City Administration along with the Leadership Team recognized the need for a Centralized Document Imaging (CDI) solution to manage and digitize our daily important documents including contracts, invoices, plans, agreements, budgets, legal documents, etc.  The desired system will allow us to manage, archive, preserve, search, and share content with other users in a secure and controlled manner.  Our organization currently stores paper documents in boxes taking up valuable storage space in many of our facilities.  Paper documents are very inefficient to search and/or manage.  Some departments have digitized documents but they are located in a variety of different locations and cannot be accessed or managed from a single user interface.  

The Centralized Document Management Solution is an approved Supplemental Budget Request (SBR) for the FY2019 budget.  The SBR approved total is $ 128,400 which includes $ 105,000 one-time and $ 23,400 for on-going expenses. An RFP was advertised and a committee comprised of representation from throughout the organization evaluated six (6) proposals.  MCCi (LaserFiche) and Harris (Questys)  were selected as finalists with both providing a solution designed to meet the needs of our organization.  Overall pricing comparison: MCCi/LaserFiche  $ 196,820 upfront & $ 30,390 each year thereafter vs  Harris/Questys $ 86,896 upfront & $ 10,810 each thereafter.  Both solutions required an upfront and on-going investment by IT for server, storage, backups, and disaster/recovery services.  The SBR will pay for the Questys one-time & on-going costs along with the mentioned IT costs necessary to support the solution.  The Questys solution from Harris Systems was selected based on their ability to meet our advertised needs, the completeness of their interface to our existing enterprise software systems, full detailed pricing on the migration of existing documents into the new solution, and the overall pricing comparison.

A Centralized Document Management Solution will provide:

• A standard document imaging solution for all departments that meets current industry standards for records management.
• The ability to setup, manage, and enforce our city’s records retention policies.  Without a centralized document imaging solution, it is very difficult to manage a records retention policy.
• A one-stop solution to search for all documents that pertain to a specific keyword(s), phrase, identification number, etc.  Staff can retrieve documents quickly and easily from all areas they have authority to search.
• Improved availability of documents by standardizing backups and disaster/recovery services.
• Cost savings, increased efficiency, and greater productivity.  For example, by eliminating the boxes of paper documents we will save on storage costs, greatly reduce time to research/locate documents, and improve our ability to share documents with others in the organization and/or the public.
• Improved Business Processes with custom designed workflows to route documents for review, approval, and/or notification.

City Council may:

• Approve purchasing the Questys Centralized Document Management System for $ 86,896, or
• Disapprove the purchase and provide guidance to staff.

The cost of the Questys Centralized Document Management solution is $86,896, which includes all product licensing, installation, on-site and remote training, requested document migration, and the 1^st year of Gold level support.  Ongoing annual maintenance is $10,881 for the 2^nd year with a 5% annual increase bringing us to an estimated 5-year cost of ownership of $133,491. 
This is an approved Supplemental Budget Request (SBR) for the FY2019 budget and will be paid for through cost allocation from the Finance and the Information Technology Departments.
 

Staff recommends that the City Council approve the purchase of the Questys Centralized Document Management System.