HomeMy WebLinkAboutCC RESO 2023-99 Agreement with Complete Paperless Solutions (CPS) for Enterprise Content Management System (Laserfiche)RESOLUTION O. 2023 - 99
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY,
CALIFORNIA, APPROVING AN AGREEMENT WITH COMPLETE PAPERLESS
SOLUTIONS TO PURCHASE AN ENTERPRISE CONTENT MANAGEMENT SYSTEM,
AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT
WHEREAS, the Questys product quality has declined over the years with only minor
upgrades and has fallen behind compared to other technology and Enterprise Content
Management (ECM) Systems available; and
WHEREAS, Laserfiche is recognized as a pioneer in the ECM Technology since 1987
and continues to transform organizations in more than 80 countries; and
WHEREAS, Laserfiche integrates with many of the business processes used in the City
and will assist staff in automating and sharing more records. In turn, this will provide access to
more records online through a public portal on the City website. Providing more City records
online allows the public to conduct their own research on their time and reduces Public Records
Requests by being more accessible and transparent; and
WHEREAS, utilizing an ECM EDMS system that is as robust as Laserfiche will actually
reduce costs and use of resources. The savings on the annual Questys contract would be
$16,112.02, and there would be additional savings as a result of a reduction in the amount of
record storage boxes, copy paper, and toner purchased, and a lesser need for off -site storage;
and
WHEREAS, Complete Paperless Solutions (CPS) will provide the City with a turnkey
solution, including all software and related services for design, data migration, development,
deployment, training, and support of the system; and
WHEREAS, S, the proposed system upgrade will have a one-time cost of $82,000, and an
annual license and support cost of $5,875; and
WHEREAS, staff recommends that the City Council authorize the City Manager to
execute a professional services agreement with CPS, as a replacement for Questys, to provide
for the term from August 1, 2023 to August 1, 2026 with the option to extend the terms of the
agreement in one-year increments for an additional three 3 years.
NOW, THEREFORE, E, THE CITY COUNCIL OF THE CITY OF NATIONAL CITY,
CALIFORNIA, IA, DOES RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS:
Section 1: That the City Council hereby authorizes the City Manager to execute a
professional services agreement with CPS that will provide the City with a turnkey solution,
including all software and related '9.rvices for design, data migration, development, deployment,
training, and support of the system.
Section 2: That x. City Clerk shall certify to the passage and adoption of this
Resolution and enter it into thbook of original Resolutions.
...
ATTEST:
Shelley Chape
PASSED and ADOPTED this 1st day of August, 2023.
MC, Ci
Clerk
APPROVED AS TO FORM:
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Barry J. 7
City Attorney
Passed and adopted by the City Council of the City of National City, California, on
August I, 2023 by the following vote, to -wit:
Ayes: Bush, Rodriguez, Yamane, Molina, Morrison
Nays: None.
Absent: None.
Abstain: None.
AUTHENTICATED BY: RON MORRISON
Mayor of the City of National City, California
BY:
Shelley Chapel
City Clerk of the City of National City, California
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Shelley Chapel,
C, City C