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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JUNE 17, 2014 <br />TITLE: <br />AGREEMENT WITH COMPULINK <br />MANAGEMENT CENTER, INC. FOR DOCUMENT <br />MANAGEMENT SYSTEM UPGRADE AND <br />MAINTENANCE <br />CITY MA GER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Compulink <br />Management Center, Inc. for upgrade and maintenance of the City's Laserfiche Document <br />Management systems in an amount not to exceed $485,000 over three years, with the option for <br />two one -year renewals not to exceed $110,000 annually, subject to non - substantive changes <br />approved by the City Manager and City Attorney. Costs are inclusive of Laserfiche Rio software <br />licenses & professional services ($180,000), maintenance for the City and Police Department <br />($260,000) and scanning services ($45,000). <br />DISCUSSION <br />In 2002, after an evaluation of technology solutions, the Finance & Management Services <br />Agency recommended and the City Council authorized the execution of an agreement with <br />Compulink Management Center, Inc., for the implementation of the Laserfiche document <br />management system. Laserfiche is the market leader in municipal government document <br />management systems. Its system is in use in many other Orange County cities and throughout <br />the state and country. <br />According to a 2014 survey conducted by Info -Tech Research Group, Laserfiche scored high as <br />a leading product and is a leading vendor and trend setter within the industry. With the additional <br />new product offerings such as Workflow, Forms, Digital Signature and Laserfiche Mobile, they <br />are viewed as a valued partner for future initiatives and create innovation and efficiency. <br />The current Laserfiche system allows staff to electronically store, index, process, and retrieve <br />pertinent City records. It is in use in the Clerk of the Council's Office, Finance and Management <br />Services Agency, Public Works Agency, Community Development Agency, Housing Authority, <br />Planning and Building Agency, and Police Department. The system is integrated with the City's <br />financial, municipal utility services, business license tax, dog license, and GIS systems allowing <br />25E -1 <br />