HomeMy WebLinkAboutItem 09 - Laserfiche Content Management Software-ROM: BRUNO RUMBELOW, CITY MANAGER / 1
MEETING DATE: MARCH 1, 2016
SUBJECT: APPROVAL OF A RESOLUTION FOR THE PURCHASE OF
LASERFICHE CONTENT MANAGEMENT SOFTWARE
City Council to consider approval of a resolution for the purchase of Laserfiche content
management software from MCCi, LLC. through a contract established by the State of
Texas Department of Information Resources (DIR) Cooperative Contracts Program.
Funding for this purchase is currently available in account 100-44500-120-1 (Non —
Departmental - IT Software License and Maintenance Fees) in an amount not to exceed
$76,707.84.
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Laserfiche is a system that manages digital records in a way that makes them easily
searchable, retrievable, and shareable while adhering to common record management
principles. Laserfiche has been adopted as the city-wide document management system.
Development Services, City Secretary's Office, Parks and Recreation, Fire, Police and
Public Works are currently using this system. This will be Phase 3 of the implementation
of Laserfiche into the city-wide content management system.
This contract includes purchases of licenses for Fiscal Services which includes Utility
Billing, Purchasing, Risk Management and Budget. Along with document storage, Finance
will be the first department to utilize Laserfiche's workflow capabilities to integrate digital
processing, routing, and approval of documents. Laserfiche is also compatible with the
City's current financial software, STW.
The contract includes Laserfiche WebLink. Laserfiche WebLink will allow the City to share
read-only versions of specific documents with the public portal through the City's website.
Finally, this contract will allow for the purchase of licenses for the Information Technology
Department and integration software for Laserfiche and Development Services permitting
software, My Gov.
The next phase will be proposed in the FY17 budget and will include Human Resources
workflow and enhancements to the public portal, along with other departments.
This purchase will be made in accordance with a contract established with MCCi, LLC. by
the State of Texas Department of Information Resources (DIR) Cooperative Contracts
Program contract. Purchases through this program are authorized under Texas Local
Government Code, Chapter 271, Subchapter D and Texas Government Code Chapter
2054, Section 2054.0565 (b).
Staff recommends approval.
RESOLUTION NO. L,AS F t C t+E
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
LASERFICHE CONTENT MANAGEMENT SOFTWARE
THROUGH A STATE OF TEXAS DEPARTMENT OF
INFORMATION RESOURCES (DIR) CONTRACT
PROGRAM AND PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271,
Subchapter D and Texas Government Code Chapter 2054, Section 2054.0565 (b) to
make purchases under a state contract therefore satisfying any state law requiring local
governments to seek competitive bids for the purchase of the item; and
WHEREAS, the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program is a qualified purchasing program; and
WHEREAS, the City of Grapevine, Texas can participate in the State of Texas DIR
Cooperative Contracts Program through membership in the Program and wishes to
utilize the contract meeting all State of Texas bidding requirements; and
WHEREAS, the State of Texas DIR has an established contract no. DIR-SDD-
2502 with MCCi, LLC for IT Products and Related Services; and
WHEREAS, the City has a need to improve document storage and retrieval
throughout the City; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
resolution have been met, including but not limited to the Open Meetings Act; and
WHEREAS, the City Council deems the adoption of this resolution to be in the best
interests of the health, safety, and welfare of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the
purchase of Laserfiche content management software, with MCCi, LLC for an amount of
$76,707.84.
Section 3. That the City Manager or his designee is authorized to take all steps
necessary to consummate the purchase of said software.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 1st day of March, 2016.
ATTEST:
RES. NO. 2