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Automated Agenda Management Software RecommendationAGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND INOBBAR LLC D /B /A NOVUSOLUTIONS This Agreement, dated for reference purposes the I tday of r .4,,r y , 2010, is made and entered into by and between the City of Dubuque, Iowa (City) and Inobbar LLC dfb /a Novusolutions (Novusolutions). 1. CONTRACT DOCUMENTS. The Contract Documents are the following: this Agreement; the Automated Agenda RFP (Exhibit A); Novusolutions' Response to RFP (Exhibit B); Pricing (Exhibit C); and the Insurance Schedule. 2. DESCRIPTION OF SERVICES. Novusolutions agrees to provide the services and goods described in Exhibit A (the Work) in accordance with the Contract Documents. 3. PAYMENT FOR SERVICES. In consideration for the Work, City agrees to compensate Novusolutions according to Exhibit B. 4. TERMINATION. City may terminate this Agreement for any reason with or without cause upon thirty (30) days written notice to Novusolutions. In the event of termination, City shall pay Novusolutions for the Work completed up to the date of the notice of termination. 5. ENTIRE AGREEMENT. The Contract Documents contain the entire agreement of the parties, and there are no other promises or conditions in any other agreement, whether oral or written, concerning the subject of this contract. 6. ASSIGNMENT. Neither party may assign or transfer this Agreement without the prior written consent of the non - assigning party. 7. GOVERNING LAW. The validity, interpretation, performance, and enforcement of this Agreement shall be governed by the laws of the state of Iowa. 8. AMENDMENT AND WAIVER. Neither this Agreement nor any provision or provisions herein may be amended or waived except by a written amendment or new agreement executed by the parties. 9. INDEMNIFICATION. To the fullest extent permitted by law, Novusolutions shall indemnify and hold harmless the City from and against all claims, damages, losses, and expenses, including but not limited to, attorneys' fees, arising out of or resulting from performance of this Agreement, provided that such claim, damages, loss, or expense is attributable to bodily injury, sickness, disease, or death, or injury to or destruction of property, but only to the extent caused by negligent acts or omissions of Novusolutions 020510baI or anyone directly or indirectly employed by Novusolutions or anyone for whose acts Novusolutions may be liable. 10. INSURANCE. Novusolutions shall obtain and maintain at all times during the performance of this Agreement insurance as set forth in the attached Insurance Schedule. 11. NOTICES. All notices or other communications hereunder shall be given in writing and shall be deemed to be, if duly given or delivered or mailed, first class postage prepaid, to the following addresses, or to such other address as directed in writing. INO By: J 020510baI To City: To Novusolutions: CITY OF DUBU p . VanM City Manager City of Dubuque City Hall, 50 W. 13th Street Dubuque, IA 52001 -4845 By: Michael Milligen, City Manager John Kercher Novusolutions 10012 N Dale Mabry Hwy, Suite 115 Tampa, Florida 33618 (800) 274 -5624 ikercher ©novusolutions.com FEIN 59- 3665533 IBIA NOVUSOLUTIONS her, Managing Partner Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Recommendation of Automated Agenda Management Software DATE: January 27, 2010 Seven responses were received to a Request for Proposal issued August 18, 2009, for an automated agenda management system. An RFP review committee, including City Clerk Jeanne Schneider, reviewed the proposals and interviewed four companies submitting proposals. Dubuque bitti All- AmedcaCity 1 2007 Based on the selection criteria of the RFP, as well as their on -site presentation, the solution from Novus was determined most capable of meeting the needs of the City for this application. The benefits of their proposal over the others were: • Ability to most easily integrate with LaserFiche including an auto -fill of the LaserFiche template information; • The application is designed with a strong emphasis on agenda item workflows; • Minutes -maker feature is included with the base product and is not an add -on; • Ease of formatting and creating the agenda including "ad -hoc" routing and approvals; • An ability to create a "planning" agenda format that can be used during agenda preparation that then rolls up into a final agenda format; • An ability to associate agenda items with Council goals and priorities. Reporting can then be done periodically to determine how many and the nature of City Council agenda items dealt with the priorities set forth by the City Council. This feature can also be used for budget items to reference when and where specific budget items were addressed by the City Council through reporting. Novus met or exceeded the requirements outlined in the RFP. Key to vendor selection was software that had the best integration to the City's document management solution — LaserFiche. Novus had an easy to understand and intuitive user interface. The look and feel of the finished agenda will be close to what users are currently used to seeing and the format itself is highly customizable. Information Services Manager Chris Kohlmann recommends City Council approval to purchase automated agenda management software from Novus for $33,800. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Chris Kohlmann, Information Services Manager Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Chris Kohlmann, Information Services Manager SUBJECT: Recommendation of Automated Agenda Management Software DATE: December 28, 2009 BACKGROUND Since earlier this year, a task force consisting of Jeanne Schneider, City Clerk; Randy Gehl, Public Information Officer; Kevin Firnstahl, Assistant City Clerk; Juanita Hilkin Office Manager City Manager's Office Manager; Craig Nowack, CAN Division Manager; Tony Steffen, Lead Application /Network Analyst; and I have been meeting to discuss and study automated agenda software applications. The City has utilized a paperless agenda process using MS Word since the mid- 1990's. The group studied solutions that would improve upon the current process. Implementation of this technology specifically seeks to: a. Automate, streamline and simplify the agenda compilation, tracking and distribution process for all departments and divisions within the City; b. Implement an agenda submittal, preparation and distribution process that utilizes a pre- defined workflow process; c. Integrate with existing document management (Laserfiche), web streaming (Granicus) and website (CivicPlus) technologies. A Request for Proposal (RFP) for an automated agenda management system was issued August 18, 2009 with a due date of September 16, 2009. Responses were received from Civic Systems, Destiny Software, IQM2, MCCi, Novus, PaperFree Technologies, and Provox. Based on vendor responses to the RFP a short-list of vendors including Civic Systems, Destiny Software, Novus and Paperfree Technologies were asked to do on -site presentations and software demonstrations. Vendors' presentations included: Dubuque kittd AII-Amedca City 1 2007 Vendor Software, Installation, Training, First Year Maintenance On -Going Annual Maintenance Civic Systems /SIRE $39,457 $6,000 /year Destiny Software $21,750 $3,200 /year Novus $33,800 $3,800 /year Paperfree Technologies $27,233 $3,133 /year • An overview of their firm including number of years in business, location and number of support employees and number of sites installed; • An executive summary highlighting the software modules being proposed and their functionality; • A demonstration of software proposed using the 9 -21 -09 City of Dubuque City Council Agenda. Vendors were asked to walk through specific agenda items from start to finish. Information and agenda was provided in advance; DISCUSSION The important factors considered when evaluating the automated agenda management systems were: • Easy to understand and intuitive user interface for all — including agenda items creators, reviewers, approvers and users. The look and feel of the agenda would be close to what users are currently used to seeing; • Integration to Laserfiche that reduces the pre and post - processing of the agenda documents and makes the process less time consuming; • Ability to easily create workflows for agenda creation and review that incorporate standard as well as "on- the -fly" work flows and approvals of agenda items; • Use of standard software components including but not limited to Microsoft Office and Laserfiche Cost Summary A summary of costs for the short- listed vendors appears in the table below. A detailed breakdown of costs are attached to this memo. RECOMMENDATION Based on the selection criteria of the RFP as well as their on -site presentation the solution from Novus was determined most capable of meeting the needs of the City for this application. The benefits of their proposal over the others were: • Ability to most easily integrate with Laserfiche including an auto -fill of the Laserfiche templated information; • The application is designed with a strong emphasis on agenda item workflows; • Minutes -maker feature is included with the base product and is not an add -on; • Ease of formatting and creating the agenda including "ad -hoc" routing and approvals; • An ability to create a "planning" agenda format that can be used during agenda preparation that then rolls up into a final agenda format; • An ability to associate agenda items with Council goals and priorities. Reporting can then be done periodically to determine how many and the nature of council agenda items dealt with the priorities set forth by the council. This feature can also be used for budget items to reference when and where specific budget items were addressed by the council through reporting. Novus met or exceeded the requirements outlined in the RFP. Key to vendor selection was software that had the best integration to the City's document management solution — Laserfiche. The City has made a significant resource investment in Laserfiche. A large portion of documents stored and referenced in Laserfiche are City Council agendas and minutes. The solution by Novus provided the most seamless integration to Laserfiche. The solution from Novus is anticipated to reduce the pre and post - processing of the agenda documents and make the process less time consuming. It is expected that a major portion of the time spent on conversion of documents from the format that is used to prepare the agenda and the format used for Laserfiche will be eliminated. Novus had an easy to understand and intuitive user interface. The look and feel of the finished agenda will be close to what users are currently used to seeing and the format itself is highly customizable. The software platform is built on an open architecture. The agenda data is stored in a standard MS SQL database. The application can be run in a virtual environment and will therefore not require purchase of a server. The software is an unlimited use license. Support is offered from 7:30am — 5:OOpm CST. Technical support looks to be very good. The software solution supports an unlimited number of meeting types and quoted fees include assistance with set -up of one meeting type. Reference checks were done with the following communities using Novus software: • Ankeny, IA Population: 42,287 • Topeka, KS Population: 120,000 • Apache Junction, AZ Population: 32,776 • Albermarle, NC Population: 15,483 • Marana, AZ Population, 34,466 • Grayson County, TX Population: 118,804 Referenced users had the software for 1.5 years or greater with the exception of Ankeny which have used it for about 1 month. References were favorable and where issues were experienced, Novus resolved the issues and is working with the technical issues within the user organization. BUDGET IMPACT The total year 1 cost for the solution from Novus is $33,800. Year 2 and beyond are quoted at $3,800 /year. The City Clerk's Office has been approved for purchase of automated agenda software for $11,000, and the CAN Division has been approved for purchase of an automated minutes application for $23,162 as improvement items in the FY2010 budget. It is recommended that these two sources of funding be combined to cover the year 1 cost of software, installation, training and maintenance. On -going costs will need to be included in the appropriate budgets. ACTION STEP would ask that you review the information presented in the memo. Please let me know if there are any issues, questions or clarifications needed. I would respectfully ask that you proceed with recommendation of the proposed solution from Novus. Cc: Automated Agenda RFP Team Jenny Larson, Budget Director One Time Maint % versus Revised Revised Vendor Amount On -going total Year 1 Year 2 Revised Year 1 Year 2 Civic Systems /SIRE Software 30,000.00 6,000.00 24,000.00 6,000.00 Implementation 136 Hours 20,400.00 16,200.00 Travel 2,257.00 2,257.00 Discount (3,000.00) (3,000.00) Total 49,657.00 6,000.00 12.08% 55,657.00 6,000.00 39,457.00 Destiny Software 19,250.00 3,200.00 OnSite Work (24 hrs) 2,500.00 Total 21,750.00 3,200.00 14.71% 24,950.00 3,200.00 Novus NovusAGENDA, NovusBOARDVIEW 11,500.00 Software unlimited use license One Custom Item details screen 1,000.00 One Custom Public Agenda 1,000.00 20 Custom Workflows 800.00 Solution Overview Training - 2 days 4,200.00 Administrator Training —1 day 2,100.00 Onsite Board Clerk Training —1 day includes travel 2,100.00 NovusMEETING software Minutes Maker 5,000.00 IT staff Training to modify Agenda /minutes layouts 2,100.00 Integration with Laserfiche Document 1,500.00 Management Solution Integration with Granicus 2,500.00 Annual Maintenance 3,800.00 Total 33,800.00 3,800.00 PaperFree /LaserFree Installation, Licensing and Training 24,100.00 3,133.00 (Maintenance not quoted - estimated) Averages 32,326.75 4,033.25 Median 28,950.00 Average between highest and lowest 35,703.50 Budgets Available Clerk 11,000.00 CAN 23,162.00 Total Budget 34,162.00 Diff. with Novus Year 1 (3,438.00) 11.24% 13.00% 37,600.00 3,800.00 27,233.00 3,133.00 36, 360.00 108 hours