Report to Mayor and City Council
Wednesday, November 03, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVING AN AGREEMENT FOR CONTRACT SERVICES WITH ECS IMAGING, INC FOR LASERFICHE CLOUD DOCUMENT MANAGEMENT SERVICES (CITY COUNCIL)
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I. SUMMARY
ECS Imaging, Inc. has been the City's document management software provider since 2013, replacing Questys and converting all of our documents to Laserfiche. Since then, we were on a year-to-year renewal; however, staff is recommending that the City move to the cloud (Software as a Service) and enter a three-year agreement with two (2) one-year extensions.
Since the cost of this maintenance and support exceeds the amount that the City Manager may approve, the City Council is being asked to approve the award of a service contract.
Section 2611(i) of the City's Municipal Code allows City to dispense with competitive bidding processes for renewal of software licenses already purchased by the City. The Software as a Service Laserfiche subscription qualifies as renewal of software license because the City is renewing the existing license in the form of Software as a Service.
II. RECOMMENDATION
Recommendation
1. APPROVE a three-year annual support contract with ECS Imaging, Inc. in an amount not to exceed $39,585.00; with two City options to extend for additional one-year periods (exclusive of the not to exceed amount); and
2. AUTHORIZE the Mayor to execute the contract after approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate.
IV. BACKGROUND
The City uses Laserfiche to archive and store important city documents. This software is heavily utilized by City staff and the public to access City documents online and in person (staff reports, contracts, minutes, resolutions, etc.).
The City began using Laserfiche in 2013, which was provided by ECS Imaging, Inc. Laserfiche replaced our old software, Questys. ECS Imaging, Inc. provides Laserfiche Software...
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