Agenda Item
City Council
Item #: 3.5. 2/14/2023 File #: 23-0071
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Susan Galvan, Assistant City Manager
1. SUBJECT
First Amendment to Agreement with Complete Paperless Solutions, LLC for Laserfiche annual maintenance and dedicated support.
2. SUMMARY
The maintenance and support agreement for Complete Paperless Solutions, LLC, the City’s Laserfiche document management enterprise, expires in March 2023. This purchase will extend the support agreement for three years, which includes both technical and software support, maintaining software compliance and consistency as well as upgrades.
3. RECOMMENDED ACTION
Approve the amendment to the agreement with Complete Paperless Solutions, LLC for a three-year term totaling $196,050, paid in three one-year increments of $65,350 for Laserfiche support, and providing product updates and enhancements; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $196,050 and will be funded through Information Systems (780).
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 2023. 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 at an annual cost of $65,350 from March 9, 2023 through March 8, 2026.
Complete Paperless Solutions, Inc. (CPS) was selected for their responsiveness, including on site staff training, technical support, and enterprise system integration. The previous agreement included the implementation candidate processing portal for electronic election. City staff was very City of Orange Printed on 2/8/2023Page 1 of 2
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Item #: 3.5. 2/14/2023 File #: 23-0071
included the implementation candidate processing portal for electronic election. City staff was very satisfied with the level of service in the implementation of candidate processing portal and ongoing technical support
7. ATTACHMENTS
· First Amendment to Agreement with Complete Paperless Solutions, LLC City of Orange Printed on 2/8/2023Page 2 of 2
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