DATE:
September 17, 2024
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
Victor Knight, Economic Development Manager
SUBJECT:
Electronic Document Management Maintenance and Licensing Contract Authority
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to approve a contract amendment in the amount of $34,952, plus a contingency of $968, for a total not-to-exceed amount of $130,204, to provide an additional year of licensing support and maintenance of the City’s current 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 creating 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Laserfiche currently hosts historical documents related to the City’s finances, personnel, and building plans.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 one-year amendment will ensure product stability and support for an additional term. In addition to securing support and licensing, the contract includes a contingency of $968 to allow for additional licenses if needed to support future staffing or projects.
CITY GOAL SUPPORTED BY THIS ITEM
Future Development – Facilitate balanced growth to ensure cohesive community development and pursue economic development.
FISCAL IMPACT
Funding for this agreement exists within the Fiscal Year (FY) 2024-25 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 Mayor and City Council Members
Electronic Document Management Maintenance and Licensing Contract September 17, 2024