HomeMy WebLinkAboutItem 11 - Laserfiche MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER )
MEETING DATE: JUNE 19, 2012
SUBJECT: APPROVAL OF A RESOLUTION FOR THE PURCHASE OF A
LASERFICHE CONTENT MANAGEMENT SYSTEM FOR THE
CITY SECRETARY'S OFFICE THROUGH A STATE OF TEXAS
DEPARTMENT OF INFORMATION RESOURCES (DIR)
COOPERATIVE CONTRACT PROGRAM
RECOMMENDATION:
City Council to consider approval of a Resolution for the purchase of a Laserfiche
Content Management System from MCCi, LLC. for the City Secretary's Office through a
contract established by the State of Texas Department of Information Resources (DIR)
Information and Communications Technologies (ICT) Cooperative Contracts Program.
FUNDING SOURCE:
Funding for this purchase is currently available in account 114-44686-103-1 (Vital Stat
Expense) in the estimated amount of $26,676.62.
BACKGROUND:
This purchase will be made in accordance with a contract established with MCCi, LLC.
by the State of Texas Department of Information Resources (DIR) Information and
Communications Technologies (ICT) Cooperative Contracts Program contract #DIR-
SDD-980. The City is allowed to participate in this program through our cooperative
membership account number M2201. Purchases through this program are authorized
under Texas Local Government Code, Chapter 271, Subchapter D and Texas
Government Code Chapter 2054, Section 2054.0565 (b).
According to H.B. 2717, for each birth and death record processed, the City Secretary's
Office receives $1.00 for the preservation of these records. The City Secretary's Office
proposes using these funds to purchase the Laserfiche system that will allow for the
digital imaging and preservation of these records. Once these vital records are
scanned, the City Secretary's Office intends to use the same software to digitize City
Council meeting minutes, ordinances, resolutions, and other document types.
Laserfiche is a system that manages digital records in a way that makes them easily
searchable, retrievable, and sharable while adhering to common records management
principles. The contract includes $6,377.22 for one year of maintenance that will need
6/12/2012 3:03:16 P
to be purchased annually. The City Secretary's Office and the Information Technology
Department reviewed the contract for specification compliance and pricing and
determined that the contract would provide the best product and pricing for meeting the
needs of the City.
Staff recommends approval.
TBIBS
6/12/2012 3:03:16 P
A
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 A
LASERFICHE CONTENT MANAGEMENT SYSTEM FOR THE
CITY SECRETARY'S OFFICE THROUGH A STATE OF
TEXAS DEPARTMENT OF INFORMATION RESOURCES
(DIR) CONTRACT PROGRAM 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,
Subchapter D and Texas Government Code Chapter 2054, Section 2054.0565 (b) to
make purchases under a state contract therefore satisfying any state law requiring local
governments to seek competitive bids for the purchase of the item; and
WHEREAS, the State of Texas Department of Information Resources (DIR)
Information and Communications Technologies (ICT)Cooperative Contracts program is
a qualified purchasing program; and
WHEREAS, the City of Grapevine, Texas can participate in the State of Texas
Department of Information Resources (DIR) Information and Communications
Technologies(ICT)Cooperative Contracts Program through membership in the Program
and wishes to utilize the annual contract with renewal options meeting all State of Texas
bidding requirements; and
WHEREAS, the State of Texas DIR has an established contract # DIR-SDD-980
with MCCi, LLC. for Laserfiche Content Management System.
NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are 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 to contract
with MCCi, LLC. for a Laserfiche Content Management System at a cost of$26,676.62.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said 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 19th day of June, 2012.
APPROVED:
ATTEST:
APPROVED AS TO FORM:
RES. NO. 2
I
i4i
allll� 1
Municipal Code Corporation
CORPORATE OFFICE RUSSELL HADDOCK
Sales Department Senior Account Executive(TX, LA,OK,MO,CO, NM,and KS)
PO Box 2235 •Tallahassee, Florida 32316 7940 Park Ridge Drive Fort Worth,TX 76137
(800)342-2633• FAX(850)701-0715 (817)788-1102 a rhaddock @mccinnovations.com
April 20,2012
Ms.Jodi Brown
Asst. City Secretary
PO Box 95104
Grapevine,TX 76099
Dear Ms. Brown:
I enjoyed speaking with you recently regarding the Laserfiche software and services. Pursuant to our
discussion we are pleased to enclose our Professional Services Proposal..While reviewing the proposal please
keep in mind the following advantages of being a MCCi customer:
➢ Leading Provider—For the past three years, MCCi was ranked as the#1 Laserfiche VAR in the United
States.
➢ Professional Certifications—MCCi's staff is well-trained and holds multiple certifications in security,
HIPPA, Laserfiche Certified Professionals,and CDIA+to give you the peace of mind that we are simply the
best at what we do.
Y Government Focus-MCCi was created by Municipal Code Corporation to focus on innovative
technologies for Government. MCCi provides Laserfiche software and services to more than 350
government entities including Cities, Counties,State Agencies,Special Districts,and more.
Y Specialization in Enterprise Solutions-Our Project Managers provide implementation and training
services to help make your solution an Enterprise-wide deployment. We work with you on your initial
project plan knowing that one day Laserfiche will be used across the entire organization. This
methodology helps you plan to meet this goal in your time frame whether it be an immediate objective
or part of a multi-year plan.
➢ Superior support- MCCi utilizes a multi-layered support team geared towards offering each client
multiple contacts to enhance the usage of every product implemented.We offer support through our
help desk, email,and toll free number,and also have an online support center that gives end users
access to training manuals, "how to"checklists,training videos,a knowledge base,and software updates.
➢ The right resources at the right time-Whether it is integration,scanning and indexing services,an
electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche,while
allowing you to work through one vendor for best of breed solutions.
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and serving the City of Grapevine.
Sincerely,
Russell Haddock
Senior Account Executive
Executive Sun rnary
Laserfiche has been a resource for over 21,000 organizations since 1987. Laserfiche creates elegant
document management solutions that help organizations run smarter. Their dedication to customer-
driven innovations has built a suite of products and services that address organization-wide business
problems from executive, records management, and information technology and end-user perspectives.
Laserfiche is a unified solution that manages all your organization's documents and records, regardless
of location or media. Laserfiche strikes a balance between security and accessibility, protecting
information while providing efficient access to keep staff working at maximum productivity. Please keep
in mind the following competitive advantages of Laserfiche:
Digital Archiving-Digital archiving is the storage of paper and electronic documents in accessible
electronic media with long-term preservation capability. It is cost effective because it saves physical
storage space and it cuts media maintenance costs. Original documents can be stored off-site or
destroyed as necessary. This simplifies the disaster recovery process by allowing you to backup
documents on digital media and store them off-site.
Business Process Automation—Laserfiche's Workflow functionality utilizes the Microsoft Windows
Workflow Foundation and allows for automating approval processes, document routing, providing
additional integration options, and much more.
Records Management—Laserfiche's Records Management Edition meets the Department of
Defense(DoD)standards, and augments traditional ECM functionality by adding Records
Management tools to manage retention,disposition,vital records,and much more.
Comprehensive Security-Laserfiche Comprehensive Security allows you to control the security of
your documents on many levels.You determine what functions,such as scanning and printing,each
staff member may use. Security features are easy to administer, records managers can administer
most security functions without IT staff assistance.
User Friendly-Laserfiche is very easy to learn and use. It has a folder tree structure similar to
Windows Explorer to make it easy to use. Your office can begin to scan and retrieve documents
almost immediately after installation.
Intelligent Search- Laserfiche lets you search your documents based upon full-text search, index
search, and document and folder name searches. The Laserfiche full-text search unlocks the
contents of your documents; if you need to find a word or phrase within a document,the full-text
search retrieves it immediately. There is no other imaging software that allows you this many
searching possibilities.
Web Access-Laserfiche allows you to publish your documents on the web with our WebLink
software. You decide which documents you want published and WebLink publishes them on the
web without having to use HTML programming. Users can then search the site to find the
information they need using the Intelligent Search feature.
Integration-Laserfiche is able to integrate with current software and hardware on existing systems.
Service-Laserfiche understands the importance of a thorough support service. From technical help
to the latest document imaging news, Laserfiche is dedicated to forming a lasting,complete service
relationship. Should you need technical assistance; a qualified professional will be available to help
you.
§Acci L-asserfiche
Avante
Statement of Work
Product Description: Qty cost DIR-SDD- Total
980
ECM SOFTWARE LICENSING FOR AVANTE
Avante Server for MS SQL 1 $5,000.00 $4,698.50 $4,698.50
Q LF Records Management Module 1 $6,000.00 $5,638.20 $5,638.20
Q LF Full Named User 4 $500.00 $469.85 $1,879.40
Includes Snapshot,Email,and Workflow
.7 LF Standard Audit Trail, 15%Add On to All Named Users 4 $75.00 $70.48 $281.91
Q Import Agent 1 $1,495.00 $1,404.85 $1,404.85
[� LFScanconnect *requiredfor each scanner purchased/utilized 1 $165.00 $155.05 $155.05
Q LF Workflow 1 Included Included
ECM Software Licensing Total $14,057.91
BATCH PROCESSING MODULES FOR AVANTE
Quickfields is licenses per machine
[� Quickfields 1 $595.00 $559.12 $559.12
Q Zone OCR and Validation Package 1 $2,795.00 $2,626.46 $2,626.46
Includes Zone OCR and Pattern Matching
Q Real Time Look Up and Validation Package 1 $595.00 $559.12 $559.12
Includes Real Time Look Up and Pattern Matching
Batch Process Modules Total $3,744.70
ANNUAL SOFTWARE SUPPORT-BASIC LSAP
.7 Avante Server for MS SQL 1 $1,000.00 $900.00 $900.00
.7 LF Records Management Module 1 $1,200.00 $1,080.00 $1,080.00
Q LF Full Named User 4 $100.00 $90.00 $360.00
Includes Snapshot Email,and Workflow
[� LF Standard Audit Trail, 15%Add On to All Named Users 4 $15.00 $13.50 $54.00
Q Import Agent 1 $390.00 $351.00 $351.00
Q LF Scanconnect *required foreach scanner purchased/utilized 1 $34,00 $30.60 $30.60
[.� LF Workflow 1 $0.00 $0.00 Included
Q Quickfields 1 $120.00 $108.00 $108.00
.7 Zone OCR and Validation Package 1 $560.00 $504.00 $504.00
Includes Zone OCR and Pattern Matching
[� Real Time Look Up and Validation Package 1 $120.00 $108.00 $108.00
Includes Real Time Look Up and Pattern Matching
Q Managed Services for Laserfiche-Avante SQL $1,687.50 $1,687.50 $1,687.50
Training Center 1-4 Users 1 $495.00 $495.00 $495.00
w ,H ati a rw. � M ........�......, . .......ate
.7 MCO Service Level Agreement $699.12
Annual Support Total $6,377.22
For budgetary purposes,the Client should include$6,377.22 in annual budget for renewal of LSAP, Managed
Services,SLA and Training Center for the software quoted above.
MCCi PROFESSIONAL SERVICES
Q Records Management Module Training 1 $2,100.00 $1,932.00 $1,932.00
[� Basic Onsite Training of software, per day 1 $2,100.00 $1,932.00 $1,932.00
Workflow training and installation excluded. Travel expenses
included.
Q Quickfields Session Configuration, per session 1 $500.00 $460.00 $460.00
Q MCCi Project Management Services 1 $4,550.00
Professional Services Total $8,874.00
Total Project Cost $26,676.62
PAYMENT&BILLING TERMS
MCO will invoice fifty percent(50%)of the total contract amount upon receipt of the signed contract. Balance of total
project will be invoiced upon completion of the proposed professional services, but may be broken up based on completion
date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice.
SOFTWARE DESCRIPTIONS
To determine which products are included with your project, please refer to the Statement of Work
LAS£RFICHE AVANT£
Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based
on the number of people who will be using the system. It is designed for small to midsize organizations
and helps you capture, manage, distribute,and work with information in diverse working environments.
Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document
routing to automate everyday tasks, optimize business processes,and share information with a wide
variety of applications. Avante systems allow you to choose from SQL Express or full MS SQL platforms
and incrementally expand the system with records management edition and other plug-ins such as
auditing and batch processing. The Laserfiche Avante pricing structure makes it simple and affordable
to add new features and functionality to your Laserfiche system as your needs change.
LASERFICNE RIO
The Laserfiche RIO solution is geared towards Enterprise clients with 100 named users or more. RIO and
each RIO license comes coupled with Workflow,Web Access,Snapshot, Email, and Advanced Audit Trail.
This licensing structure makes it much easier on IT administration, especially when dealing with a large
user base. In addition, RIO supports an unlimited number of application servers, as well as repositories,
making it well suited for expansion and testing needs. RIO can either connect to MSSQL or Oracle for
the backend database,and of course many of the same optional Laserfiche modules such as the Records
Management and Weblink Public Portal licenses are available with RIO.
................................................................. .............
Feature ;Avante Rio Comments
Database SQL Express, iSQL, Oracle
SQL,Oracle
'Only Public
Retrieval Only Public iPortal Web Includes Email
Users Portal Web Link ;Link
Full Named '100- Includes Workflow, Email and Snapshot for Avante; Includes
Users Unlimited Unlimited Workflow, Email,Snapshot,Web Access and Advanced Audit Trail
for Rio.
Retrieval 200-
Named n/a Unlimited Includes Email for Rio,minimum purchase of 1,000 users
Users
:Default .1 Unlimited......
Servers
User License Named Named
Model
Model WFautomation Enterprise
/BPM
...m..... ............ ................................... .... .
Page Limit iUnlimited Unlimited
Weblink Public Weblink Unlimited versions are licensed per Laserfiche application server,
Public Access Portal(25,75, Public Portal and per processor. The licensed number of processors must be
PP) (PP) equal to or greater than the number of processors(CPUs)on the
correlating Laserfiche application server.
SOtTWAR:.'D'EscRirri0NS
Upgrade Rio n/a
Path
Laserfiche Lf 8.1 and later Lf 8.0.1 and
'Versions later
LASERFICHE PLUG-INS
Laserfiche Plug-Ins, Utilities,and Tools
MCCi can provide additional Laserfiche Plug-ins Utilities,&Tools software. Laserfiche offers a selection
of add-ons and development tools designed to let you tailor Laserfiche to meet your needs. Certain
Plug-Ins may be bundled differently based on the Laserfiche platform.
Loserfiche Batch Processing Tools
0 Laserfiche® Quick Fields"'automatically captures useful information from paper and electronic
documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and
labor-intensive operation into an efficient process by collecting precise pieces of information from
the masses of unstructured data flowing into your organization. Quick Fields improves the speed
and accuracy of data capture while giving authorized staff instant access to the information they
need to work effectively.
0 Bar Code Validation Package-The Bar Code add-on reads bar codes on a specified page in the
document.The value returned by the bar code process can be used to identify a page, populate a
field,determine the document name,or determine where the document will be stored. Bar Code is
very powerful when combined with Real Time Lookup. Supported barcode formats:Codabar,CODE
39,CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA,and UPCE.
4 QF Real-time Look up Validation Package: Lookup populates template fields and validates metadata
by retrieving data stored in third-party databases and other applications.
w QF Zone OCR Validation Package: Images that contain clearly printed or typed information can be
converted to text files through a process called OCR(Optical Character Recognition).Once text has
been extracted from an image, it can be sent along with the image to the repository. Once the
document has been imported into the repository,the extracted text will be associated with the
corresponding image in the document. The International zone OCR add-on will scan a zone on an
image for text. Only text found within the zone will be extracted.The data returned by this process
can be used to identify a page, populate a field, determine the document name,or determine where
the document will be stored. The International Zone OCR add-on can be installed when Quick Fields
is first installed or after it has already been installed.
Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a
Laserfiche repository from the Windows file system. Any file that can be stored in Laserfiche can
also be imported via Import Agent. What's more, Import Agent allows for scheduled and selective
imports, so that users can set up specific criteria for what gets imported when. Import Agent can
create fully OCR'd and indexed documents complete with template information and filed in the
repository.
QF Forms Alignment:automatically repositions scanned documents to match a master form,
correcting for scanning errors and improving data extraction.
QF Document Classification:designed for clients who deal with multiple forms,and will recognize
and process multiple document types.
QF Auto Stamp/Redaction/Bates Numbering-The Bates stamp option is a document auto-
numbering annotation option
.......
SOFTWARE DESCRIPTIONS
QF Optical Mark Recognition:detects handwritten information, including marks on surveys,tests
and ballots.
Quickfields Agent:enables administrators to schedule forms processing around the clock and run
Quick Fields sessions without operator intervention, reducing labor costs and optimizing business
processes.
QF Forms Identification:automatically recognizes the form or document based on its overall
structure,even in the absence of bar codes,form data or other distinguishing information.
w, QF Forms Extractor: removes form outlines to isolate data for more accurate capture.
Laserfiche ScanConnectTm: allows ISIS scanning.A collection of ISIS scanner drivers is included with
Laserfiche ScanConnect.These drivers allow images to be scanned through supported scanners.
ScanConnect 7.x is can be purchased as an add-on to both Laserfiche scanning and Quick Fields.
Laserfiche Snapshot' Laserfiche Snapshot can generate images and text from an electronic file (e.g.
a Word document, a web page,a text editor,etc.).The files generated by Laserfiche Snapshot
capture the content of the electronic file at the time that it was processed. In other words,they
represent an accurate portrayal of an electronic file at a given point in time.The images and text
created from an electronic file are then stored in a Laserfiche repository.As you can see, Laserfiche
Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche
Snapshot can process any electronic file that can be opened with a Windows application that has
printing capabilities. This feature is automatically included with every Full User purchase.
OCR Scheduler for Laserfiche is a tool developed by MCCi and provides a simple and effective way to
mass OCR documents in Laserfiche. It allows administrators to configure multiple OCR
sessions. Sessions are created based on selecting folders within a specific Laserfiche Repository and
scheduling the time to begin the OCR process. Benefits:
• Efficiency: Clients can schedule the tool to perform the OCR function, rather than tie up
machines during the normal working rhythm.
• Support/Search Content: Leaving the responsibility in users hands to conduct OCR can lead
to incomplete processing. The tool provides assurance that everything in need of OCR is
being addressed without end user interaction.
Distribution Plug-fns
Laserfiche WebLink7m the WebLink module publishes select documents in a Laserfiche repository to
an intranet or the Internet in read-only form. Documents can be made available through the Web
almost instantly,and users need only an Internet browser in order to access them. Built on ASP
.NET,WebLink can be customized to match the look and feel of an organization's Internet or
intranet site.
Laserfiche WebAccess Laserfiche Web Access is a Web browser-based thin client offering virtually all
of the document management capabilities of the standard Laserfiche interface.Web Access allows
your IT staff to roll out high-volume Laserfiche access without increasing your organization's
application support burden.Authorized users organization-wide enjoy simultaneous access to
documents,whether they are using the corporate intranet or logging in from a branch office.
Laserfiche Plus' Laserfiche Plus allows the information stored in a Laserfiche repository to be
portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless
of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a
company or site that already has Laserfiche installed,then that organization can also choose to
attach those documents to their repository. This software prepares a copy of the Laserfiche files
(images,text, electronic files, annotations,templates and field data)for burning directly to your
removable media or to a temporary directory. Choosing to publish to a temporary directory allows
you to write it to your removable media at your convenience.
SGFTWARW DESCRIPTIONS
, Laserfiche E-Mail Plug-in Tm allows instant electronic document distribution via standard API-
compliant e-mail applications. This feature is automatically included in every Full User and Retrieval
User license purchase.
Workflow&Process Automation
Laserfiche Workflow: Efficiency and accountability-enhancing document routing, e-mail notification
and audit trail reporting.
Laserfiche Audit Trail Modules:Three levels of audit reporting to address your specific regulatory
compliance and security needs.
The Starter Edition tracks basic events that occur in the repository and that involve accessing,
modifying or exporting data. Basic events include creating,editing, printing or deleting
documents,creating annotations, and assigning metadata.
The Standard Edition builds on the Starter Edition by tracking additional security-and access-
related events.This edition can also track unsuccessful attempts to perform an action,such as
failed attempts to access or print documents.
The Advanced Edition meets the needs of organizations in the most highly regulated
environments. It includes all the functionality of the other two editions,and also tracks many
more events including password changes,the creation or modification of users and groups,and
changes to repository-wide settings. It can also track all the searches users perform, require
users to enter reasons for performing certain actions,and automatically add watermarks to
printed documents.
Laserfiche Integration Plug-Ins
n LF Integrator's Toolkit:Tools&documentation necessary for customizing Laserfiche
LASERFICHE THIRD PARTY PLUG-IN OFFERINGS
Integration
0 Datallow Affinity Integration- Datallow Affinity brings the power of Laserfiche document
management to the applications you use most. Document searches can be reduced to a single click
of a button. New documents can be added to your Laserfiche repository without manually entering
template field values,file names, or folder locations.Affinity truly makes Laserfiche feel like part of
your business software
LF Integrator GP—LF Integrator empowers Great Plains users to scan,search and link supporting
documents in Laserfiche document management applications directly from the Great Plains menu
bar. Link the document and workflow management power of Laserfiche with your current Great
Plains implementation.
LF Integrator AutoCAD—LF Integrator for AutoCAD allows you to store AutoCAD drawing files or
associated documents in Laserfiche, including embedded cross reference files, directly from the
AutoCAD menu. Launch Laserfiche scan or search modules using the drawing file for template or
search criteria, or create a Laserfiche document template using the fields from any AutoCAD
drawing title block with a single click.
GeoDocs: GeoDocs*"is a web-based software that seamlessly integrates ESRI ArcIMS (soon to be
ArcGIS Server)and Laserfiche. Utilizing robust search capabilities, users of GeoDocs can access
digital documents stored in a Laserfiche repository from within the web-based GIS program and vice
versa, access spatial unformation stored in a GIS from within the Laserfiche web client.
Electronic Forms
SOFTWARE DESCRIPTIONS
r
LincDocs (Electronic Forms)-LincWare's LincDoc family of eForm creation and document automation
tools empowers businesses and government organizations to better serve their customers and
constituents, reduce costs and better leverage bottom line critical information. LincDoc data
complies with existing systems through features like network-wide interconnectivity,document
repositories,version control, business-logic driven data entry, Laserfiche interface, database B
integration and Word-and PDF-based document authoring.
Physical Records Management
Infol-inx(physical records management software)-Infol-inx provides both custom and commercial-
off-the-shelf records and information management system software and professional business
services to manage critical business documents. InfoLinx seamlessly integrates barcode and Radio
Frequency Identification (RFID)technology, physical file and electronic record tracking, retention
schedule management,color-coded label printing, and document imaging into an integrated,
intuitive,and user-friendly records management application.