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Home My WebLink AboutReso 52-18 Approving the Purchase of Record Archiving Equipment and Services from ECS Imaging, Inc RESOLUTION NO. 52 — 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 $9,889.36 to execute contract change orders or to pay for unforeseen related costs. PASSED, APPROVED AND ADOPTED this 15th day of May 2018, by the following vote: AYES: Councilmembers Goel, Gupta, Hernandez, Thalblum and Mayor Haubert NOES: ABSENT: ABSTAIN: ,_�� ATTEST:/ 4. eMayor City Clerk Reso No. 52-18, Adopted 5/15/2018, Item No. 4.15 Page 1 of 1 Quote Q2 2016 V4 Quote Type Hardware Quotation For Quote Info Name:Tim Eisler Date:Rev 5/1/2018 Title:Quote Number:92016 Company:City of Dublin Valid Through 7/30/2018 Address:Terms:Net 15 Phone: Account Manager:Pete Herschelman E-mail: Phone:925 586 7549 E-mail: Description of Product and Services Hardware SKU Unit PriceQuantityLine Total AS-AX2-8 33,846.00$ 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