche product. We are also providing support for
maintenance, updates, troubleshooting, patch implementation, and related activities on a
continuing basis. Our services include Document Imaging and Capture, Indexing, Document
Management, Records Management, Content Security, Search, Integration with Existing
Systems/Applications, Browsing/Folders, Workflow, Hardware Requirements, Licensing,
Support, Maintenance, and Training.
Now, the FWHS maintains a huge physical file retrieval system. They have assigned 2-3 full-time
dedicated employees to maintain over 5,000 Client files in the physical system and help with
retrieving them. If they are looking for a particular document for a client, then it will take 2-3
hours to retrieve it. But after implementing Laserfiche Cloud and scanning all Client files into the
Cloud, the customer is able to retrieve the same document in 2-3 minutes. This saves them a lot
of time and money.
Maintenance and Support: We provide support for maintenance, updates, troubleshooting,
patch implementation, and related activities on a continuing basis.
Training: We provide training to staff, administrators, and end -users for scanning, indexing, and
managing records retention in the department's Cloud -based document management system
(Laserfiche).
e) Include a contact name, position,
email address, and current phone
number for each reference.
Kurt Joye, IT Manager
817-333-3440
kjoye@fwhs.org
Page 12
GLQ)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Reference #2: Laserfiche Document Management System
a) State or local government agencies.
Tennessee Higher Education Commission, TN
b) Projects similar in size, application, and scope.
GSG provides Laserfiche DMS services which are similar to the County's requirement.
GSG provides Laserfiche Document Management System (DMS) services that align closely with the
requirements of the Tennessee Higher Education Commission (THEC). Our offerings include:
Back
-Office
Functionality
q
Document
Redaction
'4
Public
Search
,f
Migration
4
Workflow
4
Notification
4
Maintenance
Repository
Structure
q
Supports
4
Training
4
These services are designed to improve efficiency and streamline document management
processes for organizations like THEC.
c) Projects completed within the past 24 months.
GSG completed the implementation and development in 2023. The project maintenance, support,
and training services are ongoing.
GSG is dedicated to enhancing THEC's Laserfiche DMS capabilities. Our services include:
• Application Management: Assisting the Division of Postsecondary State Authorization
(DPSA) with managing, scanning, and indexing educational applications and forms.
• Transcript Processing: Handling the retrieval and electronic storage of Official
Transcripts from closing or closed institutions.
• User Protocol Administration: Supporting user access and management protocols.
• Annual Maintenance: Providing ongoing support for the Laserfiche Avante Product Suite,
including upgrades and enhancements.
Key Activities:
• Role -Based Access Management: Administering secure access for DPSA Full Users to
facilitate document retrieval and reporting.
• Repository Maintenance: Organizing and maintaining document templates and indexing.
• Development Assessments: Evaluating current applications and workflows to identify
opportunities for efficiency improvements.
• Automation of Records Management: Implementing automated processes for record
retention and purging based on state guidelines.
Page 13
GLe) BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Training Sessions: Delivering training to staff on workflow management, indexing, and
document processing.
Support and Maintenance Activities:
• Software Installation: Installing the latest Laserfiche DMS software and applying
necessary security patches.
• Technical Support: Providing assistance for system inquiries and issues, collaborating
with corporate support when needed.
• Disaster Recovery Planning: Establishing protocols for system restoration in the event
of a disaster.
Through these efforts, GSG has significantly improved the document management capabilities for
THEC, resulting in enhanced efficiency and accessibility.
d) Include a brief summary and timeframe
for implementation.
Time Frame: 2021 to Ongoing
Brief Summary
GSG is supporting, enhancing, and assisting THEC's Laserfiche DMS. We performs DMS services
including assisting the Division of Postsecondary State Authorization (DPSA) in managing,
scanning, and indexing applications or forms filed by postsecondary educational institutions;
obtaining, processing, and electronically storing Official Transcripts from Closing or Closed
Institutions; assisting with the administration of user protocols; providing annual maintenance
and support of the Laserfiche Avante Product Suite and modules; providing support in
coordination with State of Tennessee's Strategic Technology Solutions (STS) as required, and
providing optional development and enhancements to the Laserfiche DMS.
Administrative support for Laserfiche DMS
a. Manage the secure role -based access authorization levels of DPSA Full Users so that Full
Users can access, open, and archive files and generate reports using relevant index
information.
b. Manage routine repository maintenance and organization through templates and
indexing.
c. Manage Laserfiche DMS annual support payments for Laserfiche DMS Full Users and
modules currently installed.
d. Attend conference calls, online meetings, and on -site meetings, as per request from DPSA.
Development and Enhancement Assessment
a. An assessment of the current Laserfiche DMS applications and forms, repository structure,
workflows, business processes, and records management.
b. Identification of enhancements, if any, needed to improve the efficiency of current
Laserfiche DMS applications and forms, repository structure, workflows, business
processes, and records management.
c. Expected maintenance structure and reporting periods.
d. Schedule of meetings and key business guidelines for communication between Contractor
and DPSA.
e. Automation of the Laserfiche DMS Record Management Module to provide for the purging
of records according to an approved state RDA once records have reached the end of their
retention period.
f. Creation of additional electronic applications or forms similar to those currently in use and
suggested enhancements thereof.
Page 114
GI.,43BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Functional Design Enhancements
a. Change Order Creation
b. Change Order Performance
c. Change Order Remuneration
Support and Maintenance
a. Install the latest Laserfiche DMS software.
b. Vulnerability patches and security updates are promptly applied.
c. Service calls for operating questions and resolve system problems related.
d. Work with Laserfiche corporate support when Laserfiche DMS or software problems
cannot be resolved locally.
e. Provide scheduled training for usage of the Laserfiche DMS establishing workflow or
indexing, processing, and uploading records received in any format to DPSA employees as
needed.
f. Work with FIS, including, but not limited to, onboarding new application payment
transactions, resolving technical issues, as applicable, and ensuring compatibility with
server and product upgrades.
g. Work with STS personnel to establish secure remote access to the virtual Windows server
running the Laserfiche DMS in the State of Tennessee computer center using a method
specified by the State.
h. Work with THEC information technology personnel to ensure that Full Users are trained
in the usage of the Laserfiche DMS and that all security policies and procedures outlined in
this Contract are in place and followed accordingly.
i. In the case of a Disaster, reinstall the Laserfiche DMS software and restore the Laserfiche
DMS system images and metadata back to its state as of the last backup performed by
STS.
Performing maintenance for the Laserfiche DMS on the State's server:
(1) Install SQL Server, as well as updated and troubleshoot.
(2) Configure Website with IIS.
(3) Bind TSL certificate to Website.
(4) Maintain SQL Server ODBC connection.
(5) Notify DPSA promptly if additional file space or hardware upgrade is needed.
(6) Work with DPSA and STS to complete disaster recovery plans for Laserfiche DMS.
(7) Coordinate with STS for regular disaster recovery testing.
j.
e) Include a contact name, position, email
address, and current phone number for
each reference.
Stephanie Bellard Chase,
Stephanie.Bellard@tn.gov
615-741-360
Reference #3: Laserfiche Software Support
a) State or local government agencies.
San Bernardino County Transportation
Authority, CA
b) Projects similar in size, application, and scope.
GSG provides a comprehensive range of Laserfiche support services that align closely with the
needs of the San Bernardino County Transportation Authority (SBCTA). Our services encompass
the following key areas:
• Laserfiche Software Assurance Plan (LSAP) Renewal: Regular renewal of the Laserfiche
Software Assurance Plan to ensure that SBCTA has access to the latest features and
updates.
Page 15
GL41BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Training Services: Customized training sessions for users to familiarize them with the
Laserfiche tools, features, and any upgrades, ensuring staff can utilize the system
effectively.
• Consulting Services: Expert consulting for various Laserfiche products, including:
o LF Avante NIS SQL with Workflow
o LF Connector (100 users)
o LF Avante Web Access (100 users)
o LF Avante Quick Fields packages, including Zone OCR and Real -Time Lookup Validation
o LF Avante Forms and Public Portal functionalities
• Technical Support: Providing both on -site and remote support through phone, web
conference, and screen sharing. Priority support includes remedial training,
troubleshooting, configuration, and emergency services.
• Installation of Software Versions and Patches: Responsible for the installation of new
software releases and patches, as well as implementing necessary updates based on
security audits and system requirements.
• Server Maintenance and Security Audits: Regular maintenance to address outages
during business hours and biannual security audits to identify and remediate
vulnerabilities in collaboration with SBCTA's IT staff.
Through these services, GSG enhances the operational efficiency of SBCTA's Laserfiche
environment, allowing for improved document management and workflow capabilities.
c) Projects completed within the past 24 months.
GSG's partnership with SBCTA has involved ongoing support and maintenance services for
Laserfiche, with the following key components:
Description: GSG provides extensive Laserfiche software support, focusing on multiple facets:
1. Software Support Services:
o Renewal of the Laserfiche Software Assurance Plan (LSAP) to keep SBCTA updated with the
latest features and support.
o Regular training sessions for users, covering updates and new functionalities to enhance
their proficiency with the system.
2. Consulting for Various Laserfiche Products:
o Support for LF Avante modules, including Quick Fields and Forms, allowing SBCTA to
manage documents efficiently.
3. Technical Assistance:
o Installation and testing of software patches and updates, working closely with SBCTA's IT
staff to resolve issues related to the server Operating System (OS) and client workstations.
o Monitoring system performance and response to problems, ensuring smooth operations
and minimal downtime.
4. Project Management:
o Monthly project status reports, detailing budget utilization and progress on ongoing tasks,
helping SBCTA stay informed on project developments.
o Quarterly planning and status meetings to align priorities and discuss upcoming work,
including software installations and training sessions.
5. Custom Development Work:
o GSG develops tailored solutions using Laserfiche products to meet specific needs of SBCTA,
including workflows and forms that enhance data collection and processing.
Through these ongoing projects, GSG has significantly improved the functionality and reliability of
the Laserfiche system at SBCTA, facilitating better document management and operational
efficiencies.
Page16
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
d) Include a brief summary and timeframe
for implementation.
Time Frame: 2021 to Ongoing
Brief Summary
GSG provides Laserfiche software support services including renewal of Laserfiche Software
Assurance Plan (LSAP), Training for Laserfiche tools, features/upgrades, and other items, on an
as -needed basis, consulting services for:
• LF Avante NIS SQL with Workflow LSAP
• LF Connector LSAP (100 users)
• LF Avante Web Access LSAP (100 users)
• LF Avante Quick Fields Zone OCR -Validation Package LSAP
• LF Avante Quick Fields Validation LSAP
• LF Avante Quick Fields Real Time Lookup Validation Package LSAP
• LF Avante Named Full User with Snapshot and Email LSAP (100 users)
• LF Avante Import Agent LSAP
• LF Avante Forms Portal Add-on LSAP
• LF Avante Forms LSAP (100 users)
• LF Starter Public Portal LSAP (25 Retrieval Users)
We provide support for on-site/remote phone/web conference with screen sharing. Priority
support for the Laserfiche software system includes remedial training, consulting, installing
updates, testing, configuration, troubleshooting, and emergency services. Remote support via
phone, email, or web conference with screen sharing and Live supports on working days excluding
holidays.
Installation of new software versions and patches
• We are providing new releases of Laserfiche Products and installation of new software
versions and patches. We are providing input on changes and/or upgrades to the
environment. GSG is working with SBCTA's IT staff to review and implement any security
findings from a biannual audit of both the server Operating System (OS) and the Laserfiche
application.
• Server software Installation/Testing: GSG supports installing all new software patches for
Laserfiche software. GSG works with SBCTA to solve any problem regarding server Operating
System (OS) and client workstation Windows OS patches and testing on the servers and
workstations.
• Maintenance involved Outages: GSG is maintaining all maintenance work that results in
system outage within business hours 7 a.m. to 6 p.m.
• Security Audit remediation: GSG is maintaining a bi-annual security audit of the Laserfiche
systems and works with SBCTA staff to remediate if possible.
• Client -side software Installation. GSG provides SBCTA with instructions on installation
steps for client -side software.
System Monitoring
• GSG provides system monitoring and problem response/resolution process for SBCTA's
Laserfiche Products to ensure smooth operations.
• GSG works for public -facing products such as Weblink, Forms, etc.
• GSG monitors the system, prevents system failures, and allows SBCTA to be more
proactive.
Page 17
GL4IBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Review Server Logs/Errors
Analysis of server log files - GSG reviews the server log files and capture all errors and provide
appropriate actions.
Disk space analysis - GSG monitors and provides reporting on current utilization of disk
resources. Any and all issues pertaining to low amounts of free space and growth anomalies are
noted and resolved with SBCTA staff.
Project Management
GSG provides an effective project schedule with dates and overall project progress for all active
projects to SBCTA on a monthly basis.
Budget Report: We deliver monthly reports on the tenth business day of each month for each task
order for the amount budgeted, amount spent, and amount remaining for agencies/work
completed.
Project Planning/Status Meetings (as needed): GSG meets quarterly with SBCTA to discuss
project prioritization, status, and plan for all works including Server software installation, patches,
system updates, Scanner configurations, Training, and Custom development work.
Quarterly System Reporting: GSG deliver quarterly report to SBCTA including Incident Reports,
Performance of system and Changes made to system.
Development Work
GSG creates and supports custom solutions utilizing Laserfiche products such as Forms, Import
Agent, Quick Fields, and/or Workflows, WebLink, Web Access, Mobile, Forms, and scanner set -
u
p
e) Include a contact name, position, email
address, and current phone number for
each reference.
Jeff Hill, Procurement Manager
(909) 884-8276
jhill@gosbcta.com
Reference #4: Electronic Document Management System Procurement and Implementation
Services
a) State or local government agencies.
Housing Authority of the City of Reno ("RHA"),
NV
b) Projects similar in size, application, and scope.
GSG is engaged in a project with the Housing Authority of the City of Reno (RHA) that mirrors the
scale and requirements of a Laserfiche Document Management System (DMS). Our services
include:
Back -Office Functionality
NI
Document Redaction
Al
Document Maintenance
V
Public Search
NI
Migration
NI
Scanning
�I
Workflow
Y
Notification
v
Page 18
GL4)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
These
efficiency.
services collectively
improve
Maintenance
driving operational
Supports
Training
Ai
RHA's
document
management
capabilities,
c)
Projects
completed
within
the
past
24 months.
Description:
GSG delivers
a comprehensive
solution,
which
includes:
•
Implementation
and
Installation
and
setup
of
the
Laserfiche
DMS,
followed
by
Training:
training for
RHA
staff
on its
functionality.
•
Digital
Conversion: Transitioning
paper
-based
processes
to a digital
format,
including
scanning and
managing various types
of
records
(applicant
files,
tenant
files,
etc.).
• System
Integration:
Integrating
Laserfiche
with
existing software,
such
as
ERP
Emphasys
Elite
and
Microsoft
Outlook,
to streamline
workflows.
•
Key Objectives:
1.
Reducing
paper
usage in
processes.
2. Integrating
electronic
signature
solutions.
3. Automating
workflows
to enhance
efficiency.
4. Minimizing manual
data
entry.
5.
Ensuring compliance
with
HUD
requirements.
Maintenance
and
Support:
GSG
provides
ongoing services, including:
•
Installation
of software
patches
and
upgrades.
•
Remote
troubleshooting
and
error resolution.
• User training and
access
to educational
resources.
• Consulting
for individual
departments.
Through
these efforts,
GSG is
helping
RHA
optimize
its
operations
and
enhance
document
management
practices.
d)
Include
a
brief summary and
timeframe
Time
Frame: 2021
- 2025
for implementation.
Brief
Summary
GSG
provides
an end
-to
-end
solution
to supply,
install,
implement,
and
train
RHA's
staff
on
their
new
Laserfiche
Electronic
Document
Management
System.
Our team
is converting current
paper
-based
processes
to a digital
environment.
Our
team scans
and
manages
RHA's
applicant
files,
tenant
files,
financial
records,
staff
records,
and
develops
documentation.
We are storing
digital
files
and
printing
a
host
of documentation
to
perform
key
processes across
the organization.
Our engineers integrated
the
Laserfiche
system
with
ERP,
Emphasys
Elite,
and
RHA's
preferred
email
solution,
Microsoft
Outlook,
among other
software.
GSG is working
to implement
electronic
workflow,
electronic
signature,
automated
document
archiving/purging.
Our implementation
for
RHA
includes
Laserfiche
Search
and
Cloud,
as well
as
Document
Management,
Electronic
Records
Management,
Imaging, and
Scanning.
We are
fulfilling
RHA's
main objectives
using Laserfiche
solutions:
1.
Minimize/eliminate
the
use of
paper
in
key
processes.
2. Allow
for/integrate
with
an electronic
signature solution.
Page
19
GL4)BAL
SOLUTtOHS GROUP . thC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
3. Automate and manage key processes through configurable workflows.
4. Minimize or eliminate manual data entry tasks.
5. Ensure compliance with all regulatory, statutory, and voluntary requirements set forth by
HUD (Housing & Urban Development).
We provide key technologies and functionality including:
1. Document Management
2. Electronic Records Management
3. Workflow
4. Imaging
5. Content Security
6. Search Features
Maintenance and Support: Our team provides the following services to the RHA as part of a multi-
year Laserfiche technical support contract.
• Installation of software patches and minor upgrades.
• Maintenance of FTP site where patches may be accessed remotely.
• Remote troubleshooting and repair of errors.
• Hosting user group meetings.
• Provide Laserfiche user training and access to webinars on Laserfiche functionality.
• Provide consulting services to individual departments.
• Provide major software updates/version releases which might include on -site
installation/migration and training.
Training: GSG will train RHA's staff in the management of Workflow. We will train system
administrators to develop rights and permissions that protect privacy and personally identifiable
information, limiting access to these details to personnel who require it in the performance of
their duties.
e) Include a contact name, position, email
address, and current phone number for
each reference.
Samantha Arellano, IT Manager
sarallano@renoha.org
(775) 329-3630 ext. 223
Page20
Tab E: Response to Narrative
Questions from Schedule B
GLS3BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
E. Tab E: Response to Narrative Questions from Schedule B
GSG understands that the Weld County (County) is looking for experienced and qualified vendors to
provide Document Management System. Based on the County's requirements, we are proposing
Laserfiche as a Document Management System which can fulfil all the County's requirements. We are
a Value -Added Reseller (VAR) of Laserfiche and provide end -to -end solutions for the clients. We have
a dedicated team with Platinum and Gold certified personnel to customize your requirements.
GSG understands and effectively implements the Best
Value procurement method, considering both price and
key factors like quality and expertise. We manage the
RFQ and RFP processes to achieve optimal project
selection and outcomes.
GSG can effectively manage the Lump Sum Price method,
offering a fixed, all-inclusive project cost based on
specifications. Our proposals can include detailed
itemized costs if specified in the solicitation.
Our Similar Experience in Colorado
We have executed similar services
(Laserfiche System) to the Colorado -
Department of Natural Resources. As
part of this project, we provide
Laserfiche DMS solution
functionality with implementation,
maintenance, support, and training
services.
GSG understands that the County is looking to update and maintain, and/or replace, their system of
recording for documents maintained by their Clerk to the Board Office. We have proposed Laserfiche
as a Document Management System. Laserfiche offers a robust system that can maintain
authoritative documents which span over 150 years. It includes an internal component for scanning,
redacting, and managing records, along with a public portal for citizens to search and access redacted
documents. Our Laserfiche setup supports both efficient document handling and public access while
maintaining privacy and security.
Laserfiche manages the migration of historic documents and meeting proceedings using its advanced
document handling features. It efficiently processes large datasets, such as the 416,000 documents
from an SQL database, and includes tools for redacting sensitive information to protect privacy.
Additionally, Laserfiche supports the integration of both non -redacted and redacted flat files and
provides a customizable search and retrieval system for public access.
E.1. Needs and Requirements of the County
Our proposed Document Management System, Laserfiche, includes all the core components and
requirements outlined in the Scope of this RFP. Laserfiche effectively meets all the County's specified
needs and requirements.
• Back -Office Functionality. Document scanning, storage, and retrieval, revising final
documents (example, adding signature pages to signed agreements), agendas and
minutes to be entered (scanned or added as existing files), securely stored and retrieved.
Scanned documents may sometimes be quite large (color scanning, TIFF formats, or
many hundreds of pages). The proposed solution must be capable of serving as a system
of record for all materials related to meeting proceedings and outcomes.
Laserfiche supports back -office functionality with its comprehensive document management
features. It handles large and complex documents through advanced scanning capabilities,
including color and TIFF formats, and efficiently manages extensive file sizes. Laserfiche provides
secure storage and retrieval for final documents, such as signed agreements and meeting minutes,
and functions as a reliable system of record for all materials related to meeting proceedings and
outcomes.
Page 21
L*3BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Document Redaction is required for sensitive/confidential information. Decision
makers and those internal parties with security clearance must be able to see all
redacted documentation; however, the public and internal users without security must
be presented with redacted views. Please see Attachment 3 for an example of a document
stored in our system with redaction applied.
Laserfiche supports document redaction through its advanced security and redaction features. It
allows for the effective redaction of sensitive information while permitting full access to authorized
internal users with security clearance. Public, and internal users without security clearance, will
see only the redacted versions. Laserfiche's redaction tools facilitate the application and review of
these redactions, maintaining appropriate levels of document visibility and security. We have
checked the Attachment 3 redaction example, and we are sure to perform the same through
Laserfiche.
• Document Maintenance is required, the system must be able to replace pages in existing
documents (example, signature pages after signature), perform redaction actions for
specific documents, provide OCR functionality on indexed documents, and on documents
already uploaded to/stored in the system. Changes to existing documents must be logged
for future audits.
Laserfiche provides document maintenance through features such as Document Versioning for
replacing pages and maintaining historical records, Redaction Tools for hiding sensitive
information, and Optical Character Recognition (OCR) for indexing and searching within
documents. Additionally, Audit Trails track and log changes to documents for compliance and
auditing purposes.
• Public Search, including accessible and navigable tools that enable the public to search
for and locate documents stored in the system. Solutions must be simple enough for
citizens to use but comprehensive enough to meet advanced business requirements.
Public viewers must be presented with redacted versions of documents with sensitive
information. Vendors proposing an API based system where we can build our own
custom document search tools are welcome to submit proposals stating as such.
Laserfiche provides a Public Portal with intuitive search capabilities for users. The system includes
Customizable Search Interfaces for accessible public access and Redaction Features to mask
sensitive information. For more advanced needs, Laserfiche supports API Integration to develop
custom search solutions.
• Migration of historic documents, including all years of agendas, contracts, and related
items. There are approximately 100 Board of County Commissioners (BOCC) meetings
per year, and each meeting has between 20 and 50 related agenda items (new business
and consent). There are approximately 416,000 documents stored in the current system
of record which span over 150 years of public record. Unredacted historic which images
are currently stored as BLOB elements in SQL.
Laserfiche facilitates migration of historic documents with its Document Importer tool, handles
bulk uploads and metadata mapping. Advanced Search and OCR functionality allows for indexing
and accessing scanned images. Data Transformation and Integration features enable migration
from SQL databases, while Redaction Tools manage sensitive information in historical records.
• Migration of Redacted Documents is an area in which we are seeking innovative ideas.
We can export both redacted and non -redacted versions of documents from our current
system. The redaction itself is stored as a dynamic overlay in the system, so currently we
Page 22
GLOBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
only store the document once, and redaction is applied depending on the security role of
the viewer. We have approximately 1,000 documents in our repository with redaction
applied, some documents have only one redacted data element, some have many
redacted data elements across multiple pages. Redacted versions of documents can be
exported as PDF or TIF files for conversion.
Laserfiche manages redacted document migration with its Document Importer and Dynamic
Redaction Capabilities. It supports the import of PDFs and TIFs while applying redaction overlays
as needed. The system's Batch Processing and Custom Import Scripts streamline the conversion
and integration of redacted documents, preserving both redacted and non -redacted versions
effectively.
• ADA Accessibility Conformance: Indicate compliance with ADA Accessibility guidelines,
including software conformance with WCAG 2.2 Standards, being error free at levels A
and AA. (This is a Colorado statutory requirement, per HB 21-1110.) This requirement
applies to both the back -office interface, as well as any public web portal functionality
that may be proposed.
Laserfiche meets ADA Accessibility requirements by incorporating Web Accessibility features that
align with WCAG 2.2 Standards at levels A and AA. Its Accessibility Tools provide support for both
back -office interfaces and public portals, including keyboard navigation, screen reader
compatibility, and customizable display options to comply with statutory standards.
• Scanning Hardware. Vendor solutions will ideally integrate with the following scanning
hardware, which is already owned and operated by Weld County:
o Fujitsu 7700 PSIP Scanner with Flatbed- 300 Sheet
o Document Feeder, 100PPM/200IPM Landscape scanning,
o Up to 11X17 scanning via the feeder or the flatbed,
o B&W/Color Scanning, Up to 600 DPI Optical Resolution,
o PaperStream IP (ISIS -TWAIN) Driver
Laserfiche can integrate with various scanning hardware, including the Fujitsu 7700 PSIP
Scanner. It supports Paper Stream IP (ISIS -TWAIN) Drivers for seamless operation, allowing for
efficient scanning of B&W and color documents up to 11" x 17" with 600 DPI optical resolution.
Laserfiche system is compatible with both the flatbed and document feeder, accommodating high-
speed scanning and large volumes.
E.2. Optional Functionality
• Document Workflow. Weld County currently uses a Hyland/OnBase solution for
Contract management, to route agreements for review by multiple parties. An example
may be that a department director submits an agenda item (a contract), which needs
to be approved first by legal, and subsequently by finance and potentially others, prior
to being approved for placement on an agenda.
Laserfiche provides document workflow functionality. It has a variety of inbuilt functionalities,
and we can develop the flow as per requirements. Our team will develop the workflow
functionality as you required for contract management tasks.
• Document Notifications. When contracts with termination dates are approved through
our current system, reminders are sent in advance of expiration for renewal
notification.
Page23
GLObBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Laserfiche handles document notifications through its Workflow Automation features. It enables
the setting up of Alerts and Reminders for contract expiration dates, sending notifications in
advance of deadlines. Additionally, Event Triggers can be configured to initiate renewal
reminders based on specific contract attributes.
• Electronic Signature Integration. Weld County does have an enterprise Adobe Sign
license, but we currently do not use electronic signatures in this business process. If
electronic signature is proposed, it would be a significant advantage if parties could
sign electronically in any order, removing the bottleneck of one party holding up the
workflow for all other signers.
Laserfiche utilizes the Electronic Signature Integration feature to connect with Adobe Sign. The
Flexible Signing Workflow capability allows for both sequential and parallel signing processes,
enabling parties to sign in any order and reducing bottlenecks in the approval workflow.
• Agenda Management, including the creation of agenda items, compilation of agenda
packets, distribution of packets, creation of summary agendas created for public
review, visualization of agenda items by elected officials during meetings, and all
related workflows.
Laserfiche handles agenda management through its Workflow Automation and Document
Assembly features. It allows for the Creation and Compilation of Agenda Packets, manages
Distribution and Public Review Summaries, and provides Real -Time Document Access during
meetings. Customizable Dashboards and Document Visualization Tools support elected officials
in reviewing agenda items effectively.
• Meeting Packet Generation. During public meetings, the BOCC will need to access,
either by hyperlink in a web browser, or as a compiled file folder on a shared drive, all
materials related to the discussion. The packet will need to be created and maintained
by our Clerk to the Board's office, but viewable by up to 10 authorized viewers
simultaneously.
Laserfiche supports Meeting Packet Generation through its Document Assembly and Web
Access features. It allows the Clerk to compile and manage packets efficiently, providing
Hyperlink Integration with easy access via web browsers, and File Sharing Capabilities for
shared drive access. Additionally, Concurrent Viewing functionality enables up to ten authorized
viewers to access materials simultaneously.
E.3. Note Functionality
Laserfiche satisfies the core requirement to replace your system of record for BOCC official
documents. Laserfiche offers robust solutions for both public search and back -office configurations:
1. Document Management: Laserfiche's comprehensive document management capabilities
handle the storage, organization, and retrieval of official BOCC documents.
2. Public Search Portal: Laserfiche Web Access provides a user-friendly public search portal,
allowing users to locate documents easily while ensuring compliance with access and
redaction requirements.
3. Back -Office Configurations: Laserfiche Workflow and Document Management features
support efficient internal processes, including document creation, processing, and
management tailored to the needs of the BOCC business office.
4. Integration and Customization: Laserfiche integrates with existing systems and hardware
and allows customization to meet specific business requirements.
Page
24
GL4)BAL
SOLUTIONS GROU➢, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Laserfiche's solutions are designed to seamlessly replace and enhance the functionalities of your
current system, addressing both public and internal document management needs.
➢ Laserfiche supports the use of existing Fujitsu scanners through its Document Capture
Integration feature, which is compatible with various hardware. It utilizes Paper Stream IP
(ISIS -TWAIN) Drivers, allowing continued use of your Fujitsu scanners without the need for
replacement.
➢ Laserfiche offers both Cloud -Based (hosted) and On -Premises solutions, allowing flexibility
based on Weld County's needs. The Cloud -Based option provides scalability and reduced IT
overhead, while the On -Premises solution offers greater control and customization for local
deployment.
➢ Laserfiche accommodates this requirement with its Flexible Licensing Model. It provides Full
User Licenses for document scanning, adding, and management, and can handle concurrent
usage efficiently. Laserfiche supports Scalability to ensure performance for 5-7 concurrent users
among the fifteen licensed individuals.
➢ Laserfiche can support contract management with its Contract Management Module, which
includes Licensing for Additional Users. This module provides access for up to fifty additional
users for submitting, reviewing, and signing agreements. User Licensing is flexible, allowing
seamless integration into your existing system for efficient contract workflows.
E.4. Technical Specifications
GSG understands the requirements and will provide the completed Attachment 1 - Vendor Response
Form with our proposal submission. We will provide all sections, including General, Technical,
Reporting, Integration, and Workflow, are filled out in their entirety to address the categorized
Required ("R") specifications.
Laserfiche Technical Architecture
Laserfiche products provide a complete solution for Document Management. We can handle physical
records, images, electronic documents, digital photos, audio and video, and email, managing all
content throughout its lifecycle from creation or receipt to ultimate disposition. Capabilities include
intelligent capture, library services, search, process automation, content delivery, security, retention
rules, and full audit trails. Laserfiche is built on Microsoft standards that make it widely
interoperable, extensible, and easy to administer. Gartner describes Laserfiche as offering "cost-
effective and easy -to -deploy Content Management products."
The following System Architecture diagram provides a visual representation of how the features of
Laserfiche relate to each other, the data, and the users. For a more technical blueprint of the
Laserfiche system, refer to the diagram provided under the Implementation Plan provided later in
this proposal.
Page25
DBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Laserfiche System Architecture
•
-
SEMIS
Email Server
Web Server
Application Server
LAN
-
•
s
MMSSOL
Oracle
Database Server
•
.
a
•
Active Directory
Laserfiche Server
Workflow
eso
Single Sign -On
Quick Fields
Forms
Web Access
WebLink
Web Server
Local and Remote Users
0
0
!mobile Users
System Architecture
The above represents the Laserfiche System Architecture. We can apply Secure Socket Layer (SSL) to
be more secure with all the Laserfiche requests. We can provide volume level encryption using AES-
256 algorithm. Getting the data from Laserfiche will be secured once the SSL and encryption are
applied. To transfer the data to Laserfiche we can build a customized application, or an authorized
person can transfer the data from a single machine using different Laserfiche import methods.
• Your data is encrypted both at rest and in transit.
• Files on disk are encrypted using the industry standard, AES-256.
Page 26
L43BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Network traffic, from uploading and viewing a document to internal service messages, is secured
using TLS.
• Laserfiche supports the use of cryptographic protocols SSL and Transport Layer Security (TLS)
to encrypt the communication between the Laserfiche Server and its client applications.
To use this feature, you must meet the following requirements:
o Server Requirements: The Laserfiche Server machine must have a valid trusted root authority
certificate, and a valid server certificate signed by the trusted root authority.
o Client Certificate Requirements: The client computers must have a valid trusted root
authority certificate.
o IIS Requirements: If IIS will be running alongside SSL/TLS, it must be IIS version 7 or higher,
due to port conflict issues.
Software And Hardware Components
Laserfiche 10.2.1 does not support Windows XP, Windows Server 2003, or Microsoft SQL Server
2000.
Laserfiche Server System Requirements
Minimum Server Requirements
• Processor Type (CPU): Pentium 4, AMD Opteron, AMD Athlon 64, or more recent processor
(at least 1.8 GHz); a 64 -bit CPU is required, and the operating system must be an x64 version.
• Memory: 2 GB RAM
• Operating system: Windows Vista (Service Pack 2), Windows Server 2008 (Service Pack 2),
Windows 7 (Service Pack 1), Windows Server 2008 R2 (Service Pack 1), Windows 8,
Windows Server 2012, Windows 8.1, Windows Server 2012 R2, Windows 10, Windows
Server 2016
Note: The Laserfiche Server is only supported on x64 versions of Windows operating system.
In addition, production implementations of the Laserfiche Server should be installed on
Windows Server operating systems; non -server operating systems are supported for testing
and demonstration purposes.
Note: If the Laserfiche Server and Laserfiche Full -Text Indexing and Search Service will be
installed on the same computer, Windows Server 7, and Windows Server 200 R2 both require
Service Pack 1 to be installed.
• Database engine: Microsoft SQL Server 2005 (Service Pack 4), Microsoft SQL Server 2008
(Service Pack 3), Microsoft SQL Server 2008 R2 (Service Pack 2), Microsoft SQL Server 2012
(Service Pack 2), Microsoft SQL Server 2014, Microsoft SQL Server 2016, Oracle 10g
(10.2.0.5+), Oracle 11g (11.1.0.7+), Oracle 11g R2 (11.2.0.1+), and Oracle 12c.
Note: If you are using an Oracle 12c server, please install the Oracle 12.1.0.2 client on the
computer hosting the Laserfiche Server.
N ote: If you are using an Oracle DBMS, make sure that Oracle Client 11.2.0.2.1 or later with
the corresponding version of Oracle Data Access Components (ODAC) is installed on the
computer hosting the Laserfiche Server.
N ote: Express editions of the above Microsoft SQL Server versions are supported but are only
suitable for repositories of fewer than one million pages and five or fewer simultaneously
Page
27
GLOBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
connected users. Larger or more frequently accessed repositories will see significant
erformance issues when usin: Microsoft SQL Server Ex • ress.
Recommended Server Requirements
• Processor Type (CPU): Intel Core 2 Duo or Athlon Phenom or more recent dual -core
processor (at least 1.8 GHz); a 64 -bit CPU is required, and the operating system must be an
x64 version.
o If the Laserfiche Server and Laserfiche Full -Text Indexing and Search Service are
installed on the same computer, a quad core CPU is recommended.
• Memory: 4 GB RAM
o If the Laserfiche Server and Laserfiche Full -Text Indexing and Search Service are
installed on the same computer, 12 GB of RAM is recommended.
• Operating system: Windows Server 2008 or later, x64 editions only.
Note: If the Laserfiche Server and Laserfiche Full -Text Indexing and Search Service are
installed on the same computer, Windows Server 200 R2 requires Service Pack 1 to be
installed.
• Database engine: Microsoft SQL Server 2005 (Service Pack 4), Microsoft SQL Server 2008
(Service Pack 1), Microsoft SQL Server 2008 R2, Microsoft SQL Server 2012, Microsoft SQL
Server 2014, Microsoft SQL Server 2016, Oracle 11g (11.1.0.7+), and Oracle 12c.
Note: The Oracle server must be used with a supported Oracle client, and the Oracie client
and the corresponding version of Oracle Data Access Components must be installed on the
computer hosting the Laserfiche Server. Laserfiche supports Oracle client 11.2.0.3 and later,
and Oracle client 12.1.0.2 and later.
Note: For Microsoft SQL Server requirements, see Microsoft's SQL Server home page
(http://www.microsoft.com/sql). For Oracle Server requirements, see Oracle documentation
or Oracle's website (http://www.oracle.com/).
Laserfiche Full -Text Indexing and Search Service
The following recommended specifications assume that Laserfiche Full -Text Indexing and Search
Service has been installed on a dedicated machine. If it is installed on the same computer as the
Laserfiche Server, see the applicable notes under Laserfiche Server recommended specifications,
above.
• CPU: Intel Core 2 Duo or Athlon Phenom or more recent dual -core processor (at least 1.8
GHz); a 64 -bit CP is required, and the operating system must be an x64 version.
• Memory: 8 GB RAM
• Operating system: Windows Server 2008 or later
Laserfiche Web Client Requirements
Minimum Web Server Requirements
• Processor Type (CPU): Pentium 4, AMD Opteron, AMD Athlon 64, or more recent processor
• Memory: 1 GB RAM
Page 28
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Operating system: Windows Server 2008 with IIS 7, Windows Vista (Service Pack 2) Premium
or higher with IIS 7, Windows 7 with IIS 7.5, Windows Server 2008 R2 with IIS 7.5, Windows
8 with IIS 8, Windows Server 2012 with IIS 8, Windows 8.1 with IIS 8.5, Windows Server 2012
R2 with IIS 8.5. Windows 10 with IIS 10, and Windows Server 2016 with IIS 10.
• Laserfiche Server: The Laserfiche web client 10.2 requires version 10.2 or later of the
Laserfiche Server. The web client is not compatible with standalone editions of Laserfiche
(Executive, Desktop, etc.).
• Internet Information Services (IIS): IS 7 (Windows Vista or Windows Server 2008), IIS 7.5
(Windows 7 or Windows Server 2008 R2), IIS 8 (Windows 8, Windows Server 2012), IIS 8.5
(Windows 8.1, Windows Server 2012 R2), and IIS 10 (Windows 10). See Configuring IIS for
more information about IIS features that must be enabled with the web client.
Note: Server operating systems (Windows Server 2008, etc.) are preferred.
Recommended Web Server Requirements
• CPU: 2.8 GHz or faster processor
• Memory: 2 GB RAM
• Operating system: Windows Server 2008 or later, x64 only
• Laserfiche Server: The Laserfiche 10.2 web client requires version 10.2 or later of the
Laserfiche Server. The web client is not compatible with standalone editions of Laserfiche
(Executive, Desktop, etc.).
• Internet Information Services (IIS): IS 7 (Windows Vista or Windows Server 2008), IIS 7.5
(Windows 7 or Windows Server 2008 R2), IIS 8 (Windows 8, Windows Server 2012), IIS 8.5
(Windows 8.1, Windows Server 2012 R2), and IIS 10 (Windows 10, Windows Server 2016).
See Configuring IIS for more information about IIS features that must be enabled with the
web client.
Note: Hardware requirements may fluctuate based on the number of users logged in to the server. If
you expect to have many simultaneous connections to your Laserfiche web server, we encourage you
to configure it with a faster CPU and/or add more RAM.
Note: Serving high -resolution images can require large amounts of system resources. If your
repository contains high -resolution images, make sure that the total paging file size on the Laserfiche
web server is at least twice the amount of physical memory (RAM).
Web Client Workstations
• The web client is supported on Internet Explorer 11 or later, Microsoft Edge, Firefox, Safari
for iOS, and Chrome.
Laserfiche Office Integration Requirements
Minimum Office Integration Requirements
• Processor Type (CPU): Pentium 4, AMD Opteron, AMD Athlon 64, or more recent processor
(at least 1.8 GHz)
• Memory: 2 GB RAM
• Operating system: Windows Vista (Service Pack 2), Windows Server 2008 (Service Pack 2),
Windows 7 (Service Pack 1), Windows Server 2008 R2 (Service Pack 1), Windows 8,
Page I 29
G (1), BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Windows Server 2012, Windows 8.1, Windows Server 2012 R2, Windows 10, and Windows
Server 2016.
Microsoft Office: Microsoft Office 2007 (32 -bit only), Microsoft Office 2010 (32 -bit and 64 -
bit), Microsoft Office 2013 (32 -bit and 64 -bit), and Microsoft Office 2016 (32 -bit and 64 -bit).
➢ Laserfiche AWS System Architecture Document
If the County decides to go with Cloud SaaS Model, then we will recommend the following
architecture:
Laserfiche AWS Architecture - General Layout
Internal Network
Web Tier
HTTPS -
Laserfiche
Web
Server
• web Client
• Forms
• Mobile App
• LFDS
• Etc
J
App Tier
mlasettche
Content V
Server
irLaserfiche
Capture 4 _
Server
Data Tier
VPN Connection
EBS Voktmets;
for Reposrtones
AWS RDS
Managed
Dataoase
CloudWatch Logs'
Log Aggregator
Sptunk etc t
DB Backups
EBS Snapshootss
•
rr
Users
$ Venous
29587
E.xchan
SMTP Server
LFCS
• 38914536
•
•—.
Ac the
Directory
Workflow'
Forms
443i1433
On-premtses
Sy stemsDes
In both types of models, we recommend the usage of Virtual Machines (VM's).
Here is a breakdown for Tiered Architecture:
1. Presentation Tier:
Components include:
• Laserfiche Client Applications (Windows Desktop, Web Client, and Mobile App)
• Laserfiche Forms
These applications provide interfaces for users to retrieve features like:
1. Uploading and downloading documents
2. Searching and browsing the repository
3. Viewing documents
4. Filling out forms
This tier interacts directly with the user.
2. Application Tier:
This tier handles the core business logic of the application.
Page I30
GLQ, BAL
SOLUTIONS GROU➢, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
The Laserfiche Server software resides here.
• Essential functionalities include:
1. Managing user access and permissions
2. Processing document capture and indexing
3. Performing full -text searches
4. Workflow automation
5. Version control
3. Data Tier:
This tier stores and manages the system's data.
In Laserfiche, this comprises:
1. Database: Stores user information, access controls, metadata, and other system configuration
data (Database type can vary depending on configuration).
2. Repository: Stores the actual content of the documents, including scanned images, electronic
files, and annotations (File structure can vary).
4. (Optional) Directory Services Tier:
This tier (Laserfiche Directory Server - LFDS) is optional and provides centralized user
authentication and authorization.
It can integrate with existing Active Directory or LDAP services.
➢ Laserfiche Security
Tenant Isolation
Tenant isolation means that all customer data is contained within a logically separated part of the
system, even though such data shares the same IT infrastructure. This means that the actions of one
customer (or tenant) cannot affect another customer, and that there is no crossover of data between
customers. In Laserfiche Cloud, all customer data is further protected by using a Virtual Private Cloud
or VPC.
Access logs and system event logs, which do not contain regulated data such as user -created
metadata or files, are stored and secured on a central log server and retained for one year.
Network
Firewalls analyze the data and packets routed to Laserfiche Cloud. Every quarter, Laserfiche
performs an external vulnerability scan of the firewalls, as well as a configuration assessment.
Encryption
At Rest:
Laserfiche uses AES-256 encryption to encrypt data at rest, including disk storage, backup snapshot,
and log and configuration files.
In Transit:
To protect security of data in transit, all connections over the Internet to Laserfiche Cloud must use
a connection encrypted using HTTPS over TLS 1.2+. Requests over unencrypted HTTP will be
automatically redirected to the equivalent HTTPS endpoint.
Application
Page I 31
G L1bB A L
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
When planning security -critical components, Laserfiche uses threat modeling to drive the design of
secure systems. All modules and services hosted on Laserfiche Cloud use Failure Mode and Effects
Analysis to assess threats.
Operational Practices
Data Access
All customer data is subject to strict confidentiality and security policies, with multiple safeguards to
prevent unauthorized access. Customer data is stored in dedicated databases and virtual disk
volumes and is encrypted (see Architecture, above). Data access attempts are logged, and security
alerts generated in real time when users attempt to bypass access control mechanisms. Only
infrastructure personnel who need access to the production environment for upgrades and
maintenance have that access; other employees and contractors are never granted privileged access.
Laserfiche follows the principle of least privilege in securing user data, using minimum privileges at
the operating system level, per -service roles, and per -machine roles.
Support Access
As a user, you can grant controlled access to your data to technical support personnel by giving them
access to a virtual user account, and then granting them permissions. Customers can grant as few or
as many permissions as they want to support personnel, depending on the access needed.
Administrative -level accounts used to manage the host operating system, and databases are denied
read access to customer document and file data and attempts to bypass this generate security alerts.
Laserfiche requires written permission from an authorized person at the customer organization to
access customer data.
Change Management
Laserfiche follows a formally defined change management process. All changes are centrally
coordinated, tested, reviewed, and approved before being released into a production environment,
and must be approved by a Change Control Board.
Security Processes
Detective Controls
Laserfiche uses several types of detective controls to monitor potential issues, including daily
security alert reviews, backup checks, privileged access review to verify that access is appropriate
and that ultimately access is removed when no longer needed, and independent review of privileged
access by those with no access to the system themselves.
Security Incident Management
If a security incident is detected, our security response team will put into action a security incident
response plan. This involves coordinating a containment process, gathering information, identifying
affected hosts and services, determining the scope and impact of the issue, identifying the attack
vector, eradicating the threat, and providing a report to Laserfiche management of the incident. This
process is documented in a security incident response plan that is reviewed at least annually.
Vulnerability Management
Laserfiche uses a central logging server for customer systems to capture information about systems
and service access. These systems generate real-time alerts which are reviewed daily.
Page 32
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
A host -based intrusion detection system installed on all hosts monitors firewall activity, network
services, and other subsystems for threat indicators and suspicious activity. Any alerts are reviewed
daily.
On a quarterly basis, Laserfiche performs a comprehensive vulnerability scan of all systems running
in Laserfiche Cloud hosting environments. Any issues found are fixed through patching, upgrades,
and or configuration changes deployed using the standard change management process. Laserfiche
also uses a third -party vendor to continually run dynamic vulnerability scans of Cloud web
applications to detect issues, which are tracked, investigated, fixed, and deployed within thirty days
of identification.
Product Security
Product Security Testing
In addition to extensive internal security testing performed in-house with every release, Laserfiche
uses a third -party vendor to perform external penetration testing of Laserfiche Cloud. Laserfiche
provides objectives designed to find weaknesses that could be exploited. This testing, which follows
industry -standard guidelines for penetration testing, includes gathering information about threat
vectors, mapping targets to potential threat vectors, and identifying known vulnerabilities.
The penetration testing report is classified as the most restrictive data classification, available only
to senior staff members responsible for security design. This information is used to address possible
vulnerabilities.
Software Development
Service architecture code undergoes code review and quality assurance testing before every release.
Laserfiche uses both static code and run-time code analysis to identify possible defects and security
vulnerabilities, which are tracked and resolved prior to release.
Laserfiche tests changes to Laserfiche Cloud in an isolated test environment before being deployed.
Impacts of each change are assessed and documented before deployment, and we communicate
changes with visible user impact prior to deployment.
Method for Ensuring System Security
Laserfiche security assists in protecting the data and systems from outside attack. Administrators at
customer organizations can use security settings internally to the Laserfiche Cloud system to control
access to documents, metadata, and processes. Administrative users at the customer organization
can also control which of their users can access what information in the repository, create or modify
processes, and otherwise work with the system. Laserfiche supports this with powerful, granular
security tools, and the ability to limit who can access the system. Laserfiche Cloud supports various
authentication methods, including username and password, single sign -on capabilities, and multi -
factor authentication.
In addition to extensive internal security testing performed in-house with every release, Laserfiche
uses a third -party vendor to perform external penetration testing of Laserfiche Cloud. Laserfiche
provides objectives designed to find weaknesses that could be exploited. This testing, which follows
industry -standard guidelines for penetration testing, includes gathering information about threat
vectors, mapping targets to potential threat vectors, and identifying known vulnerabilities.
The penetration testing report is classified as the most restrictive data classification, available only
to senior staff members responsible for security design. This information is used to address possible
vulnerabilities.
Page33
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Service architecture code undergoes code review and quality assurance testing before every release.
Laserfiche uses both static code and run-time code analysis to identify possible defects and security
vulnerabilities, which are tracked and resolved prior to release.
Laserfiche tests changes to Laserfiche Cloud in an isolated test environment before being deployed.
Impacts of each change are assessed and documented before deployment, and we communicate
changes with visible user impact prior to deployment.
Ultimately, security is a collaboration between Laserfiche and our customers. Laserfiche security
greatly assists in protecting the data and systems from outside attack. Administrators at customer
organizations can use security settings internal to the Laserfiche Cloud system to control access to
the documents, metadata, and processes. Administrative users at the customer organization can also
control which of their users can access what information in the repository, create or modify
processes, and otherwise work with the system. Laserfiche supports this with powerful, granular
security tools, and the ability to limit who can access the system. Laserfiche Cloud supports various
authentication methods, including username and password, single sign -on capabilities, and multi -
factor authentication.
For On -Premises systems, the Laserfiche system will be secured by the security policies and
procedures implemented by the County's IT Staff.
fr Maintain Compliance
Laserfiche complies with numerous requirements and maintains relevant certifications.
SOC 2 Type 2 Plus
This report details the controls for Laserfiche Cloud related to the criteria for the security, availability
and confidentiality principles set forth in TSP section 100, 2017 Trust Services Criteria for Security,
Availability, Processing Integrity, Confidentiality, and Privacy (AICPA, Trust Services Criteria).
HIPAA
Laserfiche's SOC Type 2 Plus covers the security requirements set forth in the Health Insurance
Portability and Accountability Act of 1996 (HIPAA), provided within Title 45 Code of Federal
Regulations Sections 164.308 - 312 (45 CFR Sections 164.308-312) (the Security Requirements).
DoD S015.2 Records Management Applications
DoD 5015.2 details the Department of Defense's baseline requirements for Records Management
Applications (RMA), that facilitate adequate and appropriate basis for addressing the basic
challenges of managing records in the automated environment that increasingly characterizes the
creation and use of records. Laserfiche Cloud records management controls are based on our self -
hosted Department of Defense 5015.2 version 3 -certified electronic records management
capabilities.
Voluntary Product Accessibility Section 508 Compliance
Laserfiche has published VPATs available for the web client, Public Portal, Import Agent, Connector,
Laserfiche Microsoft Office Plug-in, the Laserfiche home page and its tabs including the task listing
page and submitting forms, the process automation dashboard, listing pages and each process
automation design tool, and custom reports.
VERS v2
Laserfiche Cloud addresses long-term data preservation requirements with a standard format that
meets Victorian Electronic Records Strategy (VERS) v2 requirements.
Page
34
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
SEC Rule 17a-4
Vault is a Laserfiche Cloud solution package of services and Cloud -based features that supports
stringent non -alterable record archival requirements such as WORM (Write Once, Read Many)
compliance required by SEC Rule 17a-4 for broker dealers. Beyond financial services, strict
compliance mode available in Laserfiche Vault can also be applied to support rigorous records
management practices for Electronically Stored Information (ESI) requiring prevention of any
unauthorized alterations or deletions of digital records.
E.1. Narrative Vendor Questions
1. Indicate vendor's product release cycle, including details of releases over the past year
and also detail on future releases and major improvements/features within each release
(for the next year).
Minor software updates are made available 3-4 times a year. Major software updates are released on
a 24 -36 -month cycle. Laserfiche puts out a new point release of the server software approximately
once per year. These updates improve existing functionality, and always provide an extensive set of
new features. Hotfixes and service packs are released intermittently as necessary, and new major
versions roll out about once every 3 years. Each release version of Laserfiche software is supported
for about a decade after release.
Laserfiche routinely modifies portions or the entirety of the product suite to incorporate general
support requests, performance improvements and infrastructure changes. Updates and new features
always fall under one of five types of Laserfiche product updates:
• Hotfix
• Service Pack
• Maintenance Release
• Minor Release
• Major Release
Laserfiche follows a regular release cycle, typically launching major updates annually along with
smaller incremental updates throughout the year. Over the past year, notable releases included:
S. Version
No
Year
released
Features Developed
3
Laserfiche
11.7
Laserfiche
11.7
Laserfiche
11.5
Excepted
Q4 2024
Excepted
Q4 2024
Released Q4
2023
Further improvements to mobile app capabilities for
remote access.
Enhanced document collaboration features, including
real-time editing and commenting.
UI enhancements based on user feedback for easier
navigation.
4 Laserfiche
11.4
Released Q2
2023
Expanded role -based access controls and enhanced
encryption options.
2. Indicate vendor's compliance with offering ongoing Software maintenance (technical
support/upgrades) and specify:
a) Standard business hours for technical support
b) Location(s) of support services
c) Level of support during and outside of business hours (e.g., pager, 800 number, hours
of operation, etc.)
d) Specify any additional cost for support during non -business hours.
Page35
GLOBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
e) Methods of reporting problems
0 Response levels
g) How fixes are distributed and applied
h) Problem escalation process (including resolution process and timing)
i) Frequency of software updates/upgrades
GSG provides ongoing software maintenance and support as follows:
a) Standard Business Hours: Technical support is available during standard business hours
from 8 AM to 6 PM, Monday through Friday.
b) Location(s) of Support Services: Support services are provided through our main offices,
with additional remote assistance, as needed.
c) Support Outside Business Hours: GSG offers comprehensive support during standard
business hours, which are typically from 9 AM to 5 PM, Monday through Friday. During these
hours, clients can reach our support team via phone, email, or an online ticketing system.
Our support team is located across different states within the US. They can be contacted by
either sending an email to lfsupport@globalsolgroup.com or calling +1 (313) 279-5373. Once
the project is awarded, a project will be created in our Ticketing System @IRA) and a unique
email address will be created that will be shared with the customer for automatic ticket
creation.
d) Additional Costs: Any support required beyond standard business hours may incur
additional fees, which will be outlined in the service agreement.
e) Reporting Problems: Issues can be reported through our online support portal, email, or
phone.
The County can report problems through multiple channels. The primary methods include:
• Online Ticketing System: A user-friendly portal for logging and tracking issues.
• Help Center: A comprehensive resource for FAQs and troubleshooting.
• Community: A platform for community -driven support and discussions.
• Email: Direct communication with the support team for less urgent inquiries.
• Phone Support: Immediate assistance via our support hotline during business hours.
• Online Chat: Instant messaging support for real-time help.
• Emergency Support: Dedicated lines for urgent issues outside normal hours.
• Remote Support: Remote assistance to resolve problems quickly and efficiently.
f) Response Levels: We provide tiered response levels, with critical issues receiving immediate
attention and lower -priority issues addressed within a specified timeframe.
GSG employs a tiered response system to effectively prioritize issues based on their severity:
• Tier 4: Critical Issues: These problems render the program completely inoperable. A
response is provided within 1-2 hours, with immediate action taken to resolve the issue.
• Tier 3: Essential Functionality Issues: These issues disrupt essential functions. A response
occurs within 4-8 hours, with a goal of resolving the matter within the same business day.
• Tier 2: Moderate Issues: These errors cause inconvenience or inconsistencies. A response
is provided within one business day, with resolution timelines communicated based on the
complexity of the issue.
• Tier 1: Minor Issues: These have a small degree of significance. A response is given within
two business days.
g) Distribution of Fixes: Fixes are distributed through software updates that are applied either
automatically or manually, depending on the configuration.
Fixes are distributed and applied through a structured process:
Page 36
GL4)BAL
SOLUTIONS GROUP, t►:..
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Patch Releases: Scheduled updates are communicated in advance, detailing fixes, and
enhancements.
• Automated Updates: Where possible, software patches are automatically applied during off-
peak hours to minimize disruption.
• Manual Installation: For significant updates or changes, users receive detailed instructions
for manual installation, with remote support available as needed.
h) Problem Escalation: Our escalation process involves initial assessment, escalation to higher
support tiers if needed, and regular updates until resolution. The timing and details of the
resolution process are communicated throughout.
GSG has a clear escalation process to resolve issues efficiently:
1. Initial Assessment: Issues are logged and assessed by the support team.
2. Escalation Levels: If a problem cannot be resolved within the specified response time:
o Level 1: Escalation to senior support staff for technical expertise.
o Level 2: Involvement of the development team for deeper investigation.
3. Resolution and Timing:
o Critical issues are prioritized for immediate resolution.
o High and medium priority issues are addressed within defined timeframes, with regular
updates provided to the user.
4. Feedback Loop: Users are notified of the resolution and invited to provide feedback on the
process.
i) Software Updates: Software updates and upgrades are released periodically, with major
updates typically occurring quarterly and minor patches as needed.
GSG follows a regular schedule for software updates and upgrades:
• Monthly Updates: Routine updates to enhance performance, security, and functionality.
• Quarterly Major Releases: Significant feature upgrades are rolled out every three months,
including comprehensive release notes and training materials.
• Emergency Patches: As needed, critical patches are deployed immediately to address
vulnerabilities or urgent issues.
Through these methods, GSG provides a responsive and effective support system that enhances user
experience and system reliability.
3. Indicate compliance with periodic software up\grades providing general feature
enhancements that must be guaranteed to be compatible with whatever system
customization the Vendor makes to the original Document Management System.
GSG complies with periodic software upgrades by providing that all general feature enhancements
are compatible with the system customizations made to the original Document Management System.
We guarantee that upgrades will not disrupt existing customizations and will be thoroughly tested
for compatibility before deployment. Regular updates are designed to integrate seamlessly with your
customized configurations, maintaining system stability and functionality.
4. IT Training Plan - Detail your training plan for the IT project team. The training plan
should include system administration, supporting, and using the system. Identify training
materials that will be available to IT.
At GSG, we understand the level of requirements for training and the transfer of knowledge of the
implementation of the system. We will work with the County to streamline your business process, to
best utilize the functions that will be available in the new integrated system. We will provide training
material and training using a train -the -train approach aside from training business users, and system
administrative staff In addition, GSG will provide the level 1 support documentation for the County
Page
37
GMBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
and specific training for each end -user group. Also, we will develop user friendly training materials
and eLearning modules for the County's use after implementation. Training will be provided for the
County's staff, and other end users at a County provided facility. We will also provide up to date
training sessions for specific user groups to ensure successful implementation with an overview of
ongoing refresher training options to select from. The training will be performed on -site, which will
include an overview of all the system components, identification of resources for ongoing support,
and finally, training of the technical staff for all components of the system that are not standard to
the County. We will ensure that you will possess the understanding of application integration tools
and their uses.
There are three parts to the client training program as provided during a standard implementation
of Laserfiche. End -user training is targeted at users that will be using the system on a day-to-day
basis. This can include power users that will be scanning documents and regular users that will be
performing search and retrieving operations. System Administrator training is targeted at users that
will be maintaining the system once it has been promoted to production. Application training targets
business analysts that may be involved in modifying existing business processes or expanding the
use of Laserfiche into other departments.
GSG recommends that end -user training be train -the -trainer training so that the client can handle
training for future employees. Initial training includes training for power users (scanner operators)
and system administrators. Application training is given to business analysts who focus on the
functional aspects of the system.
The duration of training is outlined in the project plan.
5. End -user Training Plan - Propose a detailed training plan that you recommend for end -
users, and department administrators. Identify training materials that will be available
to these end -users and department administrators.
End -User Training: We will provide training material and training, using a train -the -train approach
aside from training business users, and system administrative staff. In addition, GSG will provide
Level 1 support documentation for the County and specific training for each end -user group. We will
develop user-friendly training materials and eLearning modules for the County's use after
implementation. Training will be provided for the County's staff, and other end users at a County
provided facility. We will also provide up to date training sessions for specific user groups to ensure
successful implementation with an overview of ongoing refresher training options to select from. The
training will be performed on -site, which will include an overview of all the system components,
identification of resources for ongoing support, and finally, training of the technical staff for all
components of the system that are not standard to the County.
End -User Training is targeted at users who will be using the system on a day-to-day basis. This can
include power users who will be scanning documents and regular users who will be performing
search and retrieving operations. The following items will be covered during an eight (8) hour
training course:
Structure
Editing
Conversion
Distribution
End User
.. Training
•
Folder
Browser
•
Annotations
•
Converting
•
Distribution
Agenda
•
Laserfiche
Client
•
Copy
and
Paste
Electronic
File
in
Laserfiche
Overview
•
Drag
and
Drop
Formats
•
Emailing
•
Laserfiche
•
Laserfiche
•
Enhancements
•
Entering and
. •
Searching
Capture
•
Generating
Recording
•
Metadata
•
Saving searches
Searchable
Text
•
Exporting
•
Microsoft
•
Separating
•
Import
•
Printing
Page38
GLAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
ill'
Integration
•
•
•
Quick Fields
Repository
Structure
Document
Management
g
Document Pages
• Tools
•
•
•
•
Merging
Pages
Scanning
Scanning
Search
Metadata
options
Document
Options
Processes
1
Display
•
•
•
•
Display
Document
Snapshot
Tips
and
Panes
Viewer
tricks
6. Provide details of any subcontracting arrangements that will come into effect if vendor is
awarded the business outlined in this RFP.
GSG has all the necessary capabilities and experience to fulfill the County's requirements as a sole
vendor. We do not anticipate the need for subcontracting any part of the project outlined in this RFP.
Our in-house team possesses the expertise to manage and execute all aspects of the project, ensuring
a seamless and comprehensive solution.
Page 39
Tab F: Project Plan
GLIbBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
F. Tab F: Project Plan
F.1.Proposed Project Plan
Our project management and administration processes allow us to quickly evaluate all the required
tasks, identify solutions, and assign responsibilities for completion. Our process is standardized and
repeatable, leveraging industry best practices tools and techniques such as Project Management
Institute's (PMI) Project Management Body of Knowledge (PMBOK), Software Engineering Institute's
(SEI) Capability Maturity Model Integrated (CMMI), The Institute of Electrical and Electronics
Engineers, Inc. (IEEE), and Information Technology Infrastructure Library (ITIL).
We typically implement a comprehensive Program Management Plan (PMP). Our plan will provide a
baseline for everyday operations, including clear delineation of the processes and systems we will
employ in providing services and program deliverables to the County. Our development of the PMP
aligns well with Project Management Methodology, in that, we begin formulating it during the earliest
stages of a project and rely upon feedback from our customers to capture all elements and meet
milestones and deadlines. The PMP is the primary responsibility of the Project Manager, who will
create it in consultation with the Program Manager and the client, based on final requirements, the
County's program updates, and other information gathered through meetings with the County's
personnel and management
Consistent results and first-class service are the factors that distinguish GSG from the competitors.
Our team maximizes your results by walking you through each phase of the implementation
process.
Here Are The Draft Steps for how GSG Will Manage The Project
Step 1
Step 2
Step 3 Step 4 MI Step 5
Project
Kick- off
Meeting _
Needs
Assessments
.4 Reorganize
Repository and
Migrate Content
r
Set Up
Security
Train
Users
Step 1:
Project Kick-
off Meeting
In this phase, our Project Management establishes a sense of common goal and
starts understanding each individual. Here, our team includes estimated start and
completion date of the project, file location where project documentation would
be kept, reasons for the projects, and expected outcomes of the projects.
Step 2:
Needs
Assessments
The success of any implementation is related to the amount of effort and
collaboration that goes into the planning of the project. A completed and agreed
upon charter establishes the needs and provides a starting point for the next step,
most commonly a Needs Assessment. To help develop a needs assessment of the
County's various departments, our team does the Analysis using worksheets
where we cover Administration, Goals, Documents, Workflow, Process and
Procedure, and IT Infrastructure related questions. We prepare the work order
workflow and retention requirements.
Step 3:
Reorganize
Repository
and Migrate
Content
If the County has an existing repository, our team will reorganize existing content.
For Reorganizing Repositories, our team sets up comprehensive folder structure,
develops a naming convention, designs templates, and configures appropriate
security and automation. To migrate the content, our team first evaluates the
current system and takes inventory of everything to migrate and then finds out
the solution for:
• How many documents will be required to be migrated?
• What types of documents are those?
• Are there any workflows that need to be rebuilt?
Page
40
GL*3BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Is the metadata from your current system's database easy to export?
After that, we determine what needs to be changed and create the new folder
structure, document templates, and workflows. There are numerous ways that
our team will migrate the content to your new RMS. The Laserfiche Quick Fields
tool allows for batch processing of documents —including appending appropriate
metadata and routing documents to the correct location in the new Laserfiche
repository. Then our team tests the new system and trains the end users.
Step 4:
Set Up
Security
The next step is to set up Proper Security in Laserfiche. We will provide the
County with several types of security access, per your requirements.
Step 5:
Train Users
GSG's objective in providing Software Training for the County is to minimize any
productivity losses associated with the software transition. Using this training,
the County's users will get their jobs done at least as quickly and accurately. Our
team will provide the timeframes to train users and accomplish objectives.
In the crowded market of RMS providers, GSG sets itself apart by providing
exceptional services with documented success and comprehensive, start -to -finish
project management. Our project management philosophy centers on effective
communication and collaboration - necessary tools for any project's success.
GSG's Project Management model helps you cut costs, identify, and remove
obstacles and empower end -users to perform at peak productivity.
Our solution has a Systematic Software Assurance plan. When you subscribe to
the plan, you receive the following benefits:
• Highly trained technical support professionals to assist you with any issues.
• Free software updates for your current system.
• Technical bulletins and newsletters.
• 100% upgrade credit for your existing software (in the event of an upgrade).
• GSG also offers optional services to help you maximize your investment.
• 24 -hour FTP and website access.
GSG's Records Management Services can be included with every support renewal
and provide the County with a discounted hourly rate by purchasing an advanced
block of services per year, based on the products purchased. Our Document
Management Services can be used for the following professional services:
• Additional Training
• Additional System Set Up Consultation
• Remote Implementation of Software Updates
• Annual System Review and Analysis
• Remote Access Support
• Expiration and Additional Services
In addition to having a technical support team that is available by phone, email,
or the web, GSG will assign the County an Account Executive and an internal
Account Manager Team. GSG believes in an initiative -taking support
methodology, and it is the Account Manager's role to ensure this ongoing
communication with the County. _
Page 41
GLC)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Reports
GSG focuses upon formal and informal communication between our Project Manager and the
County.
Quarterly
System
Reporting
Quarterly
Reports
Regular customer communication
(both
Delivered
to
the
client
-
-;a--iv
scheduled
and
spontaneous)
is a critical
=
Quarterly
-
these
reports
...
`,
management
element
in our
describe
,
work
performed
and
4‘....,
NA
--
project
management
approach,
since
establishing
deliverables
submitted
in
the
previous
and
and
month.
recommended
work
month,
planned
any
issues
actions,
for
the next
an
with
resolving
challenges.
atmosphere
communication
potential
of
cooperation,
structure,
unanticipated
coupled
is
crucial
to
Project Timeline
GSG's high-level Project Management plan is an outline of a set of processes by which we will
accomplish your goals. GSG will work with the County's personnel to identify critical information in
each of the following steps.
At the onset of every project, GSG provides a project schedule, which includes the project's goals and
objectives. Additionally, the plan will serve as an agreement between the applicable parties such as
the project sponsor, steering committee, project manager, project team and/or other stakeholders
associated with and/or affected by the project. Additionally, GSG's project plan will include a
schedule for all the deliverables. At a minimum, the Project Plan will define the following as
applicable to the project:
➢ Project purpose
➢ Business and project goals and objectives
➢ Scope and expectations
➢ Roles and responsibilities
➢ Assumptions and constraints
➢ Project management approach
➢ Ground rules for the project
We will develop and finalize a project plan after the kick-off meeting. As per your requirement, we
have included here a sample project schedule and timeline. The kick-off meeting, installation, and
implementation will approximate the following schedule:
• Tentative Project Schedule
Task
Name
Start
Payment
Milestones
Finish
Weld
De
p
County
artment
Finance
January 6, 2025
October
3, 2025
Project
Kick-off
Meeting
January
6, 2025
January 6, 2025
Initial
30%
contract
upon
Payment:
signing
Planning
and
Assessment
January
7, 2025
February
24, 2025
Baseline
Specification
Requirements
Document
February
24,
2025
February
24, 2025
Page 42
GLQ)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Task
Name
Start
Finish
Payment
Milestones
Pre
Preparing
Production
p
g
Development
Server
p and
February
25, 2025
April
21,
2025
Second
30%
successful
installation
configuration
after
Payment:
and
Installation
Gather
configuration,
Database)
Pre
-requisites
(Service
Servers,
accounts
for
February 25, 2025
March
3, 2025
License
Configuration
Manager
Installation
&
March
4,
2025
March
10, 2025
Installation
Development
&
Server -
Configuration
March
11,
2025
April
7, 2025
Installation
Production
Server -
& Configuration
April
8, 2025
April
21,
2025
Development
Production
verification
and
Server
and
acceptance
April
21,
2025
April
21,
2025
Laserfiche
Configuration/Implementation
April
22, 2025
July
9, 2025
Configuration
April
22, 2025
May
20, 2025
Data
Migration
May 21,
2025
June 17,
2025
Third
20%
completion
data
and
upon
migration
integration
Payment:
of
Application
Reports
Integration
&
June
18,
2025
July
9, 2025
Application
completion
Configuration
July
9, 2025
July
9, 2025
Deployment
Server)
(on
Production
July
10, 2025
July
30, 2025
Import
Configuration
July
10, 2025
July
23, 2025
Application
Reports
Integration
&
July
24,
2025
July 30, 2025
Production
Completion
Deployment
July
30, 2025
July
30, 2025
User
Acceptance
Testing
July
31,
2025
August
20, 2025
Project
UAT
sign
-off
August
20, 2025
August
20, 2025
User
Guide
Development
August 21,
2025
September
11,
2025
Page 43
Document Management System
Weld County, CO
Solicitation Number: B2400115
Task
Name
Start
Finish
Payment
Milestones
Training
September
12,
2025
September
25, 2025
(GO
Production
-LIVE)
Server
-
Release
September
pp
2025
26,
September
2025
26
Final
20%
successful
training
after
Payment:
and
go
-
live
Project
Sign -off
October
3, 2025
October
3,
2025
• Tentative Project TimeLine
Dec
CUT i. 2025
Jan
Qtr 2, 2025 Otr 3.2025 Qtr 4, 2025
Feb Mar Apr May Jun Jul Aug Sep Oct
Weld County Finance Department
Project Kick Off Meeting
GSG,Weld County Finance Department
Planning and Assessment
1
• 2/24
� 1
Gather Pre -requisites for Installation (Service accounts configuration, Server
I-1
License Manager Installation & Configuration
Development Server - Installation & Confi
1 1
Production Server - Installati
Database)
uration
n & Configuration
♦ 4/21
Laserfiche Configuration/Implementation
1
Configuration
1
Data Migration
1 1
Application Integration & Reports
1 I
7/9
Deploymen (on Production Server)
Import Configuration
Application Integration & Reports
n--1
• 7/30
User Acceptance Testing
• 8/20
User Guide Development
Training
1 1� Production Server Release (GO -LIVE)
693
vim 10/3
Page44
GLV)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
F.2.GSG's Considerations
a) Understanding of the Project Requirements and Deliverables
The primary goal of this project is to implement a robust Document Management System (DMS) using
Laserfiche to enhance document storage, retrieval, and management for the County. Key deliverables
include:
• Installation of Laserfiche software
• Configuration of user access and permissions
• Migration of existing documents to the new system
• Training for end -users and administrators
• Documentation of processes and procedures
b) Hardware Server Requirements
To support the Laserfiche DMS, the following hardware specifications are recommended:
• Server Configuration:
o Processor: Minimum 8 -core CPU
o RAM: At least 16 GB (32 GB recommended for larger datasets)
o Storage: SSD with a minimum of 1 TB for optimal performance
o Network: Gigabit Ethernet for high-speed access
• Backup Solutions:
o Redundant backup systems with off -site storage capabilities
c) Technical Approach to the Project
The technical approach will include:
• Assessment and Planning: Conduct an initial assessment of current document management
processes and identify areas for improvement.
• System Installation: Install and configure Laserfiche on the designated server, ensuring
proper network setup.
• Data Migration: Utilize Laserfiche's migration tools to transfer existing documents, ensuring
data integrity and compliance.
• Integration: Connect Laserfiche with existing systems as needed (e.g., ERP, CRM) to
streamline workflows.
• Testing and Validation: Perform thorough testing of the system to validate functionality and
performance.
d) Organization and Managerial Competence
Our project team will consist of experienced professionals with proven expertise in DMS
implementation and project management:
• Project Manager: Oversee project execution, timelines, and deliverables.
• Technical Lead: Responsible for the technical aspects of installation and integration.
• Training Coordinator: Develop and deliver training sessions for users.
• Support Staff: Provide ongoing technical support post -implementation.
e) Work Plan and Project Controls
The project will be executed in phases, with specific milestones for each stage:
1. Phase 1: Planning and Assessment
2. Phase 2: Installation and Configuration
Page
45
Document Management System
Weld County, CO
Solicitation Number: B2400115
3. Phase 3: Data Migration
4. Phase 4: Integration and Testing
5. Phase 5: Training and Go -Live
Project Controls:
• Regular status meetings to review progress and address issues.
• Use of project management software for tracking tasks and timelines.
• Risk management strategies to identify and mitigate potential challenges.
0 Payment Milestones
Payments will be structured around key project milestones:
1. Initial Payment: 30% upon contract signing.
2. Second Payment: 30% after successful installation and configuration.
3. Third Payment: 20% upon completion of data migration and integration.
4. Final Payment: 20% after successful training and go -live.
Page
46
Tab G: County Responsibilities
GL63BAL
SOLUTIONS GROUP, tNC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
G. Tab G: County Responsibilities
In support of this contract, we require the County's assistance in the following areas:
• Personnel from the County Project Team need to coordinate and support GSG's staff to offer
clear information on infrastructure issues.
• We require assistance from the County in analyzing existing document management systems
and procedures in order to determine their present efficacy and efficiency.
• We require a Point of Contact from the County to negotiate document separation based on
priority, department, database information, and other factors.
• When analyzing, acquiring, or installing new electronic document management systems,
close coordination between the County and GSG's consultants and other staff will ensure a
smooth transition and minimal disruption.
• When our personnel are working on -site at your location at that time provide the working
space and necessary tools.
• To assist us in creating the County's DMS project management rules, programs, practices,
maintenance schedule, and support.
Page 47
Tab H: Additional Information
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
H. Tab H: Additional Information
H.1 GSG's Standard Contract Template
This Service Level Agreement (SLA) is fundamental to the provision of services rendered under the
Performance Work Statement (PWS) and defines the parameters of service support between the Global
Solutions Group Inc. and the Weld County for services. This SLA is considered a jointly negotiated
instrument that shall be used to document the ground rules for transition, phase -in, and actual
performance. It shall serve as a living document to be used for gauging performance and service level
effectiveness. Once task orders are awarded the SLA will be updated to include information on
Stakeholders, Mandatory Outcomes, and Minimum Requirements for each outcome, Minimum Services
Standards, Key Performance Indicators (KPIs) with associated purpose and measurement per KPI and
the Performance Measurement Scorecard.
The following is an example of our Service Level Agreement. Details are not binding. The actual Service
Level Agreement will be developed between the parties upon award of the contract.
1. Agreement Overview
This Agreement represents a Service Level Agreement ("SLA" or "Agreement") between Global
Solutions Group, Inc., and Weld County for the provisioning of IT services required to support and
sustain the product or service.
This Agreement remains valid until superseded by a revised agreement mutually endorsed by the
stakeholders. This Agreement outlines the parameters of all IT services covered as the primary
stakeholders mutually understand them. This Agreement does not supersede current processes and
procedures unless explicitly stated herein.
2. Goals and Objectives
The purpose of this Agreement is to ensure that the proper elements and commitments are in place
to provide consistent IT service support and delivery to Weld County by the Service Provider(s).
The goal of this Agreement is to obtain mutual agreement for IT service provision between the
Service Provider(s) and Weld County.
The objectives of this Agreement are to:
• Provide clear reference to service ownership, accountability, roles, and/or
responsibilities.
• Present a clear, concise, and measurable description of service provision to Weld County.
• Match perceptions of the expected service provision with actual service support and
delivery.
3. Stakeholders
The following Service Provider(s) and Weld County will be used as the basis of the Agreement and
represent the primary stakeholders associated with this SLA:
IT Service Provider(s): Global Solutions Group, Inc. ("Provider")
IT Customer(s): Weld County ("Customer")
4. Periodic Review
This Agreement is valid from the Effective Date outlined herein and is valid until further notice. This
Agreement should be reviewed at a minimum once per fiscal year; however, in lieu of a review during
any period specified, the current Agreement will remain in effect.
Page 48
GLc)BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
The Program Manager ("Document Owner") is responsible for facilitating regular reviews of this
document. The contents of this document may be amended as required, provided mutual agreement
is obtained from the primary stakeholders and communicated to all affected parties. The Document
Owner will incorporate all subsequent revisions and obtain mutual agreements/approvals as
required.
Program Manager: Global Solutions Group, Inc.
Review Period: Bi-Yearly (6 months)
Previous Review Date:
Next Review Date:
5. Service Agreement
The following detailed service parameters are the responsibility of the Service Provider in the
ongoing support of this Agreement.
5.1. Service Scope
The following Services are covered by this Agreement.
• Manned telephone support
• Monitored email support
• Remote assistance using Remote Desktop and a Virtual Private Network where
available
• Planned or Emergency On -site assistance (extra costs apply)
• Monthly system health check
5.2. Customer Requirements
Customer responsibilities and/or requirements in support of this Agreement include:
• Payment for all support costs at the agreed interval.
• Reasonable availability of customer representative(s) when resolving a service -
related incident or request.
5.3. Service Provider Requirements
Service Provider responsibilities and/or requirements in support of this Agreement
include:
• Meeting response times associated with service -related incidents.
• Appropriate notification to Customer for all scheduled maintenance.
5.4. Service Assumptions
Assumptions related to in -scope services and/or components include:
• Changes to services will be communicated and documented to all stakeholders.
6. Service Management
Effective support of in -scope services is a result of maintaining consistent service levels. The
following sections provide relevant details on service availability, monitoring of in -scope services
and related components.
6.1. Service Availability
Coverage parameters specific to the service(s) covered in this Agreement are as follows:
• Telephone support: 9:00 A.M. to 5:00 P.M. Monday - Friday
• Calls received out of office hours will be forwarded to a mobile phone and best efforts
will be made to answer/action the call, however there will be a backup answer phone
service
Page 149
GL4JBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Email support: Monitored 9:00 A.M. to 5:00 P.M. Monday - Friday
• Emails received outside of office hours will be collected, however no action can be
guaranteed until the next working day
• On -site assistance guaranteed within 72 hours during the business week
6.2. Service Requests
In support of services outlined in this Agreement, the Service Provider will respond to
service -related incidents and/or requests submitted by the Customer within the following
time frames:
• 0-8 hours (during business hours) for issues classified as High priority.
• Within 48 hours for issues classified as Medium priority.
• Within 5 working days for issues classified as Low priority.
• Remote assistance will be provided in line with the above timescales depending on
the priority of the support request.
Laserfiche ECM SLAs, Hours Of Operations and Service Uptime Guarantees For An On -
Premises Solution
Our support services will be provided between the hours of 8:00 a.m. and 6:00 p.m., Monday through
Friday, except holidays.
The Help Desk guarantees a return call within thirty minutes of an urgent voice mail/message.
All messages left on voice mail will be confirmed for receipt within four hours.
Laserfiche
ECM
Software
SLA
Description
Response
Time
2
hrs
The
system
is down,
Users
can not
access
the
system.
4
hrs
Business
productivity
outage
or significant
customer
impact
that
threatens
future
8
hrs
High
-impact
problem
where
production
is
proceeding,
but
in
a
significantly
impaired
productivity
fashion;
that
is
there
not
is a
causing
time -sensitive
an immediate
issue
important
work
stoppage;
to
long
or
there
term
is
significant
customer
concern.
12
hrs
Important
issue that
does
not
haves significant
current productivity
impact
2
Business
Days
Issue
requiring
no further
action
beyond
monitoring
for follow-up,
if needed
4
Business
Days
Request
for information
only
Laserfiche Cloud SLA provides 99.9% Uptime during business hours from 8 AM to 6 PM
Eastern Time except holidays. Any scheduled maintenance will occur during off hours and
advanced notice will be provided to end users. Any additional requirement from the County for the
Cloud SLA can be worked upon after the contract award.
H.2 GSG's ADA Compliance with Sections 508 and 255
How Laserfiche Supports Accessibility Standards
Laserfiche incorporates various features and functionalities to support the accessibility principles
o utlined in Section 508, Section 255, and Colorado Revised Statute HB21-1110. Here is a breakdown
o f how Laserfiche addresses the key pointers of each standard:
Section 508
Page
50
GL43BAL
SOLUTIONSGROUP .INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Perceivable:
o Provides alternative text for images.
o Offers customizable color schemes and font sizes to accommodate visual
impairments.
o Supports high -contrast mode for improved readability.
• Operable:
o Fully navigable using a keyboard, eliminating the need for a mouse.
o Compatible with assistive technologies like screen readers and screen magnifiers.
o Provides customizable keyboard shortcuts for efficient navigation.
• Understandable:
o Uses clear and consistent labeling for elements.
o Offers context -sensitive help and tooltips for guidance.
o Provides a consistent interface design for easy navigation.
• Robust:
o Adheres to web accessibility standards, ensuring compatibility with various user
agents and assistive technologies.
o Regularly updated to address accessibility issues and incorporate new features.
Here is a link explaining how Laserfiche supports VPAT.
littps://www.laserfichescomjlegaliaccessibilityj
Section 255
• Effective Communication:
o Provides options for exporting documents in accessible formats like PDF/A.
o Supports integration with speech -to -text and text -to -speech technologies.
Offers customizable notification options for users with auditory impairments.
• Equal Opportunity:
o Provides reasonable accommodation for individuals with disabilities, such as
extended deadlines or alternative formats.
o Ensures that all features and functionalities are accessible to individuals with
disabilities.
• Barrier -Free Design:
o Adheres to accessibility guidelines for web content and user interface design.
o Provides a user-friendly interface that is accessible to individuals with disabilities.
Colorado Revised Statute HB21-1110
• Accessibility Standards:
o Complies with the accessibility standards outlined in the ADA and Section 508.
o Provides regular training and support for staff to ensure compliance with
accessibility requirements.
• Reasonable Accommodations:
o Offers a variety of reasonable accommodation to individuals with disabilities, as
needed.
o Provides clear policies and procedures for requesting and implementing
accommodation.
• Accessibility Planning:
o Develops and implements accessibility plans to identify and address barriers to
accessibility.
Regularly reviews and updates accessibility plans to ensure ongoing compliance.
Page
51
GLtOBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
By incorporating these features and following accessibility best practices, Laserfiche aims to provide
a user-friendly and inclusive experience for individuals with disabilities, demonstrating its
commitment to accessibility and equal opportunity.
H.3 Attachment 3 - Vendor Certification
As per Amendment #1, attachment 3 Information Technology Forms is not required.
H.4 Present and Past Litigations
GSG has no subsidiaries and is not involved in any litigation, either currently or in the past three (3)
years.
H.5 Additional Information
GSG's Value -Added Services
GSG is a Platinum -Certified Value -Added Reseller (VAR) of Laserfiche. As a Certified VAR, GSG has
the requisite capability to provide all the services to the County. Our team is led by a Gold Certified
Laserfiche Professional, and all team members have Laserfiche training and experience, including
Laserfiche Platinum Certification. Currently, GSG provides Professional Services, Training, and
Support to City, State and Federal Government projects with Laserfiche Certified Key Personnel.
Project Management
GSG's Project Managers are highly trained in implementation, workflow processes, integration, and
more to help your organization implement a well thought out enterprise -wide system based on
needs. They are Laserfiche Gold Certified and hold other professional certifications to maintain a high
knowledge level of clients' business processes.
Configuration and Deployment
The highly trained and experienced engineering and consulting staff of GSG are available to develop
and deliver a Laserfiche solution configured to meet the County's needs. To deploy our services, we
use an agile project management methodology which provides a predictable, reliable deployment
strategy to ensure a timely and successful implementation of our system. Prior to deployment, our
e ngineers will strive to understand the County's requirements in detail, including the business
processes and how they are currently structured, how the County's staff interacts with the
documentation on a given day, as well as understand the overall goals of the departments. Our
e ngineers pride themselves on being able to take a process and re -engineer it, so that tasks can be
automated and streamlined for efficiency.
Planning and Management
With the experience our engineers have gained over the years, they will put a project plan in place to
o utline a timeline for project completion. Using the agile methodology, they will be able to constantly
adjust how phases are accomplished and will work to meet the needs of the departments. During the
requirements gathering, our engineers will be able to estimate the number of days needed for such
as software installation, configuration, training, and any design or migration that may take place.
System Security
Among our core capabilities, GSG has a strong Cybersecurity support team. This expertise informs
every other aspect of our work. We know'how to ensure the most secure configurations for your
systems to ensure that your data maintains the five pillars of information assurance: Integrity,
Availability, Authentication, Confidentiality, and Nonrepudiation.
Dedicated Support and Training
Page
52
GLiNhBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
GSG provides dedicated support staff for trouble shooting and supporting Laserfiche system. Our
staff can be easily reached via email, phone, or our online support facility. GSG has a team of technical
engineers who will be focused on the design, implementation and roll out of this project. Within the
scope of the implementation, technical support is built into the deployment process for any personnel
needing assistance. Because we know that support is important, we will place a dedicated technical
engineer to answer questions as needed, who will also manage the knowledge transfer and product
training development and documentation.
Other Services
GSG managed services package provides additional training, support, and services to Laserfiche
administrators and end users.
Additional Training - Additional web -based training is conducted to train new users or as
refresher training for existing users.
Additional System Setup Consultation - We offer additional best practices consultation that
includes recommendations for adding additional departments, additional types of indexing, etc.
Remote implementation of software updates - While renewal covers free version updates for
software, implementation of those updates is sometimes overlooked. With the additional
managed services, GSG is at your service to directly assist with implementing software updates
such as minor updates, quick fixes or point releases. Depending on complexity and client -specific
configurations, major software upgrades may or may not be covered and should be discussed
with your Account Management Team.
Annual System review and analysis - GSG will access your system to review how your
organization uses Laserfiche to identify issues and to make recommendations for better use of
the system. This analysis may be performed annually and is an optional service that will be
completed only if requested by the County.
Remote access support - Our Support Technicians can access your Laserfiche System
remotely to resolve issues, saving both time and money.
Page 53
Tab I: Response to Technical
Specifications
GL41BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Tab I: Res . onse to Technical S s ecifications Attachment 1- Vendor Res . onse Form
We have completed the Vendor Response Form (Attachment 1) in its entirety and submitted it with
our proposal. This form includes five worksheets: General, Technical, Reporting, Integration, and
Workflow. The items marked as Required ("R") will serve as critical criteria for assessing which
solutions meet the County's needs. Our submission comprehensively addressed all specified
requirements and demonstrated how our document management system aligns with these needs.
Page 54
Tab J.: Appendix
GLc3BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Tab J : A' sendix
J.1. Addendum
• Addendum #1
Addendum # 1
Bid Request Number B2400115
Document Management System
Currently Reads:
On Page 15 of B2400115 Document Management System - RFP
3) Provide a signed Vendor Certification document (from Attachment 3 - Information
Technology Forms of this RFP)
Change:
This statement has been removed. Vendors do not need to provide a Vendor
Certification document.
Changed to read:
H. Additional Information
1) Provide vendor's standard contract template.
2) ADA Compliance with Sections 508 and 255 - Provide a statement of
acknowledgment or completion of a Voluntary Product Accessibility Template
(Vpat) indicating compliance with Section 508 (of the United States Workforce
Rehabilitation Act of 1973) and Section 255 (of the Americans with Disabilities
Act) standards, and compliance with Colorado Revised Statute HB21-1110.
4) List details of any litigation the vendor or any of its subsidiaries or affiliates
has had in the past three (3) years, as well as any that are currently in
litigation.
Addendum Acknowledgement
***A signed copy must be submitted with your bid. Thank you!***
Company Name: Global Solutions Group, Inc.
Signature:
September 20, 2024
Date of Signature
Page d
GLOBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Name: Lisa Salvador
Title: Vice President
September 13, 2024
Page ii
GLfbBAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Addendum #2
Addendum # 2
Bid Request Number B2400115
Document Management System
Currently Reads:
Page 12 of the specifications state:
The schedule for this RFP may change in accordance with the organization's needs or unforeseen
circumstances. Changes will be communicated by e-mail to those vendors participating in this RFP.
Weld County must receive Vendor's "Notice of Intention" by the deadline listed below. Vendors not
submitting a "Notice of Intention" by the deadline may be excluded from this RFP process.
Below is the anticipated solicitation schedule for this project:
Issuance of this RFP
"Notice of Intention" Deadline
Technical Questions/Inquires Deadline
Questions Answered via Addendum
RFP Submission/Response Deadline
Interviews / Demonstrations
Final Award Notification
Contract Negotiations Complete
Implementation Start Date
Implementation Complete Date
Change:
Change to read: (updated deadlines in bold font)
Issuance of this RFP
"Notice of Intention" Deadline
Technical Questions/Inquires Deadline
Questions Answered via Addendum
RFP Submission/Response Deadline
Interviews / Demonstrations
Final Award Notification
Contract Negotiations Complete
Implementation Start Date
Implementation Complete Date
8/30/2024
9/6/2024, 5:00 p.m. MST/MDT
9/11/2024, 10:00 a.m. MST/MDT
9/16/2024
9/23/2024, 10:00 a.m. MST/MDT
10/7/2024 - 10/18/2024
11/13/2024
12/9/2024
1/6/2025
7/1/2025
8/30/2024
9/6/2024, 5:00 p.m. MST/MDT
9/11/2024, 10:00 a.m. MST/MDT
9/23/2024
9/30/2024, 10:00 a.m. MST/MDT
10/10/2024 - 10/21/2024
11/18/2024
12/9/2024
1/6/2025
TBD
Page l iii
GLQ)BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Addendum Acknowledgement
***A signed copy must be submitted with your bid. Thank you!***
Company Name: Global Solutions Group. Inc.
Signature:
Name: Lisa Salvador
Title: Vice President
September 23, 2024
September 20, 2024
Date of Signature
Page iv
G 1...4bB A L
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
• Addendum #3
a. Please send a NOI at your earliest convenience.
201. Will the County still accept proposals from vendors who missed the "Notice of Intent"
Deadline?
a. Please send a NOI at your earliest convenience.
Addendum Acknowledgement
***A signed copy must be submitted with your bid. Thank you!***
Company Name: Global Solutions Group. Inc.
`✓ass' rzen:1
Signature:
Name: Lisa Salvador
Title: Vice President
October 4, 2024
October 04. 2024
Date of Signature
Page v
GLip3BAL
SOLUTIONS GROUP. IHC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
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Page vi
GL63BAL
SOLUTIONS GROUP. INC.
Document Management System
Weld County, Co
Solicitation Number: B2400115
Laserfiche Cloud at a Gtance
• Upload. vievuu and modify
content in a streamlined fully
responsive web interface
• Create new documents and
digitize existing archives
• Work with documents in a secure.
digital document repository
• Facilitate compliance and reduce
risk management with
built -in -audit reports
• Manage. create and set up security
rights from one administrative Login
• Connect your repository to
productivity applications with
built-in Microsoft Office* integration
• Schedule bulk import and archival
of paper and electronic documents
• Automatically share, process and
update forms and customer data
with the included Laserf the
Integration with Laser App®
• Integrate other third -party
applications —including most CRM
systems —with one click using
Laserfiche Connector, a code -free
integration tool
intuitive folder structures and
a responsive user interface enable
secure document access on any
device_
Capture Documents From Any Device
Laserfiche Cloud makes it easy to centralize paper and electronic files
from multiple devices.
• Scanning: Convert paper records to imaged files on demand by
connecting your scanner to Laserfiche Cloud with the Laserfiche
Scanning tool
• Digital Capture: Reduce back -office work by saving to
default folders with ore dick, auto -importing documents and
automatically populating metadata
• Mobile Capture: Turn photos taken on phones and tablets into
searchable. secure documents
Simplify Process Management
Save hours of staff time with built-in business process management
took that boost staff productivity and simplify task management for
resource -intensive, multi -department processes including invoice
processing travel and expense management and contract management
• Electronic Forms: Create and publish customized e -forms that
require no coding or scripting
• Work Automation: Kick off routing and approval workflows when
e -forms are submitted
• Process Management: View dashboards and reports of all submitted
forms, pending and complete tasks and approval histories
• Mobile Integration: Review and approve submitted forms from any
mobile device to keep business processes moving forward no matter
where you are
Page I vii
GLIbBAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Enable Rapid Adoption With User-Friendty Features
Get employees, customers, contractors and third parties using digital documents quickly
with repositories that provide filtered, personalized views of files and options.
• Custom User Views: Filter by recently opened. frequently used and active documents
• Rich Search: Instantly retrieve documents with quick and advanced search options
tailored to individual users' security rights
• Robust Metadata: View and modify all document metadata. annotations. f elds and
other modifcations in a single user-friendly pane
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Protect Documents With Robust Auditing And Security
Sting control and transparency to your operations with built-in tools :hat manage the
use of information assets stored throughout your LaserFche Cloud system.
• Automatic Auditing: Automatically generate reports of user actions, document
access and modifications
• Built -In Disaster Recovery: Perform system backups automatically without
user intervention
• Granular System Security: Control user actions and document access down to the
metadata level from a streamlined administration account
• Digital Signatures: Post signing requests to DocuSigr.s to sign documents directly
=rorn _aserche Cloud
Page I viii
GL43BAL
SOLUTIONS GROUP, INC.
Document Management System
Weld County, CO
Solicitation Number: B2400115
Laserfiche'
Run Smarter'
About Laserfiche
Laserfiche Enterprise Content Management transforms
how organizations manage information. automate
document -driven business processes and make timely.
informed decisions. Using Laserfiche. organizations can
innovate how documents and unstructured information
are processed and analyzed to achieve business results.
Laserfiche provides intuitive solutions for capture.
electronic forms. workflow. case management cloud.
mobile and government -certified records management
Since 1987, Laserfiche has been the trusted choice of
more than 36.00X0 organizations worldwide.
O 2016 laser?1dhe
Laserliche is a ahrlsion of Corrpullnit Management Camel tt is lasertthet Rat
Smarter' and canputnt are registered trademarks of corrpulir* Mhnagerrrent
Center Inc AA other trademarks are prope ties or Mean respective companies.
Due b amclnsng product deuebprnent, product specifications and capabilities
aie slbpect to charge Without notice. Printed in Me U5a
Your Next Step
Read White Papers and Case Studies
la s e rfi c h e. c o m/c!o u d
Get a Demo
(800) 985-8533
Contact Us
cloudinfo@(aserfiche.corn
Page I ix
FEiRTIflET ORACLE
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GLBAL
SOLUTIONS GROUP, INC.
WELD COUNTY, CO
Weld County, Colorado
Statement of Work
EDMS Implementation
WELDCO� 4fl,CO
EXHIBIT
.12
s
10/03/2025
Page 1
;FELL
WELD COUNTY. CO
Document Control Information
Version
No.
Date
Description
Prepared
By
Approved
Reviewed
&
By
0.1
07 -JAN
-25
Initial
SOW
Draft
Bhavik
P.
Nish
D.
1.0
21
-Mar
-25
Reviewed
and
Approved
Bhavik
P.
Nish
D.
ar-
10/03/2025 Page 2
GLBAL
S0LUTI0NSCR0UP, INC.
Contents
WELD
WELD CO.:NTT. CO
Project Statement 4
Objective 4
Scope of Work 4
Laserfiche Features 7
Purpose of the Plan 7
Project Approach 8
Project Management Assignments 11
Project Roles and Responsibilities 11
Issue/Change Management 12
Project Assumptions 12
Out of Scope 13
Communications Plan 15
Audience 15
Communications Outreach 15
Approvals 16
10/03/2025 Page 3
GLBAL
SOLUTIONS GROUP, INC.
Project Statement
WELL'
%YEW COUNTY, CC'
Weld County is pursuing the update and/or replacement of the document management system utilized
by the Clerk to the Board office. This system contains authoritative records that have been maintained
for over 150 years. The existing framework includes an internal document management component and
a public -facing retrieval system that must be effectively replicated in the new solution. The SQL database
comprises approximately 416,000 documents, around 1 TB in size. Within this collection, it is important
to note that 1,000 documents contain sensitive information that must be redacted prior to any public
display.
Objective
Install and configure Laserfiche Subscription On -premise software. Migrate all data and documents
from Tyler Document Management software to Laserfiche. Provide Training for Laserfiche to the
county staff.
Scope of Work
Global Solutions Group will manage the software licensing, install and configure Laserfiche. GSG will
utilize Weld County provided hardware infrastructure to install and configure Laserfiche components
as purchased by the County.
Laserfiche Implementation
Two environments are recommended for Laserfiche implementation:
• Production and Development (Sandbox) environments will be configured for Laserfiche
Each environment will consist of three VMs - Application (Laserfiche) Server, Web Server
(Web Components) and a SQL Enterprise Environment (Database). The production
environment will have an additional web server in the DMZ. Separate Test and Production SQL
environments will be utilized.
Back Office Functionality
• Laserfiche provides functionality for document scanning, storage, retrieval, and revising final
documents, storing them securely and retrieving them from the repository. Laserfiche is
capable of serving as a system of record for all documents including electronic files. Laserfiche
also offers integration with Microsoft Office 365 (Word, Excel, PPT and Outlook).
• The exported files from Tyler could be in pdf or TIF formats. PDF documents can be converted
to TIF after being imported into Laserfiche which would make it easier for users to apply
various annotations like Redaction, Sticky Notes, Stamps, highlights, etc.
• Laserfiche Snapshot can also be used to print documents virtually into Laserfiche as TIF
Annotations/Document Redaction
• Annotations like sticky notes, stamps, redactions and text boxes can be used with the TIFF
files.
AK Sla
10/03/2025 Page 4
GLBAL
SOLUTIONS GROUP, INC.
WELD COJ`1TY,CG
• A migration tool will be provided by GSG to the County staff and migration will be performed
by the County staff The tool can be used to migrate the files stored on end user machine to the
Laserfiche repository. GSG will provide a reference document, instruction, and training on
using the migration tool.
Document OCR /Redaction
• Nightly workflow will be created by GSG team to OCR (make documents text searchable) the
files already uploaded to the Laserfiche repository
• Quick fields can be used on OCR'd files to check for specific values based on pattern match for
performing automatic redaction. Accuracy for quick fields will need be verified by the county.
• The content which cannot be automatically redacted will have to be manually redacted by
County staff.
Public Search
• Laserfiche Weblink includes tools that enable the public to search for and locate documents
stored in the Laserfiche that are made accessible to the public based on their security settings.
GSG will provide out -of -the -box weblink functionality and the features. During requirements
gathering, detailed requirement specifications will be developed and implemented either by
Weld County Staff or by GSG as part of professional services included in the Contract.
• Weblink should be deployed on a separate server in the DMZ for public use. The internal
weblink server will be used for viewing or searching internal documents by County officials.
• Internal WebLink will only be available for the organizational users generally behind the
firewall and not available for the public.
Migration of historic documents
• There are approximately 416,000 documents stored in the current Tyler system of record
which span over 150 years of public record. Unredacted historic images are currently stored as
BLOB elements in SQL.
• Weld County staff will convert the BLOB files from existing Tyler System and place them on a
local drive. Then GSG will provide the migration tool (up to five user licenses) to the Weld
County staff to assist in migrating the documents to Laserfiche. Data Migration Tool is a
windows application for migrating documents from local storage to Laserfiche Repository.
• Staging folder is recommended for migrating the documents first and then transferring them
to the respective folders based on predefined rules/mapping. Automation workflow will be
configured by GSG based on rule/mapping table (Document Type to Folder Path) provided by
the county.
• The migration of BLOB files from Tyler System will be carried out directly in the Laserfiche
production environment.
Training
• End -User Training, and Admin Level Training will be provided to county staff by GSG Team to
comfortably use the systems before the User Acceptance Testing.
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WELD COUNTY, CO
• Laserfiche-provided User guides and help material will be provided to the county for ready
reference.
Planned functionality to delivered in this SOW
• Standard configuration of Laserfiche software as documented herein as well as in the Vendor's
response to Bid 2400115.
• All functionality listed as REQUIRED in Bid 2400115 and vendor's qualified response, that was
used to formulate the award.
• All functionality as documented by Needs Requirement Gathering sessions to be held after
contract kickoff.
• Additional functionality to include
o Based on findings in the Requirements Gathering session, implementation of
electronic signatures will be balanced in different business processes as
prioritized by the team.
o Meeting packet generation can be managed using the folder structure
generation initially, and the team will work together during the requirements
gathering sessions to determine the best approach for full development of
meeting packet generation
Professional Services
• Up to 320 hours of professional or consultant services are included in this SOW. This will
include all activities of Requirement Elicitation, Laserfiche configuration, customization,
testing and deployment efforts. Hours will be billed as incurred. In the event that professional
hours are exhausted, GSG and Weld County staff will work together for the scope of work
revision or allocate additional professional hours which would require a contract. The rates for
professional services per hour include:
o Systems Engineer (Configuration Services): $165/Hour
o Training: $195/Hour
o Project Manager: $195/Hour
• Extension/modification and the request of supplemental budget award through County
Procurement and approval by the Board of County Commissioners
• Travel Costs. All travel by GSG to Weld County that impacts cost above standard as -used
professional services hours will be explicitly approved by Weld County prior to GSG
encumbering any related costs. Any travel costs not approved in writing before encumbrance
are subject to non -approval for payment by Weld County.
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L BAL
SOLUTIONS GROUP, INC.
Laserfiche Features
WELD
WELD COJNTY.CO
Laserfiche Document Management System
The Laserfiche electronic document management system will provide one convenient location
to store all your important documents of various file types at centralized location. The
numerous features and benefits include:
➢
➢
Documents can be printed or automatically stored in Laserfiche
Document versioning and audit tracking
Reduced search and retrieval time
Reduced or eliminate filing costs
Records Management (DoD 5015.2)
Document security
Web access to documents
Documents can be archived in their native formats and unalterable TIF format
Centralized Management, storage and retrieval
Additional Benefits
Implementation of Laserfiche will assist Weld County in addressing their current challenges
by
➢ Reducing the total cost of ownership.
Provides high levels of data security.
Facilitates the electronic capture of data at its source.
➢ Is easy to use.
Eliminate redundant data entry throughout the organization
➢ Make documents "searchable" for specific wording or terminologies
➢ Improve process workflows
➢ Reduce time to process information
➢ Improve Customer Service response
➢ Tamper -free, long-term archiving of any kind of document - more legal security
Purpose of the Plan
The Weld County Project Plan will provide a definition of the project. Additionally, the Project Plan
will serve as an agreement between the following parties: County, GSG, Project Team, and other
personnel associated with and/or affected by the project.
The Project Plan defines the following
➢ Tasks, subtasks and descriptions
• Roles and responsibilities
Dependencies and constraints
Task effort and duration
➢ Project Timeline
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�LBAL
SOLUTIONS GROUP, INC.
Project Approach
,,'ELL
WELD COQWY, CO
This section outlines the roll out of the configured Laserfiche repository; including Phases of the
project. Phases are considered high level milestones of the project.
Phase 1:
Phase 2:
Phase 3:
Phase 4:
Phase 5:
Phase 6:
Phase 7:
Phase 8:
Phase 9:
Secure Project Agreement
Requirements Management
Order/Install Laserfiche
Configure Laserfiche
Conduct Testing
Conduct Training
Migration of the Data
Data verification and Approval
Project Closure Activities
Phase 1: Secure Project Agreement
With the signing of the project agreement (contacts) the project will begin. High level project
plan will be created and will be revised based on the requirements phase and complexity
involved.
Phase 2: Requirements Management
Discovery/Requirement sessions will be scheduled to gather and review requirements. The
information gathered during these sessions, as well as the required functionality in the preceding
RFP and GSG's response, will be used to draft the specification documents. Once the specifications
document is complete it will be reviewed, modified and approved by Weld County and used as the
baseline for the project implementation schedule.
Phase 3: Order and Install Laserfiche
Procure required components to complete project goals. Install Laserfiche and modules needed
for project completion. High-level installation consists of:
r
Laserfiche Directory Server
Laserfiche Application
Laserfiche Workflow
Laserfiche Forms
Laserfiche Audit Trail [ Advanced ]
Laserfiche Web Link
Laserfiche Forms Portal
Laserfiche Quick Fields [ 10 Licenses ]
Phase 4: Configure Laserfiche
Laserfiche will be configured based on information contained in the Specifications
Document. The Specifications Document will be used as the finished product reference
document.
Configuration consists of following:
Test Environment
o Repositories
o SSO, Users, Groups and Profiles
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SOLUTIONS GROUP, INC.
o Security Configuration
o Metadata Templates
o Tags
o Meeting Packet Generation
o Adobe Sign Integration
> Production Environment
o Repositories
o SSO, Users, Groups and Profiles
o Security Configuration
o Metadata Templates
o Tags
o Meeting Packet Generation
o Adobe Sign Integration
WELLr
WELD COUNTY, CO
Phase 5: Conduct Testing
GSG Quality Assurance engineer will perform testing of configured components against
baselined specification document. After successful configuration, pre -production User
Acceptance Testing (UAT) will be performed by Weld County end users and appointed
administrators. Testing will consist of:
GSG will provide generic test cases as a template to start with
Weld County will need to fully develop the test case library for their use cases.
> Repository configuration and user security access
Test Configured Repository
Test process automation
Test quick fields and annotations
Phase 6: Conduct Training
Training of end users will be scheduled after successful completion of the GSG testing
phase. Training will cover the following aspects:
End User training:
• Laserfiche client overview
• Key Concepts
• Repository Folder, Document, Shortcut
• Templates
• Electronic Document
• Tag assignment
• Document properties
• Column viewer
• Generate Pages and OCR
• Importing documents to Laserfiche Repository
• Drag & Drop document/s
• Import from your desktop or Network Drive.
• Steps for using the Import Functionality
• Windows Copy/paste
• Laserfiche Snapshot
• Laserfiche Briefcase
• Document Viewer
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SOLUTIONS GROUP, INC.
• Redactions
• Annotations like, Sticky Notes, Highlights, public/private Stamps, etc.
• Assigning Templates
• Document Links
• Document Versioning
• Search documents from the repository
• Basic Search
• Advanced Search
• Merge/Split Document/s
• Share Document
• Email Document
• Direct Share
Admin User training:
• Manage users and/or groups
• Manage rights and privileges to users/groups
• Manage folder level access to users/groups
• Create/manage Metadata (Templates, and Tags)
• Repository Volumes
• Recycle Bin settings
Phase 7: Migration of the Data
z. Is,. I.
,'ELL
WELD COUNTY, CC.
• Data migration be performed by Weld County Staff using a Data Migration tool supplied
by GSG.
• GSG will assist with the installation, configuration, testing, and training of Weld County
staff of the Data Migration tool for up to 5 users.
• GSG will provide installation guide, user guide, and one-time user training to run and
verify the migration.
• The Data migration tool will need to be installed on Weld County devices configured
with .NET Framework 4.8 (Desktops, laptops, or Horizon View Clients) that have
access to the exported file repositories as well as write access to the Laserfiche servers.
• GSG will verify proper function of the Data Migration Tool for both the Test and
Production environments.
• GSG will provide training and handoff for document import. At the end of training,
Weld County staff will competently be able to perform basic Laserfiche functions like
upload documents, search documents, work with existing documents, generate reports
and share documents.
• In addition to document import, GSG will provide training and support to Weld County
staff to apply Redaction, OCR and Quick Fields to documents.
• Knowing that Weld County has ---500,000 documents to import, with 2500 containing
redaction, it is expected that GSG will spend approximately 40 professional service
hours on the configuration and training for the document migration tool, and Weld
County staff will execute data migration activities after hours as part of the project plan
that will be defined in the requirements gathering sessions.
AMR INS
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COL IONS GROUP HC
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WELD COUNTY, CO
Phase 8: Data verification and Approval
After successful migration of data, User Acceptance Testing (UAT) by Weld County end
users and appointed administrators will be performed. Testing will consist of:
GSG can provide generic test cases as a template to start with, Weld County will
need to fully develop the test case library for their use cases.
Verify the migrated documents.
Verify OCR and Quick Fields.
Verify redacted files for accuracy.
Verify Meeting Packet Generation
Verify Adobe Sign Integration
Phase 8: Project Closure Activities
Project discussion, final questions, issues resolution, and product/project handover.
Project Management Assignments
Project Roles and Responsibilities
Role
Responsibilities
Participant(s)
Project
• Ultimate
decision
-maker
and
tie -breaker
To
be identified
Sponsor/
Weld
Provide
project
oversight
and
guidance
by Weld
County
•
Review/approve
some
project
elements
County
• Commits
department
resources
Before
the
■
Review
project
deliverables
Kickoff
Meeting
Project
•
Manages
project
in accordance
to the
project
plan
GSG
Manager
-
Manager
• Supervises
consultants
Bhavik
•
Provide
overall
project
direction
Pandya
•
Direct/lead
team members
toward
project
objectives
/ Weld
County
•
Handle
problem
resolution
•
Manages
the
project
budget
■
Ensures quality
of deliverables
■
Ensures
specifications
when
triggered.
Requirements
and
perform
implementation
change
Management
per
baselined
cycle,
Project
•
Lend
expertise
and
guidance
as needed
To
be identified
Participants
•
Designs,
Installs,
and
Configures
system
according
to
the
by GSG / Weld
specifications
County
•
Provides
advice
for
project
process optimization
•
Trains
system
administrative
users on administration
tool
Before start
of
• Support
Channel
for GSG
specific
• Quality
check
of
configured
components
phase.
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WELL
WELD COLt4TY. CO
Role
Responsibilities
Participant(s)
Subject
Expert
Matter
Lend
expertise
and
guidance
as needed
GSG
/ Weld
Misconin
-
Rob
County
Issue/Change Management
The information contained within the Project Plan may change as the project progresses. While
change is both certain and required, it is important to note that any changes to the Project Plan will
impact at least one of three critical success factors: Available Time, Available Resources (Financial,
Personnel), or Project Quality. The decision by which to make modifications to the Project Plan
(including project scope and resources) should be coordinated using the following process:
Step 1: As soon as a change which impacts project scope, schedule, staffing or spending is
identified, the Project Manager (GSG) will document the issue or change and notify the Weld
County Project Manager (PM)
Step 2: The PM will further review the change and determine the associated impact to the project
and will forward the issue, along with a recommendation, to Weld County Manager for
review and decision.
Step 3: Upon receipt, the Weld County Manager should reach a consensus opinion on whether to
approve, reject or modify the request based upon the information contained within the
project plan, the PM's recommendation and their own judgment. Should project managers
(GSG & Weld County) be unable to reach consensus on the approval or denial of a change,
the issue or change will be forwarded to the Project Sponsor, with a written summation of
the issue, for ultimate resolution.
Step 4: If required under the decision matrix or due to a lack of consensus, the Project Sponsor
shall review the issue(s) or change(s) and render a final decision on the approval or denial
of a change.
Step 5: Following an approval or denial (Project Sponsor), the PM will notify the GSG Project
Manager and original requestor of the action taken.
Project Assumptions
GSG assumes the following from Weld County Team:
Laserfiche servers provided to GSG team by Weld County will be configured with operating
system, patches and updates have been applied, and antivirus.
y Laserfiche Servers will be added to the proper Weld County domain. - weld.gov
Weld County Team will provide required SSL Certificate to install and configure Laserfiche
Web components.
Weld County will configure all firewalls to secure Laserfiche infrastructure, as needed, to
complete the project specified by Weld County.
GSG team will be provided with all required access to the Laserfiche Servers until project gets
implemented and during the annual maintenance phases. This will be by escorted session. An
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application analyst will be assigned who has access to the needed environments. The analyst
will provide screen sharing sessions to configure servers.
Weld County will provide team members for the project familiar with all aspects of Weld
County enterprise configuration - security, remote access, domain structure, WAN/LAN
connectivity, applications used for this project - to work in conjunction with GSG team on this
implementation. Additionally, a desktop technician may be required to perform client -side
duties.
➢ Weld County will communicate the project to appropriate users.
➢ Weld County will provide technical and application support for configuration and testing of
Weld County specific information. GSG does not warrant Client applications.
➢ Access to equipment and facilities will be unimpeded. If access delays occur, work may be
considered out of scope and may be required to be done outside of business hours at an
overtime premium. Normal business hours are Monday through Friday, 9:00 a.m. to 5:00 p.m.
Mountain Time, excluding holidays.
➢ Cabling and WAN Data Communication Lines are properly installed and tested. GSG is not
responsible for any improper cabling or issues involving telecommunications lines. All
troubleshooting and corrective action will be billed outside of this SOW on a time and
materials basis.
➢ GSG will provide a comprehensive list of ports and websites that need to be opened
to/between servers for proper configuration and operation. Weld County will open ONLY the
specified ports and websites identified in documentation. Weld County will not be responsible
for hourly costs to troubleshoot improperly or incompletely documented Ports or Firewall rule
requirements.
➢ Weld County is responsible for ensuring that all applications and data are successfully backed
up prior to GSG beginning work involving the existing file servers. GSG is not responsible for
any lost information.
Y Any delays caused due to approval or any other reason from Weld County Team will affect
project timeline and may increase project cost. This can be discussed with Weld County Team
and finalized upon mutual agreement.
Out of Scope
All work that is not listed in the SOW will be considered out of scope and will need to go
through the change request process to determine cost and impact on the project schedule.
Support & Maintenance [LSAP]
GSG will offer Weld County ongoing Support & Maintenance [Basic LSAP
LSAP includes the following benefits for Weld County:
• GSG will promptly troubleshoot and resolve any issues covered under the LSAP Plan
that arise before they impact operations or affect staff productivity.
Coverage parameters specific to the service(s) covered in this Agreement are as
follows:
o Support: 9:00 A.M. to 5:00 P.M., Monday - Friday Mountain Time
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o Calls received out of office hours will be forwarded to a mobile phone and best
efforts will be made to answer / action the call.
o Email support: Monitored 9:00 A.M. to 5:00 P.M., Monday - Friday Mountain
Time
o Emails received outside of office hours will be collected and responded.
In support of services outlined in this Agreement, the Service Provider will respond
to service -related incidents and/or requests submitted by Weld County within the
following time frames:
o 2 hours if the system is down and users cannot access the system.
o 4 hours if Business outage or significant customer impact that threatens future
productivity.
o 0-8 hours (during business hours) for issues classified as High priority.
o Within 12 hours for Important issues that do not have significant current
productivity impact.
o Within 48 hours for issues classified as medium priority issues requiring no
further action beyond monitoring for follow-up.
o Within 4 working days for issues classified as Low priority.
o Remote assistance will be provided in line with the above timescales
dependent on the priority of the support request.
• GSG will work with Laserfiche support if necessary to resolve issues.
• The latest hot fixes, updates and patches. These critical items ensure that Weld
County Laserfiche system continues to operate at peak efficiency.
• New releases. GSG will make sure that Weld County's Laserfiche system stays
current, as new releases for various Laserfiche modules are included as part of LSAP
at no additional charge.
• Online support resources. Weld County will receive 24/7 access to the Laserfiche
Support Site, where they'll find the detailed technical information that helps them
optimize system performance and maximize uptime, as well as integrate document
repository with the organization's other line -of -business applications.
• Comprehensive training. Weld County staff can take advantage of numerous hands-
on training opportunities - including Regional Training and our annual Laserfiche
Institute Conference [available at additional cost] —where Laserfiche experts will
show them how to best use Laserfiche tools to increase productivity. Videos, guides
and other training resources are available on the Support Site around the clock.
Additional Professional Services
Additional Professional Services are available for purchase at quoted rate beyond what is
included in the original proposal response.
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t 0 L UTIONS GROUP INC.
Communications Plan
'ELL�
WELD COUNTY, CO
Disseminating knowledge about the project is essential to the project's success. Project
participants desire knowledge of what the status of the project is and how they are affected.
Furthermore, they are anxious to participate. The more that people are educated about the
progress of the project and how it will help them in the future, the more they are likely to
participate and benefit.
This plan provides a framework for informing, involving, and obtaining buy -in from all
participants throughout the duration of the project.
Audience
This communication plan is for the following audiences:
o Project Sponsor
o Program Manager
o Project Managers (Weld County & GSG)
o User Group Participants
o Subject Matter Experts
Communications Outreach
The following is a list of communication events that are established for this project:
Bi-Weekly Status Reports
The GSG shall provide bi-weekly email status reports to the PM. The reports shall include the
following information tracked against the Project Plan:
r Summary of tasks completed in previous week
Summary of tasks scheduled for completion in the next week
Summary of issue status and resolutions
Bi-Weekly Project Team Status Meeting
These status meetings are held bi-weekly. Every member of the Project Team will be invited
to participate in the meeting. The Project Manager will provide the status report to team
prior to the meeting so everyone can review it in advance.
Meetings can be met through the following methods:
r Conference Call
r Web meeting
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, : f , tHUfl0M%CR0W►.M4.
Approvals
Sign -off Sheet
WELD
%•twti:U'dit.f.0
I have read the above Project Plan and will abide by its terms and conditions and
pledge my full commitment and support for the Project Plan.
CONTRACTOR:
GLOBAL SOLUTIONS GROUP
Nish Dani . Oa MI UPS ob
OS Dst II Grow,�
ellallidearealresit n
Title: Sr. Program Manager
March 21st 2025
Date:
ATTEST: doeffedidi P 4O' OARD OF COUNTY COMMISSIONERS
Weld County Clerk to the Board WELD COUNTY, COLORADO
Dep I `Co'�he oar Perry L. B; k, Chair
1-:A:1 o 1 x325
10/13(?I'J2 5 Par 16
2O2(-1--21000) Z
Contract Form
Entity Information
Entity Name* Entity ID*
GLOBAL SOLUTIONS GROUP INC@00049443
(GSG)
Contract Name *
(__I New Entity?
Contract ID Parent Contract ID
PROFESSIONAL SERVICES AGREEMENT FOR LASERFICHE 9267
IMPLEMENTATION
Contract Status
CTB REVIEW
Contract Lead *
JMUNDT
Contract Lead Email
jmundt@weld.gov
Contract Description *
PROFESSIONAL SERVICES AGREEMENT FOR LASERFICHE IMPLEMENTATION
Contract Description 2
Contract Type *
AGREEMENT
Amount *
$81,950.00
Renewable*
NO
Automatic Renewal
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGl
S't weld.gov
Department Head Email
CM-
InformationTechnologyGI
S-DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
Requested BOCC Agenda
Date *
03 ,'31 , 2025
Requires Board Approval
YES
Department Project #
Due Date
03 27;'2025
Will a work session with BOCC be required?*
HAD
Does Contract require Purchasing Dept. to be
included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
03/27/2025
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
03/31/2025
Review Date*
01/01/2026
Committed Delivery Date
Contact Type Contact Email
Finance Approver
CONSENT
Renewal Date
Expiration Date*
01/01/2026
Contact Phone 1
Purchasing Approved Date
03/27;2025
Finance Approved Date
03/27/2025
Tyler Ref#
AG 033125
Originator
JMUNDT
Legal Counsel
CONSENT
Contact Phone 2
Legal Counsel Approved Date
03/27/2025
INFORMATION TECHNOLOGY DEPARTMENT
PHONE: (970) 400-4357
FAX: (970) 400-2571
1401 N 17T" AVE
P.O. BOX 758
GREELEY, COLORADO 80632
November 25, 2024
To: Board of County Commissioners
From: Ryan Rose
Subject: Document Management System (B2400115)
This solicitation is for a Document Management System for the Office of the Clerk to the Board. It
was published as a Request for Proposal (RFP). The RFP identified the following areas that would be
evaluated: Vendor Qualifications and Technical Support, Technical Architecture and Security, System
Capabilities and Alignment with Business Needs, and Proposed Pricing and Licensing Model.
The results of the Committee Evaluatior (shown in Attachment A) show Global Solutions (On
Premise Option) as the overall best value for this solicitation.
Therefore, the Information Technology Department is recommending the award to Global
Solutions Group in the amount of $81,950.
Global Solutions Group proposed additional options including after-hours support, hardware, and other
services, which will not be purchased at this time.
The total of the award would be in the amount of $81,950.
If you have any questions, please contact me at extension 2550.
Sincerely,
Ryan Rose
CIO, Department of Information Technology
zo4- nw
tiou3
Attachment A
Summary of Committee Member Scoring
-::
L .
A
Fin •
.i :R
-
Lila! Named
-
Global
Solutions
- On
Premise
3.5
1
ECS
Imaging
3.1
2
Oxcyon
2.8
3
Global
Solutions
- Hosted
2.8
4
2.8
4
Revolution
Data
Systems
Fairfax
Data
Systems
2.4
5
Fishbowl
Solutions
2.2
6
SoftDocs
2.2
6
TurnPike
Analyst
2.0
7
Communication
Square
0.0
8
Xerox
1.4
9
Maverick
Quantum
1.2
10
November 13, 2024
INFORMATION TECHNOLOGY DEPARTMENT
PHONE: (970) 400-4357
FAX: (970) 400-2571
1401 N 17TH AVE
P.O. BOX 758
GREELEY, COLORADO 80632
To: Board of County Commissioners
From: Ryan Rose
Subject: Document Management System — B2400115
As advertised this request for proposal is for a new Document Management System for the Clerk to the
Board's Office. Upon review of the bid submissions, the Clerk to the Board's Office and Information
Technology Department have deemed that additional time is needed to appropriately decide on what
solution would best meet the County's needs.
Therefore, the Department of Information Technology is recommending that B2400115 approval date
be extended to December 2, 2024. This will allow the additional time needed to conduct interviews and
complete the grading matrix for each proposal.
If you have any questions, please contact me at extension 2550.
Sincerely,
Ryan Rose
CIO, Department of Information Technology
l/I
zazck- 210
170013
WELD COUNTY PURCHASING
1301 N. 17th Avenue, Greeley, CO 80631
reverett(a�weld.gov
cgeisert@weld.gov
ttavlor(S weld.gov
Phone: 970-400-4222, 4223 or 4454
DATE OF BID: SEPTEMBER 23, 2024
REQUEST FOR: DOCUMENT MANAGEMENT SYSTEM
DEPARTMENT: INFORMATION TECHNOLOGY
BID NO: B2400115
PRESENT DATE: SEPTEMBER 30, 2021 OCTOBER 14, 2024
APPROVAL DATE: NOVEMBER 18, 2024
VENDOR
OXCYON, INC.
127 n. CLEVELAND MASSILLON ROAD
BATH, OH 44333
MAVERICK QUANTUM, INC
400 STATE STREET, THIRD FLOOR
SCHENECTADY, NY 12305
COMMUNICATION SQUARE LLC
30 N. GOULD STREET, SUITE 20333
SHERIDAN, WY 82801
ECS IMAGING, INC.
5905 BROCKTON AVENUE, SUITE C
RIVERSIDE, CA 92506
GLOBAL SOLUTIONS GROUP, INC.
25900 GREENFIELD ROAD, SUITE 220
OAK PARK, MI 48237
FISHBOWL SOLUTIONS INC
4500 PARK GLEN ROAD, #200
ST. LOUIS PARK, MN 55416
TURNPIKEANALYST LLC
HAMILTON BUSINESS CENTER, SUITE 328
1101 HAMILTON STREET
ALLENTOWN, PA 18101
REVOLUTION DATA SYSTEMS, LLC
70161 HIGHWAY 59, SUITE G
ABITA SPRINGS, LA 70420
SOFTDOCS SC, LLC
807 BLUFF ROAD
COLUMBIA, SC 29201
2024-2700
PAGE 2
DATE OF BID: SEPTEMBER 23, 2024
REQUEST FOR: DOCUMENT MANAGEMENT SYSTEM
DEPARTMENT: INFORMATION TECHNOLOGY
BID NO: B2400115
FAIRFAX DATA SYSTEM
330 BRIDGE STREET, SUITE 300
NEW MILFORD, CT 06776
XEROX CORPORATION
901 S. MOPAC EXPY, BLDG 2 #595
AUSTIN, TX 78746
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