HomeMy WebLinkAbout4.8 Upgrade from Laserfiche Avante to Laserfiche Rio (2)STAFF REPORT
CITY COUNCIL
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Agenda Item 4.8
DATE:February 2, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Upgrade from Laserfiche Avante to Laserfiche Rio
Prepared by: Marsha Moore, MMC, City Clerk
EXECUTIVE SUMMARY:
The City Council will consider upgrading the Laserfiche records management system and
approving the future purchase of Laserfiche’s licenses and ECS Imaging, Inc. professional services
in excess of $45,000.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Upgrade from Laserfiche Avante to Laserfiche Rio and
Approve the Future Purchase of Laserfiche Licenses and ECS Professional Services.
FINANCIAL IMPACT:
The upfront cost for the upgrade and first year of Annual Maintenance is estimated to be $46,652
and will come from the Financial System Replacement Project (CIP No. GI0319). The ongoing
annual maintenance and licensing costs will increase slightly from $24,210.90 to $28,670 and will
be incorporated into the future Information Technology Fund budget.
DESCRIPTION:
Background
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 Objects #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. (ECS) and Laserfiche as its main electronic document
repository, and since the Shelter-in-Place, Staff has looked at additional features within Laserfiche
to continue reducing the need for paper transactions and provide efficiencies while Staff work
remotely. In order to facilitate the processing of all internal and public facing forms, on September
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15, 2020, the City Council adopted Resolution No. 98-20 and approved the purchase of the
Laserfiche Forms Portal, DocuSign Integration, and additional related software licenses.
During the configuration of the Forms Portal, Staff learned that Laserfiche has new licensing
features that provide more audit functionality and enhanced user actions. To access these
elements, the City needs to change its Laserfiche licensing structure.
The current licensing runs on a shared access model whereby users log in with one of 15 common
user IDs, depending on their department, to perform individual functions. In some cases, as many
as five users share the same account ID. This model makes it impossible to attribute individual
Laserfiche actions to specific users and audit those actions should that become necessary in a
security event or audit. To provide for greater user access, auditability and increased data
security, Staff recommends migrating Laserfiche to an individual user model that is tied to City
centrally managed directory of user accounts.
Analysis
Staff looked at two options as provided by ECS and recommends the City upgrade from Laserfiche
Avante to Laserfiche Rio. This upgrade allows tiered pricing on the additional licenses the City will
need in order to provide the appropriate security measures to implement the Forms Portal. In
addition, the upgrade would:
Provide additional mobile and web access to official City records by Staff in the event of an
emergency and allow more reliable remote access to official records;
Provide the opportunity for unlimited databases;
Allow Information Services to have an advanced audit trail of additions, deletions, and
changes to the Laserfiche repository system; and
Allow bundling discounts on future enhancements.
The upgrade is estimated to cost $46,652 up front, including the first year of annual maintenance.
To account for the potential for slight modifications in the quote, potential trade-in credits, and
future Laserfiche updates, Staff is asking the City Council to approve purchases that exceed
$45,000, rather than for the exact amount of the current quote. 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.
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 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.
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Alternative
Staff also looked at not upgrading and adding the necessary licensing to the current Laserfiche
product. Staff does not recommend this because the tiered pricing on all licenses is not available
and adding licensing over time would be more expensive to the City. In addition, as the City moves
to increase security event detection, prevention, and recovery, the Lasefiche Rio model that
integrates user licenses with the City’s existing user directory will aid in that endeavor.
STRATEGIC PLAN INITIATIVE:
Strategy 4: Become a 24/7 City Hall to Enhance Resident and Business Engagement
Objects #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.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving the Upgrade from Laserfiche Avante to Laserfiche Rio
2) Exhibit A to the Resolution - Quote for Upgrade
3) ECS Imaging, Inc. Support Agreement Terms and Conditions
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 2
RESOLUTION NO. XX – 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 $45,000, subject to available budget appropriated; and authorize the City Manager, or
her designee, to continue to approve the annual maintenance and licensing agreement terms as
long as the City continues to utilize Laserfiche.
PASSED, APPROVED AND ADOPTED this 2nd day of February 2021, by the following
vote:
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Quote
Q4 2020 V2 Quote Type Rio
Quotation For Quote Info
Name: Date: 12/6/2020
Company: Quote Number: 120620
Phone: Valid Through 2/28/2021
E-mail: Terms: net 15
Account Manager: Pete H
Phone: 925 586 7549
E-mail:
Description of Product and Services
Software
SKU Unit Price Quantity Line Total
ENFPL25 900.00$ 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)
Attachment 2
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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.
Attachment 3
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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.
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