Laserfiche WebLink
6.A. - Page 2 of 20 <br />On July 6, 2017, both parties executed a new agreement for ECS Imaging to continue providing scanning, <br />conversion, and support services for the Laserfiche Platform for a period of two years from July 6, 2017 <br />through July 5, 2019. <br />On February 14, 2019, both parties executed Amendment No. 1 extending the terms of the 2017 <br />agreement for an additional year covering July 6, 2019 through July 5, 2020. <br />While the period of performance expired on July 5, 2020 under Amendment 1, the Parties continued to <br />work together to ensure the continuation of service delivery. The Parties now wish to renew <br />implementation of the Agreement as amended by this Amendment No. 2, and authorize the payment to <br />Consultant for services rendered for the period from July 6, 2020 to the Effective Date of this Amendment <br />No. 2. <br />ANALYSIS <br />Laserfiche currently indexes and stores more than 239,000 documents with more than 1.9 million pages, <br />consuming more than a Terabyte of data. It is used by every department within the City in some capacity <br />for storing and finding official documents such as agreements, plans, journal entries, agendas, and <br />meeting minutes. All of the documents stored in Laserfiche are discoverable for staff using its search <br />capabilities. Many documents are also marked as public and are searchable by the public using the <br />document archives section of the City's website, www.redwoodcity.org. <br />ECS is the preferred vendor of many other cities due to their extensive understanding of government <br />needs. They continuously offer suggestions regarding processes and additional functionality for the City <br />to evaluate. Over the years, they have helped staff automate several processes such as journal entry <br />scanning. <br />ECS has also been working with the Community Development and Transportation Department to convert <br />documents from older formats, such as Microfiche, into electronic formatted documents that are <br />searchable and stored within the Laserfiche platform. <br />FISCAL IMPACT <br />The proposed amendment is for an amount not to exceed $88,553, extending the terms for licensing, <br />scanning, and support services through July 5, 2023. The funds for the licensing and support services, <br />$12,851, and scanning services, $50,000, for the first year of the amendment have been approved by <br />Council as part of the Fiscal Year 2020-21 adopted budget. <br />Page 2 of 3 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore <br />