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Folt CITY COUNCIL STAFF REPORT
DATE: NOVEMBER 5, 2014 CONSENT CALENDAR
SUBJECT: AUTHORIZE A PURCHASE ORDER TO PORTFORD SOLUTIONS TO
CREATE A PUBLIC ACCESS PORTAL.
FROM: David H. Ready, City Manager
BY: Department of Building & Safety
SUMMARY
The City Council will consider the issuance of a purchase order to Portford Solutions, in
an amount of$33,950 to create a public access portal.
RECOMMENDATION:
1. Authorize the issuance of a purchase order to Portford Solutions for the creation of
a public access portal, in an amount of $33,950.
2, Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Measure J Commission recommended and the City Council approved $110,000 of
Measure J funding for the conversion of Building and Safety records contained on
microfiche to electronic files.
On May 21, 2014, Council approved a contract with Portford for microfiche digital
conversion in an amount not to exceed $60,000. The remainder of those Measure J
funds were reserved for the purchase of a public access portal to access those records.
The general public accesses digitally stored historic permit information only through a
computer at the Department's front counter. The creation of a public access portal will
enable customers and the general public remote access to those records.
Staff has obtained a proposal from Portford Solutions to create a publically accessible,
self-service portal to the City of Palm Springs public records residing in the City's
Application Extender repository. This will be done by creating a new webpage within
the City's existing website using Application Extender Web Services to enable limited ,� {
ITEM NO.�SL_—
City Council Staff Report
November 5, 2014-- Page 2
Public Access Portal
read-only/print access to Application Extender records marked as "public". The records
marked Public will be defined by the City of Palm Springs Staff.
Portford Solutions is licensed by Application Extender and is the City's current vendor
for support with the document management system. PSMC Section 7.04.030 provides
the City Council may authorize the acquisition of supplies and/or services without
competition when it is determined that due to the experience and expertise
demonstrated in prior contracts with the City, a particular contractor is uniquely
qualified. As Portford Solutions is licensed by Application Extender and is the City's
current vendor, City Staff has determined that prior contract performance and the
special expertise and license with Application Extender, Portford Solutions has
demonstrated the special expertise required by PSMC Section 7.04.030.
FISCAL IMPACT:
A total of $110,000 was allocated through Measure J funding for a microfiche
conversion project. The amount for the actual conversion project is estimated at
$60,000. The remainder of the Measure J funds were reserved for the development of
the public interface and customer service portal. The total amount for the entire project
is $93,950.
MES ZICARO MES THOMPSON
Director of Building and Safety Chief of Staff/City Clerk
DAVID H. READY
City Manager
Attachments:
Portford Solutions Proposal
02
Pbrtford soi u-,oNS
Statement Of Work (SOW)
FOR
Creation of a Public Access Portal
This SOW defines the estimated costs to implement a public access portal
within the City's existing website to provide self-service access
to public records stored in ApplicationXtender documents.
Version 1 .2, Final
Portford Solutions Group, Inc.
92 Argonaut, Suite 220
Aliso Viejo, CA 92656
www.portfordsolutions.com
Prepared By:
Bruce Bolton
(949) 632 0160
Bruce.Bolton(&PortfordSG.com
10/23/2014
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City of Palm Springs—Public Portal Statement of Work Page 2 of 12
Statement of Confidentiality
This Statement of Work is protected under the copyright laws of the United States and
other countries as an unpublished work. This document contains information that is
proprietary and confidential to Portford Solutions Group, which shall not be disclosed
outside of the organization or duplicated, used or disclosed in whole or in part by the
recipient for any purpose other than to evaluate this document. Any other use or
disclosure in whole or in part of this information without the express written permission
of Portford Solutions Group is prohibited.
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City of Palm Springs—Public Portal Statement of Work Page 3 of 12
Table of Contents
1 Introduction ..............................................................................................4
1.1 Document Format .............................................................................4
2 Our Understanding...................................................................................4
3 Proposed Solution....................................................................................5
3.1 Additional ApplicationXtender Components Required ......................5
3.1.1 ApplicationXtender Web Services...................................5
3.1.2 AppXtender Web Public Access Licensing .....................6
3.2 The Public Access Portal Architecture..............................................6
3.3 ApplicationXtender Portal Examples.................................................7
3.3.1 County of San Diego.......................................................7
3.3.2 State of Washington........................................................7
3.3.3 Pima County DOT...........................................................7
4 Solution Implementation Approach .......................................................... 8
5 Estimated Solution Costs.........................................................................9
5.1 Additional AppXtender Software....................................................... 9
5.2 Portford Professional Services.......................................................... 9
5.3 Additional PAL Licenses (If Required) ............................................ 10
5.4 Web Services.................................................................................. 10
6 Terms and Condition.............................................................................. 11
6.1 Implementation Assumptions.......................................................... 11
6.2 SOW Terms.................................................................................... 11
7 SOW Approval ....................................................................................... 12
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City of Palm Springs—Public Portal Statement of Work Page 4 of 12
1 Introduction
Portford Solutions Group, Inc. appreciates the opportunity to provide this
proposal to the City of Palm Springs (the City) in connection with the creation
of a public access portal linked to the City's ApplicationXtender Document
Management solution. Our experience in implementing document-centric
solutions provides us with the necessary knowledge to help ensure a
successful engagement.
This SOW defines the estimated costs to implement a public access portal
within the City's existing website to provide self-service access to public
records stored in ApplicationXtender documents.
1.1 Document Format
This document contains the following sections:
• Our Understanding. Presents Portford's understanding of the project
objectives and scope for the project.
• Solution Implementation Approach
• Estimated Solution Costs. Contains estimated costs for implementing the
solution.
• Terms and Conditions. This section outlines the terms and conditions for
the Statement of Work.
• Approval. This section contains the SOW approval.
2 Our Understanding
The City receives a large number of requests for public records, requiring City
staff to invest FTE resources to locate, print, and deliver the requested public
records uses ApplicationXtender Document Management software for their
document management requirements.
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City of Palm Springs—Public Portal Statement of Work Page 5 of 12
3 Proposed Solution
To fulfill the City's request to enable a publically accessible, self-service portal
to the public records residing in the City's ApplicationXtender repository that
enables government agencies like the City to share public documents, while
saving staff time and minimizing duplication and distribution expenses,
Portford proposes the following:
Create a new webpage within the City's existing website using
ApplicationXtender Web Services license to enable the API level
integration, and PAL, or Public Access Licenses, to provide limited
read-only/print access to AX records marked as "public" (new index
value).
3.1 Additional ApplicationXtender Components Required
3.1.1 ApplicationXtender Web Services
ApplicationXtender Web Services (AppXtender Web Services) is a set of Web
Services that provide a remote interface for accessing the ApplicationXtender
Content Management system. This interface is a server-side layer that resides
on top of the business logic components currently used by ApplicationXtender
Web Access .NET (AppXtender Web.NET). AppXtender Web Services
provides complex business logic for accessing and manipulating content
through a set of APIs, each of which represents a logical and transactional
operation.
AppXtender Web Services offers:
• An easy-to-use business logic layer that implements all content
management-related operations
• The ability to accommodate method invocations by using remote calls
or local library calls
• The ability to serve applications running on different environments and
different architectures
• The ability to leverage existing implementations in CM 5.x, while
continuing to support scalability, availability, security, and
maintainability in current products
More specifically, AppXtender Web Services is a web service that allows the
AppXtender application server to interact dynamically with another application
using SOAP-based open standards, which are executed through a series of
XML function calls. AppXtender Web Services typically runs behind the
scenes, executing server-to-server communications. Functions are requested
from a line-of-business server and sent through HTTP to the AppXtender Web
Services server for processing. The AppXtender Web Services server then
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City of Palm Springs—Public Portal Statement of Work Page 6 of 12
sends a response to the request by way of HTTP to the line-of-business
server, which then presents the function response to the user desktop.
3.1.2 AppXtender Web Public Access Licensing
ApplicationXtender Web Public Access Licensing allows a larger number of
clients to connect to the ApplicationXtender Web server at a lower cost than
full licensing. This is useful if you have many remote users who are connecting
to the ApplicationXtender Web system to retrieve information.
Users or groups who have this designation (the AppXtender Web PAL User
security privilege assigned from ApplicationXtender AppGen) can use
ApplicationXtender Web only in read-only, Thin Client mode with minimal
privileges.
Users with the AppXtender Web PAL privilege can access AppXtender
applications using AppXtender Web only— they cannot log into AppXtender
Document Manager.
3.2 The Public Access Portal Architecture
The following diagram provides an overview of the architecture.
Internet DMZ Internal Network
(Public) (City of Palm Spnngs) (City of Palm Springs)
1001"9 MONO
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City of Palm Springs—Public Portal Statement of Work Page 7 of 12
3.3 ApplicationXtender Portal Examples
The examples below were not created by Portford, although the do represent
3 different methods of providing the public portal, and are provided for your
review.
3.3.1 County of San Diego
In this first example the County of San Diego used the AX Web Services
interface and created their own client portal. Users can search on land
documents, the documents are displayed as thumbnails, and then a user can
add the document to a shopping cart. The documents and thumbnails are
coming from the AX repository. Enter "main"in the address field to perform a
search and see the functionality.
http://arec.co.san-d iego.ca.us/arcc/services/parcelmap/search.aspx
3.3.2 State of Washington
In this second example a customer used the AX CDK(ASP.NET web
development kit) to create a public interface around the out-of-the-box AX
interface. Click "Candidates". Click "Reports"to the left of John Aiken. This
will display a document result set. Everything below the green menu bar is our
out-of-the-box interface. They didn't have to build an entirely new client. They
just used the CDK to modify our client to suit their needs.
http://www.pdc.wa.gov/MvcViewReports
3.3.3 Pima County DOT
In this third example there was no customization at all. The customer simply
created an HTML landing page. When a user clicks a link like 'Annexation
Information"it takes the user to the out-of-the-box query page for AX Web
Access. They control what documents the user sees through AX Security.
http://dot.l)ima.gov/eim/dms/
In all three of the above examples the companies are using our cheaper PAL
licenses because the public only needs read access to the documents. The
public can print using the browser tool bar print function.
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City of Palm Springs—Public Portal Statement of Work Page 8 of 12
4 Solution Implementation Approach
The following table outlines the tasks and activities required to complete the
project.
StageStages Description ..
Project This is the starting point of the project during which the 1.5
Initiation and scope, goals, procedures, timescales and responsibilities for
Management the project are confirmed and further clarified. In addition to
initiating the project, time is allocated to manage the project
and perform the gate reviews as detailed below. Note,
software and hardware compatibility will also be confirmed
during this stage to understand any impacts to the project
schedule.
Main Deliverable
The main deliverable from this phase is a Project Schedule
that outlines that tasks, activities and resources.
Gate 1 After the initial Project Planning and Initiation project stage
Portford will hold a gate review to confirm the City and
Portford have the same understanding of the commercial
terms and project scope.
Solution Portford will install the additional AX software into the City's 10
Software environment. Once installed, Portford will work with the City
Installation & to design a searchlretrieval portal interface within the City's
Portal web site.
Configuration
Main Deliverable
The main deliverable from this stage will be a completed
portal environment, integrated into the web site ready for
solution testing.
Gate 2 After the Solution Software Installation & Portal Configuration
stage, Portford will hold a gate review to confirm the City's
understanding of the public portal environment and access
process to confirm the implementation.
Solution This stage includes the implementation and testing of the 2
Implementation portal solution to make sure the requirements have been met.
&Training
Gate 3 The objective of gate 3 is to confirm the implementation and
to close off the project, making sure that Portford has met the
terms of the agreement with respect to the deliverables.
Solution User The production solution will be accepted by the City 2
Acceptance according to the project requirements.
Testing
Gate 4 The final gate is performed to close out and complete the
project, insuring that all the project objectives have been met.
Total No. of Days: 15.5
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City of Palm Springs—Public Portal Statement of Work Page 9 of 12
5 Estimated Solution Costs
This section details the estimated costs for the solution.
The table below summarizes the estimated total project cost
Description
Software $8,850
Portford Professional Services $25,100
Total: $33,950
5.1 Additional AppXtender Software
The table below describes the costs of the additional software required for the project,
and it us assumed that the City will utilize existing licenses to facilitate the public
access.
Description
A ?tender Web Services 5 user AX Bundle $7,500
Annual Software Maintenance Costs for WebServices $1,350
Total: $8,850
5.2 Portford Professional Services
The table below describes the Portford professional services costs:
Implementation
Pro ect Initiation and Management $2,700
Solution Software Installation & Portal Configuration $16,000
Solution Implementation &Training $3,200
Solution User Acceptance Testing $3,200
Total: $25,100
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City of Palm Springs—Public Portal Statement of Work Page 10 of 12
5.3 Additional PAL Licenses (If Required)
The table below defines the breakdown of PAL Licenses available
Description
APPX WEB PUBLIC ACCESS- 5 CC USER PK i $1,750.00 i $368.00
APEX WEB PUBLIC ACCESS- 25 CC USER PK $8,750.00 $1,838.00
APPX WEB PUBLIC ACCESS- 75 CC USER PK $26,250.00 1 $5,512.00
5.4 Web Services
ApplicationXtender version 6.5 now offers a 5 user license pack for$7,500 that
includes the following components for free!
Here is a breakdown of the value of the software now included with version 6.5 5
User License Pack:
Description
AX FOR MS OFFICE 2007 $2,500
APPLICATIONXTENDER MEDIA DISTRIBUTION LICENSE $5,000
RETENTION MANAGER FOR APPLICATIONXTENDER $5,000
APPLICATIONXTENDER WEB SERVICES $10,000
Total Value: $22,500
The 5 User License Pack includes these additional components bundled together:
o Software Retention Management- For scheduling document retention polices in
AX
o ApplicationXtender Web Services, SDK, and CDK—Which would be required in
the future to make records available via a portal/website.
o AX for Microsoft Office 2007—Will allow integration of AX document
management capabilities in Microsoft Office 2007 applications
o Media Distribution —Allows for the export of AX onto read only self-contained
version of AX which can be burned to DVD/CD for secure distribution to 31
parties.
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City of Palm Springs—Public Portal Statement of Work Page 11 of 12
6 Terms and Condition
This section contains the terms and conditions for the Statement of Work.
6.1 Implementation Assumptions
Portford has identified the following assumptions pertinent to the project proposal. Failure to adequately
address these assumptions may result in this project requiring additional time and costs to complete.
• All of the quotations for the level of consulting effort, and therefore fees, are based on our
definition of the project scope and deliverables as specified in this proposal. The customer will
work with the business and client to facilitate the necessary user involvement from the client
representatives.
• Any potential inter-dependencies with other projects are not anticipated at this time and must be
evaluated to assess impact to project cost and scheduling. Once known, Portford will
immediately notify the customer in writing of any scope changes that may affect the project
schedule and/or fees, and will provide a written statement of project impact and additional fees.
However, Portford will not begin work on such change without formal written approval from the
customer's project management.
• All key customer representatives will remain consistent through the duration of the project,and
will attend scheduled project activities. Should any additional key participants be identified
during these meetings, the customer will work with Portford to involve these resources in the
project and make them and all key participants available as needed for the successful
completion of the project.
• The customer is responsible for obtaining the formal sign-off of all project deliverables.
6.2 SOW Terms
• Payment Terns: Unless otherwise agreed by parties in writing, Consulting Services will be
provided on a time and materials basis.
• Validity:This SOW is valid for a period of sixty(60)days from the date of the SOW. If this SOW is
signed by Customer after the expiration date,then performance of the consulting services will be at
the then current list prices. The consulting services must commence within sixty(60)days of
signature of this SOW by Customer, otherwise the performance of the consulting services will be at
the then current list prices. The parties agree to set forth in writing,signed by the parties, such
additional fees, as applicable.
• Invoicing: Invoices will be generated monthly. Payment is due to Portford within 30 days of invoice
date.
• Travel Expenses: The consulting fee estimates provided herein do not include any miscellaneous
expenses, including travel and per diem. Customer will be charged for actual travel and out-of-
pocket expenses incurred.
• Cancellation Policy Customer may terminate this SOW for convenience upon ten(10)business
days prior written notice to Portford. Upon termination of this SOW, Customer will pay Portford for all
fees and expenses incurred as of the date of termination, including any expenses associated with
such cancellation including, but not limited to,airline tickets and hotel.
• Additional Work:The inclusion of any functionality and/or services by Portford Consulting Services
that are beyond the scope of activities described in this Statement of Work justifies supplementary
negotiable service fees and may adversely affect the delivery timelines. Any changes to the scope
of work will be set forth in writing,via a change order, and signed by both parties. Unless otherwise
agreed to in writing by the parties, Consulting Services will be performed during Portford's normal
business hours(Monday through Friday, 8:00am to 5:00pm PST, excluding holidays). Out of hours
work may be performed if requested by the Customer and will be billed at 1.5 times the agreed
hourly rate for out of hours Mon to Fri and all day Saturday. Sunday work will be billed at 2.0 times
the agreed hourly rate all day. Portford must receive written approval from the Customer before
performing out of hours work.
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