REPORT TO THE CITY COUNCIL
September 28, 2017
FROM: BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Approve the Third Amendment to the Consultant Services Agreement with ECS Imaging, Inc., to expand Laserfiche consulting and implementation services for the Public Works Department in an amount not to exceed $70,000, and extend the contract to June 30, 2018.
Body
RECOMMENDATION
Staff recommends Council approve the Third 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 $70,000 to automate current document management processes, import archived documents and improve workflow for Public Works, as described in the attached Statement of Work (Attachment A), and to extend the termination date from October 1, 2017, to June 30, 2018.
EXECUTIVE SUMMARY
The City and ECS Imaging, Inc., recently 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 additional Public Works functionality, approval is requested for the new Statement of Work in an amount not to exceed $70,000.
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. 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.
Having successfully completed the original scope of services within the pilot project, and recognizing the efficiency and productivity improvement provided by the technology, Public Works and Information Services are seeking to expand the automation of Laserfiche to additional Public Works Divisions. The Third Amendment to Agreement will provide additional services and will increase the total amount of the contract to $155,510.
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
Public Works approved FY18 General Fund Budget contains funding for this item.
Attachments:
Third Amendment to Agreement
Second Amendment to Agreement
First Amendment to Agreement
Attachment A_Statement of Work
Consultant Services Agreement_Executed