HomeMy WebLinkAbout1999-05-04; City Council; Resolution 99-158> e 0
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RESOLUTION NO. 99-158
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING SYSTEM SPECIFICATIONS,
THE REQUEST FOR PROPOSALS FOR A CITYWIDE DOCUMENT
MANAGEMENT SYSTEM, THE ADDITION OF FOUR POSITIONS TO
IMPLEMENT THE SYSTEM, AND APPROPRIATING FUNDS.
WHEREAS, the need to replace the existing legislative history indexing
program used by the City Clerk's Department was identified as part of Phase VI1
of the Financial Information Systems Project; and
WHEREAS, as part of that process, it was determined that there is also a
great need to organize and automate other types of city records, forms and
maps, and to improve employees' ability to share and retrieve information quickly
and effectively; and
WHEREAS, in August, 1998, the City contracted with The Mattox
Group/@doc LLC (the consultants) to prepare a Document Management System
Requirements Study, system specifications, and Request for Proposal for the
Document Management System; and
WHEREAS, the City desires to implement a Document Management
System; and
WHEREAS, city departments do not possess the additional staffing
necessary to support the new Document Management System; and
WHEREAS, it is necessary to add four additional positions (System
Administrator/Applications Specialist I, Records Management Supervisor, and
two (2) Document Coordinators/Senior Office Specialists to properly implement
the system; and
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WHEREAS, the total cost to implement Phases I and 2 of the system is
estimated at $1,500,000, which includes ongoing annual personnel costs.
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. That the Document Management System Requirements Study,
prepared by the Mattox Group/@doc LLC is hereby accepted.
3. That the City Council does hereby authorize the issuance of the
Request for Proposal for a Document Management System.
4. That the City Council does hereby amend the Personnel Allocations for
1998-99 as follows: to add one (1 ) System Administrator/Application Specialist I
to the Information Systems Department; and to add two (2) Document
Coordinators/Senior Office Specialists and one (I) Records Management
Supervisor to the Administrative Services MSA.
5. That the City Council does hereby authorize the appropriation of
$1,300,000 from the General Fund Balance for the Document Management
System, to the Administrative Services MSA for the system purchase, training
and installation, and conversion costs.
6. That the City Council does hereby authorize the appropriation of
$30,000 from the General Fund Balance, $10,500 to the Information Systems
Department Budget, and $19,500 to the Administrative Services MSA, for
associated DMS personnel costs for the remainder of the 1998-99 fiscal year,
and authorizes placement and funding of the four positions in the operating
budget on an ongoing basis.
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‘I PASSED, APPROVED AND ADOPTED at a regular meeting of the City
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Council on the 4 th day of April , 1999, by the following
vote, to wit:
AYES: Council Members Hall, Nygaard, Finnila & Kulchin
NOES: None
ABSENT: Council Member Lewis
MA*T HALL, Mayor Pro Tern
ATTEST:
ant City Clerk
(SEAL
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