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File #: BILL NO. 19-254    Name:
Type: Ordinance - Committee Status: Passed
File created: 10/29/2019 In control: City Council - Regular Session
On agenda: 11/19/2019 Final action: 11/19/2019
Title: An Ordinance approving the award of RFP No. 2019-029 for the acquisition and implementation of a Laserfiche Enterprise Content Management System to OPG-3, Inc. for an amount not to exceed $242,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City. (F&BC 11/11/19)
Attachments: 1. Ordinance, 2. Exhibit A, 3. Exhibit B, 4. Exhibit C, 5. Exhibit D, 6. Exhibit E, 7. Exhibit F, 8. Exhibit G
Title
An Ordinance approving the award of RFP No. 2019-029 for the acquisition and implementation of a Laserfiche Enterprise Content Management System to OPG-3, Inc. for an amount not to exceed $242,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City. (F&BC 11/11/19)

Body
Issue/Request:
An Ordinance approving the award of RFP No. 2019-029 for the acquisition and implementation of a Laserfiche Enterprise Content Management System to OPG-3, Inc. for an amount not to exceed $242,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City.

Key Issues:
? The City’s existing document management system is no longer being updated, and does not meet the document management and retention needs of the city, and therefore needs to be replaced.
? The proposed system will meet the current document management needs and add capabilities for electronic document workflow, searching, digital signatures, and digital forms processing. Thus moving from a document management system to an enterprise content management system.
? The new system will include a contract management system to streamline the processing and storage of all City agreements.
? A Request for Information (RFI) process was followed to determine the general capabilities of a new system, and general budgetary needs.
? OPG-3, Inc. was selected as the best combination of cost and capabilities through a two-stage RFP selection process.
? The RFP pricing was not in line with the RFI responses, based on information provided by vendors, making their pricing contingent on sole sourcing the project, an action that was not in the City’s best interest, and not divulged at the time of the RFI submission. Based on this the cost of the project is higher than the FY2019 budget transfer to Information Technology...

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