Licensing Maintenance and PSA - BOLT Limited Inc - Laserfiche Rio Upgrade

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` INTER -OFFICE MEMORANDUM 41 ^' Department of Innovation & Technology City of South Bend 227 W Jefferson Blvd 1865 TO: Board of Public Works, Linda Martin CC: Dan O'Connor, Dan Parker, Michael Schmidt, Sandi Kennedy, Clara McDaniels FROM: Shawn Delahanty SUBJECT: Renewal/Upgrade for Laserfiche and Professional Services DATE: 5/16/19 Linda and Members of the Board We are submitting for review and approval the Annual renewal of Laserfiche, including an upgrade to Rio licensing ($77,460), Basic Annual Maintenance ($3600), and a Professional Services engagement not to exceed $25,000. Cost explanations are broken out below. Laserfiche is the City's content and document management system used by Police, Code, Building, Fire, VPA, Finance, Historic Preservation, and other departments for archiving and sharing documents publicly on the City's website (ie, BOPW minutes). Currently Police Department and the City have two different instances of Laserfiche. Upgrading to Rio will allow for a combined licensing structure while maintaining separate servers for security. Upgrading to Rio will also allow for enhanced functionality including forms, workflow, web client, and an unlimited number of simultaneous webaccess users (citizens — currently limited to 35 connections). Bolt is partnering with City Departments to onboard and assist them in using Laserfiche for document archiving, day -forward business processing, and expanded features and forms. COST BREAKDOWN: • Laserfiche Rio licensing and upgrade ($77,460) o All money spent on Laserfiche Software Assurance Plan (LSAP) costs in the past is fully credited toward the upgrade (-$61,137) o One-time costs for licensing are $115,495 o Annual recurring cost for LSAP will be $23,102 • $14,000 — named user licensing • $9,000 — unlimited weblink users (citizen access) • $102 — Scanning Connector • Basic Annual Maintenance ($3600) o This includes the upgrade to Rio licensing and combining the City and Police under one licensing model o This is the annual recurring maintenance fee • Professional Services (NTE $25,000) o These hours will be billed quarterly as used at a negotiated rate of $112.50 per hour.