TITLE
Recommendation to adopt Specifications No. RFP TI17-143 and award a contract to Compulink Management Center, Inc., dba Laserfiche Solutions Group, of Long Beach, CA, for the implementation, installation, software, maintenance, and support of the Enterprise Document Management System, for one-time software and services in the amount of $1,839,966, and ongoing annual maintenance and licensing in the amount of $385,444, for a period of five years, and authorize a 15 percent contingency in the amount of $565,078, for a total contract amount not to exceed $4,332,264, with the option to renew ongoing maintenance and licensing in an annual amount of $404,716 for an additional five-year period, at the discretion of the City Manager; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $2,225,410, offset by charges to user departments and funds and potential short-term internal loans between funds. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Compulink Management Center Inc., dba Laserfiche Solutions Group (Laserfiche), for the software, installation, implementation, maintenance, and support of the citywide Enterprise Document Management System (EDMS). The EDMS project was included in the technology systems category of the critical technology infrastructure needs that was presented to City Council on December 5, 2017. This action authorizes the design and licensing component of the EDMS project, the scanning component of the project will be awarded in a separate procurement.
The goal of an EDMS is to enhance operational efficiencies by automating business processes and greatly reducing paper files and storage. Implementing a citywide EDMS will help the City eliminate, to the extent possible, the number of paper documents...
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