Addition_2 Online Record Keeping Site to Charge to CARES Act due to COVID-19
Staff Report
Date of Meeting: November 4, 2020
To: Mayor & City Council
From: Brenda “Bee” Stignani, Office Assistant
Re: CARES Act – Laserfiche change to Site License over Subscription
Background:
The City of Scandia qualifies for Laserfiche’s new Self-Hosted Subscription Municipality
Site License. In an effort to enable residents and contractors to conduct city business on
line, staff investigated options to make forms fillable and public records available
through our website.
Issue:
Should the City change to Laserfiche’s Self-Hosted Subscription Municipality Site License,
effective immediately?
Proposal Details:
The City currently pays annual subscriptions for 8 individual Laserfiche modules for 5 assigned
users. The Self-Hosted Subscription eliminates the a la carte billing system and enables the City
to pay one flat rate. The current annual subscription is $1,614. The Self-Hosted Subscription is
$3,000 annually. This rate will increase 3% per year and requires a 3-year contract.
The Self-Hosted Subscription includes:
• 100 Full Users – currently $140/user
• Forms Portal – allows for unlimited submission to forms (i.e. citizens fill out forms on City’s
website)
• Public Portal – Unlimited concurrent connections (i.e. weblink to public side of Laserfiche
read-only formatted documents including meeting packet material)
• All current Laserfiche software modules (approximately 20) and future software updates
OPG-3 would install and configure the Laserfiche Forms Portal, Public Portal, and all new users
for $3,700. They would continue to provide all support services. The City would own all of the
other current Laserfiche software programs, and would be able to contract with OPG-3 at a
future date for installation or configuration if needed.
Fiscal Impact:
The $6,700 quote for the Self-Hosted Subscription Municipality Site License ($3,000) and the
installation and configuration fee ($3,700) would be payable now . The annual subscription is
subject to a 3% annual increase. This 2020 expense is eligible to be paid by CARES Act funds.
The 2021 budget may need to be amended to absorb the additional $1,400 cost.
Options:
1. Do nothing.
2. Accept OPG-3 quote to change to the Self-Hosted Subscription Municipality Site License,
install and configure the set up more City Laserfiche Full Users, Forms Portal and Public
Portal software modules to enable citizens the option to conduct city business remotely.
1
b.stignani
From:Sean Nilan <snilan@opg-3.com>
Sent:Wednesday, November 4, 2020 11:05 AM
To:b.stignani
Subject:Laserfiche Site License
Hi Bee,
This was stuck in my outgoing! Below is the information on the new Site License.
Includes:
100 Full Users with all available add-ons
Forms Portal – Allows for unlimited anonymous submission to forms (i.e. citizens can fill out forms on the City’s website)
Public Portal – Unlimited concurrent connections
We would be looking at 20 hours for install assuming that we would be installing Forms Portal (10 hour install) and
installing and configuring the users and Public Portal.
Site License Cost - $3,000 with 3% annual increase
Install/Configuration Cost - $3,700
With this license, I would never have to sell you another piece of Laserfiche software unless Laserfiche comes out with
new software or changes the license model.
Let me know what else you need from me
Thanks,
Sean Nilan
Solutions Manager | OPG-3 Inc.
P: 651.233.5062
E: snilan@opg-3.com
8030 Old Cedar Ave S, Suite #205
Bloomington MN, 55425