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<br />Summary Minutes: Regular City Commission Meeting October 11, 2005 <br /> <br />City of Sunny Isles Beach, Florida <br /> <br />Mayor Edelcup asked if the dollar amounts are because we are doing multi-year from 1998 <br />through 2005, and Mr. Maxim said that the idea is to go back and get our older documents <br />and use this service to get them scanned but once we get to 2005 staff will be trained to do <br />the scanning, so the cost would not be there in the future. Mr. Maxim said that the figures <br />are generous and that the project could come in significantly under this amount. <br />Commissioner Goodman asked who would be the people controlling this, and Mr. Maxim <br />said that IT would have a good deal of the authority but that security would be set up as to <br />who has access, and City Manager Russo said that each department would have access to <br />their own files. <br /> <br />Mayor Edelcup asked what guarantees we have that the work will be completed in a timely <br />manner and that we have the guarantee to make sure our job has priority so we don't have to <br />wait if other jobs come up for LaserFiche. Mr. Maxim said it is designed as a two-year <br />project and within that time all four departments will be implemented, starting with the <br />Building Department, Police Department, City Clerk's Office, and then the Finance <br />Department, and that we will pay as we implement. <br /> <br />Mr. Maxim said that there were a few changes as noted on the power point presentation, that <br />instead of$589,000.00 total cost, it is $581,248.00 because he had forgotten to remove one <br />ofthe optional modules that they had decided not to have. Vice Mayor Thaler asked ifthere <br />were any other cities using LaserFiche, and Mr. Maxim said that Miami, Kissimmee, <br />Boynton Beach, Wellington, and Royal Palm are using this system. <br /> <br />Mr. Maxim noted that maintenance comes to about $16,000.00, and the rates are locked in <br />until September 30, 2007, but after that point they are subject to a maximum of7% increase. <br />Mayor Edelcup asked if it can be tied into a Consumer Price Index (CPI). Robert Porter, <br />President, R & S, said that that can be introduced into the contract and for the last seven <br />years, the maintenance cost has remained static. Commissioner Goodman asked what he <br />considers maintenance, and Mr. Porter said annual support costs that you pay for most any <br />software that you would use that covers the upgrades for the software in case the operating <br />systems change for the computers, and it also covers any additional features that are added to <br />the software. Mr. Porter said that the maintenance cost that you see covers the software and <br />the hardware, and if the equipment breaks down their company would repair/replace it. City <br />Attorney Ottinot noted for the record that the two-year maintenance agreement needs to be <br />incorporated into the agreement as it states one year. <br /> <br />Commissioner Iglesias moved and Vice Mayor Thaler seconded a motion to approve the <br />resolution, with the amendments to the agreement as stated by Mr. Maxim and City <br />Attorney Ottinot. Resolution No. 2005-844 was adopted by a voice vote of 5-0 in favor. <br /> <br />10C. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Approving <br />an Agreement with Audio Visual Innovations, Inc., for the Provision of AudioNisual <br />Equipment and Installation Services in the Sunny Isles Beach Government Center 1 st <br />Floor Meeting Room, in an Amount Not to Exceed $19,200.78, Attached Hereto as Exhibit <br />"A"; Authorizing the Mayor to Execute Said Agreement; Authorizing the City Manager to <br />Do All Things Necessary to Effectuate the Terms of the Agreement; Providing for an <br />9 <br />