HomeMy WebLinkAbout7/6/2005 - STAFF REPORTS (17) U � N
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City Council Staff Report
DATE: July 6, 2005 CONSENT CALENDAR
SUBJECT: SYSTEM SUPPORT FOR CANON RECORDS MANAGEMENT SYSTEM
FROM: David H. Ready, City Manager
BY: Information Services Division, Office of the City Manager
SUMMARY
The Canon Records Management System is used by several City departments to
convert paper documents to digital format for fast and easy document storage and
retrieval. This action provides hardware and software support for this system.
RECOMMENDATION:
1. Adopt Minute Order No. _ , approving the purchase of hardware and software
support for the Records Management System with Canon Business Solutions
Inc., of Rancho Cucamonga, CA, for a one-year period (FY 2005/2006) in the
amount of $26,500 for software support and $8,581 for hardware support, for a
total amount of $35,081.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Canon Records Management System is used by various City Departments
including City Clerk, Human Resources, Planning, Building, Engineering and Fire
Department to convert paper documents to digital format for quick document access.
Annual software support for Canon Records management system provides 8 hours per
month on-site support, phone support, updates and upgrades. Annual hardware support
includes parts, labor and four-hour service response time.
Item No. Z . F .
City Council Staff Report
July 6, 2005 -- Page 2
System Support for Canon Records Management System
Staff recommends the purchase of hardware and software support from Canon
Business Solutions, Inc, the sole source service provider to our area, in order to
maintain the system hardware and software for the Records Management System.
FISCAL IMPACT:
Funds have been budgeted for this purpose, and are available using the following
accounts:
001-1120-42960 Information Services Hardware Maintenance $ 8,581
001-1120-43200 Information Services Contractual Services $26,500
Randy Cobb BruceW nson
Telecommunications Coordinator Procurement & Contracting Mgr
Tr y $utzla , 11 sistant City Manager David H. Ready, City)Aoi figer
Attachments: Minute Order
City Council Staff Report
July 6, 2005 -- Page 3
System Support for Canon Records Management System
MINUTE ORDER NO.
APPROVING THE PURCHASE OF HARDWARE AND
SOFTWARE SUPPORT FOR THE RECORDS MANAGEMENT
SYSTEM WITH CANON BUSINESS SOLUTIONS INC., OF
RANCHO CUCAMONGA, CA, FOR A ONE-YEAR PERIOD (FY
2005/2006) IN THE AMOUNT OF $26,500 FOR SOFTWARE
SUPPORT AND $8,581 FOR HARDWARE SUPPORT, FOR A
TOTAL AMOUNT OF $35,081.
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I HEREBY CERTIFY that this Minute Order approving purchase of hardware and
software support for the Records Management System with Canon Business Solutions
Inc., of Rancho Cucamonga, CA, for a one-year period (FY 2005/2006) in the amount of
$26,500 for software support and $8,581 for hardware support, for a total amount of
$35,081, was adopted by the City Council of the City of Palm Springs, California, in a
meeting thereof held on the 6th day of July, 2005.
James Thompson, City Clerk