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HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL
COUNCIL MEETING DATE: I 1 October 2017
AGENDA ITEM TITLE: Laserfiche Avante Software
RECOMMENDATION: Purchase Laserfiche Avante software
BACKGROUND: Laserfiche, our existing Enterprise Content Management
System (ECM) software, has been utilized by the City since 2002 for storage and retrieval of
electronic records. Since its original implementation this system has provided access to electronic
records to the public and staff, while reducing the need for additional personnel to manage. In 2008,
Laserfiche announced a new product, Avante, with additional functionality and features not available
in "classic" (the City's current version of Laserfiche).
Laserfiche's Avante platform is a comprehensive software
package, offering enhanced functionality and features, providing an increase in productivity through
process automation, mobile functionality, and seamless integration with existing internal digital
information systems. This system also brings an opportunity for cost savings by providing a secure
storage repository for archiving vital electronic records and reducing the City's reliance of "on -site"
storage of paper documents. The Avante software package provides further room to grow with
additional functionality that could be implemented in the future.
The purchase of Laserfiche Avante will enhance productivity
of departments that already utilize the current Laserfiche system as well as enable several other City
departments to move to a nearly paperless workflow allowing for easy digital retrieval of
information by City staff, and the public at -large. The attached proposal from MCCi represents:
software installation; configuration; training; and, annual support.
IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS_:
Total Cost: $49,179.30
Available Budget FY17/18: $50,000
Fund to Be Utilized: DST
Administrative Services Department/CFO Review:
ATTACHMENTS: MCCi Quote
City Manager Authorization:
Date: 04 October 2017
PRICING
1 1LiM
Upgrade
to Avante
Product Description:
qty.
Cost
Total
EXISTING LASERFICHE SOFTWARE SYSTEM
CONFIGURATION
0 United Standard Server Software
-1
$6,600.00
($6,600.00)
*requires MS SQL
0 LF Full User
-10
$615.00
($6,150.00)
0 LF Retrieval User
-25
$250.00
($6,250.00)
0 Snapshot Plug In
-10
$100.00
($1,000.00)
0 Email Plug In
-14
$80.00
($1,120.00)
0 LF Scanconnect *requiredfor each scanner
-4
$165.00
($660.00)
purchased/utilized
0 Weblink
-1
$7,995.00
($7,995.00)
Existing Software Credit Total ($29, »5.00)
ECM SOFTWARE LICENSING FOR AVANTE
0
Avante Server for MS SQL
1
$5,000.00
$5,000.00
0
Avante Additional Repository for MS
1
$1,000.00
$1,000.00
SQL
0
LF Full Named User
20
$600.00
$12,000.00
Includes Web Access, Snapshot, Email, and
Workflow
0
Laserfiche Standard Audit Trail
20
$75.00
$1,500.00
0
LF Scanconnect *required foreach scanner
4
$165.00
$660.00
purchased/utilized
0
LF Workflow
1
Included
Included
0
LF Forms Professional
20
$50.00
$1,000.00
0
Laserfiche Standard Public Portal
1
$25,000.00
$25,000.00
Includes Weblink and 25 Retrieval
Connections
0
Quick Fields
1
$595.00
$595.00
0
Zone OCR and Validation Package
1
$2,795.00
$2,795.00
Includes Zone OCR and Pattern Matching
0
Laserfiche Connector, Per User
20
$25.00
$500.00
ECM 5oftware Licensing Total
$50,050.00
MCCI I Page 6 of 30
ANNUAL SOFTWARE SUPPORT/SUBSCRIPTION
BASIC LSAP
0
Avante Server for MS SQL
1
$1,050.00
0
Avante Additional Repository for MS
1
$210.00
SQL
0
LF Full Named User
20
$126.00
Includes Web Access, Snapshot, Email, and
Workflow
0
Laserfiche Standard Audit Trail
20
$15.75
0
LFScanconnect'requiredforeach scanner
4
$35.70
purchased/utilized
0
LF Workflow
1
Included
0
LF Forms Professional
20
$10.50
0
Laserfiche Standard Public Portal
1
$5,250.00
Includes Weblink and 25 Retrieval
Connections
0
Quick Fields
1
$126.00
0
Zone OCR and Validation Package
1
$588.00
Includes Zone OCR and Pattern Matching
0
Laserfiche Connector, Per User
20
$5.25
[.�
Laserfiche Administration Services,
1
$2,227.50
Level 1
Laserfiche Administration Services needs
are estimated based on the current
software components provided herein: up
to 15 hours.
0
Training Center 25 - 49 Users
1
$2,840.00
Annual Support Total
For budgetary purposes, the Client should include $15,584.30 in annual
budget for renewal of the items quoted above.
Please note that if you
subscribe to MM's SLA or Training Center, additional user licenses may
increase the cost of these items at the time of your next annual renewal.
MCC! PROFESSIONAL SERVICES
[J( Remote Upgrade to Avante
Workflow training and installation
excluded.
0 Forms and Workflow Handholding (up
to 21 hours)
- Ongoing access to your Project Manager
for scheduled handholding assistance with
initial Workflow and Forms projects. Client
opts for this service in place of Forms or
Workflow training services. Hours billed
monthly as used.
$1,050.00
$210.00
$2,520.00
$315.00
$142.80
Included
$210.00
$5,250.00
$126.00
$588.00
$105.00
$2,227.50
$2,840.00
$15,584.30
1 $1,110.00 $1,110.00
1 $3,885.00 $3,885.00
MCCI I Page 7 of 30
R1 MCCi Project Management Services 1
$5,550.00 $5,550.00
-Upgrade Discovery, Configuration
Assistance, Cleanup Consultation
-Forms Install
-Workflow Install
-Public Portal Upgrade
0 Laserfiche Connector Integration 1
$2,775.00 $2,775.00
Configuration&Training Configuration
for up to one application screen with 3
standard actions on one machine. Remote
"Train the Trainer" training of up to 4 hours
on configuration.
Professional services Total
$13,320.00
Total Project Cost
$49,179.30
All Quotes Expire in 30 Days
PAYMENT & BILLING TERMS
MCC! will invoice one hundred percent (100%) of the software and support upon delivery of software. If services are
Included, the balance of the total project will be invoiced upon completion of the proposed professional services,
which may be broken up based on the completion date of specific services. Sales tax will be included where
applicable. Payment will be due upon receipt of an invoice.
Laserfiche software and help files are provided electronically. Hard copy manuals or software are available upon
request, for a $50 additional charge.
Note: MCCI will prorate the support of this additional software to be congruent with your current Laserfiche system's
annual support (LSAP) dates, the purpose of which is to align all software with one support date so maintenance of
your account is simple. MCCI will bill for the actual amount of support, which may be higher or lower than quoted. To
ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary note above to
your current budgeted renewal amount.
MCCI I Page 8 of 30