HomeMy WebLinkAboutReso 98-20 Approving the Purchase of the Laserfiche Forms Portal, DocuSign IntegrationReso No. 98-20, Item 4.11, Adopted 09/15/2020 Page 1 of 2
RESOLUTION NO. 98 - 20
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
APPROVING THE PURCHASE OF THE LASERFICHE FORMS PORTAL, DOCUSIGN
INTEGRATION AND ADDITIONAL LICENSES 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 become a 24/7 City Hall to enhance resident and
business engagement; and
WHEREAS, due to the Shelter-in-Place, the City has become dependent on DocuSign
and sees the need to enhance and improve public and internal forms and processes; 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. provides annual maintenance and support to the City for
its Laserfiche products and is uniquely qualified to provide and implement the Laserfiche Forms
Portal, DocuSign Integration, and additional licenses; and
WHEREAS, the cost of the Laserfiche Forms Portal, DocuSign Integration and additional
licenses proposed by ECS Imaging, Inc. is $28,837.50, which when added to the annual
maintenance paid to ECS Imaging, Inc. for Fiscal Year 2020-21 puts the total amount paid for
Laserfiche products over $45,000.
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 the
additional Laserfiche products from ESC Imaging, Inc. at a cost of $28,837.50 as described to
the City Council on September 15, 2020 and attached hereto as Exhibit A.
PASSED, APPROVED AND ADOPTED this 15th day of September 2020, by the
following vote:
AYES: Councilmembers Goel, Hernandez, Josey, Kumagai and Mayor Haubert
NOES:
ABSENT:
ABSTAIN:
Reso No. 98-20, Item 4.11, Adopted 09/15/2020 Page 2 of 2
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
Quote
Q1 2020 V2 Quote Type Avante
Quotation For Quote Info
Name: Date: 3,26,20 rev 8/14/20
Company: Quote Number: 32620
Phone: Valid Through 5/30/2020 10/30/2020
E-mail: Terms: net 15
Account Manager: Pete H
Phone: 925 586 7549
E-mail:
Description of Product and Services
Software
SKU Unit Price Quantity Line Total
MPFRM 7,995.00$ 1 7,995.00$
MDCSI -$ 1 -$
MFRM16 50.00$ 25 1,250.00$
MNF16 600.00$ 10 6,000.00$
MPAR 350.00$ 30 10,500.00$
$ (3,415.00)Software Subtotal 22,330.00$
Annual Maintenance and Licensing
SKU Unit Price Quantity Line Total
MPFRMB 1,600.00$ 1 1,600.00$
MDCSIB 300.00$ 1 300.00$
MFRM16B 10.00$ 25 250.00$
MNF16B 120.00$ 10 1,200.00$
MPARB 70.00$ 30 2,100.00$
$ (1,192.50)Annual Maintenance Subtotal 4,257.50$
Hardware
SKU Unit Price Quantity Line Total
Hardware Subtotal -$
Professional Services
SKU Rate Quantity Line Total
ECSCI 1,800.00$ 0.25 450.00$
ECST 1,800.00$ 1.00 1,800.00$
Professional Services Subtotal 2,250.00$
Special Terms
Subtotal 28,837.50$
Tax Rate 0.000%Tax -$
Software is only available via download and is not subject to CA sales tax Shipping -$
Billing Terms: Total 28,837.50$
All Software and Annual Maintenance is billed 100% at project start. Services are billed 50% up front minimally with remaining Services as incurred.
Annual Priority Support Contract Includes
Trade in for Credit
LF Plus Plug in 3415 1 $3,415
ECS Training Services
Laserfiche Forms Professional
Laserfiche Integration with DocuSign
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
Trade-in Credit
Description
○ Maximum 4 Hour Response Time - Upgraded from 24 hours with traditional LSAP support
○ Live Hours of support are 7:30am - 5:00pm PST M-F
○ Unlimited Phone and E-mail Support
○ On-site time is calculated to the nearest half hour and minimum onsite calculation is
between 2-8 hours depending on the location
○ On-site time can be used for remedial training, installing updates, and consulting, in addition
to support
○ ECS may allow planned after hours support in rare circumstances. In these circumstances
Priority Support will be billed at double the hourly rate.
○ Two free admissions to the ECS Annual Customer Conference along with Free Admission to
Quarterly User Groups
○ Monthly E-Newsletter
○ On-site/remote support hours included as quoted. On-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.
Software Only (Download Only)
Client will configure & train users (or City can use Gold support hours & ECS will configure & train)
ECS Install, Configuration, Consulting & Project Management Services
Description
Trade-in Credit
Laserfiche Forms Portal Add-on LSAP
Laserfiche Forms Portal Add-on
Laserfiche Integration with DocuSign
Laserfiche Named Full User w/Web Access, Snapshot, and Email
Laserfiche Forms Professional LSAP
Laserfiche Named Full User w/Web Access, Snapshot, & Email LSAP
Laserfiche Avante Forms Participant User + Read Only
Laserfiche Avante Forms Participant User + Read Only LSAP
Phone: 951-787-8768
Fax: 951-787-0831
www.ecsimaging.com
ECS Imaging, Inc.
5905 Brockton Ave, Suite C
Riverside CA, 92506
Description
trade in LF Plus license ( not being used) for LF FORMS Portal and additonal user licenses
Marsha Moore
Avante includes Workflow and Forms Essentials