HomeMy WebLinkAboutItem 10 - Laserfiche Licenses and ServicesMEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
BRUNO RUMBELOW, CITY MANAGER ��
NOVEMBER 1, 2016
APPROVAL OF A RESOLUTION FOR THE PURCHASE OF
LASERFICHE LICENSES, FORMS AND SCANNING SERVICES
City Council to consider approval of a resolution for the purchase of Laserfiche licenses,
Laserfiche Forms and scanning services through an interlocal agreement with the State of
Texas Department of Information Resources (DIR) and The Local Government Purchasing
Cooperative (BuyBoard).
FUNDING SOURCE:
Funding for this purchase is currently available in account 100-44500-120-1 (Non -
Departmental — IT Software License and Maintenance Fees) in an amount not to exceed
$89,897.33.
BACKGROUND:
Laserfiche is a system that manages digital records in a way that makes them easily
searchable, retrievable, and shareable while adhering to common record management
principles. Laserfiche has been adopted as the citywide document management system.
Development Services, City Secretary's Office, Parks and Recreation, Fire, Police, Fiscal
Services and Public Works are currently using this system.
This contract includes the purchase of Laserfiche licenses, including Workflow, and
document scanning services for the Human Resources Department. The purchase also
includes Laserfiche Forms.
Human Resources will use Laserfiche not only to store employee files, but also to
streamline business processes including onboarding, employee evaluations and status
changes with the use of Laserfiche Forms and Workflow.
Laserfiche Forms is an enterprise license that allows for the creation of forms to be used
on the both the City's internet and intranet. The submitted forms are then routed to
appropriate staff for action and are stored and indexed in the Laserfiche repository. All
departments that have Laserfiche licenses will be able to use the Forms module.
This purchase will be made in accordance with existing interlocal agreements with the
State of Texas Department of Information Resources (DIR) for the licenses and Laserfiche
Forms and with The Local Government Purchasing Cooperative (BuyBoard) for the
scanning services through contracts established with MCCi. Purchases through these
programs are authorized under Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791.
Bids were taken by DIR and BuyBoard and the contracts were awarded to MCCi. The
Purchasing, Human Resources, IT and the City Secretary's office staff reviewed the
contract for departmental specification compliance and pricing and determined that the
contract would provide the best service and pricing for meeting the needs of the City.
Staff recommends approval.
TB/BS
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
LASERFICHE LICENSES, LASERFICHE FORMS AND
SCANNING SERVICES THROUGH ESTABLISHED
INTERLOCAL AGREEMENTS AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271
and Texas Government Code, Chapter 791 to enter into an interlocal agreement with
other qualified agencies in the State of Texas; and
WHEREAS, the State of Texas Department of Information Resources (DIR) and
The Local Government Purchasing Cooperative (BuyBoard) contracts are qualified
purchasing programs as authorized by Texas Local Government Code, Chapter 271
and Texas Government Code, Chapter 791; and
WHEREAS, the City of Grapevine, Texas has established an interlocal agreement
with the State of Texas Department of Information Resources (DIR) and The Local
Government Purchasing Cooperative (BuyBoard) and wishes to utilize established
contracts meeting all State of Texas bidding requirements; and
WHEREAS, the State of Texas DIR has an established annual contract no. DIR-
TSO-2502 for IT Products and Related Services and The Local Government Purchasing
Cooperative (BuyBoard) has an established annual contract no. 465-14 for Document
Management Services; and
WHEREAS, The City has a need for various Laserfiche products and services; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
resolution have been met, including but not limited to the Open Meetings Act; and
WHEREAS, the City Council deems the adoption of this resolution to be in the best
interests of the health, safety, and welfare of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the
purchase of Laserfiche licenses and Laserfiche Forms through DIR and scanning
services through BuyBoard from MCCi for an amount not to exceed $89,897.33.
Section 3. That the City Manager or his designee is authorized to take all steps
necessary to consummate the purchase of said Laserfiche products and services.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 1st day of November, 2016.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
John F. Boyle, Jr.
City Attorney
Resolution No. 2