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Home My WebLink AboutR-2006-119 HTE Document Imaging RESOLUTION NO. 2006-119 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO PURCHASE PROFESSIONAL SERVICES IN AN AMOUNT NOT TO EXCEED $34,000.00 FROM H.T.E. INC., FOR THE PURCHASE OF THE SUNGARD H.T.E. ASP PROGRAM'S OPTIVIEW IMAGING & DOCUMENT MANAGEMENT, AND OPTISPOOL ONLINE REPORT MANAGEMENT PROGRAMS, INCLUDING MONTHLY ACCESS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the 2005/2006 City Clerk budget approved by the City Commission provided for the purchase of a Document Management Program (the "Program"); and WHEREAS, the City of Dania Beach is currently using the H.T.E. ASP (Application Service Provider) software; and WHEREAS, a review of different providers resulted in the selection of H.T.E., 1000 Business Center Drive, Lake Mary, FL 32746, to provide the Program; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the City Manager is authorized to purchase the Document Management Program designated above in an amount not to exceed $34,000.00, with funding from the Capital Projects Fund, from HTE, Inc.. Section 2. That the City Manager is authorized to purchase the corresponding professional services, specifically, monthly access in the amount of$1,350.00 per month, for a one (1) year period, and annual renewals necessary to support the application to be funded from the General Fund. Section 3. That all resolutions or parts of resolutions in conflict with this Resolution shall be repealed to the extent of such conflict. Section 4. That this Resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED on July 25, 2006. PATRICIA FLURY MAYOR—COMMISSIONER A TEST: LOUISE STILSON, CMC CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: BY: I - 1, 44 THOI AS . AN RO CITY ATTORNEY • 2 RESOLUTION#2006-119 M HTE INC. Sun Gard HTE Inc. Application Service Provider Agreement Schedule A - Order Form Customer Name: City of Dania Beach Yes No Initial Order Form X Agreement Number: DANI-20030321-6 Replacement Order Form X Replaces Order Dated 1. Term:Begins upon full execution of this Schedule A—Order Form and expires commensurately with the expiration of the SunGard HTE Inc.Application Service Provider Agreement(ASP Agreement) dated May 29, 2003,between SunGard HTE Inc.(HTE) and City of Dania Beach,FL(Customer). 2. Application Groups: Start-Up Fees and onthly Access Fees Applications and/or Services Start-Up Fee Monthly Access Fee Third Party Products OptiView Base System with Text Search Capabilities for 5 $ 6,000.00 $ 950.00 (Not currently Licensed) full function concurrent users: OptiView Base System-4 department setups inclusive of Community Development, Finance, City Clerk,&Customer 6,000.00 - Information Systems: OptiView Base System-2 online user subscriptions: 2,000.00 OptiView Base System-2 days of customized"tabs& 3,000.00 - category"setup: OptiSpool Base System for 5 full function concurrent users: 3,000.00 400.00 OptiSpool Base System- 1 day of OptiSpool customization: 1,500.00 - Hardware 2 servers to act as the text search database, text search 8,000.00 (Servers) processor,and primary storage. These devices will be configured by API and installed at Dania Beach. Fujitsu 5110C-scanner-included in quote; 1st Year of 4,495.00 Hardware Post Warranty included; (Scanners) Fujitsu 4340C-scanner-90 Days of Post Warranty included Total Proposed System 1 $33,995.001 $ 1,350.00 *Start-Up Fee is based on use of HTE's Standard ASP Implementation Methodology. 3. Payment Terms: Start-Up Fee: Due upon execution of this Order Form. Monthly Access Fee: The initial Monthly Access Fee will be due September 1,2006. Subsequent Monthly Access Fees will be due on the first of the month thereafter. Monthly Access Fees will be invoiced in advance on a monthly basis. Fees will be billed with current ASP Monthly Access Fees. Rates for subsequent years of service are subject to change. Travel and Living Expenses: Travel and living expenses are in addition to the prices quoted above and will be invoiced as incurred and shall be governed by the HTE Corporate Travel and Expense Reimbursement Policy. Travel and living expenses actually incurred in prior months for which SunGard HTE is seeking reimbursement,shall also be invoiced monthly. 4. Hardware: All hardware delivered under this Schedule A-Order Form is the property of the Customer. Third Party Software and Hardware: Unless otherwise provided for herein, warranty, modification retrofit and maintenance offerings by HTE for its Licensed Program(s)do not apply to any third party hardware or third party software supplied under this Supplement. HTE does not make any warranties nor provide any source code for any non-HTE products unless otherwise provided herein. The return and refund policy of each individual third party hardware or third party software supplier shall ASP Agreement,Schedule A-Order Form DANI-20030321-6 ASP Order Form.doc VerI00404 Page I oft 7/12/2006 prevail unless otherwise provided herein. It is hereby acknowledged by the parties that Advanced Processing& Imaging, Inc., (Subcontractor)is the supplier for the Third Party Hardware/Software/Services purchased herein. •6. Third Party Support Services: Customer agrees that Subcontractor shall be responsible for providing all Technical Support for delivered products. This Schedule A-Order Form is entered into under the terms and conditions of the SunGard HTE Inc.Application Service Provider Agreement between the parties. CITY OF DANIA BEACH,FL SUNGARD H4A�thorizedSignature 00- Au rized Signature Ivan Pato, City Manager Grant Harbin, Vice President Print Name &Title Print Name&Title July 13, 2006 Date Date • • ASP Agreement,Schedule A-Order Form DANI-20030321-6 ASP Order Form.doc Ver100404 Page 2 of2 7/12/2006 { f t CITY OF DANIA BEACH Agenda Item# • Agenda Request Item Date of Commission Meeting: 7/25/2006 Adopt Resolution ® Adopt Ordinance (1st Reading) ❑ Adopt Ordinance (2nd Reading) ❑ Award Bid /RFP ❑ Presentation ❑ Continued from: Requested Action (ltlenfity appropnafe,Ai4n 4 " b.._. �..., ... ... M.,.. , . - . ., ._�.. .,,.. . ._..., Approval of Resolution #2006-119 to purchase a Document Management Program from SunGard HTE. �l/hy Action is Necessary ' g To purchase a document management program to begin the process of scanning and retrieving documents and data. " ;. 5 - i �''� i r�' p art S E �`r�* 1Nhat Action Accomplishes E r:3a. .. w ,;, L' Begins the implementation of a City-wide records management program. m Purchasin Re nests ONLY b �7 �� z � -�n s s � > _ .:F, ..ati,.�•R. _,. _ _ _,.. _ s, »N._...��u. +, .- r ,,,Er., +.,,�, nT.uUx:.x . ,.o.. .,,.., Dept: 1600 City Clerk Acct#: Amt: $33,995.00 Fund: General: ❑ water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: Er Summary Explanation/Background .. �ha.ea The City has researched several records management programs in an effort to find the best program to scan, store, and retrieve City documents and data, and eliminate the need for paper files. The OptiView program is the easiest, fastest, and most cost effective product to use, "imaging enabling" any database application with no reprogramming, no duplicating database information, no keypunch data entry, no manual indexing, and no staff retraining. It further provides us the ability to to forward documents to other staff within the City, apply index information to images without keystrokes, and store them on optical drives or disk arrays. OptiSpool provides immediate on-line access to spool file reports and enables users to store, retrieve, parse and distribute internally generated documents, contracts, invoices and reports. All documents will be stored on-site on the two new servers included in the purchase of the program. Four divisions, City Clerk, Finance, Utility Billing and Community Development, will be included in the initial phase of the program. Other divisions will be added in future budget years. Fiscal Impact/Cost Summary 6y�A' 61 .....-.3w;• _ 's., _ ,,.�.' .."2,«i«...: 'x`�.. . fir...., '_. .��M '. -r a`za.w....tz�,..__ _x .,��... "W..,»,.._.. N/A ns Ezh'ibits Attached �, �, w W,, ,,, { gam x � H e s SunGard HTE Inc. ASP Proposal Resolution Memo from Information Services Exhibit 1 Exhibit 2 Exhibit 3 Exhibit 4 Exhibit 5 Exhibit 6 Exhibit 7 Exhibit 8 •Authorized Si natures � �' v��4 �c E � �'' � s (� '�a � ��>{ ��• 3 1< � �, '�� Submitted by Louise Stilson Date 07/13/06 Department Director Louise Stilson Date 07/13/06 HR Director Date Finance Director Patricia Varney Date 07/13/06 City Attorney Thomas J. Ansbro Date 07/13/06 City Manager Ivan Pato Date 07/14/06 � i;,va.�,%, ;., �.;�,. .wd ..,.:� a�r..,. . m�.,, ear,��„`.��,x. ;,� �. .,-,'`�.,�.�s.�i..»., .,.,��...,t::"' �-_„ r,.�..�..,4�,� ��s.��.,� �x., A..�,,��„,�,��'? ��'-p,✓ Yr y Commission Action: Approved: ❑ Denied: ❑ Continued to: ❑ 7 i 7 .. SUNGARD HTE INC. ASP PROPOSAL for SUNGRD H T F, INC. Dania Beach,Florida Advanced Processing Imaging ASP Environment July 12,2006 Applications and/or Services Monthly Access Start-Up Fee Fee Third Party Products OptiView Base System with Text Search Capabilities for 5 6,000 950 Not currently Licensed full function concurrent users OptiView Base System-4 department setups inclusive of 6,000 - Community Development,Finance,City Clerk,&Customer Information Systems OptiView Base System-2 online user subscriptions 2,000 OptiView Base System-2 days of customized"tabs& 3,000 category"setup OptiSpool Base System for 5 full function concurrent users 3,000 40C OptiSpool Base System-1 day of OptiSpool customization 1,500 Hardware The ASP solution requires two servers to act as the text 8,000 search database,text search processor,and primary storage. These two devices will be configured by API and installed at Dania Beach. Hardware Scanners- 4,495 Fujitsu 5110C-scanner-included in quote; 1st Year of Post Warranty included Fujitsu 4340C-scanner-1st Year of Post Warranty included Total Pro osed S stem: 33 9951 $ 1,3501 NOTES Please note the purchase of the 2 servers and 2 scanners needed for this implemented will be processed on the SunGard HTE contract,but the ordering, delivery,and maintenance will be coordinated directly between API and Dania Beach. EXPIRATION SunGard HTE prices are valid through July 31,2006 PAYMENT TERMS 100%of Startup Fees are due upon receipt of invoice. The first installment of the Monthly Access fee will be due September 1,2006 and each subsequent month for the term of the contract. The Monthly Access Fee for any additional applications purchased will be placed on the same term as the original contract. Travel and related expenses of the trainers,installers,or project managers are in addition to the above costs and they are billed separately. Customer will be contacted by the SunGard HTE Project Manager to begin the implementation process of this project upon receipt of startup fees. i CITY OF DANIA BEACH INFORMATION SERVICES MEMORANDUM TO: Louise Stilson FROM: Chuck Cook DATE: July 12, 2006 SUBJECT: Document Imaging Attached is the quote from Sungard HTE for the Document Imaging project. This project will be using the software and computers from Advanced Processing & Imaging, Inc., a Deerfield Beach based company. Because their software uses an IBM AS/400 computer to run the software, we will be using the ASP (Application Service Provider) model which will utilize their software running on HTE's computers combined with two • servers that we will purchase and will be housed in City Hall. While API has contracts with several local governments and the Broward County School Board, the ASP model is a unique service and is being offered through Sungard HTE as a single source vendor. While this is an ASP model utilizing off site computers, the documents that we will be imaging will be in our possession as they will be stored on site on our two new servers. The projected capacity of the servers is 65 million documents. PAAgenda Request Items\City Clerk\Document Imaging Projectl.doc 1