From
A. Bryce Davis, Purchasing Manager
Title
Authorize the City Manager to enter into contract with MCCi, LLC in the one time amount of $57,136.80 and the recurring annual maintenance amount of $20,981.30 for the conversion, implementation, and training of Laserfiche Classic to Laserfiche Avante through the national inter-local BuyBoard. This contract would be for one year with four additional one-year renewals available at a grand total not to exceed $162,043.30. Authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms.
Presenter
A. Bryce Davis, Purchasing Manager
Recommended Action
Approve
Analysis
City Staff currently uses Laserfiche Classic for a majority of it's document retention needs allowing easy electronic retrieval of many contracts, bid documents, and other important files. Laserfiche Avante is an upgraded server based software that would also allow City Staff to implement a workflow solution and form building component to take contracts digitial saving on printing costs, work hours committed, and the time it takes for a contract to successfully navigate the approval process.
The proposal recieved by MCCi, LLC, a Laserfiche reseller, includes hands on training and personallized workflow and forms creation to mimic the current contract approval process, just without the need to print documents for an ink signature; instead a digital signature can be affixed with full audit trail saving both time and money in this process with improved security. Contract Management through the Laserfiche Avante workflow solution is just one of the many applications this tool can be used for to modernize the City's processes.
Laserfiche Classic: Laserfiche Avante:
Implementation N/A $57,136.80
Annual Support $12,461.40 $20,981.30
Annual Change (Δ) + $8,519.90
Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including BuyBoard.
The BuyBoard is able to save money by pooling the impressive purchasing power of their members, which include hundreds of school districts, municipalities, counties, other local governments, and nonprofits across Texas. They use the power of numbers as leverage to get better prices with the same vendors we use now.
MCCi, LLC through their BuyBoard contract #544-17 offers Copy-Print and Document Management Services and began December 1, 2017 and will expire November 30, 2020, with two of two one-year extensions remaining.
Financial Consideration
Funding for the one-time $57,136.80 is available in the General Fund Contingency Account (331010-65120) due to vacancy savings. Future recurring maintenance cost will be budgeted in the department's budget.