1c. Laserfiche Agenda SoftwareCITYOF
CHANHASSEN
7700 Ivla~ket Boulevard
PO Box 147
Chanhasse ~ MN 55317
Administration
Phc}s(< 952227! 100
Fax 952227 1110
Building Inspections
P~n: ~e: 952 2271180
Fax 952 227 ~190
Engineering
Pl'sr e 952 2271160
Fax 952 2271170
Finance
Phcr~e 952 227 1140
Fax 952 227 1 ! 10
Park & Recreation
?h{ine 952 25'7 1120
Fax 952227 1!10
Recrea'io~ 6e~te
23!0 OouJter 8ou'evar6
Phone 952 227 1400
Fax: 952 227 1404
Planning &
Natoral Resources
Ptsor',e: 952 227 1130
Fax: 95222711!0
Public Works
1591 Park Road
P~sone 952 2271300
Fax: 952 2271310
Senior Center
P ~c}ne: !)52 227 1125
Fax 952 227 i110
Web Site
wwwci char}hasser~ "xs us
MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM: Richard Rice, Information Systems Coordinator
DATE: July 19, 2004
SUB J:
Amendment to July 5th Consent Agenda Item: Laserfiche Agenda
Manager Software
At the July 5th meeting, the City Council approved the purchase of the Laserfiche
Agenda Manager software at a cost of $17,750. This figure did not include sales
tax and the pro-rated software license costs for this year. The total purchase price
for the product is $20,789.42.
RECOMMENDATION
Staff recommends approval for the purchase of the Laserfiche Agenda Manager
software, and 5 access licenses, at an amended cost of $20,789.42. This purchase
would be funded from account 400-411%4703. A simple majority vote is required
for approval.
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The City of Chanhassen · A grswirYa ec~rnmurrity with clears lakes gualb selnools a charminr do'~.i~t,z),,'~,r~ t!¥k'il ,ti t'~cJsirsee,s(s winding trails and beaalifuJ parks A great place to live. work arid play
Crabtree Companies, Inc.
1301 Corporate Center Drive
Eagan, MN 55121
Phone:(651)688-2727 Fax:(651)688-2041
Bill 'ro:
City of Chanhassen
7700 Market Boulevard
Attn: Rick Rice
Chanhassen, MN 55314
Sales Order 52640-A
Customer CIT038
Ship To:
City of Chanhassen
7700 Market Boulevard
Attn: Rick Rice
Chanhassen, MN 55314
THIS IS A REVISED SALES ORDER
~ 07![~/04 [ ,~ OurTach , Net 30 Da~s
Rick Rice I 07/16/04 LF
5 0 LF-F LaserFiche Full User y 550.0i: 2750.00
5 0 LF-PM LF - E-Mail Plug In (special exception, no Y 0.0( 0.0C
charge)
5 0 LF-PS LaserFiche SnapShot (special exception, no Y 0.0(~ 0.0(3
charge)
1 0 LF-AM LF Agenda Manager (includes 5 Profiles) y 15000.0(3 15000.00
5 0 LF-FB LaserFiche Full User LSAP, (special N 55.0(~ 275.OO
prorated for 6 months)
5 0 LF-PMB LF - E-Mail LSAP, (special, prorated for 6 N 8o0 4o.oo
months)
5 0 LF-PSB- LaserFiche Snapshot, LSAP, (special N 10.00 50.00
prorated for 6 months)
1 0 LF-AMB LF Agenda Manager LSAP, (special N 1500.00 1500.00
prorated 6 months)
1 0 LF-LSAP/TAX Sales Tax for LSAP - 20% of LSAP total X N 20.67 20.67
6.5 % tax
1 0 WARRANTY Agenda Manager comes with a 90 day Y 0.00 0.00
money back guarantee
Special price from LaserFiche, no charge for the email or snapshot sottware.
The LSAP's listed above have been pre-rated for 6 months, in order to renew
with the rest of your LaserFiche systems LSAP's
DPTIONAL: If you would like Agenda Manager Additional Profile 5 pack, there
would be no charge (special promotion on the software) however you would
~ave to pay for the LSAP ($300.00 prorated amount 6 months)
Nontaxable Subtotal 1885.67
Taxable Subtotal 17750.00
Tax (6.500%) ~ 1153.75
Total Order ;~ ~'~ .~'(~ ;i~
Customer Original Page I
, ax (6.500%)
Total Order
Customer Original
Page 1
CIT¥OF
Administration
Building Inspections
Engineering
Finance
Park & Recreation
Planning &
Natur¢l Resources
Public Works
Senior Center
Web Sile
MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM: Richard Rice, Information Systems Coordinator
DATE: July 1, 2004
SUB J:
Approval of Laserfiche Agenda Manager and Additional Client
Licenses
Action Required
Staff recommends approval for the purchase of Laserfiche Agenda Manager and
5 access licenses to be integrated with the existing City imaging system, at a
cost of $17,750. Approval requires a simple majority vote of those City Council
members present.
Summary
As part of the efforts to deliver electronic agenda packets to Council Members,
staff is recommending the purchase of Agenda Manager, an add-on software
module to the Laserfiche Document Imaging system already in place in City
Hall. This software automates the workflow process for the creation, approval
and publication of meeting information packets, from the staff level to the City
Council and Chanhassen residents. It provides an efficient means for distributing
full or partial meeting packets to City Council and residents using internet
technology.
Background
The City purchased the Laserfiche document imaging system in 2002 for the
purposes of converting its paper-based documents into digital formats for
preservation and quick retrieval purposes. Weblink, an add-on software module,
was also purchased for making scanned images within the Laserfiche system
available over the internet to Council and residents. The Council and
Commission agendas are online today; however; some limitations exist, such as
the inability to download an entire council packet in one process.
JUSTIFICATION FOR PURCHASE
Communication Improvements
The Agenda Manager application significantly enhances the ability to make City
Council and other Commission meeting information available to Council,
Mr. Todd Gerhardt
July 7, 2004
Page 2
Commission members, and their constituents. The product includes a web-based
calendar of events and an e-mail list service that allows a user to be notified
when the agenda or various parts of the agenda are available for viewing or
downloading. Subscribers are automatically emailed when the information they
are interested in is published.
Labor Savings
The current process for assembling and copying an average Council Agenda
packet takes between 10 to 12 hours involving the labor of two staff members.
This same process is repeated for each commission agenda; however, these
typically take less time. The process using Agenda Manager is expected to
reduce the labor for staff to approximately 4 hours to both assemble and
distribute the council packets electronically. Any paper versions of the
completed agenda packet can be printed to the City's high volume copier/
printer.
Labor Expense Savings
Employee 1 5 Hours at $ 37.00 / Hour = $185
Employee 2 2 Hours at $18.00 / Hour = $ 36
$ 22 I/packet
30 Packets / Year at $ 221 / Packet = $ 6,630
Printin~'Coi~yine Savings
The average Council Agenda contains between 250 and 350 pages, excluding
any large format drawings. Packets are currently reproduced using a high
volume copier at a rate of .008 per page, with a paper cost of .006 per page,
resulting in a printing cost of approximately $4.00 per packet. Electronic
distribution of the council packet is projected to save 80 to 100 reams of paper
over the course of the year. Additional savings will be realized if the process can
be duplicated for other Commission agendas.
Printing Expense Savings
30 Council Packets x 6 copies / Meeting = 180 Total Packets
180 Packets at $ 4.00 / Packet = $ 720
Associated Software Costs
Qty
(1)
(5)
Agenda Manager Module
Full Access Clients, (@ $ 550.00 Ea.)
Capital Annual
Expenditure Maintenance
$15,000.00 $ 3,000.0o
$ 2,750.00 $ 550.00
$17,750.00 $ 3,550.00
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Mr. Todd Gerhardt
July 7, 2004
Page 3
Other Related Costs
These costs are not part of the Agenda Manger purchase proposal, but are
associated with the electronic council packet project.
Capital
Qty Expenditure
(4) Data Tablet, Acer C300 $12,000.00
(With MS Office, Accessories)
Adobe Acrobat
(4) $ 220.00
$12,200.00
(4 Yr Replacement Cycle)
(One data tablet unit has alread~v been purchased.)
Cost/Benefit Analysis (including related hardware costs)
Total Expenditures Total Savings
Software $17,750 Labor $ 6,630
Hardware $12,200 Printing $ 720
Maintenance $ 3,550
$ 33,500 $ 7,350
Payback
$33,500/$7,350 = 4.6 yrs.
Funding Source
If approved, the application software would be purchased with funds in account
400-4117-4703, currently allocated for the purchase of Office 2003 upgrades
city-wide. Part of the Office 2003 purchase would be delayed until 2005.
RECOMMENDATION
Staff recommends approval of the Laserfiche Agenda Manager and additional
Client Access licenses in the amount of $17,750.
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Supporting documents
[] Committee Summary Rep0d
Present (Coerper arnYed 5:05 p,m,)
Purst~ar)! lo t~ Brown (0~ M~b~s) Act the Ci~ C)erk An~nces L ate Commu~cati~s R~e~ve¢ by Her Office W~ch
Pe~aln to Uems on the Age~a Fl The Brown (Ope~ Meetings; &ct requires that copies of late commumcatlons subm~d by
Cit CcuncWmembers 0r Ctt~ Depadments are to be made available to the public 3t the Cir, Cou~oi meeting t2~ Late
City Clerk s O~ce fo 10wing d;stnbut on 3ft~e 39enda pactel;
Public Commems R~ar~ 5:00 P.M, Po~on of Council MeeS~ (See Uext Page for St~ Session a~ CIos~ Session
Agel~a Items) None
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