PREPARED BY: RAYMOND MAR DATE OF MEETING: 04/20/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE ADDENDUM NO. 2 AND ADDENDUM NO. 3 TO MASTER SERVICES AGREEMENT NO. 23507 WITH MCCI, LLC FOR LASERFICHE REPOSITORY TEMPLATE CONSOLIDATION, WORKFLOW DEVELOPMENT, AND REPOSITORY CLEAN UP SERVICES IN AN AMOUNT NOT TO EXCEED $71,087
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Strengthen Existing and New Technology Programs, Public Facility/Infrastructure Projects, and Future Workplace Development Programs/Services to Enhance SPPD Crime-Reduction Goals, Community Policing, Mental Health, and Training Programs is an adopted policy item under the FY 2025-27 City Council Priority Workplan, adopted April 7, 2025.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
The City of San Pablo utilizes Laserfiche as its enterprise content management (ECM) system for electronic document storage and records management. MCCi, LLC (MCCi) is the City’s authorized Laserfiche reseller and service provider under Master Services Agreement (MSA) No. 23507. The City’s Laserfiche repository currently contains over 85,000 documents across the City Attorney, City Clerk, and Community Development departments. Over time, multiple templates and inconsistent naming conventions have developed, making document retrieval and records management increasingly difficult. Staff is recommending the execution of Addendum No. 2 and Addendum No. 3 to MSA No. 23507 to engage MCCi for professional services to consolidate templates, develop automated filing workflows, and clean up the repository for these three departments.
While Addendum No. 2 is $18,200 and Addendum No. 3 is $19,803, the cumulative value of MSA No. 23507 including all change orders and addenda now totals $71,087, which exceeds the City Manager’s $50,000 purchasing authority under Municipal Code Chapter 3.16 and therefore requires City Council approval. The table below summarizes the agreement history:
|
Agreement |
Date |
Amount |
|
Laserfiche Licensing Agreement |
06/26/25 |
$24,364 |
|
Change Order 01 |
10/14/25 |
$3,500 |
|
Addendum 1 |
11/14/25 |
$5,220 |
|
Addendum 2 |
Pending |
$18,200 |
|
Addendum 3 |
Pending |
$19,803 |
|
TOTAL |
$71,087 |
PURCHASING
This purchase is in accordance with City of San Pablo Municipal Code Chapter 3.16, pursuant to the specialized services combined with product purchasing exemption in Section 3.16.110(B), which allows the City to forgo formal and informal bidding requirements when procuring intellectual property with the retention of specialized services which are integral in the use of the product.
MCCi is the City’s existing Laserfiche solutions provider and the only vendor authorized to perform configuration, template development, and workflow services within the City’s Laserfiche environment. The services under this addendum are specialized professional services that are integral to the use of the Laserfiche platform and cannot be competitively bid.
Staff requests City Council authority to execute Addendum No. 2 and Addendum No. 3 to MSA No. 23507 with MCCi pursuant to the terms and conditions of the Master Services Agreement.
FISCAL IMPACT
The total cost of $18,200 for Addendum No. 2 and $19,803 for Addendum No. 3 will be appropriated from the IT Division’s operating budget (100-1510-42005).
ATTACHMENTS
Att A - Resolution
Att B - Addendum No. 2 to MSA No. 23507
Att C - Addendum No. 3 to MSA No. 23507