HomeMy WebLinkAboutItem 08 - Laserfiche Support ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: OCTOBER 19, 2021
SUBJECT: ANNUAL CONTRACT FOR LASERFICHE SUPPORT SERVICES
RECOMMENDATION: City Council to consider approval of an annual contract with MCCI, LLC
for Laserfiche support services.
FUNDING SOURCE: Funds are available in the General Fund and the Document Management
Fund for an estimated amount of $145,325.
BACKGROUND: Laserfiche is a system that automates, streamlines, and manages digital
records in a way that makes them easily retrievable, searchable, and
shareable while adhering to common record management principles.
The City began the process of digitizing and cataloging documents in
2014. Since that time, over four million pages have been stored digitally.
The catalog includes documents such as: City Charter, ordinances,
budgets, Human Resource records, agendas, minutes, contracts,
development plans, development permits, fire prevention data,
inspections, public safety training records, Police records, Public Works
plats, and much more.
The system integrates with our City website, which makes documents
easily accessible to the public. It also provides for secure staff access to
initiate, route, and approve documents ranging from agenda memos to
approving invoices. These functions have been extremely valuable during
COVID-19 by providing secure staff access regardless of location.
This purchase will be made in accordance with an existing interlocal
agreement with The Local Government Purchasing Cooperative
(BuyBoard) as allowed by Texas Local Government Code, Chapter 271
and Texas Government Code, Chapter 791.
IT, the City Secretary's Office, and Purchasing staff reviewed the contract
for departmental specifications compliance and pricing and determined
that this contract would provide the best service and pricing for meeting
the needs of the City.
Staff recommends approval.