DATE: August 5, 2026
TO: Honorable Mayor and City Councilmembers
FROM: City Clerk's Office
TITLE: AMENDMENT 2 TO THE PROFESSIONAL SERVICES AGREEMENT WITH MCCI, LLC, EXTENDING THE TERM AND INCREASING THE TOTAL COST OF THE AGREEMENT FOR THE CITY’S DOCUMENT MANAGEMENT SOFTWARE
RECOMMENDATION
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Staff recommends that the City Council approve Amendment 2 to the Professional Services Agreement with MCCi, LLC for Annual Citywide Document Management Software and Technical Support to extend the agreement term for two years and increase the agreement amount by $144,473, for a revised total agreement cost not to exceed $402,879, and authorize the City Manager to execute the amendment.
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BACKGROUND AND ANALYSIS
The City Clerk’s Office manages the document imaging system for all City documents. On June 7, 2023, the City Council approved a Professional Services Agreement with ECS Imaging, Inc., in an amount not to exceed $180,983 for Laserfiche, a new document management software to replace WebXtender, a system that was no longer adequate to meet the City’s needs. ECS Imaging, Inc. was to provide ongoing support to ensure that the software meets the City’s needs and addresses any issues that may arise.
On May 1, 2025, ECS Imaging, Inc., and MCCi, LLC combined as a single entity, with MCCi, LLC, assuming contractual rights and obligations under the agreement.
Change orders were administratively approved, in the amount of $14,223, for additional user licenses, new scanners, and support hours.
On August 20, 2025, the City Council approved Amendment 1 to the Professional Service Agreement with MCCi, LLC, to increase the agreement amount by $54,500 for Laserfiche Cloud subscription and support.
On November 5, 2025 and July 1, 2026, additional full and participant user licenses were added to fulfill staff demand for a total of $8,700.
Through this contract amendment, the City will receive additional services, including Laserfiche Cloud full and participant users, citywide repository for records, training services, and enhanced ECS Gold Priority Support. This support package provides 20 hours annually of on-line or on-site assistance, unlimited phone support, and a four-hour response time for most services, including Laserfiche technical support, installations, workflow and form configurations, and integration services. The amendment will extend the agreement for two additional years and increase the not to exceed compensation amount accordingly by $144,473, for a total agreement compensation amount of $402,879.
FISCAL IMPACT
The FY26-27 renewal total is $63,350, and will be charged to 155010841.5355.0009, which has an available balance of $154,663. The cost for the FY27-28 renewal is estimated to be $81,123, and will be requested through the regular budget approval process.
|
Description |
Amount |
Account |
Available Balance |
|
Amendment 2 |
$144,473 |
155010841.5355.0009 |
$154,663 |
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Milo Brown, Program Specialist
Reviewed by: Zeb Navarro, City Clerk
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Amendment 2