REPORT TO THE CITY COUNCIL September 27, 2018 FROM: BRYON HORN, Chief Information Officer Information Services Department SUBJECT ..Title Approve the Fifth Amendment to the Consultant Services Agreement with ECS Imaging, Inc., to expand Laserfiche consulting and implementation services for the Public Works Department in an amount not to exceed $36,000. ..Body RECOMMENDATION Staff recommends Council approve the Fifth Amendment (Amendment) to the February 29, 2016, ECS Imaging, Inc., Consultant Services Agreement with the City of Fresno (City) in an amount not to exceed $36,000 for continued design and development consultation for Laserfiche functionality in Public Works, as described in the attached Statement of Work (Attachment A). EXECUTIVE SUMMARY The City and ECS Imaging, Inc., completed the Laserfiche implementation in the City Clerk's Office and selected Divisions within the Public Works Department pursuant to the original Scope of Services. Both departments are pleased with the outcome and recognize the mutual benefit of expanding the records management and document imaging. To continue Laserfiche design, development and implementation for the Public Works Department, approval is requested for the new Statement of Work in an amount not to exceed $36,000. This project will provide user and administrator training, troubleshooting and revision to existing templates and workflows, and general project management for the continued design and development to enhance and support Laserfiche functionality within the Public Works Department. BACKGROUND On February 29, 2016, the City entered into a Consultant Services Agreement (Agreement) with ECS Imaging, Inc., for Laserfiche implementation and consulting services which included document management automation for the City Clerk's Office as well as selected divisions in the Public Works Department. The original Agreement was for $49,510. ECS Imaging, Inc., was selected through a competitive process based on their qualifications and pricing on other municipal competitively bid contracts. The elements involved in designing and implementing Laserfiche automation are of a specific technical expertise thereby requiring the enlistment of a professional consultant services company specializing in Laserfiche implementations. On September 13, 2016, the First Amendment to Agreement was entered into to expand the scope of work to provide Laserfiche implementation in other Public Works divisions for an additional amount not to exceed $36,000. This First Amendment increased the total contract amount to $85,510. On February 14, 2017, the Second Amendment to Agreement was entered into to extend the Time for Performance to October 1, 2017. This Second Amendment was for a time extension only and did not increase the total contract amount consequently it did not go before Council. On September 28, 2017, the Third Amendment to Agreement was entered into to provide additional Laserfiche implementation services in additional Public Works divisions for an additional amount not to exceed $70,000. This increased the total contract amount to $155,510. On June 28, 2018, the Fourth Amendment to Agreement was entered into to provide Laserfiche implementation in the Finance Department in an amount not to exceed $13,500. Having successfully completed the original scope of services and recognizing the efficiency and productivity improvement provided by the technology, Public Works is seeking assistance with divisions for efficiency and edits of templates and attributes, workflow automation and existing digital migration (in progress). The net effect will be improved efficiency in creating new document structures and workflows along with a savings of City staff time in making changes to the Laserfiche system configuration. The Fifth Amendment to Agreement will provide additional services for an amount not to exceed $36,000 increasing the total contract amount to $205,010. The City Attorney's Office has reviewed and approved the amendment as to form. ENVIRONMENTAL FINDINGS Laserfiche computer software implementation is not a "project" pursuant to California Environmental Quality Act Guidelines Section 15378. LOCAL PREFERENCE Local preference not implemented because this item is an amendment of an existing contract. FISCAL IMPACT The Public Works Department's approved FY19 General Fund Budget contains funding for this item. Attachments: Fifth Amendment to Agreement Attachment A - Statement of Work Fourth Amendment to Agreement Third Amendment to Agreement Second Amendment to Agreement First Amendment to Agreement Consultant Services Agreement_Executed