Administrative
Report
H.15., File # 23-6162 Meeting Date: 6/6/2023
To: MAYOR AND CITY COUNCIL
From: LUKE SMUDE, ASSISTANT TO THE CITY MANAGER
TITLE
APPROVE THE SECOND AMENDMENT TO THE MAINTENANCE AND SUPPORT AGREEMENT
WITH COMPLETE PAPERLESS SOLUTIONS, LLC FOR ADDITIONAL SCANNING SERVICES FOR THE BUILDING DIVISION, INCREASING THE CONTRACT BY $29,700 FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $133,827
EXECUTIVE SUMMARY
As part of an ongoing strategic planning objective to modernize operations and improve online offerings for the community, the Building Division recommends a second amendment to the City’s Agreement with Complete Paperless Solutions (CPS) which will add additional scanning services to transition paper plans and records to digital files that will be catalogued and made available internally through Laserfiche, or to the public via Public Records Act requests, as applicable.
BACKGROUND
The Building Division is in the process of updating their operations to move permitting processes online and enhance their electronic record keeping capabilities. Approval of the second amendment with CPS will allow the Building Division to continue to make progress towards these goals by transitioning thousands of physical records stored in City Hall vaults to electronic formats that will be indexed in Laserfiche, the City’s enterprise document management system. This will facilitate quicker location of appropriate records and ensure timely distribution to the public upon request.
CPS has provided software support and maintenance services to the Police Department and City Clerk's Office since 2010, including all software updates, onsite repair, onsite training assistance and remote telephone help desk assistance during the year for Laserfiche, which functions as the City’s official enterprise document imaging software.
CPS is an ideal partner for the scanning effort as they already support the City’s Laserfiche system and are intimately familiar with the City’s Laserfiche indexing protocols, which are essential to ensuring scanned documents are placed in the correct repository and made available via the program’s robust search functions. Without proper indexing, numerous hours of staff time would be required to identify scanned files and associate them with the appropriate Department, Division and function within the City. The additional scanning services will cost $29,700
COORDINATION
This item was coordinated with the Building Division of the Community Development Department,
H.15., File # 23-6162 Meeting Date: 6/6/2023
and the City Attorney’s Office Approved the second amendment as to form.
FISCAL IMPACT
Funding for the $29,700 of additional scanning services will be provided by the Building Division’s Plan and Permit Retention Fees.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Second Amendment Complete Paperless Solutions, LLC · Agmt - First Amendment Complete Paperless Solutions, LLC, August 2, 2022 · Agmt - Original Agreement Complete Paperless Solutions, LLC, August 6, 2019