HomeMy Public PortalAbout08) 7F Reject All Bids - ECMSCity Council
October 15, 2013
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been updated since 1994. This update allowed staff to re-review its records and
do a better job of purging non-essential City records.
5. In May 2012, City Clerk Flandrick went out on leave.
6. On May 15, 2012, the City Council appointed Deputy City Clerk Kuo as the Acting
City Clerk and she managed the office without the assistance of a Deputy City
Clerk.
7. On May 31, 2012, the City performed its annual record destruction following the
updated records retention schedule. A total of 392 boxes of records previously
stored in the basement at City Hall were destroyed. This prep work was essential
before scanning of City records and implementing an ECMS.
8. On June 1, 2012, City Clerk Flandrick retired.
9. On July 1, 2012, Deputy City Clerk Kuo was promoted to the City Clerk position.
10. Between August and October, 2012, the City recruited and filled the vacancy for
the Deputy City Clerk position.
11. In December 2012, staff began working with Diane Gladwell of GGS, to assist in
the formulation of an implementation plan for the new ECMS.
12. In June 3, 2013, the City released the Request for Proposal (RFP) for Electronic
Content Management System.
13. On June 4, 2013, City Council adopted FY 2013-14 City Budget which included
carried over fund of $45,000 for citywide document imaging.
14. On June 28, 2013, the City received six RFPs from: Advance Processing and
Imaging (API-OptiView), American Microlmaging, Inc. (AMI-Laserfiche Avante),
Complete Paperless Solution (CPS-Laserfiche Avante) (Attachment "B"), ECS
Imaging, Inc. (ECS-Laserfiche Avante), LSSP Corp. (LSSP-PinPoint), and
Webiplex (DocuPeak).
15. On August 22, 2013, the City's selection committee (i.e., Administrative Services
Director Hause, Community Development Director Persico, Assistant to the City
Manager I Economic Development Manager Haworth, City's contracted IT staff
MacCuil, Deputy City Clerk Bonus, and City Clerk Kuo) reviewed the proposals,
met to receive demonstrations I presentation and contacted the technical support
line to test responsiveness and ease of access for all companies who submitted
an RFP (API, AMI, CPS, ECS and LSSP).