To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CITY CLERK; JOE HOFFMAN, CHIEF OF POLICE; MIKE COOK, INFORMATION TECHOLOGY DIRECTOR; SEAN SCULLY, ACTING COMMUNITY DEVELOPMENT DIRECTOR
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APPROVE AN AGREEMENT WITH COMPLETE PAPERLESS SOLUTIONS, A CALIFORNIA LIMITED LIABILITY COMPANY (CPS) FOR LASERFICHE SOFTWARE SUBSCRIPTION LICENSE AND SUPPORT SERVICES FOR A THREE-YEAR TOTAL AMOUNT NOT TO EXCEED $207,874 AND THE TERM OCTOBER 1, 2023 THROUGH SEPTEMBER 31, 2026
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EXECUTIVE SUMMARY
The City has utilized the Laserfiche system for over twenty years for enterprise management of public documents for the City Clerk's Office and confidential documents for the Police Department. The proposed Agreement will upgrade the City's Laserfiche services and provide additional user licenses to the City. The annual subscription license fee is $43,484 for the first year, and $54,420 for the second and third years, for a 3-year total cost of $152,324. The cost of the annual subscription will be distributed across the Police ($78,259) and City Clerk ($74,064.80) Department budgets. The Agreement also includes a one-time cost of $55,550 for a scanning project in the Building Services Division. The total not to exceed amount of the agreement, inclusive of subscription and scanning fees, is $207,874.
BACKGROUND
The Laserfiche system is maintained by the City Clerk's Office, Information Technology Department, and Police Department and provides online public access to official City records, stores confidential documents, and allows for electronic imaged documents to be sent via e-mail within the City and to the public. The three-year subscription license offered by CPS includes all software updates, onsite repair, onsite training assistance, and remote telephone help desk access software to support the upgraded Laserfiche system which will be used to support the City's current record retention schedule.
The system upgrade will also boost the overall licen...
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