HomeMy WebLinkAbout25I - AGMT - CONTRACT RENEWAL DOCUMENT MNGT SYSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
May 2, 2011
TITLE:
CONTRACT RENEWAL WITH COMPULINK
MANAGEMENT CENTER, INC. FOR
DOCUMENT MANAGEMENT SYSTEM
MAINTENANCE (A-2004-004)
r
(,±-CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 151 Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize renewal of current agreement no. A-2004-004 with Compulink Management Center,
Inc. for maintenance, software and service for the Laserfiche Document Management system in
an estimated annual amount of $85,000 not to exceed $255,000 over a three-year period.
DISCUSSION
In 2002, after a study of the City's document imaging needs and evaluation of technology
solutions and a Staff recommendation, the City Council authorized the execution of an agreement
with Compulink Management Center, Inc., for the implementation of the Laserfiche document
management system. Compulink is the market leader in municipal government document
management systems. Its system is in use at other Orange County cities and throughout the
state and country.
The system allows Staff to electronically store, index, process, and retrieve pertinent City records
in document repositories. It is in use in the Clerk of the Council's Office, Finance and
Management Services Agency, Public Works Agency, Community Development Agency,
Housing Authority, Planning and Building Agency, and Police Department. The system is
integrated with the City's financial, municipal utility services, business license tax, dog license,
and GIS systems allowing access to related business documents and engineering drawings from
the corresponding business application systems.
Staff has experienced greater operational efficiency and customers improved service by
significant reduced document and drawing retrieval time. The system has also reduced physical
document storage space requirements and enhanced the City's records retention program.
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Document Management System Maintenance
May 2, 2011
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The agreement provides for an annual software maintenance and support plan that entitles the
City to receive software updates and technical support services. In addition, staff is requesting a
contingency for additional professional services and software licenses required to maintain,
optimize, and improve the system and City processes to maximize staff efficiency.
FISCAL IMPACT
Funds are available in the Contract Service:
Strategic Plan Customer Service System (no.
(no. 01114425), and Inmate Welfare Fund (no
Paul Walters
Chief of Police
Police Department
account (no. 62300) of the Information Systems
10910144), Police Department Computer Systems
02314475) accounting units.
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director Executive Director
Finance and Mgmt. Services Agency
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