ITEM 3.11 WeblinkOtse F o
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Administration
City Clerk Loff
September 22, 2014
PRESENTER(s):
REVIEWED BY:
ITEM #:
Consent Agenda
City Administrator Johnson
3.11
AGENDA ITEM DETAILS
RECOMMENDATION:
Approve quote from Crabtree Companies Inc. in the amount of $18,675.00 for public portal WebLink.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
N/A
N/A
BACKGROUND/JUSTIFICATION:
The 2014 Administration Equipment budget included Weblink in the amount of $18,850 which is software for
web access to the city's laserfiche. This is just another step to our laserfiche system that will provide residents
access to the City Council and Commission meeting agendas, packets and minutes from the city website. This
system or similar systems are already being used by surrounding cities; and will not only be a benefit to
residents, council and city staff it also will save me a step in uploading agendas, packet and minutes to the city
website. I am currently downloading to both the website and our laserfiche system if approved I will only need
to upload to the laserfiche system.
The attached quote from Crabtree Companies Inc. includes the Weblink software and a block of five service
hours for installation and training in the amount of $18,675. The license fee is $3000 which is billed annually
the first year is included in the quote. I also wanted to note that although Crabtree's service hours have
increased to $175 hour they have agreed to the $135 hour as originally quoted back in 2012.
CM Heidner has been working with IT Support Rob Snavely on the security of the City's system with the
addition of this portal. There may be a slight additional fee after recommendations from IT on hardware which
should not be more than $1000.
This quote has been reviewed by the Administrative Subcommittee and they have recommended approval.
SUPPORTING DOCUMENTS X ATTACHED ❑ NONE
• Quote from Crabtree Companies, Inc.
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve the quote from Crabtree Companies Inc. in the amount of $18,675.00 for public
portal WebLink and possible additional IT hardware for security of the system.
BUDGET INFORMATION
FUNDING: BUDGETED: X YES
101-41400-501
❑ NO
ACTION TAKEN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
COMPANIES INC
Tomorrow's Technology Today
1301 Corporate Center Drive, Eagan, MN 55121
Phone 651-688-2727 Fax 651-688-2041
Customer Sales Order
Date: 08/26/14
Sales Person: Curt Thompson
Bill To: Ship To:
Company Name City of Otsego Cog, Company Name City of Otsego S+ .
YIE
Address 8�'� --� n ."`sic 134 uo L®A'S4-W. Address
City, state, zip Otsego, MN. 55330 City, State, Zip Otsego, MN. 55330
Phone Number 763.441.4414 Phone Number 763.441.4414
Fax Number 7634418823 Fax Number 7634418823
Contact Name Tami Loff Contact Name Tam! Loff
�... N nncrrintinn I Init Prirp Tntal
1 LF Starter Public Portal
(WEBLINK) 10 Connections $15,000.00
1 (L.S.A.P.) LF Starter Public Portal
10 Connections Billed Annually $3,000.00
1 Block of 5 Hours @ $135.00 $675.00
TERMS: NET 30 DAYS WITH APPROVED CREDIT - ALL UNPAID BALANCE OVER 30 DAYS Sub total $18,675.00
SUBJECT TO A $5.00 CHARGE OR 1.5% INTEREST PER MONTH, WHICHEVER IS GREATER. Delivery
CRABTREE COMPANIES, INC. APPLIES A LIEN ON ALL PARTS OR SUPPLIES FOR ANY Tax
UNPAID INVOICES. CUSTOMER AGREES TO PAY ALL INVOICES PLUS REASONABLE
Total $18,675.00
Service Agreement: YES El NO Equipment: LJ New LJ Refurbished
❑ Combined ❑ Monthly ❑ Quarterly Starting Meter: 0 B & W
❑ Semi Annually ❑ Annually 0 Color
Effective Date: For 12 Months
Base Billing Amount: $0.00
B & W Images Included: 0 Overage for B&W $0.0000
Color Images Included: 0 Overage for Color $0.0000
Agreement Includes: ❑ PARTS & LABOR ❑ SUPPLIES
Supplies does not include paper, staples, freight charges and optional accessories unless listed above
Network Addendum: LJ YES NO $268.00
Two (2) Hours of Network support covering printing, scanning, and computer issues related to the MFP under contract. Two (2) hours
are good for one calendar year from effective date listed above. If Addendum is declined Network hours are billed at $155.00 per
hour. Network Support will be billed and renewed with the service agreement.
Leasing Terms: ❑ 12 Months ❑ 24 Months ❑ 36 Months
❑ 48 Months ❑ 60 Months ❑ Other
Leasing Type: ❑ $1.00 Buyout ❑ FMV ❑ Cost Per Copy
Leasing Company: 0
CUSTOMER APPROVAL: DATE: PO #
Payment $ Check/Cash
X Check #
CRABTREE MGMT APPROVAL DATE: Visa / Mastercard / Amer Express
X
Order is not valid without Crabtree Management Approval
Delivery Information:
Company Name
Address
City, State, Zip
Phone Number
Fax Number
Contact Name
Date for delivery
Steps
Elevator
Dock
Setup Information:
❑ Lan Fax
nnanity
City of Otsego
8899 Nashua Ave NE
Otsego, MN, 55330
0
7634418823
Tami Loff
n
Info for hardware hookup
contact person
phone #
email
Address of Device
ibnet
3teway
VS Server
ATP Server
❑
CRAMBEE Date: Jan. 14, 2010
L
COMPANIES INC Sales Person: Curt Thompson
❑ Fax to Folder
Tomorrow's Technology Today
❑ Scan to Folder
1301 Corporate Center Drive, Eagan, MN 55121
Phone 651-688-2727 Fax 651-688-2041
Delivery Information:
Company Name
Address
City, State, Zip
Phone Number
Fax Number
Contact Name
Date for delivery
Steps
Elevator
Dock
Setup Information:
❑ Lan Fax
nnanity
City of Otsego
8899 Nashua Ave NE
Otsego, MN, 55330
0
7634418823
Tami Loff
n
Info for hardware hookup
contact person
phone #
email
Address of Device
ibnet
3teway
VS Server
ATP Server
❑
Default User Name for device
❑
Password for device
❑ Fax to Folder
❑ Fax to email
❑ Scan to Folder
❑ scan to email
Item # Descriotion
1
0
LF Starter Public Portal
0
0
(WEBLINK) 10 Connections
0
0
1
0
(L.S.A.P.) LF Starter Public Portal
0
0
10 Connections Billed Annually
0
0
1
0
Block of 5 Hours @ $135.00
0
0
0
0
0
0
Pickup Information:
Machine to pickup:
Closing Meter:
❑ Trade In ❑ No Trade In
Is thetrade in connected? ❑ Yes ❑ No
Make & Model:
Serial #:
I D #:
Lease Return? ❑ Yes ❑ No Address
Leasing Company n/a Phone#
Contact Person Special Instructions