Agenda

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C. 38

To:	Board of Supervisors
From:	Brian M. Balbas, Public Works Director/Chief Engineer
Date:	August 1, 2023

Contra

Costa

County

Subject:

Contract Amendment No. 1 with ECS Imaging, Inc., Countywide

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 08/01/2023

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:

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: August 1, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract amendment with ECS Imaging, Inc., to increase the payment limit by $62,195 to a new payment limit of $295,195 to provide additional software licenses, and project management hours associated with the implementation of Laserfiche, an electronic records content management system, with no change to the contract term of September 30, 2021 through September 29, 2024, Countywide.

FISCAL IMPACT:

100% of the costs for the implementation of Laserfiche will be charged out to various special revenue funds and special districts as the project is impacted by the full scope of Public Work's activities.

BACKGROUND:

On September 27, 2016, the Board of Supervisors approved a contract with ECS Imaging, Inc., for software, software support and Laserfiche implementation for all Public Works divisions. On January 16, 2018, the Board of Supervisors approved Contract Amendment No. 1 with ECS Imaging, Inc. to purchase additional software modules and licenses, and to continue with project management. The project management includes working with Public Works divisions to complete their work processes and set up work flows in Laserfiche to more efficiently store records electronically. During this contract period, projects assigned to ECS Imaging, Inc. were delayed due to Public Works Staff availability in 2020 and 2021.

ECS Imaging, Inc. built the system that Public Works needs in order to have effective electronic records content management and workflows. Additionally, the projects in process are required to be completed in order to use the Laserfiche system effectively.

On September 21, 2021 the Board of Supervisors approved the current contract with ECS imaging, Inc., to provide additional project management work, to complete project management work from 2020 and 2021, to allow for additional licensing, and to provide on-call support.

The Public Works Department requires an amendment with ECS Imaging Inc. to add additional funds to the payment limit of the contract for additional project management hours and additional licenses.

Government Code Section 31000 authorizes the County to contract for services including the services that ECS Imaging, Inc. provides.

CONSEQUENCE OF NEGATIVE ACTION:

Without approval of the contract, Public Works will not be able to complete Laserfiche implementation and provide software and support for the existing system.