HomeMy WebLinkAbout15 - CC-15 - Upgrade of City's Document Management Sy - 12/6/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: December 6, 2016 ITEM NUMBER: CC -1 5
SUBJECT: UPGRADE OF CITY'S DOCUMENT MANAGEMENT SYSTEM TO LASERFICHE RIO
DATE: NOVEMBER 17, 2016
FROM: CITY CLERK
PRESENTATION BRENDA GREEN, CITY CLERK
BY:
FOR FURTHER INFORMATION CONTACT: MICHAEL DUNN 714-754-5327
RECOMMENDATION:
Staff recommends that the City Council authorize the Chief Executive Officer to execute a
purchase order with ECS Imaging, Inc., for an upgrade of the City's document management
system, from Laserfiche Avante, to Laserfiche Rio, in an amount not -to -exceed $63,738.00,
and renewal of licensing and maintenance services for up to five years at an annual cost of
$21,296.
BACKGROUND:
In 2014, the City purchased a basic version of the Laserfiche document management
system, "Avante," which came with five user licenses. As documents began to be
imported and scanned into Laserfiche, as well as all building permits transferred from the
outdated ApplicationXtender system, the City purchased eight additional licenses in 2015
to add new users in the Building Division and Public Services Department.
To date, the City Clerk Office has coordinated the import and scanning of more than 1.5
million document images into Laserfiche, including all building permits formerly located in
the ApplicationXtender platform, which is no longer in use. Since Laserfiche is the City's
primary document management enterprise system, demand for licensing has increased,
so it is crucial that the system be upgraded in order to expand Citywide.
The system products manufactured by Laserfiche® Software Company are only available
through Value Added Resellers (VARs). Furthermore, the manufacturer requires that
once an authorized VAR has been selected, all account support, maintenance, upgrades,
and add-on purchases are required to facilitate through that VAR.
In 2014, the City selected ECS Imaging, Inc. as the VAR of record, and therefore, is our
sole source for Laserfiche products, services, licensing, and upgrades. The market price
for an upgrade to Rio and 1St year system maintenance would be $85,400. Only ECS
Imaging, Inc. can offer the following:
1. Full value trade-in credit of Laserfiche Avante system of $12,995;
2. Trade-in of unused annual maintenance credit of $2,017; and
3. Renewal discounts of $6,650, reducing the cost to $63,738, and resulting in a
savings to the City of $21,662.
ANALYSIS:
There is an immediate need for this upgrade, as Laserfiche is now the only document
management system being used by City Clerk, Development Services, and Public Services.
Tens of thousands of documents are currently being converted for import, and the Parks
and Planning divisions are ready to begin implementation of Laserfiche for import of
commission meeting packets. The City has invested significant time and resources to
modernize document storage into a paperless solution, so the upgrade to Laserfiche Rio is
necessary to insure the success of the document management project and Citywide
expansion.
ALTERNATIVES CONSIDERED:
Alternative 1: The City Council could consider an alternate vendor, however, the City
would be required to purchase all equipment, software, maintenance and services at full
price, costing the City an additional $21,662; or
Alternative 2: The City Council could choose not to proceed with the upgrade, but the
document management enterprise system would become out of date. The City would lose
a significant investment and would need to continue to maintain paper files with limited
storage space.
FISCAL REVIEW:
Funding for this agreement is included in the fiscal year 2016-17 adopted budget as follows:
City Clerk: 530201-101-11200-50420 - $52,105
IT: 590804-101-14600-50720 - $11,633
LEGAL REVIEW:
Legal has reviewed the documents and approved them as to form and content.
CONCLUSION:
It is recommended that the City Council approve the purchase order with ECS Imaging, Inc.
for the upgrade of the City's document management enterprise system to Laserfiche Rio,
and renewal of licensing and maintenance services for up to five years.
it
Brenda Green
City Clerk
Stephen Dunivent
Interim Finance Director
Steve Ely
Director of Information Technology
Attachments:
Thomas Duarte
City Attorney
Richard L. Francis
Assistant CEO
1. ECS Upgrade Quote
2. ECS Annual Licensing and Maintenance Quote (guaranteed pricing for 5 -
ears
3
ATTACHMENT 1
Q3 2016 v21 Quote Type Rio
Quotation For
Name:
Brenda Green
Company:
City Clerk
Phone:
City of Costs Mesa
E -mai:
Terms:
Quote Into
Date: 10MI2016
Quote Number:
2016.1003-01
Valid Through
11/18/2016
Terms:
net 20
Account Manager:
Debbi Bodewin
Prone:
x109
E-mail:
debbi ecsima i .conn
UeSenpfrpn pt YMUuct ane `Jervrfe5
This quote trades in the existing Avante system for credit towards the He Licensing. Discount reflects 2016 promo pricing. Up as 4 Empower 2017 conferees passes will be
earned. This quote adds in Weblink with 25 users and upgrades from 13 full users to 50 users. Annual Discount reflects 9 months unused LSAP on software. Using
existina Percent hours
Software
ENFPL50 Laserfiche Rio Pilot Named Full Users (50-99 users) $ 833.00 50 $ 41,650.00
IA Laserfiche Import Agent $ 1,500.00 1 $ 1,500.00
PPM25 Laserfiche Weblink Pilot Portal (25 retrieval users) $ 25,000.00 1 $ 25,000.00
Trade-in Credit $ (12,995.00)
Software Subtotal
$
55,155.00
Annual Maintenance
SKU Description
Unit
price Quantity
Line Total
ENFPL50B Laserfiche Rio Pilot Named Full Users (50-99 users) LSAP
$
167.00 50
$
8,350.00
IAB Laserfiche Import Agent LSAP
$
300.00 1
$
300.00
PPM258 Laserfiche Weblink Pilot Portal (25 retrieval users) LSAP
$
5,000.00 1
$
5,000.00
Trade-in Credit $ (2,017.00) Annual Maintenance Subtotal $ 11,633.00
a
SKU Description Unit Price Quantity Line Total
Hardware Subtotal $ -
Professional Services
SKU Description Rat, Quantity Lics, Total
ECSCI ECS Install, Configuration, and Consulting Services $ 1,800.00 1.00 $ 1,800.00
ECST ECS Training Services $ 1,800.00 1.00 $ 1,800.00
Special Terms
Professional Services Subtotal $ 3,600.00
Subtotal $ 70,388.00
Tax Rate Software Only (Download. Only) 0.000% Tax $
Software is only available via download and is not subject to CA Was tan Shipping $
Discount $ (6,650.00)
Total $ 63,738.00
Annual Priority Support Contract Includes
o Maximum 4 Hour Response Time- Upgraded from 24 hours with traditional LSAP support o Two free admissions to the ECS Annual Customer Conference along with Free Admission to
o Live Hours of support are 7:30am - 5:00pm PST M -F Quarterly User Groups
o Unlimited Phone and E-mail Support o Monthly E -Newsletter
oOn-site it me is calculated to the nearest half hour and minimum onsite calculation is oOn-site/remote support hours included as quoted. on-site within next business day as
between 2-8 hours depending on the location needed. Additional hours of support purchased at a discounted hourly rate. Customers not
0On-site d me can be used for remedial training and installing updates, in addition to support under this pian can purchase on-site hours at$250/hour with a l hour minimum for remote
support, and an 8 hour minimum onsite charge In addition to travel expenses.
ATTACHMENT 2
03 2016 y21
Quotation For
Unit
Name:
Brenda Green
Company:
City Clerk
Phone:
City of Costa Mesa
E-mail:
Account Manager:
Description of Plzrtluct and Bt-rvicrs
Annual Budget starting Fiscal Year 201778
Quote Type Rio
Quole INO
Unit
Date: 11/17/2016
Quote Number:
2016-1117-1
Valid Through
12/31/2017
Terms:
net 20
Account Manager:
Debbi Bodewin
Phone:
x109
E-mail:
debbi ecsima in .com
Annual Maintenance
SKU Description
Unit
Price Quantity
Line
Total
Laserfiche Rio Pilot Named Full Users (50-99 users) LSAP
$
167.00
50
$
8,350.00
Laserfiche Import Agent LSAP
$
300.00
1
$
300.00
Laserfiche Weblink Pilot Portal (25 retrieval users) LSAP
$
5,000.00
1
$
5,000.00
ECS20 *ECS Priority Support -20 Hours
$
3,000.00
1
$
3,000.00
OSE-AS-ANX Assureon STB AX Appliance lx- Single Site On Site Support NBD
$
4,448.00
1
$
4,448.00
57160-AEPWNBD-1 fl -71601 Year Adv Exchange
$
99.00
2
$
198.00
Annual Maintenance Subtotal $ 21,296.00
Special Terms
Pricing on these items are valid for 5 years through ECS Imaging Additional purchases or items would require an additional quote and would change the annual
maintenance.
Subtotal $ 21,296.00
Tax Rate Software Only (Download Only) 0.000% Tax $ -
Softwareisonlyavailablevia download and is not subject to CA sales tax. Shipping $ -
Total $ 21,296.00
Annual Priority Support Contract Includes
o Maximum 4 Hour Response Time- Upgraded from 24 hours with traditional LSAP support o Two free admissions to the EC5 Annual Customer Conference along with Free Admission to
o Live Hours of support are 7:30am - 5:00pm PST M -F Quarterly User Groups
o Unlimited Phone and E-mail Support o Monthly E -Newsletter
•On-site a me is calculated to the nearest half hour and ml nimum onsite catculati on is 0On-site/remote support hours included as quoted, On-site withi a next business day as
between 2-8 hours depending on the location needed. Additional hours of support purchased at a discounted hourly rate. Customers not
0On-site b me can be used for remedial training and i totalling updates, in addition to support under this plan can purchase on-site hours at$250/hour with a l hour mi nimum for remote
support, and an 8 hour minimum onsite charge in addition to travel expenses.
Hardware Return Policy:
Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per
the terms and conditions specified on the product warranty card.