Report to Mayor and City Council
Tuesday, February 21, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVING AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH ECS IMAGING, INC. FOR ADDITIONAL LASERFICHE CLOUD DOCUMENT MANAGEMENT SERVICES (CITY COUNCIL)
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I. SUMMARY
To streamline the manual process and alleviate the high quantity of paper needed for public records access requests, the City Clerk's office would like to utilize City owned software (Laserfiche) to digitize the workflow and eliminate the need for paper. To achieve this, additional user licenses are needed in Laserfiche to allow the Clerk's staff and department staff access to the documents and workflow.
On November 3, 2021, the City Council approved a three-year support contract with ECS Imaging, Inc. for Laserfiche cloud document management services, with a contract sum not-to-exceed $39,585.00 (Exhibit No. 2; the "Agreement") .
Staff is now requesting approval of Amendment No. 1 to the Agreement, authorizing additional services (ten additional "Laserfiche PF Cloud Professional Users (5-49)") in the amount of $16,600.00, making the new not-to-exceed contract sum $56,185.00. (Exhibit No. 1)
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No. 1 to the Agreement for Contract Services with ECS Imaging, Inc., increasing the not-to-exceed contract sum by $16,600.00, to $56,185.00, for additional services (Exhibit No. 1; the "Amendment"); and
2. AUTHORIZE the Mayor to execute the Amendment 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 began using Laserfiche, provided by ECS Imaging, Inc., in 2013. Laserfiche replaced the City's old software, Questys. ECS Imaging, Inc. provides Laserfiche Software Assurance Plans for the document management software on a year-to-year basis. In 2021, the Information Technology Division (ITD) entered into the Agreement and moved the current data...
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