HomeMy WebLinkAboutFCS-16-114 - P16-052 Laserfiche Rio Upgrade and VAR Selection1
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REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: 2016 -07 -27
SUBMITTED BY: Michelle Palmer, Director of Supply Services
619 -741 -2200 ext. 7214
PREPARED BY: Steve Rudak, Buyer, 519 -741 -2200 ext. 7213
WARD(S) INVOLVED: NIA
DATE OF REPORT: 2016-07-08.
REPORT NO.: FC5 -16 -114
SUBJECT: P16 -052 Laserfiche Rio Upgrade and VAR Selection
RECOMMENDATION:
That Proposal P16 -052 Laserfiche Rio Upgrade and VAR Selection, be awarded to
Ricoh Canada Incorporated, Kitchener, Ontario, at their proposed price of
$220,974.71, plus H.S.T. of $26,726.71, for a total of $249,701.42,. for a five (5) year
terror, with an option to renew for two (2) additional five (5) year terms. .
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Laserfiche United has been the City's official repository for council minutes, advisory
committee minutes, staff reports, by -laws, deeds and agreements 2001. In order to
utilize Laserfiche to a higher potential, the City is required to upgrade to Laserfiche Rio.
This will assist the City in meeting its legal and legislative requirements including new
records management best practices.
The City's intent is to upgrade to Laserfiche Rio in 2016 and in 2017 implement
Laserfiche Rio webforms, records management and connector tools with licensing,
maintenance and support for the full term of the contract.
This project is included in the approved 2016 capital budget.
* ** This information is available in accessible formats upon request. **
Please call 519 -741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
This Proposal was advertised publicly on the City of Kitchener website and the Internet
through the Ontario Public Buyers Electronic Tendering Information System. Proposal
documents were downloaded by four (4) interested parties and by the closing date of
Monday June 6, 2016, two (2) proposals had been received.
The following proposals were received:
Ricoh Canada Incorporated Kitchener ON
ThinkDox London ON
The Proposals were reviewed by C. Tarling, Director Legislated Services & City Clerk,
M. Santos, Manager Corporate Records, Archive and Mail Services, G. Smith, Records
Analyst, K. Thyer, Business Systems Project Manager and S. Rudak, Buyer, who
concur with the above recommendation.
The proposals were rated on the following criteria:
a. Company Management
b. Staff Capabilities and Experience
c. Financials
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city's strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this proposal (A), is fair and reasonable for a purchase of this scope
and the upset limit is within the budget allowance (B) provided within the budget. The
Operating costs are for 5 years of licensing /maintenance of the software. The
estimated surplus (D) for capital costs will be closed out to the tax capital reserve and
for operating costs will be closed out to the stabilization reserve fund.
Financial Summary for Tender P16 -052
Supply Laserfiche RIO Upgrade and
VAR Selection
Estimated Cost
Proposal P16 -052 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs
Total Estimated Cost for this Proposal
2016 -2017 2017 -2021
Capital Operating Total
$ 118,716.57 $ 130,984.85 $ 249,701.42
$ (11,808.62) $ (13,028.94) $ (24,837.56
$ 106,907.95 $ 117,955.92 $ 224,863.86
$ 93,835.20 $ - $ 93,835.20
$ 200,743.15 $ 117,955.92 $ 318,699.06
n
C
Budget for this Purchase
Operating Costs $ - $ 130,000.00 $ 130,000.00
Capital Costs (includes 2017 funding) $ 218,400.00 $ - $ 218,400.00
Total Budget for this Purchase $ 218,400.00 $ 130,000.00 $ 348,400.00 B
Estimated Surplusi(Deficit) (B - C) $ 17,656.85 $ 12,044.08 $ 29,700.94 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services