HomeMy WebLinkAboutRESOLUTION 2001-82Suggested by: Administration
City of Kenai
RESOLUTION NO. 2001-82
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA
AWARDING A $14,765 SOLE SOURCE CONTRACT TO OFFICE PRODUCTS
SERVICES FOR LASERFICHE SOFTWARE WITH TRAINING AND
INSTALLATION SUPPORT.
WHEREAS, the Police Department has used microfilm to store documents since
1969; and
WHEREAS, new technology using optical storage devices is much more efficient;
and
WHEREAS, the City Clerk uses LaserFiche software for document storage and it
is in the best interest of the City to use a single product for all document
storage; and
WHEREAS, the funds for this purchase are included in the Police Department
budget.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
KENAI, ALASKA, that a $14,765 sole source contract for LaserFiche software
with training and installation support be awarded to Office Products Services.
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 7th day of
November, 2001.
~/~OH~lrL[,I~M S~ MAYOR ~
ATTEST:
Carol L. Freas, City Clerk
Approved by Finance'
(11/01/2001) jl
TO:
Linda Snow
City Manager
FRO aniel Morris
Chief of Police
DATE-
October 31,2001
SUBJECT' Software Purchase
POLIC:E DE TMENT
107 SOUTH WILLOW STREET I~;NAI, AK 99611
Telephone (907) 283-7879
Fax (907) 283-2267
~992
The pOlice Department has used microfilm to store documents going back to 1969. The
microfilm equipment is aged and requires frequent maintenance. When the Kodak maintenance
technicians come down from Anchorage to service our system, they tell us it is almost
impossible to fmd parts for the microfilm reader/printer.
After reviewing a number of media storage systems, we decided on a digital format with CD-RW
back-up capability. The money for this system is in the current Police Department budget,
The department has reviewed several software programs capable Of' archiving documents.
Review of those .programs included the LaserFiche software used by the City Clerk's office. The
Police Department tested LaserFiche by using it to archive a 5000-page report onto a CD in
preparation for a homicide trial. The program and report was then used on a laptop computer for
the trial. The software's search and edit capabilities met our needs.
The LaserFiche software with the required number of user access privileges will exceed $10,000.
My preference is not to go out to competitive bid. The reasOns are several-
1. The City Clerk's office currently uses the LaserFiche software. As other departments look at
record storage media in the future, there will be benefits to having the capability to share
documents and historical data.
2. Our purchase of LaserFiche Would provide a level of redundancy within the city. If one
department's storage system is down, they could potentially' use the other departments
· system.to Scan, retrieve or'copy data.
ge
common software between departments would limit the number of systems a service
technician would have to be knowledgeable in for maintenance purposes.
Please contact me at your convenience to discuss further.
cc\ Larry Semmens, Finance Director