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    14.    
City Council Regular
Meeting Date: 08/14/2018  

SUBJECT:
PUBLIC RECORDS MANAGEMENT & DOCUMENT MODULES
RECOMMENDATION:
Authorize the execution of an agreement with NextRequest Co., for a three-year term, expiring June 30, 2021, with two (2) one-year renewal options in an amount not-to-exceed $48,921.58 for Public Records Management services.
BACKGROUND/ANALYSIS:
The City Clerk’s Office receives and responds to public records requests on a daily basis.  Since 2015, the City has experienced a 50 percent increase in public records requests.  Purchasing a Public Records Request Management software solution will increase efficiencies and collaboration with other departments while ensuring compliance with state and federal laws, as well as providing public access to information.  The software will also support archival and purging procedures, provide a public-facing portal which will identify similar requests, accommodate invoicing, and provide workflow tools to manage the responses.  

The City Clerk's Department and Information Technology Division researched companies that provide public records management solutions.  Staff sought proposals and demonstrations from four software service companies: GovQA, NextRequest Co., Destiny Software, and JustFOIA.   After reviewing the cost proposals, staff determined that NextRequest Co. was the most cost effective, user-friendly option, and will reduce the amount of staff time required to manage public records requests. The cost for the first year is $10,750 and includes a one-time implementation fee of $2,000.  The annual maintenance fee thereafter is $9,056.25 with a yearly inflation cost capped at 3.5 percent for services.
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq.; "CEQA") and CEQA Guidelines (Title 14 California Code Regulations §§ 15000, et seq.) because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)).
 
FISCAL IMPACT:
There is sufficient funding in the Information Technology Fund to cover the Fiscal Year 2018-19 cost of the NextRequest Co. contract.  Future contract costs will be budgeted for in the appropriate fiscal year.
REVIEWED BY OTHERS:
The agenda item has been reviewed by the Information Technology Manager, Finance Director and Assistant City Attorney.
Attachments
NextRequest Agreement

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