25B - AGMT ENT CONTENT MGMNT SYS SVCS

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Amend and Renew Agreements with Compulink Management Center, Inc. June 4, 2019 Page 2 The existing agreement, A-2014-144, provides for software maintenance and support as well as the ability for the City to acquire additional licenses, training services, and professional services as needed. The agreement renews automatically each year unless terminated by either party. An agreement renewal is required in order to receive regular software updates that allow the City to continue to ensure that the software works with newer City technology. The current annual cost of the software support and maintenance is approximately $60,000, or $180,000 over three years. Staff recommends authorizing an additional $300,000 to cover as -needed costs for additional licenses and staff training, and to engage professional services for system consulting. Santa Ana City Ordinance No. NS-2312 authorizes the City to make purchases against contracts from any public agency utilizing a competitive bid process. Laserfiche was awarded a contract by the National Cooperative Purchasing Alliance (NCPA contract #11-25) for procurement of document and records management as a result of open, competitive bidding that meets the City's requirement. Utilizing the NCPA cooperative contract allows the City to obtain nationally leveraged volume pricing on the Laserfiche Software Assurance Plan (LSAP). STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #7-Team Santa Ana, Objective #5 (Create a culture of innovation and efficiency within the organization), Strategy A (Promote the use of new technology to improve the delivery of services and information to staff and the community). FISCAL IMPACT The proposed FY 2019-20 budget includes funding in the Information Technology Enterprise Systems accounting unit 10920141, and funding will be budgeted in subsequent fiscal years. The following is an estimate of the account distribution by fiscal year, however, the actual amounts may vary between the fiscal years and accounts based on the timing of license purchases and provided services, but will not exceed the overall total. Accounting Unit 10920141 62300 Contract Services FYI 9/20 FY20/21 FY21/22 $100,000 $100,00 $100,000 Total $300,000 10920141 62306 Software Maintenance & $60,000 $60,000 $60,000 $180,000 Su port Total $160,000 $160,000 l $160,000 $480,000Ji APPROVED AS TO FUNDS AND ACCOUNTS: ".4- " Jack Piulla Kathryn Doivns ChiefvTechnology Innovations Officer Executive Director Information Technology Department Finance and Management Services Agency is Exhibits: 1. Compulink Management Center, Inc., First Amendment 2. Laserfiche — Schedule A (2019) 3. Compulink Management Center, Inc. DBA Laserfiche Agreement (2014) 25B-2