DATE:
May 17, 2022
TO:
Mayor and Council Members
FROM:
Nils Bentsen, City Manager
BY:
Casey Brooksher, Director of Administrative Services
Justin Mansfield, Information Systems Specialist
SUBJECT:
Three-Year Maintenance and Licensing agreement with ECS imaging
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to enter into a three-year contract with ECS imaging (ECS), in the amount of $89,794 plus a 5% contingency amount of $4,490 for a total not-to-exceed contract amount of $94,284, to provide maintenance and licensing for the Electronic Document Management System (Laserfiche).
BACKGROUND
The City has utilized Laserfiche Software for electronic document management services since 2003. These services include the maintenance and licensing of Laserfiche, the City’s electronic records system; scanning of plans, documents, and microfilm; and the creation of online forms and automated workflows.
ISSUES/ANALYSIS
Laserfiche currently hosts historical documents related to the City’s finances, personnel, and building plans. Considering another service provider would involve a lengthy and time intensive effort to migrate from the existing platform. Establishing a new maintenance and licensing agreement will ensure product stability and support for a three-year term. In addition to securing maintenance, the contract amount includes an additional fifty (50) licenses. These licenses will be utilized for the current employment application process and development of future forms.
FISCAL IMPACT
Funding for this agreement will continue to be included in the Information Technology annual operating budget.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the City Council and Hesperia Water District Board Members Copier and Multi-Function Printer Lease
December 21, 2021