R21-004 1 RESOLUTION R21-004
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 SOLUTION PROVIDER SERVICES AND SOFTWARE
7 MAINTENANCE/SUPPORT OF LASERFICHE, THE CITY'S
8 ENTERPRISE CONTENT MANAGEMENT SYSTEM, WITH
9 INFORMATION CONSULTANTS, INC. OF MIAMI, FLORIDA
10 FOR AN INITIAL (1) YEAR PERIOD WITH FOUR(4) ONE-YEAR
11 RENEWAL PERIODS; AND PROVIDING AN EFFECTIVE DATE.
12
13 WHEREAS, Laserfiche is the enterprise content management system for City data
14 which includes all electronic records and document management, business process
15 automation,paperless forms along with Laserfiche Weblink through which we provide the
16 citizens a portal to do record searches on our public records which include, but are not
17 limited to, City Commission agendas and minutes, budget, and permit documents; and
18 WHEREAS, due to the successful implementation of over 30 paperless electronic
19 forms and accompanying business processes, for both internal and public use, we are
20 seeking to further leverage the Laserfiche platform to expand internal use of these tools as
21 part of our digital government initiatives; and
22 WHEREAS,maintenance of these products is essential in order to receive optimal
23 performance from departments'application software and without the support of our Solution
24 Provider,the City would rely solely on the availability of our in-house staff to troubleshoot
25 all issues due to the absence of technical support from Laserfiche which is channeled
26 through the Solution Provider.
27 NOW,THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF
28 THE CITY OF BOYNTON BEACH,FLORIDA,THAT:
29 Section 1. The foregoing "Whereas"clauses are hereby ratified and confirmed as
S:\CA\RESO\Agreements\Vendor Services Agreement(Laserfiche)-Reso.Docx
30 being true and correct and are hereby made a specific part of this Resolution upon adoption
31 hereof.
32 Section 2. The City Commission of the City of Boynton Beach, Florida does
33 hereby approve and authorize the City Manager to sign a Vendor Services Agreement for the
34 solution provider services and software maintenance/support of Laserfiche, the City's
35 enterprise content management system, with Information Consultants, Inc. of Miami, Florida
36 for an initial(1)year period with four(4)one-year renewal periods,a copy ofthe Vendor Services
37 Agreement is attached hereto as Exhibit"A".
38 Section 3. This Resolution will become effective immediately upon passage.
39 PASSED AND ADOPTED this 5th day of January, 2021
40 CITY OF BOYNTON BEACH,FLORIDA
41 YES NO
42 ✓
43 Mayor—Steven B. Grant
44
45 Vice-Mayor—Ty Penserga ✓
46
47 Commissioner—Justin Katz ✓
48
49 Commissioner—Woodrow L. Hay
50
51 Commissioner—Christina L. Romelus
52
53 VOTE 5 -0
54 ATTEST:
55
56
57 OLAIVI / 41113k.111.
5 �Crystal Gibs. ,MMC
5e
City Clerk
60
62 (Corporate Seal)
63
!') '0br t}',
64 f
i rt,
S:\CA RESOWgreements\Vendor Services Agreement ereh j-Reso.Docx
\ - occ\.
AGREEMENT NO. 010-1510-21/RW
BETWEEN
INFORMATION CONSULTANTS, INC. & CITY OF BOYNTON BEACH
VENDOR SERVICES AGREEMENT TO TRADE-IN READ-ONLY AND FORMS
AUTHENTICATED PARTICIPANT LICENSES, AND FORMS PORTAL
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 trade-in the read-
only and forms Authenticated Participant licenses, as well as the Laserfiche Portal
SCOPE OF SERVICES. Vendor agrees to perform the services as outlined in Quote no.
45372, dated December 4th, 2020 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 January 05,
2021 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 the Exhibit "A" Quote No. 45372.
The amount of $53,700 for the initial term of one (1) year and with an option to renew for four
(4) additional one-year terms for an annual estimate amount of $41,890.60 for a total amount
of $221,262.40 over the total potential five (5) year term of the agreement, shall be the total
estimated amount of payment to Vendor for services provided under this Agreement for the
entire term of the Agreement, subject to change due to procurement of additional licenses in
accordance with the Exhibit "A" Quote No. 45372. Payment for the work provided by Vendor
shall be made promptly on all invoices submitted to the City properly, provided that the total
amount of payment to Vendor shall not exceed the total contract price without express written
modification of the Agreement signed by the City Manager or designee.
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
c-1
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.
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.
c-1
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.
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,
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
100 E. Ocean Ave.
Boynton Beach, FL 33425-0310
Notices to Vendor shall be sent to the following address:
Information Consultants, Inc.
15800 Pines Blvd,
Suite #434
Pembroke Pines, FL 33027
18. 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.
19. PUBLIC RECORDS. Sealed documents received by the City in response to an invitation are exempt frc
c-1
public records disclosure until thirty (30) days after the opening of the Bid unless the City announces intent tc
award sooner, in accordance with Florida Statutes 119.07.
The City is public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida'
Public Records Law. Specifically, the Contractor shall:
A. Keep and maintain public records required by the CITY to perform the service;
B. Upon request from the CITY's custodian of public records, provide the CITY with a copy of the requested
records or allow the records to be inspected or copied within a reasonable time at a cost that does not excee
the cost provided in chapter 119, Fla. Stat. or as otherwise provided by law;
C. Ensure that public records that are exempt or that are confidential and exempt from public record disclosure
requirements are not disclosed except as authorized by law for the duration of the contract term and, followir
completion of the contract, Contractor shall destroy all copies of such confidential and exempt records
remaining in its possession once the Contractor transfers the records in its possession to the CITY; and
D. Upon completion of the contract, Contractor shall transfer to the CITY, at no cost to the CITY, all public recor
in Contractor's possession All records stored electronically by Contractor must be provided to the CITY, upc
request from the CITY's custodian of public records, in a format that is compatible with the information
technology systems of the CITY.
E. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUES, TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS:
CRYSTAL GIBSON, CITY CLERK
100 E. OCEAN AVE. BOYNTON BEACH, FLORIDA, 33435
561-742-6061
GIBSONC@BBFL.US
20. SCRUTINIZED COMPANIES -- 287.135 AND 215.473
By execution of this Agreement, Contractor certifies that Contractor is not participating in a boycott of Israel.
Contractor further certifies that Contractor is not on the Scrutinized Companies that Boycott Israel list, not on
the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities
in the Iran Petroleum Energy Sector List, or has Contractor been engaged in business operations in Syria.
Subject to limited exceptions provided in state law, the City will not contract for the provision of goods or
services with any scrutinized company referred to above. Submitting a false certification shall be deemed a
material breach of contract. The City shall provide notice, in writing, to Contractor of the City's determination
concerning the false certification. Contractor shall have five (5) days from receipt of notice to refute the false
certification allegation. If such false certification is discovered during the active contract term, Contractor shal
have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the
determination of false certification was made in error. If Contractor does not demonstrate that the City's
determination of false certification was made in error then the City shall have the right to terminate the contra
and seek civil remedies pursuant to Section 287.135, Florida Statutes, as amended from time to time.
c-1
21. EXECUTION OF THE AGREEMENT. This Agreement will take effect once signed by both parties. This
Agreement may be signed by the parties in counterparts which together shall constitute one and the same
agreement among the parties. A facsimile signature shall constitute an original signature for all purposes.
DATED this 16th day of December , 2020 .
CITY OF BOYNTON BEACH INFORMATION CONSULTANTS, INC.
a' Pierre Smith
City Manager Vendor
Attest/Authenticated: CEO
Title
/1)44it24, �y
.. , .. (Corporate Seal)
Ci, Clerk .-irii.
.oma
Approved as to Form: so , ' Attest/Authenticated:
O (M/PO 1,( 7,-\„ el/4
ffic of the City Attorney Witness
c-1
EXHIBIT "A"
INFORMATION CONSULTANTS , INC .
QUOTE
Revised - SOW # 45372
December 4th , 2020
for
Public Portal Unlimited
and
Participants Users Licenses
information k..
1111 CONSULTANTS
Digitize,Organise,Automate&Train r NIT Laserfiche DocuSign
r
Gx� Y OA,
CA °
p °a $"r V
J- ' P
tiie
roN la
Statement of Work
Public Portal Unlimited and Participants Users Licenses
Prepared for
City of Boynton Beach
Revised - SOW # 45372
December 4th, 2020
Laseri incormation
CONSULTANTS
Statement of Work
Purpose
The purpose of this project is to replace the Public Portal license with 25 concurrent connections with a Public Portal
License with unlimited connections. Also, the 220 Laserfiche Read only licenses and the 30 Forms Participants will
be changed for Participants Users Licenses to allow the users to have read only access to the repository and be able
to participate in Forms processes.
Benefits
• The City of Boynton Beach will benefit from staff teamwork and collaboration on projects now that all staff
members are assigned a Laserfiche license.
• The public users for the Laserfiche Public portal will be able to connect unlimited and not with a 25
connection limit
Scope of Work
1. Replace the new licenses to Boynton Beach existing Laserfiche system.
2. Test the access of the Public portal and an user of the new participant license
SOW Summary and Price
Trade in Licenses for the City of Boynton Beach
Line# Qty. Description Price Per Unit Extended
Rio Public Portal for one Laserfiche Server(includes
unlimited concurrent retrieval connections through
R1 1 Laserfiche WebLink for one server) $45,000.00 $45,000.00
Laserfiche Rio Participant Users(Read-only repository access
R2 250 and the ability to participate in forms processes) $249.00 $62,250.00
R3 5 Laserfiche Certification Courses $ 1,050.00 $5,250.00
R4 8 On-site Forms training for 6 users $ 295.00 $2,360.00
Professional Hours annually to be used in future
R5 40 developments or training. $225.00 $9,000.00
Rb 1 ICONS'VIP Discount for lines R3 to R5 $16,610.00
C Trade-in value for Laserfiche Pilot Public Portal, 220
R7 1 Read-Only Licenses and 30 Forms Participant Licenses $ 75,000.00
R8 1 LSAP Support and Upgrades $21,450.00
Total Laserfiche Software $53,700.00
SCAN IT FORWARD' m information Laserfiche
Going paperless with a purpose! CONSULTANTS
12/4/2020 Statement of Work#45372 PAaw
System Configuration After Trade-In with the Yearly LSAP
Line# Qty. Description LSAP
R1 74 Rio Name Full Users $ 14,356.00
R2 74 Rio Forms Professional License'Add on $ 1,435.60
R3 1 Rio Forms Portal $ 1,599.00
Laserfiche Rio Participant Users(Read-only repository access and the ability to
R4 250 participate in forms processes) $ 12,450.00
Rio Public Portal for one Laserfiche Server(includes unlimited concurrent
R5 1 retrieval connections through Laserfiche WebLink for one server) $9,000.00
R6 1 Laserfiche Import Agent $ 300.00
R7 1 Laserfiche SDK. $ 750.00
R8 1 Laserfiche Plus for Publishing $2,000.00
Yearly LSAP Support and Upgrades $41,890.60
SCAN IT FORWARD' 1 i(„( Laserfiche
Going paperless with a purpose! CONSULTANTS
12/4/2020 Statement of Work#45372 Paan
Information Consultants, Inc., as Contractor,shall comply with the requirements of Florida's Public Records law. In
accordance with Section 119.0701, Florida Statutes, Contractor shall:
a. Keep and maintain public records required by the public agency in order to perform the service.
b. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the
requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not
exceed the cost provided under Florida's Public Records Law or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed except as authorized by law for the duration of the contract term and following
completion of this contract if Contractor does not transfer the records to the public agency:and
d. Upon completion of the contract,transfer,at no cost,to the public agency all public records in possession of the
Contractor or keep and maintain public records required by the public agency to perform the service. If Contractor
transfers all public records to the public agency upon completion of the contract, the Contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.
If Contractor keeps and maintains public records upon completion of this contract, the Contractor shall meet all
applicable requirements for retaining public records. All records stored electronically must be provided to the
public agency, upon request from the public agency's custodian of public records, in a format that is compatible
with the information technology systems of the public agency.
e. If Contractor has questions regarding the application of Chapter 119, Florida Statutes,to Contractor's duty to
provide public records relating to this Agreement,Contractor shall contact the Custodian of Public Records at:
(CITY CLERK) 100 EAST OCEAN AVE. BOYNTON BEACH,
FLORIDA,33435.
561-742-6061.
CITYCLERK@BBFL.US
f. In the event the public agency must initiate litigation against Contractor in order to enforce compliance with
Chapter 119, Florida Statutes, or in the event of litigation filed against the public agency because Contractorfailed
to provide access to public records responsive to a public record request, the public agency shall be entitled to
recover all costs, including but not limited to reasonable attorneys' fees, costs of suit, witness, fees, and expert
witness fees extended as part of said litigation and any subsequent appeals.
SCAN IT FORWARD" Ini-ormation Laserf fiche
Going paperless with a purpose! CONSULTANTS
12/4/2020 Statement of Work#45372 Pana
Scrutinized Companies
By execution of this Agreement, in accordance with the requirements of F.S. 287-135 and F.S. 215.473,
Contractor certifies that Contractor is not participating in a boycott of Israel. Contractor further certifies
that Contractor is not on the Scrutinized Companies that Boycott Israel list, not on the Scrutinized
Companies with Activities in Sudan List, and not on the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List, or has Contractor been engaged in business operations in Syria. Subject to
limited exceptions provided in state law, the City will not contract for the provision of goods or services
with any scrutinized company referred to above. Submitting a false certification shall be deemed a
material breach of contract. The City shall provide notice, in writing, to the Contractor of the City's
determination concerning the false certification. Contractor shall have five (5) days from receipt of notice
to refute the false certification allegation. If such false certification is discovered during the active contract
term, the Contractor shall have ninety (90) days following receipt of the notice to respond in writing and
demonstrate that the determination of false certification was made in error. If Contractor does not
demonstrate that the City's determination of false certification was made in error then the City shall have
the right to terminate the contract and seek civil remedies pursuant to Section 287.135, Florida Statutes,
as amended from time to time.
SCAN IT FORWARD' information Laserf fiche
Going paperless with a purpose! n' CONSULTANTS
12/4/2020 Statement of Work#45372 Pana