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 in...
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