Item 37 - Agreement with COMPULINK Management Center Inc

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Approve and Amend an Agreement with COMPULINK Management Center Inc. for Enterprise Content Management System Maintenance, Services and Licenses June 6, 2023 Page 2 for paper forms to be converted to electronic forms. Based on requests from various agencies, including Human Resources, City Clerk's Office, and Public Works, staff is also adding a records retention module to utilize it for citywide records retention management going forward. The existing agreement (agreement no. A-2014-144) provides for software maintenance and support, as well as the ability for the City to acquire additional licenses, training, and professional services as needed. The agreement renews automatically each year unless terminated by either party. An agreement renewal is required 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 shall not exceed $100,000, or $500,000 over five years. Staff recommends authorizing an additional $300,000 to cover as -needed costs for additional licenses, staff training, and professional services for system consulting. Santa Ana City Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Laserfiche was awarded a contract by the National Cooperative Purchasing Alliance (NCPA contract # 01-158) 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). Moreover, the City received a special heavily discounted unit rate built on previous NCPA pricing (contract 11-25) that was applied to the software maintenance schedule, below. Future expansions will be based on the current NCPA Contract 01-158 listing price. FISCAL IMPACT Funding is available in the FY 2023-24 Information Technology, Enterprise Systems accounting unit 10920141, Software Maintenance & Support account 62306, and Contract Services Professional account 62300 in the amount of $160,000 and future fiscal year funding will be included in the proposed budgets for City Council consideration. The following table is an estimate of the account distribution by fiscal year, but the actual amounts may vary within a fiscal year based on the timing of delivery of services.