R16-001 1 RESOLUTION NO. R16 -001
2.
3 A RESOLUTION OF THE CITY OF BOYNTON BEACH,
4 FLORIDA, APPROVING AND AUTHORIZING THE CITY
5 MANAGER TO SIGN A VENDOR SERVICES AGREEMENT FOR
6 THE SOFTWARE UPGRADE, MIGRATION AND YEARLY
7 MAINTENANCE /SUPPORT OF LASERFICHE WITH
8 INFORMATION CONSULTANTS, INC., OF MIAMI, FLORIDA
9 FOR AN INTIAL PERIOD OF ONE (1) YEAR WITH FOUR (4)
10 ONE -YEAR RENEWALS; AND PROVIDING AN EFFECTIVE
11 DATE
12
13 WHEREAS, Laserfiche is the Electronic Records Management System for City
14 e data; and
15 ' WHEREAS, this year the City will be modernizing its Laserfiche system to the
16 latest version 9.2 and converting the licensing model to the new Laserfiche Rio; and
17 WHEREAS, the City's ITS department solicited quotes from different Laserfiche
18 authorized resellers and Information Consultants was the company that met the City's
19 software needs and budgetary goals; and
20 WHEREAS, the City Commission, upon recommendation of staff, deems it to be
21 ! in the best interests of the citizens and residents of the City of Boynton Beach to approve
22 and authorize the City Manager to sign a Vendor Services Agreement for the software
23 upgrade, migration and yearly maintenance /support of Laserfiche with Information
24 Consultants, Inc., of Miami, Florida for an initial one year period in the amount of
25 $27,075.00 with four (4) one -year renewal periods.
26 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
27 OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
28 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
29 being true and correct and are hereby made a specific part of this Resolution upon adoption
30 hereof.
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31 I Section 2. The City Commission of the City of Boynton Beach, Florida, upon
32 recommendation of staff, hereby approves and authorizes the City Manager to sign a
33 Vendor Services Agreement for the software upgrade, migration and yearly
34 maintenance /support of Laserfiche with Information Consultants, Inc., of Miami, Florida
35 for an initial one year period in the amount of $27,075.00 with four (4) one -year renewal
36 periods, a copy of which is attached hereto as Exhibit "A ".
37 y Section 3. That this Resolution shall become effective immediately.
1
38 PASSED AND ADOPTED this 5 ' day of g,c.t. 4 u a /' 2016.
39' CITY OF BOYNTON BEACH, FLORIDA
40' YES NO
41
42 Mayor — Jerry Taylor L.------
43
44 Vice Mayor — Joe Casello c/'
45
46 Commissioner — David T. Merker
47'
48 Commissioner — Mack McCray
49
50 Commissioner — Michael M. Fitzpatrick
51
52 ! VOTE S 0
53' ATTEST:
54
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tr. 57' s , dith A. Pyle, C '
581 Interim City Clerk
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61 (Corporate Seal) ' gimo:„
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R16-001
VENDOR SERVICES AGREEMENT TO
PROVIDE LASERFICHE RIO VERSION 9.2
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "the City", and Information Consultants, Inc., hereinafter referred to as "VENDOR", in
consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. PROJECT DESIGNATION. The VENDOR is retained by the City to upgrade the City's
Laserfiche Classic 8.1 to Laserfiche Rio, Version 9.2.
2. SCOPE OF SERVICES. Vendor agrees to perform the services as outlined in Quote no.
3459, dated December 11, 2015 and attached here as "EXHIBIT A".
3. TIME FOR PERFORMANCE. Work under this agreement shall commence upon written
notice by the City to the Vendor to proceed. Vendor shall perform all services and provide all
work product required pursuant to this agreement upon written notice to proceed.
4. TERM: This Agreement shall be for a period of one (1) years beginning from the purchase
order date with four (4) one-year renewal periods subject to Vendor's acceptance,
satisfactory performance, and determination that renewal will be in the best interest of the
City.
5. PAYMENT. The Vendor shall be paid by the City for completed work and for services
rendered under this agreement as follows:
- a. Payment for the work provided by Vendor shall be made promptly on all invoices
submitted to the City properly and in accordance with "PRICE PROPOSAL".
b. The Vendor may submit invoices to the City once per month during the progress of the
contract term. Such invoices will be reviewed by the City, and upon approval thereof,
payment will be made to the Vendor in the amount approved.
c. Final payment of any balance due the Vendor of the total price earned will be made
promptly upon its ascertainment and verification by the City after the completion of the work
under this Agreement and its acceptance by the City.
d. Payment as provided in this section by the City shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and incidentals
necessary to complete the work.
e. The Vendor's records and accounts pertaining to this agreement are to be kept available
for inspection by representatives of the City and State for a period of three (3) years after
the termination of the Agreement. Copies shall be made available upon request.
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6. OWNERSHIP AND USE OF DOCUMENTS. All documents, and other materials produced
by the Vendor in connection with the services rendered under this Agreement shall be the
property of the City.
7. COMPLIANCE WITH LAWS. Vendor shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state and local laws, ordinances
and regulations that are applicable to the services to be rendered under this agreement.
8. INDEMNIFICATION. Vendor shall indemnify, defend and hold harmless the City, its offices,
agents and employees, from and against any and all claims, losses or liability, or any portion
thereof, including attorney fees and costs, arising from injury or death to persons, including
injuries, sickness, disease or death to Vendor's own employees, or damage to property
occasioned by a negligent act, omission or failure of the Vendor.
9. INSURANCE. N/A The Vendor shall secure and maintain in force throughout the duration
of this contract comprehensive general liability insurance with a minimum coverage of
$1,000,000 per occurrence and $1,000,000 aggregate for personal injury; and $1,000,000
per occurrence/aggregate for property damage, and Vendor liability insurance in the amount
of $1,000,000 per occurrence to 2 million aggregate with defense costs in addition to limits;
workers' compensation insurance, and vehicular liability insurance.
Said general liability policy shall name the City of Boynton Beach as an "additional named
insured" and shall include a provision prohibiting cancellation of said policy except upon
thirty (30) days prior written notice to the City. Certificates of coverage as required by this
section shall be delivered to the City within fifteen (15) days of execution of this agreement.
10. INDEPENDENT CONTRACTOR. The Vendor and the City agree that the Vendor is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Vendor nor any employee of Vendor shall be
entitled to any benefits accorded City employees by virtue of the services provided under
this agreement. The City shall not be responsible for withholding or otherwise deducting
federal income tax or social security or for contributing to the state industrial insurance
program, otherwise assuming the duties of an employer with respect to Vendor, or any
employee of Vendor.
11. COVENANT AGAINST CONTINGENT FEES. The Vendor warrants that he has not
employed or retained any company or person, other than a bona fide employee working
solely for the Vendor, to solicit or secure this contract, and that he has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the Vendor,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract.
For breach or violation of this warranty, the City shall have the right to annul this contract
without liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift,
or contingent fee.
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12. DISCRIMINATION PROHIBITED. The Vendor, with regard to the work performed by it •
under this agreement, will not discriminate on the grounds of race, color, national origin,
II religion, creed, age, sex or the presence of any physical or sensory handicap in the
selection and retention of employees or procurement of materials or supplies.
13. ASSIGNMENT. The Vendor shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
14. NON-WAIVER. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
15. TERMINATION.
a. The City reserves the right to terminate this Agreement at any time by giving thirty
(30) days written notice to the Vendor.
b. In the event of the death of a member, partner or officer of the Vendor, or any of its
supervisory personnel assigned to the project, the surviving members of the Vendor
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Vendor and the City, if the City so chooses.
16. DISPUTES. Any disputes that arise between the parties with respect to the performance of
this Agreement, which cannot be resolved through negotiations, shall be submitted to a
court of competent jurisdiction in Palm Beach County, Florida. This Agreement shall be
construed under Florida Law.
17. NOTICES. Notices to the City of Boynton Beach shall be sent to the following address:
Lori LaVerriere, City Manager
City of Boynton Beach
P.O. Box 310
Boynton Beach, FL 33425-0310
Notices to Vendor shall be sent to the following address:
Information Consultants, Inc.
1395 Brickell Ave., Suite 800
Miami, FL 33131
18. PUBLIC RECORDS: Sealed documents received by the City in response to an invitation are
exempt from public records disclosure until thirty (30) days after the opening of the Bid
unless the City announces intent to award sooner, in accordance with Florida Statutes
119.07.
The City of Boynton Beach is a public agency subject to Chapter 119, Florida Statutes. The
contractor shall comply with Florida's Public Records Law. Effective July 1, 2013, Section
119.071, Fla. Stat., the contractor shall:
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1. Keep and maintain public records that ordinarily and necessarily would be required by
the City in order to perform the service;
2. Provide the public with access to such public records on the same terms and conditions
that the City would provide the records and at a cost that does not exceed that provided in
chapter 119, Fla. Stat., or as otherwise provided by law;
3. Ensure that public records that are exempt or that are confidential and exempt from
public record requirements are not disclosed except as authorized by law; and
4. Meet all requirements for retaining public records and transfer to the City, at no cost, all
public records in possession of the contractor upon termination of the contract and destroy
any duplicate public records that are exempt or confidential and exempt. All records stored
electronically must be provided to the City in a format that is compatible with the information
technology of the agency.
Failure of the contractor to comply with the provisions set forth in this General Condition
shall constitute a Default and Breach of the Agreement with the City.
19. INTEGRATED AGREEMENT. This agreement, together with attachments or addenda,
represents the entire and integrated agreement between the City and the Vendor and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both City and Vendor.
DATED this /711'day of C/ , 20 /0.
CITY OF BOYNTON BEACH ctilh
_AWAYCity Manager Vendor iff
Attest/Authenticated: ateNr
Title
ALT „4i, ``�� (Corporate Seal)
C' , Clerk,
Approved as to Fo : Attest/Au enticated:
•
Office t the City rrney Secretary
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Information Consultants, Inc.
1395 Brickell Ave, Suite 800 4 t-
Miami, FL 33131
1,5) 434-7916
lace@icons-inc.com
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QUOTE
ADDRESS QUOTE# 3459
City of Boynton Beach DATE 12/11/201;
100 E. Boynton Beach Blvd. EXPIRATION DATE 01/11/2016
Boynton Beach, Florida 33435
DATE ACTIVITY QTY RATE ''4•. T
12/11/2015 Classic System Trade In Credit 1 -124,045.00 -124,045.00
12/11/2015 Laserfiche Rio Named Full Users 65 833.00 54,145.00
12/11/2015 LSAP for Laserfiche Rio Named Full Users 65 167.00 10,855.00
12/11/2015 Device Llicenses for Utilities 3 833.00 2,499.00
0 2/11/2015 LSAP for Device Llicenses for Utilities 3 167.00 501.00
2/11/2015 Laserfiche Rio Named Retrieval Users 150 200.00 30,000.00
2/11/2015 LSAP for Laserfiche Rio Named Retrieval Users 150 40.00 6,000.00
12/11/2015 Laserfiche Rio Named Retrieval Users (One time trade in 150 -80.00 -12,000.00
Credit Discount)
12/11/2015 Laserfiche Plus for Publishing 3 3,800.00 11,400.00
12/11/2015 LSAP for Laserfiche Plus for Publishing 3 1,600.00 4,800.00
12/11/2015 Laserfiche Import Agent 1 1,500.00 1,500.00
12/11/2015 LSAP for Laserfiche Import Agent/ 1 300.00 300.00
12/11/2015 Laserfiche SDK Toolkit 1 2,500.00 2,500.00
12/11/2015 LSAP for Laserfiche SDK Toolkit 1 500.00 500.00
12/11/2015 Laserfiche Pilot Public Portal license. Includes Laserfiche 1 25,000.00 25,000.00
WebLink and 25 WebLink-only retrieval connections.
12/11/2015 LSAP for Laserfiche Pilot Public Portal license 1 5,000.00 5,000.00
12/11/2015 ************** Professional Services ***********"****
12/11/2015 Install and configure License Manager 4 145.00 580.00
2/11/2015 Installation of core Laserfiche server modules (Laserfiche
8 145.00 1,160.00
Server, LFFTS, Workflow, WebAdmin) for City Hall
12/11/2015 Installation of Laserfiche WebLink 4 145.00 580.00
Information Consultants Inc.-Putting Technology to Work!!!
DATE ACTIVITY QTYRATE AMOUNT
12/11/2015 Installation and configuration of WebAccess for City Hall 4 145.00 580.00
2/11/2015 Migrate 10 repositories, databases and volumes to new 5 145.00 725.00
server.
2/11/2015 Configure/upgrade Laserfiche 10 repositories 5 145.00 725.00
12/11/2015 Create 3 Import Workflows to replace Document Shuttle for 15 145.00 2,175.00
Development, Finance & Fire Department( 5 hrs each /
NOTE: Pending additional information to complete SOW
estimate. )
12/11/2015 Install and configure LF server on 4 Laptops to replace 3 145.00 435.00
Notebook and Executive license.
12/11/2015 Installation of core Laserfiche server modules (Laserfiche 8 145.00 1,160.00
Server, LFFTS, Workflow, WebAdmin)for Police Dept.
12/11/2015 Laserfiche CPP -Course Passes for three staff members. 3 0.00 0.00
(Two City/One PD)
Thank you for the opportunity of providing this quote to your organization. TOTAL $27,075.00
4
Accepted By Accepted Date 11*
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Information Consultants Inc.-Putting Technology to Work!!!