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 agreement for Laserfiche.
Today, the City is requesting a first Amendment revising the terms as follows (Exhibit 2):
• Extend the termination date to November 1, 2026, unless terminated earlier.
• Upgrade the current version of Laserfiche United to Laserfiche RIO, which would include a one-time upgrade cost of $41,172.50, and an increase in the annual maintenance amount from $35,839 to $43,401 with added features such as Workflow, Web Access, Digital Signatures, Unlimited Servers and Repositories and Forms Essentials and Advanced Audit Trails.
DISCUSSION
The City has contracted with ECS Imaging, Inc. for electronic document imaging services for the last 21 years. The current contract is expiring and staff is recommending a five-year extension. ECS Imaging, Inc. is the leader in the industry and has provided City departments with reliable and continuous service. Switching vendors would cause the City to incur significant migration costs.
Staff is recommending a five-year contract extension with ECS Imaging, Inc, to upgrade to Laserfiche RIO for an ongoing annual maintenance amount of $43,039. This amendment includes annual maintenance and licensing for RIO as well as professional services for the migration to RIO. The contract permits a 5 year extension at the same Terms and with an adjustment to the Compensation, for a total compensation not to exceed $260,000 at the sole discretion of the Information Technology Director, based upon satisfactory performance of all aspects of the contract and subject to budgetary approval.
This compensation figure includes a trade in credit value of $37,572 for the existing United solution which is subject to Laserfiche’s approval.
Therefore, staff is recommending that the City Council authorize the City Manager to negotiate and execute a first amendment to agreement for a period of five years with ECS Imaging, Inc. for Laserfiche Services and Maintenance and Upgrade to Laserfiche RIO in the amount not to exceed $260,000 (Exhibit 2).
ALTERNATIVES
The Council may:
• Approve the recommendation to enter into an agreement with ECS Imaging for five years.
• Deny the recommendation to upgrade to the RIO document management solution.
FINANCIAL IMPACT
The funds for this contract are budgeted in the Information Technology Internal Service Fund (60626070). Sufficient appropriations to cover the cost of this contract are included in the Information Technology department’s previously approved budget for Fiscal Years 2021-22 and 2022-23.
|
|
Approval Date |
Amount |
|
Original 5Yr Agreement (FY 2016-17) |
December 2016 |
$160,000 |
|
1st Amendment (FY 2021-22) |
October 2021 |
$260,000 |
|
Total |
|
$420,000 |
Funding for years three through five of the proposed contract will be subject to future budget appropriation approvals.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project under Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACT
Facilitating electronic document storage reduces the need for paper documents.
RECOMMENDATION
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)
CITY MANAGER RECOMMENDATION
The City Manager recommends authorization to negotiate and execute a First Amendment to the Agreement with ECS Imaging Inc. to extend the term by five years.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Annie To, Finance Director
cc: Eric Levitt, City Manager
Gerry Beaudin, Assistant City Manager
Exhibit:
1. Original Agreement
2. First Amendment