sr-091410-1l~~
,Yp, City Council Report
Santa Monica$
City Council Meeting: September 14, 2010
Agenda Item: ~ °1---
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Additional License Purchases and Ongoing Maintenance for Imaging and
Document Management System
Recommended Action
Staff recommends the City Council
1. Authorize the City Manager to negotiate and execute contract modifications to
increase the purchasing authorization in the existing Software License and
Maintenance Agreements with Laserfiche from $120,000 to $159,320; and
2. Approve the budget changes as outlined in the Financial Impacts & Budget
Actions section.
Executive Summary
The City entered into agreements with Laserfiche in 2006 for the purchase and
maintenance of imaging and document management software. Since that time,
increased staff usage due to amulti-departmental deployment of Laserfiche products
has necessitated the purchase of additional user licenses and related services. Funds
of $39,320 are available in 0018010.589000 ($13,600), 01304.533580 ($15,688), and
01243.533580 ($10,032).
Discussion
The software licenses previously purchased for the Laserfiche imaging and document
management system covers a fixed number. of concurrent users and requires
corresponding annual software maintenance payments. In order to handle the growth of
the system, the City must increase the number of licenses by thirteen, which will
increase the annual software maintenance cost from $11,060 to $16,720, effective
10/1 /2010.
1
Financial Impacts & Budget Actions
Additional software license costs and related services of $22,600 will be funded via
0018010.589000 ($13,600) and 01304.533580 ($9,000).
Software maintenance costs of $16,720 for all Laserfiche products for the year 10/01/10
- 09/30/11 will be funded via 01243.533580 (ISD) and 01304.533580 (PD), as follows:
ISD Police Total
10/01/10 - 09/30/11 $10,032 $6,688 $16,720
Future maintenance and support costs will be included in the proposed budget of the
respective year for Council's review and approval.
Prepared by: David Yeskel, Systems Analyst
Approved:
GU
Jory f
Chi f nformation Officer
Forwarded to Council:
Y- ~
Rod Gould
City Manager
2
Reference Amended
Contract No. 8575 (CCS).