Camarillo City Council
AGENDA REPORT
Date: September 24, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Agreement with Crisp Imaging and Amendments to Agreements with Complete Paperless Solutions (CPS), and Archer Street, LLC for Citywide Digitization and Transparency Program
BACKGROUND
The Citywide Digitization and Transparency (CDT) Program is a multi-phase initiative designed to modernize the City’s records management practices by digitizing physical records, implementing Laserfiche, the City's new enterprise content management system, and improving public access to City documents.
•Phase 1 focuses on migrating records from Questys (the City’s former records repository) to Laserfiche, scanning and indexing paper records, and configuring Laserfiche for departmental use.
•Phase 2 will expand Laserfiche functionality through OpenGov integration and the development of automated forms and workflows.
•Phase 3 centers on off-site documents, continuous improvement, and sustainability. It also may include items deemed out of scope for Phases 1 and 2.
The following agreements have been previously approved to support this program:
On September 13, 2023, the City Council approved 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 the City’s digitization goals, increase internal efficiencies, and provide additional public transparency. This agreement included three years of Laserfiche subscription licensing.
Agreements and Amendments for CDT Program
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On January 8, 2025, the City Council approved amendments to agreements with CPS, Gladwell Government Services (GGS), and Archer Street LLC to address ongoing project needs and ensure adequate resources for Phase 1.
On April 25, 2025, the City Manager approved an agreement with CPS to support scanning, indexing, and quality control.
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 Progress
To date, significant progress has been made in achieving the project’s goals. Key Phase 1 accomplishments include:
•Engaged 40+ employees and/or contractors across 7 departments that consisted of 15+ groups, securing approval on Laserfiche requirements from all groups. •Collaborated with groups to identify boxes that could be scanned or destroyed, resulting in 190 boxes picked up for scanning and 160 boxes destroyed (39% of the estimated total boxes at City Hall).
•Launched Laserfiche training for more than half of all groups, helping teams understand how it will better support their work moving forward. •Over 31,000 records have been successfully scanned and indexed, representing approximately 39% of the total boxes included in scope for Phase 1.
These achievements represent foundational steps in the City’s broader effort to modernize its records management practices and enhance transparency.
Phase 1 Completion – Addition of New Scanning Vendor
After ISAUSA, Inc. ended its agreement with the City on April 10, 2025, staff engaged CPS under a short-term Sourcewell contract to maintain momentum on Phase 1 scanning. To further support progress and reduce risk, staff now recommends executing a new agreement with Crisp Imaging, the second-highest ranked vendor from the City’s June 1, 2023 RFP. Having both CPS and Crisp Imaging under contract will ensure service continuity, increase capacity, and strengthen quality control. Staff does not expect this change to affect overall cost estimates, as the City will simply divide the boxes of records Agreements and Amendments for CDT Program
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between the two firms for scanning. This dual-vendor approach provides flexibility and keeps the City on track to meet its digitization goals
Phase 2 Activities and System Upgrades
In parallel, staff is ready to begin Phase 2 activities. Phase 2 includes professional services support from CPS for an OpenGov integration and Laserfiche forms and business process design. The City is also seeking to extend the existing licensing subscription through April 19, 2027, and upgrade from the Professional to Business Tier.
This upgrade provides the City with increased user capacity, unlimited public portal access, unlimited forms, advanced auditing, and AI-powered tools that will enhance both internal efficiency and transparency.
Project Management:
The scale, complexity, and foundational nature of the CDT Program necessitates dedicated project management to ensure successful execution across all phases. The initiative spans multiple departments, vendors, and technical platforms, requiring careful coordination of timelines, deliverables, and stakeholder engagement. Continuation of Archer Street LLC’s services is critical to ensure project success.
Recommended Agreements and Contract Amendments
Staff’s recommended agreements and amendments are as follows:
Consultant Agreement
No.
Current
Authorized
Amount
Recommended
Adjustment
Contingency New Total
Authorization
Complete
Paperless
Solutions
(CPS)
2023-157B $178,937.00 $246,563.00 $24,656.30 $450,156.30 Complete
Paperless
Solutions
(CPS)
2025-28A $45,000.00 $250,000.00 $250,000.00 $545,000.00 Archer
Street
LLC 2024-153B $137,200.00 $98,000.00 $- $235,200.00
Crisp
Imaging 2025-176 $- $250,000.00 $250,000.00 $500,000.00 Agreements and Amendments for CDT Program
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The City considers Laserfiche to be essential to City operations. To expeditiously effectuate future agreement renewals, it is recommended that in its approval of the upcoming agreement, the City Council also authorize the City Manager to execute future amendments or agreements with CPS for Laserfiche licensing in accordance with annual licensing increases and changes in user accounts not to exceed 5%.
FISCAL IMPACT
Funds for the Citywide Digitization and Transparency Program are included in the Information Systems Administrative budget, Account No. 530-5330-453.32-01.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that the Citywide Digitization and Transparency Program is not subject to CEQA review because it can be seen with certainty that the Citywide Digitization and Transparency Program may have a significant effect on the environment.
RECOMMENDATION
1. Find the Citywide Digitization and Transparency Program exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and
2. Authorize the City Manager to execute Agreement Amendment 2023-157B with Complete Paperless Solutions in the amount of $271,219.30 including 10% contingency for a total amount of $450,156.30; and
3. Authorize the City Manager to execute Agreement Amendment 2025-28A with Complete Paperless Solutions in the amount of $250,000.00 including contingency for a total amount of $545,000.00; and
4. Authorize the City Manager to execute Agreement Amendment 2024-153B with Archer Street LLC in the amount of $98,000.00 for a total amount of $235,200.00; and
5. Authorize the City Manager to execute Agreement 2025-176 with Crisp Imaging in the amount of $250,000.00 including contingency for a total amount of $500,000.00; and
6. Authorize the City Manager to negotiate and execute future agreements, amendments, and purchase orders with Complete Paperless Solutions for Laserfiche software licensing in accordance with annual licensing increases and user accounts not to exceed 5%.
Agreements and Amendments for CDT Program
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ATTACHMENTS
1. Agreement Amendment 2023-157B Complete Paperless Solutions
2. Agreement Amendment 2025-28A Complete Paperless Solutions
3. Agreement Amendment 2024-153B Archer Street LLC
4. Agreement 2025-176 Crisp Imaging
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None