Camarillo City Council
AGENDA REPORT
Date: January 8, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Amendments to Agreements with Complete Paperless Solutions (CPS), Gladwell Government Services, Inc. (GGS), and Archer Street, LLC for Citywide Digitization and Transparency Program
BACKGROUND
The City of Camarillo utilizes records management software to electronically store official City records kept in accordance with the City’s adopted Records Retention Schedule.
Such records are retained in compliance with state requirements for electronic retention.
Since 1995, the City has utilized Questys Solutions, an enterprise document management solution. At the time of its implementation, Questys was one of the programs that met the stringent requirements set by the Association for Information and Image Management and the American National Standards Institute for recording, storing, and reproducing permanent and nonpermanent documents or records in electronic media.
Over time, other records management systems have emerged that provide expanded capability and functionality while complying with State electronic record storage regulations.
In coordination with the City‘s effort to modernize the management of existing electronic documents, focus was also trained on digitizing all paper records, which will allow for increased electronic availability and public accessibility, as well as reduce waste and decrease onsite and offsite storage.
On September 13, 2023, the City Council approved award of a contract with Isausa, Inc. for scanning, indexing, and quality control services for all existing paper documents.
On November 8, 2023, the City Council approved a Professional Services Agreement with Complete Paperless Solutions (CPS) for the implementation of Laserfiche to support
Amendments to Agreements for Digitization Project
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the City’s digitization goals, increase internal efficiencies, and provide additional public transparency.
DISCUSSION
The Citywide Digitization and Transparency Program is a transformative effort to consolidate and optimize multiple ongoing projects. The program is a multi-year effort requiring a coordinated approach across departments and the expertise of specialized consultants. Phase 1 focuses on migrating electronic records from Questys to Laserfiche and scanning paper records into the new system. These tasks are critical for establishing a centralized, efficient, and compliant document management framework. As part of the Citywide Digitization and Transparency Program, significant progress has been made in achieving the project’s goals. Key accomplishments include:
•Successfully converting data from Questys to Laserfiche, ensuring seamless access to historical records in the new system.
•Scanning and indexing a substantial volume of files, including legally sensitive and large-format plan files.
•Developing a comprehensive project charter to guide the program’s scope, goals, and milestones.
•Providing training sessions for records managers across departments to ensure effective use of the Laserfiche system and alignment with the City’s records retention policies.
These achievements represent foundational steps in the City’s broader effort to modernize its records management practices and enhance transparency.
To maintain progress and momentum, staff recommends amending agreements with CPS, GGS, and Archer Street, LLC to address ongoing project needs and ensure adequate resources for completion. Additionally, as scanning and digitization efforts evolve, there may be a need to seek further Council approval for resources to address higher then anticipated volumes of paper records.
Future phases of this program will focus on optimizing Laserfiche functionality, improving workflows, and incorporating GIS-enabled records. These enhancements are expected to further improve operational efficiency, compliance, and transparency.
Staff will return to Council with detailed proposals for these next steps, ensuring alignment with project objectives and the City’s long-term modernization goals.
By systematically pursuing these improvements, the City aims to build a scalable and sustainable records management system that enhances public service delivery and operational effectiveness.
Staff’s recommended amendments to the consultant agreements are as follows:
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Consultant
Current
Authorized
Expenditure
Recommended
Amendment 20%
Contingency
Total
Authorized
Expenditure
Complete
Paperless
Solutions
(CPS)
$157,337 $18,000 $3,600 $178,937
Gladwell
Government
Services, Inc.
(GGS)
$30,000 $58,725 $11,745 $100,470
Archer
Street, LLC $28,000 $91,000 $18,200 $137,200
FISCAL IMPACT
An appropriation of $201,270 for the agreement amendments for the Citywide document management and digitization project in Information Systems Administrative account, No. 530-5330-453.32-01 from available Information Systems Fund Balance is required.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that the Citywide document management and digitization project is not subject to CEQA review because it can be seen with certainty that there is no possibility that the Citywide document management and digitization project may have a significant effect on the environment.
RECOMMENDATION
1. Authorize the City Manager to execute Agreement Amendment No. 2023-157A with Complete Paperless Solutions (CPS) for on-going Laserfiche implementation, configuration and training, records management setup in an amount not-to-exceed $178,937; and
2. Authorize the City Manager to execute Agreement Amendment No. 2024-153A with Archer Street, LLC for project management consultant services in an amount not-to- exceed $137,200; and
3. Authorize the City Manager to execute Agreement Amendment No. 2023-156B with Gladwell Government Services, Inc. (GGS) in an amount not-to-exceed $100,470; and
Amendments to Agreements for Digitization Project
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4. Authorize the City Manager to execute future amendments to the agreements for unforeseen additional services up to the authorized contingency amount; and
5. Authorize an appropriation of $201,270 for the agreement amendments for the Citywide document management and digitization project in Information Systems Administrative account, No. 530-5330-453.32-01 from available Information Systems Fund Balance.
ATTACHMENTS
1. CC Agreement 2023-157A with Complete Paperless Solutions (CPS)
2. CC Agreement 2024-153A with Archer Street, LLC
3. CC Agreement 2023-156B with Gladwell Government Services, Inc. (GGS) REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None