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Home My WebLink AboutItem No. 8CITY OF�_ LADE �LSINORQE -� V DREAM EXTREME. REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: THOMAS P. EVANS, INTERIM CITY MANAGER DATE: AUGUST 28, 2012 SUBJECT: PURCHASE AUTHORIZATION FOR LASERFICHE WEB DISTRIBUTION PORTAL Recommendation It is recommended that the City Council waive the informal- bidding process and authorize the Interim City Manager to sign and issue a purchase order for the amount of $20,630.00 to ECS Imaging, Inc., a Laserfiche certified vendor, to acquire and install the Laserfiche Web Distribution Portal. Background Consider the purchase of the Laserfiche Web Distribution Portal and associated software licensing to provide the businesses and citizens of Lake Elsinore immediate access to City documents online twenty -four hours a day, seven days a week. The result is an increase of extreme customer service provided by the City, reduction of impact upon all departmental personnel researching records and greater government transparency. Discussion The City Council approved the purchase of a Document Management System (DMS) in January 2008 initially proposed by the City Clerk's Office. A successful implementation of the Laserfiche DMS application originated in the City Clerk's Office which has uploaded all Ordinances, Resolutions, Minutes, Agendas and Agreements approved and authorized by the City Council. Shortly thereafter, Information Technology Division expanded the application to include Engineering, Planning, Building, Human Resources and Finance. All other City departments are now in the process of scanning all their records to be included in this Records Management program. It is anticipated that with the use of this program, the public will have even more accessibility to all levels of city records, i.e. Planning Commission Agendas and project files, Engineering records and plans, historic Building & Safety Department records, and all Human Resources and Finance public records. AGENDA ITEM NO. 8 Page I of 5 Purchase Of Laserfiche Web Distribution Portal August 28, 2012 Page 2 of 3 Many benefits were achieved from installing a DMS and examples of these benefits are as follows: • Enabling access to information faster which greatly reduces the time utilized researching records and searching for documents, whereby increasing productivity of all departmental staff; • Making access to public records instantaneously; • Reduction of costs for physical storage of paper records; • Enhanced records protection and security, as well as increased public records management; and • Preserving public permanent records for the future. The City Departments have committed to uploading documents into the Laserfiche DMS. Currently, there are approximately 720,000 images representing letter and drawing documents in the system and it is anticipated that the number of records will grow with the input of each City department. The City receives an average of twenty (20) Public Records Requests per month through the City Clerk's Office. This has placed a burden on City staff in multiple departments to fulfill the requests within the required legal time frame of ten days, in addition to performing their normal course of business. Providing access to researching city records online through the Laserfiche Web Distribution Portal has many advantages and examples are as follows: • Documents are accessible from anywhere at anytime • Documents are searchable by keywords • Increase in extreme customer service • Reduce and /or eliminate costs to citizens for copies of city documents • Greater government transparency • Public and city staff benefit from purchased scanning services • Reduction in staff workload and staff time Fiscal Impact The purchase price is $20,630.00, including installation, configuration and training, as shown in the attached quote (Exhibit A). Sufficient funding is available in the 2012 -2016 CIP Budget, Project ID No. GEN -4399. This purchase is exempt from the City's purchasing policy requiring informal bids because the City receives the same negotiated pricing defined in the agreement between ECS Imaging, Inc. and the County of Riverside. Page 2 of 5 Purchase Of Laserfiche Web Distribution Portal August 28, 2012 Page 3 of 3 Prepared by: Toby Soto Information Technology Supervisor Approved by: Thomas Evans �Vr Y Interim City Manag Attachment: Exhibit A — ECS Imaging, Inc. Quote #63346 Page 3 of 5 3720 Sunnyside Drive, Ste. #200 Riverside, CA 92506 Prepared by: Main Phone (877) 790 -1600 Account Rep Phone: Main Fax (951) 787 -0831 Email: Quotation For: Account City of Lake Elsinore Contact Toby Soto Phone (951) 674 -3124 Fax (951) 674 -2392 Email tsoto @lake - elsinore.org Laserfiche MS SQL Avante includes Workflow* Laserfiche Named Full User (including: E- Mail & Snapshot) Laserfiche Quick Fields Laserfiche Zone OCR Laserfiche Real Time Look Up Laserfiche Web Distribution Portal (includes 5 read -only connections) Annual Software Maintenance & SUDaart: Quote Title: Quote #: Date: Valid through: Terms: Andrew Albers 951- 202 -2184 Avante 63346 5/22/2012 6/30/2012 Net 20 $ 5,000.00 1 $ 5,000.00 $ 500.00 15 $ 7,500.00 $ 595.00 1 $ 595.00 $ 2,795.00 1 $ 2,795.00 $ 595.00 1 $ 595.00 $ 7,995.00 1 $ 7,995.00 Sub -Total of software 560.00 $ 24,480.00 Upgrade Software $ 24,480.00 Trade in Software $ (14,000.00) Sub -Total for Avante SQL Upgrade $ 10,480.00 Laserfiche MS SQL Avante LSAP $ 1,000.00 1 $ 1,000.00 Laserfiche Named Full User (incl: E- Mail & Snapshot) LSAP $ 100.00 15 $ 1,500.00 Laserfiche Quick Fields LSAP $ 120.00 1 $ 120.00 Laserfiche Zone OCR LSAP $ 560.00 1 $ 560.00 Laserfiche Real Time Look UP LSAP $ 120.00 1 $ 120.00 Laserfiche Web Distribution Portal LSAP $ 1,600.00 1 $ 1,600.00 * *ECS Annual Priority Support Contract $ 1,750.00 1 $ 1,750.00 Annual ECS Priority Support/Consulting including 10 hours on- site /remote and phone support for installed laserffche version -1 year support. Sub -Total oflst Year Annuals $ 6,650.00 ECS educational training on -site $ 1,500.00 1 $ 1,500.00 Generic Materials, instructor, and follow up telephone support. For each purchased day of training: On- site for scan operators, retrieval persons & system administrator. Train the Trainer Approach Configuration Services: $ 2,000.00 Installation of Hardware and Software above, Configuration, Testing, Troubleshooting, Emergency Support, Consulting, and Project Management. Sub -Total of Services $ 3,500.00 Upgrade Software, Hardware and Services $ 20,630.00 ECS Turn -key Solution Total S 20.630.00 *Configuration of workflow will require a systems engineer contract. # Laserfiche LSAP must be equal or greater value than existing LSAP. * *ECS Annual Priority Support Contract *Upgraded phone support from standard Next Day response time that comes included with LSAPs to 2 hour response time. *Unlimited phone and email support. -On-site/remote support hours included as quoted. On -site within next business day as needed. Additional hours under the plan can be purchased at a discounted rate. -On-site time is calculated to nearest half hour and minimum onsite calculation is between 2 -8 hours depending on location. Remote support is calculated to nearest 15 minute increment. *2 Free Admissions to Annual Customer Conference, Free Admission to Quarterly User Groups. Page 4 of 5 Thisinforma0on is moOdendal and pmpfieury m EaS an"itg,[no, and is arty for the Intended party to receive. Ullsutlwdied dladoeure or use Is prohibited. 0122/2012 Pa041 -Monthly E- Newsletter -Live Hours of support are 7:30am - S:OOpm PST M -F. -This plan covers support for the Laserfiche software system including remedial training, installing updates, consulting, and trouble - shooting. -customers not under this plan can purchase on -site hours at $200 /hour i hour minimum remote, 2 -4 hour minimum onsite + travel expenses. Optional Products: See second worksheet (LF Base Plug -ins) Trade in Value. for Current Products: Laserfiiche MS SQL Server version $ 7,250.00 1 $ 7,250.00 Laserfiche Full Users each $ 750.00 5 $ 3,750.00 Laserfiche Retrieval Users each $ 300.00 10 $ 3,000.00 Sub -Total of trade in software $ 14,000.00 Pe 5 0 5 Thle Infprmetlon la wdd.b.1 end pmpdelmyb ECS imeghg. Inc. end ie oM f.rihe Infendo pedyb receive. Uneutlrodzed dlecbeum or uee le pmhlblW. 12 Peg