HomeMy WebLinkAboutMINUTES - 09232014 - C.40RECOMMENDATION(S):
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract with ECS Imaging, Inc.
(ECS) in an amount not to exceed $289,714 to implement Laserfiche, an electronic records content management
system, for the period of September 23, 2014 through September 30, 2016.
FISCAL IMPACT:
100% Special Revenue Funds.
BACKGROUND:
The Public Works Department is heavily reliant on paper records, such as: project files, as-built maps, flood control
maps, and road right-of-way maps. These records are currently stored physically, but can be difficult or tedious to
find. The Department has developed the following priorities and long-term goals regarding records storage:
• Create a consistent process for management of electronic documents;
• Generate less paper;
• Replace at-risk data assets (such as paper, microfilm, vellum) with electronic
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 09/23/2014 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I
Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
ABSENT:Federal D. Glover, District V
Supervisor
Contact: Carrie Ricci, (925) 313-2235
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: September 23, 2014
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C. 40
To:Board of Supervisors
From:Julia R. Bueren, Public Works Director/Chief Engineer
Date:September 23, 2014
Contra
Costa
County
Subject:APPROVE and AUTHORIZE a contract with ECS Imaging, Inc.
BACKGROUND: (CONT'D)
versions;
• Develop workflows for efficiency;
• Implement a records retention policy; and,
• Provide a public portal for records access.
In 2012, the Department purchased three Laserfiche software licenses for a pilot document storage program. The
program was deemed a success and the decision was made to expand the program to several Department
Divisions. In 2013, a total of 15 Laserfiche licenses were purchased along with support and limited training. On
May 1, 2014, the Public Works Department entered into a contract with ECS to conduct a preliminary needs
assessment for the Department, develop a Project Plan based on the findings from the needs assessment, and
implementation of Laserfiche for two Department Divisions (Capital Projects and Maintenance). This contract
will focus on implementation of the Project Plan for the thirteen remaining divisions, upgrading the existing
Laserfiche software and purchase of 100 additional licenses and annual support.
CONSEQUENCE OF NEGATIVE ACTION:
Without approval of the contract, Public Works will continue to be heavily reliant on paper records and not have
the ability to provide them electronically for public access.
CHILDREN'S IMPACT STATEMENT:
Not applicable.
ATTACHMENTS
ECS Contract