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City Council Regular
Meeting Date: 02/11/2020  

Authorize the execution of a five-year agreement with ECS Imaging, Inc., to provide Laserfiche Avante document imaging hardware and software support services in an amount not-to-exceed $89,570.
On January 13, 2015, the City purchased the Laserfiche Avante Document Management Software from ECS Imaging, Inc., to scan, store and retrieve documents within the Laserfiche software. In the past five years, the City has purchased additional Forms and Workflow modules and licenses to increase the usage for searching and retrieving City documents. Productivity has increased within each department due to the digitization of over 159,000 records by providing easy access, a streamlined process for records management and compliance with the City's retention schedule.  In addition, 85,000 of those records are accessible to the public.

Per Chino Hills Municipal Code Section 3.18.050.D., the City Manager has determined that the RFP process is unnecessary for this agreement because ECS Imaging, Inc., is the best provider based on their experience and knowledge of the City due to a long-standing relationship. Staff is requesting execution of a new agreement with ECS Imaging Inc., to continue software support and maintenance services for the Laserfiche Avante system.   
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines Section 15378 and is therefore exempt from CEQA as it is an administrative change that will not result in any direct or indirect physical change in the environment.
There is sufficient funding in the Information Technology operating budget to cover the Fiscal Year 2019-20 cost of the ECS Imaging, Inc. contract. Future contract costs will be budgeted for in the appropriate fiscal year.
This item has been reviewed by the Information Technology Manager and Finance Director.

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