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HomeMy WebLinkAboutORDINANCE 5855113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6855 File Number: 2016-0088 LASERFICHE DOCUMENT MANAGEMENT SYSTEM FROM MCCI, LLC ADDITIONAL SOFTWARE USER LICENSES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF ADDITIONAL LASERFICHE USER LICENSES, THE LASERFICHE FORMS MODULE, ANNUAL SOFTWARE MAINTENANCE, AND FUTURE SOFTWARE AND SERVICE NEEDS THROUGH THE END OF FISCAL YEAR 2017 FROM MCCI, LLC IN AN AMOUNT NOT TO EXCEED $235,000.00 PLUS APPLICABLE TAXES WHEREAS, on August 18, 2015, the City Council approved the purchase of a new enterprise resource planning system from New World Systems Corporation which included a new document management system called Laserfiche; and WHEREAS, City staff anticipate that the number of user licenses needed by City staff will continue to grow beyond the initial thirty five owned by the City and the ability to purchase additional user licenses, annual maintenance, software and service in the future will address additional electronic document management needs of City staff, and WHEREAS, the purchase of a new forms module will significantly improve the usability of the City's online forms and how citizens and businesses digitally interact with the City; and WHEREAS, Laserfiche does not sell licenses or software modules directly and requires all purchases to be made through the original vendor which is MCCI, LLC, the largest vendor of Laserfiche to government entities in the United States. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Page 1 Printed on 312116 File Number: 2016-0088 Ordinance 5855 Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of additional Laserfiche user licenses, the Laserfiche forms module, annual software maintenance, and future software and service needs through the end of fiscal year 2017 from MCCi, LLC in an amount not to exceed $235,000.00 plus applicable taxes. PASSED and APPROVED on 3/1/2016 Attest: Sondra E. Smith, City Clerk Treasurer `J%IIIIIIIIIII J:k K I' T rre = ANS lI�1j11�'N111 40ti! Page 2 Printed on 312116 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 f Text File nJ File Number: 2016-0088 Agenda Date: 3/1/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 2 LASERFICHE DOCUMENT MANAGEMENT SYSTEM FROM MCCI, LLC ADDITIONAL SOFTWARE USER LICENSES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF ADDITIONAL LASERFICHE USER LICENSES, THE LASERFICHE FORMS MODULE, ANNUAL SOFTWARE MAINTENANCE, AND FUTURE SOFTWARE AND SERVICE NEEDS THROUGH THE END OF FISCAL YEAR 2017 FROM MCCI, LLC IN AN AMOUNT NOT TO EXCEED $235,000.00 PLUS APPLICABLE TAXES WHEREAS, on August 18, 2015, the City Council approved the purchase of a new enterprise resource planning system from New World Systems Corporation which included a new document management system called Laserfiche; and WHEREAS, City staff anticipate that the number of user licenses needed by City staff will continue to grow beyond the initial thirty five owned by the City and the ability to purchase additional user licenses, annual maintenance, software and service in the future will address additional electronic document management needs of City staff, and WHEREAS, the purchase of a new forms module will significantly improve the usability of the City's online forms and how citizens and businesses digitally interact with the City; and WHEREAS, Laserfiche does not sell licenses or software modules directly and requires all purchases to be made through the original vendor which is MCCi, LLC, the largest vendor of Laserfiche to government entities in the United States. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of additional Laserfiche user licenses, the Laserfiche forms module, annual software maintenance, and future software and service needs through the end of fiscal year 2017 from MCCI, LLC in an amount not to exceed $235,000.00 plus applicable taxes. City of Fayetteville, Arkansas Page 1 Printed on 31212016 City of Fayetteville Staff Review Form 2016-0088 Legistar File ID 3/1/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Keith Macedo 2/11/2016 Submitted By Submitted Date Action Recommendation: Information Technology / r kiof of Ct❑ff Division / Department Staff recommends an ordinance waiving the requirements of formal competitive bidding and approving purchases with MCCi, LLC, for additional Laserfiche user licenses, the Laserfiche Forms module, annual software maintenance, and future software and services needs through fiscal year 2017, in the amount not to exceed $235,000.00, and applicable taxes, to enhance the management of City documents. Budget Impact: 4470.9470.5801.00 Sales Tax Capital Improvements Account Number 02094.1 13007.1 Project Number Fund Document Management Enterprise Data Warehouse System Project Title Budgeted Item? Yes Current Budget $ 160,086.00 Funds Obligated $ - Current Balance $ 1. b ca,�:ttb.00 Does item have a cost? Yes Item Cost $ 64,805.40 Budget Adjustment Attached? NA Budget Adjustment Remaining Budget I $ 55,290.6C' V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: CITY OF Tay Ivie ARKANSAS TO: Mayor Jordan THRU: Don Marr, Chief of Staff FROM: Keith Macedo, Information Technology Director Augusta Branham, Website Content Manager DATE: February 18, 2016 STAFF MEMO SUBJECT: To approve the purchase of additional software user licenses, a new forms module, annual software maintenance, and additional services through fiscal year 2017, to support our Laserfiche document management system RECOMMENDATION: Staff recommends an ordinance waiving the requirements of formal competitive bidding and approving purchases with MCCi, LLC, for additional Laserfiche user licenses, the Laserfiche Forms module, annual software maintenance, and future software and services needs through fiscal year 2017, in the amount not to exceed $235,000.00, and applicable taxes, to enhance the management of City documents. BACKGROUND: As part of our ERP project that was approved by City Council on August 18, 2015, the City purchased a new document management system called Laserfiche to replace our existing system. The new system integrates with our new ERP system and provides significant functionality improvements over our existing document management system. Our initial implementation of Laserfiche was primarily focused within the City Clerk, Finance, and Police departments. Since November, the City has been in the process of deploying Laserfiche and converting our existing processes and data to Laserfiche. Laserfiche is an application that is not only an image archiving tool but provides document management tools to automate document processes, workflow approval, routing of documents, and automated archival of documents. Staff recommends expanding the implementation of Laserfiche to other areas of the City which requires the purchase of additional licenses. With the implementation of our new CivicPlus website and Utility Billing payment system, the City has made great strides in improving the technology infrastructure the public interacts with on a daily basis. While researching how to improve the methods our customers digitally interact with the City, staff identified a significant need to improve our online forms. The City currently lacks a comprehensive online forms tool to manage our various form needs. Forms are currently created as a PDF or through the CivicPlus online form center, both methods have significant deficiencies in functionality that are required to address our form needs. Laserfiche is sold through resellers, and Fayetteville selected MCCi as their Laserfiche reseller due to their relationship with our ERP vendor New World System Inc. Mcci is currently the largest government reseller of Laserfiche in the United States. They have a proven track record of supporting over 700 government agencies. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 DISCUSSION: The City currently owns thirty five (35) Laserfiche full client licenses that are all allocated to City staff. The attached quote provides an additional twenty five (25) licenses to increase our license count to address additional department electronic document management needs. The Laserfiche Forms module will provide staff a common forms development tool that will significantly increase the usability of our online forms while also improving the management of collected information. The new module will be utilized to replace our current online forms and will include features such as online signatures, workflow, and secure form submission. A great feature of Laserfiche Forms is they are optimized for various mobile platforms, which is important in our ever changing environment, with our latest analytics showing 43 percent of the City's web traffic coming from users on a mobile or tablet device. The addition of the Laserfiche Forms module will significantly improve our online forms to support our ongoing goal to improve how citizens and businesses digitally interact with the City. In addition to the attached software license and forms quotes, staff is requesting approval to purchase additional software, associated software maintenance, and services from MCCi, through fiscal year 2017, to support our ongoing expansion of our document management needs. Staff expects our software license needs to double, to approximately 120 user licenses, over the next two (2) years. We are confident the expansion of this software system provides significant improvements in document management and staff efficiency to justify the continued investment in Laserfiche. BUDGET/STAFF IMPACT: The proposed purchases will enable the City to continue our Laserfiche expansion to additional staff and implement a new Laserfiche Forms module to automate many of the City's internal and external forms. The total cost of software products, software maintenance, and services, in the amount not to exceed $235,000.00, and applicable taxes. Funding is allocated for the expansion of our document management needs within the 2016 Capital Improvements Plan budget while software maintenance and services is funded within the General Fund Information Technology operating budget. Attachments: Staff Review Form Staff Review Memo Quotes ICCj Laserfiche Order E XP--.( :ceEX-::�ell ence PRICING PROPOSAL PO Box 2235 Complete and return to: Tallahassee, FL 32316 finance@mccinnovations.com 850.701.0725 850.564.7496 fax Client Name: Fayetteville, AR Order Date: January 21, 2016 Product Description: aty. Cost Total ECM SOFTWARE LICENSING FOR RIO Ef Rio Pilot - Records Management 50-99 Users 25 $917.00 $22,925.00 Includes Unlimited Laserfiche Servers, Records Management Edition, Workflow, WebAccess (including the SharePoint integration web parts and WebAccess Licht), Advanced Audit Trail, Snapshot, and Email Document Management Software and Licenses Total $22,925.00 ANNUAL SOFTWARE SUPPORT - BASIC LSAP 0 Rio Pilot - Records Management 50-99 Users 25 $193.20 $4,830.00 Includes Unlimited Laserfiche Servers, Records Management Edition, Workflow, WebAccess (including the SharePoint integration web parts and WebAccess liaht), Advanced Audit Trail, Snapshot, and Email Annual Support Total $4,830.00 For budgetary purposes, the Client should include $4,830.00 in annual budget for renewal of the items quoted above. Total Project Cost $27,755.00 This completed form will constitute as an order and will be in accordance with the terms and conditions of the existing contract between MCCi and the Client. Pricing is valid for 30 days from date appearing on this order. MCQ will invoice one hundred percent (10011/o) of the software and support upon delivery of software. If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services, which may be broken up based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. Note: MCCi will prorate the support of this additional software to be congruent with your current Laserfiche system's support (LSAP) dates, the purpose of which is to align all software with one support date so maintenance of your account is made easy. MCCi will bill for the actual amount of support, which may be higher or lower than quoted. To ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary note above to your current budgeted renewal amount. Laserfiche software and help files are provided electronically. If hard copy manuals or software is desired, there is a $50 additional charge. This will need to be requested. This is NOT an invoice. Please use this confirmation to initiate your purchasing process. icCi ==xpsriertceRE xceiience PRICING PROPOSAL PO Box 2235 Tallahassee, FL 32316 850.701.0725 850.564.7496 fax Client Name: Fayetteville, AR Product Description: ELECTRONIC FORMS FOR RIO [.� LF Forms 50-99 Users (10% Add -on to all Named Users) LF Forms Portal *Allows Forms Portal to be activated on a Forms server. Multiple licenses are needed if multiple activations are required. Allows form submission only, from unlicensed (public) and non -authenticated users. Electronic Forms Total ANNUAL SOFTWARE SUPPORT - BASIC LSAP Laserfiche Order Complete and return to: finance(@mccinnovations.com Order Date: February 18, 2016 Qty. Cost Total 60 $83.30 2 $7,995.00 [.� LF Forms 50-99 Users (10% Add -on to all 60 $17.54 Named Users) [� LF Forms Portal *Allows Forms Portal to be 2 $1 680.00 activated on a Forms server. Multiple licenses are I needed if multiple activations are required. Allows form submission only, from unlicensed (public) and non -authenticated users. Annual Support Total For budgetary purposes, the Client should include $4,412.40 in annual budget for renewal of the items quoted above. MCCi PROFESSIONAL SERVICES $4,998.00 $15,990.00 $20, 988.00 $1,052.40 $3,360.00 $4,412.40 21 LF Forms Configuration Service (per form)- 2 $2,800.00 $5,600.00 Level 3 (see MCCi Advanced Implementation Services for details) R1 LF Forms Training - Comprehensive 1 $4,400.00 $4,400.00 (see MCCi Advanced Implementation Services for details) [1 MCCi Project Management Services **Up to 1 $1,650.00 $1,650.00 10 Hours Professional Services Total $11,650.00 Total Project Cost $37,050.40 MCCI STANDARI3 SERVICES To determine which services and products are included with your project, please refer to the Pricing Proposal above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced level of tech support via the web, e-mail and phone, you can rest assured that MCCi will provide you with profession installation, training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. MCCI PROJECT MANAGEMENT SERVICES MCCi Project Managers are CDIA-certified and Laserfiche Certified. The CDIA (Certified Document Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. There are multiple Laserfiche Certifications and MCCi focuses on maintaining all of them. MCCi Project Managers administer these services and concentrate on defining business requirements and the deliverables that follow. The MCCi Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the Project Management services. These services are included to ensure the Client is prepared for the final project implementation. Implementation Client Consultation - The assigned MCCi Project Manager will perform a remote pre -installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager, the basic folder structure, document naming scheme, scheme, and template set-up will be configured prior to onsite training. Remote Installation and Configuration — Software installation and configuration may occur remotely as part of the Project Management services to ensure the onsite time purchased is focused on the direct objective. Please refer to the pricing proposal to determine if the onsite time will include installation and configuration. Remote Training — Project Management services may be utilized for training administrators or users remotely if not providing onsite training. Please refer to the pricing proposal to determine the training model quoted. LASERF€CHE BASE SOFTWARE TRAINING SERVICES The client is provided with either instructor -led hands-on training or train -the -trainer training in the operation of the Laserfiche Software and Plug -ins, and the scope of all training services to be performed is notated in the Pricing Proposal. These services will be provided onsite or remote, please refer to the Pricing Proposal to determine which has been quoted. Below are some sample outlines based on user - roles and system modules: System Administration Training • Client and Server Installation Procedure • Users and Groups — Active Directory Security Templates Tags Document Relationships 21 • Records Management • Volumes • System Settings • Back Up Procedures • Troubleshooting Procedures • Technical Support Overview Full User Training • Introduction to Laserfiche • Folders and the Folder Browser • Scanning and Importing • OCR and Full Text Indexing • Document Display • Index Card/Templates • Document Retrieval by Index Fields or Text (Searching) • Annotations • Extracting a Document from Laserfiche • Briefcasing and Migrating Documents • Customize Laserfiche • Volumes • Security • Advanced Features —Plug-ins 31 1V M ADVANCED IMPLEMENTATION SERVICES *The following services listed have been included in your Pricing Proposal based on the recommendation of your Account Executive. Please consult with them for any questions. To determine which services and products are included with your project, please refer to the Pricing Proposal above. LASERFICHE FORMS SERVICES MCCi's Laserfiche Forms Services are designed to be highly collaborative. The goal is to provide a customized package for your organization. Whether you need direct assistance implementing Laserfiche Forms, or hands-on training to empower your organization to create and maintain electronic forms, or both, MCCi has options available. Please see your Pricing Proposal for the specific Laserfiche Forms Services quoted. Forms Training Services Provided Over`die„v Comprehensive 'Training Duration Up to 5 hours Remote Up to 2 Days Remote/Onsite Forms Designer Yes Yes Process Modeler Yes Yes Workflow Configuration (For Forms Process Modeler Integration, and Filing Only) No Yes Forms Configuration (Up to 1 - Level 1 Form) 0 1 Level I LL v< Forms Design Services Up to 15 Fields Up to 30 Fields Up to 50 Fields Form Field and Data Look -up Rules* Up 10 Rules Up to 20 Rules Up to 40 Rules Process Modeler Configuration Up to 5 Steps Up to 10 Steps Up to 20 Steps Workflow Configuration (For Forms Process Modeler Integration, and Filing Only) No Yes Yes Custom Scripting (JScript or CSS)* Call for Quote Call for Quote Call for Quote *Please note: - Users submitting through the Forms Portal are limited to forms submission. Users cannot participate in the workflow/routing process within Laserfiche Forms Process Modeler or Laserfiche Workflow, unless they have a Laserfiche Named User License. - All Forms Configuration Services are conducted remotely due to multiple decision points throughout the configuration, which may cause delays. - Field Look -ups: Database Views and Queries must exist or be created by the customer prior to MCCi database lookup configuration. - Java Script and CSS Scripting (if needed) are not included, unless otherwise notated in the pricing section of the Pricing Proposal. 41 LASERFICHE AvAivTE 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 mid -size 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 multiple database platforms and incrementally expand the system with records management edition and other plug -ins such as Auditing, Web Access, Digital Signatures, 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. LAS RFICHE Rice MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users, as well as the need for test environments and multiple servers/repositories. RIO and each RIO license comes coupled with Workflow, Web Access, Mobile Access, Snapshot, Email, Digital Signatures, 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 connect either to MSSQL or Oracle for the backend database, and of course many of the same optional Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal licenses are available with RIO. LASERFICH-SOMAIA RE FEATURES ffiveyL.`CENSOM3' Feature Avante Database SQL Express, SQL, Options Oracle Retrieval Public Portal Concurrent (Weblink) Users Full Named Unlimited Users Retrieval Named Users n/a Application 1 Servers User License Model Repositories 5j Named Rice SQL, Oracle Public Portal (Weblink) Includes Workflow, Email and Snapshot for Avante; 25— Unlimited Includes Workflow, Email, Snapshot, Digital Signatures, Web Access and Advanced Audit Trail for Rio. 200 —Unlimited Includes Email capability. Minimum of 200 must be purchased. Unlimited Named Avante: Up to 14 additional (for a total of 15) Repositories can be added at an additional cost. Application Server I Up per RIO: Each Application Server can have up to 15 Repositories attached. RIO allows for an unlimited number of Application Servers. Workflow ;Included 'Included ,Snapshot 'Included Included :Email `Included Included WebAccess (Thin client access for Add -on option Included named users) Mobile Access Requires WebAccess Included Digital Add -on option Included Signatures .Add -on option Includes Advanced Audit Trail (Options for Starter, Audit Trail Standard, Advanced) :Public Portal (Weblink) Options ;Records Management Laserfiche Versions Web Admin Console Avante Public Portal: The 5 concurrent license only Weblink Public Portal :Weblink Public allows for one security profile to be set. :license package :Portal license versions are licensed per Laserfiche options 5 10 25 50 p (' acka e options(50,Unlimited p g p application server, and per processor. The licensed ;Unlimited Single 'Unlimited Single number of processors must be equal to or greater `Processor, Unlimited Processor, Unlimited than the number of processors (CPUs) on the Dual Processor, ;Dual Processor, correlating Laserfiche application server. Note: Unlimited Multi Unlimited Multi Additional copies of the Unlimited Public Portal are Processor) Processor) needed if there is a need to connect the Public Portal to more than 1 Application Server. Add -on option Lf 8.1 and later Included Laserfiche Forms Users Add -on option Add -on option Lf 8.0.1 and later Included Add -on option Laserfiche Forms Portal :Add -on option Add -on option The Laserfiche Forms User is a required add -on to all Laserfiche Full Named User licenses, and is a pre -requisite to all other Forms licensing options. This add -on will give the current Laserfiche Full Named Users full access (submission, process involvement, and approval rights) to Laserfiche jForms Server. The Laserfiche Forms Server can be installed multiple times, however each instance can jonly be associated with one Laserfiche application (Server. Laserfiche Forms Users licensing is a prerequisite to being able to purchase Forms Portal licensing. The Forms Portal license allows Form submission from (unlicensed (public) users. Forms Portal was also ,designed primarily for non-internal/public user submissions, therefore there is no Windows Authentication security validation provided. The 61 users that access Forms through the Forms Portal can only submit forms (these users cannot participate in the business process after a form has been submitted). The Forms Portal is licensed to a specific Forms instance/server, rather than to the Laserfiche Application Server. Please note that if an organization desires to have a Forms Portal for jinternal users, as well as a Forms Portal for external users, and security protocol requires that these two Forms Portals reside on separate servers (one linternal one external), multiple Forms Portal licenses are required. jThe Enterprise Forms Portal License is recommended for Laserfiche Rio Customers that Ihave multiple Laserfiche Application Servers, as Laserfiche well as for Laserfiche Avante (Avante only allows Enterprise Forms Add -on option Add -on option for one Laserfiche Application Server), but require Portal more than two Forms Portal licenses (see Forms Portal description above). Enterprise Forms Portal is, indeed, unlimited Portals. Instead of allocating one or more Forms Servers as Portals, they all are automatically Forms Portals. Laserfiche Forms Users licensing is a prerequisite to being able to purchase Forms Authenticated ;Participant licensing. Forms Authenticated Participant licenses allow Non-Laserfiche Users to participate in Laserfiche Forms Process Modeler Business Processes, and allow for secure ,authentication when interacting with Laserfiche Laserfiche ,Forms. Forms Authenticated Participant licensing is Authenticated Add -on option Add -on option recommended for all internal users that require authentication and/or intend to participate in more . Participants Ahan just the Forms submission process, and for ;those users that do not have Laserfiche Full Named ,User licensing, but have a need to authenticate and ;participate in Laserfiche Forms Business Processes. =A Forms Authenticated Participant license is required for each Forms Server that the user needs to submit to. Upgrade Path Rio n/a 71 LASERFICHE PLUG -INS Laserfiche Plug -Ins, Utilities, and Tools MCCi can provide additional Laserfiche Plug -ins Utilities, & Tools software. Laserfiche offers a selection of modules 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. Please refer to the pricing page/pricing proposal to determine which modules have been proposed. Electronic Forms • Laserfiche Farms allows organizations to create Web forms for collection and processing information electronically. • Laserfiche Forms has flexible design options to meet your organization's needs. You can: Create custom forms from a library of field or selection elements. Apply preset or custom themes, including page logo, colors, buttons, fonts, and more. Configure form elements to dynamically be displayed or hidden depending on user inputs or to be populated with data from external data sources. Automate business processes for form data to follow, such as decision -making, emailing, or approvals. Create custom form layouts and dynamic behaviors with CSS and JavaScript. • Role -based security is included to allow and restrict access to necessary functions for form submitters, reviewers, approvers, form creators, and system administrators. • Reporting tools allow different views of details on submitted forms such as: User view of details about all submitted forms. Approver "dashboard" of submissions awaiting approval. Administrator views of all submissions by form and approval status. • Forms can be used internally or externally (with the appropriate licensing). Publication options include login to forms system, public URL, secure URL, or embedded into a Web page. • Submitted data can be exported for further analysis or distribution. • Submitted forms can be utilized to initiate an email notification or start a workflow rule within Laserfiche. 81 MCCi will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche System. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements as recommended by MCCi, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. MCCi does not recommend any version of Windows that is approaching or is beyond the "End of Extended Support Date' specified by Microsoft. -sronnian Station PC OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 2.8 GHz processor or faster Memory 2 GB RAM or more Communications TCP/IP Web browser Internet Explorer 6.0 or higher 1_hent OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista CPU 1 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor Memory 1 GB RAM or more, Performing OCR: 2 GB RAM Communications TCP/IP Web browser Internet Explorer 6.0 or higher Batch Processing Quick Fields Machine Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista, Windows XP Professiona OS (Service Pack 3 or later) CPU Memory Communications High Volume Recommendation L a- rvrf ichv Application Server OS CPU Memory Communications 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz or faster processor 4 GB RAM or more TCP/IP Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) Quad -Core Processor, 2.5 GHz Processor or better 4-8GBRAM TCP/IP lrnoge/File ServerStornrre Typical usage factoring is 18,000 black/white standard size images per GB. Clients typically use a Network Attached Storage (NAS), Storage Area Network (SAN), or a Local Storage Device. 91 f :: RDIt° XItF Ri,.Qt uaranaSe iwanagemenr system SQL Server 2012, SQL Server 2008 R2 Standard, Microsoft SQL Server 2005 (Service Pack 3 or later), Oracle 9i Release 2 (9.2.0.8+), Oracle 10g (10.2.0.4+), Oracle 11g (11.1.0.6+). For MSSQL, MCCi recommends storing the MDF and LDF on different drives. Growth of MDF Avante SQL or Rio SQL to 10%-15% and Log to 5% to 10% of cumulative Laserfiche Volume size is anticipated. Avante SQL Express Microsoft SQL Server 2008 Express Edition *Note: Oracle or Microsoft SQL Server must be purchased separately. You must additionally purchase enough licensing for your DBMS to support your Laserfiche installation. Laserfiche Workflow Server .. ...... ._.... _ .1 Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008, (Service OS Pack 2 or Higher) _ CPU 4 Core Processor, 2 GHz Processor or better Memory 4 GB RAM Communications TCP/IP Laserfiche Atidit Trail Server OS Windows Server 2012 R2, Windows Server 2012, Windows 2008 R2, Server 2008 (Service Pack 2 or Higher) CPU Dual Core Processor, 2 GHz Processor or better Memory 2-4 GB RAM Communications TCP/IP Local Storage C:\ Drive with 40G6 or greater available Web Module Serverlsl Required if Installing "Web Access" or Public Portal- Weblink" OS Windows Server 2012 with IIS 8, Windows Server 2008 R2 with IIS 7 CPU Dual Core 2.8 GHz or faster processor Memory 2 GB RAM or more Viewer Web Browser (minimum versions): Laserfiche Web products operate most efficiently when using Internet Explorer 9. Other supported browsers are Firefox, Safari and Chrome 101 Clients are responsible for any additional security protocol setup/associated fees that are required to provide internal/external web access. An example would be setting up "Kerberos" for thin client active directory authentication, or setting up VPN access to allow Laserfiche's iPad/iPhone applications to connect through the Web Access server. Laserfiche Public Portal — Weblink Per Processor (Unlimited) licensing specifics: The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the Laserfiche application server performance (one processor can handle roughly 100 to 150 concurrent retrieval connections). The client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs/processors on the Laserfiche application server that the Public Portal will connect to. For example, the client must have a dual -processor or multiprocessor Public Portal license in order to connect to a Laserfiche Application Server that has two or more processors. Public Portal View Only Licenses may only be Note used with WebLink; they are not available for other applications. OCR Scheduler for Laserfiche OS Windows Operation Systems: 32 & 64 bit Requirements Laserfiche Version 8 Server (runs as a service), Laserfiche Version 8 Client. Recommendation 1 dedicated LF Named User license sram3ers Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: http://Iaserfich e.com/static/Resources/scanl ist. htm I. Laserfiche Forms Laserfiche Server Version 8.3.2 or higher, Avante or Rio licensing model Web Server Windows Server 2008 or Windows 7 with IIS 7 or 7.5, Windows Server 2012 CPU 2.9 GHz or faster processor Memory 8 GB RAM or more Database Server Microsoft SQL Server 2008, 2008 R2, and 2012, and 2012 R2 Client Laserfiche Forms can be viewed in Chrome, Firefox 3.5 and higher, Internet Explorer 7 and higher, Opera, and Safari (Mac only). It also support mobile browsing from iPad 2 and higher. For best results we recommend using Internet Explorer 9 or higher, Firefox 12 or higher, or Chrome 6 or higher Note Internet Explorer 7 users should install Microsoft security update 947864 (MS08-024) City of Fayetteville - Purchase Order Request (PO) Requisition ��°. ate. 2I1212016 (Not a Purchase Order) h.0 Number: All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov. Purchase shall not be made until an actual PO has been issued. Vendor 26354 Vendor MCCi LLC Mail #: Name: DYES p ves ❑ No Address: 1958 A Commonwealth Ln FOB2016-0088 r'oinr Taxable p ves ❑ NO Expected Delivery Date: City: Tallahassee State: FL Zip Code: Ship to code: Quotes Attached 32303 0 ves ElNO Requester: Brad Fulmer Kequester's Employee #: Extension: 2273 8217 Item Description Ouantity Unit of Issue Unit Cost Extended Cost Account Number Project.Sub# Inventory # Fixed Asset # 1 Laserfiche Forms 1 37,050.40 $37,050.40 4470.9470.5801.00 13007.1 6340 2 Laserfiche Licenses 1 27,755.00 $27,755.00 4470.9470.5209.00 02094.1 3 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 8 $0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 SpecialInstructions: Subtotal: $64,805.40 Tax: $6,318.53 Total: $71,123.93 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer: Budget Director: IT Director: Dispatch Manager: Utilities Manager: Other: Revised 11121=15 NoRTHWESTARKANsAs Democrat *tgazette w "..., ;. 07 FA,' ; 1 E It i.E, AIR, • `9 442-1,00 Fr.n 4 9 h95 Il"18 v`V WNWAD .0h7 AFFIDAVIT OF PUBLICATION I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 5855 Was inserted in the Regular Edition on: March 10, 2016 Publication Charges $ 137.80 Cathy Wiles V/lJl Subscribed and sworn to before me This 1% day of/1 CK L-� 2016. Notary Public _ My Commission Expires: -7 Epu LEY DAVIS ashington County - Comm# 12694247 n Expires Jul 2, 2025 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 5855 File Number: 2016-0088 LASERFICHE DOCUMENT MANAGEMENT SYSTEM FROM MCCI, LLC ADDITIONAL SOFTWARE USER LICENSES: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF ADDITIONAL LASERFICHE USER LICENSES, THE LASERFICHE FORMS MODULE, ANNUAL SOFTWARE MAINTENANCE, AND FUTURE SOFTWARE AND SERVICE NEEDS THROUGH THE END OF FISCAL YEAR 2017 FROM MCCI, LLC IN AN AMOUNT NOT TO EXCEED $235,000.00 PLUS APPLICABLE TAXES WHEREAS, on August 18, 2015, the City Council approved the purchase of a new enterprise resource planning system from New World Systems Corporation which included a new document management system called Laserfiche; and WHEREAS, City staff anticipate that the number of user licenses needed by City staff will continue to grow beyond the initial thirty five owned by the City and the ability to purchase additional user licenses, annual maintenance, software and service in the future will address additional electronic document management needs of City staff; and WHEREAS, the purchase of a new forms module will significantly improve the usability of the City's online forms and how citizens and businesses digitally interact with the City; and WHEREAS, Laserfiche does not sell licenses or software modules directly and requires all purchases to be made through the original vendor which is MCCI, LLC, the largest vendor of Laserfiche to government entities in the United States. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of additional Laserfiche user licenses, the Laserfiche forms module, annual software maintenance, and future software and service needs through the end of fiscal year 2017 from MCCi, LLC in an amount not to exceed $235,000.00 plus applicable taxes. PASSED and APPROVED on 3/1/2016 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 73606997 March 10, 2016