HomeMy WebLinkAboutFS 2015-12-08 Item 2B - Agreement - Laserfiche Rio Records System Upgrade with Cities DigitalCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Safety Committee
FROM: Christy O'Flaherty, City Clerk, LaTricia Kinlow, Court Administrator, and
Tami Eberle- Harris, Database Systems Administrator
DATE: December 1, 2015
SUBJECT: Enterprise Document Management Solution: Laserfiche Rio
ISSUE
There is a critical need for governmental agencies and judicial branches to provide resources
toward advances in records management - to answer the public's call in responding to public
records requests and open government.
BACKGROUND
The City Clerk's Office acquired a basic Laserfiche system in 2001 which has been used to
develop a Digital Records Center (DRC) for online access by staff and the public. The system
is used daily by staff City -wide and allows for digital delivery of documents to the public, with 24
hour access.
DISCUSSION
Laserfiche Rio is the upgrade to the basic product and is a robust enterprise content, document
and Records Management system that provides a centralized records storage system for the
entire City. The Rio system offers separate repositories to allow full security for departments
such as the Court, Police, and Human Resources. The upgrade will also provide unlimited
public portal retrieval licenses through a web browser.
In the 14 years since the initial acquisition, few improvements have been made City -wide to
automate records processes to increase efficiency and to facilitate timely and thorough
responses to public records requests. Upgrading to the Rio solution will add vital new features
to the basic system, to include workflow functions that will send automatic reminders regarding
critical deadlines and allow for electronic approvals. The enhanced system will also include
Records Management capabilities for life cycle management of records from creation to final
disposition helping to ensure compliance with State retention laws.
The Laserfiche system is utilized both nationally and regionally as an effective tool in developing
records solutions for Police, Fire, DCD, Public Works, Human Resources, Finance and Court
records. Expertise developed in the Clerk's Office using the system for the past 14 years can
be leveraged to assist the advancement of other City departments. Washington agencies using
Laserfiche include and are not limited to Auburn, Renton, Edmonds, Port Angeles, Tumwater,
Port Angeles, Walla Walla, Spokane Valley, Longview, Bremerton, Thurston County, Cowlitz
County, and Skagit County.
As the Court staff explored requirements for the new OCourt System, they became aware that
the Renton Municipal Court uses the Laserfiche System. However, the Renton system has the
advanced features being requested in this proposal. The Renton Court staff manage and
access their court records electronically, creating time - saving efficiencies throughout the various
judicial processes. This presents an incredible opportunity for Tukwila, as Renton has already
completed the labor intensive steps to create workflow processes for court functions. They are
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INFORMATIONAL MEMO
Page 2
willing to share the scripts, programming, and instructions they have developed with Tukwila.
This collaborative relationship with Renton could move the Court forward quickly into effective
implementation, if upgrades to our system are acquired.
Moreover, with the implementation of GR31.1 as it relates to the administrative records of the
courts, the upgrade to the Laserfiche System will ease the impact of court records requests.
The new efficiencies provided by the Laserfiche upgrade will create more streamlined and
accurate processes in supporting both court case and administrative records.
The Technology Services (TS) Database Systems Administrator has been a key player in
reviewing the Laserfiche system upgrade and providing valuable input (see attached email).
Additionally, the City's Technology Council approved the acquisition of this upgrade at their
November 16, 2015 meeting.
The City Attorney has reviewed the proposal and composed the attached Resolution authorizing
sole source purchase of the upgrade.
FINANCIAL IMPACT
Estimated Cost: $93,179.24 for Laserfiche Rio Upgrade to be part of the 2016 budget
amendment.
PRIORITIES ADDRESSED BY PROPOSAL
❖ Create and implement policies that support continued financial stability and sustainability
❖ Implement new methods to streamline processes creating alignment with Strategic Plan
❖ Continue to Create a More Effective Organization (Implement new methods to streamline
processes creating alignment with Strategic Plan Goal #4)
RECOMMENDATION
The Council is being asked to consider this item at the December 14, 2015 Committee of the
Whole meeting for discussion and the Special Meeting Consent Agenda that same evening.
ATTACHMENTS
-Email from Database Systems Administrator
- Proposal for Laserfiche Rio Upgrade
- Resolution authorizing sole source purchase
WA2015 Info MemoslLaserficheRio.doc
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Christy O'Naherty
From: Tami Eberle- Harris
Sent: Tuesday, July 28, 2015 11:22 AM
To: Christy O'Flaherty
Cc: Trish Kinlow; Bao Trinh; Mike Marcum
Subject: LF potential upgrade to RIO
Hi Christy,
Thank you for all of your assistance and collaboration with the Court and Technical Services in researching and
consulting on the Laserfiche upgrade. Per our conversation, following is a re -cap of why the Laserfiche upgrade is
recommended from a Technical Services perspective.
The upgrade of Laserfiche would benefit the entire organization but the need for integration of Court's e -forms from the
multi - jurisdictional CodeSmart project is the catalyst for upgrading the current Laserfiche environment. In order to
integrate with the City's document management system, the newly developed CodeSmart system for Court requires the
forms and workflow add -ons in Laserfiche. This necessitates an upgrade to the City's current Laserfiche United product.
There are several advantages to purchasing the RIO version of Laserfiche (over our existing United, or Avante product)
With RIO, the City can have multiple servers and repositories. This is key for Court, as they require separation from the
City network in order to be CAS compliant. It is important to note that this advantage would potentially allow PD to
consider the system in the future as well, since the required separation would be available. In addition, this will give us
the flexibility to create an entirely separate TEST environment, where users can create and test workflows before
pushing them to production. Having this ability will allow the Technical Services department to facilitate administration
of the system without taking over the day to day operations. Without RIO the City would be expending extra resources
for every additional repository required. In addition, a completely separate server for court would basically initiate
purchasing Laserfiche two times, and result in operating disassociated systems.
Other local jurisdictions are moving towards the RIO platform for similar reasons — the advantage of allowing for
additional repositories and servers to be compliant with CJIS.
I've confirmed with Bao that we have adequate licensing in our VM environment to create the servers that are needed
for this project.
We currently have a one Terabyte drive segmented for the DCD digitization project, and 67G for the City volumes. Bao
indicates he can segment another 1 Terabyte drive for the Court's volumes, which will be adequate to begin with. Future
growth could initiate the need for additional space.
I've confirmed with Bao that the weblink server will be 1 processor (vendor indicated that 2 processor would increase
licensing cost from 45K to 50K, 3 processors would be 75K, for the Public Portal License) There is no indication at this
time that we would need to increase the # of processors for that server.
In addition to this upgrade being paramount to the Court's project, it sets the City up for future growth, enhancing the
capabilities of a leading edge product for document management.
Tami Eberle- Harris
Database Systems Administrator I City of Tukwila
6300 Southcenter Blvd #202 1 Tukwila, WA 98188
VA
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DIGITAL
TAKE INFORMATION FURTHER
11/18/2015
Christy O'Flaherty
City Clerk
City of Tukwila
6200 Southcenter Blvd
Tukwila, WA 98188
Dear Christy,
Thank you for the opportunity to present a Laserfiche Enterprise Content Management (ECM) Solution
Proposal for City of Tukwila. The city, a long standing Laserfiche organization, has put in years of effort
to get the most out of Document Management through Laserfiche United. With a vast repository of text
searchable documents, many which are available to the public online, city personnel have done an
excellent job of maintaining a clean and robust system.
Laserfiche Rio is a roadmap to take that efficient core Document Management System to an enterprise
level. Transitioning to Rio will extend the capabilities of the city's Laserfiche system to bring in a wide
array of cross - departmental solutions and tools to increase business process automation. Business
process automation is naturally followed by standardization — resulting in quicker and more consistent
process turnaround times. Instead of a simply static system of documents and organization, Laserfiche
will become a kinetic part of the city's efforts to run leaner.
The proposed solution builds off the success experienced by the many organizations Cities Digital has
had the opportunity to consult in the past. Our history providing award winning service and support
makes us an excellent choice for your project.
There are a few points I would like to highlight for you while considering this information:
• Cities Digital is a company focused exclusively on providing creative document imaging and
management solutions and responsive software support.
• Cities Digital can and will be your one source for service and support for the proposed
solution. We are certified by the manufacturers of each product we are proposing and
stand by our ability to be an end -to -end solution for our clients' solutions.
• We concentrate on building long term relationships with our clients so that we are able to
help support and plan for the initial implementation and continued growth into the future.
• We work with a high degree of honesty, integrity and attention to detail.
Rega rds,
Ryan Patalita
Solutions Consultant
Cities, Digital, Inc. 2107 Elliott Ave., Suite 103 Seattle, WA 98121 P. 206.858.9330 F. 866.592 7343
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Proposal for City of Tukwila
By
Ryan Patalita
Cities Digital, Inc.
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DIGITAL
("a
TAKE
INFORMATION FURTHER"
Proposal for City of Tukwila
By
Ryan Patalita
Cities Digital, Inc.
11
Table Contents
ProjectOverview .................................................................... ...............................
Solution Components— Software and Hardware .................. ...............................
Service Components .............................................................. ...............................
SampleProject Plan ............................................................... ...............................
PriceEstimate ........................................................................ ...............................
Washington State Contract .................................................... ...............................
Discounts................................................................................ ...............................
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Project Overview
Cities Digital is proposing to provide and implement an Enterprise Content Management System with
DoD 5015.2 compliant Records Management at the City of Tukwila. This system will utilize Laserfiche
Workflow, Advanced Audit Trail, Laserfiche Forms and Forms Portal, along with other tools to augment
the current Laserfiche installation.
With these additional tools in place, departments can simplify and automate an enormous range of
internal and external document processes including Public Disclosure Requests, Contract Management,
expense reimbursements, leave requests, and beyond.
This scalable solution will allow all departments to share gains in efficiency and customer service as well
as increase security and ensure accountability for information access and distribution.
Key Laserfiche Benefits:
• : O f With Laserfiche Forms, customizable r
online forms can be embedded into —or linked from —any page ECftsysterrr will
on your website, intranet or public portal so that it's easy for bey nine your orderly river
employees, customers and other stakeholders to access, cif records, letting
complete and submit them. iriformaiion flow. din
• rx.;i' air – Use Laserfiche Workflow to quickly l r- ldjti 7 of this technology
design standard and repeatable processes through a graphical {
into your organization is
interface. With over 70 out -of- the -box tasks, making custom
Workflows is as easy as drag and drop. rnrare than just an expense;
• �.� ... i�4 , – Laserfiche Web Access enables use of its can investment in
Laserfiche through a browser or on a mobile device. This eff/cierrcY.
component simplifies getting access to documents on- the -go
with apps for Android, Apple, and Windows.
• `art . �a. rat 1. ���r�g : .'oohs – Manage configuration details such as security, indexing criteria,
and volumes from an intuitive GUI program. Empower compliance officials to regularly review
user activity, assess the effectiveness of internal control mechanisms and demonstrate
regulatory compliance with built -in audit trail tracking.
• ti , pf.)s% – Cities Digital provides full end user and administrator support.
Included with the annual maintenance is unlimited telephone and online support to help users
and administrators work through any issue that may arise.
• a .� ���,,,3: – Reduce litigation risks associated with expired and outdated records
and apply retention schedules to meet Washington State requirements.
• – The Laserfiche Suite of products includes many advanced components such as forms
processing and workflow solutions. Solutions may be scaled up at any time to allow for
additional user licenses or advanced functionality.
We believe that this proposed Laserfiche solution will meet the needs of City of Tukwila and will
improve operations and document accessibility for its members. We look forward to working with City
of Tukwila to implement this solution.
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Solution Components — Software and Hardware
Thin _CBent Componen_ts� rServer Components Thick Client Components
In tir
• Thin Client • Laserfiche Server • Thick Client
• Workstations • Advanced Audit Trail • Workstations
• Laserfiche Forms • Workflow • Laserfiche Client
• Audit Trail • Web Access • Workflow Designer
• Web Access • Laserfiche Forms • ScanConnect
Public Portal 9 Forms Portal • LF Plus
• 9 Import Agent
• Public Portal
WM Server Requirements Workstation �Requlrements
Recommended:
CPU: Intel Core 2 Duo or Afn Ion Phenorn or more
recent cluak -core processor (at least 1.8 GHz)
Memory: 2-8 GB RAM
Operating system: Windows Server 2008 or later
Note: An x64 operating system is recommended
for the computer that will host the Laserfiche
Full-Text indexing and Search Engine.
Database engine: Microsoft SQL Server 2005
(Serve ce Pack 4), Microsoft SQL Server 2008 (Service
Pack 1), Microsoft SOL Server 2008 R2, Microsoft
SQL Server 2012, Oracle 11g (11..1.0.6 +), Orad e 12c
Recommended:
• Without Laserfiche Scanning:
CPU: lintel Pentium 4, Opteron, orAthlon 64, or
more recent processor (at least 2.4 GHz)
.Memory: 256 MB RAM or moret
Operating system: Microsoft Windows Vista,
Microsoft Window, 7, Microsoft Windows 8, or
Microsoft Windows 8.1
Note: Internet Explorer 6.0 or later
• Laserfiche Scanning Station:
CPU: Intel Pentium 4, Opteron, of Athlort 64, or
more recent processor {at least 2.4 GHz)
Memory, 1 GB RAM or more
Operating system. Same as above
Note: Laserfiche 10 is compatible with both SQL 2014 and Windows 10. Please see KB article 1013707 for specific Laserfiche
compatibility or email ryan@citiesdigital.com for a copy.
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Laserfiche Rio's licensing is based on the number of people who will be using the system —which makes
it possible to calculate the cost of most systems by doing little more than counting employees. The Rio
system provides a complete suite of applications with a single procurement, resulting in a lower total
cost of ownership for a distributed enterprise. Combined with generous volume discounts, this helps
you budget accurately, simplify procurement and —best of all —avoid overpayment.
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The core RIO system includes:
The Laserfiche Rio suite includes an unlimited number of Laserfiche Servers, offering
tremendous flexibility in configuration. Expanding your Rio system to additional departments,
satellite offices or divisions doesn't require an additional procurement —it simply involves
adding a new Laserfiche Server to your existing infrastructure. Rio allows for up to 15
repositories per server.
True thin client, supports Microsoft° Internet Explorer° 6.0 and higher and Mozilla® Firefox° 2.x
and reduces installation, support and maintenance requirements. Web Access also includes an
industry - leading integration that adds imaging functionality, comprehensive security and
enhanced workflow capabilities to Microsoft SharePoint°. Support for mobile devices is include
with Web Access Light and iPad, Phone, and Android apps.
Laserfiche® WorkflowTM is a flexible framework for optimizing and automating business
processes enterprise -wide. With Workflow, documents are automatically moved, copied or
deleted based on predetermined rules you design, while automatic notifications ensure prompt
action and simplify supervision. Combine the extensive security features of Workflow with the
comprehensive security reporting of Audit TrailT", and you have the information you need to
accurately assess your business processes to identify bottlenecks, maintain performance
comparisons and track document - related activity to improve quality, accountability and
productivity.
By constantly monitoring and recording events that occur in your document repository,
Laserfiche Audit Trail helps you protect information from misuse. Audit Trail enables you to
regularly review user activity, assess the effectiveness of internal control mechanisms and
demonstrate regulatory compliance. It readily fits into your existing IT infrastructure, providing
you with a detailed view of enterprise business processes— without creating additional work for
your IT department.
Digital signatures employ public - private encryption key pairs and associated certificates given to
individual users, offering a unique method of electronic identification for those working with
your documents.
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The desktop -based Laserfiche Client offers users intuitive, instant access to information. Each user has
their own connection through the Laserfiche Client, so they are always able to access their information.
The Full Named User License includes the ability to:
• Laserfiche Scanning is an intuitive scanning interface to add paper documents into your
Laserfiche repository. An array of tools enables you to enhance images, so you get the most
accurate text capture possible.
• Laserfiche SnapshotT"' creates archival TIFF images of electronic documents, without repetitive
printing and scanning.
• Laserfiche E -mail Plug InT" uses any MAPI - compliant e-mail application to distribute documents
stored in the Laserfiche repository.
• Participate in Laserfiche Workflows to route, approve and auto -file documents.
Licensing Model:
The Full Named User is a named user license. Each user who will need read -write access to the
Laserfiche repository will need a Full Named User license. Number of licenses purchased should directly
reflect number of employees needing any type of edit capabilities in the Laserfiche repository.
With Records Management Module, you:
• Enforce enterprise -wide records policies — regardless of your records' format, location or
content.
• Automate life cycle management from document creation to final disposition.
• Run reports detailing where records are in their life cycle and which records are eligible for
transfer, accession or destruction.
• Log all system activity, providing an audit trail that can be used to prove adherence to your
records management plan —and compliance regulations.
• Ensure the future accessibility of your archived records with storage in non - proprietary TIFF file
format.
• Safeguard records with comprehensive access controls.
• Support compliance with Sarbanes- Oxley, HIPAA, USA PATRIOT Act, SEC, FINRA and other
regulations.
• Reduce litigation risks associated with expired and outdated records.
Licensing Model:
Records Management Module is a percentage add -on per Rio user.
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Laserfiche Import Agent provides effortless document importing and management within a Laserfiche
repository. These documents come from a variety of sources, such as multifunctional peripherals
(MFPs), which include devices performing any combination of printing, faxing, scanning, and copying.
Without the Import Agent, the risk of misfiling documents and incorrect index cards exists. Documents
are more difficult to find as a result. Laserfiche Import Agent maximizes document accessibility by
automating document importing and document management within the Laserfiche repository.
Laserfiche Import Agent looks for documents wherever they are created and sends those documents to
a Laserfiche folder. The Laserfiche Import Agent monitors single or multiple locations. For example, an
MFP captures documents and stores these documents in a directory. Laserfiche Import Agent
automatically looks for specified documents in that directory and moves them to the Laserfiche
repository.
Configurable document filters in Laserfiche Import Agent organize documents into folders based on
filename, document type, or a combination. For example, the Import Agent provides the capability of
importing TIFF images from a network folder into the Laserfiche repository. Moreover, the Import
Agent auto - populates the index card template fields for the imported TIFF image.
An automated schedule efficiently archives documents in the Laserfiche repository. Schedules represent
the time during which the Laserfiche Import Agent actively looks for documents in specific directories
thereby minimizing network traffic during peak hours of the day.
Licensing Model:
Import Agent is a single server license. The application may be installed on a server and will allow
unlimited profiles to be configured to shuttle documents from a network location to a Laserfiche
location.
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Loserfiche Rio Quick Fields Bundles
Quick Fields Client
• Automatically captures information from documents
• Dynamically create indexing values and folder paths
• Advanced image processing options
Zone OCR
• Capture text -based data from form -based documents
• Identify the beginning each new document
Real Time Lookup
• Uses Windows ODBC to access any data source available
• Imports indexing values from existing external databases
Pattern Matching
• Uses regular expressions to separate extracted data from larger blocks of text
• Verifies that it is correctly formatted
Bar Code
• Recognizes the seven most popular barcode formats
• Includes support for several 2D barcode formats
Forms Processing
• Forms Registration: Image enhancement corrects misaligned forms
• Optical Mark Recognition: Detects marks in form elements such as check boxes
• Forms Identification: Recognizes the form based on its overall structure, even in the absence of
bar codes, form data or other distinguishing information.
• Forms Extractor: Removes form outlines to isolate data for more accurate capture.
Laserfiche Rio Annotation /Bates Numbering
• Creates permanent stamps on documents as they are processed
Licensing Model:
Quick Fields is a per seat license. Each workstation or server that needs to perform forms processing
will need its own dedicated Quick Fields license, along with a license for each necessary Quick Fields
add -on to perform the required processes.
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With Forms Add -on:
• Easily create attractive forms using preconfigured templates that allow you to specify colors,
fonts, logos and more.
• Drag and drop a wide variety of fields, checkboxes and radio buttons onto your form to collect
the exact information you need —in the precise format you require.
• Configure form elements so that they are hidden or displayed based on selections made in other
fields, improving the user experience and ensuring that you don't collect unnecessary data.
• Change the look and feel of your form —or add or delete questions from it —at any time without
help from programmers.
• Pulls user data from your primary applications to pre - populate forms for known audiences,
reducing the need for staff to rekey or manually validate information like name, address and
phone number.
• Prevents common user errors such as incomplete fields and incorrect data types, improving
both the user experience and the quality of your data.
• Uses role -based security to ensure that access to submitted data is limited to authorized
personnel, guaranteeing the security of confidential information.
Licensing Model:
Forms is a percentage add -on per user.
Laserfiche Forms Portal
Forms Portal expands the functionality in Laserfiche Forms to include publicly available forms that users
can fill out anonymously. In contrast, users must log in to Laserfiche Forms without the Portal Add -on.
Licensing Model:
• The Laserfiche Forms Standard Portal Add -on is licensed per instance. You can allocate each
Forms Portal instance you have to one Forms Server. To use Forms Portal with a particular
Forms Server, you'll register the server as normal during installation and allocate the Forms
Portal to the desired Forms Server from the Rio License Manager.
• With the Laserfiche Forms Enterprise Portal Add -on, every instance of Laserfiche Forms will
have the additional Forms Portal functionality.
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Laserfiche Public Portal allows you to generate a content portal site based on a database, without
coding or programming. Anyone with a connection to the Internet or a local intranet has access to the
information they need —often reducing the burden on staff of responding to requests for information.
Public Portal functionality enables your organization to make information available to more interested
parties than typically have access to your content repository. Specifically, adding Public Portal to the full
Laserfiche Client allows you to offer two views into the same active repository: full read /write access to
individuals who need to work with content (e.g., internal use with the Client), and read -only access with
no modify or delete capabilities for the public (e.g., external publication with Public Portal). In addition,
WebLink sites can now be crawled by Internet search engines, so your public documents can be found
the same way users find other pages on the Internet.
With Laserfiche Public Portal, access, security, and customization are easy. Your published Public Portal
site is browser and platform independent, so anyone who needs to access your content can find it.
Administrators put the power of Laserfiche access controls to work to allow or restrict public access to
appropriate information. And functionality can be customized to your organization's needs, just as the
look and feel can be customized to match your branding.
Licensing Model:
Public Portal is a per server, per processor license. The organization will need a Public Portal license for
each server that they wish to have Public Portal installed on.
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Service Components
As a service premium to its customers, Cities Digital offers supplemental service packages to augment
the basic Laserfiche Annual Maintenance (LSAP) agreement. The benefits include:
• Reduced professional services rate (normally $175/hr).
• Receive priority support with guaranteed response times.
80 hours of remote or onsite installation or training
Access to Priority Support Hotline
Additional discounted onsite support service hours available
11c) � o` 1,30 V. a_a � � �. � � �.., . � k�, .. .. �'4a "{ .. a Y "f ° t, � � . � t t r -(, Pn lc w ."
• On -site Traveling: If a technician is traveling on -site, service package hours will be billed at 1/2
the normal rate during travel. Additionally, if the technician is driving, a rate of $.585 /mile will
be charged - and if the technician is traveling by plane, the entire cost of the airfare will be
charged. A $225 /day per diem will also be charged for on -site travel.
• Off Hours Support: $250 /hr. Regular support hours are 8am -7pm CT Monday through Friday. All
off -hours support requests must be scheduled two weeks in advance. Off Hours Support time
may be deducted from any Advanced Service Package at an adjusted conversion rate (rates
adjust based on average per hour cost of package).
• Development Hours: $250 /hr. Developer time may be deducted from the Advanced Service
Package at an adjusted conversion rate (as described in "Off Hours Support ")
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Sample Project Plan
Cities Digital Solutions Consultants will wo.rk with City of Tukwila's project manager provide tools and assistance
that will help during the implementation period. In addition to scheduled progress reports, real -time updates can
be provided to City of Tukwila's staff upon request.
1. Planning and Consulting Meeting
The initial meeting after City of Tukwila's Contract Award will be for planning and consulting. This meeting can
take place on the start date of the contract, or shortly thereafter. The planning and consulting will require time
from the key decision maker and staff time to determine how the software will be used, identify key resources
and contacts, and set timelines. Planning and consulting will revolve around the recommended processes and
procedures, and initial planning of priorities for implementation and documentation. Deliverables for this
meeting will include an overall implementation strategy, implementation plan, and project timeline.
2. Software and Hardware Order
Upon receiving a PO for the software and hardware, Cities Digital will order the products. This process takes
five business days to complete and will begin immediately after the PO is received.
3. Initial Documentation
Cities Digital staff will meet with City of Tukwila's key departmental contacts that will administer and support
the Laserfiche software. Our staff will consult with City of Tukwila staff to develop policies and procedures
that will best meet the business needs and adhere to best practices for document management. Cities Digital
will then develop initial training materials that will illustrate the procedures and state the policies for end
users. This documentation will be available in editable format to City of Tukwila staff.
4. Software Installation /Pilot User Training and Testing
The software will be installed on target test computers at City of Tukwila. Initial setup of the server and client
computers will be completed on this day including setup of a test platform (if required). Generally, the next
day will include onsite user and administrator training. Training may include configuration of some system
components if configuration was not completed by Cities Digital installation personnel. When configuration is
complete, pilot users will test policies and procedures. During testing, Cities Digital staff will be available for
consultation and guidance on the setup and making adjustments to settings. Following testing, customized
documentation will be adjusted.
5. All Other Training
When testing has been completed, and policies and procedures are in place, all other users may be trained on
how to use the system. Training will include full users and retrieval only users. This training will be completed
onsite and should be conducted in small groups.
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Rio Software' Full Users (25 Full Named Users) $84,160.00
Records Management (10% add on per Full User)
Forms (10% add on per user Full User)
Forms Portal (Unlimited )
Quick Fields Basic (1 Installation)
Import Agent
Scan Connect (1 Installation)
Unlimited Public Portal (Weblink Read -Only
access, unlimited concurrent logins)
Integration(s) ' I Laserfiche Integration for DISCUS/ AS 1 $7,500.00 1
Laserfiche Software
One year of Software Maintenance that includes:
$18,332.00
Assurance (LSAP) Z
Rapid- response Technical Support, the Latest
$93,179.24
Hotfixes, Updates and Patches, new Version
Releases, and Access to the Priority Support Line
Trade -In Software
Trade in credit for legacy Laserfiche United System
($25,065)
Components
Trade -In LSAP3
Trade in credit for unused LSAP for legacy
($5,031..80)
Laserfiche United Svstem
Discount Get 1 Full User License Free for Every 2 Purchased ($7,200)
when uaeradine from United to Rio°
Services' 80 hours of professional services from Cities $12,400.00
Digital for Installation, Training, and Consulting.
Subtotal
$85,095.20
Tax
$8,084.04
Total
$93,179.24
'Onetime costs include Software ($91,660) and Professional Services ($12,400) plus tax
2Recurring Annual Software Maintenance will be $18,332 plus tax (first year charged with system purchase)
3Due to the quote being first generated June 2015, the initial total was $96,328.25. After refreshing the quote December 2015 to reflect the current
status of the city's Laserfiche Software Assurance Plan, the amount decreased to $93,179.24 No other changes were made.
°Though the promotion concluded at the end of Quarter 2, Cities Digital was able to hold the discount for The City of Tukwila through 12/31/2015.
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On July 14th 2015, Laserfiche was one of five vendors selected to complete a master contract with
Washington State to drastically simplify the selection process of an Enterprise Content Management
solution at state and local government organizations. Laserfiche was chosen not only due to its granular
DoD 5015.2 and VERS security certifications, diverse Workflow capabilities, and strong Records
Management features, but also its widespread usage throughout the state at every level of government.
Local municipalities that are currently using Laserfiche include the cities of Renton, Medina, Auburn,
Federal Way, Puyallup, Fife, and many others. These cities, many of whom have relied on Laserfiche for
years, are a testament to the long term value of an investment in Laserfiche.
From the Washington Secretary of State's Website:
"Purpose for Enterprise Content Management Initiative
The purpose of this statewide initiative is to assist agencies and do the "heavy lifting"
that comes with developing an RFP for an Enterprise Content Management (ECM)
system and to facilitate and support implementation of these systems in a way that is
both effective and affordable for agencies.
A multi- agency and multi - disciplinary team will select and satisfy competition for a
limited number of ECM systems and options that will meet the business and legal needs
agency. The team will also look for those systems that offer a "user- friendly"
experience, workflow improvement and the ability to automate processes. These
systems will also meet the requirements for public records that apply to all government
agencies in the state as well as other requirements that the state has for security and
protection of records and data.
As agencies implement breakthrough principles and guidance with an Enterprise
Content Management (ECM) System in their own initiatives, employees will be able to
effectively organize, manage, and use electronic documents and unstructured data as a
critical agency asset. Agencies will be able to resolve electronic records disorganization
and proliferation issues, and the related problems that flow from those issues such as
public disclosure and compliance with the statutory requirements found in Chapter
RCW 40.14 and Chapter RCW 42.56." 1
1 http: / /www.sos.wa.gov/ archives/ RecordsManagement /ecm- initiative.aspx
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"So what is the big deal about an Electronic Content Management (ECM) System?
An agency simply cannot manage records and information in this day and age without a
system of some kind, period. Be it a manual system or a software system, "system" in
this instance is all about established systematic processes and procedures to holistically
manage records and information across the agency regardless of formats (both paper
based and electronic). Agencies need a system that has the ability to appropriately and
defensibly disposition (destroy or transfer) according to the retention requirements and
in a timely fashion and need a system that supports the business user in doing their job
with less effort and more efficiency while offering workflow improvements and more
automated processes.
This does not mean a "system" where "archiving" records is simply keeping everything
in storage and just adding to the pile. That's hoarding, not managing.
An ECM system provides the support and management capabilities for records and
information from start (point of creation) to finish (ready for destruction /transfer) -
otherwise known as "cradle to grave" management within a single repository and using
one software application.
Think along the lines of the "one ring to rule them all" and bringing back the tried and
true concepts of central files and consistent structures and an automated "dragon lady"
that will be in charge of the files and take care of the information - but which is all
managed behind the scenes and in a seamless fashion.
An ECM system can manage all CONTENT, regardless of format. These systems can store
and manage over 400 formats - including emails, the entire Microsoft office suite of
products, video, audio, images, pretty much everything a typical agency creates. And as
part of the requirements developed for the ECM initiative, these systems must interface
or offer interoperability with other existing systems (including SharePoint).
Part of the strategy with an ECM is to eliminate the silos that are scattered throughout
an organization, hindering searching and retrieval of relevant information to both do
work and respond to records requests. An ECM supports the storing, access and
retrieval of related records and information together so it can be better managed and
disposed or transferred in bulk using more automated processes.
AND these systems offer workflow, support mobility, dashboards, disclosure and e-
discovery search, redaction and production tools tool" 2
Z http: / /www.sos.wa.gov/ archives /recordsmanagement /big -deal- about - ecm.aspx
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Discounts
The City of Tukwila, a long standing Laserfiche user under the United model, is eligible for several
promotions and trade -ins that can be applied towards a Rio upgrade.
Legacy System Trade -In: Laserfiche views its software as an investment that retains value overtime. As
such, Laserfiche users can expect a dollar for dollar trade -in of their legacy systems when upgrading
licensing models or adding product.
Laserfiche Software Assurance Plan Reset: Upgrading to Laserfiche Rio will reset the date for annual
software maintenance. As such, maintenance already paid is credited back on a prorated basis.
State Contract: Although Laserfiche and the Washington Secretary of State's Office have negotiated a
state contract, the contract does not include preferential software pricing but instead standardizes
consulting rates. Those rates are across the board higher than those Cities Digital charges for the same
services, and thus will not apply to this proposal.
"Buy 2 Get 1 Free ": Quarter 2 of 2015 featured a promotion for existing Laserfiche United organizations
to receive a substantial discount redeemable during a licensing upgrade to Laserfiche Rio. The
promotion granted a free Full User License for every two purchased when an organization also
purchased Laserfiche Forms and transitioned to Laserfiche Rio. Though the promotion concluded at
quarter end, Cities Digital was able to hold the discount for a few selected organizations through
1.2/31/201.5. The terms of the promo code require that the order is placed before the end of the year.
By applying this promotion, the City of Tukwila is able to save $7,200 on product costs.
Laserfiche Empower: Every January, Laserfiche holds its premier learning and networking event in the
Los Angeles area. Known as Empower, the conference consists of more than 200 training courses and is
attended by over 2,500 members of the global Laserfiche community. It's a fantastic opportunity for
users from every skill level to learn more about the product, meet Laserfiche users in similar fields, and
network with other Laserfiche supported Washington organizations. Additionally, Cities Digital will
sponsor a social event to explicitly bring together its supported organizations.
Tickets for this year's Empower in Long Beach, CA are approximately $800 and are likely to sell out. If
the City of Tukwila decides to upgrade to Rio, Laserfiche has agreed to also allow the use of a second
promotion that provides for up to four complimentary tickets3 to the conference. It's hard to imagine a
better start to the year for the city than an upgrade to Laserfiche Rio with great training from Laserfiche
Empower.
'Travel and hotel expenses are not included in this promotion.
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF TUKWILA, WASHINGTON, WAIVING THE BIDDING
REQUIREMENTS AND AUTHORIZING SOLE - SOURCE
PURCHASE OF THE LASERFICHE RIO COMPONENT,
AND AUTHORIZING PURCHASE OF THE SAME.
WHEREAS, RCW 39.04.280(1)(a) provides for exemption from competitive bidding
requirements when purchases are clearly and legitimately limited to a single source of
supply; and
WHEREAS, the City has utilized Laserfiche document management software since
2001 to expedite document search and retrieval for staff and the public by providing
digital access to many City records; and
WHEREAS, the City wishes to expand its enterprise workflow management and
business process automation capabilities across multiple departments and the Tukwila
Municipal Court, and the addition of the Laserfiche Rio component to the City's current
Laserfiche system would provide a centralized yet flexible solution; and
WHEREAS, Laserfiche products are sold and maintained only through Value
Added Re- sellers (VARS), and Cities Digital is the VAR that holds the City's Laserfiche
maintenance contract; and
WHEREAS, Laserfiche's policy is to only allow the VAR that holds the maintenance
contract to sell additional components; and
WHEREAS, Cities Digital is the only Laserfiche VAR that sells and supports an
integration with the Washington Courts' District and Municipal Court Information System
(DISCUS) and the Judicial Information System (JIS) used by the Tukwila Municipal
Court; and
WHEREAS, integration with DISCUS /JIS is necessary to the Tukwila Municipal
Court's operations;
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NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. In accordance with RCW 39.04.280(1)(a), it has been determined that
the purchase of the Laserfiche Rio component is limited to a sole source. The
competitive bidding requirements for the City's purchase of the Laserfiche Rio
component is hereby waived in order to ensure compatibility with the existing system.
Section 2. The Mayor is hereby authorized to enter into an agreement with Cities
Digital for purchase of the Laserfiche Rio component.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Special Meeting thereof this day of , 2015.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Rachel B. Turpin, City Attorney
Kate Kruller, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
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