HomeMy WebLinkAboutItem 13 - Laserfiche Support ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: SEPTEMBER 4, 2018
SUBJECT: APPROVAL OF A RESOLUTION FOR AN ANNUAL CONTRACT FOR
LASERFICHE SUPPORT SERVICES
RECOMMENDATION: City Council to consider a resolution authorizing an annual contract for
Laserfiche support services with MCCI, LLC for the City Secretary's
Office.
FUNDING SOURCE: Funds for this purchase are available in account 100-44500-103-001 (IT
License and Maintenance Fees) for the annual amount of $48,027.
BACKGROUND: 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 citywide document management system.
Development Services, City Secretary's Office, Parks and Recreation,
Library, Golf, Fire, Police, Fiscal Services, Human Resources and Public
Works are currently using this system.
This will renew the annual software support for all licenses within the City.
This renewal is an increase of $11,294 due to the additional licenses and
modules that were purchased in Fiscal Year 2018.
Purchases will be made in accordance with an existing interlocal
agreement with The Local Government Purchasing Cooperative
(BuyBoard) as allowed by Texas Local Government Code, Section 271
and Texas Government Code, Section 791.
Bids were taken by the Cooperative and a contract was awarded to MCCI,
LLC. The City Secretary's Office and Purchasing staff reviewed the
contract for departmental specification compliance and pricing and
determined that the contract would best meet the needs of the City. The
contract is for an initial one-year period with three, one-year renewal
options.
Staff recommends approval
TB/BS
RESOLUTION NO. 2018-066
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 SUPPORT SERVICES THROUGH AN
ESTABLISHED INTERLOCAL PARTICIPATION AGREEMENT
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
and Texas Government Code, Chapter 791 to enter into a cooperative purchasing
program agreement with other qualified agencies in the State of Texas; and
WHEREAS, The Local Government Purchasing Cooperative (BuyBoard) is a
qualified entity as authorized by Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791; and
WHEREAS, the City of Grapevine, Texas, has established an interlocal agreement
with BuyBoard and wishes to utilize established contracts meeting all State of Texas
bidding requirements; and
WHEREAS, BuyBoard has established a contract with MCCI, LLC under contract
No. 544-17, Copy -Print and Document Management Services; and
WHEREAS, the City of Grapevine, Texas has a need to continue Laserfiche support
services; 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 as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes annual
contract for Laserfiche support services with MCCI, LLC through an interlocal cooperative
agreement with BuyBoard in an amount not to exceed $48,027.
Section 3. That the City Manager or his designee is authorized to take all steps
necessary to consummate the purchase of Laserfiche support services.
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 4th day of September, 2018.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
City Attorney