Administrative
Report
H.17., File # 24-0857 Meeting Date: 5/21/2024
To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO , CITY CLERK MIKE
COOK, INFORMATION TECHNOLOGY, AND MARC WEINER, COMMUNITY DEVELOPMENT
DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS (CPS), A CALIFORNIA LIMITED LIABILITY COMPANY, FOR LASERFICHE FOR ADDITIONAL SERVICES TO INCLUDE SCANNING AND FILE COMPRESSION, IN THE AMOUNT OF $38,700
EXECUTIVE SUMMARY
On September 19, 2023, the City entered into an agreement with Complete Paperless Solutions (CPS) for Laserfiche software subscription license and support services for City-wide records management. At this time, additional services are required in order to allow the for the Information Technology (IT) Department to process file system compressions, and for the Building & Safety Division of the Community Development Department to scan additional records.
BACKGROUND
The City Clerk’s Office has been coordinating updates relating to the Laserfiche upgrade project under the current Agreement with CPS, which includes software updates, licensing, and scanning support for the Police Department and various City Hall Departments. The proposed amendment would add services for the IT Department that include file compression to improve the storage of digitized records. The amendment also includes additional services that will allow the Building & Safety Division of the Community Development Department to scan and archive various building permits, files, and drawings.
Staff recommends approval the proposed first amendment to the CPS Agreement which will enhance the availability of online records for the public.
COORDINATION
The City Clerk’s Office coordinated with the IT Department, as well as the Building & Safety Division of the Community Development Department. The first amendment was prepared and approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funds were allocated in the IT and Community Development Department FY2023-24 budgets for this effort. The additional costs are distributed as follows: $9,000 for the IT Department and $29,700 for Building and Safety Division, for a total of $38,700.
H.17., File # 24-0857 Meeting Date: 5/21/2024
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - First Amendment to the Agreement with Complete Paperless Solutions Agreement · Agmt - Original Agreement with Complete Paperless Solutions Agreement, September 19, 2023