To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
title
APPROVE A MASTER SERVICES AGREEMENT WITH CAYLENT INC. FOR A PROOF OF VALUE IMPLEMENTATION OF AMAZON WEB SERVICES BEDROCK DOCUMENT MODERNIZATION PLATFORM FOR THE TERM OCTOBER 22, 2025 THROUGH OCTOBER 21, 2026, AT NO COST TO THE CITY
end
EXECUTIVE SUMMARY
Staff recommends that the City Council approve a Master Services Agreement (MSA) and accompanying Scope of Work with Caylent Inc. (Caylent) for a Proof of Value implementation of Amazon Web Services (AWS) Bedrock, an artificial intelligence-based platform for document classification, metadata extraction, and workflow automation.
This initiative supports the City Council's 2025 Strategic Plan objective to modernize paper-based records and forms across all City Departments. The Proof of Value implementation would demonstrate the capability of AWS Bedrock to automate the identification, classification, and tagging of City records, creating a foundation for large-scale digitization and modernization of document management workflows.
The project and services are valued at $71,535 and would be fully funded by Amazon Web Services at no cost to the City. Upon successful completion of the proof of value implementation, the system would be ready to scale for full production use in future phases.
BACKGROUND
As part of the 2025 Strategic Plan, the City Council directed staff to develop a comprehensive strategy to digitize departmental records and modernize paper and PDF-based workflows. The City has used LaserFiche as its primary content management system since 1998 however, its adoption has been limited primarily to the City Clerk's Office and the Police Department. Most other departments continue to rely on paper files, which has led to inconsistent organization and can create issues for full compliance with the City's records retention policies.
To evaluate the scope of modernization needed, the Information Technolo...
Click here for full text