DATE: December 10, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with ECS Imaging, Inc. for Imaging Software
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for the solicitation of imaging software; and
2. Approve and authorize the Chairman to execute an Agreement with ECS Imaging, Inc. for imaging software, effective January 6, 2020, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $2,000,000.
REPORT
Approval of the recommended actions will provide maintenance and support for the County's existing Laserfiche Document Management System, and allow the Public Defender and Department of Behavioral Health to be included in the agreement and use Laserfiche for their document management needs. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, various departments would no longer have maintenance and support for their Laserfiche Document Management system.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Internal Services Department's request to waive the competitive bidding process is consistent with Administrative Policy No. 34, as ECS Imaging, Inc. ("ECS") has unique insight into the setup of the County's software environment, extensive workflows, and other automated processes. ECS assisted the County with building several Laserfiche environments and integrating in-house written applications with Laserfiche. Selecting another vendor for support of the current imaging software would require significant staff time and resources. The Internal Services Department - Purchasing Division concurs with the Department's request to suspend the competitive bidding proc...
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