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HomeMy WebLinkAboutReso - CC - 144-2019RESOLUTION NO. 144-2019 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH ECS IMAGING, INC. FOR ADDITIONAL FULL USER LICENSES AND UPGRADED FORMS LICENSE, AND APPROVING A BUDGET AMENDMENT IN THE AMOUNT OF $37,045 WHEREAS, in 2018, the City Council approved an agreement with ECS Imaging, Inc. for an electronic content management system ("ECMS") named Laserfiche and scanning services; and WHEREAS, the agreement included 30 full user licenses, which allowed for 30 staff members to have access to Laserfiche; and WHEREAS, as a result of putting more of the City's documents on Laserfiche, staff utilized existing ECMS CIP funds to purchase an additional 35 full user licenses on January 23, 2019; and WHEREAS, there is now a need for additional licenses as more departments including Finance, Human Resources, City Attorney, and the Planning division begin utilizing Laserfiche; and WHEREAS, the amended agreement enables the City to purchase an additional 25 full user licenses and incorporates the previously purchased 35 full user licenses into the agreement; and WHEREAS, staff has determined that there is a need to upgrade the form license to professional and public so that the City can utilize this platform to streamline permit processes and track public records requests; and WHEREAS, the 25 additional licenses and upgraded form license will have a one-time cost of $31,170; and WHEREAS, the annual maintenance and licensing cost of the agreement will be an additional cost of $10,600 to include the 35 previously purchased licenses, for a total approximate cost of $29,750. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME RESOLVES AS FOLLOWS: 1. The City Council authorizes a budget amendment for the City's ECMS implementation in the amount of an additional $37,045. 2. The City Manager is authorized to execute the attached amendment to the agreement with ECS Imaging, Inc. for additional full user licenses and an upgraded forms license. Donna Colson, Mayor I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, certify that the foregoing Resolution was introduced at a regular meeting of the City Council held on the 18th day of November, 2019, and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: BEACH, BROWNRIGG, COLSON, KEIGHRAN, ORTIZ NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE / eag p Hassel -Shearer, City Clerk