Title
Recommendation to Authorize the City Manager to Negotiate and Execute a First Amendment to the Agreement with ECS Imaging, Inc. to Extend the Term By Five Years and Provide Additional Compensation in an Amount Not to Exceed $260,000 to Upgrade Software and Provide Maintenance for Laserfiche RIO Services for a Total Compensation Amount Not to Exceed of $420,000. (Information Technology 60626070)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City is in the fifth year of the Five-Year Agreement with ECS Imaging, Inc. for Laserfiche services and maintenance, an electronic document imaging and management system. This system keeps paper-based data safe, making it readily available, reducing storage costs and enhancing the ability to recover information in the event of a disaster. While the current legacy Laserfiche system "United" has met the City's needs since 2003, it is time to upgrade to a newer version of Laserfiche "RIO" which provides additional features such as Workflow, Web Access, Digital Signatures, Unlimited Servers and Repositories and Forms Essentials. RIO also has Advanced Audit Trails that follows Trusted System requirements set by the State of California, requiring verification that digital records are unaltered and secure. Staff is recommending City Council approval of a first Amendment for an additional five years.
BACKGROUND
The Planning Department began contracting with ECS Imaging, Inc. for Laserfiche electronic document imaging services in 2003. Additional licenses were purchased so that Police Department and City Clerk could also use Laserfiche. In 2006, the City Council approved additional licenses for all City departments, to access the Laserfiche document imaging system. In 2011 the City Council approved an extension of the contract with ECS Imaging, Inc. for an additional five years. In 2016, the City entered in to a new five-year agreement with ECS Imaging to continue our licensure agreem...
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