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CITY COUNCIL AGENDA TRANSMITTAL
Council Meetino Date: January 13, 2021
Title & Recommendation: Notify of Emergency Purchase of Digital Software from MCCi, SHI and
GoGov to Enhance Electronic Public Interaction, initial cost in the amount of
$23,295.23 and annual cost in the amount of $23,567.67.
Backaround: The Procurement Division, on behalf of the MIS Division, provides
NOTIFICATION to Council on the emergency purchase of Digital Software to Enhance Electronic Public
Interaction. In accordance to the City's Declaration of Local State of Emergency for COVID-19 (Executive
Order 20-52, Section 4), authority was delegated to the City Manager to 'take whatever prudent actions are
necessary to ensure the health, safety and welfare of the community."
The following items were purchased:
Software Vendor
Laserfiche Fomis MCCi
Docusign SHI
Initial Cost Annual Cost
$ 12,570.31 (Prorated) $12,842.75
$ 3,224.92 $ 3,224.92
Citizens Request GOGov $ 7,500.00 $ 7500.00
TOTAL $ 23.295.23 $ 23.567.67
CARES Act lundinq was used to fund these gVrchases as a result of the COVID-19 Pandemic in order to
prevent the sMe2 of the virus and protect the health welfare and safety of our citizens. Vendors were
selected based on price, quality and the ability to deliverhnstall in a timely manner to meet the Cdys
immediate need for these software additions.
If Agenda Item Requires Expenditure of Funds:
Budgeted Amount: N/A
Total Cost: $23,295.23
Funds to Be Utilized for Appropriation: CARES Act Funding
Attachments
1. Pricing Proposal/Invoices
a. Lasertche Forms - MCCi
b. Docusign -SHI
c. Citizens Request -GOGov
Administrative Services Departure Rev'
City Attorney Review:
Procurement Division Review, i appli e:
City Manager Authorization: p^7
Date: /A/;t/ GGG
PRICING: =�-! rid 1�_FB I'
Complete and remm tot
',;r cci
3717 Apalachee Parkway, Suite 201
Ship/Bill to: Barbara Brooke -Reese
Tallahassee, FL 32311
brv�sc., C oNobasne^ o,e
850.701.0725
850.564.7496 fax
Client Name: Sebastian, FL
Quote Date: December 04, 2020
Quote Number: 18323
Quote Type. Expansion
Prorated
Product Description. Illy,
unit cost Total 10.981
Months
CONTENT SERVICES $OFTTWARE LICENSING FOB AVANTE
® Laserfiche Avante Forms Portal 1
$7,995.00 $7,995.00 N/A
Loserfche Software Subtotal
$7,99S.00 sy'"S.00
$7,995.001
$7,"5001
Product Desorption: Qty.
Annual
Unit Cast
Prorated.
10.981
T°t°I
Months
LASERFlCHE ANNUAL £O.FiWARE SUPPORT -BASIC
Laserfiche Avante Forms Portal 1
$1,680.00 $1,680.00
$1,537.31
LaserfkbeAamtol Recurring Software Support Subtotal
$1.680.00
$1,537.31
LASERFICHE ANNUAL SUBSCRJ.MN : DASICC
0 Laseriche Participant User Subscription(10-49 users) 15
$101.85 $1,527.75
$1,397.99
Laserflche Annual Recurring Subscription Subtotal
$1,527.75
$1,397.99
idFJ_G7V'r1i7:ireli�i4ti'nYlihdetn:u4rrueranwsu:u4ln:�te:u�usm
$3,207.75I
$2,935.311
For budgetarypurposes the Clientshould Include $3,20Z75 annuallyfor renewaf ofthe Items above. If you
subscribe to
MCCA; Training Center or SIA additional user licenses maylncrease its cost
at the time afyour next annual
renewal.
Sales tax will be invoiced where applicable and is not included above
Service Description:
Prorated
Qty. unit cost Total 10.981
Months
p_ICCI SERVICE PACKAGES
Implementation Services Package 1 $1,640.00 $1,640.00 N/A
Cost Is based on the current components provided
herein. MCCI•s cer0fed personnel will administer these
services to assist Client with implementing the
s `� o mponents purchased.
.�• u 1 $1,640.00 $1,640.00
11` cci I Proposal Page 1 of
TOTAL LASERFICHE PROJECT COST
All Quotes Expire in 30 Days
This is NOT an Invoice. Please use this confirmation to Initiate your purchasing process.
RECURRING SERVICES
The Recurring Services portion of this Order will be based on the pricing at the time of renewal and will systematically
renew unless wnrten notice of termination has been provided per the master agreement In the event that a
manufacturer increases Its prices for recurring annual services, the increase will be passed along to Client. No more
than once per year. MCCi may adjust its recurring annual services to coincide with current U.S. inflation rater, airy
increase will not exceed the cumulative increase in the Consumer Price Index (CPI) accumng since the last price
increase.
SALES TAX
Sales tax will be Invoiced where applicable and Is not Included in the fee quote above.
)r.•'C,`ci I Proposal Page 2 of 6
l4 3oS7p
• Pricing Proposal
Ch,ot
Valid Until: 19902009
Created On: Dec-09-2020
Valid Until: Jan-06-2021
City of Sebastian Inside Account
Executive
Barbara Smake42eeae Evan Ely
Pine: CM) MM330 en 9246 290 Davidson Ave.
Fax Somerset, W Mn
Enna breese@dtyofsebestian.org Phone 732-65P M
Fee: 732-%4 4
Emat Even_Ey@sM.con
a Pdcee ere b us Dear (usD)
Product Qy Your Prim Taal
1 eSigreLre graMes Pro Edsbn-EmMopa Subv 500 $4.67 $2,935.00
Contact am
Uxuact Nrone:Ormb pan.
Pro FSann
edrers-R Soiugona
Contact 1
Coverage Tear: Do1
azo2o- Dao-1a2oz1
Nate: Ovemgs Foe (scribing over 500 envelopes): j5.60 Per tramadien
2 Prembr Stppon 1 $349.92 $249.92
Docusign- PattSupport
Contract Name: dmie Aarhus- IT Sok tons
Contract P:2016011.02
Coverage Tenn. Oeo14-2020 - Doc-1 a2021
3 Adoption Consulting us 1 $540.00 5540.00
DocuSign - Parts: Combed;
Contract Name:OmNa Permars - IT SMNons
Cwmaota: 20`!Wi1-02
Covarege Tenn:Dsc-14-2020-0s 13.2021
Tod 53,224.92
AddiMnel Comments
Pbam Note: Docuslgn has a zero returns policy.
Hardware Items on this quote may be updated to reflect changes due to Industry wide constraints and fluduvans.
Tbank you for dpoabg SHI International COMI no pddrp offered on this quote proposal Is valid through the expire9on date set
above. To ensure the best bvel of service. phase provide End Meer Name, Phone Number, Email Address and apptlrable Canimct
Number when submigirg a Purchases Order.
SHI Intonational Corp. Is 1 W%Minority Ownod, Women Wined Business.
TAX ID922-3009846; W NSp 61-1429181; CCNp 61.Z43WG-. CAGE 1HTFO
The products oHarad under MIS proposal are resold b accordance Wash gre Isms and wnWllons of the Contract referenced under
G O G ov Order Form 1 2020
Subscriptions & Services
GORequest $1,000
Citizen Request Management (CRM) - Unlimited Subscription rmonth
End of Year oiscount $375
/month
Services: $0 Annually: $7,500 Monthly Total: $625
Order Details
Contact Name: Phone:
Title: Email:
Contact Name: Phone:
Quote Month: Email:
PO #: x*-1) Cycle: Annual Bttling
Billing Practices GOGovApps will tend renewal quotes for budgeting purposes at the beginning of the Qpote Month
specified. Invokes are sent 45 W 60 days prior to subscription renewal and are due prior to the star of the
Subscription Period. To align billing with budget cycles, extent Initial Subscription Period to include extra morsuss
and we will send an initial in,xce for the extra prorated morons and fen a second invoice for the remainder of the
Initial Subscription Period.
Initial Subscription Period: 12 months starting:
Replacing Contracts: N replacing existing agreement provide contract # or description B date.
Contract #: amemey
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