R2009-102 AUTHORIZING AGREEMENT TKB ASSOCIATES, INC.

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MANAGEMENT SERVICES DEPARTMENT MANA EMENT INF RM I E E DI I N G O AT ON S RVIC S V SIO Memorandum No. 2009-06 ]u ne 10, 2009 MEMO TO: Honorable Mayor McElroy and City�uncil FROM: Ryan P. McCrady, Ciry Manager � Gerard J. Bauer, Assistant City Manager � David S. Johnston, Manager, MIS Divisior�:� � SUBJECT: Electronic Document Imaging and Management System (EDIMS) SUMMARY RECOMMENDATION: Staff recommends that Council a rove the resolution at PP Enclosure 1, authorizing the Mayor to execute the purchase agreement at Enclosure 2, with TKB Associates, Inc, to implement an Electronic Document Imaging and Management solution for the City of Decatur. BACKGROUND: Previous stafF communications dealing with subject are Council Information Memorandum No. 2008-62 dated July 30, 2008, regarding Electronic Document Imaging and Management System, and Council Information Memorandum No. 2009-10 dated May 28, 2009, regarding Electronic Document Imaging and Management System, as well as the Council Study Session on June 1, 2009. As indicated, the City seeks to purchase and implement a new, comprehensive, fully scalable, state-of-the-art EDIMS capable of ineeting the long-term enterprise- wide needs of the City, including, but not limited to, the handling, management, storage, and retrieval of documents in both a network and web-based environment. A multi-phased approach to a network and web-based system is planned, with initial implementation limited to the Public Works and Legal Departments. The procurement selection process was previously outlined. The attached contract is unchanged from the draft previously provided for your review. POTENTIAL OBJECTORS: None anticipated. INPUT FROM OTHER SOURCES: None. STAFF REFERENCE: David S. Johnston, MIS Manager (450-2216) BUDGET/TIME IMPLICATIONS: Funds have been carried over from FY 2009 in the Capital Improvements Budget to cover the initial cost of the software purchase. MIS Infrastructure costs will initially be covered by utilizing existing servers and storage capacity, and expanded as the pace of system implementation dictates. Enclosures (2)