17-0901_WILSON TECH_Staff Memo Project Initiation Memo September 21, 2017
TO: Ben Siegel, City Manager
FROM: Christy Jakl, Assistant City Clerk
SUBJECT: Professional Services Agreement for Implementation of Public Record Request
Automation System.
The City Clerk's office is seeking to further utilize the existing Laserfiche electronic records
management program by creating an automation process for California Public Records Act
(CPRA) requests. By using Forms and Workflow (existing features of our current Laserfiche
software suite), Wilson Tech will develop an interactive CPRA form and electronic automation
for internal staff use.
Our current Laserfiche program does not include the Web-Access feature. Web-Access is
necessary to integrate the CPRA form for public access on the City's website. Wilson Tech's
quote (Exhibit A of Professional Services Agreement) includes the purchase of Web-Access
licenses, pro-rated support/maintenance, installation of demonstrated software and hourly rate
for expansion and correction of software.
There will be an on-going cost for annual support and maintenance of Web-Access licenses.
The City currently has a Professional Services Agreement for annual maintenance and support
for the Laserfiche software. Once the installation of the Public Records Request Automation
System is complete, the Web-Access license annual support costs will be included in the
existing annual support contract for Laserfiche.
The agreement was sole sourced to Wilson Tech due to their involvement in the
implementation and ongoing maintenance of our Laserfiche records management system. A
competitive proposal would not yield better or lower costing proposals.
Staff recommends that the City Manager award the Public Record Request Automation
System proposal to Wilson Tech in the amount not to exceed $5,300 for Phase 1 , and an
hourly rate of $150 for Phase 2 (Section 2b of Professional Services Agreement)
Attachments:
1. Purchase Requisition
2. Professional Services Agreement with Wilson Tech (2 copies)
3. Bid Recap