Fremont City Council Meeting: 05/14/24 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5113) DOC ID: 5113
Updated: 5/9/2024 6:32 PM by Susan Gauthier Page 1
PURCHASE REPLACEMENT SOFTWARE FOR THE CITY’S DOCUMENT
MANAGEMENT SYSTEM - Authorize the City Manager, or her Designee, to Enter into Agreements with ECS Imaging, Inc. for Implementation Services and Software Licenses and Maintenance and Support of the LaserFiche Software System.
Contact Persons:
Name: James Wong Sanford Taylor
Title: Senior Systems
Analyst/Programmer
IT Director
Div/Dept: Information Technology Services Information Technology Services Phone: (510) 494-4812 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City of Fremont (City) has utilized the Cimage Document Management System (DMS) since the year 2000. The Document Management System is a repository that stores all the City’s Plans, Permits, Police Department Digital Evidence, City Contracts, and Legislative History. The software system is used by all of the City’s departments and is critical for the City to do business. There have been several upgrades and customizations over the years; however, the software system no longer meets the City’s needs.
The implementation, first-year software licenses, and ongoing annual maintenance cost for the new Laserfiche Document Management System for the period of June 1, 2024, through May 31, 2025, is $151,419. The Ongoing Annual Maintenance and Support for Years 2 and 3 is $54,789.50. The total project cost is $206,208.50. The amount of the implementation, license costs, and ongoing annual maintenance exceeds $100,000 and requires City Council approval.
BACKGROUND: The City has employed the use of Cimage Document Management System since 2000. Although the City has performed numerous upgrades and customizations, the current, 20+ year old Document Management System no longer meets the City’s needs.
A new Document Management System will facilitate contract signage and storage through integration with DocuSign. Also, integration with the City’s permitting system Accela will help automate the storage of plans and permits in accordance with the City’s record retention schedule. The new software system will have full-text retrieval built natively into the software, providing for enhanced search capabilities, and a portal for accessibility to public-facing documents. These new features will provide staff the tools to better adapt to the City's and the public's future needs.
DISCUSSION/ANALYSIS: An interdepartmental project team, comprised of City staff from City Manager, Fire, Community Development, City Attorney and Information Technology Services departments developed a list of functional requirements for a new Document Management System. In July 2023, the City issued a Request for Proposals that was posted Council Staff Report (ID # 5113) Meeting of May 14, 2024 Updated: 5/9/2024 6:32 PM by Susan Gauthier Page 2
on BidSync.com. In response to the RFP #24-004, the City received six proposals from the following software companies and software system integrators:
Company Proposed System
ECS Imaging, Inc. Laserfiche
Complete Paperless Solutions Laserfiche
Global Solutions Laserfiche
GRM Visual Vault
Softdocs Etrieve
SoftSages Technology Elise
The proposals were evaluated by the interdepartmental project team using the following criteria: (a) ability for the proposed system to meet the functional requirements in the RFP; (b) able to integrate with DocuSign and Accela systems; (c) public-facing web portal for document search; (d) full-text retrieval capability for enhanced searches (e) understanding the scope of work to be completed; (f) On-premise vs. Cloud SAAS product; (g) responsiveness to the RFP requirements; and (h) costs of software licensing and services.
After the evaluation, the City invited the top two proposers (ECS Imaging, Inc. and Complete Paperless Solutions, Inc.) to demonstrate the capabilities of their Document Management System solution to the interdepartmental project team and representatives from the user departments during a proof-of-concept demonstration over one-half day for each proposer. City staff also conducted reference checks for the top two proposers. After the reference checks and proof-of-concept demonstrations, the City selected ECS Imaging, Inc. as the top proposer with the system that best meets the City’s needs.
The agreement for professional services and Year 1 ongoing annual maintenance and support with ECS Imaging, Inc. will include the following:
Total professional services and Year 1 maintenance Agreement: $151,419 • One-Time Project Costs: $125,400
o Implementation Services $ 54,900
o Data Conversion Services $ 50,000
o Configuration Services $ 10,500
o Contingency $ 10,000
• Ongoing Annual Maintenance and Support: $26,019
o Year 1 $26,019
The maintenance agreement, also paid to ECS, is for on -going support of the LaserFiche software for Years 2 and 3 and will include the following:
Council Staff Report (ID # 5113) Meeting of May 14, 2024 Updated: 5/9/2024 6:32 PM by Susan Gauthier Page 3
Total Ongoing Annual Maintenance and Support Agreement: $54,789.50 o Year 2 $26,973.75 (3% escalator or CPI, whichever is lower) o Year 3 $27,815.75 (3% escalator or CPI, whichever is lower)
Total Project Cost (implementation, Year 1, 2, 3 ongoing maintenance and support): $206,208.50
FISCAL IMPACT: The estimated one-time project cost not-to-exceed amount is $125,400, as previously described, and the annual software maintenance and support not to exceed amount is $80,808.50 for a three-year term.
The one-time costs ($125,400) and the first year of maintenance and support ($26,019) will be funded by the Information Technology Services Capital Replacement Fund (Fund 625).
The ongoing annual software support costs will be requested in the Information Technology Services Department operating budget as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The renewal of computer software licenses is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or her designee to execute an Agreement with ECS in the amount of $151,419 to provide implementation and professional services, and Year 1 of ongoing annual maintenance and support for the Document Management Software System, LaserFiche.
2. Authorize the City Manager or her designee to execute a Maintenance and Support Agreement with ECS for the LaserFiche Software System, in an amount not to exceed $54,789.50. This amount includes subscription costs in the amount of $26,973.75 for Year 2; and $27,815.75 for Year 3. These amounts include the maximum annual 3% escalator.