| City
of Hialeah selects Computer Filing Cabinet® System
- April 2001
The City of
Hialeah, Florida (a city of 250,000) awarded Solomon
Institute Corporation with a contract to provide the
Computer Filing Cabinet® System as their document
imaging management solution.
Hialeah sent
detailed specifications of their needs and requirements
to many imaging providers. They specifically addressed
their concerns of what would be their ultimate cost
over three years. The sealed bid specifications included
costs for the following:
-
Imaging software and related materials(database costs,
backup cost, etc.)
-
Hardware required (scanners, workstations, servers)
-
Annual Maintenance - hardware and software
-
Training - for administrators, scan operators and
view stations
-
Licenses or other fees
Analysis of
the bids reveals the various ways costs can be covered.
Hialeah wanted all the cost areas covered, not just
the initial but continuing costs for three years. The
following table itemizes the costs for each of the bids:
| Software
Company |
Total |
Software |
Hardware |
Training |
Maintenance |
Licenses |
| OTG
Filenet - WEB |
$181,600 |
$2,000 |
|
|
|
|
|
IBM e.FileClerk |
$167,280 |
$44,900 |
$60,100 |
$15,000 |
$28,565 |
$18,715 |
| LibertyNet |
$159,957 |
$46,562 |
$49,980
|
$15,000 |
$42,020 |
$6,395
|
| PaperVision
|
$95,086 |
$47,400 |
$25,620
|
$2,000
|
$20,066 |
|
| OTG
|
$89,220 |
$28,500 |
$15,120 |
$6,000
|
$39,600 |
|
| Liberty
|
$88,585 |
$28,484 |
$29,700 |
$15,000
|
$15,381 |
|
| Questys
|
$88,186 |
$19,455 |
$39,290 |
$2,400 |
$22,664 |
$4,377 |
| Alchemy |
$69,867 |
$22,495 |
$26,088 |
$4,500 |
$16,784 |
|
| Laserfiche
|
$67,977 |
$19,045 |
$31,592 |
$1,880
|
$16,400 |
|
| Solomon
CFC |
$33,794 |
$12,270 |
$15,640 |
$-2,500 |
$3,384 |
|
The bid specifications
were very specific for a system that could handle storage
of 500,000 pages, which would allow for the addition
of 50,000 pages per year, and would permit any of the
500 PC's on their network to have access to the documents.
They wanted to know what their costs for three years
would be and what any potential upgrades would cost.
As you can
see, some systems require extensive training, while
others require high maintenance. The costs relating
to the computer hardware that is capable of handling
the various companies' software varies greatly. A web
only solution would have been the most expensive option.
The City of
Hialeah contracted for the Solomon system, but selected
to upgrade to the heavy-duty server, bringing the total
cost to $42,000.
The system
was installed in May 2001. Since that time they have
added two additonal scanners, one for the Law Department
and the other for Code Enforcement.
In October
2002 they plan to have their website connected to the
City Clerk's database for public viewing and have other
departments they plan to add onto the system.
|
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