Memorandum
Date: April 25, 2023
To: The Honorable Lake County Board of Supervisors
From: Shane French, Information Technology Director
Subject: a) waive the formal bidding requirement; and b) authorize the IT Director to issue a Purchase Order in the amount of $53,687.50 to ECS Imaging, INC. for Laserfiche Cloud renewal
Executive Summary:
The County of Lake utilizes Laserfiche Cloud services to store electronic documents and enable electronic workflows. The service is purchased on a year-to-year basis. Our renewal is coming due in May.
The Information Technology Department is requesting your Board’s permission to waive the formal bidding requirement under Lake County Code chapter 2, section 2-38, because the renewal represents an extension of a current agreement that will not exceed CPI.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: a) waive the formal bidding requirement; and b) authorize the IT Director to issue a Purchase Order in the amount of $53,687.50 to ECS Imaging, INC. for Laserfiche Cloud renewal