HomeMy WebLinkAboutItem 4.3 Record Archiving Equipment~~~~ Off' nU~~~
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
CITY CLERK
File # 600-30
May 15, 2012
Honorable Mayor and City Councilmembers
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Joni Pattillo, City Manager ° ~'
SUBJECT: Approve an Agreement with ECS Imaging, Inc. for the Purchase of Record
Archiving Equipment and Services
Prepared by: Caroline Soto, City Clerk and Steve Pappa, Information Systems
Manager
EXECUTIVE SUMMARY:
The City Council will consider approval of an agreement with ECS Imaging, Inc. for the
purchase and installation of ProStor InfiniVault, a record archiving system, as part of the City's
Records Retention Implementation Plan.
FINANCIAL IMPACT:
Funds have been budgeted in the Fiscal Year 2011-2012 CIP budget for this item.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution authorizing the purchase of
records archiving equipment and services from ECS Imaging, Inc.
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Submitted By
City Clerk
DESCRIPTION:
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Reviewed By
Assistant City Manager
Capital Improvement Project No. 930006, Civic Center Modification Design and Construction,
includes a Records Assessment Implementation Plan to assist in increasing available floor space
at the Civic Center, thereby maximizing capacity and efficiency involving City documents and
records. An important phase of that plan involves utilization of aWrite-Once-Read Many
(WORM) Archiving System to store City records. It is proposed that electronic versions of City
records be archived and stored on the ProStor InfiniVault system, which will allow for the
destruction of hundreds of paper records, per State codes and specifications, that are currently
stored at several sites.
Page 1 of 2 ITEM NO. 4.3
In addition to the archiving on the Prostor system, these records have been scanned and placed
on the City's LaserFiche document management system. The LaserFiche system requires
support from an authorized reseller in order to comply with software licensing requirements.
ECS Imaging, Inc. has been the City authorized reseller and technical support firm since 2004.
ECS Imaging, Inc. would also be the provider of the Prostor InfiniVault archive appliance that
would work in conjunction with the LaserFiche system. The proposed cost of the Prostor
InfiniVault and implementation services from ECS Imaging, Inc. is not to exceed $21,970.
Section 2.36.050(A)(6) of the Municipal Code allows for exceptions to the typical public bidding
process when a purchase involves goods of a technical nature, where it would be difficult for a
vendor to bid on a standard set of specifications, the Purchasing Agent shall undertake a
thorough review of known products and a comparison of features which would most closely meet
the city's needs at the least cost. Purchases made in this manner that exceed $20,000 shall be
approved by the City Council (Section 2.36.050(6)). ECS Imaging, Inc. is the firm authorized by
LaserFiche to support the City's document management system. ECS Imaging, Inc. proposes
the archiving solution that will work in conjunction with the City's LaserFiche system and is
authorized to integrate the solution with the LaserFiche system without voiding the City's
licensing agreement with LaserFiche.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Resolution Authorizing the Purchase of Record Archiving Equipment
and Services from ECS Imaging, Inc.
Page 2 of 2
RESOLUTION NO. xx - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE PURCHASE OF RECORD ARCHIVING EQUIPMENT AND SERVICES FROM
ECS IMAGING, INC.
WHEREAS, the City has a LaserFiche electronic document management system for
centralized electronic record storage; and
WHEREAS, the City intends to implement the Records Retention Project Plan and acquire a
record archiving solution compliant with LaserFiche to gain greater record storage efficiency; and
WHEREAS, ECS Imaging, Inc. is the City's authorized LaserFiche reseller and support firm,
and is solely authorized to implement solutions that integrate with the City's LaserFiche system; and
WHEREAS, Sections 2.36.050(A) and (B) of the Dublin Municipal Code allow for exceptions
to the typical public bidding process when a purchase involves goods of a technical nature, where it
would be difficult for a vendor to bid on a standard set of specifications, provided that the City
Council shall award purchases in excess of $20,000; and
WHEREAS, ECS Imaging, Inc. is uniquely qualified to provide and implement the ProStor
InfiniVault solution in conjunction with the City's LaserFiche system; and
WHEREAS, the cost of the ProStor InfiniVault archive appliance and implementation services,
proposed by ECS Imaging, Inc. is $21,970.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager, as Purchasing Agent, to procure a ProStor InfiniVault archive appliance
from ESC Imaging, Inc. at a cost of $21,970 as described to the City Council on May 15, 2012.
PASSED, APPROVED AND ADOPTED this 15th day of May, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 1