DATE: September 25, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Financial Services Department
TITLE: PROFESSIONAL SERVICES AGREEMENTS WITH ENTERPRISE TECHNOLOGY SERVICES, LLC FOR LASERFICHE INTEGRATION WITH ORACLE, CUSTOMER MASTER WORKFLOW AND ACCOUNTS PAYABLE AUTOMATION UPGRADE
RECOMMENDATION
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Staff recommends that the City Council approve two Professional Services Agreements (PSA) with Enterprise Technology Services, LLC; one for $70,440 for Laserfiche integration with Oracle and to build a Customer Master workflow within the Cashiering System that integrates with Oracle; and one for an upgrade for Accounts Payable (AP) Automation to the “Cannon Therefore” product for a not to exceed amount of $89,770 for one-time upgrade costs as well as three year licensing fees with a one-year extension option which will be administratively extended if it is deemed most appropriate for the City; and authorize the City Manager to execute the agreements.
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BACKGROUND AND ANALYSIS
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 that was no longer adequate to meet the City’s needs.
Laserfiche will allow the City to implement a more transparent records management system while providing a more efficient platform to store, organize and retrieve digital documents and automate workflows. While implementing the new Laserfiche system, staff identified an opportunity to coordinate with the Oracle database system, allowing invoices processed electronically to seamlessly transfer from Oracle to Laserfiche without requiring manual conversion. This process will allow for increased efficiencies.
Additionally, Enterprise Technologies Services, LLC is collaborating with the Oceanside Police Department on a project to integrate its False Alarm system with the Cashiering system, ensuring a smooth invoicing process. Staff has identified another opportunity to make the process more efficient and create a faster submission process.
Accounts payable automation is a process where a department electronically submits its invoices to the Finance Department for payment with an online approval process. The new Cannon upgrade will allow the system to learn autonomously with each new invoice it encounters, allowing Departments to process invoices without interruption and more efficiently. The PSA includes one-time implementation costs of $27,800 and licensing fees for the first three years with a one-year extension option which will be administratively extended if it is deemed most appropriate for the City.
FISCAL IMPACT
The first PSA with Enterprise Technology Services, LLC is in the amount not to exceed $70,440. The cost of $49,440 for the Laserfiche integration will be charged to the ARPA Doc Imaging System Replacement account 837175722271.5305, which has an available balance of $62,192. The cost of $21,000 for the Customer Master Workflow, and the first-year cost for the second PSA with Enterprise Technology Services, LLC in the amount of $39,800 for the AP Automation upgrade, will be charged to the FSD Admin Account 200010101.5306, which has an available balance of $87,630; therefore, sufficient funds are available. Future years costs will be included during the normal budget cycle.
|
Description |
Amount |
Account |
AVAILABLE BALANCE |
|
Laserfiche Integration |
$49,440 |
ARPA Doc Imaging 837175722271.5305 |
$62,192 |
|
Customer Master Workflow |
21,000 |
FSD Admin 200010101.5306 |
87,630 |
|
AP Automation Upgrade 1st Year |
39,800 |
FSD Admin 200010101.5306 |
87,630 |
|
Total |
$110,240 |
|
|
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced document has been reviewed by the City Attorney and approved as to form.
end
Prepared by: Christine Hernandez, Accounting Manager
Reviewed by: Jill Moya, Financial Services Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. PSA - Enterprise: Laserfiche Integration with Oracle and Customer Master
3. Statement of Work (SOW) - Customer Master Creation Workflow
4. SOW - Laserfiche Integration
5. PSA - Enterprise: AP Automation
6. SOW - Canon Therefore AP Automation Upgrade Implementation