SR-08-27-2013-3D— 1940M
City of
Santa Monica"
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City Council Meeting: 08/27/13
Agenda Item: �3_D
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Software License and Maintenance Contracts with Laserfiche for
Electronic Imaging and Document Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute software license and maintenance agreements with Laserfiche, a California-
based company, in an amount not to exceed $159,981 for the sole source purchase of
software licenses, maintenance and related services for five years to provide an
electronic imaging and document management system with future year funding
contingent on Council budget approval.
Executive Summary
Since 2006, the City has used Laserfiche to provide imaging and document
management for documents and other media that require long-term retention and/or
have particular public significance. These documents include Council materials, Police
reports and citations, building plans and engineering drawings. Since that time, the
City's has expanded its deployment of the software, thus requiring the purchase of
additional licenses. Additionally, staff seeks to integrate the Laserfiche system with
other collaboration systems to streamline document retention and publishing processes.
Therefore, staff seeks to procure a new software licensing agreement in order to
expand the number of user licenses, acquire new products and provide for additional
services. The upgraded licenses and services, including maintenance, product support
and training, would not exceed $159,981 over a five year period.
Background
On April 25, 2006, Council authorized staff to negotiate and execute a contract with
Laserfiche for an imaging and document management system and related services.
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On September 14, 2010, Council authorized a modification to the City's contract with
Laserfiche to purchase additional licenses to expand staff usage.
Today, the City uses Laserfiche products to efficiently create, store, view and manage
electronic images and documents for several departments. Examples of electronic
images/documents stored in the City's repository include Police reports and citations,
building permits and plans, engineering drawings and Council meeting documents. Use
of Laserfiche products has substantially accelerated the fulfillment of document
requests while simultaneously preserving fragile paper archives. Since the City
originally implemented the system, Laserfiche's product offerings have evolved to meet
modern technology infrastructure requirements, including web -based applications and
collaboration tools.
Discussion
The software licenses purchased in 2006 for the Laserfiche Imaging and Document
Management System are perpetual licenses but are limited to a select group of products
then available. The increased demand for the system requires the City upgrade its
licensing arrangement with Laserfiche. This new licensing arrangement would also
allow the City to better integrate emerging technologies and new software collaboration
products which have been introduced citywide, meet evolving business needs, and
leverage products using new technologies. .
Contractor Selection
In order to evaluate competing systems in 2006, staff published a Request for
Proposals (RFP) and evaluated various vendor solutions. Responses were evaluated
by a mutli-departmental committee based on product approach, cost, and ability to meet
the City's technical specifications and product support requirements. Laserfiche was
the lowest bidder and best met the City's technical specifications and product support
requirements.
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The City has now received a quote from Laserfiche for the purchase of additional
products, licenses and services that would allow further deployment of Laserfiche
throughout the organization. This sole source purchase is necessary in order to
maintain and expand the City's significant, existing investment in Laserfiche
infrastructure, so complementary business systems such as Police reporting and
building permitting can continue to communicate and operate interdependently on
platforms developed by Laserfiche. Business rules and associated workflows in these
complementary systems depend on Laserfiche functionality.
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Financial Impacts & Budget Actions
The software licensing agreement to be awarded to Laserfiche is for an amount not to
exceed $52,890 for software licensing and $20,784 for annual software maintenance
beginning in FY 2013/14, with 5% increases in software maintenance in years four and
five, for a total amount not to exceed $159,981 over a five year period. Funds for the
software licensing and first year of maintenance are included in the FY 2013/14 budget
in divisions 243 and 304 and in the Capital Improvement Program budget in account
055000313.589000. The software licensing and first year of maintenance will be
charged to the following accounts:
01243,533580 $12,470
01304.533580 $29,070
C55000313.589000 $32,134
TOTAL $73,674
Budget authority for subsequent budget years will be requested for divisions 243 and
304 in each budget for Council approval. Future funding is contingent upon Council
approval and budget adoption.
Prepared by: David Yeskel, Systems Analyst
Approved:
Forwarded to Council:
Wory o Rod Gould
f Information Officer City Manager
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Reference:
Resolution No. 9789