Sponsor: Information Services
Title
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Amendment to the Single Source Agreement with Compulink Management Center, Inc. for the Laserfiche Subscription License Agreement
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Recommendation
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1. Approve an amendment to the single source agreement with Compulink Management Center, Inc., doing business as Laserfiche, 3545 Long Beach Boulevard, Long Beach, California, 90807; for the period of October 25, 2026, through October 24, 2031, in accordance with the rates established in the agreement.
2. Authorize the Chair and Chief Clerk to execute the amendment to the agreement.
3. Authorize the County Manager to execute amendments to the agreement in accordance with the county’s procurement policies and procedures, provided the amounts are within the limits of available funding.
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Background and Rationale
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In 2009, Ramsey County issued a Request for Proposals for an Electronic Document Management System (EDMS), and the contract was awarded to Compulink Data Management, Inc., a California Corporation doing business as Laserfiche. Since that time, Laserfiche has expanded to be the county's Enterprise Content Management System (ECMS), used in every department by over 1,500 users, and integrates with the county's Enterprise Resource Planning system (both current and the soon to be implemented Workday system) and several major county case management systems. Two years ago, a major project was undertaken to consolidate the Recorder’s OnBase system into Laserfiche, eliminating a redundant system from our technology footprint, saving the county licensing and support costs.
In 2016, the county signed a contract for licensing, support, and professional services for this critical system. In 2021, the board approved a sole source agreement with the same company to renew these services for a second five-year period. The purpose of this amendment is to extend the 2021 sole source contract with Laserfiche.
This action extends the previously approved agreement for another five years and is within the 15-year maximum length for information and technology contracts. By continuing the multi-year agreement, the county has a stable foundation for planning EDMS-related expenses while removing licensing, deployment, and support limitations on a critical piece of Information Service and business infrastructure.
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County Goals (Check those advanced by Action)
☐ Well-being ☐ Prosperity ☐ Opportunity ☒ Accountability
Racial Equity Impact
Extending the current Laserfiche contract for an additional five years advances racial equity indirectly by providing a consistent, standardized process to access and manage digital documents. These consistent processes have been established and normalized across Ramsey County departments for 10 years, increasing county employees’ ability to access and share information integral to providing responsive, high-quality services to our residents. By continuing to use the same EDMS, the county avoids the significant time and cost to redevelop document management activities across all departments, but especially those who engage with racially and ethnically diverse residents at higher rates. By having faster and more efficient processes, the county can offer higher-quality services and improve outcomes.
Community Participation Level and Impact
No community participation was engaged in the development of this amendment to the existing contract. Planned improvements to the Laserfiche system will likely have impacts on document availability as business areas look to implement public portals for document processing or sharing. Public input regarding usability of these public portals will be collected by the business units as part of the development of these capabilities.
☒ Inform ☐ Consult ☐ Involve ☐ Collaborate ☐ Empower
Fiscal Impact
The fiscal impact for this single source agreement is $528,800 for the first two years of 2027 and 2028. Licensing costs may increase in the final three years by no more than five percent annually. Funding is included in the 2026-2027 Information Services budget for this agreement and will be part of future Information Services budgets. The total not-to-exceed amount of the agreement is $2,799,000 for the 5-year amendment through October 24, 2031.
Last Previous Action
On October 18, 2021, the Ramsey County Board approved a Sole Source Agreement with Compulink Management Center, Inc. (Resolution 2021-255).
Attachments
1. Amendment to Single Source Agreement with Compulink Management Center, Inc. for Laserfiche Subscription License Agreement.
2. Sole Source Agreement with Compulink Management Center, Inc. for Laserfiche Subscription License Agreement.