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Home My WebLink AboutDocumentation_Regular_Tab 09a_10/11/2006VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: October 1 I, 2006 REQUESTED ACTION/SUMMARY: Council consideration and approval of a bid proposal with Information Access Systems, Inc. for the purchase and installation of computer software (Verity) for the Village's electronic imaging system in the amount of $12,770.00. RESOLUTION OR ORDINANCE NUMBER: Res # 01-06/07 Ord # ORIGINATING DEPARTMENT: Village Clerk FUNDING SOURCE: 2006/2007 BUDGET ACCOUNT NUMBER: #001-120-664.600 Machinery and Equipment $10,700.00 #001-120-546.301 Office Equipment/Repair and Maintenance $2,070.00 CURRENT BUDGETED AMOUNT AVAILABLE: $21,000 AMOUNT OF THIS ITEM: $12,770 AMOUNT REMAINING AFTER THIS ITEM: $8,230 BUDGET TRANSFER REQUIRED: X Yes No $2,070.00 APPROPRIATE FUND BALANCE: ^ Yes X No Piggyback Contract Name and #: Lake County, FL, Board of County Commissioners, Contract # 2003-677A-R (On file in the Village Clerk's Office) Or Competitive Bid # APPROVALS: DEPARTMENT HEAD: FINANCE DIRECTOR: VILLAGE MANAGER: / VILLAGE MANAGER RECOMMENDA APPROVE ITEM: DENY ITEM: ^ VILLAGE ATTORNEY: APPROVED FOR LEGAL SUFFICIENCY ^ Yes ^ No ^ Not Applicable (n/a) RESOLUTION NO. 01-06/07 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AWARDING A BID PROPOSAL WITH INFORMATION ACCESS SYSTEMS, INC. (IAS), OF ORLANDO, FLORIDA FOR THE PURCHASE AND INSTALLATION OF COMPUTER SOFTWARE (VERITY) FOR THE VILLAGE'S ELECTRONIC DOCUMENT MANAGEMENT (IMAGING) SYSTEM, IN THE AMOUNT OF $10,700.00 FUNDED IN GENERAL FUND #001 2006/2007, ACCOUNT #001-120-664.600 MACHINERY AND EQUIPMENT, AND TRANSFERING $2,070.00 FROM ACCOUNT #001-120-664.600, MACHINERY AND EQUIPMENT TO ACCOUNT #001-120-546.301 OFFICE EQUIPMENT/REPAIR AND MAINTENANCE TO COVER THE ANNUAL MAINTENANCE COST OF THE EQUIPMENT; AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE APPLICABLE CONTRACT ON BEHALF OF THE VILLAGE. WHEREAS, the Village of Tequesta has implemented avillage-wide document imaging system to provide improved records management, including full text search capabilities, ease of document retrieval, disaster preparedness, and WHEREAS, Information Access Systems (IAS) has agreed to furnish software, Verity, to the existing On Base electronic document management (imaging) system, and NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1. Consideration to award a contract with Information Access Systems, Inc. (IAS) for a Full -Text Indexing (Verity) Server, software licenses, and installation for the Village of Tequesta in the amount of $12,770.00; and hereby authorizing the Village Manager to execute the contract on behalf of the Village. THE FOREGOING RESOLUTION was offered by ,who moved its adoption. The Resolution was seconded by Council Member ,and upon being put to vote, the vote was as follows: FOR ADOPTION AGAINST ADOPTION The Mayor thereupon declared the Resolution duly passed and adopted this 11 `h day of October 2006, A.D. Jim Humpage, Mayor ATTEST: Gwen Carlisle, Village Clerk 2 PRICING FOR VILLAGE OF TEOUESTA ~'.r.,\ ., ~ ~~J Information Access Systems, Inc. 900 South Goldenrod Road Suite C Orlando, FL 32822 407-839-1477 www, iasinc. net 1-)un-06 Full-Text Indexing (Verity) Components for the Village of Tequesta Qty, Description Software Licenses 1 OnBase Full-Text Indexing Server $ Provides integration with Verity to provide advanced Full Text searches for words or phrases that exist within documents stored in OnBase. These words or phrases can exist in COLD documents, text renditions of image documents (OCRed images), and many 3rtl party application documents. Can perform fuzzy searches, wildcard searches, stemming searches, thesaurus searches and searches combining full-text and keywords on all document types. Unit Extended Annual Price Price Maint. 8,000.00 $ 8,000.00 $ 1,800.00 4 OnBase Fu/I-Text Concurrent C/lent License $ Provides the ability to retrieve full text data stored in Verity Fulf Text collections. Verity Full Text can index OCR images, COLD text documents, Adobe PDF documents, Microsoft Office documents, WordPerfect documents, HTML documents and many others. License lease begins upon first Full-Text activity, ends when user closes or minimizes Full-Text. Each license provides access to the OnBase Full-Text to one user at a time, but can allow up to 5 to 10 users access to the system per license depending on how often the users access the system and how long they are on the system each time. 2 OnBase Fu/!-Text Workstation C/lent License $ Provides the ability to retrieve full text data stored in Verity Full Text collections. Verity Full Text can index OCR images, COLD text documents, Adobe PDF documents, Microsoft Office documents, WordPerfect documents, HTML documents and many others. Valid for a single named user logged into one workstation at a time. his license provides access to the Verity Full-Text system from one workstation per license. Software Subtotal 240.00 $ 960.00 $ 216.00 120.00 $ 240.00 $ 54.00 9,200.00 $ 2,070.00 Installation Services Installation and Testing $ 1,500.00 Install and test OnBase Full-Text Server Module Install and test Full -Text Client Licenses Setup OnBase Collections for Full-Text Project Management and Full Text End User Training $ - Should be About 4 hours used for Project Mgmt. and Training, so you can elect to have this charge taken out of your Block of Time purchased with the original system. (4 X $150 = $600) Installation Services Subtotal $ 1,500.00 Total Investment For Full-Text Verity Software and Installation ; 12,770.00 Recommended Hardware to be orovlded by Customer OnBase Verity Ful/-Text Server Approximately $4,315.00 De// PowerEdge 2800 Pentium Xeon 3.0 GHz Processor 2 GB RAM Two Mirrored 73 GB hard drives - 10k RPM 100/1000 Mbps NIC Three Year On-site 7x24 support with 4 hour response Windows 2003 Server BA # Villaae of Teauesta Budaet Amendment Request JE # Increase• Department: Village Clerk Account: Otfice Equip/Repair/Maintenance Account #: 001-120-548.301 Original Budget Balance Available Transfer Amount New Balance Available S 4,350.00 Z 4,350.00 3 2,070.00 S 6,420.00 Justification !Comments: This is a housekeeping matter. The annual maintenance is being transferred into the Maintenance account. Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available 0.00 Justification ! CommeMS: Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available s o.oo s o.oo s o.oo s o.oo Justification / Comments: Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available s o.oo ; o.oo s o.oo s o.oo Justification /Comments: Decrease: Department: Village Clerk Account: Capital -Machinery and Equipment Account #: 001-120-864.600 Original Budget Balance Available Transfer Amount 21,000.00 5 21,000.00 5 2,070.00 ; 18,930.00 Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available s a a : JustHication /Comments: Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available a a s a Justification 1 Comments: Department: Account• Original Budget Balance Available Account #: Transfer Amount New Balance Available S 0.00 S 0.00 S 0.00 ; 0.00 Justification /Comments: Department Head: Finance Approval: Village Manager Approval: Village Council Approval: Resolution Number Date: Date: Date: Date: