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Home My WebLink AboutR-2024-022 Authorizing a Change Order 1 to the Agreement RE the Laserfiche Avante System for Document Management Software RESOLUTION NO. R-2024-022 A RESOLUTION AUTHORIZING A CHANGE ORDER TO THE AGREEMENT REGARDING THE LASERFICHE AVANTE SYSTEM FOR DOCUMENT MANAGEMENT SOFTWARE AND SUPPORT SERVICES FROM ICC COMMUNITY DEVELOPMENT SOLUTIONS. BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI AS FOLLOWS: THAT the Board approves the attached Change Order to the agreement for the Laserfiche Avante System from ICC Community Development Solutions as previously approved by Resolution 2023-114, and further authorizes the Mayor to sign the agreement on behalf of the City. FURTHER THAT the Mayor, the City Administrator, the City Clerk, and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Resolution and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized. PASSED AND ADOPTED by the Board of Aldermen of the City of Riverside, Missouri, the 5-6-1' day of ffia,i . 2024. • • Mayor Kathleen L. Rose ATTEST:. , Robin Kincai City Clerk COMMUNITY I\\ DEVELOPMENT 781 Elmgrove Rd. • Rochester,NY 14624 _IS` SOLUTIONS (855)GEN-CODE • (585)328-1810 _IS �� Formerly General Code CMS LLC FAX(585)328-8189 CHANGE ORDER#RI3419_02152024 LASERFICHE AVANTE SYSTEM —ADDITIONAL PRODUCT AND SERVICES Client Name: City of Riverside Contact Person: Robin Kincaid Address: 2950 NW Vivion Road Account Executive: John Strickland Riverside,MO 64150 Date: 02-15-2024 Line Item Description Model# Quantity Unit Price Total Add-Ons/Plug-Ins Avante Forms Professional MFRM16 28 $50.00 $1,400.00 Add-Ons/Plug-lns Subtotal $1,400.00 Support LSAP Avante Forms Professional MFRM16B 28 $10.00 $280.00 Support Subtotal $280.00 Professional Services *Invoice Processing-Laserfiche Forms Development-remote 20 $195.00 $3,900.00 *Certificate Tracking Laserfiche Forms Development-remote 8 $195.00 $1,560.00 Remote Services 1 $300.00 $300.00 Professional Services Subtotal $5,760.00 Grand Total $7,440.00 *See Statement of Work in Appendix B for additional information. LSAP/SAAS fees shown herein are for a full year LSAP/SAAS. As applicable,LSAP/SAAS will be prorated to align with the existing LSAP/SAAS anniversary date for the main system. Therefore,the LSAP/SAAS amount on your invoice may be less than the amount shown here. Note:Prices subject to change. Plan for a 5%YOY cost increase to all Laserfiche models. Remote Services include but are not necessarily limited to the following services:software order processing;project management; software implementation such as modification of server to reflect new license levels;installation or modification of server;client or scanning software; installation and/or configuration of add-on products, such as WebLink, Quick Fields or Workflow and configuration of hardware,such as scanners. LSAP/SAAS: 2nd year forward for this component is estimated to be: $280.00* *subject to change based upon the then-current support prices for that year Payment Terms: $1,680.00 upon the order of Laserfiche software and support. $5,760.00 of the Laserfiche Forms Development Services shall be invoiced as they are completed. Price Validity: Price is valid for 90 days from 02-15-2024 (Client please fill out) Invoice for this Change Order to be sent to: Email: r K,wr ark.;o!�a r i v ers ,ale0- 0. G�0 V Department: l T 1 C-I42-u�[�-- Contact: - .o�(j , A..)A..) Y1 i rit,C,OL.)I (I �J CHANGE ORDER This Change Order is subject to ICC Community Development Solutions Terms&Conditions and to the License Agreements for the software referred to above,all of which are available at https://icc-cds.com/terms-conditions/and are incorporated herein by reference,and client authorizes ICC-CDS to proceed with the project. The prices and specifications in this Change Order are satisfactory and are hereby accepted.All work is to be performed under the same terms and conditions as specified in the original contract unless otherwise specified. CITY OF RIVER DE, PLATTE COUNTY, SSOURI �j Signatur Date o� -.; � `�' Name KA--k I i=Eti L. • oS>✓ Title /9 , A f-{ 0� ICC-CDS www.icc-cds.com CHANGE ORDER APPENDIX A- RECOMMENDED SERVER/WORKSTATION SPECIFICATIONS Please click on the below links to view current specifications: Laserfiche Avante Minimum Recommended Hardware Specs Laserfiche Default Ports Virtualization Considerations for Laserfiche ICC-CDS www.icc-cds.com CHANGE ORDER APPENDIX B - STATEMENT OF WORK City of Riverside,Missouri Laserfiche Forms Invoice and HR Tracking Certificates Process Automation Introduction&Objective The City of Riverside asked ICC-CDS to assist with Laserfiche Forms Process automation in relation to Invoice Approval Form, as well as an HR Tracking Certificate Form. Scope ICC-CDS will work with the City of Riverside, Missouri to create Laserfiche Forms process to deal with the automation of Invoice Approvals and Tracking Certificates. The project includes the following: 1) Build a Laserfiche Forms Process that automates the following: • Invoices 3K and over needs to go to the CA(city administrator)and all the invoices need the CA signature. • 0-2999K approved by DH (department head). • 3K and above needs DH approval first and then CA and if denied it needs to go back to the DH to deal with (Note that at this point it could end or go back the CA again). • Final approval to AP(accounts payable)as a task-once they are done it will be stored in Laserfiche. • File structure-Fiscal Year and Vendor Name to store in Laserfiche. 2) Build a Laserfiche Forms Process that automates the following: • An employee can put in their info for the training they completed and upload the certificate.Would like a drop down for trainings but will also provide for a "other" option since there could be unusual certificates. • Tracking for both FEMA and NIMS certificates, as they are the important ones. Solution Functionality—Folders and Templates 1) For the Invoice Forms Process the final documents will be placed into Fiscal Year and Vendor Name. 2) Note that no folder structure has been called out for process#2—TBD. Note:the data collected via the Laserfiche Forms processes can be pushed into existing Laserfiche Index fields—at this time no Laserfiche Templates or Index fields have been called out- TBD ICC-CDS www.icc-cds.com CHANGE ORDER Change Management Process During the project additional enhancements may be identified that are outside the scope of the current Statement of Work. Proposed enhancements will be submitted as written change requests to the City of Riverside and ICC-CDS Project team.Together they will review alternatives to the potential change,and evaluate both positive and negative impacts on the project, work efforts, risks to implementation, project quality,costs and scheduling. If it is determined that a scope change should be made,the City of Riverside can determine whether they would prefer to use their own internal IT resources, or request a change order from ICC-CDS to have ICC- CDS resources perform the work.At the City of Riverside's written request, ICC-CDS will generate a written change order for the additional functionality for review by the City.The City will then evaluate ICC-CDS's change order and determine how they would like to move forward. Written approval of a change order is required prior to ICC-CDS beginning any additional work outside of this Statement of Work. Regardless of which team enacts the approved changes,scope changes will require updates to project documents,communication to stakeholders and updates to scheduling. Assumptions 1. Proof of concept done with Laserfiche Server 11, Laserfiche Forms 11. 2. This project also needs access to a SQL Server in order to implement various lookups required by the Laserfiche Forms automation project. 3. The client will provide the proper access to the Laserfiche system,as well as access to a SQL instance that is able to interact with the Laserfiche system. AJTHORIZEO APPROVER. UE IPIEOEPT APPROVAL TASKS FINANCE REVIEW INVOICE UPLOAD AWROVAINEEDS NGLE DEPT APPROVAL TASK ›s3.DEn RETURN TO DEPT OR ADMIN CITY ADMIN APPROVAL APPROVE RETURN TO DEPT FINANCE ADMIN Figure 1:Invoice processing workflow. ICC-CDS www.icc-cds.com