HomeMy WebLinkAbout10 Approve the Purchase of Enterprise Content Management Systemp' TRUCKEE DONNER
Public Utility District
MEETING DATE: January 6, 2021
AGENDA ITEM 10
FROM: Ian Fitzgerald, IT Director/Chief Information Officer
SUBJECT: Consideration the Purchase of Enterprise Content
Management System
APPROVED BY
RECOMMENDATION:
IT Director/Chief Information Officer
Authorize the Interim General Manager to execute a contract with ECS Imaging for first
year access, licensing and support for Laserfiche Enterprise Content Management
Software, as well as for implementation and integration services in an amount $86,465 with
a 10% change order of $8,647 plus taxes, for an amount not to exceed $95,112.
BACKGROUND:
For many years the District has managed its thousands of documents through basic
Windows file folder structures. This method is not best suited in organizing, securing,
or integrating the many documents required to operate the business efficiently.
Staff is looking to deploy an Enterprise Content Management System, with an initial focus
on "Records Management". This project will deliver a software solution that will support the
District's needs with requirements of the District to provide an automated records system
which allows for electronic document and agenda storage, retrieval, organization,
automated workflows, and integration with our public website for public records searches.
We are looking to select and implement an enterprise software suite which allows for the
organization of public records with tight integration with our existing on premise File Server
technology, on premise backup software, on premise based GIS, and on premise Microsoft
Outlook. The software will include risk mitigation surrounding today's ransomware threats,
but also be simple to use, easy to navigate, quick to retrieve, and scalable for future needs.
As the selected product grows, it will meet future needs that will help accelerate workflows
and approval processes, enhance collaboration, and provide employees and the public
easier access to documents and public records.
The District has already developed the required gigabyte IP network, virtual servers,
network security, and data storage as foundational technology to accommodate this
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implementation on premise.
An RFP for an Enterprise Content Management System was released on October 30,
2020 with 9 responsive proposals.
Company
Software
Requirements
Initial
Ongoing
5-year
Location
Solution
Met
Cost ($)
Cost ($)
Cost ($)
Companion
DocFinity
93.47%
72914.80
27736.80
183862.00
Cloud
Services
Global
Laserfiche
98.91%
46700.00
37800.00
197900.00
On-Prem
Micro Focus
Micro Focus
75%
97269.75
4335.59
114612.11
On-Prem
Xybion
ECM-XD
45.65%
172863.00
0.00
172863.00
Cloud
ECS Imaging
Laserfiche
98.91%
86465.00
10850.00
129865.00
On-Prem
Stellar
Neol-edge
91.94%
131013.00
40093.00
291385.00
Cloud
Konica Minolta
OnBase
97.82
148030.00
37270.00
297110.00
On-Prem
Hyland
CDI
Laserfiche
93.75%
115510.00
15510.00
177550.00
On-Prem
Sysintellects
CMxOne
91.85
88151.80
45872.00
271639.80
OP/Cloud
ECS Imaging is the vendor staff is recommending to continue software selection and
implementation services with. ECS met staff's desire to have the software on premise,
as well as meeting the highest percentage (98.91 %) of requirements based on a
requirements assessment list. In addition to meeting a majority of the technical
requirements, ECS also presented a price structure that was in the top three for initial
project costs, ongoing costs, and a 5-Year total cost. As the result, ECS Imaging
presented the best overall proposal.
This request supports the following District Goals and Objectives:
6.6.1 — Utilize modern, cost effective work methods and equipment
FISCAL IMPACT:
The Information Technology Department (Cost Center 9) currently has a capital
expenditure allotment for FY21 for Various IT Projects, in the amount of $257,670. To date
zero has been currently utilized.
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