01-11-2023 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Fischer and Members of City Council FROM: Sam Magureanu, Finance Director Heidi Heller, City Clerk/HR Manager DATE: January 11, 2023 RE: Accounts Payable Workflow Solution Contract with OPG-3 and 2023 Capital Improvement Plan Amendment BACKGROUND: As part of the 2022 City strategic planning to create operational efficiency, City staff identified the Accounts Payable Workflow Solution as one of the technology updates needed to enhance and streamline the current operational process as it relates to processing disbursements and the ability to store and track documents electronically in Laserfiche. FISCAL IMPACT: The initial estimated cost was around $21,000. Staff budgeted $10,000 to be spent from the General Capital Improvement fund 400 as part of the 2023 CIP, plus the use of a non-cash credit of $11,000 held with contractor (OPG-3) from a previous project. The final cost received from contractor (OPG3) on December 2nd, 2022 is $27,750. The additional $6,750 is recommended to be financed by the General Capital Improvements fund 400. The impact to the General Capital Improvement fund will be minimal when considering the 2023 budgeted expenditures, approximately 2.6 million dollars in budgeted capital expenditures in the fund. City staff will continue to closely monitor this fund since most likely additional funding sources will need to be identified to fund all of the projects planned in the 2023-2032 CIP. The project is a one-time cost, and the only on-going annual expenditures relate to additional Laserfiche licenses for departments heads, estimated at less than $1,000. REQUESTED ACTION: Approve the contract with OPG-3 in the amount of $27,750 for the implementation of the Accounts Payable Workflow Solution and approve an amendment to the Capital Improvement Plan for the AP Workflow Solution from $10,000 to $16,750. ATTACHMENTS: 1) OPG-3 Scope of Work