HomeMy WebLinkAboutR-01-0595J-01•-481
6/13/01
RESOLUTION NO. J 1- 5 9 5
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
EXECUTE AN AGREEMENT, IN A FORM ACCEPTABLE TO
THE CITY ATTORNEY, WITH DAYSTAR INC. FOR THE
ACQUISITION OF THE LEGISTAR SYSTEM FOR THE
CITY CLERK'S OFFICF, :N AN AMOUNT NOT TO
EXCEED $210,000, AA'D FOR ACQUISITION OF
MAINTENANCE SUPPORT SERVICES FOR THREE YEARS,
COMMENCING AT THE BEGINNING OF THE SECOND
YEAR OF ACQUISITION OF THE SYSTEM, AT AN
ANNUAL COST OF $12,584, SUBJECT TO ANNUAL
INCREMENTAL INCREASES AFTER NEGOTIATIONS WITH
THE CITY, IN AN AMOUNT NOT TO EXCEED FIVE
PERCENT (5%); ALLOCATING FUNS FOR THE
LEGISTAR SYSTEM FROM CAPITAL IMPROVEMENT
PROJECT NO. 311610 AND FOR SAID MAINTENANCE
SUPPORT SERVICES FROM THE OPERATING BUDGET OF
THE DEPARTMENT OF INFORMATION TECHNOLOGY,
SUBJECT TO BUDGETARY APPROVAL.
WHEREAS, pursuant to Resolution No. 00-490, the City entered
into competitive negotiations and solicited proposals from
Daystar Inc., Decision Management Inc., and Xerox Corporation for
the acquisition a comprehensive integrated legislative and agenda
information management tracking system; and
WHEREAS, Daystar Inc. and Decision Management Inc. submitted
proposals to the City; and
CITY COMT+IMSSION
MEETING OF
JUN 11i2001
Re"luNon .No.
1 - 595
WHEREAS, the product offered by the Xerox Corporation was
still under development and, therefore, could not be considered;
and
WHEREAS, the proposal submitted by Decision Management Inc.
provides limited access to 25 concurrent users, which increases
the original estimated cost, and requires the replacement of the
existing ISYS search engine; and
WHEREAS, the Legistar System, proposed by Dayetar Inc.,
provides comprehensive legislative information and research with
ease in a minimum amount of time, access for an unlimited number
of concurrent users, and takes advantage of the search engine
(ISYS) currently utilized by the City; and
WHEREAS, following analysis of the two proposals and
pursuant to competitive negotiations, the Legistar System
proposed by Daystar Inc. was determined to he the most practical
and advantageous solution for Citywide needs; and
WHEREAS, funds in the amount not to exceed $210,000 are
available from Capital Improvement Project No. 33.1610 for the
acquisition of the Legistar System, and for acquisition of
Maintenance Support Services for three years, commencing a-. the
beginning of the second year of acquisition of the System, at an
annual cost of $12,584, subject to annual incremental increases
after negotiations with the City, in an amount not to exceed five
percent (5%) , with funds for the Legistar System allocated from
Capital Improvement Project No. 311610 and funds for said
Page 2 of 4 a I- 595
Maintenance Support Services to be allocated from the Operating
Budget of the Department of Information Technology, subject to
budgetary approval;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The City Manager is authorized -1 to negotiate
and execute an agreement, in a form acceptable to the City
Attorney, with Daystar, Inc. for the acquisition of. the Legistar
System for the City Clerk's Office, in an amount not to exceed
$210,000, and for acquisition of Maintenance Support Services for
three years, commencing at the beginning of the second year of
acquisition of the System, at an annual cost. of $12,584, subject
to annual incremental increases after negotiations with the City,
in an amount not to exceed five percent (5%), with funds for the
hegistar System allocated from Capital Improvement Project
No. 311610 and for said maintenance support services from the
Operating Budget of the Department of Information Technology,
subject to budgetary approval.
The herein authorization is further subject to compliance with
all requirements that may be imposed by the City Attorney,
including but not limited to those prescribed by applicable City
Charter and Code provisions.
Page 3 of 4 01.— jJJ
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.?
PASSED AND ADOPTED this 14thday of June , 2001.
ATTEST:
JOE CAROLLO, MAYOR
Mr!n {11 m r
7
r4owdov Saw. widwu► t1w INOwayut a n0
•
city
Ai if the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. if the Mayor vetoes this Resolution, it
shall become effective immediately upon override of the veto by
the City Commission.
Page 4 of 4
:nom=
01- 59b
CITY or MIAMI, FLORIDA 113A
INTER -OFFICE MEMORANDUM
To Honorable Mayor and Members OVE �i `, - F,is
Of The City Commission
SUBJECT, Authorize Agreement
with Daystar Inc.
FROM: C REFERENCES.
City Manager
ENCLOSURES:
Recommendation
It is respectfully requested that the City Commission approve the attached resolution authorizing
the City Manager to execute an agreement with Daystar Inc., a Non Minonty.'Non Local vendor
to procure the Legistar System for the City Clerk's Office in an amount not to exceed 5210,000;
further authorizing the provision of maintenance support services at $12,584 beginning with the
second year, subject to annual incremental increases not to exceed 5°io. Funds are allocated from
CTP Project # 311610 and maintenance support from the Information "Technology Department
Operating Budget, subject to budgetary approval.
Background
Resolution #00-490 authorized the City Manager to enter into competitive negotiations with
Daystar Inc., Decision Management Inc., Xerox Corporation and any other provider for the
procurement of a comprehensive integrated legislative and agenda information management
tracking system. Pursuant to this Resolution, the above-mentioned companies were contacted and
Daystar Inc. and Decision Management Inc. submitted proposals to the City. At the time of
contact, the product offered by the Xerox Corporation was still under development and, therefore,
could not be considered.
In evaluating the remaining systems, it was determined that the Legistream System by Decision
Management Inc. uses a Questys search engine to retain and retrieve files. The City currently
utilizes the ISYS search engine to perform these tasks. Purchasing the Lcgistream System would
require the replacement of the existing search engine at an additional cost. The proposal
submitted by Decision Management Inc. also limited access to 25 concurrent users at a cost of
$223,608.49. Since the City requires access to all departments, there would be a need to increase
the number of users, thereby, increasing the original estimated cost.
The Legistar System proposed by Daystar Inc. provides access for an unlimited number of
concurrent users, and takes advantage of the search engine (ISYS) currently being used by the
City, at an estimated cost of $201,391.00. The Legistar System would be available to the City
Manager and all Departments and will provide comprehensive legislative information and
research with ease in a minimal amount of time, In addition to the comprehensive database
research capabilities, a full text search engine would he available to all City employees through
the system for easy lookup with minimal training. Legistar also has an option to provide WEB
enabled queries and security controlled access by user.
Based upon the above factors and the capabilities of the Legistar System as described, the City
has deteZnin!4 that Daystar Inc., offered the most advantageous system to meet citywide needs.
CAG f:AQS:LHL:lhl
01- 595
• CITY OF MIAMI, FLORIDA •
INTER -OFFICE MEMORANDUM
10. Judy Carter DATE June 1, 2001 FILE
Director Purchasing De64 ent
-1 SUWECT : Acquisition of Legistar
� J
FFXW: Aldo Stancato 1" REFEREWES
Chief Information Officer
Information Technology Department ENCLOSURSS
The Information Technology Department has verified with the Department of
Management & Budget, that funds are available to acquire the "Leglstar" system
(Legislative and Agenda Information and Management Tracking System), from
Daystar Computer Systems Inc., at a cost not to exceed $210,000. Funds are allocated from
CEP Project # 311610.
Further authorizing the provision of maintenance support services at $12,584 beginning
with the second year, subject to annual incremental increases not to exceed 5%. Funds will
be allocated from Information Technology Department Operating Budget, subject to
budgetary approval.
BUDGET REVIEWED AND APPROVED BY:
�r Linda Haskins, Director
Management and Budget Department
CIP FUNDS REVIEWED
Sao"
BY:
01— 595
• •
CITY OF MIAMI, FLORIDA
INTER-ORFICE MEMORANDUM
Aldo Stancato, Director May 17, 2001
Informatl Technology Department o�►TE FILE.
SUEUECT Recommendation:
Purchase of Legistar
70M: • REFERENCES.
alter J. F
Citv Clerk ENCLOSURES.
As one of the primary departments involved in the agenda process, we respectfully
recommend Legistar as the appropriate automated legislative, agenda tracking and
workflow management system. After an extensive review of said application, in
conjunction with a representative from your staff (which included governmental
responses from customer satisfaction questionnaires, needs assessment tables as received
from various city departments, cost analysis as it pertains to mailing costs for agenda
preparation, research initiatives, etc.), we feel that the legislative software package is the
appropriate system for the automation of the agenda process. To this end, l feel that it
will assist our organization in the reduction of paper generation, centralized data in one
location, and make it available to all affected areas of our organization, thus reducing
typing and providing for instant access.
Therefore. in closing, I support the purchase and implementation of the aforementioned
application. In doing so, as a primary user I am optimistic that it will address our needs
regarding record meeting information, generation of agendas and minutes, legislative
tracking and other legislative matters.
�a a 1111
MAY 2 1 2401
INFO. TECH. DEPT.
01- 595
MAY -15-2001 09=28 C1111102.ERKS OFFICE . 305 959 1618 P.01
J -Aft -490
,5,/20100
RESOLUTION NC. V " is
A RRlmATxTTIQN OF TILL MIAMI CITY C0MK4u6ICN
AWHORIZIM THE CITY MANAGER TO ENTER INTO
C' MVCTITIVE M1► pTIATIONs wSTx DAYCTAR Iii.,
DECISION MURCI9M= INC., xrawx CORPORA—'TON,
AM ANY u't'&WR PROVTr,RR OF A COMPREHEA'CIVD
TNTf.'4MTED L`OCUMi0iT MANAGEMuN'Y VND
ID71'OVMTI ON Ri" U R VAL SYSTSM DEA T M'RD TO
SUPPORT THE L1GI3LATIVE PROCUSC IN THE C1'1Y
OF MIAMI , FOR USE AX '1:" OFFICS OF THE CTTY
LWCkK A= OTHER nF,PARTMGNTS t rtmTHSR
nTRFCTING THAT UnON COMPAX4.L0N OF THE
rROCESS, AN AORSFMIT. :N A FORM ACCEPTABLE
TO THE CTTY ATTORM, 11[3 SUBMITTED -IV THE
CITY 0WHICSION FOX CONSIDERATION.
WIT>+TRAD, Rcoolutior. No. 99-90b, adopted Novemhar 16, 1999,
directed the City Clcrk to reosarch the implemoneation of a
vvitpuLrt program ;crown as Legistar, a legislative and agenda
intormatinn mattdytlllleat tracking system, and submst its findings
to the city Commission by February /, 2nnn; and
WHSREA6, the City Clark prepared a draft
doeumaz:t in proposal form detailing background iriCvtmwt..an,
statement of the problem, mothodology uved in asseesment study,
0.1-ar,I,, obje:tivee, along with a flowchart of the current agenda
process, aril rhft impact. LeyidLat. would have on the process,
together with findings and r4cnmmwndarA nrur rwyattling same; and
CITT Co op[
N=UIC or.
JUN- S, 4L=
&%*WA W N.
di- bob
MY -15-2001 09-'2B C SLO" OFFICE
• 305 858 1610 P-02
wtu azAs, rhe- City Clerk and project ma:&veW*r from Information
:ethnology Gepartmera conducted a product evKTuation of the
legislative comprehensiv- integrated documont and i»farmatioc
_-etrieval cyetem, and prvmmoired a flowchart regardinj rho iuyu:c.t
of Legistar on the agenda pxwv# ka; and
RHMMS, prior to tee deadline nf. Fub nary 1, 2000, the City
Clerk dimciissed findinao, recommendatlona, drul potential benefits
of having q comprehensive integrated Anruuitint management
information retrinval system designees to support the '"gislative
proccao in the City of Mianl and also disouocing an appropriate
procurement strategy in order Lu r.ffectuate same with affected
depaiLtuente and individual city Commiaxiut1mv-R; and
HERM%-R, after a review of the feasibility of using as
axiatirvj aov�„lmamnt contract from the City of Pittsburgh
regarding the LHyiAtar system, the Chiet Procurement AffiVeL
rocoTnanded that due in variations in unit price, terms,
organisational structure, proCnxF aW functionality, trc City
would be better cervea if it would adminiKLet ita own selection
jrocnnb ragarding some; and
WNFMAS, pursuant to Oection 10-00 of the Code or oi* City
of Miami, R1oridd, as amended, its is both practicable an,]
adeaatageous to enter ir,<<% r:rrmnatitive negotiationo with Laystar
Inc., Decision management Inc., xmii3s rorporation and any other
provider, for the purpose of providing evld"ou"* of its ability to
page a of s
01- 595
MAY -15-001 09=29 C OFFICE •
305 8S8 1610 P.03
perform document management ami information retrieval function;
and
MINK it is the intent of 010. City Manager with i nput
trom the Ciry Clerk to nagotiate the moat. advantageous con_racr
for ttse city and make reeommaneiationg to the C"iry Commiaaion;
NOW THU92FORS, BE IT RBSOLVBD BY X9R COMIRRTON OF '.n CITY
OP MIAMI, FLORIDA.
section 1. :he rey„lrs and findings coaealrod in the
PrRnulilc of this Resolution a.cw. hereby iadooted by reforeetwet
thereto wool incorporated herein as if fully set forth Ln thin
section.
Section 2. The City Manaqer is hextPby authorized to
enter into competitive negotiations with Daystar Zrin. , Decision
Management inC. , Xerox Co,poration, and any other provilirz• of a
C=Prahensive integrated dUu„mrnt management and iotormpr.icu
rr_1,. ir.Vai system dccagned to supparL rho legislative process in
the Ci:y Of Miami, for the ottice of thA a=Ly Clerk and othor
department it; further dircotlnq that upon nnmpleetion of the
Process an a9zx..,msnt, in a form acceptable to the Pity Attorney,
be oubmitted to the C;t.y Commission for consideration.
Pogo a or a
01- bob
M9V-15-2001 09:29 CI rOM1115 OFFICE • M5 M 1610 P.04
section 3. TISis Rcoolution shall become r.ttective
inunncU&tely upon its aosiption and signature of the Mayor.L
PAAAMD )WD ADOPTXu thin day of ��, 2000.
J�13 CA , YVK
In K= dMMI ift A&W Codd boa. 2-M. seta tlw Abyor CM nM Indfcete eODr W W
044 M(sldeUcn by signlnp it In Ino deespnatod a pra,UleKl,
'hMORM eNeWve with the elspeo of ton (10) d ran to of OC'.rw ` n
af6'p eenle.lMslff10f/2 if 10 ra
ATTICATi
Thx J.FOvMjM—
CT'ry CLERK
"MelA3 FORM C+ORRSCTI1E99 �/'
9 r ICL
31 St the mayor does not a.14a this aeoalwtioo, s.s vhAu wca.n eltoosivo at
the and of ton ealandas drys froth Chq date U wan pauved dad adopted.
tt the May99 vatosa thio t~esalvtloa, it shall Moans etteotive
um"distsly upon overviat of ti,a veto by tho City Ceioaivates►.
P«yN► A pf 4
TOTW PP IdOd
01- 595
. LEGISTAR SYSTEM PROPOSAL •
An Overview of
LEGIsTAR
U egislative Document Management System
In The
City of Miami
Prepared by John Cichon
Daystar Computer Systems, Inc.
Chicago, Illinois
LEGISTAR is a trademark of Daystar Computer Systems
CONTRACK Is a trademark of Daystar Computer Systems
ISYB is a ragWe ed trademark of Odyssey Development Corporation
Windowe is arapistered trademark of Mlorosoft Corporation
Word for Windows is a registered trademark of Microsoft Corporation
WordPerfect Is a registered trademark of WordPerfect Corporation
DAYSTAR COMPUTER SYSTEMS 1
01- 595
PRINTED 05/22/2001
• LEGISTAR SYSTEM PROPOSAL a
CORPORATE BACKGROUND
3
LEGISTAR OVERVIEW
r �9
THE MIAMI AGENDA PROCESS WITH LEGISTAR
THE CITY CLERK'S OPERATION WITH LEGISTAR
6
Information Storage and Indexing
6
Legislative Tracking
7
Scanned Images and Attachments
;
Information Retrieval
HTML Report Output
9
Full Text Search
9
Customization Services
I@
x
r`
,f
01- 595
DAYSTAR COMPUTER SYI3TEMS 2
PRINTED 04/22/2001
• LEGISTAR SYSTEM PROPOSAL •
CORPORATE BACKGROUND
Daystar Computer Systems, Inc.
222 South Riverside Plaza, Suite 2360
Chicago, Illinois 60606 - United States
(312) 559-0900 (Voice) (312) 559-0929 (Fax)
email: info@deystarnst.com
HomePage: http://www.daystarnet.com
Since 1983, Daystar has had extensive experience in the design, development, installation,
and support of customized office automation software for local government. Featuring the
award winning Legistar system, Daystar focuses its work exclusively on the delivery of
comprehensive software systems, consulting, and training for the legislative branches of city
and county government, water and school districts and other legislative commissions.
LEGISTAR SYSTEM OVERVIEW
Legistar for Windows is a comprehensive, integrated document management and
information retrieval system designed specifically to support the legislative process in cities,
towns, and counties.
From the drafting and introduction of ordinances, resolutions, and other legislative matters
through assignment to various committees, advisory boards, commissions, and offices and
Council Meetings, to final disposition, Legistar parallels and supports the customary flow of
legislative operations, tracking every action taken on each matter, along with dates, free-
form notation, and individual votes where appropriate.
Legistar was designed from the ground up to completely automate all the information
management functions of the city clerk's office and of the city council into one smooth and
coherent system reducing or eliminating the paper process to whatever degree you desire.
Legistar performs all of the necessary functions of the city clerk's office into one integrated
and consistent system, eliminating the overhead of redundant data entry, the cost of learning
and maintaining multiple systems, and the stress of attempting to make several partially
compatible software products communicate with each other. Text and data are entered only
once and then organized and stored by the system so that it can be retrieved and formatted
for display or for any of Legistar's standard or custom reports. Meeting agendas, public
hearing notices, referral notices, overdue notices, minutes of meetings, journals of
proceedings, subject matter indexes, and other reports are automatically generated directly
from the tracking data.
The text of the legislative documents can be composed using the built in text editor or almost
any popular word -processor and then imported into Legistar using the system's dynamic text
linking functions. Legislative records may also include scanned images such as diagrams,
maps, plans, and correspondence, which can be retrieved and printed or displayed along
with legislative text and tracking data.
01 -
DAYSTAR COMPUTER SYSTEMS 3 PRINTED 05/22/2001
��1 0 .
• LEGISTAR SYSTEM PROPOSAL •
All important data about a legislative file can be viewed in tandem with the file text or with its
line by line event history. Information is accessed through screen -form searches, subject
index look -ups, full -text word searches, or preformatted reports. Data is retrieved and
presented in sorted order. Easy lookup and access to any information, even during a
meeting, further reduces paper handling however where paper copies are needed, sort
orders for reports are user determined or table driven.
Numerous typing shortcuts make data entry procedures fast enough to record minutes on-
line during a meeting, and have them printed and ready for distribution soon after
adjournment. All reports are automatically formatted with the Windows font set before being
directed to a standard desktop laser printer for camera-ready copy. Customized reports can
include the City logo, official signatures, and other graphics. Help text is available on each
field, screen, and menu in the system Pop-up windows display lists of valid commands and
data entry codes for all applicable fields, eliminating the need to memorize lists of codes. All
data access is protected by password security.
Legistar for Windows employs standard Microsoft Windows graphical user interface
conventions for ease of use and fast learning. The Legistar system proposed here includes
report customization, installation, training, documentation, and support.
THE MIAMI AGENDA PROCESS WITH LEGISTAR
Legistar will automatically produce the agenda document with title, date, location of meeting,
and all sections for each of the item categories needed. The agenda can also display item
numbers, title summation and J number (Law Department's internal referencing number).
The system will then record all actions taken at a Commission Meeting, including motion,
mover and seconder and voting information. Depending on the stenographic equipment
used, verbatim meeting minutes can easily be entered as part of the on-line meeting record.
Once the actions are taken by the City Commission following completion of the meeting, a
summary of the meeting actions can be produced shortly afterwards followed later by the
complete formal minutes and referral notices. Like all reports, the finished minutes report
can automatically be converted to HTML format by Legistar for posting on the City's home
page.
Any authorized department will be able to use Legistar to draft and submit agenda items to
the Agenda Coordinator prior to the agenda compilation and distribution. Any City
department, Advisory Board, Committee and Commission Offices, along with the Mayor's
Office will be able to track an item's status at any time. All supporting document items,
which includes scanned or electronically prepared original departmental request,
recommended action for the Commission's guidance, memoranda signed by the
departmental head, supporting documentation, and draft legislation, can be included as an
on-line attachment for review and approval by the City Manager. Other issues such as items
that have a budgetary impact and must be approved by the Department of Management and
Budget as to funding availability can be directed to that department with a single click of the
mouse button. Likewise, items involving the procurement of goods and services can be
directed to the Chief Procurement Officer in the same fashion.
O 1- 595
DAYSTAR COMPUTER SYSTEMS 4 PRINTED 05/22/2001
• LEOISTAR SYSTEM PROPOSAL •
After review, any submitted items that are not accepted, or if modifications (both substantive
and non -substantive) have to be made, then the reviewing officer can redirect the item back
to the appropriate department along with any notes or recommendations. After making the
required changes, the department resubmits with one button for another review by the
Manager,
The Law Department can prepare all original legislation using the integrated word processor
and standard bollerplates, and reconcile any differences between the departmental
memoranda, which electronically accompanies each item and the prepared legislation. The
security levels of Legistar will authenticate the City Attorney's ID and his approval of the
submitted item. If the City still desires a signature on an original hard copy of any legislative
document, then Legistar can automatically print a signature report for signing which can then
be scanned as an attachment.
A Draft Agenda of all pending legislation can be produced in seconds for on-line review by
the City Attorney's Office. The Draft Agenda can also be viewed by the City Commission,
City Clerk and other departments after the City Manager's and Law Department
simultaneous review prior to finalizing the agenda and attachments such as appropriate
correspondence or other agenda exhibit material. Legistar can then automatically produce
the public notice of all Public Hearings for publication and posting to the Internet home pays.
During the entire submittal and review process of any legislative item: wherever a current
pen and ink signature is required, it is possible that Legistar can manage these
authorizations via security log -in and password. Other authorization options can include a
custom feature to allow a digital signature to be captured or a scanned copy of the
authorization document can be attached as a supporting document. After Law Department
approves all original agenda legislation and the final agenda and accompanying agenda
packets (with support documentation) this information can be made available on-line to all
concerned or printed out in preformatted report styles to be forwarded to the print shop.
The City currently prints well over 300 copies of the Agenda documents for paper distribution
to Commission Members, staff and departments, subscribers and for distribution to audience
members at the meetings. It is possible to greatly reduce or eliminate much of this printing
through the ability to view all information on-line. Furthermore, all Legistar display
information can be projected on screen or channeled through the local cable network if
available. In this way, the text, motions, history, votes and supporting attachments are
available for everyone both in the meeting room as well as at home.
,Finally, the ability for Legistar to track, manage, and provide all legislative materials
electronically will allow the City of Miami to move toward as paperless or paper reduced a
process that tradition or law will allow. Much of the current legislation handling and approval
process is paper based and many steps can be streamlined or eliminated through the use of
Legistar. In addition, because Legistar manages the entire process and virtually eliminates
redundant typing or data entry, errors associated with retyping, cut and paste or lost paper
files is also eliminated.
DAYSTAR COMPUTER SYSTEMS
11111x161:11
01.
1r V V V
PRINTED 05/22/2001
• LEGISTAR SYSTEM PROPOSAL .
THE CITY CLERK'S OPERATION WITH LEGISTAR
Information Storage and Indexing
For each new legislative file in the system, the program generates a unique legislative
control number for the document. Any department can enter draft agenda items and
electronically submit completed items to the Agenda Coordinator prior to Agenda distribution.
A separate automatic numbering series may be maintained for ordinances, resolutions,
general file numbering or the operator may enter a unique identifier. A number of key data
fields are available for entering pertinent record information. Some of these fields are:
■ File Type and current File Status;
■ Text Version Number;
■ Reference File Number and/or separate Legislative ID number;
■ Introduction, Final Action and Variable Dates;
■ Associating Costs to Matters;
• Controlling Committee;
■ Legislative Sponsors or Author (one or more);
■ Requesting Department or Organization;
■ Variable User Defined Data and Date Fields;
■ File Name and Description (variable length); and
■ Indexed Subject Matter Keyword cross-references (one or more).
Each of the data fields above is automatically indexed by the system and may be used by
itself or in combination with any other field for fast information retrieval. LEGISTAR creates
.and maintains a dynamic link between the legislative tracking data described above and the
text file for each resolution, proclamation, appointment, and other type of file upon which the
Client's Council, committees, boards and commissions take actions. The free -form text of
each legislative file may include the title, the analysis or summary, the body of the document,
a fiscal note, staff recommendations, suggested motions, and any other supplementary
notes and background information.
With the appropriate hardware connections, legislative text may be entered in any of several
different ways:
■ Title and body text may be typed directly into a variable length text file incorporated
into the record using the system's built-in text editor and boilerplate;
Text files created with Microsoft Word, WordPerfect, Microsoft Windows Notepad,
and almost any other popular word processor may be imported into the system;
■ With the appropriate hardware communications, text files may be transmitted by
electronic mail and imported into the system;
■ Text files that have already been typed on a PC by another department may be
loaded into the system from a floppy disk;
■ Printed text may be read in through an OCR scanner, if available, and imported into
the system. 01— 59tJ'
DAYSTAR COMPUTER SYSTEMS 6 PRINTED 05/22/2001
. LEGISTAR SYSTEM PROPOSAL
In processing a batch of files for any meeting, any method may be used interchangeably by
any number of operators who are simultaneously entering file information.
Legistar enables the City to index and retrieve documents stored on magnetic or optical
media devices connected to the computer system. Where the full text of the documents is
also stored on the database server's magnetic or optical disk devices, the Legistar software
can optionally retrieve and display the document text itself, allowing the user to review it
page by page on the computer terminal.
Legislative Tracking
While legislative matters are the substance of what the Legistar system stores, the actions
taken by the Council. by its committees, and by advisory boards and commissions at
meetings as well as actions taken by departments on those legislative matters are the
essence of what Legistar tracks. Hence, the system provides means to record meeting
information, generate agendas and minutes, and provide other supporting documents.
Legistar tracks the path of each ordinance, resolution, and other legislative matter through
the legislative process with a series of history records marking the steps along the way. For
each history record, the system captures all of the following data, as appropriate:
■ Legislative body, person, or department taking the action;
■ Action taken and date of the action;
■ Version of the text file that was current when the action was taken;
■ Target of the action (e.g. to whom a referral is being sent);
■ Due date if any (mostly used for referrals);
■ Date returned (mostly used for referrals); and
■ Mover, seconder, and individual votes (where appropriate).
Each history record may also have any free form notation of unlimited length to describe the
directions on a referral, the response on a referral, the reason that an action was taken, or
perhaps any discussions or background information that led up to the action.
Legistar uses the same data entry screens for both entry and retrieval of all Legislative File
information, by using the SEARCH mode and entering any combination of known search
parameters into the same fields used by the operator to enter the information when ADDING
new records. The indexing and fixed field Information about the document are displayed in
tandem with the legislative history and voting information. A single keystroke will display the
full text of the legislative document in a pop-up window.
With appropriate security access, an operator may edit either the data fields or the text of
any legislative documents retrieved and displayed on the screen. Legistar also stores and
tracks all prior text versions of each legislative file for easy reference, retrieval, or
replacement of a more recent version.
Because minutes can be taken live during a committee or Council meeting, an overhead
display can easily be connected to a networked PC in the Council Chambers. This will allow
not only the instant display of votes and tally, but also the capability to project text of the file,
on-line history, scanned images or plata or any other database or text information on-screen
for the benefit of the members and the gallery.
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• LEGISTAR SYSTEM PROPOSAL •
Scanned Images and Attachments
Once a legislative file has been entered, Legistar allows the operator to create a reference to
associated files as 'attachments' that can be viewed concurrently with the original legislative
file text or data. The attachments may be word processing files, spreadsheet or database
reports, e-mail or other stored images. Images may be acquired across the local network
(i.e. scanned plats or surveys from a GIS department in standard Windows file format),
scanned in from a local scanner attached to the PC workstation or network scanning station,
imported images from the Internet, including audio/video (.ave) or most other standard media
file types (i.e. tiff, gif, wpd, doc, jpg, html, etc.).
These attachments are dynamically linked for seamless import from other applications with
just the click of a mouse button. The Legistar system then utilizes the workstation default file
viewer to display and view the attachment on screen. The user may also define the native
file application to view each attachment.
Imported attachments may be designated as permanent or temporary and date flagged if
necessary. These attachments may then be viewed at the click of a mouse button. A
permanent attachment is one that will always be referenced to this file and be readily
available as a part of the permanent record. A temporary attachment can be periodically
reviewed for deletion or flagged for deletion after a certain period of time.
The Legistar system has the capability to access unlimited document storage including
imaged documents or other materials. The quantity and type of imaged files that will be
stored as attachments will have a significant effect on the type and size of data file storage
devices required for this purpose. If needed, Daystar Computer Systems, Inc. will make
recommendations addressing this during the Specifications Analysis phase of the project.
The Legistar system proposed here does not include scanning hardware and the Client will
be responsible for acquiring any such equipment required for scanning imaged files to be
integrated with the Legistar system.
Information Retrieval
Legistar's search utilities include key number look -up, screen forms based, multi -field
search -by -example and full -text document search. The system's high-speed data search
can use any number of simultaneous search parameters to do any complex inquiry in a
single pass. Legistar's powerful, information retrieval functions enable any number of users
to simultaneously perform selected field searches, multi -field searches, relational searches,
and various combinations of the above. Document searches may be based on either
discrete data fields or on variable length text.
In addition to multi -field search capabilities, Legistar maintains a user -controlled list of topical
keywords that may be used to index legislative matters for retrieval and for the generation of
a printed Index of Legislative Matters. Screen forms based searches allow the operator to
type search parameters into blank formatted fields in the same screen form used to initially
enter the data. When the operator then executes the search command, the system finds
only those records that simultaneously match all of the search parameters entered, displays
the number of records found, and allows the operator to page through the records
sequentially or skip around by page or record number.
Optionally, Legistar uses a version of the ISYS full text search program from Odyssey
Development Corporation to round out the query capabilities of the Legistar system by
enabling operators to do Boolean and other complex full text searches of legislative files,
municipal codes, and correspondence directories.
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DAYSTAR COMPUTER SYSTEMS 8 PRINTED 05/22/2001
• LEGISTAR SYSTEM PROPOSAL
Once the data is entered, the system will also use its built-in sort and formatting routines,
which are defined by the documents that they are intended to produce, to abstract the
correct information and then produce all requested documents in their different formats, such
as Council Meeting and Committee Agendas, Supplements, Hearing Notices, Referral
Notices, Council and Committee Minutes, and many other standard Legistar reports.
System generated reports may be displayed on the terminal, directed to any printer normally
available on the PC network, saved to a text or, exported to HTML format for later use or for
transmission to other departments via electronic mail or media transfer. This feature allows
the City to post these reports directly to its home page for immediate viewing via the Internet.
The operator may also specify the printing of any subset(s) of pages of a report, rather, than
the entire report.
Copies of Legistar's standard format documents are attached as an Appendix of this
proposal. They may be used in their present formats, or customized to look more like the
formats currently in use by the Office of the City Clerk.
Other standard reports generated by Legistar include the Master Report, Signature Report,
Certified Copy, Meeting Action Summary, Referral Report, Matters in Committee, Legislative
Status Summary, Hearing Notice, Matters Introduced by Council Members, and Subject
Matter Index. Sample copies of these reports are also included in the Appendix. In addition,
several system status reports help the system administrator to maintain and optimize the
functioning of the software.
With some customization. Legistar can automatically generate each of the documents
currently produced by the City directly from the tracking data, the legislative file text, and the
base table information stored in the system. It has been Daystar's experience that most
clients request the installation of the standard Legistar report formats with some minor
customization, rather than an exact replication of the document formats currently in use. All
customization required by the City, and costs thereof, will be determined during the
Specifications Analysis
HTML Report Output
All of the standard report documents produced by the Legistar system allow the user the
option of printing directly to a laser printer or automatically producing the document in HTML
format. This feature allows the City to post these reports directly to the City's home page for
immediate viewing via the Internet.
Full Text Search
Legistar incorporates it's own dynamic full text search function for all legislative text tracked
by the system. However, to further compliment these functions, Daystar can provide a
version of the ISYS full text search program from Odyssey Development Corporation to
round out the query capabilities of the Legistar system. This product enables operators to
do full text searches of legislative files, municipal codes, and correspondence directories via
the Internet or across an Intranet environment.
The ISYSweb package is integrated with Legistar through its use of a similar Windows user
interface and by its integration with the Legistar menu and security systems. ISYS is
designed for fast retrieval and ease of use. The program creates and maintains an index of
all text files in user specified libraries.
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DAYSTAR COMPUTER SYSTEMS 9 PRINTED 05/22/2001
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• LEGISTAR SYSTEM PROPOSAL .
Significant features of ISYS are:
■ Low index overhead.
■ Ability to combine wildcard, proximity operators, and partial word patterns.
■ Integrated full -text file browsing and editing.
Fast and automatic index maintenance.
■ ISYSweb is included in this proposal to round out the full text search functions of
Legistar and to expand full text search access via the Internet. Optionally, this
product may be installed and trained at a later date or deleted from the proposal if it
is considered unnecessary or redundant. Alternately, there is also a network version
of this product available. Daystar will assist in determining the requirements and best
option as a part of the Specifications Analysis.
Customization Services
Because Legistar is usually customized to meet local specifications upon installation, any
system report formats, sorting parameters, security system set-up, and several computer
environment definitions must receive the City's design approval prior to installation.
To accomplish any required customization and to insure the successful installation and
optimal use of the software system, Daystar will go through a series of carefully planned
phases in close coordination with the Office of the City Clerk, beginning with the Analysis
and Specification. An outline of the steps and milestones in the software customization and
delivery process is presented in the "Schedule of Completion" section of this Proposal.
Based on our experience with the size and type of installation proposed here, Daystar is
including an estimated allowance of Customization and Programming hours to be included in
the Cost Tables. In the event that, as a result of the findings of the Analysis, the
customizations requested or required exceeds the number of hours in the allowance, then
the City may:
1. Prioritize the customizations and Daystar will deliver those modifications up to the
total number of hours listed in the Cost Tables, or
2. Deliver customization services up to the total hours listed in the Cost Tables and the
County will execute a work order for additional hours beyond those included here.
In the event that, as a result of the findings of the Analysis, the customizations requested or
required is less than the number of hours in the allowance, then the County may:
1. 'Bank' the remaining hours and apply the value of those hours toward additional
training and other services or products, or
2.. Apply the dollar value of any unused customization hours toward the cost of the
annual support agreement.
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DAYSTAR COMPUTER SYSTEMS 10 PRINTED 05/22/2001
IIiiiICLI.`L!
r 0
AWARD OF
COMPETITIVE NEGOTIATION
=1 Legistar System
NPL. Single Purchase
R 5-Q N: The Department of Information Technology has a need for
the Legistar System and the provision of maintenance
support services.
MCOEMENDATION: It Is respectfully recommended that the City Commission,
authorize the City Manager or authorized designee, pursuant
to competitive negotiations and Resolution No. 00-490, to
negotiate and execute and agreement, In a form acceptable
to the City Attorney, with Daystar, Inc. for the acquisition
of the Legistar System for the City Clerk's Office, for an
amount not to exceed $210,000; further authorizing the
acquisition of maintenance support services at an amount
of $12,584, beginning the second year, for a total of three
(3) years and subject to an annual incremental increase
not to exceed 5%, subject to negotiation with the City, for
the Department of Information Technology, allocating funds
therefore from appropriated Capital Improvement Projects
No. 311610 and Account Code No.
11009 7.2 20106.6.2 70.
Dire r of Pur in V
--' date
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