HomeMy WebLinkAbout20243167.tiffCr*vc&-Dflo
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: 2024 Agreement to upgrade Grooper Software
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose
DATE: 11/20/24
Brief description of the problem/issue:
Grooper Software is used by the Sheriffs office and other departments to help index and search scanned documents. The software is due for an
upgrade, which will require professional services from the reseller. The associated funds were approved as part of a 2024 technology project request.
The agreeement has been reviewed by Legal.
What options exist for the Board?
1) Approve the agreement to upgrade the software
2) Request a work session to discuss
Consequences:
When software becomes out of date, It can cause errors and eventually become unsuable. While working today, the software version we
have is at end of life.
Impacts:
continued use of the software as configured.
Cost (Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
$50116.00. Costs included in an approved 2024 Technology Project Request
Recommendation:
It is the recommendation of the IT department to approve this request.
Perry L. Buck, Pro-Tem
Mike Freeman
Scott K. James
Kevin D. Ross, Chair
Lori Saine
Conte
kanizq
Support Recommendation Schedule
Place on B0CC Agenda Work Session Other/Comments:
cc uhba (Ii)
2/Z/Zc/
2024-3167
170013
Proposal
for
Weld County Information Services
Gary Hicks
ghicks@weldgov.com
(970) 400-2539
1150 O Street, Greeley, CO 80631
Trevor Peden
Tpeden@bisok.com
(405) 418-7466
13900 North Harvey Avenue, Edmond, OK 73013
Weld County - Grooper Upgrade
CONTENTS
The History 3
Current State 4
The Need 4
The Solution & Implementation 5
Future State 5
The Value Proposition 5
The Timeline 6
Compensation 7
Acceptance 8
2
Weld County - Grooper Upgrade
• Weld County Information Services began utilizing BIS's services in 2013.
o Weld County engaged BIS to convert multiple documents to digital images on several occasions.
■ 502,040 images converted from 2013-2016
o Weld County entrusted BIS to maintain their ApplicationXtender and DiskXtender environments.
■ AXv7.0
• Workflow Manager -Forms
• Workflow Manager- Server
• Workflow Manager- 10 CC users
• AX Server — 16 CC users
• 16 Pegasus ScanFix
• Prolndex Full Text User
• Proindex Full Text Server
• 3 Image Capture Server
■ ERoom
• 10 users
• 10 Eroom clients
• Server MSSQL for AX
■ DX
• Windows File System Manager
• Windows 2TB CP
• Windows File System Manager Server
• Weld County made the decision to deploy Grooper in 2017.
o Grooper was deployed in the Sheriff's office and Department of Motor Vehicles
■ Grooper v2.6
• Custom Scripts were built to specify Grooper's separation capabilities.
o AX was upgraded to 8.1 during the Grooper Installation
• Weld County was upgraded to the new Grooper model in 2018
o Weld County upgraded to the new Grooper license model and continued support. The upgrade
to v2.7 was not performed due to custom VB Scripts that were a part of the process.
• Weld County cancelled their AX Maintenance in 2018 and performed their own AX environment upgrade
in 2020.
o AX v8.1 upgraded to v16.6
o SQL license upgraded to MSSQL2016
o AX Test Environment Server upgrade to Windows 2016
o AX Production Environment Server upgrade to Windows 2016
o SQL Server Upgraded to Windows 2016
o BIS deployed Purger in both Test and Production Environments
• Weld County upgraded Grooper in 2021
o Grooper v2.6 to v2.9
3
Weld County - Grooper Upgrade
CURRENT STATE
• Grooper
o Windows 2012 Server or newer
■ Grooper v2.9 Test Environment
o Windows 2012 Server or newer
■ Grooper v2.9 Production Environment
• Fully Supported Version
• Built in Table extractor
• Scalability
• ApplicationXtender (Not under BIS Maintenance)
o Windows 2022 Server
■ AX Test Environment
■ AX Purger Test
o Windows 2022 Server
■ AX Production Environment
■ AX Purger Production
• SQL Server
c 2019
Weld County is currently using an old version of Grooper. Bis recommends upgrading Grooper to the newest
version available V2023.1 and enable Premium features.
• Grooper
o V2.9 upgraded to V2023.1 (Or latest available)
o Enable Premium Features
4
Weld County - Grooper Upgrade
THE ..OLUTI0N & IMPLEMENTATION
INS
To accomplish project objectives, BIS recommends upgrading Grooper to the latest version and adding Premium
Features. The Label Sets Premium Feature will aid in improved document classification and more accurate data
extraction.
• Upgrade Grooper V2.9 to V2023.1 in the test environment and production environment.
o Activate Premium Features
o Activate Test / Dev License
o Setup Export to AX
o Migration of SOCHP- Update coding for new version of Grooper
• Test for Success
• User Acceptance Testing (UAT)
o Apply in -scope modifications based on feedback during UAT
• Go -Live
• A Kickoff call will be scheduled once PO is received and before work will begin to make sure BIS and Weld
County are on the same page with this project.
FUTURE STATE
• Grooper
n Windows 2022 Server or newer
■ Grooper v2023.1 Test Environment
• 50K Annual Page Test / Dev License
o Windows 2022 Server or newer
■ Grooper v2023.1 Production Environment
■ Premium Features
• ApplicationXtender (Not under BIS Maintenance)
o Windows 2022 Server
■ AX Test Environment
■ AX Purger Test
o Windows 2022 Server
■ AX Production Environment
■ AX Purger Production
• SQL Server
O 2019
THE VALUE PROPOSITION
Ira
Weld County will extend the support life of the Grooper environment with the new version of Grooper V2023.1.
This project would enable Weld County to utilize Premium Features to further enhance existing content models.
The latest version will provide a better core foundation to the Grooper environment for long-term supportability
and maintainability.
• Grooper V2023.1
o Fully Supported Version
o Premium Features
5
Weld County — Grooper Upgrade
■ Label Sets — The Labeling Behavior functionality represents a huge change in how
document content can be modeled and collected for structured and semi -structured
document sets. It capitalizes on the utility labels provide to understand a document and
its data. Grooper collects and uses "Label Sets" for each Document Type for a variety of
document processing purposes
■ Smart PDF with Data Mapping — The PDF Data Mapping functionality is part of the
foundation for Grooper's "Smart PDF" architecture. The "Smart PDF" architecture's goal
is to unify document content into a single source. Too often it is the case document
content is divided in two, with the image -based and text content being represented as a
PDF file and the data content living in a database or other content management
platform.
■ API — Grooper offers a RESTful Document Ingestion API. The document ingestion API
provides the ability to create and populate batches, and the ability to monitor the status
of batch processes and retrieve results. It allows users to create dashboards or portals
that interface with existing processes, including allowing them to build portals that feed
documents into a Grooper process, or dashboards that display, and change extracted
values. The API Has some other capabilities, such as the ability to ingest compressed
archives of Grooper notes (which could assist in automation of new repository
population) and the ability to query certain pieces of information from the repository
■ Data Rules The Value Reader consolidates nearly every type of extractor you could
ever need to pull information from a document into one menu. A single Value Reader
node can extract data that would have required several nodes in previous versions.
Multiple extraction methods that required more advanced configuration in the past are
now made easily accessible from the "Extractor Type" dropdown menu.
o Test/Dev License
■ 50k Annual Page volume license
■ Prevent consumption of Production license
a
The expected timeline for this engagement is estimated at 3 weeks and will begin approximately 30 days after an
agreement is met and after a signed proposal or PO has been received.
6
Weld County - Grooper Upgrade
BIS will invoice this project as time and materials for services rendered, and it will not exceed hourly estimates
without an authorized Change Order. Service fees and expenses shall be calculated for each delivery and will be
invoiced upon delivery. Payment shall be due thirty (30) days from the date of invoice. Billing will be submitted
weekly. Clients who choose to pay invoices by credit card will be charged a non-refundable convenience fee of 4.00%
per transaction. (Note: the 4.00% rate is subject to change.)
This proposal expires 30 days after November 21, 2024.
The general terms and conditions for this proposal are outlined in the BIS Master Services Agreement, which is
incorporated herein by reference. Invoicing for professional services, records services and software subscriptions
will occur weekly. If significant delays are encountered during the project outside the control of BIS, a re -
engagement fee of $2,500.00 will be charged and paid prior to BIS reengaging in the project. Payment will be due
thirty (30) days from the date of invoicing. By signing below, Customer agrees to purchase, and BIS agrees to
provide, the services and product outlined in this quote. This quote is valid for 30 days from the date prepared. All
third -party vendor cancellation fees and terms are non-negotiable.
BIS strives to not disclose any client information to third parties without the implicit or explicit consent of the
individual. BIS has implemented physical, administrative, and technical controls for the purpose of protecting client
information against unauthorized access.
Additionally, the clients who store information that may contain their clients' personal information in the BIS
facility do so with the understanding that BIS strives to protect that information with the same physical,
administrative, and technical controls. Ongoing monitoring of compliance with privacy policies and procedures is
enforced to address any privacy related complaints and disputes.
Item
Item
Qty
Type
of Cost
List Cost
Totals
1
Professional
Services — Grooper Upgrade
120
Hourly
$305.00
$36,600.00
1
One -Time
$10,560.00
$10,560.00
2
Premium
Features
3
Premium
Features
Maintenance
1
Annually
$2,956.00
$2,956.00
Total
$50,116.00
7
Weld County - Grooper Upgrade
The parties agree to the terms of this Proposal.
BIS
By:
nse
Print:
Tommy Tsaboukos
Title: VP - Client Success
Date: 11/21/2024
Client
By:
Print:
Title:
Date:
ATTEST:
B
Kevin D. Ross
Chair, Board of Weld County Commissioners
DEC 0 2 2024
Deputy Clerk to the B ► and
8
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Contract Form
Entity Information
Entity Name *
BUSINESS IMAGING SYSTEMS INC
Entity ID*
@00033097
C New Entity?
Contract Name * Contract ID
2024 AGREEMENT TO UPGRADE GROOPER SOFTWARE 8886
Contract Status
CTB REVIEW
Contract Description *
2024 AGREEMENT TO UPGRADE GROOPER SOFTWARE
Contract Description 2
Contract Type *
AGREEMENT
Amount*
$50,116.00
Renewable *
NO
Automatic Renewal
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM-
InformationTechnologyGI
S@weld.gov
Department Head Email
CM-
InformationTechnologyGI
S-DeptHead@weld.gov
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
Contract Lead *
JMUNDT
Contract Lead Email
jmundt@weld.gov
Requested BOCC Agenda
Date *
1 2 02 2024
Parent Contract ID
Requires Board Approval
YES
Department Project #
Due Date
1 1 28, 2024
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be
included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
11/26,2024
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
12/02/2024
Review Date *
11/01/2025
Committed Delivery Date
Contact Type Contact Email
Finance Approver
CONSENT
Renewal Date
Expiration Date*
1 2, 31 ,%2025
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
1 1 26/2024
Finance Approved Date
11/26/2024
Tyler Ref #
AG 120224
Originator
jMUNDT
Legal Counsel
CONSENT
Legal Counsel Approved Date
11/26,2024
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