11-16-2021 CC RPT 28 - Laserfiche WebLink

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I n CITY OF RIIVEIZSIDE City Council Memorandum City,JArts Unnovation TO: HONORABLE MAYOR AND CITY COUNCIL DATE: NOVEMBER 16, 2021 FROM: INNOVATION AND TECHNOLOGY WARDS: ALL SUBJECT: SOFTWARE AND SUPPORT SUBSCRIPTION AGREEMENT WITH GOVQA, LLC, A DELAWARE LIMITED LIABILITY COMPANY THROUGH AUGUST 31, 2024, FOR A TOTAL AMOUNT OF $66,683, PLUS THREE OPTIONAL ONE- YEAR EXTENSIONS ISSUE: Approve a three-year agreement with GovQA, LLC, a Delaware limited liability company, for public records requests automation software and support services through August 31, 2024 for an amount not to exceed $66,683 with three optional one-year extensions. RECOMMENDATIONS: That the City Council: Approve a three-year agreement with GovQA, LLC, a Delaware limited liability company, for public records requests automation software and support services through August 31, 2024 for an amount not to exceed $66,683, with three optional one-year extensions; and 2. Authorize the City Manager, or designee, to execute any supplementary documentation needed to effectuate these purchases, including making minor and non -substantive changes. BACKGROUND: On July 14, 2015 the City Manager, City Clerk, and City Attorney presented open government initiatives to the City Council, one of which identified staffing and automation of public records requests. A Request for Proposals (RFP) issued on May 28, 2015 for public records request management software netted three responses. WebQA's product most closely met the desired criteria. On August 25, 2015, the City Council approved an agreement with WebQA Incorporated for the purchase, installation and support services related to public records requests automation. On June 27, 2019 GovQA, WebQA Incorporated formally changed their name to GovQA, LLC. DISCUSSION: