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SR 12-05-2017 3C City Council Report City Council Meeting: December 5, 2017 Agenda Item: 3.C 1 of 4 To: Mayor and City Council From: Joseph Cevetello, Chief Information Officer, Information Systems Department, Software Systems Subject: Modification of Agreement with Compulink Management Center, Inc., dba Laserfiche, to Add Products and Services Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute first modifications to the software license agreement #9789 in the amount of $381,000 and the software maintenance and support agreement in the amount of $226,311 for an aggregate of $607,311 with Compulink Management Center, Inc., dba Laserfiche, a California -based company, in order to add software and services to support Police mobile functionality and enhanced digitization of paper documents. This will result in additional perpetual software licenses, with an extended 10 year maintenance agreement, with a new total amount not to exceed $767,292, with future year funding contingent on Council budget approval. Executive Summary The City has embarked on its Total Workplace initiative to design a workplace to serve Santa Monica into the 21st century. A key part of this initiative is transitioning from paper-intensive processes and records to digital records and processing more work electronically. The City has long stored certain records electronically, standardizing on the Laserfiche content management system in 2006 for digital record storage. Documents stored in the City’s repository include Council materials, permits and building plans, Police reports and citations, and engineering drawings. In support of Total Workplace, staff now plans to expand the use of Laserfiche within the organization to include deployment of a new mobile app and a multi-year project to digitize paper archives prior to the 2020 opening of the City Services Building. At this time, staff requests approval to modify the software license agreement to purchase additional software licenses and related maintenance, professional services ($381,000) and the software maintenance and support agreement to extend maintenance services for all of the licensed products for an additional 5-year period ($226,311). These second 2 of 4 modifications would increase the contracts by $607,311, resulting a total amount not to exceed $767,292. Background On April 25, 2006, Council authorized staff to negotiate and execute a software license agreement and maintenance and support agreement for the select group of products then available with Laserfiche for an imaging and document management system and related services (Attachment A). On Sept. 14, 2010, Council authorized a modification to the City’s contract with Laserfiche to purchase additional software licenses in order to expand staff usage (Attachment B). Then, on August 27, 2013, Council once again authorized staff to negotiate and execute a new Software License Agreement and Software Maintenance and Support Agreement with Laserfiche to incorporate new technologies that had arrived in recent years, for a total not to exceed $159,981 (Attachment C). The City has used various, related Laserfiche products since 2007 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, Police 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 2007, Laserfiche’s product offerings have evolved to meet modern technology infrastructure requirements, i.e., web-based applications, mobile apps and collaboration tools previously unavailable. Discussion The necessary expansion in use of Laserfiche products and services is due to three initiatives related to the City’s digital expansion and its embrace of mobile applications. They are: 1. Due to the file storage space restrictions to be imposed in the new City Services Building, departments that plan to move to this new facility must significantly 3 of 4 downsize their paper storage archives and provide for ongoing electronic document conversion and storage. Staff recommends engaging Laserfiche’s Professional Services group to electronically image these paper archives (estimated at 1 million pages) and commit them to the City’s existing document repository, where they can be retrieved at will by staff and/or the public, depending on security applied. 2. In order to dovetail with the Police Department’s deployment of Android-based mobile devices to all field officers, staff plans to add the Laserfiche Mobile app to those devices. This will enable field officers to search, retrieve and view Police Reports, Citations, Stay-Away Orders and Field Interview cards in the field or in court, thus precluding the need for radio calls or Public Safety Facility visits for this purpose. This mobile functionality will also enable Building Inspectors, Code Enforcement staff and other in-field City staff to remotely search legacy Permit- and Plan-related documents related to current field inspections, and will apply to future mobile-access needs for other City Departments and their associated documents. 3. Due to the City’s Digital by Default strategy, which endeavors to drastically reduce reliance on paper documents. Digital by Default will encompass all aspects of city services from initiation through completion via the use of online technologies, effectively transforming paper forms to electronic processes. Data archived as part of Digital by Default can and will be stored and accessible within LaserFiche. Vendor/Consultant 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 multi-departmental committee based on product approach, cost, and ability to meet the City’s technical specifications and product support requirements. Laserfiche was the best bidder and best met the City’s technical specifications and product support requirements. 4 of 4 The City has now received quotes from Laserfiche for the purchase of additional products, licenses and services that will allow further deployment of Laserfiche via mobile devices and to new departments across the organization. These additional Laserfiche products and services are necessary in order to maintain and expand the City’s existing, significant investment in its proprietary Laserfiche infrastructure, while ensuring that immediate and near-future business needs are met. Laserfiche has continued to evolve with changing information technology trends and needs over the years. The system continues to meet the needs of the City. Financial Impacts and Budget Actions This increase will result in a contract amount not to exceed $607,311 for software licenses, services, as well as annual software maintenance services over a 5-year period. Funds of $381,000 to cover the purchase of software licenses, services and first year software maintenance are available in the FY 2017-18 Capital Improvement Program budget in accounts C019148.589000 ($83,000) and SO015801.589000 ($298,000). Ongoing maintenance will be paid from various department accounts. Future year funding is contingent on Council budget approval. Prepared By: David Yeskel, Systems Analyst Approved Forwarded to Council Attachments: A. April 25, 2006 Staff Report B. September 14, 2010 Staff Report C. August 27, 2013 Staff Report D. Oaks Initiative Form - Compulink REFERENCE – FIRST MODIFICATION TO AGREEMENT NO. 9789 (CCS)