Laserfiche WebLink
Approve Agreement with <br />July 18, 2023 <br />Page 3 <br />Cities Digital, Inc. to Provide Laserfische Upgrade <br />On February 16, 2023, the Public Works Agency released Request for Proposal (RFP) <br />No. 23-009 seeking the services of qualified firms to provide EDMS/Laserfiche Upgrade <br />& Migration with GIS Integration. The RFP was advertised on the City's online <br />procurement management and publication system, with proposals due on March 22, <br />2023. Four proposals were received and evaluated by a selection committee made up <br />of members from the IT and Public Work Agencies. Based on criteria outlined in the <br />RFP, the top two ranking firms were invited to an interview allowing the potential firms to <br />highlight their proposal submittal and answer any questions from the evaluation <br />committee. Below is a list ranking the firms based on the final evaluation of the <br />proposals and interviews. <br />Firm <br />Location <br />Rank <br />Cities Digital, Inc. <br />Hudson, WI <br />1 <br />DocuNav Solutions <br />Frisco, TX <br />2 <br />Global Solutions Group, Inc. <br />Oak Park, MI <br />3 <br />RedE e Apps, Inc. <br />Golden, CO <br />4 <br />The proposal submitted by Cities Digital, Inc. offered the best solution and staff <br />recommends entering into an agreement with this vendor (Exhibit 1). Cities Digital, Inc. <br />is highly qualified, has 20+ years of proven experience with large and small government <br />agencies, and has an account executive/manager based out of Orange County. <br />FISCAL IMPACT <br />Funds for the existing budget associated with the project were appropriated in FY 2022- <br />23. However, the award of the contract has crossed into a new fiscal year, a request to <br />carryover funds in the accounts below will be submitted as part of the Citywide <br />carryover process. <br />The Citywide carryover request is typically presented to the City Council in September <br />or October after year-end balances of the prior year are available. In order to avoid <br />delaying the project until September/October, staff are moving forward with the project <br />and will expend funds in the accounts identified below with the understanding that <br />approval of the carryover request will occur at a future date. <br />The current fiscal year funding is available in the FY 23/24 budget. Any remaining <br />balances not expended at the end of the fiscal year will be presented to City Council for <br />approval of carryovers to FY 24/25. <br />Fiscal <br />Accounting Unit <br />Fund <br />Accounting Unit - <br />Year <br />- Account No. <br />Description <br />Account No. <br />Total <br />(Project No.) <br />Description <br />Public Works- <br />Public Works- Admin <br />2023-24 <br />10117601-62300 <br />Admin & <br />Services, Contract <br />$83,340 <br />Planning <br />Services -Professional <br />