HomeMy WebLinkAbout2025-10-07; City Council; Resolution 2025-226Exhibit 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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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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