Council Communication

Transcription

1 Council Communication To: Through: From: Mayor and Village Council Edward Koconis, AICP, Village Manager Stu Bautz, Director of I.T. & Communications Date: January 12, 2012 SUBJECT: MTS SOFTWARE SOLUTIONS PROPOSAL FOR ONBASE ENTERPRISE DOCUMENT MANAGEMENT SYSTEM Background: In September 2010, Islamorada, Village of Islands began implementation of the OnBase Enterprise Document Management System to address the conversion of historical Village paper document archives into a digital format to enhance internal productivity with staff research and public records requests; provide future transparency of public documents; and have the ability for disaster recovery of document data storage. Analysis: The current MTS Proposal for three additional developments for the OnBase Enterprise Document Management System has the following priority and outcomes: First is the continuation of Remote Professional Training for Village OnBase users so that Village Departments can finalize customizations of their document management. Once each department structure is customized inside OnBase, historical documents can then be prepared for digitizing using a logical sequence. Secondly, the purchase of the Workflow Module would create paperless eforms to replace the consumption of paper and reduce copier expense. Starting off with three Workflow licenses would allow the development of eform transmissions for everyday paper transactions within OnBase. Eforms can be customized, recorded, followed, processed and stored for retention from beginning to end on a computer monitor using OnBase. The third component is the Unity Server Software Module which would allow OnBase to run on thin client computers and existing production workstations. Over time, as production workstations reach their end of life, they could be replaced at one sixth of their cost using thin clients which have a life span of seven years. The wavier of purchasing provisions is being requested due to MTS Software Solutions being the current vendor for OnBase Document Management Core Enterprise Software and Modules and is the sole option for the availability of these additional modules as an add-on product. Page 1 of 2

2 The authorization to the Village Manager to expend budgeted funds is required due to prior expenditures to MTS Software Solutions this fiscal year for the OnBase annual software maintenance fee (ASM) of $16, and the acquisition of the OnBase Virtual Printer Driver for $6, Budget Impact: The current MTS Proposal represents a savings of $9, from their original proposal of $24, The total budget impact would be $15, Funds are available in the I.T. and Communications Computer Software and Professional Training accounts. Staff Impact: Thirty-two hours of Remote MTS Professional Training time would be provided for Village OnBase users. Training would be expected to be sixteen two-hour sessions. Recommendation: It is recommended that the Village Council adopt the resolution approving the MTS Software Solutions Proposal. Page 2 of 2

3 RESOLUTION NO. 11 A RESOLUTION OF THE VILLAGE COUNCIL OF ISLAMORADA, VILLAGE OF ISLANDS, FLORIDA APPROVING THE MTS PROPOSAL BETWEEN MTS SOFTWARE SOLUTIONS AND ISLAMORADA, VILLAGE OF ISLANDS TO PROVIDE REMOTE ONBASE ENTERPRISE DOCUMENT MANAGEMENT TRAINING, WITH TWO ADDITIONAL ONBASE ENTERPRISE SOFTWARE MODULES; AUTHORIZING VILLAGE OFFICIALS TO IMPLEMENT THE TERMS AND CONDITIONS OF THE MTS PROPOSAL; AUTHORIZING THE VILLAGE MANAGER TO EXPEND BUDGETED FUNDS; AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE MTS PROPOSAL; PROVIDING FOR WAIVER OF PURCHASING PROVISIONS; AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, Islamorada, Village of Islands (the Village ) has retained the services of MTS Software Solutions ( MTS ) for The Proposal of Remote Professional Training with Two Additional Software Modules for the OnBase Enterprise Document Management System; and WHEREAS, MTS has prepared a Proposal to provide Remote Professional Training with Two Additional OnBase Enterprise Document Management Software Modules; and WHEREAS, the intent of the Proposal is to provide enhanced productivity and transparency of Village Public documents and to create an internal paperless document management workflow model within the Village; and WHEREAS, MTS has agreed to provide the services described in The Proposal; and WHEREAS, the Village Council finds that approval of The Proposal between MTS and the Village attached hereto is in the best interest of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF ISLAMORADA, VILLAGE OF ISLANDS, FLORIDA, AS FOLLOWS: Section 1. Recitals. The above recitals are true and correct and incorporated into this Resolution by this reference.

4 Section 2. Approval of Agreement. The Proposal between MTS and the Village to provide Remote Professional Training with Two Additional OnBase Enterprise Document Management Software Modules, a copy of which is attached as Exhibit A, together with such non-material changes as may be acceptable to the Village Manager and approved as to form and legality by the Village Attorney, is approved. Section 3. Authorization of Village Officials. The Village Manager and/or his designee and the Village Attorney are authorized to take all actions necessary to implement the terms and conditions of The MTS Proposal. Section 4. Authorization of Fund Expenditure. Notwithstanding the limitations imposed upon the Village Manager pursuant to the Village s Purchasing Procedures Ordinance, the Village Manager is authorized to expend budgeted funds to implement the terms and conditions of The MTS Proposal. Section 5. Execution of Agreement. The Village Manager is authorized to execute The MTS Proposal on behalf of the Village, to execute any required agreements and/or documents to implement the terms and conditions of The MTS Proposal and to execute any extensions and/or amendments to The MTS Proposal, subject to the approval as to form and legality by the Village Attorney. Section 6. Waiver of Purchasing Provisions. In accordance with Section 2-328(1) and (3) of the Village Code, the Village Council waives the competitive purchasing provision of the Village Code to The MTS Proposal. Section 7. Effective Date. This Resolution shall take effect immediately upon adoption. 2

5 PASSED AND ADOPTED this day of, Motion to adopt by, second by. FINAL VOTE AT ADOPTION Mayor Michael Reckwerdt Vice Mayor Ken Philipson Councilman Don Achenberg Councilman Ted Blackburn Councilman Dave Purdo _ MICHAEL RECKWERDT, MAYOR ATTEST: VILLAGE CLERK APPROVED AS TO FORM AND LEGALITY FOR THE USE AND BENEFIT OF ISLAMORADA, VILLAGE OF ISLANDS: VILLAGE ATTORNEY 3

6 Exhibit "A" Proposal MTS Software Solutions Date: January 3, Executive Drive, Suite 4 Invoice #: Moorestown, NJ Expiration Date: March 31, 2012 To: Islamorada, Village of Islands Salesperson Job Delivery Date C Ivey Unity + Workflow Qty Item # Description Unit Price Discount Line Total Maintenance Web Server $ (2,000.00) 1.00 Unity Server 10, $ 5, , $ 2, Workflow Concurrent User 2, $ 2, , $ 1, Professional Services , Quotation prepared by: Jeff Dayton This is a proposal on the goods named, subject to the conditions noted below: Pricing is good for thirty days if not otherwise stated. Payment for software is NET 30 from receipt of software unless otherwise stated Total Discount $ 7, Subtotal $ 13, Software Maintenance 1, Total $ 15, To accept this quotation, sign here and return: Thank You for your business 225 Executive Drive, Suite 4, Moorestown, NJ Office:(856) Fax:(856)