AgdaPkt 2018-01-22 Joint SA PFA - Laserfiche WebLink

Browse Search

6.1.1. - Page 2 Solutions, proposed hosted solutions that did not meet City requirements and were thus eliminated from consideration. IT staff facilitated live, on-site demonstrations from the three remaining vendors (Hyland Software, Prime Government Solutions, and Provox Solutions) to a multi -departmental team of City staff. Universally, Hyland's OnBase product was the preferred solution, as it was determined to be the most robust and easiest to use. In addition, OnBase is a workflow management platform, which will allow the City to implement additional organizational efficiency solutions using the tool. The ability, capacity and skill of the bidder to perform the contract or provide the service required was instrumental in awarding the agreement to Hyland. The OnBase solution was the only response that sufficiently met all the requirements in the RFP. In addition, as Hyland is the current owner of SIRE, it is in the best position to convert the City's existing agendas and contracts from SIRE into the new platform. With the OnBase solution, the City will be able to implement a modern, stable, supportable, feature -rich Agenda and Contract Management system capable of expanding to other areas within the organization where electronic forms and approvals can increase efficiency. The contract cost for OnBase is an amount not to exceed $150,000. This includes: $99,000 for the software, training, initial implementation, and the initial first year of maintenance through June 1, 2019; $12,000 for the prorated amount for the remainder of 2019; $20,000 for the third year of maintenance, January 1, 2020 through December 31, 2020; and $19,000 in contingency funds in the event that additional training or implementation costs are incurred. ALTERNATIVES Council could direct staff not to replace the SIRE system. However, since Hyland no longer patches or improves the product, system stability and reliability would be an ongoing challenge. FISCAL IMPACT Capital Improvement Plan funding of $150,000 for the replacement of SIRE was included in the Fiscal Year 2017-18 budget and approved by City Council at budget adoption. ENVIRONMENTAL REVIEW This activity is not a project under CEQA as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or a reasonably foreseeable indirect physical change in the environment.