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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. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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. ’ - . I ! l( 1' 1; 1: 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 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)