To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Contract Amendment No. 2 with ECS Imaging, Inc., Countywide
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute contract amendment with ECS Imaging, Inc., effective September 10, 2024, to increase the payment limit by $216,622 to a new payment limit of $511,817 and extend the termination date from September 29, 2024 to September 29, 2026 for additional software licenses, support and project management associated with the implementation of Laserfiche, an electronic records content management system.
FISCAL IMPACT:
Laserfiche licensing and project management is funded by various Road, Flood Control, and Special Districts funds.
BACKGROUND:
ECS Imaging, Inc. built the Laserfiche system that the Public Works Department uses for electronic records management. ECS Imaging, Inc. also provides on-call project management services which includes working with Public Works divisions to set up work flows in Laserfiche to more efficiently store electronic records.
On September 21, 2021, this Board approved the current contract with ECS Imaging, Inc., for additional Laserfiche licensing, on-call project management support, and annual licensing renewal and support.
On August 1, 2023, this Board approved contract amendment no. 1 with ECs Imaging, Inc. to increase the payment limit by $62,195 for additional software licenses and project management support associated with Laserfiche implementation.
The Public Works Department requires amendment no. 2 with ECS Imaging to add $216,622 to the payment limit for additional project management hours, additional licenses, and extend the term an additional two years for licensing renewal and support.
Government Code Section 31000 authorizes the County to contract for services including the services that ECS Imaging, Inc. provides.
CONSEQUENCE OF NEGATIVE ACTION:
Without approval of the contract, Public Works will not be able to complete Laserfiche implementation and provide software and support for the existing system.