Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with ECS Imaging, Inc. for Laserfiche Services and Maintenance in an Amount not to Exceed $165,000. (Information Technology 2610)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with ECS Imaging, Inc. for Laserfiche Services and Maintenance in an Amount not to Exceed $165,000.00
BACKGROUND
Electronic document imaging and management systems keep paper-based data safe, making it readily available, reducing storage costs and enhancing the ability to recover information in the event of a disaster. The Planning Department began contracting with ECS Imaging, Inc. for Laserfiche electronic document imaging services in 2003. Additional licenses were purchased so that Alameda Police Department and City Clerk could also use Laserfiche. In 2006, the City Council approved additional licenses for all City Departments, including but not limited to the Finance Department, the Recreation and Parks Department, and the Human Resources Department, to access the Laserfiche document imaging system. In 2011 the City Council approved extending the contract with ECS Imaging, Inc. for an additional five years.
DISCUSSION
The City has contracted with ECS Imaging, Inc. for electronic document imaging services for at least 13 years. The current contract is expiring and now must be renewed. ECS Imaging, Inc. is the leader in the industry and has provided departments within the City with reliable and continuous service throughout the contract term. Switching vendors would cause the City to incur significant migration costs. Therefore, staff is recommending that the City Council approve a one-year, $32,859 contract with ECS Imaging, Inc. to provide Laserfiche services and the system maintenance services. The contract also permits an annual extension of the contract on a year-to-year basis, for up to four additional years at the same Terms and Compensation, for a total compensation not to exceed $165,000, at the sole discretion of the Information Technology Director, based upon satisfactory performance of all aspects of the contract and subject to budgetary approval.
FINANCIAL IMPACT
The funds for this contract are budgeted in the Information Technology Department in the General Fund. Sufficient appropriations are available to cover the cost of this contract.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required because the City has contracted with ESC Imaging, Inc. for more than five years and the contract will be in excess of $75,000 if renewed for the full five years.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects, which have the potential for causing a significant effect on the environment. This project is exempt pursuant to CEQA Guidelines section 15061(b)(3).
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with ECS Imaging, Inc. for Laserfiche Services and Maintenance in an amount not to exceed $165,000.00.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract