2011-27666 Reso R: SOLUTION NO. 2011 -27666
A RESOLUTION • F THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BE ' CH, FLORIDA, AUTHORIZING A SOLE SOURCE
PROCUREMENT, • URSUANT TO SECTION 2 -367 (d) OF THE MIAMI
BEACH CITY Cs DE, FROM LASERFICHE SOLUTIONS GROUP, THE
SOLE SOURCE 1ANUFACTURER OF LASERFICHE SOFTWARE AND
PROVIDER OF L , SERFICHE SOFTWARE MAINTENANCE, FOR AN
UPGRADE FROM THE CITY'S LASERFICHE RECORDS MANAGEMENT
SYSTEM (RMS), TIP THE LASERFICHE RIO SYSTEM, IN THE AMOUNT OF
$12,160.09; VIP A""VANCED SUPPORT SERVICES, IN THE AMOUNT OF
$16,800; AND ANN AL MAINTENANCE, IN THE AMOUNT OF $20,153.33.
WHEREAS, the C ty currently uses the Laserfiche Records Management
System (RMS), which is p .vided and supported by R &S Integrated Products and
Services, Inc.; and
WHEREAS, on Fe c ruary 21, 2011, the City received a letter from Laserfiche
advising that R &S Integrate Products and Services, Inc. is no longer an authorized
representative of Laserfiche '.oftware products and support; and
WHEREAS, Laserf the Solutions Group is dedicated to assuring the City that
it can fulfill the City's Laserfiche document imaging and electronic content management
software and support needs; :nd
WHEREAS, Laserfi he Solutions Group has provided a proposal to the City for
the upgrade to the Laserfich= Rio System solution; and
WHEREAS, the Laserfiche system is a proprietary software application which
Laserfiche Solutions Group aintains complete and singular control over the source
code, licensing, and maintenance agreements, and is the only vendor or manufacturer
that can provide the describe 1 level of integration with Laserfiche; and
WHEREAS, as pro ided pursuant to Section 2- 367(d) of the Miami Beach City
Code, the Administration ha. determined that Laserfiche Solutions Group meets the
requirements as the sole so rce manufacturer and provider of the upgrades, software
licenses and support service-, and annual maintenance.
NOW, THEREFOR: BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CIT OF MIAMI BEACH FLORIDA, that the Mayor and the City
Commission hereby authoriz; a sole source procurement, pursuant to Section 2 -367 (d)
of the Miami Beach City *ode, from Laserfiche Solutions Group, the sole source
manufacturer of Laserfiche software and provider of Laserfiche software maintenance,
for an upgrade from the City s Laserfiche Records Management System (RMS), to the
Laserfiche Rio System, in the amount of $12,160.09; VIP Advanced Support Services, in
the amount of $16,800; and a nual maintenance, in the amount of $20,153.33.
PASSED and ADO 'TED this /5 4 ,�• J� , e— , 2011
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T \AGENDA\2011 \6- 01- 11 \Laserfiche Ri• Sole So a : ec' A\ Z 6 J ��
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Approving Pursuant To Section 2 -367 (d) Of The Miami
Beach City Code, The Sole Source Upgrade; Software Licenses And Support Services; And Annual
Maintenance From Laserfiche Sclutions Group.
Key Intended Outcome Supported:
Improve processes through information technology
Issue:
[ Shall the Commission Adopt the Resolution?
Item Summary/Recommendation:
The City currently uses the Laserf the Records Management System. Laserfiche RMS has been 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. On February 21, 2011, the City received a
letter from Laserfiche advising that R &S Integrated Products and Services, Inc. is no longer an authorized
representative of Laserfiche Software products and support.
Laserfiche Solutions Group is dedicated to assuring the City that they can fulfill all of our Laserfiche
document imaging and electronic content management software and support needs, and has provided a
proposal to the City for the upgrade to the Laserfiche Rio System solution which includes some features
such as unlimited Laserfiche repositories to allow other City departments to have their own image
repository, advanced audit trails, Laserfiche WebLink unlimited access Public Portal for use by City staff,
residents and visitors to access cur web Laserfiche documents, and the Laserfiche Import Agent which
allows integration with other City systems.
Laserfiche has proposed a significantly more valuable solution at a lesser price than had been previously
approved. The proposal also includes a full -price trade -in discount of more than $88,000.
The proposed solution at a cost of $28,960 includes the implementation of the Planning Department
Laserfiche Repositories.
The Laserfiche Software AssurEnce Plan (LSAP) provides the coverage necessary to maintain the
Laserfiche solution through inevitable technological changes. The cost for annual LSAP maintenance will
be approximately $20,153.33.
The Laserfiche system is a proprietary software application which Laserfiche Solutions Group maintains
complete and singular control over the source code, licensing and maintenance agreements. As a result,
Laserfiche is the only vendor o manufacturer that can provide described level of integration with
Laserfiche.
The Administration recommends adopting the resolution,
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $15,874.78 IT Annual Operating Maint Acct #550.0630.000325.
2 $17,570.00 IT and Communications Acct #552.6889.000674
3 $ 1,856.00 IT Professional Services Acct #550.0630.000312
4 $13,812.64 General Fund Acct #011.0520.000343
OBPI Total $49,113.42
Financial Impact Summa :
City Clerk's Office Legisl ive Tracking:
Gus Lopez, Procurement
Sign - Offs:
Dep nt D' ecto Aytant City Manager City Manager
GG PD `• JMG
T:\AGENDA\2 1 \6 -0 11 \Laserfiche Rio Sole SourP u mary.doc
AGENDA ITEM C7 E
M AID ! B EAR H
_-- DATE 6-1-fl
City of Miami Beach, 1700 Conventi in Center Drive, Miami Beach, Florida 33139, www..miamibeachfl.gov
COMMISSION MEMORANDUM
TO. Mayor Matti Herrer. Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE. June 1, 2011 1
SUBJECT. A RESOLUTION O' THE MAYOR D CITY COMMISSION OF THE CITY
OF MIAMI BE CH, FLORIDA, AUTHORIZING A SOLE SOURCE
PROCUREMENT, • URSUANT TO SECTION 2 -367 (d) OF THE MIAMI
BEACH CITY C • DE, FROM LASERFICHE SOLUTIONS GROUP, THE
SOLE SOURCE ANUFACTURER OF LASERFICHE SOFTWARE AND
PROVIDER OF L SERFICHE SOFTWARE MAINTENANCE, FOR AN
UPGRADE FROM THE CITY'S LASERFICHE RECORDS MANAGEMENT
SYSTEM (RMS), To THE LASERFICHE RIO SYSTEM, IN THE AMOUNT OF
$12,160.09; VIP ADVANCED SUPPORT SERVICES, IN THE AMOUNT OF
$16,800; AND ANN AL MAINTENANCE, IN THE AMOUNT OF $20,153.33.
ADMINISTRATION RECOM ENDATION
Adopt the resolution.
AMOUNT AND FUNDING
$15,874.78 Contract Maint: nance Communications Fund Account
#550 - 0630 -001 325
$17,570.00 Machinery and Equipment Information/ Communications Tech. Fund
Account # 552 6889- 000674
$ 1,856.00 Professional S Communications Fund Account # 550 - 0630 - 000312
$13,812.64 General Fund, ether Operating Expenditures Account # 011 - 0520 - 000343
$49,113.42
BACKGROUND
The City of Miami Beach cu rently uses the Laserfiche Records Management System
(RMS). The Laserfiche RMS s provided and supported by R &S Integrated Products and
Services, Inc (R &S). City d- partments 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 •rovides our constituents accessibility and transparency of
City records.
The Laserfiche RMS has ben provided and supported by R &S Integrated Products and
Services, Inc (R &S). Howe er, on February 21, 2011, the City received a letter from
Laserfiche advising that R &'. Integrated Products and Services, Inc. is no longer an
authorized representative of Laserfiche Software products and support. Despite this
change, Laserfiche is dedica -d to assuring the City that they can fulfill all of its
June 1,2011
Commission Memorandum
Laserfiche Rio Sole Source
Laserfiche document imaging and electronic content management software and support
needs. They have provided a proposal to the City for the upgrade to the Laserfiche Rio
System solution which includes some features such as unlimited Laserfiche repositories
to allow other City departments to have their own image repository, advanced audit
trails, Laserfiche WebLink ur limited access Public Portal for use by City staff, residents
and visitors to access our web Laserfiche documents, and the Laserfiche Import Agent
which allows integration with ether City systems,
ANALYSIS
Laserfiche is the software manufacturer, and will provide the City direct Laserfiche
support. In addition, they will be able to provide the integration of other City systems
using Laserfiche Import Agent technologies.
The Laserfiche system is a proprietary software application which Laserfiche Solutions
Group maintains complete and singular control over the source code, licensing and
maintenance agreements. As a result, Laserfiche is the only vendor or manufacturer
that can provide described level of integration with Laserfiche (See attached letter)..
Laserfiche has proposed a significantly more valuable solution at a lesser price than had
been previously approved. The proposal also includes a full -price trade -in discount of
more than $88,000.
The proposed solution at a cost of $ 28,960 includes the implementation of the Planning
Department Laserfiche Repositories; Upgrade to the Laserfiche Rio System which
consists of the following:
50 Named Rio Users
• Laserfiche Rio License Manager Laserfiche Email & Snapshot for all Rio Users
• Unlimited Laserfiche Server deployment
• Unlimited Laserfiche Repositories
• Laserfiche Advanced Audit Trail
• Unlimited WebAccess Sarver deployment
• Laserfiche Workflow for all Rio Users
• Laserfiche WebLink unlimited access Public Portal (dual processor support)
• Laserfiche Import Agent
Since we are obtaining services direct from the manufactures, their services include the
Laserfiche Software Assurance Plan.
The Laserfiche Software Assurance Plan (LSAP) provides the coverage necessary to
maintain the Laserfiche solution through inevitable technological changes.
• 100% Credit for Software Upgrades
• Laserfiche systems undergo continual customer - driven enhancements, and
Laserfiche engineers leverage advancements in hardware and software to best
serve customer needs. Periodic new releases and updates are necessary to deliver
these improvements to customers. LSAP helps subscribers preserve existing
investments by providing 100% credit for software upgrades.
June 1,2011
Commission Memorandum
Laserfiche Rio Sole Source
• LSAP subscribers also receive free 24 -hour FTP access to new Laserfiche releases
as well as updated drivers. Laserfiche routinely issues two to four new releases and
updates per year. Running the most current version of Laserfiche guarantees the
best possible system performance.
• Information direct from the manufacturer
• Reliable, factory- direct information is the best way to stay informed of developments
that affect your document imaging and management solution. LSAP subscribers
receive regular newslette - s and technical bulletins to keep users and administrators
informed, including technical tips and stories about how others get the most out of
their systems.
• The Laserfiche User and Support sites, available exclusively to LSAP subscribers,
also contain advanced technical information, training videos and a user community
forum where users share ideas with thousands of other Laserfiche customers around
the world.
The cost for annual LSAP maintenance will be approximately $20,153.33.
Laserfiche is the software manufacturer that will provide the most efficient development
and support of software maintenance for these products. Future growth and new City
projects would require additional technologies and thus raising the annual software
maintenance costs.
Other vendor products and solutions would cost $100,000 for software and $10,000 to
$20,000 for services (not considering additional costs for travel and per diem).
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the
attached resolution, authorizi ig a sole source procurement, pursuant to Section 2 -367
(d) of the Miami Beach City Code, from Laserfiche Solutions Group, the sole source
manufacturer of Laserfiche software and provider of Laserfiche software maintenance,
for an upgrade to the City's Laserfiche Records Management System (RMS), to the
Laserfiche Rio System, in the amount of $12,160.09; VIP Advanced Support Services, in
the amount of $16.800; and annual maintenance, in the amount of $20,153.33.
T:\AGENDA \2011 \6- 01- 11 \Laserfiche Rio Sole Source Memo.doc
Laserfiche®
Solut Group
3545 Long Beach Blvd., Long Beach, CA 90807
(562) 988 -1688 • www.laserfiche.com
May 5, 2011
Gladys Gonzalez, IT Director
City of Miami Beach
1755 Meridian Ave, 4th Floor
Miami Beach, FL 33139
Re: Laserfiche Support and Software Maintenance
Dear Ms. Gonzalez;
With the termination of your reseller's relationship with Laserfiche I am writing to confirm our
on -going support for the City of Miami Beach directly through the Laserfiche technical support
department.
Although the Laserfiche system adheres to industry standards, it is, at its core, a proprietary
software application of which we maintain complete and singular control over the source code,
licensing, and maintenance agreements.
In order to maintain continuity of service, and to ensure the highest certainty of availability of
the system supporting the City's information technology architecture, we invite you to work
directly with Laserfiche in renewing your software maintenance and support subscription.
Sincerely,
Chuck Barrick Solutions Manager
Phone: 1.562.988.1688 x 190
E -mail: cbarrick @laserfiche.com
Website: www.laserfiche.com
Laserfiche
Run Smarter ""
Laserfiche
Solutions Group
3545 Long Beach Blvd., Long Beach, CA 90807
tet:562- 988 -1688 fax: 562 -988 -1886
www.laserfiche.com
2011— 2012 Laserfiche Rio Upgrade
Gladys Gonzalez LSAP Exp: 08/28/2011
IT Director Acct #: 5156
City of Miami Beach
1755 Meridian Ave, 4th Floor
Miami Beach, FL 33139
P/N Description Qty Price Total
Rio Laserfiche Rio - 50 Users w/ Dual CPU Public Portal 1 $100,766.67 $100,766.67
*Includes Import Agent and Qty 2 Plus Publishing
Rio LSAP Laserfiche Rio LSAP - Annual Maintenance 1 $20,153.33 $20,153.33
Credit United licensing trade -in credit 1 ($80,850.58) ($80,850.58)
Credit United LSAP credit (as of 03/22/2011) 1 ($7,756.00) ($7,756.00)
VIP VIP advanced support services (12 days / 96 Hours) 1 $16,800.00 $16,800.00
Total $49,113.42
Rio system includes:
• 50 Named Rio Users
• Laserfiche Rio License IV anager
• Laserfiche Email & Snapshot for all Rio Users
• Unlimited Laserfiche Server deployment
• Unlimited Laserfiche Repositories
• Laserfiche Advanced Audit Trail
• Unlimited WebAccess Server deployment
• Laserfiche Workflow for all Rio Users
• Laserfiche WebLink unlimited access Public Portal (dual processor support)
• Laserfiche Import Agent
• Laserfiche Plus Plug -in (Qty. 2)
With this order, the renewal data for annual LSAP will change to 1 year from date of order.
Annual LSAP maintenance cost will be approx. $20,153.33
N.B. Laserfiche offers electronic delivery for all software licenses and maintenance purchases
which allows the transaction to be exempt from sales tax. Please indicate whether or not you
would like to take advantage of this capability with your order.
Please remit purchase order or billing approval to: For billing inquiries please contact:
Chuck Barrick (x190) Ellen Castillo, (x532)
cbarrick@laserfiche.com ecastillo@ilaserfiche.com
Laserfiche 6
Solutions Group
3545 Long Beach Blvd., Long Beach, CA 90807
tel: 562-988-1688 fax: 562-988-1886
www.laserfiche.com
Gladys Gonzalez
IT Director LSAP Exp: 08/28/2011
City of Miami Beach Acct #: 5156
1755 Meridian Ave, 4th Floor
Miami Beach, FL 33139
Current Licensed Product:
P/N Product Name Quantity
97830 WebLink 1
97840 LF Plus Plug -In 2
97871 LF Advanced Audit -Trail Module 1
97830A WebLink Additional Database 2
F Laserfiche Full User 18
PM LF E -mail Plug -In per User 34
PS LF Snapshot per User 18
R Laserfiche Read -Only User 93
S30 Laserfiche Standard Server 1
SA3 Laserfiche Standard Server Additional Database 4
La r f the
Solutions Group
3545 Long Beach Blvd., Long Beach, CA 90807
te1:562- 988 -1688 fax: 562-988-1886
www.laserfiche.com
Laserfiche Software Assurance Plan
The Laserfiche Software Assurance Plan (LSAP) provides the coverage necessary to
maintain your Laserfiche solution in the face of the technological changes that are
an inevitable part of doing business.
• 100% Credit for Software Upgrades
Laserfiche systems undergo continual customer - driven enhancements, and
Laserfiche engineers leverage advancements in hardware and software to
best serve customer needs. Periodic new releases and updates are
necessary to deliver these improvements to customers. LSAP helps
subscribers preserve existing investments by providing 100% credit for
software upgrades.
LSAP subscribers also receive free 24 -hour FTP access to new Laserfiche
releases as well as updated drivers. Laserfiche routinely issues two to four
new releases anc updates per year. Running the most current version of
Laserfiche guarantees the best possible system performance.
• Information Direct from the Manufacturer
Reliable, factory - Direct information is the best way to stay informed of
developments that affect your document imaging and management
solution. LSAP 1 ubscribers receive regular newsletters and technical
bulletins to keep asers and administrators informed, including technical tips
and stories about how others get the most out of their systems.
The Laserfiche User and Support sites, available exclusively to LSAP
subscribers, also contain advanced technical information, training videos
and a user community forum where users share ideas with thousands of
other Laserfiche customers around the world.
Laserfiche°
Solutions Group
3545 Long Beach Blvd., Long Beach, CA 90807
te1:562- 988 -1688 fax: 562-988-1886
www.laserfiche.com
VIP Services
To create the least amourt of burden on IT staff, and optimize the benefits of your
Laserfiche software we recommend our VIP support package. Our VIP Services
program offers a dedicated support engineer, and remote access support among
other services. The Laserf the Professional Services Group maintains a select group
of direct customers in o to keep close ties with users in various industries
through whom we solicit feedback that is incorporated in the Laserfiche
development roadmap. AJditionally, LSG provides the following services as part of
our VIP program:
• Dedicated Support Engineer - A LSG Support Engineer will serve as your
primary contact for Laserfiche support through a direct telephone line.
• Remote Access Support - Your dedicated LSG Support Engineer can dial
into your Laserfiche server remotely to start the troubleshooting
process in advance of any on -site work needed. Support hours can be
used for upgrade nstallation, problem solving, and consulting.
• Preventative Maintenance - to optimize system functions. As part of
these "checkups ", LSG can install new releases (with current LSAP) and
new equipment; provide training on new features, fix operator errors
and make recommendations on system upgrades.
• Discounted Services — Receive discounts on LSG Services such as
integration with e xisting systems, workflow management consulting or
converting from cther imaging systems.
• Discounted Back -File Conversion — Receive discounts on back -file
conversion from microfiche, microfilm, and paper documents ranging in
size from business cards to E -size drawings.