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HomeMy WebLinkAbout57-05 RESOLUTIONRESOLUTION NO. 5 7 - 0 5 A RESOLUTION APPROVING A SALES AGREEMENT IN THE AMOUNT OF $255,780.00 VVITH DYNAMIC INFORMATION SOLUTIONS COMPANY, INC. FOR THE PURCHASE AND IMPLEMENTATION OF AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $200,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a Sales Agreement in the amount of $255,780.00 with Dynamic Information Solutions Company, Inc. for the purchase and implementation of an Electronic Document Management System. A copy of the Sales Agreement, marked Exhibit "A" is attached hereto and made a part hereof. Section: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $200,000.00. PASSED and APPROVED this 15th day of March 2005. APPROVED: ATTEST: ................. el,cte6÷? 0:e ‘•YcOS IA- • • (1.4- C.) • • 13 ff. . :FAYETTEVILLE: By: °it\ VirA,8115:0 NS.A.J÷,/ 111.1,4/10.7"0 11. 0C":" By: SONDRA SMITH, City Clerk DAN COODY, Mayor Dynamic Information Solutions Company, Inc. (D.I.S.C. Imaging Systems) SALES AGREEMENT This Sales Agreement is made as of March 11, 2005 by and between Dynamic Information Solutions Company,Inc. (the Seller"), and the City of Fayetteville, Arkansas (the "Buyer"). Dynamic Information Solutions Company, Inc. has certain property which Dynamic Information Solutions Company, Inc. desires to sell and City of Fayetteville, Arkansas desires to buy, such property being more particularly described as follows: Documentum AX5 Content Management Solution including ApolicahonXtender Document Scanning/Indexing. WebXtender Web client access. ERMX Enterprise Report Management Venty OCR Full Text Document Searching. Enterpnse Records Management, TeleForm Automated Forms Processing. ArGis Module. DiskXtender Modules, SDK/CDK Development Tool Kit, Ventv Forms Processing Software. AX5 and System Installation. Application Development and Training. System Maintenance Two NAS Image Storage Devices, AXIM AX Integration Module the 'Property"). Dynamic Informahon Solutions Company, Inc. and City of Fayetteville Arkansas agree to the following terms and conditions of the sale and purchase of the Property between Dynamic Information Solutions Company and City of Fayetteville, Arkansas: 3 The property will be tested and properly installed by Di. S. C. so that it functions properly and as represented by D.I.S. C. and meets the needs of the City of Fayetteville. 4 The City of Fayetteville, Arkansas will pay for the property in full with 30 days after Acceptance. Dynamic Information Solutons Company, Inc. will sell the Properly to The City of Fayetteville, Arkansas and The City of Fayetteville, Arkansas will purchase the Property from Dynamic Information Solutions Company for the amount of$255,780 . As long as Dynamic Information Solutions Company has performed in accordance with the terms of this Agreement, The City of Fayetteville, Arkansas agrees to purchase the Properly from Dynamic Information Solutions Company, Inc. for the price set forth above. This Agreement shall be binding upon Dynamic Information Solutions Company, Inc. and The City of Fayetteville, Arkansas and their respective successors and assigns. This Agreement shall be governed by, and construed in accordance with, the laws of the State of Arkansas. In Witness Whereof, the Parties hereto have executed this Sales Agreement as the date first above written. Dynamic Information Solutions Company. Inc. (Seiler) Date: 3- /7-07005" 15 Shackleford Drive, Ste. A. Utile Rock AR 722/1 501-223-2238 The iPofFa iIIeA uses BuBy in _AL di• Ai a Date Jr MP • • Appendix A ••• Dynamic Information Solutions Company, Inc. 15 Shackleford Drive, Suite A Little Rock, AR 72211 Phone: 501-223-2236 Fax: 501-223-4094 Email:markw©disclIc.com Item Software City of Fayetteville EDM System Software/Hardware/Installation Pricing Overview Amended 03-11-2005 Price PMAtia yr' *Documentum AX5 AX = Thick Client, INX = Web Client, ERMX = COLD Client 8 - AX/WX/ERMX Bundle Concurrent Users AX -Document Imaging VVX-Web Access to Imaging/COLD(ERMX) ERMX- Computer Output Storage ie Print spool files, reports, checks Includes four additional ScanXtender license for the Canon Scanners $31,000 $6,200 See Additional Optional AXMX pricing at bottom AXIM (AX Integration Module) 8 - AXIM Image Enabling Concurrent Users Integration Module is the out of the box image enabling tool. Clicking on a index value( ie P.O. #) in an application outside Of AX with execute a search for that document within AX AX OCR Server 10 — Verity Full Text Client Software Verity Full Text Server AX OCR Server OCR converts printed documents into electronic text. When Submitted to the Full Text Server the text is searchable ***AX ForeMost Records Manager AX Foremost Concurrent Connections/Administrator-8 users AX Foremost Server AX Foremost Application Developer The Records Management software is designed for records retention, management and classification. $5,995 $1,000 $3,450 $3,719 $1,859 $3,100 $4,650 $3,348 $698 $719 $360 $770 $648 DiskXtender 2000 Data Manager DEX 2000 Data Manager for Scanned Images $1,675 $335 DEX 2000 RAID/NAS Migration ITB Capacity -2 ea. $9,298 $1,860 DiskXtender pricing is for two devices with 1 TB of storage each. DiskXtender manages storage devices, is required for disaster Backup purposes in the event of system failure -required. ARCGis Module $6,000 $1,200 SDK/CDK Development Toolkit $6,500 $1,300 ****Public Access Web Licenses $40,000 $8,000 Verity Forms Processing Software $15,000 $3,000 Hardware NAS Storage Devices — 2 ea. $10, 662 Labor Installation $34,000 Application Development $10,000 Training $18,000 Support $27,490 $235,746 Taxes $20,034 Totals $255,780 $27,490 Important Note: Pricing is effective until March 23rd. Some of the enclosed pricing Is special rate pricing and was extended from the RFP submittal date. • City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2005 Department Sales Tax Capital Improvements Division: Program: Date Requested 3/1/2005 Ad ustment Number Project or Item Requested: $200,000 isrequested in the Document Imaging System capital project. Project or Item Deleted: $200,000 from the Use of Fund Balance account in the Sales Tax Capital Improvements fund. Justification of this Increase: The funding is needed to approve a contract with Dynamic Information Solutions Company, Inc. Justification of this Decrease: There is sufficient fund balance remaining to comply with City policy and 2005 objectives. Increase Budget (Decrease Revenue) Account Name Account Number Amount Project Number Fixed assets 4470 9470 5801 00 200,000 02094 1 Decrease Budget (Increase Revenue) Account Name Account Number Amount Project Number Use of fund balance 4470 0947 4999 99 200,000 Approval Signatures Requested By Date Budg Manager 41 EA8.14-•-•---' rtment . tor II. AI 1 i . 44'In- r: Services •• to 0 . Mayor Date aziv-ar Date Date Date Budget Office Use Only Type A Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category Log Initial Date lnitial Date Initial Date Initial Date • City Council Agenda Meeting To: Mayor and City Council 7,K Thru: Steve Davis, Finance and Internal Services Direct( . From: Scott Huddleston, Information Technology Manager Date: February 2, 2005 Subject: Dynamic Information Solutions Company, Inc Contract City of Fayetteville 113 W Mountain Fayetteville, AR 72701 479-575-8320 a/Ile-art E6-5 31/5-16-5 5'7-46 yr) awl c• airfilait 5a4thainS RECOMMENDATION The Information Technology Division recommends for approval a contract with Dynamic Information Solutions Company, Inc for the implementation of an Electronic Document Management System (EDMS). BACKGROUND The City of Fayetteville currently staffs one full time Microfilm Clerk. The Microfilm Clerk maintains archival records, which includes prepping, filming, processing, duplicating, indexing and storing documents for various City departments; and retrieval services for employees and citizens. This position currently provides accurate keeping and proper storage of all necessary records for City business. In 1996 $40,000 was budgeted for the EDMS system. In 1997 another $60,000 was added bringing the budget total to $100,000. The previous City Clerk has used funds from this account bringing the balance to $88,000. No cost estimate was ever completed for this project. DISCUSSION Currently between 30,000 to 60,000 documents are microfilmed each month. There is an expectation that adding divisions to the workflow process will increase these numbers dramatically. The primary increase will be in providing electronic storage of some police department records and building plans. Page 1 of 3 .57 -or • 0: The objective is to implement a system with hardware and software that stores, retrieves, and manages documents to support business processes. The primary purpose of the EDMS system will be to manage documents required to support business processed in all areas of the City. The objectives for this system include: • Enable staff to improve quality and timeliness of customer services and manage projected increases in customer volumes and services. • Provide for improved disaster recovery and safety of mission -critical documents through electronic storage. • Facilitate providing new customer services (e.g., Web -enable imaging and document management). • Streamline City of Fayetteville processes through imaging, document management, and workflow. • User friendly storage and retrieval of documents. The benefits that are expected from the EDMS: • Integrating document images with other electronic processes, including workflow, enabling the City of Fayetteville to: o Streamline business processes. For example, because imaging allows parallel processing, work steps that were sequential will be performed concurrently, thereby saving time to complete a process. o Stabilize business processes. Because workflow is rules -based, it will help ensure that processes are performed consistently every time, thereby gaining consistency of results and more efficient processing. • Streamlined and stable processes will result in: o More timely services to customers o Increased quality of services to customers o Ability for staff to address more critical areas, allowing for more flexibility in responding to changing business needs. o Increased ability to manage projected future workloads and provide new services. • Improves security and disaster recovery capability for the City of Fayetteville documents as well as reduces the likelihood of lost documents and files. • Allows staff with proper authorization electronic, ready access to paper document files, such as employer files, eliminating wait times for paper files and documents. • Gives the City ofFayetteville the potential to consolidate access to information -bearing sources, such as paper documents, electronic documents, faxes, voice mail, and E -Mail into one single source. Consolidation of access will result in: o Bridging knowledge gaps in a group of individuals by making information readily available to everyone. o Less time spent searching for information. o Easier access to public documents Page 2 of 3 • Provides better data -sharing for internal staff and citizens. This will result in: o Staff' making more informed decisions. o Ability of City of Fayetteville to offer citizens direct access to documents, within secured limits. • Reduces space required for storage and retrieval of City of Fayetteville records. Current hardware used to microfilm is outdated with a future need for replacement. The equipment used by the City of Fayetteville was manufactured by Bell and Howell which was sold out to Kodak. Kodak does not offer a traditional microfilmer anymore — the products were discontinued in 2004. Replacing the current equipment would require a change in process. Appendix A covers the cost associated with implementing an Electronic Documents Management System. Appendix B illustrate the large amount of documents waiting to be filmed. This does not represent all divisions. BUDGET IMPACT Software $135,594 Hardware $ 64,896 Installation/Training $ 62,000 Tax $ 20,798 Total $ 283,288 A budget adjustment of $ 200,000 has been requested since no cost estimate was ever completed for this project. Page 3 of 3 • • Appendix B 1 City Hall Microfilm Office - , City Hall Microfilm Office City Hall Hallway to enter Microfilm Office Note: If the EDMS is approved the ledgers lined up would become part of the automated process. Ledgers would not need to be printed anymore they would be generated automatically into the EDMS. Page 1 of 16 City Hall Entrance to Microfilm Office City Hall Entry hallway under stairway to Microfilm Office • City Hall Microfilm Closet Page 2 of 16 City Hall Entry hallway under stairway to Microfilm Office -,1.1••••••• City Hall Entry hallway under stairway to Microfilm Office Planning and Engineering Page 3 of 16 • Planning and Engineering Planning and Engineering o Planning and Engineering Note: These file cabinets were purchased for storage and are full. Page 4 of 16 Planning and Engineering Storage Closet • Planning and Engineering Attic • • Planning and Engineering Attic Planning and Engineering Attic Page 6 of 16 4. • Planning and Engineering Attic Prosecuting Office Attic • Planning and Engineering Attic Page 7 of 16 • Prosecuting Office Attic • Prosecuting Office Attic Prosecuting Office Attic Page 8 of 16 SIOn ALL --P• • Prosecuting Office Attic • Prosecuting Office Attic I Wit Prosecuting Office Attic ai41;9 • Ili—resd#11 #1, Page 9 of 16 - $•011: Asodo*7 IMP • Prosecuting Office Attic Prosecuting Office Attic Page 10 of 16 Prosecuting Office Attic Prosecuting Office Attic Page 11 of 16 Document Storage Cable Administration Building Basement Prosecuting Office Attic Document Storage Cable Administration Building Basement Page 12 of 16