HomeMy WebLinkAbout1999-09-21; City Council; 15401; Out Of State Travel To Evaluate DMS VendorCl’-- OF CARLSBAD - AGEN -I BILL
AB# IcW/ TITLE:
g/21/99 REQUEST FOR OUT OF STATE TRAVEL
MTG. FOR EVALUATION OF DOCUMENT
DEPT. CLK MANAGEMENT SYSTEM VENDOR
RECOMMENDED ACTION:
Adopt Resolution No. ? 9 * 33 4 approving out of state travel for a site visit for four
(4) members of the project selection ktb-committee to evaluate the Document
Management System which has been installed at the City of Las Vegas, Nevada.
ITEM EXPLANATION:
On May 4, 1999, the City Council authorized staff to proceed with issuance of a Request
for Proposals (RFP) for an electronic Document Management System. On May 24, 1999,
the RFP was mailed to thirty (30) interested companies. Seven (7) responses were
received by the July 9, 1999, deadline.
The responses were reviewed and evaluated by the City’s consultant, The Mattox
Group/@doc, and two were recommended for further review and evaluation by the
project committee. The two proposals were reviewed, and both vendors were invited to
make presentations and product demonstrations.
The next step in the process is site visits. Staff has selected a number of sites to be
visited during the evaluation process. The majority of these sites are within the state,
and most are within driving distance. One site however, at which one of the vendors has
installed a system that is most similar to that which staff is seeking, is located out of state, in the City of Las Vegas, Nevada. The project committee and city’s consultant believe it
is very important that the system installed at the City of Las Vegas be seen and evaluated.
In accordance with Council Policy, staff requests approval for out of state travel for four
members of the project sub-committee to visit and evaluate the Document Management
System installed at the City of Las Vegas, Nevada, on September 24, 1999.
FISCAL IMPACT:
Costs for this one day site visit are expressly limited to travel and meals. The estimated
cost is $265.50 per person, for a total of $1,062. Funds for these expenses are available
in the Records Management Project budget.
EXHIBITS:
1. Resolution No. q 9-334 , approving out of state travel for four (4) members of the
project sub-committee, to travel to Las Vegas, Nevada, to evaluate a Document.
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RESOLUTION NO. 99-334 ,
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, APPROVING OUT OF
STATE TRAVEL FOR EVALUATION OF A DOCUMENT
MANAGEMENT SYSTEM AND VENDOR
WHEREAS, the City Council of the City of Carlsbad, California has previously
authorized proceeding with the purchase and implementation of a citywide Document
Management System; and
WHEREAS, seven (7) vendors have submitted proposals for said project; and
WHEREAS, two (2) of the proposals were selected for review and consideration, and
both vendors have made presentations and demonstrations to the project committee; and
WHEREAS, it is important to the evaluation process for the project sub-committee to
visit selected sites to view installed systems which are representative of the vendor’s prior
experience with similar projects; and
WHEREAS, the City Council concurs with staffs recommendation that it is necessary
and in the public interest for subcommittee members to conduct site visits and evaluations of
representative systems, specifically focusing on the system design and implementation,
installation, operation, integration, training, and system support.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carl&ad,
as follows:
1. That the above recitations are correct.
2. That out of state travel is hereby authorized, in accordance with City policy, for not
more than four (4) members of the project sub-committee to view the system installed
at the City of Las Vegas, Nevada, to make the necessary evaluations to assist with
DMS project selection.
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PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 21 st day of September , 1999, by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES None
ABSENT: None
ATTEST:
ALETHA L. RAUTENI&ANZ, CITY CLl+K
KAREN R. KUNDTZ, Assistant City Cle>k
PAL)