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CITY COUNCIL MEETING DATE:
REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
APRIL 7, 2008
TITLE:
APPROVED
o As Recommended
o As Amended
o Ordinance on 1st Reading
o Ordinance on 2nd Reading
o Implementing Resolution
o Set Public Hearing For
PURCHASE SOFTWARE, SERVICE AND
MAINTENANCE FOR DOCUMENT MANAGEMENT
SYSTEM UNDER EXISTING AGREEMENT WITH
COMPULINK MANAGEMENT CENTER, INC.
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C TY MANAGER
CONTINUED TO
-
FILE NUMBER
RECOMMENDED ACTION
Authorize funding for the purchase of additional software, services, and
maintenance under the existing agreement with Compulink Management Center,
Inc. (agreement # A-2004-004) for the continued expansion of the Citywide
Laserfiche system in an amount not to exceed $240,000 for a three year
period.
DISCUSSION
In 2001, a Document Imaging Steering Committee was formed to develop
standards, policies, and processes and to provide direction to the City's
implementation of the evolving document imaging technology. At that time,
the Committee recommended the implementation of a pilot proj ect in the
Clerk of the Council office to develop best practices and standards that
could be applied to other departments. After conducting an evaluation of
various al ternati ves, and reviewing three proposals received from
vendors, the Committee determined that Compulink Management Center's
Laserfiche solution provided the best approach for the City. Compulink
is the market leader in municipal government document management systems,
and its system has been installed at other cities in Orange County and
throughout the state and country.
Since its installation, the Laserfiche system has enhanced customer
service through increasing staff producti vi ty by signi ficantly reducing
document retrieval time and allowing simultaneous access to documents.
Further, the system has reduced storage space and enhanced the City's
record retention program. Since its initial implementation in the Clerk
of the Council office, the system has been expanded into the Police
Department, Treasury Division, and Public Works Agency.
25A-1
Document Management System Maintenance and Expansion
April 7, 2008
Page 2
The existing agreement with Compulink Management Center, Inc. allows the
City to purchase additional software and services at the original prices
stated in the agreement. The subj ect recommended action is to exercise
that purchase option to expand this technology in the Parks, Recreation,
and Community Services Agency as well as expand the access to the Clerk of
the Council's system, so all City departments may benefit. Additionally,
the action provides for the continued funding of annual Laserfiche
maintenance fees that entitle the City to software support and upgrades.
FISCAL IMPACT
Funds are available in the Technology Plan (no. 109-600-6291), Police
Department Computer Services (no. 11-338-6291), and Police Department Jail
Services (no. 11-349-6291) accounts.
Patricia Healy
Clerk of the Council
APPROVED AS TO FUNDS AND ACCOUNTS:
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I~rancisco Gutierrez .
U Executive Director
Finance and Mgmt. Services Agency
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Gerardo Moe
Executive Direct r
Parks, Rec., & omm. Svcs. Agency
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Paul M. Walters
Chief of Police
Police Department
25A-2