HomeMy WebLinkAboutMINUTES - 07282015 - C.47RECOMMENDATION(S):
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with ECS
Imaging, Inc., effective July 28, 2015, to increase the payment limit by $75,000 to a new payment limit of $364,714,
with no change to the original term of September 23, 2014 to September 30, 2016, for additional necessary work
associated with the implementation of Laserfiche, an electronic records content management system, Countywide.
FISCAL IMPACT:
The increase in payment will be funded by Department Special Revenue Funds that have been approved for the
implementation of Laserfiche.
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. Currently these records are stored physically, but can be difficult or tedious to
find. The Department has developed the following priorities and long-term goals regarding records storage:
1. Create a consistent process for management of electronic documents;
2. Generate less paper;
3. Replace at-risk data assets (such as paper, microfilm, vellum) with electronic versions;
4. Develop workflows for efficiency;
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 07/28/2015 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: July 28, 2015
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C. 47
To:Board of Supervisors
From:Julia R. Bueren, Public Works Director/Chief Engineer
Date:July 28, 2015
Contra
Costa
County
Subject:Contract Amendment with ECS Imaging, Inc.
BACKGROUND: (CONT'D)
5. Implement a records retention policy; and,
6. Provide a public portal for records access.
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). On September 23,
2014, the Public Works Department entered into this contract to focus on implementation of the Project Plan for the
thirteen divisions, upgrading the existing Laserfiche software and purchase of 100 additional licenses and annual
support. Approval of this Consulting Services Agreement Amendment No. 1 will allow for additional work
associated with Project Plan implementation to be completed.
CONSEQUENCE OF NEGATIVE ACTION:
Without approval of the Board of Supervisors, additional work to implement Laserfiche will not be completed.