HomeMy WebLinkAbout20170694.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
RE: Business Imaging Systems Capture Solution Change Order
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose cZ.
DATE:. 6/6/2017
Brief description of the problem/issue:
The Board approved the Grooper Capture Software SOW for Business Imaging Systems (BIS) on May 24, 2017
(contract #1174). After more detailed discussions with BIS, we discovered that an additional piece of
functionality that is needed for the Motor Vehicle department (i.e., the ability to have multiple indexes to one
document) requires some custom programming. This additional functionality will be available to other Weld
County departments as well as Motor Vehicle. The attached change order has been reviewed by Karin McDougal
and is ready for signature. The attached change order will be an exhibit to the SOW and Master Services
Agreement that Weld County has with BIS.
The cost for the change order will be absorbed in the overall imaging budget.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
Grant authorization for the Chair to sign the Change Order.
Recommendation:
Weld County IT recommends that the Board grant approval for the Chair to sign the attached Change Order which
will allow Weld County to proceed adding multiple indexes functionality to our capture software solution.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tom
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Work Session
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Other/Comments;
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Owner:
CHANGE ORDER NO.1
PROJECT: B1600175 Capture Software Meld -3341
Weld County. Colorado
Contractor: Business Imagine Systems (BISI
DATE: JUNE ti, 2017
The following change Is hereby made to the Contract Documents:
A change order is needed for the Capture Software (Grooper) project. Natively, Grooper relies on the CMIS
standard for exporting documents to CMIScompliant repositories (i.e. ApplicationXtender). Since the CMIS
standard does not support exporting multiple indexes to reference a single document/image. The Motor Vehicle
department has requested this additional functionality, although Weld County will be able to use this for any
department using the County -wide Imaging System and wanting to have multiple indexes to a single document.
Upon beginning the Grooper deployment and approval of this agreement, BIS will begin building this new Grooper
activity. BIS expects this effort to require roughly three (3) days of professional services and BIS may complete this
task in less time; however, BIS may invoice for up to five (5) days of work if necessary. In any case, Weld County
will only be charged for actual time worked, limited to 40 hours.
Reel Quantity Item
Product and Professional Srviws
1) 43 PS - 02 Integration
Unit Price
5225.00
Adjusted Unit Price Extended Price
CHANGE TO CONTRACT PRICE:
Original Contract Price: $107.417.40
Current Contract Price adjusted by previous Change Order: SO
$725.00 $993300
One -Thus Total $9,000.00
The Contract Price due to this Change Order will be increased by: $9000.00
The new Contract Price, including this Change Order, will be: $116,417.40
CHANGE TO CONTRACT TIME:
The Contract Time will be increased by 3-5 calendar days.
The date for completion of all Work will be December 31.2017
RECOMMENDED:
Weld Department Head: Date: %- is -17 -
Weld Project Manager:Date: (,t/f5`1Qn
APPROVALS:
ATTEST: Wair.40 ;€1
BY:
Deputy eJ-rk to he Boa
Julie A. Cozad, Chair
oLo i 7- pro 94-
Cor%-rackL #1I y
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
RE: Business Imaging Systems Capture Solution SOW
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose c-Ce--
Brief description of the problem/issue:
DATE: 5/11/2017
The Board approved the award of RFP `B1600178 Capture Software for EMC's ApplicationXtender 8.x' to
Business Imaging Systems (BIS) on March 29, 2017. This is for the software (called Grooper) that has the
capability to automatically index and scan documents (capture) into the new imaging system. The attached
associated statement of work has been reviewed by Frank Haug and is ready for signature. The attached SOW
will be an exhibit to the Master Services Agreement that Weld County has with BIS.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
Grant authorization for the Chair to sign the SOW.
Recommendation:
Weld County IT recommends that the Board grant approval for the Chair to sign the attached SOW which will
allow Weld County to proceed with the next phase of the County Imaging System.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
4.176
Minn
Recommendation
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Work Session
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Other/Comments:
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Document Date: March 29th, 2017
Exhibit C: Statement of Work
B1600178 - Capture Solution (Weld -334)
Document
NOTICE: This document contains proprietary or legally privileged information. It is provided by BIS to the addressee listed below, and his/her
designees, to be used in evaluating the business proposal contained herein. Any other use of the information contained in this document
is prohibited. This document may not be distributed to third parties, provided to other competitive vendors, or reproduced without the
express written permission of BIS.
No confidentiality or privilege is waived or lost by any mis-transmission of this document. If you receive this document in error, please
immediately delete it and all copies of it from your system, destroy any hard copies of it and notify the sender. You must not, directly
or indirectly, use, disclose, distribute, print, or copy any part of this message if you are not the intended recipient.
Document Prepared By: Document Prepared For:
BIS
1401 North 17th Avenue
Greeley, CO 80631
Contact: Jessica Lamb
Phone: (405) 517-2799
ilamb@bisok.com
Carol Gessner
(970) 400-2532
cgessner@weldgov.com
Page 1 of 6
SOW
Overview
Upon award, BIS will schedule a kick-off meeting with the Weld team. The kick-off meeting will determine start
dates, milestones and a target go -live. BIS will then work with each department in the order Weld sees fit.
Sheriff's Office: BIS will lead the deployment within the Sheriffs Office and provide hands-on training to the
IT project team on how to do discovery, set-up and indexing of each new document type for the Grooper
solution. BIS will perform the following tasks working side -by -side with Weld County:
• Set up one scan station
• Create one Grooper process to match AX application
• Train Grooper to classify up to 10 document types
• Train Grooper to extract as many data fields as possible
• Create database look up for additional fields from Weld's AX Conceal Carry application
• Work with Weld to create documentation - A Grooper user guide with screenshots of Weld's
environment with a brief explanation of the process.
Allow user acceptance testing
Go live
Grooper's ability to auto classify and index the Sheriffs Department's records ensures accurate indexing as well
as greatly increases the scan time efficiency. This classification is unique to Grooper and cannot be found in
other platforms core technology.
Since BIS processed the Sheriffs back file, the Grooper profile used can be cloned from the BIS record service
environment to the Sheriffs office, then modified for day -forward use. Anything that wasn't taught to Weld
because of leveraging the Grooper profile will be taught to Weld County during the setup of MotorV.
Department of Motor Vehicle: BIS will help Weld County with deploying Grooper to the County
Department of Motor Vehicle (MotorV). BIS will assist/ perform the following tasks:
• Create 3 separate Grooper processes
• Set up 1 scan station
• Set up import process
• Set up classification for up to 20 document types
• Set extraction parameters
• Work with Weld to create documentation — A Grooper user guide with screenshots of Weld's
environment with a brief explanation of the process.
• Allow user acceptance testing
• Go live
Grooper can classify the following document types:
• Security Agreements
• Handicap Agreements
• Residency Form
• SMM Worksheets
• Farm Vehicle Application
• Lost/Stolen Plate Affidavit
• Collector's item Affidavit
• Low Military Plate Application
• Non-use Vehicle Application
Page 2 of 6
• Veteran's (D/V) Application
• Military Exemption Form
• Commercial Exemption Form
a Commercial Late Fees
• Medical Hardship
• Military Late Fees
Pricing:
Anneal Support
1) 1 trooper - Classification Doa/Year (100K) - (Standard Maintenance)
2) 1 Grouper- Concurrent User (5) - (Standard Maintenance)
3) 1 Grouper - 6tarbon nelds/Year (1001) - (Standard Maintenance)
4) 1 Grooper - Annual Object Volume (5001) - (Standard Maintenance)
5) 4 Grooper - Concurrent OCR Process - (standard Maintenance)
6) I Appxt nder Server - 5 CC User Padr=UB - (Standard Maintenance)
7) 1 Grooper - Teat System Support
Product and Professional Services
8) 1 trooper - daaifwt0n Dom/Year (1001)
9) 1 Grooper - Concurrent User (5)
10) 1 Grooper - Extraction Frelds/Year (100K)
11) 1 &Doper - Annual Object Voeane (500K)
12) 4 Grouper - Co nourret OCR Proems
13) 1 Appnender Server - 5 CC User Peck=U0
14) 1 Grooper Test System
15) 2 Travel
16) 291 PS - 02 Integration
Professional Services
$500.00 $500.00
$1,800.00 $1,800.00
$400.00 $400.00
$400.00 $400.00
$44.40 $177.60
$1,250.00 $1,250.00
$1,638.80 $1538.80
Yearly Total $6,166.40
$2,000.00 $2,000.00
$9,000.00 $9,000.00
$2,000.00 $2,000.00
$2,000.00 $2,000.00
$222.00 $888.00
$7,500.00 $7,500.00
$8,388.00 $8,388.00
$2,000.00 $4,000.00
$225.00 $65,475.00
One -Tine Total 5101,251.00
Subtotal $107,417.40
Total Tares $0.00
Total $107,417.40
All invoicesmustbeelectronicallysubmittedtobilling.it@weldgov.com with a copyto Carol Gessnerat
cgessner@weldgov.com.
For professional service hours, BIS will invoice Weld County monthly for actual hours spent not to exceed above
allocated hours unless there is an approved change request.
For product licenses and maintenance/support services, a separate PO will be issued to BIS, and will be paid
upfront.
Page 3 of 6
Timeline
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Technical Training Outline (Section 6 in the RFP)
Instructor -Led Training (ILT)— instructors deliver extensive hands-on lab exercises and state-of-the-art training, at
our facilities or your site. Offers live interactivity with skilled instructors, and the opportunity for different team
members to connect in person, further solidifying the rate of knowledge retention.
Training will include the following tasks
- How to install Grooper with additional scan stations for future department needs
- How to use Grooper
- How to troubleshoot issues between Capture Software and AX System
- How to upgrade and administer the software
- How to set up queues and workflow
- How to set up appropriate Security
- How to improve performance of software, as necessary
- Set-up and indexing of each new document type for the Imaging System
- Conversion/integration processes
- Best methods for deploying to production environment
- "Train the Trainer" on how to rollout and train end -users of the Imaging System
- How to use Grooper for discovery (like for Assessor), as time
- Cloning
Basic admin/setup/functional/support training will be up to 8 IT members. Advanced
admin/database/creating AX applications training will be up to 4 IT members.
Page 4 of 6
End -user Training Plan —
a. BIS will provide services to initially train Weld's staff on the end user responsibilities of the new
solution, which will allow Weld to perform end -to -end system testing. This will cover basic
operational procedures for users to operate the system such as scanning, viewing, editing,
indexing and classifying content. Training documentation is also made available to all clients.
The steps below outline the testing process. A Grooper user guide with screenshots of Weld's
environment with a brief explanation of the process.
End -User Training and User Acceptance
BIS will provide training to key personnel. This training will be performed with a few
groups based on the role the group plays within the process. This training will serve to
provide enough information of the system to allow Weld to thoroughly test the process.
This training will not include all of Weld's staff members that will be a part of the
process, only a select few key staff members that will be responsible for the testing
phase.
ii. Weld will provide BIS daily feedback on the testing results. BIS anticipates that testing
will take approximately two -ten (2-10) business days, and the expectation for Weld is to
be available regularly to perform testing functions. Additional testing beyond this
period will impact the timeline as well as costs associated with the project.
iii. This testing will continue until all identified issues are resolved and Weld is satisfied with
the solution.
County Responsibilities
Weld will be responsible for the following:
• Providing BIS access to the network
• Appointing department representatives to work with the BIS team to determine needs
• Server will have OS — Microsoft server 2012 R2 or later* (2014 or 2016 preferred)
o DB - Microsoft SQL 2014 or later*
o Standalone server:
o 012 CPU
o 0 32GB RAM
o 1I 150GB storage (Separate from OS drive — 75%/25% working directory/SQL DB respectively)
• County will be required to purchase AX Web Services if they don't already own it.
• Client will provide VPN access to BIS consultants and administrative access to the test system.
• Client will provide BIS a domain service account for administrative access to the servers, if needed.
• The client will provide staff to perform user acceptance testing, and track all issues identified.
• The client and BIS will provide one (1) project manager that will be the central point of contact for each
organization.
Servers will be Server 2012 R2 or later. (2016 preferred)
Project will be performed both onsite and remotely. Travel expenses will be invoiced as incurred. Travelers
should incur the lowest reasonable travel expenses whenever possible. Reimbursement for alcohol or personal
expenses will not be allowed.
• Weld County staff will be working with BIS personnel during the installation, analysis and design, process
setup, and deployment.
• BIS anticipates being able to deploy each department in a 4 day period, however, more or less time may
be necessary based on the analysis and design of each department. BIS will be onsite for a week for the
design and analysis at the beginning of the project. Then again for go-live/training for a week.
• BIS anticipates 1 day of system administration training, and 3 days of advanced training that will include
Page 5 of 6
setup and configuration. Additional training can be provided at a time and materials cost
Additional responsibilities may be determined during the kick-off call or during the analysis phase.
CONTRACTOR:
Contractor Naammmee►��'
By: f�
Name: Jessica I amb
Title: FnteroriseSolutions Consultant
Date
WELD COUNTY:
ATTEST: W • �ti
BY:
BOARD OF COUNTY COMMISSIONERS
Ierk to the Bo= rd i e 0 TY, CO t QRADO
Deputy Cler
Page 6 of 6
NAY 247017
ANCE:
ial or Department Head
O2.O /7- 0699,4
MEMORANDUM
TO: Esther Gesick, Clerk to the Board March 27, 2017
FROM: Ryan Rose. Chief Information Officer
SUBJECT: B1600178, Capture Software for EMC's
ApplicationXtender 8.x
BOCC Approval Date: March 29, 2017
Bids were received and opened on December 21, 2016 for B1600178 Capture Software
for FMC's ApplicationXtender 8.x. (Weld -334). Four (4) bids were received ranging
from $120,530.46 to $354,105.05 (five-year cost). Attached is the bid tabulation for
your information.
The Information Technology staff reviewed all of the bids and the scoring of the RFP
responses is attached. After evaluating the RFP proposals, receiving product demos,
and interviews with each vendor. Business Imaging Systems (BIS) out of Edmond, OK
best met our requirements and product preference. From our evaluation, BIS and their
Grooper solution scored highest with a combination of product functionality and pricing.
Our completed RFP scorecard is attached.
For BIS' solution, Year One cost will be $107,417.40 for the initial cost of the software
licenses, professional services, and first year of support. Years Two -Five cost will be
$6,166.40/year for ongoing support and maintenance (totaling $24,665.60).
With the above information, I recommend the Board award the Capture Software for
EMC's ApplicationXtender 8.x to Business Imaging Systems for a five-year total cost of
$132,083.00.
-rd)
ago17,0691/
Template
062414
B1600178 Capture
Software
Year 1 Cost of Proposed Solution
$122,620.00
$262,706.97
$107,417.40
$88,623.26
Annual Maintenance Cost
$8,260.00
$22,849.52
$6,166.40
$7.976.80
Total Bid Amount (5 year cost)
$155.660.00
$354.105.05
$132,083.00
$120,530.46
RFP Evaluation Scores
Qualifications:
Financial Viability
References
Industry Experience & Strategy
Support:
Technical Support hours/staff
Work Plan (submitted with RFP)
System Capabilities
Cost:
Initial Cost
Maintenance Cost
10
0
50
40
7
7
7
7
0
0
0
0
32
39
40
33
24
8
36
36
RFP Total
100
64
53
83
76
On -site Demo Evaluation Criteria
Scanning Capabilities
10%
3
5
5
3
[latching Capabilities
10%
3
5
5
3
OCR Capabilities
5%
3
4
5
2
ICR Capaoihties
5%
2
1
1
2
Auto Indexing Capabilities - learn
10%
3
4
5
1
Auto Indexing Capabilities - conditional
5%
2
4
4
2
Set-up of templates
5%
2
2
3
2
Manual Indexing
5%
3
4
5
3
Document Editing
5%
3
5
4
3
Document Clean-up
5%
2
4
4
3
Workflow Capabilities
10%
3
5
3
2
Integration with Microsoft Products & other at
5%
2
4
4
2
Integration with AX 8 x
5%
3
3
4
2
Reporting capabilities
5%
4
3
4
3
Custom Reporting Capabilities
5%
2
4
3
2
Sys Admin of Software
5%
3
4
4
2
Demo Total
100%
55
75
74
45
RFP + Demo Total
118
128
157
121
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Annual Support
Contract
(Years 2-5)
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$24,665.60
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Year 1 Cost
(hardware, software
& maintenance)
$88,623.26
$107,417.40
$122,620.00
$262,706.97
5 Year Cost
$120,530.46
$132,083.00
$155,660.00
$354,105.05
Product Name
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Vendor Name
Address
General Networks Corporation
3524 Ocean View Blvd
Glendale, CA 91208
Business Imaging Systems (BIS), Inc.
13900 N. Harvey Avenue
Edmond, OK 73013
Wave Technology Solutions Group (Wave-TSG)
320 Goddard, Suite 100
Irvine, CA 92618
ImageSource, Inc.
612 Fifth Ave SW
Olympia, WA 98501
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