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HomeMy WebLinkAboutItem 2h: Agreement with American Micro Imaging for Laserfiche Software & Hardware SupportDATE: November 16, 2010 TO: Mayor and City Council FROM: Hue Quach, Administrative Servicgs Djrector By: Jeff Wagner, I.T. Consultant Jan Steese, Purchasing Offic SUMMARY BACKGROUND STAFF REPORT Administrative Services Department Subject: Authorize the City Manager to execute a Professional Services Agreement with American Micro Imaging, Inc. in an amount not to exceed $42,127 for Laserfiche software and hardware support, maintenance and additional licenses; and appropriate additional funds in the amount of $11,000 from the General Fund. Recommended Action: Approve The City's document management system vendor, DataNet Solutions, has recently notified the City that their business has been dissolved. Staff has since sought proposals for similar services to ensure continuing functionality of our document management system citywide. Staff solicited 30 vendors and only five (5) responded. From the five responses, the evaluation committee is recommending to award an agreement to American Micro Imaging (AMI) in an amount not to exceed $42,127. Unfortunately, initial software costs, licenses, implementation, integration and installation of new software were not budgeted in the 2010 -2011 fiscal year as staff did not anticipate DataNet Solution's insolvency. The cost relating to these "start up" cost with a new vendor is above current budgeted amount by $11,000. Therefore, in addition to the request of awarding of an agreement, staff is requesting that City Council authorize an additional appropriation of $11,000 from the General Fund. In 2005 -2006 staff solicited bids for a document management system including software and hardware support and maintenance that would eliminate or reduce the need for paper files, provide an efficient use of staff time to scan and maintain documents, provide user friendly software to lookup information, retrieve documents easily, and provide accessibility to public records for a more efficient and effective method to handle requests for public documents. Mayor and City Council November 16, 2010 Page 2 of 3 Laserfiche software was the software chosen because it allowed our users to scan batches of documents generated daily, store them in the software and allow easy and quick access to retrieve those documents. A contract was subsequently awarded to DataNet Solutions using software developed by Laserfiche with some customization for scanning documents. At the time, it was determined that DataNet Solutions best fit the needs of the City due to their ability to provide an interface between the existing document management system and the new software. DataNet Solutions provided custom scanning software and a custom interface between the existing Executive Information System's PSNet, the records management software currently used by the Police Department. This custom and proprietary system allowed staff to export information from the records management system into the Laserfiche software and capture data from various reports required for local and state mandated requirements. DISCUSSION In June 2010, staff was informed by DataNet Solutions that they were dissolving their company and were no longer going to support or maintain any of the existing software including the custom scanning software and interface they provided to the City. A contract for support and maintenance of the software and hardware for the document management system is needed with a new vendor and staff felt that the time was right to try and move away from any proprietary software. By purchasing software that is not proprietary, the City will save in the long term through staff time if any updates to the software are needed and costs for the support and maintenance services will be competitive as several vendors will be available to provide such services. Staff solicited proposals from thirty (30) vendors and five (5) responses were received. An evaluation committee consisting of staff members from the Police Department, City Clerks Office, Information Services and Purchasing was established to evaluate and review the proposals. Vendors were evaluated based on their thoroughness and understanding of the scope of work, related experience, references, quality of their proposal submitted, and costs. Staff agreed that American Microlmaging, Inc. (AMI) and ECS Imaging were both qualified to perform the services requested and both were capable of providing the required software. The other three vendors submitted incomplete proposals and therefore not considered. Staff subsequently invited both AMI and ECS back for a demonstration of the system they were proposing. Upon completion of the demonstrations, staff unanimously agreed that AMI's system would best fit the needs of the City. Included with this staff report is Exhibit A summarizing the bid proposals that were considered. Staff has determined that American Microlmaging, Inc. (AMI) is the vendor who is the most qualified to perform these services based on the request for proposals, costs submitted and the demonstrations provided for the software being requested. Awarding a contract to AMI upon completion of the initial implementation, installation and integration of the new software, the City will save approximately $7,200 per year after Mayor and City Council November 16, 2010 Page 3 of 3 the 2010 -2011 fiscal year. The new contract eliminates the requirement for on -site support, it eliminates hardware equipment support used to scan documents and it eliminates proprietary software thereby reducing the overall maintenance and support costs on a yearly basis. FISCAL IMPACT The total cost of licenses, maintenance and support is $42,127. Funds in the amount of $31,130 was budgeted in the 2010 -2011 fiscal year and an appropriation of an additional $11,000 from the General Fund is being requested to fund initial implementation costs under a new system agreement. RECOMMENDATION Authorize the City Manager to execute a Professional Services Agreement with American Microlmaging, Inc. in an amount not to exceed $42,127 for Laserfiche software and hardware support, maintenance and additional licenses; and appropriate additional funds in the amount of $11,000 from the General Fund. Approved: Donald Penman, City Manager COMPANY NAME TOTAL BASE COST NOTES American Microlmaging (AMI) $29,368 This is complete costs including all integration, installation, implementation and training. ECS Imaging $29,576 This cost does not include training. All other cost is inclusive of integration, installation, and implementation. EXHIBIT A DOCUMENT MANAGEMENT SYSTEM NOTES: The amounts listed above were the costs for the base software and do not include the additional software or licenses being requested. Additional software and licenses being requested are as follows: D 4 additional full user licenses for Human Resources, Police and Administrative Services Departments. D 4 Quick Fields associated with the full user licenses for Human Resources, Police and Administrative Services Departments. D 4 Laserfiche Snapshots licenses for Human Resources, Police and Administrative Services Departments. D 1 AMI Image Enabler site license for the Police Department.