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TO: Mayor Richard C. Irvin
FROM: Michael R. Pegues, Chief Information Officer
DATE: February 20, 2020
SUBJECT:
Requesting approval to migrate the City’s current document management system to Upland’s FileBound Enterprise application, a three year annual maintenance and hosting fees renewal thru Upland Software, Inc., Austin TX for a total three year cost of $159,769.19. (One time migration fees in the amount of $48,885.19 and annual recurring maintenance and hosting fees of $36,961.51 thru 12/2022)
PURPOSE:
The City’s current document management system (OptiView) will no longer be supported after October 2020. By migrating to FileBound Enterprise, the City will have a modern cloud-based solution that is fully supported and offers new features such as workflows, web portals, and improved searching capability.
BACKGROUND:
OptiView is the City’s current product for document management. It was purchased in January 2009 from Advanced Processing & Imaging, now part of Upland Software Inc. It resides on a legacy IBM platform and a premise-based Windows server. Annual fees for the current Optiview are $24,793.81 plus $6,000 for hosting fees.
Support for OptiView will end in October 2020.
There are 1.3 million documents stored in OptiView with 10 million pages containing searchable text, images, and PDFs. Some of the departments and divisions that use OptiView include City Clerk, Development Services, Finance, Payroll, Human Resources, and Planning. Types of documents include invoices, permits, plans, violations, ordinances, business licenses, payroll listings, and personnel records.
DISCUSSION:
An advantage of staying with Upland as a vendor is that Upland currently supports both products (OptiView and FileBound) so the migration will be routine.
The introduction of workflows in the new FileBound product is a feature that could be used in areas of the City that require sign-offs and approvals before the document moves on to the next step. The public web portal is an option that could be used to improve transparency and support the Smart City initiative.
City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (6), "any municipal work or public improvement, when the expense thereof will exceed twenty-five thousand dollars ($25,000.00), may be undertaken or constructed by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of the members of the City Council then holding office
A 2020 Decision package was approved and the monies for this upgrade and additional funds needed can be found in the below accounts and have sufficient funds:
101-1380-419.32-80 for Consulting services in the amount of $10,000.00 one-time fee
101-1380-419.45-02 for the Software upgrade in the amount of $38,885.19 one-time fee
101-1380-419.38-11 for the Annual maintenance and hosting fees in the amount of $36,961.51
IMPACT STATEMENT:
If not upgraded the City’s current document management system (OptiView) will no longer be supported after October 2020.
RECOMMENDATIONS:
Request approval to migrate the City’s current document management system to Upland’s FileBound Enterprise application, a three year annual maintenance and hosting fees renewal thru Upland Software, Inc., Austin TX for a total three year cost of $159,769.19. (One time migration fees in the amount of $48,885.19 and annual recurring maintenance and hosting fees of $36,961.51 thru 12/2022)
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution requesting approval to migrate the City’s current document management system to Upland’s FileBound Enterprise application, a three year annual maintenance and hosting fees renewal thru Upland Software, Inc., Austin TX for a total three year cost of $159,769.19. (One time migration fees in the amount of $48,885.19 and annual recurring maintenance and hosting fees of $36,961.51 thru 12/2022)
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, OptiView is the City’s current product for document management. It was purchased in January 2009 from Advanced Processing & Imaging, now part of Upland Software Inc:
WHEREAS, the City’s current document management system (OptiView) will no longer be supported after October 2020. By migrating to FileBound Enterprise, the City will have a modern cloud-based solution that is fully supported and offers new features such as workflows, web portals, and improved searching capability, and
WHEREAS, an advantage of staying with Upland as a vendor is that Upland currently supports both products (OptiView and FileBound) so the migration will be routine; and
WHEREAS, a 2020 Decision package was approved and the monies for this upgrade and additional funds needed can be found in the below accounts and have sufficient funds:
101-1380-419.32-80 for Consulting services in the amount of $10,000.00 one-time fee
101-1380-419.45-02 for the Software upgrade in the amount of $38,885.19 one-time fee
101-1380-419.38-11 for the Annual maintenance and hosting fees in the amount of $36,961.51; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to execute an agreement to migrate the City’s current document management system to Upland’s FileBound Enterprise application thru Upland Software, Inc., Austin, TX for a total three year cost of $159,769.19. (One time migration fees in the amount of $48,885.19 and annual recurring maintenance and hosting fees of $36,961.51 thru 12/2022)