HomeMy WebLinkAboutPR 17766: PURCHASE AGREEMENT WITH IMAGENET CONSULTING FOR SOFTWARE, INSTALLATION AND TRAINING FOR LASERFICHE SOFTWARE SYSTEM Office of the City Secretary
Memorandum
TO: Mayor, City Council and City Manager
FROM: City Secretary Sherri Bellard 4
DATE: July 3, 2013
SUBJECT: P.R. 17766; Council Meeting July 9, 2013
COMMENT
Attached is P.R. No. 17766 which pertains to a systems upgrade, with additional programs, to the
existing Lasertiche Software System. In addition to the upgrade, there will be three new programs;
Agenda Management Process, Travel Request e-Form and Travel Reimbursement e -Form.
Laserflche provides continuous document imaging and archiving of city records. The additional programs
being added to Laserfiche will streamline the interdepartmental processes with regards to the agenda
and forms management.
Attachment
P. R. No. 17766
07/02/13 sb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PURCHASE AGREEMENT WITH IMAGENET CONSULTING OF HOUSTON,
TEXAS, FOR SOFTWARE, INSTALLATION AND TRAINING FOR A
LASERFICHE SOFTWARE SYSTEM UPGRADE AND ANNUAL MAINTENANCE
SERVICES IN THE AMOUNT OF $48,816.00; FUNDS AVAILABLE IN
ACCOUNT NO. 001 - 1011 - 512.57 -00
WHEREAS, the City of Port Arthur implemented the use of the LaserFiche
Software System in 2001; and
WHEREAS, per Resolution No. 12 -315, ImageNet consulting has a contract
with the City of Port Arthur for maintenance on LaserFiche software
application; and
WHEREAS, the LaserFiche Software System has provided continuous document
imaging, archiving and limited public access to city records; and
WHEREAS, included with the upgrade will be new program additions; Agenda
Management Process, Travel Request e -Form and Travel Reimbursement e -Form;
and
WHEREAS, ImageNet Consulting is a Texas Cooperative Purchase Network
contract holder #R4844 (TCPN is a pre -bid ISO certified contract services
provider); and
WHEREAS, ImageNet Consulting shall provide, new software programs,
installation, training and the first -year of software maintenance that will
offset the existing annual maintenance cost for FY 2012 -2013 for the existing
version of the Laserfiche software; and
WHEREAS, the sales quote attached as Exhibit "A -1" provides all
software, installation services, support, End -user Training and Go -Live
PR17766
services, work flow and form design services.
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 Manager is authorized and directed to
execute a Purchase Agreement between the City of Port Arthur and ImageNet
Consulting in substantially the same form as attached 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 on this day of A.D.,
2013, at a Regular Meeting of the City Council of the City of Port Arthur,
by the following vote: AYES:
Mayor
Councilmembers
•
NOES: •
DELORIS PRINCE, MAYOR
ATTEST:
SHERRI BELLARD
CITY SECRETARY
PR17766
APPROVED AS TO FORM:
\1(
VALECIA T ENO
CITY ATTORNEY /
APPROVED FOR ADMINISTRATION:
FLOYD T. JOHNSON
CITY MANAGER
PR17766
EXHIBIT "A"
-1-ImageNet
Consulting
Purchase A'reement
Bill To Ship To
Company Name: Company Name:
City of Port Arthur
Address 1: Address 1:
PO Box 1089
Address 2: Address 2:
City, State, Zip: City, State, Zip:
Port Arthur, TX 77642
Contact: Contact:
Fay Young
Phone: Phone:
409 - 983 -8164
Qty Item # Serial # Description Total
See attached product and services $48,816.00
Detail — reference #13060602
Purchase Amount (not including applicable sales taxes) $48,816.00
Payment Information
Check n Credit Card* n
Payment due within ten (10) days of delivery & acceptance of Name on Credit Card:
equipment listed above.
* Credit card information may be provided by calling the accounts Credit Card # Expiration Date
receivable department at 405.232.1264.
Service Information
Will equipment being purchased include a service agreement? Yes n No •
If "Yes" please refer to Service Agreement for specific information regarding the terms and conditions.
Terms and Acceptance
If payment is not received when due we may assess an administrative charge to offset our collection expenses, an amount calculated at the rate of ten cents per one
dollar as listed above "Total Purchase Amount". If payment is not received within thirty days of invoice date we may take immediate possession of the Equipment and
charge a restocking fee of no more than twenty five percent (25 %) of the original purchase price. Such an addition to any other remedies provided for by law and may
be, to the extent permitted by law, exercised either concurrently or separately. No failure on our part to exercise any right or remedy and no delay in exercising any
right or remedy shall operate as a waiver of any right or remedy or to modify the terms of this Agreement. A waiver of default shall not be construed as a waiver of
any other subsequent default. If paying by credit card, by signing below you authorize + ImageNet Consulting to process your credit card for the Total Purchase
Amount listed above upon delivery of equipment.
+ImageNet Consulting Account Representative Signature: Client Authorized Signature:
X Date: X Date:
EXHIBIT "A -1"
PR17766
+ImageNet
tanswiing %;!J
City of Port Arthur Sales Quote
Fay Young, IT Director Date 6- Jun -13
Po Box 1089 Written By Dan Lundy
Port Arthur, TX 77642 Reference No 13060602
409- 983 -8164 TCPN Contract Pricing - Contract Number 4844
tyoimgftoortarthu.net
"Paper to Paperless....Work Processes"
Qty Document Management Solution Model No.
1 Avante Server Software for MS-SQL with Workflow MSE30 $5,000 $ 5,000
50 Laserfiche Named Full User with Snapshot and Email MNFO5 $500 $ 25,000
50 e- forms enable for Laserfiche Named Full User MFRM $50 $ 2,500
1 e -forms Portal for Laserfiche MPFRM $7,995 $ 7,995
1 Starter Public Portal for Laserfiche - 10 concurrent web -link user MPP1 515,000 $ 15,000
1 ScanConnect 10 user MCS10 $990 $ 990
First Year Platinum Support ( Laserfiche + 10 hours chargeable) $ 12,947
Beginning in Year 2 - the above included licensed Support will be invoiced at $ 12,947 per year.
Software and support Sub -Total $ 69,432
Software and support Credits from Laserfiche $ (34,941)
Sub -total after TCPN Contract Discount and existing software credits are applied $ 32,766
HRS install /implementation Services - Block Time
The following services will be performed against a 40 hour block of time at the
PSGx001 pricing level. Service hours will be documented for client and any hours
40 rernaining will be kept on account for use with future projects. As the block time PSGx001 $165 $ 6,600
balance reaches 20%, Customer will be offered additional block time at this rate.
- Project Management
- Installation and System Admin Training
- End -user Training & Go-live Services
The following services will be performed against an 30 hour block of time at the
PSGC004 pricing level. Service hours will be documented for client and any hours
42 remaining will be kept on account for use with future projects. As the block time PSGC004 $225 $ 9,450
balance reaches 20 %, Customer will be offered additional block time at this rate.
- Workflow Analysis & Design
- e -Forms Analysis & Design
Project Deliverables: Services Sub - Total $ 16,050
Agenda Management Process
Travel Request e-Form
Travel Reimbursement e-Form Total $ 48,816