AgdaPkt 2019-01-28 Joint SA PFA - Laserfiche WebLink

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6.B. - Page 1 of 7 /<�ik Redwood CitylCallifornia Faunded 1867 A,&/ DATE: January 28, 2019 SUBJECT STAFF REPORT To the Honorable Mayor and City Council From the City Manager Amendment No. 1 to General Services Agreement for Software / Hardware Maintenance Support and Scanning Services with ECS Imaging, Inc. RECOMMENDATION By motion, approve and authorize the City Manager to execute Amendment No. 1 to the General Services Agreement with ECS Imaging, Inc. in the amount of $54,318 (for a total amount of $70,000) for annual software / hardware maintenance support and scanning services. STRATEGIC INITIATIVE Government Operations BACKGROUND On July 6, 2017, the City Manager approved an agreement with ECS Imaging, Inc. for their annual software / hardware maintenance support with Laserfiche, which is software the City uses to maintain electronic records of public documents. ECS Imaging, Inc. is the vendor the City uses to scan, categorize, and maintain City documents for electronic retention. This service is essential for internal processes and public records requests, and assists in maintaining the City's online platform which provides public access to certain City records such as archived City Council agendas and minutes, agreements, and recorded documents. ANALYSIS The scope of work for the original agreement was in an amount below $60,000 and within the spending authority of the City Manager. The City is now in the second year of that agreement. The amendment will extend the term of the agreement for through Fiscal Year 2019-20 and amend the scope of work to include scanning services for the Community Development Department. The scanning services offered by ECS Imaging, Inc. will enable the Building and Planning Divisions within Community Development to keep City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 57