HomeMy WebLinkAboutItem 4.11 - 3377 Laserfiche Forms Portal (2)
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STAFF REPORT
CITY COUNCIL
DATE: September 15, 2020
TO: Honorable Mayor and City Councilmembers
FROM:
Linda Smith, City Manager
SUBJECT:
Purchase of Laserfiche Forms Portal, DocuSign Integration, and Additional
Licenses from ECS Imaging, Inc
Prepared by: Marsha Moore, MMC, City Clerk
EXECUTIVE SUMMARY:
The City Council will consider approving the purchase and installation of Laserfiche
Forms Portal, DocuSign Integration, and additional licenses to enhance the workflow of
internal and external documents used in City business.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Purchase of the Laserfiche Forms Portal,
DocuSign Integration, and Additional Licenses from ECS Imaging, Inc.; and approve the
budget change.
FINANCIAL IMPACT:
The total cost, including licensing, annual maintenance, and training is $28,837.50. Of
that, $24,580 is a one-time cost for the purchase of the software, additional licenses,
and training. There are sufficient funds budgeted in the Financial System Replacement
Project (CIP No. GI0319) for the one-time costs. Approval of the purchase will require a
budget increase of $4,257.50 to the annual maintenance and licensing costs currently
being paid to ECS Imaging, Inc., funded by the Information Technology Fund.
DESCRIPTION:
On May 5, 2020, the City Council adopted its updated Strategic Plan for Fiscal Years
2020-21 and 2021-22. This plan includes Strategy #4: Become a 24/7 City Hall to
Enhance Resident and Business Engagement; and Objectives #4A and 4B:
Reduce/eliminate the need for paper transactions where feasible and provide more
opportunities for residents to complete transactions with the City online, with appropriate
security measures.
The City utilizes ECS Imaging, Inc. and Laserfiche as its main electronic document
repository, and since the Shelter-in-Place, has been using DocuSign to route and sign
some internal forms and official documents. In order to facilitate the routing process of
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all internal and public facing forms, Staff recommends upgrading the City’s existing
Laserfiche document management software to include the Laserfiche Forms Portal. The
Portal will allow an unlimited number of internal and external users to complete and
submit forms to the City and have a routing process set up for each form. The Portal
offers a comprehensive public facing feature improving the City’s ability to engage with
the public and facilitate the electronic submission of forms. Because the Portal is
provided by Laserfiche, it allows the forms to be retained in the City’s current Records
Management System. Laserfiche integrates with DocuSign, providing a seamless
process for the signing and retention of official documents and reducing the need for
paper transactions. In order to allow the appropriate number of Staff to create and
approve forms, additional and upgraded licenses are needed.
The proposed cost of the Forms Portal Add-on, DocuSign Integration, and additional
licenses is $28,837.50, including the ongoing increase of $4,257.50 to the annual
maintenance and licensing. This purchase, along with the annual maintenance for
Fiscal Year 2020-21 already paid, puts the total for Laserfiche purchases and
maintenance paid to ECS Imaging, Inc. for this Fiscal Year over $45,000.
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)). The Laserfiche system requires support from an authorized reseller in
order to comply with software licensing requirements. ECS Imaging, Inc. has been the
City-authorized Laserfiche reseller and technical support firm since 2004 and is the firm
authorized by Laserfiche to support the City’s use of Laserfiche products. The City
currently operates under the Terms and Conditions of a Priority Support Agreement
(Attachment 3) with ECS Imaging, Inc. and will continue to operate under this
agreement.
STRATEGIC PLAN INITIATIVE:
4. Become a 24/7 City Hall to Enhance Resident and Business Engagement.
4A. Reduce/eliminate the need for paper transactions where feasible.
4B. Provide more opportunities for residents to complete transactions with the City
online, with appropriate security measures.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Approving the Purchase of the Laserfiche Forms Portal, DocuSign
Integration, and Additional Licenses from ECS Imaging, Inc.
2. Exhibit A to the Resolution - Proposal Quote from ECS Imaging, Inc.
3. ECS Imaging, Inc. Support Agreement Terms and Condtions
4. Budget Change Form
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Reso. No. XX-20, Item X.X, Adopted 09/15/20 Page 1 of 2
RESOLUTION NO. XX – 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 $28,837.50 as described to
the City Council on September 15, 2020 and attached hereto as Exhibit A.
PASSED, APPROVED AND ADOPTED this 15th day of September 2020, by the
following vote:
AYES:
NOES:
ABSENT:
Reso. No. XX-20, Item X.X, Adopted 09/15/20 Page 2 of 2
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
Quote
Q1 2020 V2 Quote Type Avante
Quotation For Quote Info
Name: Date: 3,26,20 rev 8/14/20
Company: Quote Number: 32620
Phone: Valid Through 5/30/2020 10/30/2020
E-mail: Terms: net 15
Account Manager: Pete H
Phone: 925 586 7549
E-mail:
Description of Product and Services
Software
SKU Unit Price Quantity Line Total
MPFRM 7,995.00$ 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
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ECS GOLD PRIORITY SUPPORT AGREEMENT - TERMS AND CONDITIONS
This ECS Gold Priority Support Agreement (the “Support Agreement”) is incorporated by this reference in the agreement to which it is
attached (the “Master Agreement”. Products covered by this Support Agreement (“Products”) are any item or group of items supplied
by ECS which are set forth in the Master Agreement or any corresponding ECS invoice for support services (each an “Invoice”). Unless
specified differently, defined terms herein shall have the same meaning as attributed to them in the Master Agreement. ECS Imaging,
Inc. (“ECS”), a Value-Added Reseller of Laserfiche, and the Client agree to be governed by this Support Agreement relative to the software
and/or hardware maintenance services (“Service” or “Services”) which ECS will provide relative to the Products. The terms and
provisions in this Support Agreement shall control over any inconsistent terms or provisions in the Master Agreement.
1) Software Maintenance/Priority Support Services: Based on the software provided as part of the Master Agreement or applicable
Invoice, ECS will supply the following software maintenance/support services:
(a) ECS shall provide all necessary telephone support for reporting and resolving problems with the software products covered by
this Support Agreement, and shall be available to receive notification by the Client of any software problem. The Client must provide
adequate information and documentation to enable ECS to recreate the reported problem. If it is determined that there is no problem
with the software products, ECS will so inform the Client and, in such case, ECS reserves the right to charge the Client for the
services provided at ECS 's then current standard rates plus reasonable associated expenses. Notwithstanding the provisions of this
section, ECS makes no warranties that the maintenance/support provided hereunder will be successful in resolving any problems or
in diagnosing faults.
(b) Service is available by calling 877-790-1600 or via E-mail at helpdesk@ecsimaging.com during Regular Business Hours, defined
as the hours between 7:30 a.m. and 5:00 p.m. PST, Monday through Friday (excluding ECS company holi days). ECS agrees to use
reasonable efforts to respond to the Client's service request within four (4) hours of receipt of notification. ECS shall first attempt to
diagnose the reported problem via telephone and/or e-mail, if considered appropriate, shall attempt to resolve the reported problem
by requesting that the Client perform any required/standard operational maintenance or simple adjustments which the Client ca n
reasonably be expected to conduct. If the reported problem is not resolved via telephone and/or e-mail, ECS shall arrange for a
system engineer to visit the Client's site during ECS's Regular Business Hours.
(c) The Client has purchased a fixed number of Gold Priority Support Hours per year as defined in the Invoice for support services.
Gold Priority Support Hours will be debited when ECS performs remote desktop support, on-site support, on-site and remote
upgrades, and on-site training. In addition, most services offered by ECS are included in Gold Priority Support including Laserfiche
tech support, installations, configurations of workflow and forms, and integration services are included. When Gold Priority Support
Hours are used for on-site activities, ECS will debit a minimum of two to twenty-four hours from the Gold Priority Support Agreement
based on the travel time of the support engineer or trainer. Scheduled After-Hours Support, defined as any time-period outside of
ECS’s Regular Business Hours, is available at the discretion of ECS. The Client will be debited double the total number of Gold
Priority Support Hours used for After-Hours Support. Gold Priority Support Hours expire one year from the annual renewal date and
do not roll-over to the next year period. Gold Priority Support services cannot be used for Professional Services for the development
of brand new Laserfiche implementations, initial data conversions, or major software development services. If insufficient Gold Priority
Support hours are available, you will be asked to increase your annual Gold Priority Support Hours at a cost or purchase additional
Professional Services Hours at a rate of $225/Hr.
2) Hardware Maintenance/Support Services: If applicable based on the above-described Products, ECS will supply the following
hardware maintenance/support services:
(a) Hardware maintenance will be covered if such hardware is covered by the manufacturer’s warranty and the warranty is
maintained through ECS.
3) Charges: ECS will invoice Client for the total software/hardware maintenance/support services cost, including any applicable taxes.
Client agrees to remit complete payment for such invoice in advance of the renewal date indicated. An interest payment of 1.5%
compounded monthly and any applicable software maintenance reinstatement fees imposed by the software manufacturer shall be added
to any such invoices not paid by the renewal date specified on the Master Agreement or Invoice.
4) Client Responsibility: Client is responsible for:
(a) Notifying ECS in advance of any material changes to the supported Products components, including, but not limited to, the
system's network, server/workstation hardware, operating system or security configuration.
(b) Having a valid backup of data at all times to maintain original operating system, data and application software.
(c) Promptly notifying ECS of any need for service and making product(s) available to ECS engineers.
(d) Running diagnostic tests on all non-supported system components (network, server/workstation hardware, operating system or
security configuration) before having a product serviced under this Support Agreement.
5) Limitations of Service: Maintenance/support services provided under this Support Agreement do not include:
(a) Cost of bringing product(s) to operational status prior to placing them under maintenance.
(b) Costs related to the resolution of software problems caused by unapproved changes to the supported system's network,
server/workstation hardware, operating system or security configuration.
(c) Repair of damage caused by; accidents, natural disaster, improper use, damage during transportation/relocation by Client, wor k
performed on software/hardware by personnel other than ECS employees/subcontractors, causes beyond ECS 's control.
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(d) Furnishing consumable supplies or accessories as specified by the manufacturer.
(e) Hardware with missing or altered serial numbers.
(f) Repair of damage or increase in service time caused by the use of the product for purpose other than for which it was designed
or beyond the manufacturer's specifications.
If services are required due to the above causes, ECS will provide services at ECS's then current standard service rates.
6) Term: This Support Agreement shall be in effect beginning on the first data of support and continue for one year, unless sooner
terminated as provided in Section 7 of this Support Agreement.
7) Termination: Client may terminate this Support Agreement for any reason with sixty (60) days written notice prior to the annual
anniversary. Client may also terminate this Support Agreement if any material agreement or obligation contained or referred to in the
Support Agreement has been breached by ECS, provided that Client has given ECS notice of such breach and there has been a failure
to cure such breach, if curable, within thirty (30) days after receipt of such notice. Unless such breach has been cured, te rmination shall
be effective thirty (30) days after receipt of such notice, and shall be without prejudice to any other right or remedy to which Client may
be entitled either at law, in equity, or otherwise, including, without lim itation, under this Support Agreement, may terminate this Support
Agreement at any time for any reason with sixty (60) days written notice. Upon terminating the Support Agreement, ECS will issue a
prorated refund of any remaining prepaid Support Agreement coverage. The refund amount will be for the ECS Gold Priority Support
Hours only and will not include prepaid, non -refundable maintenance/support fees paid to the software manufacturer(s) or third -party
hardware service provider(s).
8) Rate Changes: The Gold Priority Support rates stated within this Support Agreement will not change during the for a period of one
year. All rates are adjustable for Gold Priority Support coverage periods after one year from the annual renewal date.
9) Limitation of Liability: Client must provide ECS with notice of claims of damage, improper service, or lawsuit within thirty (30) days
of service. ECS shall not be liable for performance delays or for nonperformance due to causes beyond its reasonable control. For any
material breach of this Support Agreement by ECS, Client's remedy and ECS's liability shall be limited to a refund of related
maintenance/support fees paid during the period of breach, up to a maximum of twelve (12) months. The remedies provided herein are
Client's sole and exclusive remedies. In no event will ECS be liable for special, punitive, incidental, or consequential damages, whethe r
based in contract, tort, or otherwise, including, without limitation, claims for loss or corruption of data or lost profit.
10) Entire Agreement: Client acknowledges that he/she/it has read this Support Agreement, understands it and agrees to be bound
by the terms and provisions set forth herein. This Support Agreement may not be modified or amended except by written instru ment
duly executed by the parties. This Support Agreement, contains the entire agreement and understanding between ECS and the Cl ient
respecting the subject matter hereof and it supersedes and replaces any prior or contemporaneous written or oral proposals or Support
Agreements relative to Support Agreement services.
11) Binding Effect: Subject to any prohibition against assignment contained herein, the within Support Agreement shall be binding on and
shall inure to the benefit of the heirs, executors, administrators, successors, and assigns of the parties hereto.
12) Governing Law - Venue: This Support Agreement shall be governed by and construed in accordance with the laws of the State of
California. It shall be deemed to have been made and entered into in the City of Riverside, State of California, and all legal actions or arbitrations
pertaining thereto shall occur with regard to such specification of venue.
13) Professional Services: ECS provides additional professional services not defined, or covered under the Gold Priority Support scope of
Services. If the client chooses, these services will be provided by ECS at the rate of $225 per hour with a two-hour minimum, portal-to-portal.
14) Acceptance: This Support Agreement is deemed accepted by and binding upon Client by virtue of any of the following: (i) Client’s
execution of the Master Agreement; or (ii) ECS receiving a Client generated purchase order at any time during the period specified for any
Services to be performed by ECS; or (iii) Client availing itself of the Services to be provided hereunder.
Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
6605.1602.61108 $4,258
9/15/2020
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
Annual Maintenance and Licensing costs for the purchase and installation of Laserfiche Forms Portal, DocuSign Integration
and additional licenses.
REASON FOR BUDGET CHANGE
FISCAL YEAR 2020-21
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT
EXP: Information Technology - Information Systems - ISF
City Council's Approval Required
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