HomeMy WebLinkAbout2025-10-07; City Council; 03; Amendment No. 1 to the Agreement with Complete Paperless Solutions LLCCA Review AZ
Meeting Date: Oct. 7, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Doug Kappel, Information Technology Manager
doug.kappel@carlsbadca.gov, 442-339-2791
Morgen Fry, Assistant City Clerk
morgen.fry@carlsbadca.gov, 442-339-2819
Faviola Medina, Director of Constituent & Clerk Services
faviola.medina@carlsbadca.gov, 442-339-5989
Subject: Amendment No. 1 to the Agreement with Complete Paperless Solutions
LLC
Districts: All
Recommended Action
Adopt a resolution authorizing the City Manager to execute Amendment No. 1 and optional
extensions if appropriate to the agreement with Complete Paperless Solutions LLC for the
purchase of additional licenses, subscriptions, annual support and implementation services for
the records management module and records archive solution with a new agreement amount
not to exceed $509,315.58.
Executive Summary
Laserfiche was implemented in 2019 as the city’s official document repository. It’s also the
software platform used by the city for enterprise-wide content management and automating
business processes.
The city’s current agreement with Complete Paperless Solutions LLC for the licensing and
ongoing support of the city’s Laserfiche environment will expire on Oct. 27, 2025.
As the city expands its use of the business process automation features of Laserfiche, and to
ensure ongoing compliance with state guidelines for electronic document management
systems, the city needs to add additional licenses and functionality to the system.
The proposed amendment to the agreement will add additional licenses and implement both
the record management module and records archive solution for a cost of $237,959.78.
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•The new not to exceed amount for the initial term of the agreement will be
$509,315.58, with the option for two one-year extensions. The funding for this
agreement was set aside as part of City Council-approved Strategic Digital
Transformation Investment Program.
•Amendment No. 1 will extend the current licenses and add the additional licenses to
expire on Oct. 27, 2026, as well as include the one-time cost of the expansion, bringing
the Year 3 annual amount to $331,151.18.
•This amendment sets the not to exceed amounts for the optional two one-year
extensions at $166,940.79 for the fourth year and $173,300.03 for the fifth year.
•If the two extensions are executed, the agreement will not exceed $849,556.40 over
five years.
The City Council’s approval is required under Carlsbad Municipal Code Section 3.28.060 –
Procurement of Professional Services and Services, because the agreement will cost more than
$100,000 per agreement year.
Explanation & Analysis
Overview
Laserfiche allows city staff to capture, manage, and share documents and information across
the organization. It provides city staff with the ability to design and implement workflows and
forms to automate and streamline business processes.
This amendment will add additional Laserfiche forms licenses to the city’s Laserfiche
environment to enable the expanded use of Laserfiche and includes the addition of the
records management module and the implementation of a records archive to ensure ongoing
compliance with California Government Code.
Laserfiche Forms licenses
As the city continues to leverage the business process automation functionality provided by
Laserfiche, additional licenses are required. These licenses will provide city staff with the
ability to utilize Laserfiche forms and workflows and provide the opportunity to automate
manual and paper processes.
Records management module
The addition of the records management module provides advanced and automated
document lifecycle management within Laserfiche.
Records archive solution
California Government Code Sections 12168.7 and 34090.5 require the use of a trusted
system, which is a combination of technologies, policies, and procedures used to ensure that
electronically stored information can be trusted as a true and accurate copy of the original
information put into the system. The Association for Intelligent Information Management
(AIIM) defines a trusted document management system as one that provides two separate
copies of each official electronically stored record, which also meets the following conditions:
•Uses hardware and software methodologies that prevent the unauthorized addition,
deletion or modification of a record through its approved record retention life cycle;
and
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• Ensures that one copy of each electronically stored record is retained in a storage
location that prohibits the unauthorized addition, deletion or modification for a record
through its approved record retention life cycle.
This amendment includes the purchase of storage hardware for installation on the city’s
network, subscription services for an online cloud back-up, and the professional services to
install the records archive solution and configure it to integrate with the city’s Laserfiche
environment.
Cooperative purchasing agreement
Complete Paperless Solutions LLC (CPS) is the current reseller through which the city has
purchased its Laserfiche licenses. The renewal of the Laserfiche licensing, additional licenses
and records management module from CPS will be purchased through a cooperative
purchasing agreement, in compliance with Carlsbad Municipal Code Chapter 3.28.100.1
Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing, gives the city’s Purchasing
Officer the authority to join with other public or quasi-public agencies in cooperative
purchasing plans or programs for the purchase of goods or services when determined by the
purchasing officer to be in the city’s best interest. The Purchasing Officer may buy directly
from a vendor at a price established by another public agency when the other agency has
made its purchase in a competitive manner.
CPS is an authorized reseller and provides products and technology services under the OMNIA
Partners – National Cooperative Purchasing Alliance (NCPA) Contract 01-158.2 The Laserfiche
licenses, additional licenses, and implementation of the records management module may be
purchased using the NCPA Contract pricing.
The records archive solution portion of the amendment, which includes Assureon licensing,
subscriptions, annual support and implementation services, is not covered under the NCPA
Contract pricing. However, the proposed archive solution is the only solution supported by the
city’s existing Laserfiche maintenance and licensing provider, CPS, which justifies using a sole
source bidding exemption.
Carlsbad Municipal Code Section 3.28.110(B) states that a bidding exemption, as determined
by the awarding authority, can be made for goods, services and/or professional services that
can be reasonably obtained from only a single source.
1 Cooperative purchasing is when an agency uses an existing procurement contract from another agency as the
justification and documentation to create its own contract to purchase the same or similar items or services.
Government agencies often use such cooperative purchasing agreements to reduce the costs of procurement.
2 The National Cooperative Purchasing Alliance (NCPA) is a wholly owned subsidiary of OMNIA Partners that
provides extensive software and licensing discounts through negotiations with major publishers that are then
passed on to public agencies through contracts established with authorized participating resellers. Cities can use
these contracts to buy directly from the supplier or reseller.
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Fiscal Analysis
Funding for the Laserfiche Forms licenses, the records management module and the records
archive solution was previously set aside as part of the Strategic Digital Transformation
Investment Program (SDTIP) projects.
• Funding for the one-time and first year costs for additional licenses was included in the
business process automation project in fiscal year 2022-23 budget and is available in
the amount of $73,206.00.
• Funding for the one-time and first year costs for the records management module was
included in the records management module project in the fiscal year 2025-26 budget
and is available in the amount of $49,143.57.
• Funding for the one-time and first year costs for the records archive solution was
included in the records management module project that was approved by city council
as part of the fiscal year 2025-26 budget process and is available in the amount of
$115,610.21.
• Funding for the current subscription maintenance of $93,191.40 was included as part
of the fiscal year 2025-26 Information Technology Operating Budget.
• If the optional extensions for Years 4 and 5 are executed, additional budget will be
requested beginning in the fiscal year 2026-27 budget process by the Information
Technology Department as part of the Information Technology Operating Budget
request.
Amendment No. 1 Costs for Year 3 of Agreement and Optional Year 4 & 5 Costs
Fiscal Year 2025-26 – Year 3
Funding source: Technology Capital Investment Fund (SDTIP)
Additional Laserfiche licenses $73,206.00
Records management module $49,143.57
Records management archive solution $115,610.21
Amendment No. 1 costs $237,959.78
Funding source: Information Technology Dept. Operating Budget
Original agreement licenses and maintenance $93,191.40
Total licensing and maintenance costs – Year 3 $331,151.18
Fiscal Year 2026-27 – Optional year 4
Funding source: Information Technology Dept. Operating Budget
Licensing and maintenance costs $166,940.79
Fiscal Year 2027-28 – Optional Year 5
Funding source: Information Technology Dept. Operating Budget
Licensing and maintenance costs $173,300.03
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With this amendment, the new agreement total amount will not exceed $509,315.58 as
follows:
Agreement totals Year 1 Year 2 Year 3 Total
Original annual maintenance $84,973.00 $93,191.40 $93,191.40 $271,355.80
Amendment No. 1 one-time $0.00 $0.00 $194,061.58 $194,061.58
Amendment No. 1 on-going $0.00 $0.00 $43,898.20 $43,898.20
New agreement totals $84,973.00 $93,191.40 $331,151.18 $509,315.58
Optional extension year 4 $166,940.79
Optional extension year 5 $173,300.03
Agreement totals with extensions $849,556.40
The agreement may also be extended for two additional one-year periods. If the extensions
are executed, the agreement’s total cost will not exceed $849,556.40.
Next Steps
Staff will work with the City Manager to execute the amendment.
Environmental Evaluation
The proposed action is not a “project” as defined by California Environmental Quality Act, or
CEQA, Section 21065 and CEQA Guidelines Section 15378(a) and does not require
environmental review under CEQA Guidelines Section 15060(c)(2) because the action is limited
to the purchase of licenses, subscriptions, annual support and professional services. The action
has no potential to cause either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment.
Exhibit
1. City Council resolution
2. Purchasing Officer’s memorandum
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Exhibit 1 RESOLUTION NO. 2025-226 .
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT
NO. 1 AND OPTIONAL EXTENSIONS IF APPROPRIATE TO THE AGREEMENT
WITH COMPLETE PAPERLESS SOLUTIONS LLC FOR THE PURCHASE OF
ADDITIONAL LICENSES, SUBSCRIPTIONS, ANNUAL SUPPORT AND
IMPLEMENTATION SERVICES FOR THE RECORDS MANAGEMENT MODULE
AND RECORDS ARCHIVE SOLUTION WITH A NEW AGREEMENT AMOUNT
NOT TO EXCEED $509,315.58
WHEREAS, the City of Carlsbad currently has an executed agreement with Complete Paperless
Solutions LLC (CPS) dated Oct. 23, 2023, for annual Laserfiche licensing and maintenance services,
which was approved by the City Manager; and
WHERAS, the City of Carlsbad has negotiated Amendment No. 1 to the agreement for additional
licenses, subscriptions, annual support, and implementation services for the records management
module and records archive solution with CPS; and
WHEREAS, CPS LLC is an authorized Laserfiche reseller, providing licensing and professional
services for information technology applications under the OMNIA Partners - National Cooperative
Purchasing Alliance (NCPA) Contract 01-158, a wholly owned subsidiary of OMNIA Partners, dba OMNIA
Partners, Public Sector; and
WHEREAS, under Carlsbad Municipal Code 3.28.100 – Cooperative Purchasing, the Purchasing
Officer has the authority to join with other public agencies for the purchase of goods or services when
it is in the best interest of the city; and
WHEREAS, the Purchasing Officer has reviewed the proposed purchase of Laserfiche licenses,
additional licenses, and the implementation of the records management module and agrees the use of
the NCPA Contract 01-158 pricing is in the best interest of the city; and
WHEREAS, the Carlsbad Municipal Code Section 3.28.110(B) states that a bidding exemption,
as determined by the awarding authority, can be made for goods, services and/or professional services
that can be reasonably obtained from only a single source; and
WHEREAS, the Purchasing Officer has reviewed and is recommending that the City Council
approve the sole source exemption to the public bidding requirements for the purchase of the records
archive solution, which includes Assureon licensing, subscriptions, annual support, and implementation
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services, because the proposed archive solution is the only solution supported by the city’s existing
Laserfiche maintenance and licensing provider; and
WHEREAS, with this Amendment No. 1 the agreement price will increase by $237,959.78 over
the remaining Year 3 of the agreement for a new not to exceed amount of $509,315.58; and
WHEREAS, with this Amendment No. 1 the new Year 3 and optional Years 4 and 5 payments for
licensing and maintenance services will exceed $100,000, which requires authorization by City Council
under Carlsbad Municipal Code section 3.28.040(D)(1); and
WHEREAS, the budget to procure the additional licenses, subscriptions, annual support, and
implementation of the records management module and records archive solution has been previously
set aside as part of the approved Strategic Digital Transformation Investment Program (SDTIP) projects;
and
WHEREAS, the funding for future years’ licenses will be included on an annual basis in the
Information Technology Department’s annual budget requests.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.The proposed action is not a “project” as defined by California Environmental Quality Act, or
CEQA, Section 21065 and CEQA Guidelines Section 15378(a) and does not require
environmental review under CEQA Guidelines Section 15060(c)(2) because the action is limited
to the purchase of licenses, subscriptions, annual support and professional services. The action
has no potential to cause either a direct physical change in the environment or a reasonably
foreseeable indirect physical change in the environment.
3. The Laserfiche licenses, additional licenses, and the implementation of the records
management module are purchased using the NCPA Contract 01-158 pricing.
4.The purchase of the records archive solution, which includes Assureon licensing, subscriptions,
annual support, and implementation services, is exempt from the formal bidding process
pursuant to Carlsbad Municipal Code Section 3.28.110 (B).
5.That the City Manager, or designee, is authorized to execute Amendment No. 1 (Attachment A)
to the agreement with Complete Paperless Solutions LLC dated Oct. 23, 2023, for additional
licenses, subscriptions, annual support, and implementation services for the records
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management module and records archive solution with a new Agreement total of $509,315.58
for the remaining term of the Agreement, and to execute two optional one-year extensions as
appropriate.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 7th day of October, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
_____________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
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AMENDMENT NO.1 TO AMEND AGREEMENT FOR
LASERFICHE LICENSING AND SUPPORT SERVICES
COMPLETE PAPERLESS SOLUTIONS LLC
This Amendment No.1 is entered into and effective as of the _______ day of
___________________________, 2025, amending the agreement dated October 23, 2023
(“Agreement”) by and between the City of Carlsbad, California, a municipal corporation, ("City"),
and Complete Paperless Solutions LLC, a California limited liability company, (“Contractor")
(collectively, the “Parties”) for licensing and support services for Laserfiche.
RECITALS
A.The Parties desire to amend the Agreement’s scope of work to add additional
Laserfiche forms participant licenses, implement the records management module and install the
Assureon subscription; and
B.The Parties have negotiated and agreed to a supplemental scope of work and fee
schedule, which is attached to and incorporated in by this reference as Exhibit “A”, Scope of
Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1.In addition to those Services contained in the Agreement, , as may have been
amended from time to time, Contractor will provide those services described in Exhibit "A" Year
3.
2.City will pay Contractor for the one-time and annual costs of Year 3 for all work
associated with those services described in Exhibit “A” as outlined in the milestone schedules in
Exhibit “A” for a not-to-exceed amount of two hundred thirty-seven thousand nine hundred fifty-
nine dollars and seventy-eight cents ($237,959.78) plus the original annual maintenance of
ninety-three thousand one hundred ninety-one dollars and forty cents ($93,191.40) for a Year 3
amount not to exceed three hundred thirty-one thousand one hundred fifty-one dollars and
eighteen cents ($331,151.18) . Contractor will provide City copies of invoices sufficiently detailed
to include hours performed, hourly rates, and related activities and costs for approval by City.
3.With this Amendment, the total initial term of the agreement shall not exceed five
hundred nine thousand three hundred fifteen dollars and fifty-eight cents ($509,315.58)
4.If the City elects to extend the Agreement for the optional Year 4 and 5, the amount
shall not exceed one hundred sixty-six thousand nine hundred forty dollars and seventy-nine
cents ($166,940.79) for year 4 and one hundred seventy-three thousand three hundred dollars
and three cents ($173,300.03) for year 5. If extended for the optional Years 4 and 5, the total
agreement amount shall not exceed eight hundred forty-nine thousand five hundred fifty-six
dollars and forty cents ($849,556.40).
5.Contractor will complete all work described in Exhibit “A” for Year 3 by October 21,
2026.
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Attachment A
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9th
October
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6. All other provisions of this Agreement, as may have been amended from time to
time, will remain in full force and effect.
7. All requisite insurance policies to be maintained by Contractor pursuant to this
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
8. The individuals executing this Amendment and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power, right and actual
authority to bind Contractor to the terms and conditions of this Amendment.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California Complete Paperless Solutions, LLC,
a California limited liability company
By: By:
(sign here) City Manager
(print name/title) ATTEST:
SHERRY FREISINGER, City Clerk
By:
By
(sign here) Morgen Fry, Assistant City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by Contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups:
Group A Group B
Chairman,
President, or
Vice-President
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. McMAHON, City Attorney
BY: _____________________________
Deputy City Attorney
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Jamie Dunn VP of Sales
Claude Schott CFO
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EXHIBIT “A”
SCOPE OF SERVICES AND FEE
Year 1 Year 2 Year 3 Total
Total Annual Maintenance $97,028.00 $97,028.00 $97,028.00 $291,084.00
Discount ($19,405.00) ($11,336.60) ($11,336.60) ($42,078.20)
Priority VIP Support $7,350.00 $7,500.00 $7,500.00 $22,350.00
Total $84,973.00 $93,191.40 $93,191.40 $271,355.80
One Time Costs
Laserfiche Records Management Edition $0.00 $28,411.37 $28,411.37
Records Management Editional Professional Services $0.00 $15,050.00 $15,050.00
HAXR Hosted Replicated Assureon Data Vault Node $0.00 $63,749.21 $63,749.21
Assureon On Site Professional Services $0.00 $9,142.00 $9,142.00
Assureon Remote Professional Services $0.00 $14,961.00 $14,961.00
Laserfiche Forms Participant License (200)$0.00 $62,748.00 $62,748.00
$194,061.58 $194,061.58
Ongoing Annual Licensing/Maintenance Costs
Laserfiche Records Management Edition $0.00 $5,682.20 $5,682.20
Assureon Software Subscription (36TB)$0.00 $19,008.00 $19,008.00
Assureon encryption key escow Licensing $0.00 $1,650.00 $1,650.00
Assureon Annual Support $0.00 $7,100.00 $7,100.00
Laserfiche Forms Participant Licenses $0.00 $10,458.00 $10,458.00
$43,898.20 $43,898.20
Amendment No. 1 Total Cost $237,959.78 $237,959.78
$331,151.18 $509,315.58
Total One Time Costs
Total Ongoing Costs
Agreement Total
Original Agreement
Amendment No. 1
Optional Year 4 Optional Year 5
Total Annual Maintenance 101,879.40 106,973.37
Priority VIP Support 19,098.00 19,098.00
Laserfiche Records Management Edition 5,966.39 6,264.71
Laserfiche Forms Participant Licenses 11,529.00 12,105.45
Assureon Software Subscription (36TB) 19,008.00 19,008.00
Assureon encryption key escow Licensing 1,650.00 1,650.00
Assureon Annual Support 7,810.00 8,200.50
Total $166,940.79 $173,300.03
Total Agreement Costs with Optional Years $849,556.40
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Laserfiche Forms Participant Licenses (200)
Laserfiche Forms Participant Licenses per OMNIA Partners - NCPA Contract 01-158 for a total
of $73,206.00.
Contractor will provide 200 licenses for Laserfiche forms participants for configuration in City’s
Laserfiche Environments. These licenses will allow city staff to participate in business process
automations that leverage Laserfiche forms.
Payment Milestones (Due Upon Contract Execution):
Item Description Amount
200 Laserfiche Forms Participant Licenses (one time-fee) $62,748.00
Annual License fees for 200 Laserfiche Participant Licenses $10,458.00
Total due Net 30 upon contract execution $73,206.00
Laserfiche Records Management Edition
Laserfiche Records Management and professional services per OMNIA Partners - NCPA
Contract 01-158 for a total of $49,143.57.
Contractor will install and configure Laserfiche Records Management Edition in the City’s
Laserfiche Environments which will provide the city with advanced and automated document
lifecycle management. This will include professional services to configure the City’s record
retention schedule and professional services to configure the folder structure and automation for
35 document types.
Payment Milestones
Item Amount Milestone
ERM
Laserfiche Records Management Edition
DoD 5015.2 Certified (One-time)
$28,411.37 Upon project kick-off
ERMB
RIO-Records Management LSAP (Annual)
$5,682.20 Upon project kick-off
Professional services (One-time) $15,050.00 Upon Go-live
Total: $49,143,57
HAXR Hosted Replicated Assureon Data Vault
Contractor will install the Assureon Data Vault solution with one node on-premises at a City facility
replicated to a cloud node.
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Contractor will work with City staff to configure the Assureon Data Vault solution to work with the
City’s Laserfiche environment. This will include up to 8 hours of on-site support at the city facility
where the on-premises node will be installed and up to 24 hours of remote support.
Installing the Assureon Data Vault solution will allow the City’s Laserfiche environment to meet
the State of California’s guidelines for Electronic Document Management Systems (EDMS) that
require an EDMS to:
• provide two separate copies of each official electronically stored record
• utilize hardware and software methodologies that prevent the unauthorized addition,
deletion, or modification of a record through its approved records retention life cycle
• one copy of each electronically stored record must be retained in a storage location that
prohibits the unauthorized addition, deletion, or modification for a record through its
approved records retention life cycle
Item Amount Milestone
AS-AXRP12-36
HAXR Hosted Replicated
Assureon Data Vault Node.
Requires replication to a separately
purchased Hosted Assureon or
Assureon Software Edition. This
node includes an Assureon server
(in single-write mode) with 2x
3.84TB SSD (RAID-1) for
OS/DB/Cache and 36TB after
RAID before format (33TiB after
RAID and format), using 1 array of
5x 12TB (RAID6).
Add 1 drive pack to expand this
node's capacity to 72TB."
$59,164 + Tax 4,585.21 (One-time)
$63,749.21 Upon project kick-off
AS-HCXR-100
Assureon Software pay as you go
(Priced for 36TB). Monthly
subscription including Enhanced
Support.
$1,584/month X 12 Months (Annual)
$19,008.00 Upon installation of HAXR
Hosted Replicated
Assureon Data Vault Node
AS-EKEL-32
Assureon encryption key escrow
license and support for up to 32TB
of data. (Annual)
$1,650.00 Upon installation of HAXR
Hosted Replicated
Assureon Data Vault Node
PS-BHOS-ASU
Assureon PS Business Hours
Onsite (up to 8 hours) (One-time)
$9,142.00 Upon Go-live
PS-BHREM-ASU
Assureon PS Business Hours
$14,961.00 Upon Go-live
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Remote (up to 8 hours) $4,987 X 3 (up to 24
hours) (One-time)
PS-BHREM-ASU
Annual Enterprise On Site Support
Assureon AXR (Annual)
$7,100.00 Upon Go-live
Total: $115,610.21
Total Amendment No. 1 Costs $237,959.78
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Information Technology Department
1635 Faraday Ave Carlsbad, CA 92008 442-339-2450 t
Exhibit 2
Memorandum
October 2, 2025
To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer
From: Doug Kappel, IT Enterprise Applications Manager
Via: Maria Callander, IT Director
Re: Request to Participate in a Cooperative Purchasing Agreement for Laserfiche
Licensing and Records Management Module and Support for an Exemption to
Bidding for a Records Archive Solution with Complete Paperless Solutions (CPS)
LLC Inc.
The purpose of this memorandum is to request approval from the Purchasing Officer to
participate in a cooperative purchasing agreement for the procurement of Laserfiche licenses
and the implementation of a records management module and request support from the
Purchasing Officer for a formal bidding exemption to the public bidding process for the
implementation of a records archive solution with Complete Paperless Solutions (CPS) LLC Inc.
Laserfiche was implemented in 2019 and is the city’s official document repository. Laserfiche is
also the software platform used by the city for Enterprise Content Management (ECM) and
business process automation. It allows city staff to capture, manage, and share documents and
information across the organization. Laserfiche provides city staff with the ability to design and
implement workflows and forms to automate and streamline business processes.
On October 23, 2023, the city entered into an agreement with Complete Paperless Solutions,
LLC (CPS) for the licensing and ongoing support of the city’s Laserfiche environment. As the city
expands the use of the business process automation features of Laserfiche, the city needs to
add additional licenses and functionality to our system. The amendment will add additional
subscriptions and licenses, annual support, implementation services for the record
management module, and implementation services for the records archive solution.
Per Carlsbad Municipal Code Section, 3.28.100-Cooperative purchasing, “The purchasing
officer shall have the authority to join with other public or quasi-public agencies in
cooperative purchasing plans or programs for the purchase of goods and/or services by
contract, arrangement or agreement as allowed by law and as determined by the purchasing
officer to be in the city’s best interest. The purchasing officer may buy directly from a vendor
at a price established by another public agency when the other agency has made their
purchase in a competitive manner.” (Ord. CS-002 § 2, 2008)
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Muhlmeister
October 2, 2025
Page 2
The IT Department would like to cooperatively use the OMNIA Partners - National Cooperative
Purchasing Alliance (NCPA) Contract 01-158, a wholly owned subsidiary of OMNIA Partners, dba
OMNIA Partners, Public Sector to provide for the purchase of additional Laserfiche licenses, and
implementation of the records management module.
The additional Laserfiche licensing and implementation of the records management module are
part of the NCPA Contract 01-158, but the new records archive solution is not under this
contract, which includes the Assureon licensing, subscriptions, annual support, and
implementation services. In order to ensure a seamless implementation of the records archive
solution it is in the best interest of the city to execute an amendment with CPS due to the
integration of the archive solution within Laserfiche.
Carlsbad Municipal Code Section, 3.28.110 (B)-Exemptions, states that in situations where
solicitations of bids or proposals for goods, services and/or professional services that can be
reasonably obtained from only a single source, the awarding authority may approve an
exemption to the procurement guidelines.
It would be impractical for the city to purchase a records archive solution and accompanying
professional services separate from the city’s existing records management system. The
proposed archive solution is the only solution supported by the city’s existing Laserfiche
maintenance and licensing provider.
With Purchasing Officer support, staff will recommend the City Council adopt a resolution
authorizing the execution of Amendment No. 1 to the original 2023 agreement with Complete
Paperless Solutions, LLC for the purchase of additional licenses, subscriptions, annual support,
and implementation of the records management module and records archive solution for a new
not to exceed agreement amount of $509,315.58 at the October 7, 2025, City Council Meeting.
Approval to Participate in Cooperative Purchasing
and Support for Exemption from Formal Bidding:
_______________________________________ ___________
Roxanne Muhlmeister, Date
Assistant Finance Director/Purchasing Officer
CC: Maria Callander, IT Department Director
Cindie McMahon, City Attorney
Brent Gerber, Senior Management Analyst
Shea Sainz, Senior Contract Administrator
10/2/2025
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