Agenda Item
City Council
Item #: 3.7. 2/8/2022 File #: 22-0073
TO: Honorable Mayor and Members of the City Council
THRU: Thomas R. Hatch, Interim City Manager
FROM: Will Kolbow, Assistant City Manager/Administrative Services Director
1. SUBJECT
Agreement with Complete Paperless Solutions, LLC for Laserfiche annual maintenance and additional implementation of an electronic election candidate processing portal.
2. SUMMARY
The maintenance agreement for Laserfiche, the City’senterprise document management platform, expires in March 2022. This purchase will extend the support agreement, which includes both technical and software support as well as upgrades, for one year. The agreement also includes added licensing and implementation of an electronic election candidate processing portal.
3. RECOMMENDED ACTION
Approve the agreement with Complete Paperless Solutions, LLC in the amount of $103,482.80 for Laserfiche support and additional modules, providing product updates and enhancements for 12 months, and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $103,482.80 and will be funded through:
Information Systems (780) $54,867.50 Computer Replacement (790), Laserfiche upgrade (20284) 48,615.30 Total: $103,482.80
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. DISCUSSION AND BACKGROUND
The City makes heavy use of Laserfiche for document management purposes and considers it the system of record for all City documents. The current Laserfiche Software Assurance Plan expires in March 2022. The City has ten days after the expiration of the purchase to renew without incurring a reinstatement fee. This proposed purchase would extend support of Laserfiche through March 2023.
Laserfiche has many resellers that support their product. The City must be partnered with one of Laserfiche’sresellers to support the software. Notably for this maintenance renewal term, the City is recommending a change in reseller to Complete Paperless Solutions, LLC (CPS). For the last several years, the City has engaged with ECS Imaging, Inc. (ECS) for Laserfiche support services.
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Item #: 3.7. 2/8/2022 File #: 22-0073
several years, the City has engaged with ECS Imaging, Inc. (ECS) for Laserfiche support services.
Their service quality has diminished with a noticeable exodus of their key seasoned staff, some of which have migrated to CPS.
Staff evaluated competing resellers and also reconsidered the incumbent ECS. This resulted in focusing our evaluation with CPS, ECS, and Cities Digital, Inc. (CDI). Of these, CPS was superior as they possess the ability to implement the desired electronic election candidate processing portal.
Their references were excellent. Being a local reseller, CPS can provide onsite and exclusively remote support with their Anaheim office. CPS recently won Laserfiche’sCustomer Choice Award given to resellers who demonstrates customer service as a core value validated by high customer retention and net promoter scores measuring customer experience.
The agreement includes an addition of 25 Laserfiche user licenses for a net total of 275 and adds 275 forms professional licenses needed for the election candidate processing portal.
The election candidate processing portal automates the workflow for candidate submission and improves that ability to ensure all candidate requirements are met.
7. ATTACHMENTS
· Professional Services Agreement with Complete Paperless Solutions, LLC City of Orange Printed on 2/3/2022Page 2 of 2
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