The URL can be used to link to this page

Home My WebLink AboutReso 09-21 Approving an Upgrade from Laserfiche Avante to Laserfiche Rio and Approve the Future Purchase of Laserfiche Licenses and ECS Professional ServicesReso. No. 09-21, Item 4.8, Adopted 02/02/2021 Page 1 of 2 RESOLUTION NO. 09 - 21 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE UPGRADE FROM LASERFICHE AVANTE TO LASERFICHE RIO AND APPROVING THE FUTURE PURCHASE OF LASERFICHE LICENSES AND ECS PROFESSIONAL SERVICES WHEREAS, the City has a Laserfiche electronic document management system for centralized electronic record storage; and WHEREAS, the City Council has established a strategic initiative to become a 24/7 City Hall to Enhance Resident and Business Engagement; and WHEREAS, Laserfiche has new licensing features that provide more audit functionality and enhanced user actions to assist in this effort; and WHEREAS, in order to access these elements, the City needs to change its Laserfiche licensing structure; and WHEREAS, ECS Imaging, Inc. is the City’s authorized Laserfiche reseller and support form, 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 is uniquely qualified to configure and implement the upgrade to Laserfiche Rio; and WHEREAS, the cost of the Laserfiche upgrade, when added to the Annual Maintenance paid to ECS Imaging, Inc. for Fiscal Year 2020-21 and the September 2020 addition of the Forms Portal and DocuSign Integration, puts the total amount paid to ECS 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 Laserfiche Rio from ESC Imaging, Inc. as described to the City Council on February 2, 2021 and attached hereto as Exhibit A; additional Laserfiche licensing and ECS professional services in excess of $45,000, subject to available budget appropriated; and authorize the City Manager, or her designee, to continue to approve the annual maintenance and licensing agreement terms as long as the City continues to utilize Laserfiche. Reso. No. 09-21, Item 4.8, Adopted 02/02/2021 Page 2 of 2 PASSED, APPROVED AND ADOPTED this 2nd day of February 2021, by the following vote: AYES: Councilmembers Hu, Josey, Kumagai, McCorriston and Mayor Hernandez NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: ___________________________ City Clerk Quote Q4 2020 V2 Quote Type Rio Quotation For Quote Info Name: Date: 12/6/2020 Company: Quote Number: 120620 Phone: Valid Through 2/28/2021 E-mail: Terms: net 15 Account Manager: Pete H Phone: 925 586 7549 E-mail: Description of Product and Services Software SKU Unit Price Quantity Line Total ENFPL25 900.00$ 30 27,000.00$ EPLS1 45,000.00$ 1 45,000.00$ EFRM 83.00$ 30 2,490.00$ EPFRM 7,995.00$ 1 7,995.00$ IA 1,500.00$ 1 1,500.00$ EDCSI -$ 1 -$ EPAR 290.00$ 59 17,110.00$ $ (86,905.00)14,190.00$ Annual Maintenance and Licensing SKU Unit Price Quantity Line Total ENFPL25B 180.00$ 30 5,400.00$ EPLS1B 9,000.00$ 1 9,000.00$ EFRMB 16.70$ 30 501.00$ EPFRMB 1,600.00$ 1 1,600.00$ IAB 300.00$ 1 300.00$ EDCSIB 300.00$ 1 300.00$ EPARB 58.00$ 59 3,422.00$ ECSGOLD 175.00$ 20 3,500.00$ OSE-AS-ANX 4,448.00$ 1 4,448.00$ S7160-AEMYNBD-3 199.00$ 1 199.00$ $ (3,408.00)Annual Maintenance Subtotal 25,262.00$ Hardware SKU Unit Price Quantity Line Total Hardware Subtotal -$ Professional Services SKU Rate Quantity Line Total ECST 7,200.00$ 1.00 7,200.00$ Professional Services Subtotal 7,200.00$ Special Terms Subtotal 46,652.00$ Tax Rate 0.000%Tax -$ Software is only available via download and is not subject to CA sales tax Shipping -$ Billing Terms: Total 46,652.00$ *Software & Maintenance billed 100% at project start. *Services billed 50% up front minimally w/ remaining Services as incurred. *Standard Processing fee added to credit card payments Annual Priority Support Contract Includes Trade in item Value Qty Total Avante Server MSE30 5000 1 $5,000.00 Full User Licenses 600 25 $15,500.00 Forms Participan User Lic 350 30 10,500.00$ Forms Professional User Lic 50 25 1,250.00$ Web Portal Unlimited 45000 1 45,000.00$ Forms Portal 7,995.00$ 1 7,995.00$ 1 Import Agent 1,495.00$ 1 1,495.00$ Scan Connect 165.00$ 1 165.00$ Assureon 8TB AX Appliance 1x - Single Site On Site Support NBD *ECS GOLD Priority Support Laserfiche Forms Professional Full User (50-99 users) LSAP Laserfiche Forms Portal Add-on LSAP Laserfiche Import Agent LSAP Laserfiche Rio Forms Participant Users + Read Only (50-199 users) Laserfiche Docusign Connector LSAP Laserfiche Rio Public Portal for 1 Laserfiche Server LSAP Laserfiche Forms Portal Add-on Laserfiche Import Agent Laserfiche Docusign Connector LSAP Laserfiche Rio Forms Participant Users + Read Only (50-199 users) Trade-in Credit Description Laserfiche Rio Pilot Named Full Users (25-49 users) LSAP 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) Professional Services : Install all user licenses & upgrade from Avante to RIO. User Training: train the trainer. Configure; Adv Audit Trail, metadata template for Housing documents how to configure Addl Servers & repositories. Verify Assureon is properly functioning with RIO Upgrade. ECS Turn-key Install, Configure, Consulting,Project Mgmt & Training fi-7160 3 Year Adv Exchange 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 Avante System to LF Rio Licenses & add Quick Fields Rio includes Workflow, Web Access, Mobile, Adv. Audit Trail, Digital Signatures, Discussions, Unlimited Servers, Forms Essentials Marsha Moore City of Dublin Laserfiche Rio Pilot Named Full Users (25-49 users) Laserfiche Rio Public Portal for 1 Laserfiche Server Laserfiche Forms Professional Full User (50-99 users)