Title
Consider approving Resolution No. 2024-167 authorizing an addendum to the existing Master Services Agreement with MCCi for the purchase of an automated contract management workflow system in the amount of $61,762.50; and take appropriate action.
Body
REQUESTOR:
Administrative Services Department
BACKGROUND:
Currently, City staff processes all contracts through a manual routing process. To create better efficiencies, the proposed amendment will route all contracts from signer to signer through an automated process, ultimately auto-filing documentation in the City’s records retention software after complete execution. This process will be an extension of the City’s existing software, Laserfiche, which is currently utilized for citywide electronic record management and storage.
DISCUSSION:
The new contract routing process will improve efficiency by automatically forwarding the contract from the originator to the legal team for approval, the City Secretary’s office for review, the appropriate management staff for signature, and finally, filing the contract in Laserfiche after complete execution. This process will expedite routing and reduce the potential for errors.
FISCAL IMPACT:
Budgeted amount of approximately $61,762.50.
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2024-167 as presented.
2. I move to approve Resolution No. 2024-167, with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2024-167
2. Quote from MCCi