Title
AUTHORIZATION FOR THE EXPENDITURE OF FUNDS AND TO ENTER INTO A LINKING AGREEMENT WITH DOCUNITED IMAGING, LLC., FOR THE PURCHASE OF LASERFICHE ENTERPRISE CONTENT MANAGEMENT SYSTEM
Staff Contact: Julie K. Bower, City Clerk
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Purpose and Recommended Action
Recommendation [enter the recommendation here]
This is a request for City Council to authorize the City Manager to enter into a Linking Agreement with DocUnited Imaging, LLC for a term commencing upon approval of the agreement and ending on May 31, 2018. Through an RFP process by the National Cooperative Purchasing Alliance (NCPA)/Region 14 Education Service Center, Laserfiche has been awarded a contract, through its Vendor Authorized Reseller, DocUnited, to distribute its software. This request also includes approval of expenditure authority in an amount not to exceed $380,000 from the FY2017-2018 budget over the life of the agreement.
Please note that the linking agreement expires in 11 months. Pursuant to the Cooperative Purchasing Agreement, purchases can be made by governmental entities from the date of award, which was May 1, 2013, until the date the contract expires on May 31, 2018, unless the term of the Cooperative Purchasing Agreement is extended by the mutual agreement of the original contracting parties. Except for ongoing maintenance, the Clerk's Office intends to have all purchases completed by May 31, 2018. Laserfiche will be participating in the NCPA RFP process to be awarded another contract but cannot do so until closer to the expiration date of the current agreement. Once a new agreement has been awarded, the Clerk's Office will present a new Linking Agreement with DocUnited for Council approval.
Background
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allow...
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