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    12.    
City Council Regular
Meeting Date: 06/23/2020  

SUBJECT:
ECS IMAGING, INC. AGREEMENT AMENDMENT NO. 1 TO A2020-021
RECOMMENDATION:
Authorize the execution of Amendment No. 1 to Agreement No. A2020-021 with ECS Imaging, Inc., to purchase 10 additional Full Named User licenses with Snapshot and Email, Advanced Audit Trail with Watermark, and Integration with DocuSign e-Signature software to existing Laserfiche Avante System and increasing the total not to exceed amount from $89,570 to $106,070, which includes maintenance fees through February 22, 2025.
BACKGROUND/ANALYSIS:
On January 13, 2015, the City purchased the Laserfiche Document Imaging System from ECS Imaging, Inc., so that all City departments could utilize the software to scan, search, and retrieve documents within the Laserfiche Program. Over the past five years productivity has increased within each department due to digitization of over 199,114 records, with 110,990 of those records being accessible to the public.   

As part of the 2020-21 Budget process, the City Council authorized additional funds in the amount of $9,300 to upgrade the number of Full Named User Licenses from 15 to 25 to increase the internal "power users," which will be needed for the Forms Module to create electronic forms that are processed through workflows; addition of the Advanced Audit Trail component within Laserfiche to allow the IT Department to find lost transactions, fraud detection, and disaster recovery for documents being stored in Laserfiche; and lastly to purchase a connector to allow for importation of documents from DocuSign (e-Signature software) to Laserfiche.  
ENVIRONMENTAL (CEQA) REVIEW:
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines Section 15378 and is therefor exempt from CEQA as it is an administrative change that will not result in any direct or indirect physical change in the environment.
FISCAL IMPACT:
There is sufficient funding in the Information Technology operating budget to cover the Fiscal Year 2020-21 cost of ECS Imaging, Inc. agreement. Future agreement costs will be budgeted for in the appropriate fiscal year.
 
REVIEWED BY OTHERS:
This item has been reviewed by the Information Technology Manager and Finance Director.
Attachments
Agreement Amendment

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