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HomeMy WebLinkAboutItem 4.11 - 3377 Laserfiche Forms Portal Page 1 of 3 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 Page 2 of 3 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 Page 3 of 3 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 Page 1 of 2 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. Page 2 of 2 (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 C:\Users\marsham\appdata\roaming\iqm2\minutetraq\dublinca@dublinca.iqm2.com\work\attachments\6503 6503