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HomeMy Public PortalAbout2001-49 authorizing equipment purchaseRESOLUTION NO 200149 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AUTHORIZING THE PURCHASE OF OPTICAL IMAGING EQUIPMENT FOR THE OFFICE OF THE VILLAGE CLERK, PROVIDING FOR AN EFFECTIVE DATE WHEREAS the Office of the Village Clerk is entrusted with the recording and maintaining accurate minutes of the proceedings of the Village Council publishing public notices and maintaining custody of all official records not handled by other departments within the Village and WHEREAS the equipment in existence is out dated and obsolete no longer manufactured or serviced by the manufacturing company NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA AS FOLLOWS Section 1 That the Village Clerk is authonzed to purchase the state of the art optical imaging equipment in order to provide the Village Council Staff and residents of the Village of Key Biscayne with easy access to vital records and frequently requested documents which provides for quick retrieval and reduced storage space ,Section 2 Funding is available from Account 03 512 49 100 (Imaging Equipment/Supplies) from the Office of the Village Clerks budget and from Account 04 513 64 200 (Equipment) from the Non Departmental budget in an amount not to exceed $29 000 Section 3 This resolution shall be effective immediately upon adoption PASSED AND ADOPTED this 10th day of July 2001 CONCHITA H ALVAREZ CMC VILLAGE APPROVED AS TO FORM AND LEGAL SUFFIC ant ` RICHARD JAY WEISS VILLAGE ATTORNEY MAYOR JOE I RASCO Advanced Data Solutions, Inc 109 Bayview Boulevard Suite F Oldsmar Florida 34677 813 855 3545 phone System Quotation Village of Key Biscayne 85 West McIntyre Street Key Biscayne Florida 33149 Conchita Alvarez Village Clerk Date June 8 2001 Quantity Description Price Ext. Price 1 Alchemy Gold R6 SP3 $3 995 00 $3 995 00 1 Annual Maintenance on Alchemy Gold R6 SP3 $71910 $71910 1 Scan2CD (an add-on module for Alchemy that operates popular scanners to capture documents and uses OCR to create searchable text from images Although Alchemy can accept images made by other document imaging applications Scan2CD is completely integrated into the Alchemy Build workspace As a result this is the easiest way to convert file cabinets into a computer database that is immediately accessible from any Windows PC or a Web browser) $1 500 00 $1 500 00 1 Annual Maintenance on Scan2CD $270 00 $270 00 1 10 Alchemy Network Concurrent Search & View Licenses $2 500 00 $2 500 00 1 Annual Maintenance on Alchemy Search & View Licenses $450 00 $450 00 24 Hours Information Technology Services per ADS State Contract — System Configuration & Delivery $95 00 $2,280 00 1 Adaptec SCSI Card 29160N PCI U160 Kit $291 47 $291 47 1 Miscellaneous Cables $149 59 $149 59 3 AIT 8MM FMT W/MIC (Back Up Tapes) $77 61 $232 83 1 Fujitsu 4097D duplex flatbed scanner w/ 1 year Fujitsu warranty $8 595 00 $8 595 00 Travel Expenses (2 persons) $1 000 00 $1 000 00 1 Dedicated Dell PC $3 000 00 $3 000 00 Total Price $24 982 99 Advanced Data Solutions, Inc 109 Bayview Boulevard Suite F i Oldsmar Honda 34677 813 855 3545 phone Quotation for Services Village of Key Biscayne 85 West McIntyre Street Key Biscayne Florida 33149 Attn Conchita Alvarez Quotation Date June 1 2001 Quantity Description Price 1 Scanning of Bi Weekly Agenda Packages (average 75 pages each) for direct posting to Village Website • Converting of image files to pdf files for Internet retrieval • Direct posting of pdf files to Village Website • 24 hour turn around provided (usually done in 8 hours) • Scanning and Indexing agenda packages into Alchemy Software for Village Clerk office • Image Enhancement (rotating deskewing lightening darkening etc ) • Full text OCR search capabilities provided • One user license of Alchemy Software provided • CD -Rom Media discs provided monthly for Alchemy file updates $20000 each or $400 00 per month 1 Initial Set-up of Web Page for Village Clerk section to include agendas and exhibits (optional — you can have Plexus do this design if you d like —they basically have to insert the sections & write the HTML code to include insertion places for your Agenda and Exhibits (your tab sections) within the Village Clerk section of the website or wherever you d like the agendas posted) $500 00 / 4-2ciaidawite 22- 4:7-ci' 64/0/ VILLAGE OF KEY BISCAYNE Department of Finance and Administrative Services CHECK REQUEST FORM Date of Request C7 / 20 /0 Amount $ // 13, ),0 cifeva-4-ex an., cceee i-) -i Name Address /499' 67 / a"""`��% F City State Zip / /- 3 7-7 Telephone t/3 — 8-53-- as} -5 - Purchase Order Number Purpose/Descnption 1_, 2& CI 3 Prepared by Mayra Gomez / Vendor Invoice Number ///G2r-riZe,rcftte,P_i den LI BUDGET CODE NUMBER AMOUNT ©3- 672 /l5' st4talida 0/, fli /0 TOTAL *X 1, 12-? /0 FUNDS AVAILABLE Yes No Finance Director Date Processed Check Number Approved Department Head PLEASE RETURN TO 1dnb15c4oc A Village Manager Check Signed By Village Clerk PLEASE MAIL — Advanced Data Solutions, Inc 109 Sayview Boulevard Suite F Oldsmar Honda 34677 813 855 3545 phone Customer Invoice Village of Key Biscayne 85 West McIntyre Street Key Biscayne Flonda 33149 Conchita Alvarez Village Clerk Invoice Date June 18 2002 Invoice # 1575 Due Date Net 30 Days PO # Quantity Descnption Pnce Ext Pnce 1 Annual Maintenance on Alchemy Gold R6 SP3 $719 10 $719 10 1 Annual Maintenance on Scan2CD $270 00 $270 00 1 Annual Maintenance on Alchemy Search & View Licenses $450 00 $450 00 Total Pnce $1 439 10 I