City Council
Report
City Council Meeting: November 28, 2023
Agenda Item: 5.E
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To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Contract Modification for Self-Hosted Service and Migration to Laserfiche Cloud Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to Agreement #9789 (CCS) in the amount of $156,037 with Compulink Management Center, Inc. dba Laserfiche for continued electronic document management and self-hosted services for the Police Department. This will result in a 5-year amended agreement with a new total amount not to exceed $518,251, with future year funding contingent on Council budget approval; and
2. Authorize the City Manager to negotiate and execute a new (Software as a Service) SaaS Agreement with Compulink Management Center, Inc. dba Laserfiche for continued electronic document management and cloud migration services for the Records & Election Services (City Clerk) and Community Development Departments. This recommended agreement is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (g) and is for a 10-year agreement with a total amount not to exceed $839,000 with future year funding contingent on Council budget approval; and
3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The 5-year modification to Agreement 9789 (CCS) with Compulink Management Center, Inc. dba Laserfiche would continue electronic document management services of storing and retrieving City Council meeting documents, building permits and plans, Planning documents, Code Enforcement cases, and engineering drawings, and maintenance of self-hosted repositories on-site for the Police Department. 2 of 5
The new Laserfiche Software as a Service (SaaS) Agreement would also continue document management services for the Records and Election Services and Community Development Departments but transition from self-hosting to subscription-based cloud services. Due to Criminal Justice Information Services (CJIS) data in the system, the Police Department must maintain services until the vendor obtains GovCloud (data storage for government agencies with sensitive records that address regulatory and compliance requirements) and Federal Risk and Authorization Management Program (FEDRAMP) certifications before transitioning to the cloud. The purpose of transitioning from an on-site solution to a cloud-hosting solution is to support workforce mobility and enhance service uptime, system back-up, and disaster recovery for the City. The service would also improve department efficiencies by upgrading and making the Laserfiche Public Portal more user-friendly; continuing to allow departments to store and give access to more public documents online; reducing the amount of staff time spent on calls/records requests for public documents; and allow servers to be repurposed for other uses.
Discussion
In 2006, the City conducted a Request for Proposals (RFP) and entered into agreements with Laserfiche for the purchase and maintenance of imaging and document management software to replace the City’s previous FileNet system. In 2010, the agreement was modified to purchase additional user licenses and related services due to a multi-departmental deployment of Laserfiche products. In 2013, the City entered into a new sole source software licensing agreement to integrate the Laserfiche system with other systems, such as those for Police reporting and building permitting to streamline document retention and publishing processes. In 2017, the agreement was modified to add software and services to support mobile functionality and enhanced digitization of paper documents. At the June 27, 2023 City Council meeting, Council approved a budget enhancement to transition electronic content management services to the cloud.
The SaaS service would transition the City to a subscription-based licensing model, with an annual fee including software licenses, hosting and storage in Amazon Web 3 of 5
Services (“AWS”), core-product technical support, and automatic deployments of quarterly software releases to keep the City current on the latest updates and performance enhancements. The transition would further enable system reliability because the cloud-hosted solution is designed for resilience and high availability to maintain critical business continuity for storing and retrieving City Council meeting documents, building permits and plans, Planning documents, Code Enforcement cases, and engineering drawings. The cloud-hosted solution would also provide the necessary underlying infrastructure to reduce expenditures for hardware and software maintenance, minimizing the total cost of ownership, and allowing Information Systems staff to support other high-value City technology initiatives. Finally, upgrading this service would avoid working with unsupported software which could cause any of the following: loss of data, compatibility issues with integrated systems or system failure, compliance issues, and reduce operational efficiencies. Because of the new scope of work, staff recommends entering into a new exception to competitive bidding 10-year Software as a Service (SaaS) Agreement, with Laserfiche for cloud migration services.
Additionally, when the vendor obtains Federal certifications, staff would return with a modification to incorporate the Police Department into the SaaS agreement.
Vendor Selection
Staff recommend as exception to the competitive bidding process.
Recommend as Exception to Competitive Bidding
Staff recommends Compulink Management Center, Inc. dba Laserfiche to furnish and provide continued electronic document management and self-hosted services for the Police Department and continued electronic document management and cloud migration services for the Records & Election Services (City Clerk) and Community Development Departments as an exception to competitive bidding per Muni Code
2.24.250 (g). Laserfiche has provided the City with electronic document management services and has been a sole source vendor since 2006, and stores records going back to the 1940s. Staff requests a 10-year Exception to Competitive bid SaaS Agreement because of the additional costs to export/import files and additional time to re-bid for another system, and staff/the public would temporarily lose access to files during the transition. Additionally, there is precedence with Council approving a 10-year agreement with the first modification in 2017.
g. due to circumstances outside of the control of the City, would result in a substantial economic loss, substantially compromise a legal position, or substantially interfere with a required City operation;
Environmental Review
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These agreements are exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The agreements represent changes to the City’s software system and would not result in physical effects on the environment. No further environmental review is required.
Past Council Actions
Meeting Date Description
08/27/13
(Attachment A)
Original bid and aware of agreement with vendor for an
imaging and content management and services
12/05/17
(Attachment B)
Most recent modification to agreement with vendor
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to: 1) increase the amount of Agreement 9789 (CCS) with Compulink Management Center, Inc. dba Laserfiche for continued self-hosted electronic document management services for the Police Department and 2) award a new 10-year SaaS Agreement with Compulink Management Center, Inc. dba Laserfiche for cloud migration services. Future year funding is contingent on Council budget approval.
Agreement 9789 (CCS) Modification Request
Agreement # Current Authorized
Amount
FY 2024-25
Modified Request
Amount
Dept Account # Total Revised
Contract Amount
9789 $767,292 $156,037 01180005.529230 $923,329
SaaS Agreement Request
FY 2023-24
Request Amount Department/CIP Account # Future Years Amount Total Contract Amount $100,570 01110001.529230 $603,430 $704,000
$0 01700001.529230 $135,000 $135,000
Total $839,000
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Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. Contract 9789 (CCS)
B. Contract 9789 (CCS) Second Modification
C. OAKS INITIATIVE FORM (2023)