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File #: 2022-2324   
Type: Consent Calendar Item
Body: City Council
On agenda: 9/20/2022
Title: Recommendation to Authorize the Interim City Manager, or Designee, to Execute a Second Amendment to Agreement with ECS Imaging, Inc. for Laserfiche RIO to Change Licensing from Laserfiche RIO Public Portal for Two Laserfiche Servers LSAP to Laserfiche RIO Public Portal for Unlimited Laserfiche Servers LSAP in an Amount Not to Exceed a Onetime Fee of $25,000 with an Additional $5,000 per Year Annual Maintenance Support Fee for Four Years for a Total Contract Agreement Not to Exceed $467,473. (Information Technology 60626070)
Attachments: 1. Exhibit 1 - Agreement, 2. Exhibit 2 - First Amendment, 3. Exhibit 3 - Second Amendment, 4. Exhibit 4 - Quote
Title

Recommendation to Authorize the Interim City Manager, or Designee, to Execute a Second Amendment to Agreement with ECS Imaging, Inc. for Laserfiche RIO to Change Licensing from Laserfiche RIO Public Portal for Two Laserfiche Servers LSAP to Laserfiche RIO Public Portal for Unlimited Laserfiche Servers LSAP in an Amount Not to Exceed a Onetime Fee of $25,000 with an Additional $5,000 per Year Annual Maintenance Support Fee for Four Years for a Total Contract Agreement Not to Exceed $467,473. (Information Technology 60626070)
Body

To: Honorable Mayor and Members of the City Council

EXECUTIVE SUMMARY

In November 2021, the City of Alameda (City) upgraded 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. Because of the increased use of Laserfiche RIO, the City is requesting Council approve a second amendment that will move the City from a Public Portal for two (2) Laserfiche Servers licensing to the Laserfiche RIO Public Portal for Unlimited Laserfiche Servers licensing.

BACKGROUND

The City has been using ECS Imaging, Inc. for Laserfiche services and maintenance, an electronic document imaging and management system for years. 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.

On October 31, 2016, the City entered an agreement with ECS Imaging, Inc. for Laserfiche services and maintenance (Exhibit 1). Pursuant to that agreement, the one-year compensation was not to exceed $32,859 and the five-year compensation was not to exceed $164,295. In November 2021, the City Council then approved a First Amendment (Exhibit 2) to extend the t...

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