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HomeMy WebLinkAboutItem 11j - Document Management Software and Maintenance Support PSA Amendment DATE: June 17, 2025 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Linda Rodriguez, City Clerk SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH VRC COMPANIES, LLC, FOR DOCUMENT MANAGEMENT SOFTWARE AND MAINTENANCE SUPPORT IN THE AMOUNT OF $34,268.75 CEQA: Not a Project Recommendation: Approve SUMMARY The City Clerk’s Office maintains a Professional Services Agreement (“Agreement”) with VRC Companies, LLC, for Laserfiche document management software and maintenance support services. The three-year Agreement was executed in 2021, with the option of two additional one-year extensions. The annual Agreement with VRC Companies, LLC is set to expire on June 30, 2025, and Amendment No. 4 will be the final extension, prior to soliciting bids for future services. The total annual renewal cost is $23,228.75 and covers document retention and access to the public records portal for 10 users at one time. In addition to the annual Agreement for services, during the Fiscal Year 2025-26 Budget adoption, the City Council approved $11,100 to purchase a one-time expansion in the number of user licenses for the public records portal. The $11,100 budget will increase the number of concurrent user licenses from 10 to 25, so public documents can be accessed online without much limitation. The combination of the annual contract renewal costs ($23,228.75) and the one-time license upgrade ($11,040) exceed the City Manager’s $30,000 signature authority and now require City Council approval. It is recommended that the City Council approve, authorize, and direct the City Manager to execute Amendment No. 4 to the Professional Services Agreement with VRC Companies, LLC, to extend the term and increase the number of user licenses for the City’s records portal, in the amount of $34,268.75. Amendment No. 4 - Professional Services Agreement Document Management Software and Maintenance Support June 17, 2025 Page 2 of 3 BACKGROUND Since 2006, the City Clerk’s Office has used Laserfiche as its document management software system to store, share, and retrieve electronic files and documents. The system has improved consistency in document indexing, enabled interdepartmental access and sharing, expedited records conversion projects, and helped ensure adequate storage and access to public records, in accordance with the City’s Records Retention Schedule (updated via Resolution No. 7539), and the California Public Records Act (“PRA”). Laserfiche requires that its customers purchase and maintain user licenses to access records kept in its system. These licenses, along with software maintenance and support, are acquired through authorized resellers such as VRC Companies, LLC. Arcadia purchases two types of licenses for access to Laserfiche, with one license offering the ability to upload, title, and categorize records, and the other offering viewing abilities only. The purchase of 15 additional viewing licenses will increase access by members of the public and by employees who do not need to edit and scan documents, but still need to retrieve public records to perform their duties. DISCUSSION The City’s Professional Services Agreement (“Agreement”) with VRC Companies, LLC for the use of Laserfiche document management software and ongoing maintenance is expiring. The three-year Agreement, initially approved in 2021, includes two optional one-year extensions. Amendment No. 4 represents the final optional extension for $23,228.75 and adds $11,040 in one-time costs to increase access to the public records portal. On average, the City receives one to two public records requests each day, which often require assistance from multiple staff members to fulfill. The public records portal helps reduce the volume of PRA requests by allowing members of the public to instantly access numerous public records online. The City currently has 10 concurrent user licenses for its public records portal, meaning 10 users (City employees and/or members of the public) can access the portal simultaneously. The portal is accessible on the City’s website 24/7 and the licenses are shared among users, without requiring login credentials. The proposed amendment will extend the term of the Agreement for one more year and upgrade access to the public records portal, increasing the total number of concurrent licenses to 25. This expansion will enhance public accessibility and accommodate additional staff users. The costs associated with Amendment No. 4 include the annual licensing fees, support services, and 25 public portal licenses, for a total of $34,268.75. The combined cost of the Agreement renewal ($23,228.75) and the one-time license expansion ($11,040) now exceed the City Manager’s $30,000 signature authority. As a Amendment No. 4 - Professional Services Agreement Document Management Software and Maintenance Support June 17, 2025 Page 2 of 3 result, City Council authorization is required to approve Amendment No. 4 to the Agreement with VRC Companies, LLC. ENVIRONMENTAL ANALYSIS This proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Sufficient funds for the annual renewal cost and the one-time license upgrade have been budgeted in the City Clerk’s Operating Budget for Fiscal Year 2025-26. RECOMMENDATION It is recommended the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with VRC Companies, LLC, for document management software and maintenance support in the amount of $34,268.75. Attachment: Proposed Amendment No. 4 to the Professional Services Agreement AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT FOR DOCUMENT MANAGEMENT SOFTWARE AND MAINTENANCE SUPPORT WITH VRC COMPANIES, LLC This Amendment No. 4 (“Amendment No. 4”) is hereby entered into this ______ day of __________ 2025, by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and VRC COMPANIES, LLC, a Limited Liability Company, with respect to that certain Professional Services Agreement between the Parties dated June 23, 2021(“Agreement”). The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term, is amended by extending the Term from July 1, 2025, through June 30, 2026 (the “Extended Term”). 2. Section 3.3.1 of the Agreement, the Compensation, is amended for the Extended Term as set forth in the attached Exhibit “C”. 3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. [SIGNATURES ON THE NEXT PAGE] In witness whereof the Parties have executed this Amendment No. 4 on the date set forth below. CITY OF ARCADIA VRC, COMPANIES, LLC, A LIMITED LIABILITY COMPANY ____________________________ By: Dominic Lazzaretto City Manager Name: Date: _______________________ Title: Date: ATTEST: By: City Clerk Name: APPROVED AS TO FORM: Title: Date: Michael J. Maurer City Attorney Exhibit “C” Compensation The Agreement is amended to provide that the total compensation for the Extended Term from July 1, 2025, through June 30, 2026, shall not exceed thirty-four thousand two hundred sixty-eight dollars and 75/100 ($34,268.75). Compensation shall be divided between City Hall ($25,064.75) and the Police Department ($9,204.00). A breakdown of the cost is outlined below.