HomeMy WebLinkAbout4.17 Approving the Purchase of Replacement Equipment for the Trusted System for the City's Recordsr
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: .Line 6, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
Agenda Item 4.17
SU B.ECT : Approving the Purchase of Replacement Equipment for the Trusted System
for the City's Records
Prepared by: Marsha Moore, MMC, City Clerk
EXECUTIVE SUMMARY:
The City Council will consider approving the purchase of a replacement Assureon and new
Compliant Cloud Archive Assureon from ECS Imaging, Inc. The Assureon products create the City's
"trusted system" used to digitize and store records electronically. The "trusted system" prevents
deletion or changes to records and allows the City to destroy paper versions.
STAFF RECOMMENDATION:
Adopt the Resolution Approving the Purchase of a Replacement Assureon Server and Cloud
Archive Assureon.
FINANCIAL IMPACT:
Funds are included in the Internal Service - Equipment Replacement Fund and in the Information
Technology Fund.
DESCRIPTION:
In May 2018, the City purchased an Assureon Write -Once -Read -Many (WORM) device to work in
conjunction with Laserfiche, the City's records repository. This device allows the destruction of
original paper records, per State codes and specifications, as long as the records are scanned into
Laserfiche and stored on the WORM device.
The current Assureon WORM device has reached the end of its service life and needs replacement.
In addition, based on the recommendation from ECS Imaging, Inc., Staff proposes adding a
duplication of this device in a cloud environment. The Assureon WORM device and Compliant
Cloud Archive Assureon will be purchased through ECS Imaging, Inc.
Page 1 of 2
761
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 $45,000. 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.
The cost of replacing the Assureon WORM device is $39,574.00, the cost of the Compliant Cloud
Archive Assureon is $9,600, and sales tax $4,056.34, for a total of $53,230.34. The additional costs
associated with the Assureon replacement are related to the annual maintenance costs and
professional services. Resolution No. 09-21 authorized the City Manager to approve the annual
maintenance costs and agreements with ECS Imaging, Inc. for professional services as long as the
City continues to utilize Laserfiche.
Staff recommends the City Council delegating the City Manager authority to procure the Assureon
replacement and Compliant Cloud Archive Assureon in the amount of $53,230.34, as well as
authorizing the City Manager to make future purchases from ECS Imaging, Inc. in excess of
$45,000, subject to available budget appropriated, as long as the City continues to utilize
Laserfiche.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving the Purchase of a Replacement Assureon Server and Cloud Archive
Assureon
2) Exhibit A to the Resolution - Quote from ECS Imaging
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762
Attachment I
RESOLUTION NO. XX — 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PURCHASE OF A REPLACEMENT ASSUREON SERVER AND CLOUD
ARCHIVE ASSUREON
WHEREAS, the City has a Laserfiche electronic document management system for
centralized electronic record storage; and
WHEREAS, the City has records in Laserfiche stored in an Assureon, a "trusted system,"
that prevents deletion or changes to the records, allowing the City to destroy the original paper;
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 $45,000; and
WHEREAS, the Assureon is due for replacement in July 2023; and
WHEREAS, ECS Imaging, Inc. is uniquely qualified to replace the Assureon solution and
implement a second duplication of the system; and
WHEREAS, the cost of the Assureon replacement and Compliant Cloud Archive Assureon
as outlined in Exhibit A is $53,230.34, and there is sufficient budget available in the Information
Technology Fund and Internal Service Fund for equipment replacement.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin herby
approves the purchase and authorizes the City Manager, as Purchasing Agent, to procure the
replacement Assureon and Compliant Cloud Archive Assureon.
BE IT FURTHER RESOLVED that the City Manager is authorized to make future
purchases from ECS Imaging, Inc. in excess of $45,000, subject to available budget appropriated,
as long as the City continues to utilize Laserfiche.
{Signatures on the following page}
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 2 763
PASSED, APPROVED AND ADOPTED this 6th day of June 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 2 of 2 764
Attachment 2
Exhibit A to the Resolution
iiiii ECS IMAGING, INC.
WORLD -CLASS SOLUTION PROVIDER
87790-1600 Quote
5905 Brockton Ave. Ste. C
Riverside, CA 92506
www.ECSlmaging.cor
Quotation For
Quote Info
Q2 2022 V.2
Name:
Title:
Company:
Address:
Phone:
E-mail:
Marsha Moore
City Clerk
City of Dublin
100 Civic Plaza, Dublin, CA 94568
(925)833-6650
marsha.mooreRdublin.ca.gov
Date: 4/25/2022
Quote Number: 42520221
Valid Through 6/30/2022
Terms: Net 15
Account Manager: Pete H
Phone: (925) 586-7549
E-mail: peteaecsimaginq.com
Description of Product and Services
Assureon WORM Storage On Premise Solution and Restore Vault - 10 TB Cloud Based Assureon WORM Storage (Annual Cost)
Products and Services
Rev 05/25/2023
SKU
Description
Unit Price Quantity Line Total
AS-HAXRP10-30
RV-CCA-A-N-001
Special Terms
Assureon Server. Includes 1 processing node with internal storage with
30TB of available archive capacity per site in single -write mode (27TB after
RAID and format), using 1 array of Sx 10TB (RAID6). Add 1 drive pack to
expand this node's capacity to 60TB.
Compliant Cloud Archive Assureon 500GB-30000GB*
*10TB initial calculated capacity
Tax Rate Dublin*
$ 39,574.00 1 $ 39,574.00
$ 9,600.00 1 $ 9,600.00
10.25%
Billing Terms
All Software and Annual Maintenance is billed 100% at project start. Services are billed 75% up front minimally with remaining Services as incurred.
Subtotal $ 49,174.00
Subtotal $ 49,174.00
Tax $ 4,056.34
Shipping $ -
Discount
Total $ 53,230.34
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