CC MEETING: November 5, 2024
DATE: October 29, 2024
TO: Erin Rinehart, City Manager
FROM: Chloe Sawatzky, City Secretary
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into An Agreement With MCCi, LLC Through BuyBoard Purchasing Cooperative For Records Management Software In An Amount Of $448,613.96 For The First Year And A Five-Year Total Amount Not To Exceed $1,018,068.56.
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BACKGROUND:
The FY24 budget included an approved ATB for Records Management Software to replace the City's current records software. This upgrade will include the subscription, integration, implementation, and training. The City will utilize MCCi as the provider for the new software, Laserfiche.
Laserfiche is the leading provider of content management and process automation, offering the tools needed to effectively and efficiently store documents in a digital environment. This digital solution will assist with increasing transparency, digitizing of records, processing open records requests, and offering expedient service to customers. Laserfiche allows for multi-system integration, which will provide additional uses once records have been migrated and digitized.
The City will use a project manager to oversee the project from beginning to end, ensuring MCCi and staff have the tools they need for a successful migration and implementation. This project is expected to take approximately 9 months to complete.
FINANCIAL IMPLICATIONS:
MCCi and the Laserfiche implementation was approved as an ATB for FY24. The account that will be utilized is listed below. The project manager is budgeted through the same account but was requested through a previous agenda item. The year one amount includes a 25% contingency to account for the volume of data to index and migrate. Subsequent years include a 10% contingency. The contract will be systematically renewed on an annual basis.
Accounting Unit Amount
Year 1 854105-124600199 $448,613....
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