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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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TITLE:
title
Change Order: Laserfiche Software Maintenance: Modification 5 - License Extension (Cities Digital, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute modification 5 and associated disbursements to contract 20-03332 with Cities Digital, Inc. for $344,617.23.
BACKGROUND:
On October 21, 2020, the Board of Trustees approved the contract with Cities Digital to use the enterprise system Laserfiche, which is set to expire in November 2025.
DISCUSSION:
Currently, Laserfiche is used for multiple Enterprise-wide processes and is integrated into existing and new Enterprise Asset systems. It is the main system of official records for the agency.
A substantial duplication of costs using a different vendor would result in additional costs (migration of records, records management record series, rebuilding of records repositories, security groups and access, workflows and process routing).
Cities Digital Inc is the vendor that UTA has used to create and set up custom workflows that are not a part of general out of the box Laserfiche systems.
CONTRACT SUMMARY:
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Contractor Name: |
Cities Digital, Inc. |
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Contract Number: |
20-03332-05 |
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Base Contract Effective Dates: |
November 26, 2020 to November 25, 2025 |
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Extended Contract Dates: |
November 26, 2025 to November 20, 2028 |
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Existing Contract Value: |
$502,526.24 |
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Amendment Amount: |
$344,617.23 |
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New/Total Contract Value: |
$847,143.47 |
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Procurement Method: |
Sole Source |
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Budget Authority: |
Approved 2025 Operating Budget |
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ALTERNATIVES:
Manual processes, paper and electronic records stored in unsecured locations, lack of transparency and record management requirements.
FISCAL IMPACT:
• 2025 Modification Total: $106,345.62
• 2026 Modification Total: $114,839.56
• 2027 Modification Total: $123,432.05
Modification total value: $344,617.23
Contract total value: $847,143.47
ATTACHMENTS:
• Change Order: Laserfiche Software Maintenance: Modification 5 - License Extension (Cities Digital, Inc.)