HomeMy WebLinkAboutPR 23640: REAL VISION owv
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: February 16, 2024
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Fay Young, Information Technology Director ,
RE: Proposed Resolution No. 23640—Real Vision
Introduction:
This Agenda Item intends to seek the City Council's authorization for the City Manager to Real
Vision (RVI) through Real Vison, Inc. in the amount of$39,000.00.
Background:
This purchase will enable the City to retain historical documents that were not able to be
migrated from Naviline into Tyler Munis. The Finance department replaced the Naviline ERP
system with Tyler Munis in 2021.
Budget Impact:
The cost is $39,000.00. Funds are available in the IT Account 001-09-023-5241-00-10-000-.
Recommendation:
It is recommended that the City Council authorize the City Manager to Purchase Real Vision
through Real Vision, Inc. Real Vision, Inc. is a sole provider of Real Vision.
"Remember, we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
To: City of Port Arthur
From: John Paul Roundtree
Date: February 16, 2024
This letter serves to notify you that Real Vision Software, Inc. is the sole developer and sole provider
of the RVI Software support used by the City of Port Arthur.
No other organization provides RVI software support.
If you have any questions, please let us know.
Best,
John Paul,
John Paul Roundtree
Vice President
Real Vision Software, Inc.
3700 Jackson Street Suite 203
Alexandria, LA 71303
-software.com
ion. pft vare.com
1
P.R. NO. 23640
FY 2/16/2024
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH REAL VISION SOFTWARE, INC FOR THE
PURCHASE AND INSTALLATION OF A REAL VISION SYSTEM WITH
A PROJECTED BUDGETARY IMPACT AMOUNT OF $39,000.00.
FUNDING AVAILABLE IN INFORMATION TECHNOLOGY IT
EQUIPMENT ACCOUNT 001-09-023-5241-00-10-000-.
WHEREAS, the Finance Department replaced the Central Square Enterprise Resource
Planning system with Tyler Munis; and
WHEREAS, historical images of documents were not able to be migrated to the new
system; and
WHEREAS,the historical images are needed for daily operations and audits; and
WHEREAS, Real Vision, a proprietary of Real Vision Software, Inc., can be used to
convert and stored the documents in a useable format for a projected budgetary impact of
$39,000.00; and
WHEREAS, this procurement is exempt from bidding under Section 252.022 (a) (7) of
the Texas Local Government Code as an item that is available from only one source; and
WHEREAS, it is in the best interest of the City to have access to historical documents;
and
WHEREAS,the proposed Statement of Work is attached as "Exhibit A".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council hereby authorizes the City Manager purchase Real
Vison through Real Vision, Inc for $39,000.00, in substantially the same form as attached hereto
as "Exhibit A".
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ, ADOPTED AND APPROVED this the day of February, A.D. 2024 at a
regular meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmembers:
Noes:
Thurman Bill Bartie, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
1/4".4_,
Val Tizenqf, City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton, CPM Fay Youn , CIO, P P
City Manager Director Information Technology
APPROVED AS TO AVAILABILITY OF FUNDS:
),
Lynda(Lyn)Boswell, MA, ICMA-CM Clifton E. Williams,Jr., CPPB
Director of Finance Purchasing Manager
Exhibit A
Rvi
Statement of Work and Quote
Date February 7, 2024
Client City of Port Arthur.
PORT ARTHUR
TEXAS
Project Name RVI for Windows
Prepared for Fay Young
, Information Technology Director
444 4th St.
Port Arthur, TX 77640
Phone (409) 983-8164
E-Mail: fay.younqaportarthurtx.gov
Prepared by Thomas Lucas, RVI Installer
Scope of Work and Quote
This Scope of Work (SOW) details the necessary tasks to implement an RVI for Windows solution. An
RVI certified installer will provide services for the installation and configuration of the RVI software. This
RVI Installer will implement the application requirements identified for this project in the Work
Requirements section. Once the RVI installer has completed all the installation the training for admin
and users will be completed.
This implementation is the primary subject of this document, and any changes or new requirements must
be agreed upon in writing by all parties prior to the work being accomplished.
Place of Performance
All processes related to this project will be performed remotely.
Contacts & Resources
Name Company Email Phone
Fay Young City of Port Arthur fay.vounci portarthurtx.gov (409) 983-8164
Joe Tabb Central Square joe.tabb@centralsquare.com
Thomas Lucas Real Vision tomI(a�realvisionsoftware.com (318)449-4579 x 119
Kenny Smith Real Vision kennyerealvisionsoftware.com (318) 449-4579 x 112
John Paul Roundtree Real Vision johnpaul(a�realvisionsoftware.com (318)449-4579 x 107
1
Real Vision Software, Inc.
P.O. Box 12958 Alexandria, IA 71 3 1 5 318.449.4579 lax 318 448. 3t033
www rc•alvisionsoftware.c vuffic e@ realvisionsoftware c urn
Key Assumptions
This Statement of Work is based on the following key assumptions. The Client Prerequisites sections
must be completed prior to the start of the RVI Work Requirements for each specific project phase.
1. The client is responsible for providing all hardware and software required to support the RVI for
Windows application.
2. Client Prerequisites (Remote Access).
a. Install and configure Microsoft Server 2012 or newer.
b. Install Microsoft SQL Server 2012 or newer.
i. Install the "Full Text" feature of SQL server during installation. This is not
selected to install by default.
c. Install and/or configure a supported Web Server if one is not already configured.
i. Microsoft Internet Information Services(IIS).
d. Create users and/or user profiles for RVI remote resources to use.
i. Server user with administrator privileges.
ii. Authority to any separate servers used for image file storage other than RVI for
Windows application server.
e. Configure the Windows IIS FTP Server and grant the RVI user profile root access.
f. Provide a suitable method for RVI technicians to remotely access these resources:
i. The Windows server in which RVI for Windows will be installed.
ii. Any additional separate servers being used for file storage(SANs/NAS/)etc.
iii. Unattended access is strongly requested to allow RVI resources to gain access
to the server(s) without unnecessary time spent waiting for sessions to be
established. If this is not possible, additional project time may need to be
allocated to account for inevitable delays.
g. Windows credentials to allow the RVI technician access to the network and all resources
to be used in this project phase.
h. The Server must be configured, software installed, and remote access provided
to RVI no later than 1 week PRIOR to the scheduled project.
3. Client Prerequisites (Remote Project Phase).
a. Hardware such as PCs and scanners to be used in this project must be set up, installed
and configured to base functionality for the project. This includes any configuration
required to access the client's network and/or any remote resources (SAN, NAS, etc.)
required. If a PC is to be used as a scanning station, the scanner hardware should be
set up and configured to a basic level following the manufacturer's instructions.The RVI
technician will perform any special software requirements remotely for this project.
b. Windows credentials to allow the RVI technician access to the network and all resources
to be used in this project phase. The RVI user profile should be a member of
Administrators on the Scanning Station PCs.
4. The client has resources proficient in the use and administration of these applications as RVI will
not provide any training in the installation, use, or support of these products, nor provide on-going
direct support of any of these products.
a. The Microsoft Server application version installed.
b. The Microsoft Server Operating System.
c. Windows Active Directory.
d. MS SQL Server(version installed).
e. Microsoft Windows IIS (Internet Information Services).
f. Any additional non-RVI applications installed to support RVI for Windows application.
2
Real Vision Software, Inc.
P.O Box 12958 Alexandria, I A 7 1 3 1 5 318 449 4579 Ft-ix 318.448.3033
www.retrivisionsoftware c corn rvof fir e@azrealvisionsoftwarr.tom
5. Windows Active Directory (AD) Security Groups are used to control user security in the RVI for
Windows application. AD Security Groups must be created to correspond to the security
configuration RVI. Users are required to login to the RVI for Windows application to access the
functions, but the user and password are validated using AD. Several new AD Security Groups
may be required based on the granularity of security the client desires. Users may belong to
multiple AD security groups and RVI will grant the user all the privileges associated with each
security group to which they belong.
6. If Applicable: All existing Spool files in the RVI for IBM i application will need to be in a "burned"
status to be exported to the RVI for Windows application. This requires that the process in RVI,
which stores the spool files in the IFS in a compressed state, must be executed against all spool
files prior to them being exported to the RVI for Windows application.
7. If Applicable: Reports generated by applications on platforms other than the IBM i to be captured
and archived in the RVI for Windows application must be created in PDF format to be imported by
the RVI for Windows application. The client will need to provide their own solution for ensuring
that these reports are in PDF format prior to them being presented to the Windows application for
import. PDF reports are imported into RVI for Windows as a single report. The PDF reports are
not "split" into smaller files based on any values in the contents of the PDF document although
RVI can recommend sever third party utilities that can accomplish splitting the PDF prior to it being
imported by the RVI for Windows product. RVI has the capability to automatically extract index
values from the first page of PDF reports during the import process. If any index values are to be
automatically extracted from the PDF files, the text in each PDF file must be"searchable text".
8. Drag & Drop is supported on the RVI for Windows application and requires that each station have
the RVI PC Client installed in order to use it. RVI for Windows has newer"preferred" methods for
accomplishing the import of external documents and the client will be given the opportunity to
implement one of these methods in place of Drag & Drop, as they do not require the installation
of the RVI PC Client for use. External file formats such as .xls, .doc, .eml, etc. to be imported into
the RVI for Windows application may be placed into a network directory that can be accessed
directly by the RVI application server. This includes files captured on Multifunction Devices and/or
individual user PCs that cannot have indexes automatically extracted. These imported documents
are placed in a batch and are indexed manually.
9. The client will provide personnel to participate in the analysis and testing procedures performed
by the RVI Technician during applicable phases of the project.
10. If applicable: The client has resources proficient in the creation of code required to provide basic
interfacing. RVI does not modify or add code to other parties' software. Any data posting
modifications will be the responsibility of the client. RVI can supply the rules and indexing data
format on the data to be posted to RVI.
11. It is the client's responsibility to provide RVI with an existing scanner inventory with make and
model used in the install. Based on this list the compatibility of the scanners may or may not be
upgradeable to use RVI's PC Client and these PC workstations cannot be on Windows XP or
below. If they cannot be upgraded the client is responsible for any new scanners and/or software
required to bring them up to current code.
12. If applicable: the RVI Technician will demonstrate the installation and configuration of the RVI PC
client on up to three scanning stations to train the client's support personnel. Additional scanning
stations will be installed and configured by the client's support personnel.
13. RVI system back-ups will be discussed but it will be the customer's responsibility to
perform this function.
3
Real Vision Software, Inc.
f.0 Box 12958 Alexandria. LA 7 1 . 1 5 318.449.4579 FaX 3 18.448.3O3 3
www rc,1lvisionsoftware corn rvoffic et recalvisionsofiwcrre c orn
Scope of Work details.
Phase 1. Performed by City of Port Arthur
• Install SQL on Windows Server
• Install IIS on Windows Server.
• Spool Reports will be required to be compressed via the RVI Burn process.
Phase 1. Performed by Central Square
• Require access to IBM-I libraries for City of Port Arthur.
• RVI will supply SAVF contain conversion library RVIPHP.
• Directory RVIPHP8 will need to be created for Port Arthur data conversion.
• Will need to re-convert file data once no new data is written to RVI data files. (Go Live)
• Release of 7.0 of RVI or greater.
• Kenny Smith: Virtual Optical Migration.
o RVI will alter the paths in our file to reflect the new path. The customer also needs to
notify RVI when the process is complete so that we can verify that our files have no
pointers to the optical. Once verified by RVI the customer can discontinue using the
optical device.
o RVI will provide the custom programs to copy all data from your IBM Virtual Optical
platters to IFS. The files will be placed in the IFS directory that corresponds to the
creation date in the RVI database.
o A technical System i person as the primary contact for installation, testing and training.
o The cost for the custom programming, the remote installation and customer training will
be $4,500.00 dollars plus any applicable taxes. This quote is good for 60 days and
payable before the code can be sent. Should the scope of work change RVI reserves
the right to renegotiate the fee.
Phase 1. Performed by RVI personnel (ARCHIVAL ONLY)
• Install RVI Windows Application
• Conversion of data from IBM i
• Conversion of data to Windows Server.
• Setup Directories Required by RVI Applications
• Setup System Definitions in RVI Windows Application
• Setup Option Security Based on Active Directory Groups
• Work with City of Port Arthur to define Active Directory Groups
• Create Active Directory Groups to Match City of Port Arthur AD Groups
• Administration User Training
• User Training for Archival Viewing Only
4
Real Vision Software, Inc.
f 0. Box 17958 Alexandria, I 71 315 318 449 4579 Fax :318.448.3033
www rc°alvisionsoftware°.cu n rvofficer_d,realvisionsoftware.eorra
Acceptance Quote
RVI-2365-JPR-SOW
All costs listed below are based on this Statement of Work. The client signature below verifies
that the terms of this Statement of Work and Quote are acceptable.
Item Price Cost Structure
RVI Service Fee $ 4,500.00 Optical Plater Conversion
RVI Services Fee $10,500.00 Remote— Install Windows System
RVI Data Conversion $ 4,000.00 IBM-I To Windows Conversion
RVI Yearly Maintenance $ 2,000.00 Yearly Maintenance expired, 50% off util 6/2024
RVI Windows License $18,000.00 IBM I Migration License to Windows 40% off
TOTAL $39,000.00 (Before applicable taxes)
For this installation we recommend that RVI provide one (1) RVI Technical resource remote to
complete the above task. Should additional work be requested or required due to requirements
outside of this Statement of Work, additional charges may apply and be agreed upon in writing
by both parties.
Following acceptance of this document, the actual date of the installation will be established.
This Statement of Work is based on information gained through interviews with the above-
named key contacts. It is a comprehensive and complete accumulation of the expectations for
the initial imaging installation and is intended as a control document for the implementation.
If this meets your approval, please sign below and email to iohnpaul�realvisionsoftware.com.
Thanks for choosing RVI and if you have questions, please let me know.
Best,,
john/ParAZ
John Paul Roundtree, Vice President
Real Vision Software, Inc.
318.449.4579 x107
Signature
Printed Name
Title Date
5
Real Vision Software, Inc.
f=0 Box 12958 Alexandria, LA 71 315 .318.449.4579 Fax 318.448. 3033
www.reaivisionsoftware.com rvofficeC&realvisionsoftware corn
Systems to be converted to Windows Application
Current Systems to be converted.
Ueucription
A ACCOUNTS PAYABLE/PURCHASING
B JOURNAL ENTRIES
C UTILITY CONTRACTS
G GMBA REPORTS
H HUMAN RESOURCES
1 UTILITIES
l LAM SUITS
P PAYROLL REPORTS
R ACCOUNTS RECEIVABLE
T TEST SYSTEM
U UTILITY REPORTS
RVABREP Record Count from IBM i
RVABREP Library RV! I 1 ti
RYABREP Record 1 fi 1 :z ',4
Virtual 0•tical Directories: Kenn Smith from RVI will work with Central S.uare.
4 9 rz Farr platter . 23 s 1a! !pre: = 1E3 5 919 ., y ", f.il i 9F4 -2
Ima•e Directo Size: 21 gig
SUM [ SWSIZE
Virtual Optical Names: PTARVOL001 — PTARVOL023
Next available Volume PTARVOL024
current Car t r idge
■:r**IFS /IMAGE
C PTARVOL012
G PTARVOL023
N PT ARVOLO 12
L PTRRVOLO17
P PTARVOL023
T PTARVOL018
U PTARVOL023
6
Real Vision Software, Inc.
P 0 Box 12958 Alexandria, l A 7 1 315 318 449 4579 1 tx i 18-448.3033
www reaivisionsoftware.corn rvoffice@'realvisionsoftwarr corn