Memorandum
 
Memorandum

                                                  

 

To:                   Mike Wildgen, City Manager

Cc:                  Dave Corliss, Ass’t City Manager

From:              Ron Hall, Information Systems Director        

Re:                  Document Management System

Date:               February 1, 2005

 

 

Please include the following item on the City Commission consent agenda for consideration on the February 9th, 2005 meeting.

 

               I.      Document Management System.  This software project would implement a new OnBase document management system to replace the existing Optika imaging system.  Optika has been in use by the City since 1999 and has proved cumbersome and expensive to maintain.  Improved content management systems such as OnBase have since been introduced since Optika and provide a more functional lower-cost alternative. The OnBase document management system would be used primarily by Legal Services/Municipal Court, Finance, Planning, Administrative Services, and Neighborhood Resources department for digital content management.      

 

             II.      Project Description/History.  The existing Optika imaging system was purchased in 1999 for document management purposes.  At that time a complex workflow system was proposed to manage the routing and approval of scanned invoices from the Finance department with Optika being one of the few products to offer a bundled workflow option.  However the invoice workflow scenario never was implemented and maintenance on the workflow component was subsequently dropped. Significant to the workflow failure was the software company’s failure to provide an upgrade migration path for the workflow component to its latest version of Optika.  Software maintenance on the other remaining product components still remains unacceptably high at $20,000 annually.  Additionally, software upgrades to the system require outside assistance from Optika certified providers.

 

            III.      Project Status.  In the quest to implement a more functional, lower-cost Optika replacement, a request for proposal was created for document management software.  Sixteen proposals from 15 vendors were received and reviewed along with onsite product demos for three of the products.   

 

          IV.      Project Details.  Information Systems personnel as well as representatives from other departments reviewed the 16 proposals and viewed demonstrations.  The OnBase system from Cutting Edge Solutions (CES) stood out from other systems for several reasons:  (1) offers a low-cost solution by allowing the City to trade the existing 25-user Optika license for a 25-user OnBase license coupled with CES’s aggressive pricing for implementation service, (2) OnBase offers a number of optional modules that can be added to address future needs as budgets allow, (3) directly interfaces with the new municipal court Full Court system, (4) CES has a track record of responsive service as indicated by client references, (5) annual software maintenance would be less than half of what is currently paid for Optika maintenance.  These factors and others result in OnBase being recommended for purchase.

 

A project time-line of approximately 5-6 weeks to implement the system has been proposed by Cutting Edge Solutions.  This timeline also includes conversion and import of 500,000 existing Optika images into the OnBase system.  The recommended OnBase product includes basic image functionality as well as the addition of an optional module for archiving important Outlook email into OnBase.

 

 

            V.      Project Funding.  The Cutting Edge Solutions proposal for the basic OnBase system and optional Outlook integration module is $32,760. This includes 25 concurrent OnBase licenses, Optika image conversion, professional services for installation, training, and one year of software maintenance.  It is also recommended that a 50-hour block of time for professional services/program development be purchased for $6,250 to cover assistance with application development and items not covered under software maintenance.  This would bring the project total to $39,010.  The detailed cost breakdown for the product components is as follows:

 

Description

Price

Annual Maint.

OnBase Server License

4,000

900

Outlook Connection

6,000

1,080

25-OnBase concurrent client licenses

0

5,400

1-OnBase Document Import Processor

0

900

1-OnBase CD Authoring (for archiving)

800

180

Installation

1,500

0

Optika Acorde image conversion

12,000

0

50 hours application development

6,250

0

TOTAL

$30,550

$8,460

 

 

 

Funding sources:

 

Information Systems Department

001-1070-557.33-06

$21,010

Municipal Court

001-1090-521.33-21

$  5,000

General Overhead Egov Technology

001-1065-555.33-36

$13,000

    TOTAL

 

$39,010

 

 

          VI.      Action Request.  Information Systems department staff requests approval from the City Commission to authorize the City Manager to enter into an purchase agreement with Cutting Edge Solutions in the amount of $39,010.00 for purchase of the OnBase document management system and professional services.