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