HomeMy WebLinkAboutStaff Report 3.E 01/28/2008 Rev. 1Revised &E
CITY OF PFTALUMA, CALIFORNIA
January 28, 2008
AGENDA BILL
Agenda Title: Resolution Rejecting All Bids for the Purchase of an
Meeting Date: January 28, 2008
Electronic Document Management System (EDMS).
Meeting Time: ® 3:00 PM
❑ 7:00 PM
Category: ❑ Presentation K Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department:
Director:
Contact Person:
Phone Number:
City
Cooper/Carmichael/
Claire Cooper
778-4360
Clerk/Administrative
Williamsen
Services/Information
Technology
Cost of Proposal: Approximately $44,000.00
Account Number:
330-62240
Amount Budgeted: $60,000.00
Name of Fund:
Information Technology Software
Attachments to Agenda Packet Item:
1. Staff Report
2. Draft Resolution
Summary Statement: The City received two (2) bids for an Electronic Document Management System
(EDMS) on November 7, 2007. Staff is recommending that the City Council reject the bids on the basis of
additional information recently received:
One bidder represents a company that is in the process of being sold. What effect that might have on
the quality of the product and the support available is unknown.
Negative references for one bidder's product.
In the future, the City may want to obtain an agenda -management software program that will integrate
with our current Granicus MediaManager program. There is uncertainty that one bidder's product will
integrate with Granicus.
Staff has concerns regarding both bids.
Recommended City Council Action/Suggested Motion: City Staff recommends that the City Council adopt the
resolution rejecting all bids.
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Rev. #3
Date Last Revised: January 25, 2008
File:
CITY OF PETALUMA, CALIFORNIA
JANUARY 28, 2008
AGENDA REPORT
FOR
RESOLUTION REJECTING ALL BIDS FOR THE PURCHASE OF AN ELECTRONIC
DOCUMENT MANAGEMENT SYSTEM (EDMS)
EXECUTIVE SUMMARY:
The City received two (2) bids for an Electronic Document Management System (EDMS)
on November 7, 2007. Staff is recommending that the City Council reject the bids on the
basis of additional information recently received:
One bidder represents a company that is in the process of being sold. What effect that
might have on the quality of the product and the support available is unknown.
• Further negative references for one bidder's product.
In the future, the City may want to obtain an agenda -management software program
that will integrate with our current Granicus MediaManager program. There is deep
uncertainty that one bidder's product will integrate with Granicus.
Under the current circumstances, neither of the two bids represents a good choice.
2. BACKGROUND:
Correspondence between Staff and Questys Solutions is included as an attachment.
Questions were raised for Staff based on staff reference checks and information received
from Questys. Staff is concerned that the SIRE program will not be able to integrate with
our current software, including, but not limited to, Granicus. There is no room for
growth if we choose SIRE. We are concerned about Questys based on the reference
checks received from other cities and new information that the company is in the process
of being sold.
3. ALTERNATIVES:
A. Award bid to Questys with a lack of good references and questions regarding
acquisition status.
B. Award bid to SIRE with questionable integration capabilities.
C. Neither of the alternatives is recommended.
4. FINANCIAL IMPACTS:
None.
I1
CONCLUSION:
Following the City Council action, the City will either accept the lowest bidder or issue a
new request for proposals for an EDMS.
6. RECOMMENDATION:
City staff reconunends that the City Council adopt the resolution rejecting all bids.
City of Petaluma, Calif®awia
Office of the City Cleric ® 11 English Street C Petaluma, CA 94452
Phone 707 6 778 ° 4360 FAX 707 ° 778 ® 4554
E -Mail cityclerlc@ci.petaiuma.ca.us
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Ifthe documentyou are receiving contains privileged and/or confidential information furnished in connectionwith
your official duties, further release of this Information by you may only be accomplished in accordance with
applicable statute, court order, or other lawful process.
The accompanying document(s) Is/are Intended only for the use of the Individual or entity to which this
transmission is addressed and may contain information, which is privileged, confidential, and exempt from
disclosure under applicable law. If you are not the intended recipient, dissemination, distribution or copying of
this communication Is strictly prohibited, if you have received this transmission in error, please notify us
immediately by telephone and return the original to us at the above address by the U.S. Postal Service. We will
reimburse any costs Incurred. Thank you for your consideration.
Notes: I ^ /
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CITY OF PETALUMA
POST OFFICE BOX 61
PETALUMA, CA 94953-0061
Pamela Torliatt
Mayor
Teresa Barrett
January 22, 2008
Samantha Freitas
Mike Ilarris
Karen Nan
Mike O'Brien
David Rabbitt
Councilmembers
Questys Solutions
25910 Acero Street, Suite 100
Mission Viejo, CA 92691
Attention: Charlene K. Weber
Vice President, Government Sales
Re: Request for Proposals for EDMS/ECMS - City of Petaluma
NOTICE AND OPPORTUNITY TO SUBMIT MATERIALS CONCERNING
RESPONSIBILITY OF BIDDER
Pursuant to Section 1.E of the Instructions to Proposers for this project, which provides
in pertinent part that "[t]he City of Petaluma reserves the right to reject any and all
bids and to waive any bid defects or irregularities in bidding in accordance with
applicable law," please be advised that City of Petaluma staff intend to
recommend that the City Council find that the bid received from Questys for this
project is not the lowest responsible bid and therefore, that the City Council reject it,
based on the criteria set forth in Petaluma Municipal Code section 4.04.080.E, which
states:
Award of Purchase or Contracts. Purchases or contracts shall be awarded to
the lowest responsible bidder. In determining the lowest responsive and
responsible bidder, the following shall be taken into consideration:
1. The quality, suitability, and efficiency of the item;
2. The total or life cycle cost of the equipment;
3. The delivery, discount terms, and all other conditions submitted in the bid;
4. The reputation of the equipment, the service reputation of the bidder,
and all other information and data required to prove the responsibility
of the supplier.
The analysis of the factors supporting staff's recommendation is set out in the
attached City Council Agenda Bill and staff report.
The purpose of this letter is to afford Questys notice and an opportunity to submit any
materials it wishes concerning the staff determination and recommendation that
City Cleric
11 English Street
Questys is not the lowest responsible bidder for purposes of this project.
� P P P P J
Peta(mna, CA 94952
The City Council may make a decision concerning award of the project at its
Phone (707) 773-4360
Far (70»778-4554
meeting on January 28, 2008 at 3:00 p.m. Failure to provide information that
establishes that Questys is the lowest responsible bidder by 2:00 p.m. on Friday,
E -Mail
cit5,clerkQa ci.petabana. cora
Questys Solutions
January 22, 2008
Page 2
January 26, 2008, may result in rejection of Questys as non -responsible and award of the project to
the next -lowest, responsible bidder. This notice and opportunity to submit materials is provided in
accordance with the requirements of City of Inglewood v. Superior Court (1972) 7 Col.3d 861.
If you have any questions, please contact the City Clerk at (707) 778-4360. Material concerning
bidder responsibility may be faxed to (707) 778-4554 or emailed to cityclerk@ci.petaluma.ca.us.
Sincerely,
l t
Claire Cooper
City Clerk
/enclosures
1
JAN-22-2908(TUE) 17:37 City Clerk
Transaction Report
Send
Transaction(s) completed
No. TX Date/Time Destination Duration P.#
P. 001
Result Mode
143 JAN -22 17:36 18774401860 0°00'51' 003 08 N ECM
City ®f Petaluma, California
Office of the City Clerk ° 11 English Street 6 Petaluma, CA 94452
Phone 707 0 778 ° 4360 FAX 707 ° 778 ° 4554
E -Mail ciiyclerl(Oci.petaluma.ca.us '
FAX
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FAX: U I� �I`�b�(��0� pages
(including cover): 3
Phone: Date:
Re:. Q CC:
If the document you are receiving contains privileged and/or corifidentidl Information furnished in connectlon with
your ofaciol duties, furl her release of this Information by you may only be accomplished in accordance with
applicable statute, court order, or other lawful process.
The occomponying document(s) Is/are intended only for the use of the Individual or enfltyto which this
transmission Is addressed and may contain Information, which Is privileged, confidential, and exempt from
disclosure under applicable law. If you are not the Intended recipient, dissemination, distribution or copying of
this communication Is strictly prohiblted.,lf you have received this transmission In error, please notify us
Immediately by telephone and return the original to us at the above address by the US. Postal Service. We will
reimburse any costs incurred. Thank you for your consideration.
Notes:
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Padovan, Deborah
From:
Charlene Webber [charlene@questys.com]
Sent:
Wednesday, January 23, 2008 4:16 PM
To:
- City Clerk
Cc:
Laura Lechien
Subject:
Questys Solutions Responses to your letter of January 22, 2008
Attachments:
Clarification Letter 1-23-08.pdf; Questys Enterprise Capture Module.pdf
Importance: High
Dear Ms. Cooper,
Thank you for the opportunity to submit material concerning the staff determination and
recommendation that Questys is not the lowest responsible bidder for the EDMS/ECMS
system.
I have attached our responses in the Clarification letter.
Please let me know that you have received this email.
Thank you for your consideration.
Charlene K. Webber
Vice President, Government Sales
Shaping your digital world.
(877) 362-6246 ext. 2100
(877) 440-1860 fax
charleneaquestys.com
3
Questys Solutions
25910 Acero, Suite 100
® Mission Viejo, CA 92691
SOLUTIONS
tel: 877.362.6246
rax: 949.458.6004
web: www.quesLyssolutions.coni
January 23, 2008
Sent via email: cityclerk@ci.petaluma.ca.us
Clair Cooper
City Clerk
11 English Street
Petaluma, CA 94952
Dear Ms. Cooper:
Re: Request for Proposals for EDMS/ECMS — City of Petaluma
NOTICE AND OPPORTUNITY TO SUBMIT MATERIALS CONCERNING
RESPONSIBILITY OF BIDDER
Thank you for the advance notification of the City Council's intent to award the above
referenced proposal to L.R. Hines for a SIRE EDMS. We would like to call to your
attention the following:
In comparing costs to determine the "lowest responsible bidder", we ask that you
review the two quotes. Questys Solutions total price was $43,883.19 and the
quote from L.R. Hines total price was $44,412.00. If you take only the bottom
line, Questys Solutions quote was $528.81 less than the competitor. However,
our price included $14,118.00 of hardware and third -party software that. was
NOT included in L.R. Hines quote. The four major items are as follows:
Pricing
Description
Questys Quote
L.R. Hines
Form No.
Quote
2.d.
MS SQL Open License (note that
$4,499.00
No Bid
we also included a statement that
this was not required for thick
client or Intranet use).
2.i.
Dell Server, with a note that the
$9,010.00
No Bid
City can typically purchase it for
less, but we wanted you to
understand the total scope of the
project.
2.1.
DVD -ROM Archive Drive
$159.00
No Bid
2.k.
Uninterruptible Power Supply
$450.001
No Bid
I
City of Petaluma
January 23, 2008
If the City is going to purchase the above requested hardware from another
vendor or already have it in house, then our quote needs to be reduced by the
$14,118.00, for a total price of $29,765.19. Or, if the City purchases from L.R.
Hines, then to compare "apples to apples", you would need to add approximately
$14,118.00 to the quote from L.R. Hines, for a bottom line total of $58,530.00.
To summarize, if you are comparing the price of a turn -key system with
hardware, the totals of each would be as follows:
Questys Solutions $43,883.19
L.R. Hines $58,530.00
Or, if you compare the price of each system without hardware, the totals of
each would be as follows:
Questys Solutions $29,765.19
L.R. Hines $44,412.00
2. Although we did not specifically address automatic capture (indexing) of
documents as the RFP did not request it, we do have an outstanding
Capture/Automation Module (which was listed in the Appendix of our proposal).
I have attached a datasheet on Questys Capture for your review. We believe
this is a far superior product to any that is on the market.
3. Please note that Granicus, Inc. is NO LONGER integrating with or a partner of
Sire Technologies. In fact, they severed their relationship under unfavorable
terms. Since the City currently uses Granicus, if the City intends to eventually
purchase an Automated Agenda Management System, Sire is NOT able to
integrate with Granicus. You would have to purchase Sire's Video Plus and
Minutes Plus at extra cost. Questys Solutions is integrated with Granicus.
4. With Questys Solutions, since we are the software developer, we support our
customers directly. There is no need to work through a dealer/reseller. Our
technical staff is based in our corporate office in southern California, are all
English speaking and we are very proud of the prompt and courteous service we
provide.
5. Questys Solutions has been in business since 1980 providing document
management systems and other productivity tools to government agencies. In
fact, we developed the very first imaging system to run on a PC in 1986 and the
first Automated Agenda Management System in 1996.
0
ID
City of Petaluma
January 23, 2008
After reviewing the above, we trust that you will determine that Questys Solutions is the
lowest responsible bidder for the City of Petaluma's RFP for an EDMS/ECMS.
Thank you for your consideration.
Regards,
61x11 rre �. M00%
Charlene K. Webber
Director, Government Sales
SOLUTIONS
,
Data entry for your
document management
system or any other
application can be costly
and time consuming.
With Questys Capture,
drastically reduce, or even
eliminate, the manual
data entry process
associated with going
electronic.
Questys Capture
Any organization that uses computers performs data entry. Data entry is a
time consuming, error prone, and costly process. Imagine a world where you
could automate your data entry rather than manually inputting information
into your document management system or accounting system. You
could simply scan the pages that contain the data you need and the data is
extracted.
Questys Does the Work for You
Questys Capture is a workstation -based data entry automation tool that
® will let you automate nearly any data entry process. Quesrys Capture uses
advanced optical recognition technology to automatically extract important
data from your scanned images. With Questys Capture you can use full
page or zonal optical character recognition (OCR) to capture pertinent
information. Questys Capture also recognizes many barcode types,
regardless of where they appear on the page, as well as, being able to use it
for handwriting and optical mark recognition. You can even capture data an
unstructured documents. Questys Capture will intuitively recognize patterns
of text in documents. With so many capabilities, Questys Capture can
eliminate errors, time and cost that come with manual data entry.
Questys Solutions
877-362-6246
governmentsales@questys.com
www. questyssolutions. corn
Don't Just Speed Up Processes, Make Them Higher Quality
With Questys Capture, you can also send documents through a quality
control process where a user can verify the extracted data, side-by-side with
the images. Once Questys Capture has extracted the information you
can output the data and/or images to your Questys Enterprise Document
Management System, third party application, or simply package the files and
data in a TIFF, PDF, or XML format and export.
Unlimited Scans, One Low Price
Automated data entry can save you mountains of time and money. Because
of this, many providers of similar technology attempt to charge you for how
much their products help you. For instance, if you process 1,000,000 pages
per month the system costs 10 times the price than if you process only 5,000
pages per month. How does this make sense? With Questys Capture, you
can process I to over 1,000,000 pages per month for the same low cost!
Bottom Line
Stop devoting man -power, time, and money to manually entering your
information and get automated with Questys Capture.
Y
SOLUTIONS
"Me implementation of
Questys has changed the way
we manage records. We are
now able to cut doom on
storage space, save $$$'s,
man power boars for search
and retrieval and improve
accuracy rates for• finding
files. Research tune has been
cut down greatly. "
Deanna Gunn
Accounts Payable Supervisor
Auditor Controller's Office
County of Monterey, CA
Questys SOILItions
877-382-8248
gc)vertinientsales@questys.com
www. clue styssoIubons. cam
Questys Enterprise — Fast, Easy and Cost Effective
'[his complete lineup of award-winning Questys Enterprise Document Management software
solutions are designed to enhance office productivity and provide records management solutions
to clients in private industry and government agencies.
Questys Enterprise Base Server
Scan paper documents, import electronic files and email, then OCR, edit, and store your
information in electronic Format for instant retrieval
Questys Web
Provide fast, secure and reliable With access to users around the world.
Questys LegisStream
Automate your entire agenda process, LegisStream is the solution to your agenda
development and management needs.
Questys WorkStream
Streamline your organization with electronic workflow and approval routing capabilities.
Questys DigiSign Electronic Signature
Create and edit any images or stamps, seals and signatures and apply them electronically.
Questys Royalty -Free Searchable CD
Copy and export any portion of your Questys Database to a searchable CD.
Questys Granicus Integration
Enhance your Questys Enterprise LegisStream module with one -dick integration of
Granicus MinuresMaker" a for a powerful combination of agenda management tools,
enriched with streaming video.
Questys Capture
Affordable dara entry automation and indexing that easily integrates into Questys or other
applications. Quesrys Capture includes zonal OCR, barcode recognition, text parsing, and
much more.
Questys AppLink
Integrate your Questys document management system with compatible third -parry
software applications, permirting document searches and auromadc indexing From within
the application.
About Questys Solutions
Founded in 1980, Questys Solutions is headquartered in Mission Viejo, CaliE, and offers the
IT industry's most robust lineup of affordably priced document management solutions. Questys
Solutions provides an array ofaward-winning content management, knowledge management,
document management, records management, document imaging, electronic world low, and
electronic agenda management solutions for use a variety of business applications.
How to Get Started
For more information call 877-362-6246 or e-mail governmentsales@quesrys.com or visit
www.cluesryssolutions.com.
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Resolution No. 2008 -XXX N.C.S.
of the City of Petaluma, California
REJECTING ALL BIDS RECEIVED NOVEMBER 7, 2007
FOR THE PURCHASE OF AN ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM (EDMS)
WHEREAS, the City issued a Request for Proposal to interested vendors for an Electronic
Document Management System (EDMS); and,
WHEREAS, the on November 7, 2007, the City received proposals from SIRE
Technologies/L.R. Hines Consulting ("SIRE") and Decision Management Company, Inc. dba
QUESTYS Solutions ("QUESTYS") in response to the RFP; and,
WHEREAS, the QUESTYS proposal has a total price of $43,883.19, which includes
software, hardware, professional services, data conversion, project management, installation,
configuration, first year maintenance and training for all components; and,
WHEREAS, the SIRE proposal has a total price of $44,412.00, which includes software,
hardware, professional services, data conversion, project management, installation, configuration, first
year maintenance and training for all components; and,
WHEREAS, the City evaluated both proposals and all relevant features of each system; and,
WHEREAS, the City investigated references provided by each bidder pursuant to the RFP
requirements, and responses varied and concerns were raised; and,
WHEREAS, additional information was received that raised additional concerns regarding
product integration capabilities, and product and customer service stability.
that:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
1. Both bids are rejected.
)�l
Resolution No, 2008 -XXX N.C.S. Page I
REFERENCE:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
2. Staff is directed to issue a new Request for Proposals for an Electronic Document
Management System.
3. This Resolution shall become effective immediately.
Under the power and authority conferred upon this Council by the Charter of said City.
I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a Regular meeting on the 28a' day of January, form:
2008, by the following vote:
Barrett, Freitas, Harris, Nau, O'Brien, Vice Mayor Rabbitt, Mayor Torliatt
None
None
None
City Clerk
Resolution No. 2008 -XXX N.C.S.
Mayor
City Attorney
Page 2