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STAFF O REP RT
Administrative Services Department
DATE: August 5, 2014
TO: Mayor and City Council
FROM: Hue Quach, Administrative Services Director
Jeff Wagner, Information Services Manager
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH AMERICAN MICRO IMAGING, INC. FOR LASERFICHE
SOFTWARE MAINTENANCE AND SUPPORT IN AN AMOUNT NOT TO
EXCEED $18,158
Recommended Action: Approve
SUMMARY
In November 2010, the City Council approved a Professional Services Agreement
( "Agreement ") with American Micro Imaging, Inc. ( "AMI ") for Laserfiche software
maintenance and support. The existing Agreement expired June 30, 2014, and AMI
has offered the City a one year extension with no increase in pricing. All other terms
and conditions of the Agreement will remain the same.
Based on AMI's ability to provide satisfactory services, software customization, and their
ability to facilitate the needs of the City, it is recommended that the City Council
authorize and direct the City Manager to execute a one year extension to the
Professional Services Agreement with AMI for Laserfiche software maintenance and
support in an amount not to exceed $18,158.
DISCUSSION
Laserfiche software allows users to scan large batches of documents generated on a
daily basis, stores them in the software, and provides easy and quick access to those
documents through its search and filter system. The system is available internally to
City staff and can be ported to the City's website for public inspection and use.
In 2010, bids were solicited to replace Datanet Solutions as the company went out of
business unexpectedly. At that time only two city departments were utilizing the
Laserfiche document management system: the City Clerk's Office and Police
Department. Over the past four years, Laserfiche use has expanded to other
departments including Development Services, Administrative Services, and Fire
Agreement for Laserfiche Software Maintenance and Support
August 5, 2014
Page 2 of 2
Department, which required additional user licenses to be purchased. However, certain
hardware, maintenance, and support services are not required at this time and have
been removed from the agreement, thereby reducing the overall maintenance and
support costs. The net result is that the overall costs of the agreement will be reduced
during the proposed term. All other terms and conditions of the original Agreement
remain in effect. A copy of the proposed Amendment to the Professional Services
Agreement is attached.
Many of the documents stored within the document management system have been
made available to the public, which allows for an efficient and effective method in
handling requests for public documents.
AMI is the City's current vendor of record as designated by Laserfiche (the "Company ")
and includes some custom software currently in use at the Police Department for
scanning documents. The customization allows for export of information from the EIS
PSNet records management system into the Laserfiche software and facilitates
reporting that is mandated by various local and state agencies. The Police Department
has expressed an interest in upgrading or replacing the EIS PSNet software. Extending
the existing Agreement with AMI will allow for opportunities to explore other software
options that are not proprietary, as well as meeting the Police and other departments'
needs. The success of finding a non - proprietary software option would result in further
cost reduction as the custom interface from AMI would no longer be required.
FISCAL IMPACT
The extension to the Professional Services Agreement with AMI for software
maintenance and support is expected to not exceed $18,158. This amount has been
budgeted in the adopted Fiscal Year 2014 -15 Operating Budget.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to execute a
one year amendment to the Professional Services Agreement with American Micro
Imaging, Inc. for Laserfiche Software Maintenance and Support in an amount not to exceed
$18,158.
Approved:
Dominic La77ar
City Manager
Attachment: Proposed Professional Services Agreement Amendment
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR DOCUMENT MANAGEMENT SYSTEM SOFTWARE
AND HARDWARE SUPPORT AND MAINTENANCE
This Amendment No. 1 ( "Amendment No. 1 ") is hereby entered into by and between the
City of Arcadia, a municipal corporation of the State of California, and American Micro Imaging,
Inc., a California Corporation with respect to that certain Professional Services Agreement
between the parties dated January 5, 2011 ("Agreement).
The Parties agree as follows:
1. Section 3.1.2 of the Agreement is hereby amended by extending the term from July 1,
2014 to June 30, 2015 ( "Extended Term ").
2. Section 3.1.1 of the Agreement, the Scope of Services, is amended for the Extended
Term as set forth in the attached Exhibit "A ".
3. Section 3.3.1 of the Agreement, the Compensation is hereby amended for the Extended
Term as set forth in the attached Exhibit "C ".
4. All other terms and provisions of the Agreement not amended by this Amendment No. 1
are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA
By:
Dominic Lazzaretto
City Manager
Date:
ATTEST
City Clerk
APPROVED AS FORM:
Stephen P. Deitsch
City Attorney
AMERICAN MICRO IMAGING, INC.
Signature
Print Name and Title
Date:
Signature
Print Name and Title
Date:
CONCUR:
Hue Quach
Administrative Services Director
EXHIBIT "A"
SCOPE OF SERVICES
The scope of services is revised as follows:
Provide document management system software support, maintenance and licenses for
the existing Laserfiche Document System citywide including interface with the existing
Executive Information Services (EIS) PSNet software to include capturing existing data
fields from reports and electronically interfacing that information into the Laserfiche
Document system without the need for additional scanning or manual indexing.
Consultant agrees to provide the following software, maintenance and support as listed
listed below:
License
Quantity
Laserfiche Standard Server
2 each
Laserfiche Full User
21 each
Laserfiche Read -Only User
25 each
Laserfiche Advanced Audit -Trail
1 each
Laserfiche E -mail Plug -In
17 each
Laserfiche Quick Fields
20 each
Laserfiche Quick Fields Real Time Lookup
1 each
Laserfiche Quick Fields Zone OCR
3 each
Laserfiche ScanConnect
8 each
Laserfiche Snapshot
21 each
Laserfiche Web Access
1 each
Laserfiche Weblink
1 each
American Micro Imaging Image Enable
50 each
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Exhibit "C"
COMPENSATION
Total compensation shall not exceed eighteen thousand one hundred fifty eight dollars
and no /100 ($18,158.00) to provide document management system software,
maintenance and support as outlined in Exhibit "A" attached.
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