BOF Budget Hearing Agenda & Backup 3/19/25

BOARD OF FINANCE > 5a
AGENDA 2 48
= 3
= 8
Waterford Town Hall Wednesday, March 19, 2025
Budget Hearing Town Hall, 7:00 p.m.
+ Revised
1 Call to Order
2 Public Comment
3. 10111 ~ Building Maintenance
4. 10130 - Public Works
8. 10138 — Capital Improvements
6. 10139 ~ Debt Service
2. 10140 - Transfers to Capital and Non-Recurring Expenditure Fund
8. Adjournment
Glenn Patterson, Chairman

TO: BOARD OF SELECTMEN
RE: FIVE-YEAR CAPITAL IMPROVEMENT PLAN RECOMMENDATIONS
FY 2026-2030
In FY24, the Town of Waterford closed 18 capital projects that were approved and funded. The
town continues to focus on completing past projects currently in FY25 and remains committed to
funding necessary projects moving forward. These outstanding approved capital projects,
contractual obligations, unanticipated supply chain costs and increases, and insurance cost hikes
make it necessary for me to continue a “partial moratorium” on any new capital projects that would
require an increase in our tax rate. My capital plan recommendations span three periods, each
detailed below:
1. Current Approved Capital Projects
2. FY26 Capital Budget Requests
3. Projected Capital Requests Outside the Budget Cycle
Current Approved Projects
‘The rationale behind focusing on current approved projects is to continue my commitment to
completing and closing past capital projects, which were approved and funded by taxpayers in
previous years. This commitment is part of my “Capital Completion Plan,” now in its third year
of implementation. The town completed or closed 18 capital projects over the past year, expending
$4,706,728.01, and will continue to work on projects that remain in various stages of completion
in FY25.
Evergreen Pump Station 4th Pump for $369,309
IT Learning Boards for BOE for $1,074,657
Road Paving for $325,915
Financial Software Upgrade for $157,508
Harvey Avenue Pump Station Rehab for $1,082,496
‘The town will continue to complete capital projects that remain in various stages of completion in
FY25. The largest of approved projects in FY24 and FY25 from the Unassigned Balance of the
General Fund were:

Community Center HVAC $300,000
Amold E. Holm Memorial Park ADA Improvements $273,428
Town Hall Basketball Courts $117,808
FY2026 Capital Budget Requests
The rationale for the FY26 capital budget requests is to maintain appropriate funding for Current
‘Year Capital Improvements and Transfer to Capital Non-Recurring Requests, while absorbing a
staggering $1,142,379 increase in Insurance (23% increase), Fire Services for two additional full-
time firefighters (increase $326,705), Police Department (increase $134,453), Building
Maintenance (increase $124,176) and Recreation & Parks for an additional maintainer (increase
$50,248).
By presenting a capital request that includes necessary projects, I aim to ensure a responsible
general operating budget, balance budget requests, and address necessary increases in various
departments while completing critical capital projects and paying down Debt Service as scheduled.
This approach will ensure I present a responsible general operating budget. A town operating
budget absorbing increases in To accomplish my goal of presenting a responsible budget to
Waterford residents, while completing necessary capital projects and paying down Debt Service
as scheduled, I am increasing the Capital and Debt Service lines in FY26 by 2.86% or $296,516
for projects like:
$1M for Fleet Management
$125,000 for Revaluation
$243,335 for BOE Energy Efficiency program
$638,172 for Utility Commission projects
$25,000 for a new Tree Replacement Program
$15,000 for Fire Alarm Replacement at Quaker Hill Fire Company #2
Projected Capital Requests Outside the Budget Cycle
‘The rationale for submitting projected capital requests outside the budget cycle, in accordance with
current Board of Finance policy, is to address priority projects using the General Fund Balance.
This approach focuses on Town Infrastructure, Board of Education needs, and Waterford Beach
Park and Library improvements. Over the next five years, I will request the Board of Finance
consider using $5M from the General Fund Balance for these critical projects, ensuring a balanced
approach to funding and maintaining a healthy General Fund Balance within the Board of
Finance’s revised range.

Heads to apply for all available grants through state and federal agencies. Specifically, over the
next five years, I will request the Board of Finance consider using General Fund Balance, as the
funding source for the following:
+ Road Paving projects
«© Town Water & Sewer projects
+ Board of Education & Town Building projects
By requesting the Board of Finance consider and approve $5M in capital project spending from
GFB over the next five years, it will leave approximately $15M in the town’s General Fund
Balance - within the Board of Finance’s policy range of 13%-15% of total expenditures. This
proposed five-year capital plan reflects my recommendation for funding or not funding the
project(s) as requested and the manner of that financing. I have continued to consult with
Department Heads and have “pushed out” projects on the plan and recommendations, covering the
next five years.
Further, I have attempted to balance budget requests and “needs” knowing the town currently has
approximately $20M in reserve funds that residents have already contributed to through prior
taxation and an additional $23M already appropriated for 69 capital projects. The Town’s use of
the “General Fund Balance” is a decision made by the Board of Finance. I will continue to
recommend committing a portion of GFB for new capital projects, as needed. Based on the past
two years’ feedback and support funding received capital requests outside the capital cycle, I am
again recommending the town expend General Fund Balance as approved by the Board of Finance.
‘The information supporting this plan is contained in a binder, which includes the CIP Guidelines,
Capital Improvement Fund balances, and all the capital improvement requests by our departments,
In addition, my recommended plan for the 5-year planning period is attached with my comments,
along with the summary of the budgets for the CNR & CYC for the FY 2026 budget. This
document and binder constitute my recommendations for the Capital Improvement Plan (CIP) for
Fiscal Years 2026-2030. The Town Charter requites the Board of Selectmen ratify these
recommendations. [ anticipate reviewing these recommendations with the Board of Selectmen at
the upcoming budget meeting and hope the Board will ratify the plan. Please feel free to contact
Kim Allen, Finance Director, or myself with any questions you may have and thank you for your
continued commitment to the Town of Waterford.
“Ex. submitted,
Robert J. Brule, First Selectman

SUBTOTAL BOARD OF: d 4,000,000 |  1,100,000] 1,200,000 | 3,300,000 | 3,400,000]
[SUNDING
[ss904 [EUGENE OWEN SEWER PROVECT [aw 50,006
[55913 JORDAN PARK HOUSE REPAIRS fcr 25000
ew (F726) [EUGENE O'NEILL ROOF REPLACEMENT. [cn 00)
ew (F726) [MUNICIPAL PARKING LOTS, [cnn 725,000] 25,000 | 35,000 | 75,000,
[EW (F726) [HISTORICAL BUILDING MAINTENANCE fen 30,000 | 10,000. 30,000 | 30,000
[ww (F726) [TOWN BUILDING MAINTENANCE len "300,000 | 400,000 [100,000 | 30,000"
s7e7s [Pouce DEFT 6.06 HVAC jena 75,906 | 200,000 | 200,000
[57740 |COHANZIE REMEDIAION/DEMOUTION [ewe 30,000 750,000 | 250,000
[NEw (F¥26) | POUCE DEPT BLOG ROOF. [cur 350,000 | $50,000
wew F¥25) |COMMUNITY CENTER CHILLER REPLACEMENT _|CNR 250.000| _400.000| 400,000] __#00,000
[NEW (F726) [COMMUNITY CENTER - UST [cnn 75,000
[EW (F726) [UBRARY ELECTRICAL SERVICE fens
[ew (F726) [EV CHARGING STATIONS. lor 5,000,
‘SUBTOTAL BUNDING 725,000 4350.00] 1535000] 785,000 170,000
[EMERGENCY MANAGEMENT
[ew (F¥25) [STATEWIDE RADIO SYSTEM UPGRADE ere
‘SUBTOTAL EMERGENCY MANAGEME = = = = =
w7 FIRE SERVICE - SCBA UPGRADE PROGRAM, fen 30,000 | —ao,000 [70,000 76,000 | io,900
jew (F722) COHANZIE AIR CONDITIONING lar 15,000
vase [GOSHEN ROOF REPLACEMENT fen
SUBTOTAL FIRE SERVICES 5000] Sa000| 6.000 | 65000110000] 40,000 | 30,000] 10,000)
[INFORMATION TECHNOLOGY:
[s7eez [COMPUTER REPLACEMENTS [eww aesa| armas | 3545
few (F726) [SERVER UPGRADE/REPLACEMENT [cna 723,500 | 88.500
"SUBTOTAL INFORMATION =] 335082 = soe] i253] 33451 = =
[PLANNING
[ew (F¥26) [EC GATEWAY SIGNS lore 300,000.
[NEw (F¥26) [SCANNING & DOCUMENT MANAGEMENT iene "380,000,
‘SUBTOTAL PLANNING| = = = = 480,000 2 a A
ew (F726) [MARINE UNIT UPOATES co
[ew (F726) [LOCKER ROOM LOCKERS (YEAR PLAN) Jen 0,000 | 20,000 | 60,000
‘SUBTOTALPOI = = = "30,000 | 80,000 | 80,000 =
I

SS ee rms — a
oe Sa a sa
<a ee aoe oe
——
ey ae aE
pa — ae iS ——
Sa ema =
dt SE
Se eres 5
SSincren = as cee ae
bh I
ean [ocean Le Fe Pe ee
Se nT
aa rm Po
a a ee sag — amt el
ee aoe Ss ee
cers aes ees es oo
ees —
fra ssn nanencanucus low oe
fro eaenrncorarscount lon 00) soe) —oseo) sam
eal eee weer] san sel man
Saeed rr et acne I
I

[57827 [Ir viTuAL DesxrO MAIN PROCESSOR [owe S500,
[we (F728) ITIN-CLASS SOUND REPLACEMENT lowe 276.65
I ELEM CAFE PROJECTION REPLACEMENT [ENR $4,000
Ir AUDITORIUM AUTOMATION REPLACE. [owe 50,000
[s7a51 ENERGY EFFiCiENCy PROGRAM [owe 743.335
vew 29) [wus - TURE SOFTBALL [ewe ooo | 25,000] 35000 | 25,000
[New (26) [WHS TURE/WAIN FIELD [eve 330,000 | 130,000 | 710,000 | 0,000"
new tv25) JauaKen nw. puayGROUND ASPHALT REPAVE __|ewR 35000
faUaKER ni PLAYGROUND SURFACE
Jue vas) [neptacentenT lowe 196,000
Joswecarcnie PLAYGROUND SURFACE
Iwew ev2s)_|RePuaceMeNT love 398.030
[new F¥25) [GREAT WECK PLAYGROUND REPLACEMENT [CNR Prd
[new F¥2a) [QUAKER HL HEAT PUMP [ewe FLIES
[new (2a) [OSWEGATCHIE HEAT PUM REPLACEMENT [WR 177300 | 182750,
(EW (F724) [GREAT NECK HEAT PUMP REPLACEMENT [en 380500 | 101
[new (F725) EMS ROOFTOP PUMP REPLACEMENT [owe 365,000 | 973,000,
[we (F722) [BOE MUNTS IMPLEMENTATION [owe
[SUBTOTAL BOARD OF EDUCAT = | 686.701 To geiase0 | aoe ra0 | 905,985 | 307,000
‘TOTAL APPROPRIATION) Taonoes | rane] qosnvar| —rewanee| anesneea| soase,o1s 78768 7504308)
[OUD NORWICH AD AT HUNTS BROOK
6 lcrossing cunvent 140,000, 140,000
2. [VETERANS MEMORIAL REPAIRS 30,000 50,000
7 [QUAKER HLL FRE ALARM REPLACEMENT. 75,000, 35,000
26 [ADA WALKWAY FOR STENGER PARK F55971 50,0.
ce 1,101,088
one "773,264
FB_g0317a1
5.906098

co
o
o
0
oO
a
o
000708,
0
@
Tavis
WEAETSEDDOTWOONWDOOY
Mal
|
oonssrt
|
worse,
oor
SE_|
OEE
o
oro
10,
DAWNGINIVA
SOuIgTING
TwaDINNWLOLATS]
man
ose
man]
07055)
man
Rooted
ani
700T
an]
Door
ani
Oooo
FEM
rots
nani
Co0TOe
TNOUNOWEG/NOUWOINSY
IENYHOD]
Ove
Do7OOE
ob
worse
[000
aor
‘DeAH
9a1e
1430
397104]
129.5
SDNVAGLNIVN
SDNIgTING
WaDINAI|
Doro,
o
o
o
D
o
o
‘Dru
WIOLATS]
Do
OO,
SHO
AVMEIVS
205]
man]
on
TRIAOVNVINSWID00
8
ONIN
734]
o
o
o
o
2
o
a
“aavaar
WiraTS]
sever
Poa
verse
|
eareer
[0
wror
|
oaeee
"ASOTONTORI
NOUWAROAN
TWIOIAS)
058s
‘Oss,
cose
[o0see
THEO
ERA/IOVEDSN
WAGE
S|
Seve
75597,
zesov
|
6597
waren
[Ose
‘SINS
¥IsI¥
WaLNsWOD]
78825]
I
Eo
DOS,
Does
|
0O0TOS
o
Ci
SMM a
WIOTATS)
‘eos
fo
BENET
To
ET
BOOT
DOO,
DoS
OOTOS
o
OOS,
TaViDoua
Savon
5
ual]
Lz]
o
2
7
o
o
o
o
TGNSAGDWNVN
TONIDWEMG
WIOLSTS]
{INSNOWNWHN
JONGDWIMG
‘Oo
00F
Oa
Ser
Dorset
[oooser
fe
DOSE
|
00ST
TaOSEaSSY
WAOLaNS|
00°0F
OOSTE
‘coo'scr
|
000'S¢t
‘oo'szt
[00°52
CE
TS
Toes
aEM
|
Ganowsav|
_isanbaa|_se7i7t
|
~aouaav_|
Guana
NOWAROSSG
WanaNT
soa
yowsov
|
sosvewnona|
Wu
way
szaz/szoz
|/ua3a
sx0z
as]
fanaaxa
|
seoz/ezoc
|
vzoz/ezoe
ww
J
SUNLIONZAXG
ONNIUNOZENON
GNY
TwLIaYD OL
SUIS
—_oPTOT
oNapw/Laia

are
oO
omer
TROWSINNOD
SSUNLIN
WASTES]
woven
TIH
Swa93]
man}
(ose
oor
7m
WINWOD
LisTH|
rE)
TRSWDW
iu
INT
WLM
FOV
2uNSWaTd|
man]
oid
NATaYIN'
SSM]
0685
[ror
NV
19SSW XN
WLM
an]
THOISWSRANOD
W3MOd
Sa
WALVMG19¥I
S811]
man]
WY
BLY
TORK]
man]
;HEMGS
TH
LIVULNGD|
—10s5]
DOOOOT
srs
wisio
waive]
F685
[prone
‘S200
NIV
WaNGS
ALINOD
SSOX|
cn)
Tau
sWvaSNINOOTA]
an
DOSE
o
[on
Savas
HU
WLOLETS]
‘SINSWGROWART
ONTOWOATG
SON-NMOI|
cH)
ook
jOVDAVIS
SATOH]
BBA
vavD
HOVE
QUOI
man
COST
IVI
SS3DDV
HOWae
UNSVSTS
uivedal
6.825]
‘Shuva
#
NOUVaRO3}
T
2
a
o
‘SHIM
shana
WIOLATG|
TWVTONMIMIDNS
35awe
98825]
655
36525
ca
THOLWAONSW/ONSG
10OHDS
aTHSONST
oe)
SEUNSOTDNG
J9vUOUS/S¥aI
SANG]
om
‘57104
JHOMSHWIS
NIGOOM|
a]
ail
a]
man]
ma]
WOES
aa
aus
wauaNit
sosvawnona|
my
why
1
3UNUIGNAeKG
ONTEWAIDSL-NON ONY
TWLld¥O
OL
SUBESNVLL
—_OPTOE
‘yONaow/1430
‘ayosuaLVM40
NMOL

weno
BERS,
oUvinaGway Guna
TWHGKGO
Wot]
I
OD
o
@
iss
SNIGWha
WO]
TWvaS
NODNUTSNOD
AWEN
aneNd
1]
SDNVIVE
ONS
caLWNOISzGNh|
EMUENTEELY
a]
wre
To
CEE.
Wis
NaTERwaIG)
T
o
o
Tard
‘NOUWINGH 30
ouvOd
Wwiozans|
73a]
maa]
man]
maa]
734]
man]
734]
Tan]
‘CWS
WIV ~
SHA
“TIVEL0S
Jun
sun
Tan]
DOS
TSI)
NOUVOIAS/NOUWMVAT
EAE
man]
See
WAV¥DOUS
JONGISEG
ADUING|
mah]
SDNVHNGINIATIO¥A
man]
TERDVIET
NOMWWOLNY
MNKOLONY
TNSWI0¥
1654
NOUDI(OWS
34¥0
ARVIN
1
WOSSHDOUA
NIV
JODO
wrun
ai]
72823]
INSWEDWIsTY
GNNOS
S9VO-NLA
‘SW
-SOBvOR
SNINWYTIA|
FEB
‘SNONSEROW
SsIua/INOONG
TVGSVE
SH]
SSTOVAGTONOOTE
Oa
TOOTS
HOM]
7a
C
Tsanbaa_|
sere
_|
ouaav
Nouanosaa
wa
aN
yonapy
|
sosvewnona|
wu
Jiusaa
szozas]
fansaxa
|
seoz/ve0r
wry
3UNLUONIOG
ONMMAISW-NON
ONY
TIlE
OL
SWBISNVL
—_OFTOE
yoNaov/1430
7]
‘auosuaivM40
NMOL

BOOTS
[ocd
7a
7a
To6s5]
7130
cooing
BOOST
Tes)
(is
0¢
WBNO)
SIMBATIO/S35q
ESTE
wore
Soom
Tera
TRADER
IOTOG
TH
‘eaves
THOWSNVE aS
WaO¥
VERMA
[sare
oor
[aoe
“S31¥0dN- NT
SNR
SIWGan
WOOH
ONINTVULTISOUD|
rir
“uvoanso07TD]
COO
‘oso
“SANE
SoMTING
WATT
oka
00'S
Survaie
aso
ava
NVGR
65
COTES
‘cosy
THEN
BNO)
INSMEINNEH
a
7065
Oe
‘SROLVIS
SNDWVAD
S|
SOO
“TisnaDyIaNW
3000
Wma
Zr6ss)
Eis
oar
TSCIONTOSL
NOMVABOR
WOT
rer
TERRI
MaRu/savIDaN|
5
aut
1NaINOD}
bac
HOWSNVAL
NON]
Te
Oo
[0ST
cos
“TeavaTavas0
Ta]
WOT]
‘oo
ST
o's
|
00ST
"SNINOILIGNOD
av
HENYAOD]
En)
‘Oo
TRENDY es
HOTS
SENYHOD|
Br
io
acer
TRAST
OGDEN
WIOTET]
Tare.
TCVOSTY
XOSOTON
IaUNEAST
655]
oso
TGISAS
Guvo3aIN9
WOOTEN
O32¥|
0655]
[oo
tort
Tova"
0o0t
wan
000]
WOO
OOO
eto
[oon
BOOT
Taras
aoonviorang|
——
coeoor's
——[ooo'e0n't
|
eoo'00o%—
|
a00'000"
oro00T
[000
00"
TYRES
3a]
"aecs5|
ES
SOE
‘SINGHGAONAINTLLAYD
HVIA
EW
‘seTOr
ONS

[are
ere
ToUTWTaaOuaay ONT
WAAR
THON]
7 SasnO TOI]
o
Coon
cod
oT
cong
D005
Toe
OE “SINAWGAOWAWAT TAY WSK INE
.290ne
(42)
mv1a
aNawanouae
Twila¥>
OFT
9202

SNIGNNS
YaHLO
SLNVYD
aLvis/TW43G34
3ONV1V8
GNN4
G3LWNSISIJONN
UND.
41001
ONIDNWNId
1830
WSL
SNOT
GNV
LYOHS:
OL
U3dSNVUL
ONMd
SINVNALNIVN
TVLId¥o_
1S/1390N8
ALLA,
*53UNOS
ONTGNN
OL
XSGNI
Hams nena
_fooro0’c0t
_fooro00'oor
—_—[oo'000'00t
_—[oo'o00’szt
SIVIOL]
lo00’00t
lo00’oot
looo‘oor
looo’szt
£
wonenersyl
T
ocoz-ezoz
|
ezoz-ezoz
|
szoz-czoz
|
<zoz-szoz
|
9z0z-szoz
|
30unos
SINWN
Laroud
‘nuonid
tvosid
|
wWaATvosid
|
UvEATWOSId
|
UVZATVOSIY
|
UWSATVOSId
|
ONIGNNS
430
|
TAONGOV
/LNSWLUVd3G)
(0£02-970Z
Ad
WUOd
NOLLVANOSNOD
193f0ud
NVId
ANAW3AOUdINI
TiLldv>_
QuOsIUaLVM
40
NMOL
ND)
Y

DESCRIPTION AND JUSTIFICATION (describe the type, purpose & anticipated accomplishments of the project)
State mandated town-wide revaluation of all real property to include the special use property fee appraisal of Dominion
INuclear Power Plant. Effective with the 10/1/2023 Grand List, Section 7 of Public Act 22-74, five Revaluation Zones and a|
Inew five-year revaluation schedule has been instituted, redistributing the number of revbaluations to be performed
[annually. the project is undertaken to remain compliant with Connecticut law and to insure uniformity in reat property
valuations. Funding requested annually for Waterford's next three mandated revaluations, scheduled for October 2026,
2029 & 2034.
[PROJECT STATUS IF IN PROGRESS
[2022 Revaluation completed. RFP for 2026 revaluation anticipated Spring 2025,
[LIST OTHER PROJECTS WITHIN YOUR DEPARTMENT OR ANOTHER DEPARTMENT THAT WILL BE IMPACTED BY THIS
IREQUEST.
N/A
[DESCRIBE THE IMPACT ON DEPARTMENT OPERATING BUDGET (Include cost estimate if applicable)
IN/A
GRANT FUNDING/OTHER FUNDING, if applicable (detailed explanation of grant/other funding, including the amount,
|source of funding, status, town match, if any. Attach award letter if available)
N/A
[ATTACH PLAN ESTIMATE, SERVICE AREA MAP AND/OR OTHER SUPPORTING DOCUMENTATION (if none, simply state that
in the area below)
[2026 Revaluation will be an update - current average cost = $25/per parcel. Waterford parcel count =9300
‘COST/FUNDING SOURCE
"APPROVED
FUNDING TO
|FUNDING SOURCE DATE Fy2026_| Fv2027_| Fv2028 | Fv2029 | FY2030
[Current Year Capital
tility Budget/Sewer Cap Maint Fund
[Transfer to CNR 125,000[ 100,000] 100,000] 100,000] 100,000|
|Short/Long-term Bonds.
[LOCIP (detail in section 5 above)
afoya|els
[CNR Undesignated Fund Balance
|Federal/State Grants (detail in section
5)
lOther Funding (detail in section 5
Jabove)
[ToTALs
lo
425,000| 100,000] __100,000| 100,000] 100,000)

ONIGNNS
YBHLO
8
SUNVHD
aLWiS/Twuadad
—L
ONVIV8
GNNA
GRLVNDISIANN
UND
9
apr
S
ONIONWNI
1830
WU3L
ONOTONYLYOHS
“ONDHUNORUNON
8
WAldvI
OLUIISNVEL
=
‘GNNS
SONVNALNIVIN
TLldv
YIM|S/L390NG
ALLA
Z
‘SLN3W3AOWdWI
TWAIdV>
WVIALNIYUND
——T
"S3OUNOS
SNIGNNG
O1
GNI
-
E
[oo'ooo‘ose
|
Siviol]
LN3Wa9VNVIV
looo’oge
€
AN3WN200
8
ONINNVDS|
TE
‘oeoz-ezoz
|
ezoe-ezoz
|
szoz-czoe
|
<zoz-szoz
|
9z0z-szoz
|
30unos
BINWN
LatOud
‘Aanworad
Tosi
|
uvaA
tosis
|
uvaAtvosid
|
UWaA
TOSI
|
UVaA
TOSI
|
ONIGNNS
1430
TONIDV
/INSWLUVdaG
O£02-9202
Ad
WO
NOLLVGIOSNOD
193f0ud
NVid
LNaW3AOUdII
TYLId¥>_
‘G¥OsUaLYM
40
NMOL
u
J

DESCRIPTION AND JUSTIFICATION (describe the type, purpose & anticipated accomplishments of the project)
The request is to fund scanning of all documents in the Planning and Buildng Departments. The town currenlty has
lapproximatley 1,000,000 paper documents and maps stored in the baement of Town Hall and in the Planning and
Buiding Office. Scanning these documents will reduce paper, modernize workflows, protect important town docuemts,
|The scanned documents will then be intergrated into a document managment system that will proivde convinient
Imanaged access to documents for both staff and the public.
[PROJECT STATUS IF IN PROGRESS
[LIST OTHER PROJECTS WITHIN YOUR DEPARTMENT OR ANOTHER DEPARTMENT THAT WILL BE IMPACTED BY THIS
REQUEST.
None
[DESCRIBE THE IMPACT ON DEPARTMENT OPERATING BUDGET (Include cost estimate if applicable)
[After the initial scanning project is complete the town will maintain existing and input new documents into @ document
Imanagement system which will have a yearly licensign fee.
|GRANT FUNDING/OTHER FUNDING, if applicable (detailed explanation of grant/other funding, including the amount,
lsource of funding, status, town match, if any. Attach award letter if available)
[ATTACH PLAN ESTIMATE, SERVICE AREA MAP AND/OR OTHER SUPPORTING DOCUMENTATION (if none, simply state that
lin the area below)
7 (COST/FUNDING SOURCE
APPROVED:
FUNDING TO
|FUNDING SOURCE DATE Fy2025_|_Fv2026 | Fy2027 | Fy2028 | FY2029
1 [Current Year Capital
Utility Budget/Sewer Cap Maint Fund
[Transfer to CNR ‘380,000
[Short/Long-term Bonds
[LOCIP (detail in section 5 above)
fafafafeyy
[CNR Undesignated Fund Balance
Federal/State Grants (detail in section
S)
lOther Funding (detail in section 5
labove)
[TOTALS | | ‘| 380,000} | 0

When the Municipality is ready to proceed with the work and its comprehensive requirements are
determined, a formal quote can be finalized which may include applicable price adjustments.
Costs for Laserfiche Professional Cloud System:
| erreerrrrprm NEE DCSCptON Models Quantity unit Prce Total |
Laserfiche Cloud
Laserfiche Cloud - Professional User - Tier 5-49 CLENF2 10 $830.00 $8,300.00]
Laserfiche Cloud - Participant User Tier 10-199, CFPAR 10 $120.00 $1,200.00]
Laserfiche Cloud - Public Portal - 1,000 views per month CLPPAL 2 $600.00 $600.00]
Laserfiche Cloud - Forms Portal 1,000 submissions per month __CLFPAL 1 $1,800.00__ $1,800.00]
Taserfiche Cloud Subtotal $11,900.00]
Professional Services
Laserfiche Configuration and Training - remote days 2 $1,400.00 $2,800.00]
Laserfiche-Municity Integration (Yr 2 Forward: $2,400.00) 1 $5,000.00 $5,000.00]
Laserfiche Project Coordination 1 $300.00 __ $300.00]
Professional Services Subtotal $8,100.00]
Grand Total $20,000.00 «
*Please note that Laserfiche SAAS Software can priced at OMNIA/National Cooperative Purchasing Alliance (NCPA)
levels: Contract #01-158 levels which is a 3.1% discount on the Laserfiche SAAS Software.
**The Municity Legacy Data conversion will have to be scoped. Note that remote data conversion is $195.00 per hour.
Anticipated annual LSAP/SAAS fees after the included 1" year for the above configuration would be $14,300.00
Note: This estimate is subject to change based upon the then-current support/SAAS prices for that year. Plan for a 5%
YOY cost increase to ail Laserfiche SAAS models.
Additional ICC-CDS Pricing Information:
Day Rates
‘© Laserfiche Training/Installation — Onsite Days: $2,200.00 per day (includes travel - 2 day
minimum)
© Laserfiche Training/Installation — Remote Day: $1,400.00
Hourly Rates (remote)
* Training/Scoping: $175.00 per hour
‘* Laserfiche Workflow/Forms Development/Data Conversion: $195.00 per hour
‘* _ Laserfiche Integration Development: $210.00 per hour
“*Laserfiche Crafted Solutions (developed solutions)
‘© Laserfiche Records Retention Essentials (Records Management Automation): $995.00
‘© *Note that ICC-CDS has other automated solutions, including FOIA, Contract
Management, Records Center Management and Application Portals.
General Code Representative: Bruce Cadman
518-441-6496; BCadman@icc-cds.com

$0 no internal IT resources are required.
Laserfiche Cloud Professional Features:
Cloud Features Professional Cloud Add-Ons Professional
Packages startat (can add to each par $4,150forSusers SDK 5
100 G8 storage peruser v QuickAgent Fields Complete with Agent 104)
Document Management y Workflow Bots for Process Automation 1)
Audit Trail Starter(+) Public Portal 5
Direct Share v Forms Portal +
Data Encrypted at Rest v Participant Users 5
‘Autoscaling of Computing and Storage v Community Users +
‘Automated and Encrypted Backups v ‘Smart invoice Capture +
Intrustion Detection v Voult 5
‘Automated Feature/Secutity Updates v Additional Storage +
‘Automated Text Extraction v ScanConnect +
Import Agent with Email Archiving v
Process Automation v
Connector v
surveys v
Records Management
Cloud Integrations Professional
Microsoft 365 Integration v
Integration with SharePoint
Integration w/ Microsoft Dynamics 36:
Integration with DocuSign
Integration with Salesforce CRM
Certified Integration with SAP Archivel
Integration with Laser App
Laserfiche for Ricoh MFO
alelelelel sls
-Not Available + Optional Add-On Vincluded
*As a cloud-based system, updates and new features are automatically pushed out, limited/no IT
involvement.
General Code Representative: Bruce Cadman ee
518-441-6496; BCadman@icc-cds.com

Records Imaging & Conversion Services
Version 20220701
Prepared for:
Town of Waterford
Project for: Planning & Building Department
(] Juan Rodriguez
ital Services Specialist
860-670-0702
10/18/2024
Version 1.00

p
p
,
y
g
p
y,
,
q
modification. Upon award, we will be pleased to work with you to promptly finalize mutually acceptable contract terms and,
if applicable, provide copies of appropriate contract forms for that purpose.
Proprietary and Confidential Statement
The enclosed materials are proprietary to Ricoh, and Ricoh reserves all right, title, and interest in and to such materials. The
terms, conditions, and information set forth herein are confidential to Ricoh and may not be disclosed in any manner to any
person other than the addressee, together with its officers, employees, and agents who are directly responsible for evaluating,
the contents of these materials for the limited purpose intended. Any unauthorized disclosure, use, reproduction, or
transmission is expressly prohibited without the prior written consent of Ricoh. These materials summarize a proposed
‘equipment and/or services solution. They are intended for informational purposes only to assist you in your evaluation of
Ricoh as a potential business partner. These materials do not represent an offer or a binding agreement.

Thank you for your interest in Ricoh, the premier provider of high-volume document imaging and conversion services, as a
potential partner for document processing services.
‘As part of desired partnership outlined in prior discussions, Ricoh USA, Inc. has prepared the following proposal to detail
conversion services for Town of Waterford (“Client”), specific to. In this proposal, Ricoh will provide recommendations that
include services for the operational processes to convert paper into electronic images. Ricoh has outlined the Project scope
and estimated costs for this Project Based engagement. The estimated service costs outlined in this document are based on
Ricoh’s experience and preliminary information received from Client.
Ricoh owns and operates the largest network of secure scanning centers nationwide performing image capture of over 3.2
billion pages of paper and microform last year alone. For over twenty-six years, Ricoh’s Document Imaging Services’ primary
mmission has been to accurately capture images from any media (e.g., paper, large format drawings, microfilm, microfiche,
aperture cards, electronically stored information, etc.) and deliver them to our clients in a hard-copy or a database-ready
format.
Our emphasis on quality, performance, mutual project success while maintaining confidentiality and chain of custody has
translated into thousands of satisfied customers who have entrusted Ricoh with their legal, PHI, Pll, HIPAA and business-
I documents.
‘Our technology and labor infrastructure, coupled with our experience within your industry on comparable projects, uniquely
Positions Ricoh to deliver a superior work product under budget and within deadline.
If you have any questions or feel | have omitted anything in the estimate, please do not hesitate to reach out to me. Thank
you for your kind consideration of Ricoh as your partner on this project and | look forward to working with you in the very
near future.
Kind Regards,
Juan F. Rodriguez
Digital Services Specialist, Offsite
RICOH USA, Inc.
29 Griffin Road South, Unit C
Bloomfield, CT 06002
‘860.670.0702
juan f.rodriguez@ricoh-usa.com

Transport Conversion ‘Access Anytime Re-Assembly or
Originals ervice: Anywhere Shredding
seated, mobail abled
Professional Conversion Services
Through our national network of processing centers, we have the capacity to scan more than 50 million pages per month,
This reinforces our proven track record as the nation’s largest provider of document imaging services. O
Security and Confidentiality
Ricoh’s procedures and protected facilities are designed to ensure that your documents will be kept secure and confidential
through the entire project. Each employee has completed a background check, drug testing, and confidentiality agreements.
Ricoh trains its processing center staff relative to HIPAA standards for handling confidential healthcare-related documents.
Imaging Expertise and Best Practices
Organizations outsource scanning operations to gain access to expertise and best practices. Using one of our document
Processing centers, Ricoh consistently delivers world-class service and results by understanding our customers’ unique
business requirements and applying best practices to meet those needs. Additional details are provided herein.
Turnkey Project Management
Ricoh assigns an experienced project manager and operations team to every imaging project, so projects proceed as planned,
and clients have a single point of contact for regular communication. Additional details are provided herein.
Universal Imaging Capabilities
Ricoh supports a wide range of industry-standard and vendor-specific input and output formats. Ricoh has the experience
and expertise to provide a seamless data conversion to migrate existing images and metadata to a new document
‘management system while minimizing conversion costs. Ricoh also provides roll microfilm, microfiche, and aperture card
scanning services.

Chain of Custody
‘We understand the risk associated with the movement of your documents. We track all documents throughout the process
- from initial pickup through to delivery - via a documented chain of custody. We collect signatures of release and acceptance
‘whenever all or portions of your materials leave our processing operation. At the completion of the process, you will sign off
that you have received all of your materials. Our chain-of-custody process has been designed to document the custody of all
customer materials, regardless of type, from release to Ricoh to return. This process enables us to track the location of all
‘materials throughout the process.
Protect.
imply imeractiors
to protect our cust 5 transform it into meaningful,
busine and enhance interpret and actionable business insights
both internal and extemal informati
cu perien inform
Document Handling and Confidentiality
Each of our employees has completed a background check, drug testing and signed a confidentiality agreement. Ricoh BIS
professionals are experienced in handling, disassembling, and reassembling clients’ important legal files. Our BIS staff is also
trained relative to HIPAA and HITECH standards for handling confidential healthcare-related documents.
Security at Every Level
We employ strict protocols for handling data and other confidential information. All BIS Source locations are tightly secured,
and our staff goes through rigorous confidentiality and security training and background checks. Your data, whether
electronically stored information or paper, is protected physically within our centers, and all converted electronic data is
subject to multilevel security through encryption and firewalls. Each BIS Source location has a business continuity plan
documented and on file.
Disaster Recovery
Each of our BIS Source locations has a business continuity plan outlining the procedures for that location. Those plans are
reviewed and updated quarterly. Additionally, Ricoh’s infrastructure mitigates risk associated with data loss and sustained
production downtime because Ricoh has BIS Source locations across the country, all adhering to the same policies and
procedures and using the same production equipment. We have redundancy built into each of our production conversion
processes. Ifa disaster were to strike our local office, we would personally move al of the work to a nearby office (designated
“hot site”).

Project Details
‘* Total of 2 Populations:
© Population #1 - Planning Department / with 180 Boxes
'¢ The boxes are generally 100% full
‘© Population #2 ~ Building Department / with 207 Boxes
‘© The boxes are generally 100% full
‘Transportation, Processing Location & Schedule
‘¢ Offsite Transportation may be provided by the Client or may be purchased from Ricoh.
© For Details and Discussion Topics for Transportation, see Appendix C
‘© Offsite scanning is provided at Ricoh’s secured scanning center(s) in the United States, specifically:
© Cleveland, OH
© Atlanta, GA © Houston, Tx
‘* Project commencement is estimated to begin within one week of receipt of an executed Statement of Work
and/or Customer Order Authorization.
‘© Chain of custody is documented upon pick-up/delivery and a Ricoh representative will transfer confidential
Glient documents to a secure imaging center for preparation and scanning.
‘© Ricoh will retain electronic images on Ricoh production server(s) throughout the project for up to thirty (30)
days after final delivery. After thirty (30) days from delivery of data and images, Ricoh is not responsible for
‘maintaining any archival image or data information in connection with the delivery.

q y
p
pi
Percent of duplex pages: 0%
Percent of B&W originals: 100%
Percent of color originals: 0%
Total anticipated image count: 450,000
Total number of resulting electronic files: 14,976 PDFs created
Barriers per box: 500-699,
file will be provided by the Client containing all index values: No
‘* Paper Logical Document Determination is based on no.
‘© Examples: Acco clips, staples, paperclips, bands, folders, each folder, or physical file etc.
Paper Condition
‘¢ This population will NOT require Archival Handling based on understanding that documents currently ARE in a
‘condition that is suitable for loading into a document handler/feeder for scanning,
Processing Location
€ ‘© Processing will occur in no other locations than those listed below, without Client approval.
© Imaging of source media will be performed at Ricoh’s or Ricoh’s business partner’s processing
center(s) located in the Continental United States
© Index capture from images will be performed at Ricoh’s or Ricoh’s business partner's processing.
center(s) located in india using a Citrix Environment where servers will reside in Houston, TX.
© Final conversion processing of images and index data will be performed in Ricoh’s AWS Amazon cloud
Image Capture Specifications
'* Population pages delivered to Ricoh will be imaged
© Document preparation is defined as Heaw Prep.
© Document reassembly is defined as Light Reassembly.
Capture is based on multi page images in PDF format.
A Quality Control process will take place at the time of scanning to ensure accuracy.
© Image quality checking is defined as Statistical/Sample QC.
‘* Ricoh will capture originals based on the following:
© Originals will be scanned at a resolution of 300 dots per inch (dpi).
‘© Resolution higher than 300 dpi will require custom quotation from Ricoh Operations
‘Files will be delivered as multi page POF images.
© Capture of black & white originals as bi-tonal (b&w) images.
© Capture of color originals, (ie: charts, photographs, etc) as bi-tonal (b&w) images.

‘¢ File naming will be based on indexed fields, as follows:
© Population 1 =
© ADVANCED INDEX SERVICES
¥ Project requires merging and/or splitting of PDFs: No
Y Project requires database or spreadsheet lookup for naming of PDFs: No
Delivery of images
‘Index data will be delivered in a comma separated value (CSV) format.
‘© OCR (Optical Character Recognition) - Required for Searchable PDF.
* OCR will be performed on all images of paper-based populations to create searchable PDFs.
‘¢ Resultant images and indexed data will be delivered to Client -provided USB Flash Drive.
Original Media
Original Media for this project be re-assembled and returned to Client

q y
p
pi
= Percent of duplex pages: 0%
= Percent of B&W originals: 100%
= Percent of color originals: 0%
= Total anticipated image count: 517,500
= Total number of resulting electronic files: 17,172 PDFs created
= Barriers per box: 500-699
‘© Data file will be provided by the Client containing all index values: No
'* Paper Logical Document Determination is based on no.
© Examples: Acco clips, staples, paperciips, bands, folders, each folder, or physical file etc.
Paper Condition
‘© This population will NOT require Archival Handling based on understanding that documents currently ARE in @
condition that is suitable for loading into a document handler/feeder for scanning.
Processing Location
‘* Processing will occur in no other locations than those listed below, without Client approval.
(© Imaging of source media will be performed at Ricoh’s or Ricoh’s business partner’s processing
center(s) located in the Continental United states
‘© Index capture from images will be performed at Ricoh’s or Ricoh’s business partner's processing
center(s) located in India using a Citrix Environment where servers will reside in Houston, TX.
© Final conversion processing of images and index data will be performed in Ricoh’s AWS Amazon cloud
Image Capture Specifications
‘* Population pages delivered to Ricoh will be imaged
‘© Document preparation is defined as Heavy Prep.
‘© Document reassembly is defined as Light Reassembly.
‘© Capture is based on multi page images in POF format
‘A Quality Control process will take place at the time of scanning to ensure accuracy.
‘© Image quality checking is defined as Statistical/Sample QC,
‘¢ Ricoh will capture originals based on the following:
© Originals will be scanned at a resolution of 300 dots per inch (dpi).
© Resolution higher than 300 dpi will require custom quotation from Ricoh Operations
‘* Files will be delivered as multi page POF images.
© Capture of black & white originals as bi-tonal (b&w) images.
© Capture of color originals, (ie: charts, photographs, etc) as bi-tonal (b&w) images.

‘¢ File naming will be based on indexed fields, as follows:
© Population 2 =
© ADVANCED INDEX SERVICES
Y Project requires merging and/or splitting of PDFs: No
Y Project requires database or spreadsheet lookup for naming of PDFs: No
Delivery of mages
'* Index data will be delivered in a comma separated value (CSV) format.
‘* OCR (Optical Character Recognition) - Required for Searchable POF.
'* OCRwill be performed on all images of paper-based populations to create searchable PDFS.
‘¢ Resultant images and indexed data will be delivered to Client -provided USB Flash Drive.
Original Media
Original Media for this project be re-assembled and returned to Client

y |
p
|
| p
450,000 | DI- Image Capture (Heavy) 7036_| Image | 0.0878 | $ 39,510.00
‘450,000 | DI- QC (Statistical/Sample) 7082_| Image | 0.0231 | $ 10,395.00
450,000 | Di- Re-Assemble (Light) 7084 | Image | 0.0258 | $ 11,610.00
450,000 | DI- OCR 7055_| Image | 0.0110 | $ 4,950.00
‘450,000 | DI- Image Conversion - PDF 723_[ image | 0.0071 | $ 3,195.00
1__ | DI- USB Flash Drive 8 GB 7043 | Drive | 39.0000] $ 39.00
14,976 | DI- Index Coding Offshore 6to10:MP| 7110 | Field | 0.0182] $ 272.56
14,400 | DI-Lg Format B&W Scan (per Sheet) | 7060 | Image | 2.0000 | $ 28,800.00
Estimated
Estimates are Pre-Tax Population Total: $ 98,771.56
C Population Building Department Unit Pricing
i Unit
ary | Description P-code | Unit | pice Total
517,500 | DI- Image Capture (Heavy) 7036 | Image | $0.0878 | $ 45,436.50
517,500 | DI - QC (Statistical/Sample) 7082_| Image | $0.0231 | _$ 11,954.25
517,500 | DI- Re-Assemble (Light) 7084 | image | $0.0258 | $ 13,351.50
$17,500 | DI- OCR 7055 | Image | $o.0110 | $ 5,692.50
517,500 | DI- Image Conversion - POF 723__| Image | $0.0071 | $3,674.25
1__ | DI- USB Flash Drive 8 GB 7043 | Drive [$39.0000| $39.00
cra [Or Index Coane OFFore FO] 119 | ea | soonen | § 31253
32,500 | Di-Lg Format B&W Scan (per Sheet) | 7060 | image | 2.0000 | $ 65,000.00
Estimated
Estimates are Pre-Tax Teton Tate $145,460.53

Pricing for any requirements to deliver images or data to a customer new or existing content management
system or other business application requires further discovery.
Summary of Total Costs
Description Estimated Total
Total Combined Pricing of all Populations $244,232.09
Total Combined Pricing of all Additional Fees $13,365.19
Estimated Pre-Tax Total $257,597.28
The minimum fee for off-site services is $10,000 per project. Ricoh will invoice based on the actual number of
units processed multiplied by the unit cost as referenced in the above table. Pricing does not include shipping
costs of deliverables.
Production Workflow Notes
Ricoh is extremely sensitive to the fact that we are handling confidential legal, PHI, HIPAA and/or business-critical documents.
‘As such, Ricoh designed its document handling procedures around the tight security standards established for evidentiary
and privileged documents relating to extremely sensitive litigation matters. This allows us to maintain strict confidentiality
‘and chain of custody throughout the entire workflow.
Ricoh is also sensitive to the fact that we frequently handle active files that our clients rely on during the regular course of
business. When a file from a box that is identified as being “out for imaging”, Ricoh’s Rapid Response service can be activated
to retrieve and return the original(s) or produce an electronic copy that can be downloaded securely. Ricoh’s entire imaging
workflow and customer service is designed to not adversely impact daily business operations.
Pricing Notes:
‘The foregoing price quotation is valid for 30 days from the date of this proposal. Unit prices are based on the volumes and
assumptions as detailed in the Production Scope & Assumptions section and are contingent upon analysis of a representative
‘sampling of source media and indexing methodology.
‘Should the scope or process vary from the assumptions outlined herein, Ricoh reserves the right to submit a revised proposal based
‘on definitions representative of the true project scope and technical requirements. The “Estimated Pre-Tax Total" listed above is.
calculated based on the aggregate of al unit pricing multiplied by their corresponding quantities. This estimated total is not a fixed
‘cost estimate and is intended solely as a general cost estimate. Ricoh will invoice for actual volumes processed.
Ricoh and Client acknowledge that the services and prices that are offered to Client herein are based on the assumptions
contained within this response, and assumptions to be identified by Ricoh during its more detailed evaluation and scope

Assumptions:
1. Transportation quotes are valid for 10 days, and subject to change due to variances in fuel, courier fees, etc.
2. Archival “Glasswork” imaging would be required in the event the condition of the originals are fragile/antique, hard
bound, or the integrity of the document(s) would be compromised by placing them into a mechanized document
handler/feeder for scanning.
3, Imaging Pricing assumes originals are in good condition without frayed edges, tears, or brittle/antique paper, not requiring
‘Special Handling or use of a carrier sheet to facilitate scanning,
4. Optical Character Recognition (OCR) - Provides keyword search capal
will provide a revised quote.
‘a. OCRis not recommended for oversize maps, photo images, drawings, floor plans files, etc.
b. OCRis not a reliable method for extraction of handwritten, serif font, small type font under 12 point, data in
tables or charts, etc. and should not be considered a reliable method for obtaining “searchable” files in
larger PDFs. Ricoh cannot guarantee all words and characters will be captured consistently.
©. OCR will not be performed on any microform images. Ricoh cannot guarantee the consistency of OCR on
microform media.
5. If processing exceptions exceed 3% of the total volume, the Change Order Process will be
disp
6. Ifreturning originals, original media will be returned to Client thirty (30) days after associated image delivery is complete.
Upon Request, for a transport fee, originals may be returned to Customer Site, within 30 days of Scan
7. If shredding, original media will be shredded by Ricoh within thirty (30) days after associated image delivery is complete
‘and Ricoh has written Client authorization to proceed with document destruction. if written authorization is not received
within 30 days, original media will be returned to Client and will incur additional return shipping fees. Original Images will
be shredded based on the schedule of fees outlined herein.
Should OCR be requested at a later date, Ricoh
jated for review and

9.
10.
1
12.
13.
Us
timeline(s), including the technical specifications with the assistance of the Engineering and Technical staff.
Directs the preparation of the plan for organizing, staffing, budgeting, executing, and controlling field projects.
Interprets and executes written and/or oral job specifications and instructions into project plan.
Coordinates with operations effected by project to plan and develop workfiow/procedures and manpower needs.
Anticipates and mitigates potential risks by maintaining current knowledge of overall project status.
Develops clear written strategy guidelines for communication with clear definition of responsibilities and
restraints.
‘Acts as additional client communication liaison between operations, engineering, sales, finance and/or technical
staff for a project.
‘Communicates issues and suggestions succinctly and clearly so as to be understood by clients and co-workers.
Documents conversations, instructions and changes or deviation in work statements and procedures.
Proactively informs clients of project status and issues both in verbal and/or written format.
Proactively communicates status of projects and issues to relevant stakeholders.
Escalates all issues to a higher mgt level at signs of client dissatisfaction with performance of services or
expectations.
Responsible for the recont
\n of all cient materials.
High-Level Project Plan
Intiation Planning Testing Production Close Out
** Note: DIT (Datea Interchange Test) requires Ricoh ASG Technical Services and client approval which may impact Pproject
imeline,

‘The Ricoh project manager assigned to your account will be responsible for directing all phases and will be the primary point
‘of contact for the entire project. The project manager will execute the operations based on a structured methodology
approach. The Ricoh project manager will ensure that each of the phases has mutually agreed upon objectives and deliverable
products. Both Ricoh and your organization will have defined responsibilities in each phase, and accordingly both will share
in the project success. Transition from one phase of the project to the next shall occur only with Customer expressed approval,
The activities for each phase are described below:
Pre-Production —After contract award, Ricoh’s project manager will lead a kick-off meeting with Customer. After kick-off,
Ricoh begins work with Customer to finalize procedures and quality specifications.
During this phase, the Ricoh project team works with Customer to complete the Conversion Services Project Plan (CSPP) and
presents it to Customer for approval. The purpose of the CSPP is to provide a detailed, documented reference for the
complete execution of the project. In the plan, the project manager describes in detail all of the logistical, operational and
technical requirements, specifications and procedures of the project.
‘After approval of the CSPP, Ricoh performs a data interchange test (DIT). The DIT is an end-to-end test of workflow and
procedures, and is performed to verify both the technical and logistical elements of the project. The results of the DIT are to
be reviewed by Customer and any required adjustments will be communicated back to Ricoh. Ricoh will not proceed with
production until a successful DIT is completed and approved by Customer.
Production —with Customer's approval of the interchange test, Ricoh will pick up boxes of files to begin the scanning
production and produce deliverable images. The production process will mirror the DIT model.
Ricoh will work with Customer to ensure that the implemented process, scan, index, and import are meeting all of Customer's
requirements,
During production, Ricoh will generate monthly reports of production statistics. The format of this report will be developed
with Customer but should include totals of documents and images produced and delivered and invoice summaries,
Close-out - The Ricoh project manager closes out all open items and issues and performs a final reconciliation. The project
manager conducts an end-of-project meeting. Optionally, data reconciliation reports can be produced detailing anomalies,
such as documents in database but not delivered, documents delivered but not in database, duplicate documents or indices.

‘© Documents are 8 % by 11” (letter size) up to 11x17" (tabloid size)
‘© Ricoh willinsert required barcodes and document coding sheets
'* 100 barriers (see definition for barrier) with ~25 pages per barrier
'¢ Guidelines are based on average box size (16x12x10 or 1.2cf)
Medium Preparation:
Ricoh performs 100% of the preparation and includes the assumptions listed below:
‘© Documents are 8 4° x 11” (Letter Size) or 11°x17" (tabloid size)
* Ricoh wil insert required barcodes and document coding sheets
‘© 101-499 barriers (see definition for barrier).
‘© Guidelines are based on average box size (16x12x10 or 1.2cf)
Heavy Preparation:
Ricoh performs 100% of the preparation and includes the assumptions listed below:
‘© Preparation includes mixed paper sizes
Ricoh will insert required barcodes and document coding sheets
'500 barriers (see definition above for barrier) or more in per box
Guidelines are based on average box size {16x12x10 or 1.2cf)
Quality Control
Basic Quality Control:
Document Scanning Specialist wll ensure scanner s cleaned and operating as req
J. Does not include a page-to-image comparison.
Statistical/Sample Quality Control:
Ricoh will complete image to page QC on 10% of the images per box. Example - For a box with an images count of 2,500 images - The Ricoh
‘Quality Control Specialist will review (page-to-image comparison} the first 100 Images (~4%) of every box, 50 images (~2%) from the middle
‘of the box, and 100 images (~4%) from the end of the box. The quality control process involves the QC Specialist checking for the following
items on the ~10% of the population as defined above:
‘© Ensure all pages defined in the “10% sampling were scanned
[No missed back sides
Images are legible to the original
{Images requiring color are scanned per instructions
Post-it notes handled per instructions
Physical document breaks captured correctly per instructions
Full/Image-to-Page Quality Control:
Quality Control Specialist will:
‘+ Perform page-to-image comparison of every page
Ensure all pages are scanned
No missed back sides
Images are legible to the original
Images requiring color are scanned per instructions
Post-t notes handled per instructions
Physical document breaks captured correctly per instructions

Light Reassembly:
Re-Assembly includes placing pages into folders (not including placing on prongs or within binder rings) without any staples or clips or any
‘other type of barrier. Ricoh may or may not remove barcode and/or document coding sheets.
‘Medium Reassembly
Re-Assembly includes placing pages into folders, placing them on prongs or binder rings without any staples o clips or any other type of barrier.
Ricoh may or may not remove barcode and/or document coding sheets.
Heavy Reassembly:
Re-Assemble doc