REPORT TO THE CITY COUNCIL
June 21, 2018
FROM: BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Approve the Fourth Amendment to the Consultant Services Agreement with ECS Imaging, Inc., to expand Laserfiche consulting and implementation services for the Finance Department in an amount not to exceed $13,500, and extend the contract to March 31, 2019.
Body
RECOMMENDATION
Staff recommends Council approve the Fourth Amendment (Amendment) to the February 29, 2016, ECS Imaging, Inc., Consultant Services Agreement with the City of Fresno (City) in an amount not to exceed $13,500 to automate current accounts payable document management processes, import archived documents and improve workflow for Finance, as described in the attached Statement of Work (Attachment A), and to extend the termination date from June 30, 2018 to March 31, 2019.
EXECUTIVE SUMMARY
The City and ECS Imaging, Inc., completed the Laserfiche implementation in the City Clerk’s Office and selected Divisions within the Public Works Department pursuant to the original Scope of Services. Both departments are pleased with the outcome and recognize the mutual benefit of expanding the records management and document imaging. To continue Laserfiche implementation for Finance accounts payable paperless processing, approval is requested for the new Statement of Work in an amount not to exceed $13,500. This project will provide automation for departments to submit payment requests and corresponding documentation to Finance electronically for review and approval. It will provide the ability to search by keyword for supporting documentation and enhance the ability to audit accounts payable processing.
BACKGROUND
On February 29, 2016, the City entered into a Consultant Services Agreement (Agreement) with ECS Imaging, Inc., for Laserfiche implementation and consulting services which included document management automation for the City Clerk’s Office as well as selected divisions in the Public Works Department. The original Agreement was for $49,510.
ECS Imaging, Inc., was selected through a competitive process based on their qualifications and pricing on other municipal competitively bid contracts. The elements involved in designing and implementing Laserfiche automation are of a specific technical expertise thereby requiring the enlistment of a professional consultant services company specializing in Laserfiche implementations.
On September 13, 2016, the First Amendment to Agreement was entered into to expand the scope of work to provide Laserfiche implementation in other Public Works divisions for an additional amount not to exceed $36,000.00. This First Amendment increased the total contract amount to $85,510.
On February 14, 2017, the Second Amendment to Agreement was entered into to extend the Time for Performance to October 1, 2017. This Second Amendment was for a time extension only and did not increase the total contract amount consequently it did not go before Council.
On September 28, 2017, the Third Amendment to Agreement was entered into to provide additional Laserfiche implementation services in additional Public Works divisions for an additional amount not to exceed $70,000. This increased the total contract amount to $155,510.
Having successfully completed the original scope of services and recognizing the efficiency and productivity improvement provided by the technology, Finance and Information Services are seeking to expand the automation of Laserfiche to Finance for paperless accounts payable processing. Departments currently submit payment requests as a paper bundle, making it difficult to search for invoice information. This also makes it difficult to audit the accounts payable process since the information must be researched manually through file cabinets and stacks of paper. This project will automate the accounts payable approval process and allow supporting documentation to be searched and displayed electronically for audit purposes. The net effect will be improved efficiency and searchability saving City staff time in processing, researching and auditing. The Fourth Amendment to Agreement will provide additional services for an amount not to exceed $13,500 increasing the total contract amount to $169,010.
The City Attorney’s Office has reviewed and approved the amendment as to form.
ENVIRONMENTAL FINDINGS
Laserfiche computer software implementation is not a “project” pursuant to California Environmental Quality Act Guidelines Section 15378.
LOCAL PREFERENCE
Local preference not implemented because this item is an amendment of an existing contract.
FISCAL IMPACT
The Finance Department’s approved FY18 General Fund Budget contains funding for this item.
Attachments:
Fourth Amendment to Agreement
Attachment A - Statement of Work
Third Amendment to Agreement
Second Amendment to Agreement
First Amendment to Agreement
Consultant Services Agreement_Executed