2011-27575 Reso RESOLUTION NO
2011 -27575
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING A SOLE SOURCE UPGRADE
TO THE CITY'S LASERFICHE RECORDS MANAGEMENT SYSTEM (RMS)
TO LASERFICHE AVANTE ENTERPRISE CONTENT MANAGEMENT
SYSTEM (ECM) FOR THE PLANNING DEPARTMENT AND CITYWIDE
PURCHASES IN THE AMOUNT OF $26,139, SOFTWARE LICENSES AND
PROFESSIONAL SERVICES IN THE AMOUNT OF $14,278, AND ANNUAL
MAINTENANCE IN THE AMOUNT OF $30,029, PURSUANT TO SECTION 2-
367 (d) OF THE MIAMI BEACH CITY CODE, FROM R &S INTEGRATED
PRODUCTS AND SERVICES, INC. ( " R &S "), THE SOLE SOURCE
MANUFACTURER AND PROVIDER OF . DOCUMENT SHUTTLE PRO
SOFTWARE, LASERFICHE SOFTWARE, AND INTEGRATION, TO
DISPARATE SOFTWARE. SYSTEMS USING R &S AND LASERFICHE
TECHNOLOGIES.
WHEREAS, the City currently uses the Laserfiche Records Management
System (RMS) which is provided and supported by R &S Integrated Products and
Services, Inc.; and
WHEREAS, since the Planning Department requires the integration to
Laserfiche, the Information Technology Department is upgrading the City's Laserfiche
application to an Enterprise licensing model and
WHEREAS, the City system integration includes the Building Department's
Project Docs system and the EDEN Financial system, which is only provided by R &S;
and
WHEREAS, R &S is \ manufacturer, "sole source ", and p rovider for
Document Shuttle Pro software, Laserfiche software, and the integration described using
R &S and Laserfiche technologies and as a result, R &S is the only vendor or
manufacturer that can provide the described level of integration with Laserfiche through
g
Document Shuttle Pro, Laserfiche products, and support for Laserfiche; and
product the integration of City systems with the roduct "Document
.
Shuttle ,, is wholly owned and only provided by R &S; and
WHEREAS, as provided pursuant to Section 2- 367(d) of the Miami Beach City
Code, the Administration has determined that R &S meets the requirements as the sole
source manufacturer and provider of the upgrades, software licenses and professional
services, and annual maintenance.
I
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH FLORIDA, that the Mayor and the City
Commission hereby authorize the Mayor and City Clerk to approve, pursuant to Section
2 -367 (d) of the Miami Beach City Code, the sole source upgrades, software licenses
and professional services, and annual maintenance from R &S Integrated Products and
Services, Inc.
a
,
PASSED and ADOPTED this i of J 2411
Y
i4177 At',�
M' OR
Matti Herrera Bower
ATTEST:
fr6A,t,t faA dik-u
CITY CLERK
Robert Parcher APPROVED AS TO
FORM & LANGUAGE
ECUTION
9 1 L ,...
: Integrated Sole Source Reso.doc y D
' orne VI
COMMISSION ITEM SUMMARY
Condensed Title:
•
A Resolution the Mayor And City Commission Approving Pursuant To Section 2 -367 (d) Of The Miami
Beach City Code, The Sole Source Upgrades; Software Licenses And Professional Services; And Annual
Maintenance From R &S Integrated Products And Services, Inc.
Key Intended Outcome Supported:
Improve processes through information technology
Issue:
1 Shall the Commission Adopt the Resolution?
Item Summary /Recommendation: tc,
The City currently uses the Laserfiche Records Management System. Laserfiche RMS is provided and
supported by R &S Integrated Products and Services, Inc (R &S). City departments have been utilizing the
product for document imaging over ten (10) years, and all of the City Clerk's Archive documents can be
accessed online, which provides our constituents accessibility and transparency of City records.
As the Planning Department requires the integration to Laserfiche, the Information Technology Department
is upgrading the City's Laserfiche application to an Enterprise licensing model. This upgrade will include
incorporating 14 new licenses for the Planning Department, an upgrade /migration from the current 18
Read/Write User Laserfiche license to a 75 Read/Write User licenses with 50 Web Portal Users. The
User licenses can be utilized citywide.
The implementation costs of new enterprise architecture upgrade and Planning department
implementation is as follows: Planning Department Laserfiche Avante Document Imaging Implementation
$20,991; R &S Laserfiche Avante Upgrade to 75 Read/Write Users and 50 Web Portal Users for $ 15,532;
and R &S Professional Services, Laserfiche enterprise upgrade: $3,894.00
Over the years, the City has invested over $ 68,000 for the current licenses which have an annual
maintenance cost of $27,000. The new 75 Read/Write license enterprise architecture and 50 Web Users
annual maintenance fee of $ 30,029 which has a minimal incremental operating cost of $3,029 which is
funded in the IT budget yearly maintenance operational costs. The new enterprise licensing and web
portal software significantly enhances the City's mobile capabilities and increases departmental efficiency
with increased read /write licenses. In addition, the vendor will provide Avante WebAcess Software for free
a savings of $10,000 for the project. The mobile capabilities of Laserfiche Web Access will support
BlackBerry, iPhone and other mobile devices.
R &S is the manufacturer, `sole source', and provider for Document Shuttle Pro software, Laserfiche
software, and the integration described using R &S and Laserfiche technologies. As a result, R &S is the
only vendor or manufacturer that can provide described level of integration with Laserfiche through
Document Shuttle Pro, Laserfiche products, and support the Laserfiche.
The Administration recommends adopting the resolution.
Advisory Board Recommendation:
I N/A 1
Financial Information:
Source of Amount Account Approved
Funds: 1 $20,991 Planning Department Acct# 011.0520.000343
2 $17,570 IT and Communications Acct# 552.6889.000674
3 $ 1,856 IT Professional Services Acct #550.0630.000312
4 $30,029 IT Annual Operating Main Acct #550.0630.000325.
5 $13,688 IT and Communications Acct# 552.6889.061357
OBPI Total :, ; 4,134
Financial Im • act Sum 2 •
City Clerk's Office Legi ¶; tive Tracking:
Gus Lopez, Procurement
l
Sign -Offs:
Dep nt Director Assistant City Manager City Manager
GG PDW JMG
T:\AGENDA + 1 19 -MRS Integrated Sole Source Summary.doc
AGENDAITEM , 67 6-
MIAMIB DATE
PAIAM1
` EAC
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: January 19, 2011
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING A SOLE SOURCE UPGRADE
TO THE CITY'S LASERFICHE RECORDS MANAGEMENT SYSTEM (RMS)
TO LASERFICHE AVANTE ENTERPRISE CONTENT MANAGEMENT
SYSTEM (ECM) FOR THE PLANNING DEPARTMENT AND CITYWIDE
PURCHASES IN THE AMOUNT OF $26,139, SOFTWARE LICENSES AND
PROFESSIONAL SERVICES IN THE AMOUNT OF $14,278, AND ANNUAL
MAINTENANCE IN THE AMOUNT OF $30,029, PURSUANT TO SECTION 2-
367 (d) OF THE MIAMI BEACH CITY CODE, FROM R &S INTEGRATED
PRODUCTS AND SERVICES, INC. ( "R &S "), THE SOLE SOURCE
MANUFACTURER AND PROVIDER OF DOCUMENT SHUTTLE PRO
SOFTWARE, LASERFICHE SOFTWARE, AND INTEGRATION, TO
DISPARATE SOFTWARE SYSTEMS USING R &S AND LASERFICHE
TECHNOLOGIES.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
BID AMOUNT AND FUNDING
Planning Department Laserfiche Avante Document Imaging Implementation
$20,991: Account # 011.0520.000343
R &S Laserfiche Avante EMC Software License Upgrade and Web Portal
$15,532: IT and Communications Account #552.6889.000674
R &S Professional Services for Upgrade to Laserfiche 8.x Avante Solution: $3,894
$1,856: IT Professional Services Account # 550.0630.000312;
$2,038 IT and Communications Account # 552.6889.000674
R &S Laserfiche Avante EMC Annual Maintenance: $ 30,029
IT Annual Operating Maintenance Account: 550.0630.000325
($11,830.49 FY10/11 Using value credit for existing maintenance contract)
IT Additional Items: IT and Communications Account
$13,688: Account # 552.6889.061357
500 Gigs of SAN Space for Planning Files: $10,000
Virtual Server software License: $3,688
January 19, 2011
Commission Memorandum
R &S Integrated Sole Source
BACKGROUND
The City of Miami Beach currently uses the Laserfiche Records Management System
(RMS). The Laserfiche RMS is provided and supported by R &S Integrated Products and
Services, Inc (R &S). City departments have been utilizing the product for document
imaging over the past ten (10) years, and all of the City Clerk's Archive documents can
be accessed online, which provides our constituents accessibility and transparency of
City records.
R &S is the only company that provides Document Shuttle (an exclusive R &S product)
and can integrate with Laserfiche in a matter of hours or minutes. R &S uses Document
Shuttle on all projects. R &S is the sole source for this product and established methods.
ANALYSIS
As the Planning Department requires the integration to Laserfiche, the Information
Technology Department (IT) is upgrading the City's Laserfiche application to an
Enterprise licensing model.
This upgrade will include incorporating 14 new licenses for the Planning Department,
and an upgrade /migration from the current 18 Read/Write User Laserfiche United 7.x
ECM System to a 75 Read/Write User Avante 8.x ECM System and 50 Web Portal
Users. The Read/Write User licenses can be utilized citywide.
R &S is the regional Laserfiche vendor which has designed the integration of City
systems with Laserfiche utilizing `Document Shuttle'. City system integration includes the
Building Department's Project Docs system and the EDEN Financial system, which is
only provided by R &S. R &S provides the most cost effective software maintenance for
the mentioned products.
R &S Document Shuttle is `middleware' and integrates Laserfiche with existing software
solutions, databases, and data sets. Document Shuttle is used to process from existing
systems to automatically create folders /subfolders, name documents, and populate the
template (search fields, etc.) for the particular record type inside the Laserfiche ECM
system. The current version for Document Shuttle is 8.1. The product R &S Document
Shuttle is over 14 years old, very mature, and has numerous features
R &S is the manufacturer, `sole source', and provider for Document Shuttle Pro software,
Laserfiche software, and the integration described using R &S and Laserfiche
technologies. As a result, R &S is the only vendor or manufacturer that can provide
described level of integration with Laserfiche through Document Shuttle Pro, Laserfiche
products, and support the Laserfiche. The integration of City systems with the product
`Document Shuttle' is wholly owned and only provided by R &S. (see attached sole
source letter).
Document Shuttle is used by the Finance Department, the Building Department, and will
be used in Planning Department upon completion of implementation.
January 19, 2011
Commission Memorandum
R &S Integrated Sole Source
The implementation and cost of the proposed upgrade are as follows:
• Planning Department Laserfiche Avante Document Imaging Implementation $20,991.
• R &S Laserfiche Avante Upgrade to 75 Read Write Users and 50 Web Portal Users
for only $ 15,532 (With Laserfiche Promotion the 75 User Configuration, the City
saves $10,000) funded from the IT Technology and Communications Fund.
• R &S Professional Services, Laserfiche 8.x Avante Solution: $3,894.00 funded from
the IT Technology and Communications Fund and IT Professional Services Fund.
Over the years, the City has invested over $ 68,000 for the current licenses which have
an annual maintenance cost of $27,000. The new 75 Read/Write license enterprise
architecture and 50 Web Users annual maintenance fee of $ 30,029 which has a
minimal incremental operating cost of $3,029 which is funded in the IT budget yearly
maintenance operational costs. The new enterprise licensing and web portal software
significantly enhances the City's mobile capabilities and increases departmental
efficiency with increased read /write licenses. In addition, the vendor will provide the
following the software and services at no cost to the City:
• Avante WebAcess Software is free — Savings of $10,000 for project. The mobile
capabilities of Laserfiche Web Access will support for BlackBerry, iPhone and other
mobile devices, Web Access gives users anytime /anywhere access to the Laserfiche
repository and centralizes resource and data management for the system
administrators.
• Laserfiche Certified Professional Program - for every five (5) Avante user licenses
purchased, the City gets one (1) free CPP Course; Laserfiche has seven (7) different
programs of certification.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the
attached resolution approving pursuant to Section 2 -367 (d) of the Miami Beach City
Code, the sole source upgrades; software licenses and professional services; and
annual maintenance from R &S Integrated Products and Services, Inc.
T:\AGENDAl2011•1- 19- 11\R &S Integrated Sole Source Memo.doc
R&S Integrated
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Gladys Gonzalez
IT Director
City of Miami
1755 Meridian Ave, 4th Floor
Miami Beach, FL 33139 December 22, 2010
To whom it may concern,
R &S Integrated Products and Services, Inc. developed and currently manufactures the software
product 'Document Shuttle Pro'. Version 1.X was developed in 1996; the current version is
8.1.2. Document Shuttle is used to integrate existing data sources, databases, and software
systems with Laserfiche Records Management software.
Through R &S Document Shuttle, the integration provides ease of setup and 'quick to roll -out
for production'. With R &S Document Shuttle Pro multiple integrations can be accomplished
with Laserfiche through a single product (R &S Document Shuttle Pro). Through Document
Shuttle Pro, R &S can support the existing Laserfiche ECM at an 'enterprise level', integrate
Laserfiche with disparate software systems in use today and integrate the Laserfiche ECM
(Enterprise Content Management) with other department data sets and /or solutions.
R &S is the manufacturer, `sole source', and provider for Document Shuttle Pro software,
Laserfiche software, and the integration described using R &S and Laserfiche technologies. As a
result, R &S is the only vendor or manufacturer that can provide described level of integration
with Laserfiche through Document Shuttle Pro, Laserfiche products, and support the Laserfiche
integrations through Laserfiche and Document Shuttle Pro
Regards,
Robert Porter
President /CEO
R &S Integrated