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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 term of the agreement to November 1, 2026, and provided a 10-year compensation amount not to exceed $422,473.  The First Amendment also upgraded the version of Laserfiche United to Laserfiche RIO with added features of 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.  ECS Imaging, Inc. is the leader in the industry and has provided departments within the City with reliable and continuous service throughout the contract terms.

 

Because there is an increased interest from departments to use Laserfiche RIO as their document management system, staff requests to proceed with a second amendment with ECS Imaging, Inc. for Laserfiche RIO to change licensing from Laserfiche RIO Public Portal for two (2) Laserfiche Servers LSAP to Laserfiche RIO Public Portal for Unlimited Laserfiche Servers LSAP in the amount not to exceed a onetime fee of $25,000 with an additional $5,000 per year Annual Maintenance Support Fee for four (4) years for a Total Contract Agreement Not To Exceed $467,473.

 

Therefore, staff is recommending that the City Council authorize the Interim City Manager, or designee, to execute a Second Amendment to the Agreement with ECS Imaging, Inc. for Laserfiche RIO to change licensing from Laserfiche RIO Public Portal for two (2) Laserfiche Servers LSAP to Laserfiche RIO Public Portal for Unlimited Laserfiche Servers LSAP in the amount not to exceed a onetime fee of $25,000 with an additional $5,000 per year Annual Maintenance Support Fee for four (4) years for a total contract agreement not to exceed $467,473 (Exhibit 3).

 

ALTERNATIVES

 

The City Council may:

                     Approve the recommendation to enter into a second amendment with ECS Imaging for four years.

                     Deny the recommendation to upgrade to the unlimited licensing for Laserfiche RIO document management solution.

 

FINANCIAL IMPACT

 

The funds for this contract are budgeted in the Information Technology Internal Service Fund (606). Sufficient appropriations are available to cover the cost of this contract for Fiscal Year 2022-23. 

 

 

Approval Date

Amount

Original 5Yr Agreement (FY 2016-21)

December 2016

$164,295

1st Amendment (FY 2021-26)

October 2021

$258,178

2nd Amendment (FY 2022-23)    Add’l Service & Support

September 2022

$45,000

     Total

 

$467,473

 

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 Interim City Manager, or designee, to execute a second amendment to the agreement with ECS Imaging, Inc. for Laserfiche RIO to change licensing from Laserfiche RIO Public Portal for two (2) Laserfiche Servers LSAP to Laserfiche RIO Public Portal for Unlimited Laserfiche Servers LSAP in the amount not to exceed a onetime fee of $25,000 with an additional $5,000 per year annual maintenance support fee for four (4) years for a total contract agreement not to exceed $467,473 (Exhibit 3).

 

Respectfully submitted,

Carolyn Hogg, Information Technology Director

 

Financial Impact section reviewed,

Margaret O’Brien, Finance Director

 

 

Exhibits:

1.                     Original Agreement

2.                     First Amendment

3.                     Second Amendment

4.                     Quote

 

cc:                     Nancy Bronstein, Interim City Manager