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File #: R-2020-156    Version: 1 Name: Laserfiche Software Upgrade
Type: Resolution Status: Passed
File created: 5/27/2020 In control: Department of Information Technology
On agenda: 7/1/2020 Final action: 7/1/2020
Title: A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute The Master Service Agreement With MCCi, LLC Based Upon The National Cooperative Purchasing Alliance Contract Number NCPA 11-26 For The Purchase, Implementation, And Maintenance Of Laserfiche Rio Software And Required Services For An Initial Amount Of $123,846.10 And Annual Maintenance Of $52,743.50 In Years Two And Three, For A Total Estimated Three Year Amount Of $240,000.00; And Approving An Amendment To The Fiscal Year 2020 Capital Improvement Plan.
Attachments: 1. Reso - TMP-2020-297.pdf, 2. TMP-2020-297 Exh 1.pdf, 3. Master Services Agreement - Hollywood, FL.pdf, 4. MCCi Award Letter.pdf, 5. Hollywood, FL LFRioUpgrade 6.2.20 (FINAL).pdf, 6. termccilaserfiche.pdf
Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute The Master Service Agreement With MCCi, LLC Based Upon The National Cooperative Purchasing Alliance Contract Number NCPA 11-26 For The Purchase, Implementation, And Maintenance Of Laserfiche Rio Software And Required Services For An Initial Amount Of $123,846.10 And Annual Maintenance Of $52,743.50 In Years Two And Three, For A Total Estimated Three Year Amount Of $240,000.00; And Approving An Amendment To The Fiscal Year 2020 Capital Improvement Plan.


Strategic Plan Focus
Resilience & Sustainability


Body

Staff Recommends: Approval of the attached Resolution.


Explanation:
In 2004, the City purchased Laserfiche software from MCCi for use in the Police Department. In 2006, use was expanded to the City Clerk's Office and then in 2007 to the Building Division. This software provides electronic document management features to the City allowing the scanning of physical documents and capturing electronic documents, such as resolutions and contracts in a searchable repository for records management and retention.

In 2008, Laserfiche introduced a new version of the software, Laserfiche Rio, which replaced their older version which is the City's current version. The City's current version is not end of life, but is not actively being developed, and Laserfiche stopped selling this version in 2009.

The proposed upgrade to Laserfiche Rio provides enhanced records management, forms and workflow modules which is not an available function in the City's current version of Laserfiche. The vendor will allow the City to take advantage of credits for what it originally purchased, provide for process automation, and offer multiple document repositories. Laserfiche Rio also has a more robust software development kit which will allow for needed future integrations with Oracle for the Building Division's ERP projects. Additional infrastructure, in...

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