2026-772026-77
Resolution Authorizing Transfer Of Funds And Execution Of Contract For Records
Management Software Migration And Expansion Project
At a Regular Meeting of the Town Board of the Town of Wappinger, Dutchess County,
New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on February
23, 2026.
The meeting was called to order by Joseph D. Cavaccini, Town Supervisor, and upon roll
being called, the following was recorded:
✓ Vote Record - Resolution RES -2026-77
Yes/Aye
No/Nay
Abstain
Absent
2 Adopted
❑ Adopted as Amended
Joseph D. Cavaccini
Voter
Q
❑
❑
❑
❑ Defeated
William H. Beale
Voter
Q
❑
❑
❑
❑ Tabled
Heather O'Dell
Voter
Q
❑
❑
❑
❑ Withdrawn
Christopher Phillips
Seconder
Q
❑
❑
❑
Al Casella
Mover
Q
❑
❑
❑
The following Resolution was introduced by Casella and seconded by Councilman
Phillips.
WHEREAS, the Town of Wappinger seeks to modernize and enhance its records management
capabilities through migration of its existing electronic document management system to a
cloud -based platform; and
WHEREAS, the project will support the Town Clerk's Office and expand functionality to the
Code Enforcement Office, improving efficiency, accessibility, records retention compliance, and
interdepartmental coordination; and
WHEREAS, the Town has received a proposal from ICC Community Development Solutions to
implement a Laserfiche Cloud -based Electronic Document Management System, including
migration of legacy data, configuration, training, and integration services; and
WHEREAS, the total project cost is $18,729.04, with anticipated annual Software -as -a -Service
(SAAS) support fees beginning in year two estimated at $12,809.04, subject to change and
anticipated annual increases; and
WHEREAS, the Town Board finds that the migration and expansion of records management
services is in the best interests of the Town and its residents;
NOW, THEREFORE, BE IT RESOLVED, that the Town Board of the Town of Wappinger
hereby authorizes the transfer of funds from A Fund Balance to A.1410.0405 in the amount of
$18,729.04 to cover the cost of the Electronic Document Management Project for the Town
Clerk and Code Enforcement Office; and
BE IT FURTHER RESOLVED, that the Town hereby agrees to the procedures, terms, and
license agreements associated with the project, including those of ICC Community Development
Solutions and Laserfiche, which are incorporated herein by reference; and
BE IT FURTHER RESOLVED, that Town Supervisor Joseph D. Cavaccini, or in his absence the
duly designated Deputy Supervisor, is hereby authorized and directed to execute the above
described agreement in the form annexed hereto with such changes as the Town
Supervisor may deem advisable in consultation with the Town Attorney.
The foregoing was put to a vote which resulted as follows:
RESULT:
ADOPTED [UNANIMOUS]
MOVER:
Al Casella, Councilman
SECONDER:
Christopher Phillips, Councilman
AYES:
Cavaccini, Beale, O'Dell, Phillips, Casella
Dated: Wappingers Falls, New York
2/23/2026
The Resolution is hereby duly declared Adopted.
JOSE/P. PAOLONI, TOWN CLERK
; 0 0 1•A
Dutchess County
9
M.Ursgronwers M.
Bruce Cadrn
Director of Sal
518-L441-641
a s e r f i c IN e'
Premier Partner
Town of Wappinger, New York
LA8ERRCHECLOUD LICENSE OVERVIEW ....................................................................................................................... 3
AUTHORIZATION hkAGREEMENT .................................................................................................................................. 6
APPENDIX B—LA8ERRCHECLOUD MIGRATION CONSIDERATIONS ............................................................................. 1O
COMMUNITY 2 December 8, 2025
Town of Wappinger, New York
LASERFICHE CLOUD LICENSE OVERVIEW
The Laserfiche Cloud license introduces a straightforward software license that includes a wide variety of
features to benefit all departments of the municipality. All of this is hosted on Amazon Web Services, so
limited internal IT resources are required.
While many features and functionality are available, listed below, we start with the described base package
and provide training and resources to get you started. As you become more familiar, we can add
automation, integrations with 3rd party applications and more.
Laserfiche Cloud Professional Features:
Cloud Features Professional Cloud Add -Ons Professional
10OGB storage peruser
Document Management
Audit Trail
Di rect Share
Data Encrypted at Rest
Autoscal i ng of Computi ng & Storage Resoui
Intrusion Detection
Automated Feature/Security Updates
Automated Text Extraction
Import Agent with Email Archiving
Process Automation
Connector
Surveys
Records Management
Cloud Integrations
Microsoft 365 Integration
Integration with Share Point
Integration w/ Microsoft Dynamics 365 CRN
Integration with DocuSign
Integration with Salesforce CRM
Professional
V
V
V
-Not Available + Optional Add -On ✓Included
*As a cloud -based system, updates and new features are automatically pushed out, limited/no IT
involvement.
Updates
On a monthly basis Laserfiche adds features and performance enhancements to an existing version of its
software known as "updates." Licensee will receive all updates as released.
COMMUNITY 3 December 8, 2025
DEVELOPMENT
SDK
+
V
QuickAgent Fields Complete with Agent
tdt (+)
V
Workflow Bots for Process Automation
I.(+)
Stairteir(+)
Public Portal
+
V
Forms Portal
+
V
Document Summarization
5,000per year (+)
V
Smart Fields
t.,000per ya�ar(+)
V
Smart Chat
5,000per year (+)
V
Participant Users
+
V
Community Users
+
V
Smart Invoice Capture
+
V
Vault
+
V
Additional Storage
+
V
ScanConnect
+
Professional
V
V
V
-Not Available + Optional Add -On ✓Included
*As a cloud -based system, updates and new features are automatically pushed out, limited/no IT
involvement.
Updates
On a monthly basis Laserfiche adds features and performance enhancements to an existing version of its
software known as "updates." Licensee will receive all updates as released.
COMMUNITY 3 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
Access to Online Support Resources
The Laserfiche Support Site contains detailed technical information to increase your product
knowledgebase. The Laserfiche Cloud Help Files contain useful information to help you get started with your
Laserfiche Cloud account. Laserfiche also has numerous help videos which walk you through the product to
help you become more familiar and comfortable with all of the different features. Additionally, Laserfiche
Cloud Answers is an online forum that allows Laserfiche Cloud subscribers to collaborate on ideas and
solutions.
Pricing/Services:
*Laserfiche SAAS Software priced at OMNIA/National Cooperative Purchasing Alliance (NCPA) levels: Contract #01-
158
**One-time credit is based upon unused Laserfiche Support and estimated.
Anticipated annual SAAS fees after the included 15T year for the above configuration would be $12,809.04
Note: This estimate is subject to change based upon the then -current support prices for that year. Plan for a 5% YOY
cost increase to all Laserfiche SAAS models.
Laserfiche legacy system data migration to Laserfiche Cloud includes the following at a minimum: Project Kickoff
Meeting; Server Pre -Check; Confirm no Laserfiche Forms/Workflows need to be reconfigured or redone; Document
Current User/Group lists and permissions need to be mapped and uploaded to new Laserfiche Cloud repository;
Submit documentation and log files to Laserfiche for build out of Laserfiche Cloud repository; Coordinate/Schedule
Training; Build/Activate Cloud Demo Site; Run On -Prem to Cloud Migration; Post -Migration check and customer
follow-up; Base project management. Note that this does not include machine time.
COMMUNITY 4 December 8, 2025
DEVELOPMENT
=.-
*Laserfiche Cloud Users
Professional Users 9 CLENF2
$843.03
$7,587.27
Storage
100 GB per user included -
-
-
(Overages will be $30 per 10
GB annually) Storage is
pooled
SAP
ICC -CD Support 1
$1,000.00
$1,000.00
*Laserfiche Participant
Read -Only Users 10 CFPAR
$121.13
$1,211.30
Users
*Laserfiche Public Portal
1000 Views per month 1 CLPPAL
$610.47
$610.47
Configuration and
Remote 2
$1,400.00
$2,800.00
Training
Laserfiche-Municity
Integration (Yr 2 Forward: 1
$5,000.00
$5,000.00
Integration
$2,400.00) — remote
Legacy Data Migration
Legacy Laserfiche Data 1
$1,600.00
$1,600.00
Migration to Cloud - remote
Project Coordination
Remote 1
$500.00
$500.00
**Laserfiche Legacy
Legacy One-time Trade-in 1
-$1,580.00
-$1,580.00
Trade -In Credit
credit
Total
$18,729.04
*Laserfiche SAAS Software priced at OMNIA/National Cooperative Purchasing Alliance (NCPA) levels: Contract #01-
158
**One-time credit is based upon unused Laserfiche Support and estimated.
Anticipated annual SAAS fees after the included 15T year for the above configuration would be $12,809.04
Note: This estimate is subject to change based upon the then -current support prices for that year. Plan for a 5% YOY
cost increase to all Laserfiche SAAS models.
Laserfiche legacy system data migration to Laserfiche Cloud includes the following at a minimum: Project Kickoff
Meeting; Server Pre -Check; Confirm no Laserfiche Forms/Workflows need to be reconfigured or redone; Document
Current User/Group lists and permissions need to be mapped and uploaded to new Laserfiche Cloud repository;
Submit documentation and log files to Laserfiche for build out of Laserfiche Cloud repository; Coordinate/Schedule
Training; Build/Activate Cloud Demo Site; Run On -Prem to Cloud Migration; Post -Migration check and customer
follow-up; Base project management. Note that this does not include machine time.
COMMUNITY 4 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
If upgrading from Laserfiche Self -Hosted to Laserfiche Cloud, please check the size of your current on -premises
repository in order to make sure that you have enough storage capacity when moving to Laserfiche Cloud. Each
Laserfiche Cloud user account is allocated 100 GB of pooled storge space. For a base 5 user Laserfiche Cloud system
there would be 500 GB of storage space available. To check the size of your repository, log onto your current
Laserfiche repository as an Administrator and locate the name of your repository (in the left-hand pane of the
Laserfiche folder browser). Right click repository name and select properties. From the Folder Properties window click
the Folder tab. The Image Count should display size in GB. Keep in mind that additional storage can always be
purchased. Please contact the Laserfiche Help Desk if you have any questions about your current repository size at:
LFSupport@icc-cds.com
Adjustments to Performance Schedule; Delays:
Adjustments to Schedule: Upon the mutual consent of the Municipality and ICC Community
Development, the "Performance Schedule" may be changed or extended as provided under "Delays"
below.
Delays: Client must notify ICC Community Development, in writing, immediately upon learning or
otherwise becoming aware, of any difficulties that may delay the delivery of services or deliverables
within each step of the Implementation timeline. Such notification must identify the reason for the
delay, as well as the anticipated period of delay. Any delay on the part of the customer that extends
10 working days beyond the target date for completion of any step will result in a project restart and
additional charges will be identified as part of a change order provided to the customer. This clause
shall not apply in case of force majeure.
COMMUNITY 5 December s, 2025
DEVELOPMENT
Town of Wappinger, New York
AUTHORIZATION & AGREEMENT
The Town of Wappinger, Dutchess County, New York hereby agrees to the procedures outlined above, to
ICC Community Development Solutions Terms & Conditions and to the License Agreements for the software
referred to above, all of which are available at https://icc-cds.com/terms-conditions, and are incorporated
herein by reference, and authorizes ICC -CDS to proceed with the project.
Electronic Document Management Project $18,729.04
Estimated Annual support fee second year forward (SAAS): $12.809.04
Note: Prices subject to change. Plan for a 5% YOY cost increase to all Laserfiche SAAS models.
If/when the client wishes to implement the additional modules included with their licenses, there may be additional
development, configuration and training time required. These additional service fees would not apply until you are
ready and agree to implement additional components.
SOFTWARE ORDER, PAYMENT AND PERFORMANCE SCHEDULE
$8,829.04 - of the project price shall be invoiced upon customer site activation
$3,300.00 - of the Configuration, Training & Coordination services shall be invoiced as they are completed
$1,600.00—of the Data Migration services shall be invoiced as they are completed
$5,000.00—of the Lase rfiche-Municity Integration services shall be invoiced as they are completed
(Client please fill out) Invoice for this Project to be sent to:
Department:
Contact Name:
TOWN OF WAPPINGER, DUTCHESS COUNTY, NEW YORK
By:
Title:
Date:
ICC -CDS, LLC
By:
Title:
Date:
In the Presence of:
Title:
Date:
In the Presence of:
Title:
Date:
To authorize the project:
1. Sign the Proposal and return to your Solutions Account Executive
2. Fax or email the Authorization & Agreement Section only to: ICCCDS@icc-cds.com • fax (585) 328-8189
3. Mail the signed Proposal to ICC -CDS at: 781 Elmgrove Road • Rochester, NY 14624
COMMUNITY 6 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
APPENDIX A - INSTALLATION, TRAINING AND SUPPORT
Pre -Installation Teleconference and Technical Review
If applicable, prior to the installation and training, one of ICC -CD's technicians will work with your technical
staff or consultant to review the hardware and other technical requirements and ensure that all hardware is
ready for the installation. We will also work with your designated contact person to establish the agenda.
Customized Training
If applicable ICC -CD provides practical training sessions to ensure that your users keep pace with "best
practices" and that your Laserfiche system continues to provide your organization with the maximum
efficiencies possible. Whether you are a new Laserfiche user or an existing user seeking refresher training,
we pride ourselves on maintaining a team of trainers who can relate to users at any level of expertise.
Our standard Laserfiche user training covers the basic functions of the program and provides you
with the necessary skills to put the system into immediate use. Based on the file organization and file
naming structures that were determined by your organization, the training covers input, search and
manipulation features using your documents to address file -organization and file -naming structures
Administrator Training covers the system administrative functions and typically takes place
throughout the sessions, as appropriate.
TECHNICAL SUPPORT -SAP
Technical Support covers all questions that might arise with your Laserfiche system should a
technical issue arise. Technical Support covers the installation of software patches and minor
upgrades, as appropriate.
The first line of technical support is via telephone, using our toll-free number (855-436-5500) or via
e-mail at Ifsupport@icc-cds.com With Basic SAP service, technical support requests not immediately
addressed will be acknowledged within 8 business hours, with the majority of response times within
2 hours. ICC -CD's support technician will discuss the issue with you. If there are more detailed
diagnostics needed, the technician will log into your system remotely, using the Internet. In this
way, the technician can see what the user is seeing, do diagnostics, and generally remedy the
situation remotely during this initial contact. In situations that require additional research or work
by the technician, we will let you know what still needs to be done, along with a timeframe for
getting back to you. You will also receive a Case number for future reference. By providing remote
diagnostics and remediation to our clients, we can provide you with quick resolution of your issues
to keep you up and running.
COMMUNITY 7 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
GSAP — GENERAL SOLUTION ASSURANCE PROGRAM (IF APPLICABLE)
In addition to Laserfiche implementation and support services, ICC -CD offers GSAP-level support
(General Solution Assurance Program) tailored to business process automation using Laserfiche
Workflows and Forms developed by ICC -CD.
GSAP provides assistance beyond the scope of the Laserfiche Software Assurance Program (LSAP),
which is limited to:
• Break -fix support
• New software version releases (if applicable)
In contrast, GSAP support includes:
• Modifications to custom Laserfiche Workflows & Laserfiche Forms developed by ICC -CD
• Support for non -break -fix issues in relation to a specific project
• Ongoing support for projects where custom automation is deployed
This can include:
• Updates to workflow steps or participants
• Edits to Laserfiche Form fields
• Changes in Laserfiche Form data collection
• Adjustments due to software upgrades
• Changes required due to state mandates or internal policy updates
Note: GSAP does not cover additions outside the original scope or new automation features.
SOFTWARE PATCHES AND UPGRADES:
In addition to receiving technical support, customers with a current LSAP/SAAS contract will receive
critical program updates within the current version of Laserfiche. This is extremely important because
Laserfiche is continuously improved to be even more powerful and efficient. You will receive routine
system updates released by the manufacturer automatically.
Services covered under Support/SAP:
• Remote troubleshooting and repair to the best of our ability of any errors generated by Laserfiche
• Remote troubleshooting and repair to the best of our ability any Laserfiche functionality that is not
working
• Respond to request calls within 8 business hours, if not immediately
• Provide technical support between the hours of 8:00 AM - 5:00 PM EST
• User group meetings
• Access to Laserfiche's knowledgebase
• Regular newsletters - Laserfiche
• Access to webinars
Services not covered under Support:
• Training - New user or refresher training - either on-site or remote
• Addition of custom features or functionality to the software
• Support or troubleshooting of third -party software
COMMUNITY 8 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
• Faults or problems caused by unauthorized access to configuration information or changes to
components by the user or a third party.
• Problems or faults caused by use of the product outside its normal operating conditions.
• On-site technical support, unless it is specifically included as part of the selected Agreement or
funded by the Customer on a per -day basis as part of a signed Change Order.
• On-site consulting or training, unless it is specifically included as part of the selected Agreement or
funded by the Customer on a per -day basis as part of a signed Change Order.
Customer's Obligation:
• To have Internet access on the Laserfiche workstations where the Laserfiche client is installed and
be willing to allow our Support Technicians remote access to the Customer's Laserfiche system via
GoToAssist or other acceptable remote access tool.
To designate an IT contact and to provide the name, phone number and e-mail address on the
registration form.
• To describe technical issues completely in order to provide ICC -CD's Support Technician sufficient
information to be able to diagnose and reproduce the problem, including any identified error codes.
COMMUNITY 9 December 8, 2025
DEVELOPMENT
Town of Wappinger, New York
APPENDIX B — LASERFICHE CLOUD MIGRATION CONSIDERATIONS
Note: This is for a client upgrading from a Laserfiche on -premises system to a Laserfiche Cloud system
Laserfiche Cloud Migration Considerations - Migrating Data From A Self -Hosted Laserfiche Repository Into
Laserfiche Cloud
Disclaimer: In the event that installation of the migration utility on the customer's server is not feasible, the
customer hereby authorizes us to securely transfer and migrate their data to our server, and the customer
agrees to promptly provide us with the necessary data for successful migration.
The Repository Export Client is a batch upload tool that processes and uploads data from a self -hosted
Laserfiche repository to a Laserfiche Cloud repository as part of a multi -phase process. Please review the
below requirements for information on the Repository Export Client.
System requirements for the Repository Export Client:
Windows Server 2012 R2 and later, Windows 10 and later, 64-bit Windows operating system
Microsoft .NET Framework 4.8 or later
Microsoft Visual C++ Redistributable for Visual Studio 2019 (x64)
Laserfiche Server 8.2 or later
1 Laserfiche repository
2 GB of RAM.
Note: The Repository Export Client must be run on the machine hosting Laserfiche Server.
Supported source database engines:
Microsoft SQL Server 2012 (Service Pack 2) or later
Microsoft SQL Server 2014
Microsoft SQL Server 2016
Microsoft SQL Server 2019
Note: The Repository Export Client does not support repositories hosted in Oracle Database.
COMMUNITY 10 December 8, 2025
DEVELOPMENT