TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Angela Martin Van der Baan, Records Manager
SUBJECT:
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Approve an Agreement with Unity OnBase - Konica Minolta for the Electronic Content Management System
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RECOMMENDATION
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Approve an Agreement with Unity OnBase - Konica Minolta for the City's Electronic Content Management System, for a total not to exceed the amount of $125,000.02 in a form approved by the City Attorney;
Amend the Fiscal Year 2024/25 Operating Budget by establishing an additional appropriation of $53,914.64 in General Ledger Account 7268340-62160;
Authorize exemption from bidding requirements; and
Authorize the City Manager to execute the agreement.
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PRIOR ACTION/VOTE
On August 6, 2019, the City Council adopted Resolution No. 19-4131, authorizing entering into an agreement with Konica Minolta for software and services related to a Sire to OnBase Migration of the City's Enterprise Content Management and Agenda Management Solution (Vote: 5-0)1.
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
As the City's custodian of records and in accordance with California Government Code Section 12168.7(c) and Secretary of State standards for the Trusted Storage of Official Electronic Documents or Records, the City Clerk is responsible for maintaining and ensuring the proper management of the City's records. A trusted Electronic Content Management System (ECMS) is the standard and requirement for the City's Records Management Program. An ECMS is a software application that helps organizations store and manage the lifecycle of their records.
On April 3, 2012, the City Council adopted Resolution No. 12-2893, approving the purchase of the Sire Records Management and Agenda Management System (Sire), a comprehensive records and agenda management ...
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