Agenda

Return

C. 46

To:	Contra Costa County Fire Protection District Board of Directors
From:	Lewis T. Broschard III, Chief, Contra Costa Fire Protection District
Date:	August 8, 2023

Contra

Costa

County

Subject:

Contract with ECS Imaging, Inc.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 08/08/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Regina Rubier (925) 265-3055

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: August 8, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

Acting as the governing board of the Contra Costa County Fire Protection District (District), APPROVE and AUTHORIZE the Fire Chief, or designee, to execute a Software Subscription Agreement with ECS Imaging, Inc., in an amount not to exceed $55,000, for the migration and maintenance of the District's laserfiche data, for the period of August 15, 2023 through June 30, 2028.

FISCAL IMPACT:

Budgeted, 100% CCCFPD General Operating Fund. The total cost of this agreement is estimated at $55,000 over the five-year term.

BACKGROUND:

ECS Imaging, Inc. will migrate the District laserfiche database to a laserfiche cloud that they will manage. Professional services include repository, merge consultation, best practices for security holes, repository folder, template clean up, 275 GB repository migration, project status meetings, and training. The laserfiche cloud includes direct share; data encryption at rest; auto-scaling; automated and encrypted backups; intrusion detection; automated feature and security updates; automated text extraction; import agent with email archive; starter audit trail; workflow and forms automation; integration with MS Office, SharePoint, Teams, MS Dynamics 365, and Redtail. The system will allow the District to receive and hold all submitted plans electronically, no longer storing plans via laserfiche on a server. Plans would be available via cloud based solution and can be used onsite at inspection of facilities. This agreement includes a provision for mutual indemnification between the District and ECS Imaging, Inc.

CONSEQUENCE OF NEGATIVE ACTION:

If the agreement is not approved, the District may need to lease space to house the physical plans and all plan related documents.