HomeMy WebLinkAbout4.15 - 2012 LaserFiche Upgrade
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STAFF REPORT
CITY COUNCIL
DATE: May 15, 2018
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Approve an Agreement with ECS Imaging, Inc. for the Purchase of Record
Archiving Equipment and Services
Prepared by: Tim Eisler, Information Systems Manager
EXECUTIVE SUMMARY:
The City Council will consider approving the purchase and installation of LaserFiche
Avante and Assureon, a record archiving system, from ECS Imaging, Inc., as part of the
City's Records Retention Implementation Plan.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the purchase of Records Archiving Equipment and
Services from ECS Imaging, Inc.
FINANCIAL IMPACT:
Funds were included in the Fiscal Year 2017-18 Information Systems Fund Budget and
the Internal Service - Equipment Replacement Fund Budget for this item.
DESCRIPTION:
In May 2012, the City purchased a document archiving system for records archiving
from ECS Imaging, Inc.. An important component of this system involves utilization of a
Write-Once-Read Many (WORM) Archiving System to store City records. The system
enables electronic versions of City records be archived and stored on a ProStor
InfiniVault system using LaserFiche document management software. This allows for
the destruction of hundreds of paper records, per State codes and specifications, that
were stored at several sites. In addition to the archiving on the Prostor system, these
records are scanned and placed on the City's LaserFiche document man agement
system.
The ProStore InfiniVault archiving system has now reached its 4 TeraByte (TB) storage
capacity and service life, and the LaserFiche software is many versions behind. The
LaserFiche system requires support from an authorized reseller in ord er to comply with
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software licensing requirements. ECS Imaging, Inc. has been the City authorized
LaserFiche reseller and technical support firm since 2004. ECS Imaging, Inc. has also
been the provider of the archive appliance that works in conjunction wit h the LaserFiche
system. ECS Imaging proposes moving to an Assureon-based WORM Archiving
System, which will provide the necessary storage capacity for current and future
archiving needs.
In addition to updates to the Assureon hardware and LaserFiche software, the City is
also adding unlimited licenses for public access to the City Council's Agenda and
Minutes website, which will eliminate errors when many users are opening Staff Reports
at the same time.
The proposed cost of upgrading to LaserFiche Avante , an Assureon device with 8 TB
capacity, and implementation services from ECS Imaging, Inc. is not to exceed
$98,893.58. Staff recommends a 10% contingency ($9,889.36) , bringing the requested
amount to $108,782.94.
Section 2.36.050(A)(6) of the Municipal Code allows for exceptions to the typical public
bidding process when a purchase involves goods of a technical nature, where it would
be difficult for a vendor to bid on a standard set of specifications, the Purchasing Agent
shall undertake a thorough review of known products and a comparison of features
which would most closely meet the city's needs at the least cost. Purchases made in
this manner that exceed $45,000 shall be approved by the City Council (Section
2.36.050(6)). ECS Imaging, Inc. is the firm authorized by LaserFiche to support the
City's document management system. ECS Imaging, Inc. proposes the archiving
solution that will work in conjunction with the City's LaserFiche system and is authorized
to integrate the solution with the LaserFiche system without voiding the City's licensing
agreement with LaserFiche.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Approving the Purchase of Record Archiving Equipment and Services
from ECS Imaging, Inc
2. Exhibit A to the Resolution - Assureon and LaserFiche Upgrade Quote
RESOLUTION NO. XX - 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
APPROVING THE PURCHASE OF RECORDS ARCHIVING EQUIPMENT AND SERVICES
FROM ECS IMAGING, INC.
WHEREAS, the City has a LaserFiche electronic document management system for
centralized electronic record storage; and
WHEREAS, the City intends to implement the Records Retention Project Plan and
upgrade to a record archiving solution compliant with LaserFiche to maintain record storage
efficiency; and
WHEREAS, ECS Imaging, Inc. is the City's authorized LaserFiche reseller and support
firm, and is solely authorized to implement solutions that integrate with the City's LaserFiche
system; and
WHEREAS, Sections 2.36.050(A) and (B) of the Dublin Municipal Code allow for
exceptions to the typical public bidding process when a purchase involves goods of a technical
nature, where it would be difficult for a vendor to bid on a standard set of specifications,
provided that the City Council shall award purchases in excess of $45,000; and
WHEREAS, ECS Imaging, Inc. is uniquely qualified to provide and implement the
Assureon solution in conjunction with the City's LaserFiche system; and
WHEREAS, the cost of the Assureon and LaserFiche archive appliance and
implementation services, proposed by ECS Imaging, Inc. is $98,893.58, and there is sufficient
budget available in the Information Fund and the Internal Service Fund .
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby approves the purchase and authorizes the City Manager, as Purchasing Agent, to
procure an Assureon and LaserFiche archive appliance from ESC Imaging, Inc. at a cost of
$98,893.58 as described to the City Council on May 15, 2018 and attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute this
purchase, and to take such other and further action, as necessary and appropriate to carry out
the intention of this Resolution, including using up to the 10% contingency amount of $9,889.36
to execute contract change orders or to pay for unforeseen related costs.
PASSED, APPROVED AND ADOPTED this 15th day of May, 2018, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
Quote
Q2 2016 V4 Quote Type Hardware
Quotation For Quote Info
Name:Tim Eisler Date:Rev 5/1/2018
Title:Quote Number:92016
Company:City of Dublin Valid Through 7/30/2018
Address:Terms:Net 15
Phone: Account Manager:Pete Herschelman
E-mail: Phone:925 586 7549
E-mail:
Description of Product and Services
Hardware
SKU Unit PriceQuantityLine Total
AS-AX2-8 33,846.00$ 133,846.00$
$ (8,461.00)Hardware Subtotal 25,385.00$
Annual Maintenance
SKU Unit PriceQuantityLine Total
OSE-AS-ANX 4,448.00$ 14,448.00$
AS-EKEL-56 2,538.00$ 12,538.00$
Annual Maintenance Subtotal 6,986.00$
Professional Services
SKU RateQuantityLine Total
AS-ONSITE-INSTL 2,800.00$ 1.002,800.00$
ECSCI 1,800.00$ 1.001,800.00$
Professional Services Subtotal 4,600.00$
Special Terms
Subtotal 36,971.00$
Tax Rate 9.500%Tax 2,411.58$
Warranty is a Service and is not subject to CA sales tax Shipping 100.00$
Total 39,482.58$
Phone: 951-787-8768
Fax: 951-787-0831
www.ecsimaging.com
ECS Imaging, Inc.
5905 Brockton Ave, Suite C
Riverside CA, 92506
Upgrade Prostor WORM storage Hardwre to current product: Assureon WORM Storage
ECS Configuration Services
Assureon Encryption Key Annual Fee
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.
Hardware Discount
Description
Description
Description
Dublin*
Assureon 1-Day On-Site Pro Services
Assureon 8TB AX Appliance 1x - Single Site
Assureon 8TB AX Appliance 1x - Single Site On Site Support NBD
2. Exhibit A to the Resolution - Assureon and LaserFiche Upgrade Quote
Quote
Q3 2016 v21 Quote Type Avante
Quotation For Quote Info
Name:Date:5/1/2018
Company:City of Dublin Quote Number:12018
Phone:Valid Through7/30/2018
E-mail: Terms:Net 30
Account Manager:Pete Herschelman
Phone:925 586 7549
E-mail:
Description of Product and Services
Software
SKU Unit PriceQuantityLine Total
MSE30 5,000.00$ 1 5,000.00$
MNF16 600.00$ 15 9,000.00$
MCA01 1,495.00$ 1 1,495.00$
MPPX2 50,000.00$ 1 50,000.00$
MPL01 3,795.00$ 1 3,795.00$
MCS05 660.00$ 1 660.00$
$ (33,851.00)Software Subtotal 36,099.00$
Annual Maintenance
SKU Unit PriceQuantityLine Total
MSE30B 1,000.00$ 1 1,000.00$
MNF16B 120.00$ 15 1,800.00$
MCA01B 390.00$ 1 390.00$
MPPX2B 10,000.00$ 1 10,000.00$
MPL01B 1,590.00$ 1 1,590.00$
MCS05B 132.00$ 1 132.00$
ECS20 3,000.00$ 1 3,000.00$
Annual Maintenance Subtotal 17,912.00$
Hardware
SKU Unit PriceQuantityLine Total
Hardware Subtotal -$
Professional Services
SKU RateQuantityLine Total
ECSCI 1,800.00$ 1.00 1,800.00$
ECSCI 1,800.00$ 1.00 1,800.00$
ECST 1,800.00$ 1.00 1,800.00$
Professional Services Subtotal 5,400.00$
Special Terms
Subtotal 59,411.00$
Tax Rate 0.000%Tax -$
Software is only available via download and is not subject to CA sales tax Shipping -$
Total 59,411.00$
Annual Priority Support Contract Includes
Trade in SoftwareQty Total
S30 Server 1 $6,000.00
Full Users 5 5002500
Full Users 2 5501100
Full Users 3 6501950
Read Only Users 50 20010000
Email Users 5 80 400
Import Agent 114951495
LF Plus Pluf In 119111911
Snapshot Users 5 100 $500
Weblink 179957995
ECS Configuration Services
ECS Training Services
Laserfiche ScanConnect 5 Pack
Laserfiche Import Agent LSAP
Laserfiche ScanConnect 5 Pack LSAP
Laserfiche Plus Plug-in
Laserfiche Weblink Portal (unlimited retrieval users - 2CPU ) LSAP
Laserfiche Plus Plug-in LSAP
Trade-in Credit
Laserfiche Avante Server for MS SQL with Workflow LSAP
Laserfiche Named Full User w/Web Access, Snapshot, & Email LSAP 2016
Laserfiche Named Full User w/Web Access, Snapshot, and Email 2016
Laserfiche Avante Server for MS SQL with Workflow
Phone: 951-787-8768
Fax: 951-787-0831
www.ecsimaging.com
ECS Imaging, Inc.
5905 Brockton Ave, Suite C
Riverside CA, 92506
Description
Upgrade Existing Laserfiche System to Currentl Avante platform & version
Laserfiche Import Agent
Laserfiche Weblink Portal (unlimited retrieval users - 2CPU )
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.
Description
Description
Description
aximum our esponse ime - Upgraded from 2 ho urs with tradional LAP support
Live ours of support are 7:30am - 5:00pm P -F
Unlimited Phone and E-mail upport
n-site me is calculated to the nearest half hour and minimum onsite calculaon is between
2-8 hours depending on the location
n-site me can be used for remedial training and installing updates in addion to support
wo free admissions to the EC Annual Customer Conference along with Free Admission to
Quarterly User Groups
onthly E-ewsleer
n-site/remote support hours included as quoted. n-site within next business day as
needed. Additional hours of support purchased at a discounted hourly rate. Customers not
under this plan can purchase on-site hours at $250/hour with a 1 hour minimum for remote
support and an 8 hour minimum onsite charge in addition to travel expenses.
oftware nly (Download nly)
Install all software above, 1 Simple Workflow, Train the Trainer, Staff training ( new features)
*EC Priority upport - 20 ours
EC Installation ervices
2. Exhibit A to the Resolution - Assureon and LaserFiche Upgrade Quote