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HomeMy WebLinkAboutLicensing Maintenance and PSA - BOLT Limited Inc - Laserfiche Rio Upgrade1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD Q NOI ITH BEND. INDIANA 46601-1830 Z21TY OF SOUTH BEND PETE BUTTIGIEG, MAY07 BOARD OF PUBLIC WORKS May 28, 2019 Jeff Nelson BOLT Limited, Inc. 127 S. Rowland Street Casspolis, MI 49031 RE: Licensing, Maintenance, and Professional Services Agreement Dear Mr. Nelson: PHONE 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on May 28, 2019, approved the above referenced agreement regarding the Laserfiche Rio upgrade and professional services for onboarding and support in the amount of $106,070. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THEP ESE J. DoRAu ` 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. BOLT Limited, Inc. 127 S. Rowland St Cassopolis, MI 49031 Name / Address Accounts Payable City of South Bend 227 W. Jefferson Blvd 12th Floor County -City Building South Bend, IN 46601 Item Description Credit Trade-in credit for existing Laserfiche software and remaining LSAP for both City & Police Dept. systems Software Rio Named User Software Rio Public Portal Software Laserfiche ScanConnect Annual LSAP LaserFiche Software Assurance Plan: Rio Named Full user Annual LSAP LaserFiche Software Assurance Plan: Public Portal Annual LSAP LaserFiche Software Assurance Plan: ScanConnect Professional Ser... Version Upgrade: Install and configure Rio License server BOLT System S.., Annual Basic Laserfiche system support for Laserfiche Rio Professional Ser... Professional Services Plan - maximum $25,000.00 @ billable hourly rate of $112.50 per hour. Includes user support, system management, creation of configurations, processes, workflows, and electronic forms and Onsite visits. To be invoiced quarterly. fi`)aril of "Pullsfic Works Estimate Date Estimate # 5/1/2019 475 Project Qty Cost Total -61,137.00 -61,137.00 100 700.00 70,000.00 1 45,000.00 45,000.00 3 165.00 495.00 100 140.00 14,000.00 11 9,000.00 9,000.00 3 34.00 102.00 1 0.00 0.00 1 3,600.00 3,600.00 0 Subtotal 112.50 Sales Tax (0.0%) Total 0.00 $ 8l ,060.00 $0.00 $81,060.00 '90 C U'o00 It ,, (It 0' 4J ag ee .... for your information get Bolt Annual Bolt Professional Services for South Bend On -site: Bolt will establish an on -site presence at the City of South Bend offices to work directly with the IT department and other city departments in all phases of planning, deploying, configuring, managing, training, and using the Laserfiche content management system. We will staff on -site visits with our people based on project need. On -site visits will be scheduled under the direction of the IT department. Professional office services and support by phone and on-line: Bolt will provide professional services including user support, system management, creation of configurations, processes, workflows, and electronic forms during normal business hours. We will encourage departmental users to contact us directly through their designated Laserfiche contact with the goal of minimizing support calls to the South Bend IT department where we are best qualified to assist. Bolt will maintain logs documenting support calls, projects, and application notes on the City of South Bend Laserfiche system, accessible by the IT department. Invoicing: First year billable Bolt Professional Services for the City of South Bend will not exceed $25,000 based on a rate of $112.50 per hour for combined On -site and Professional Office hours (on -site hours to be billed in minimum blocks of 4 hours per visit). Bolt will maintain a log of billable hours on the South Bend Laserfiche system accessible by the IT department. Billable hours will be invoiced quarterly. Additional combined professional services may be purchased by South Bend at the rate of $112.50 per hour for the duration of this annual agreement. Div. of Bolt LTD, 127 S. Rowland Street, Cassopolis, MI 49031 Ph: (574) 522-6595 Toll Free (800) 438-2658 4 g ... for your information get Bolt Scope of Bolt Professional Services for South Bend • Provide a smooth migration from the departmental legacy Laserfiche system to a city-wide enterprise system. • Meet and report regularly with a Laserfiche steering committee comprised of select city employees and IT to define, prioritize, and monitor system expansion and utilization within the city, with a focus on return on investment (time and cost vs benefit). • Demonstrate by department the functionality and uses of the Laserfiche system and consult to assess their individual needs and logical paths of deployment, while maintaining a city-wide enterprise overview and structure. • Assist city departments to capture and optimize the management of existing unstructured content including page documents, books and maps, film, pictures, and electronic content into an efficient electronic repository that is easy to search, retrieve, and share over both the internal city network and the public facing Internet. • Provide departments with an efficient method of capturing and managing day -forward unstructured content as live information, including process management, workflow, and electronic forms. • Deploy Laserfiche departmentally, configuring and training based on departmental needs,. • Identify opportunities to use Laserfiche to consolidate multiple individual information silos into a content management system configured to city wide system capable of supporting management and sharing of information between departments and (where applicable) the public. • Assist the city in achieving a practical and effective solution to providing transparency while at the same time also maintaining security. • Reduce the IT department need to learn and support the Laserfiche environment. • Work with IT, GIS, and other city system vendors to coordinate and optimize information management in a cohesive environment. • Maximize utilization and long-term benefits of using Laserfiche RIO as the enterprise city-wide content management system. Div. of Bolt LTD, 127 S. Rowland Street, Cassopolis, Ml 49031 Ph: (574) 522-6595 Toll Free (800) 438-2658 4O C U'o0 Admik bagel RIO Deployment: ... for your information get Bolt South Bend Laserfiche RIO Deployment Plan 1) Install RIO License server and configure to existing Laserfiche servers (city and P.D.), includes moving P.D. to virtual server. 2) Review existing departmental use of Laserfiche for content structure and user rights to ensure conformity to city-wide information standardization and sharing. Adjust as needed. Provide refresher training as needed. Departmental Deployment: 3) Define users by department, designating department director, person(s) administrative to department information, and a point of contact for Laserfiche in the respective departments. 4) Provide Laserfiche demonstrations) to department administrators to provide familiarity with its capabilities. 5) Meet with individual department administrators to discuss respective department deployment and uses. 6) Prioritize deployment to departments by projects and stages, weighted by benefit and ROI (steering committee) 7) Deploy, train, and support departments Deployment Stages 1) Install, configure and train departmental use of Laserfiche as a document management application. This includes backfile scanning and indexing of legacy documents, day -forward document scanning and importing. 2) Implement simple workflow processes, simple forms, and simple integrations. 3) Implement public facing forms. 4) Implement advanced forms, workflows, and integrations. Div. of Bolt LTD, 127 S. Rowland Street, Cassopolis, MI 49031 Ph: (574) 522-6595 Toll Free (800) 438-2658 �C'0'0 It 4J �d 9el for your information get Bolt Definition of Bolt LTD Laserfiche system support and services Bolt Basic Support — Bolt basic support provides support of the Laserfiche software system including Laserfiche options and add -on modules. Basic support provides telephone, on-line, and limited on -site support during our standard business hours. This includes support for applying incremental system version updates available through Laserfiche Software Assurance Plan (not upgrades), system trouble -shooting and diagnoses, and working directly with Laserfiche on our clients behalf. Hardware, network, and Internet support are the responsibility of the client. Unless otherwise specified, annual Bolt Basic Support is not limited by number of incidents or hours. Bolt Professional Services — Bolt professional services include Laserfiche system consulting, system configuration, user training, and user support. Our professional services include creating content structure, creating processes and workflows, and creating electronic forms configured within the Laserfiche suite of applications. These services can be a combination of on -premises and on-line as defined in the service agreement. The scope, duration and cost of Bolt professional services are defined in the professional services agreement. Unless otherwise specified, hardware, network, and Internet support are the responsibility of the client. Bolt Development Services: - Bolt development services are customizations performed outside of creating configurations within the Laserfiche applications. This includes integrations, processes, and other functions requiring programming and/or coding not provided internally by the Laserfiche suite of application(s). Bolt development services and costs are defined within a separate development agreement. Div. of Bolt LTD, 127 S. Rowland Street, Cassopolis, MI 49031 Ph: (574) 522-6595 Toll Free (800) 438-2658 The terms and conditions set forth in the foregoing pages provided by BOLT Limited, Inc., for the annual renewal and upgrade of the City's Laserfiche software to Laserfiche Rio, as well as professional support services to be provided in connection therewith, are hereby approved this May 28, 2019. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS Gary Gilot, President Therese Dorau, Member tal ud, — Elizabeth M'aradik, Member nevieve Miller, Member i aura O'Sullivan, Member ATTEST: nn ..,• o mu ;AZ-- 6da Martin, Clerk BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 5/16/2019 Department Innovation & Name Shawn Delahanty Technolozy BPW Date 5/28/19 Phone Extension 6205 ME - ._.........._. .. ............... _......__ Re wired Prior to Submittal to Board BPW Attorney ® Attorney Name McDaniels Dept. Attorney Attorney Name Kennedy Purchasing Schmidt Check the Appro r ate Item Type — uirMed or All Submissions Professional Services Agreement F-1 Contract Proposal E] Open Market Contract ❑ Amendment/Addendum Special Purchase, QPA E] Bid Opening ❑ Bid Award Req. to Advertise ❑ Title Sheel E] Quote Opening Quote Award ❑ Reject Bids/Quotes R Proposal Opening ❑ C/O & PCA No. ❑ PCA Chg. Order, No. ❑ Traffic Control ❑ Resolution ® Other: Annual Renewal and ❑ Ease./Encroach grade lie aired Information Company or Vendor Name BOLT Limited, Inc _........... ........................ Yes R If Yes, Approved by Purchasing New Vendor ® No MBE/WBE Contractor ® WBE Completed E-Verify Form Attached Yes ❑ No Project Name Laserfiche Rio UFgradeITand Professional Services Project Number Funding Source IT Operating and Prof Svs Account No. 4 460) and 31-06 $28,600_ ?lom6ommmmmmmm 279-0672-415 36 0 ($77,ITITmm Amount $106,070 Total across 2 accounts Terms of Contract 12 months Purpose/Description Upgrade current licensing to RIO to consolidate silos and professional services for onboarding and support. For Change Orders Onl (f Amount of Increase $ ❑ Decrease ($ Previous Amount $ Increase IT % Current Percent of Change: Decrease ( w New Amount $ Increase /o Total Percent of Change: Decrease Time Extension Amount: _............ New Con-nletion Date: