AGENDA TITLE:
title
Adopt a Resolution Authorizing Interim City Manager to Execute Amendment No. 4 with Complete Paperless Solutions for Records Management Services for a Total not to Exceed $74,332.10 (CLK)
end
MEETING DATE:
May 20, 2026
PREPARED BY:
Olivia Nashed, City Clerk
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing Interim City Manager to Execute Amendment No. 4 with Complete Paperless Solutions for Records Management Services for a Total not to Exceed $74,332.10.
body
BACKGROUND INFORMATION:
Complete Paperless Solutions (“CPS”) provides software support services for the City’s electronic records management system.
On June 8, 2016, the City entered into a three-year Professional Services Agreement with CPS. Per Resolution No. 2016-85, the City Council authorized the City to execute two one-year extensions to the contract.
On June 6, 2019, Amendment No. 1 was executed between the City and CPS to extend the life of the agreement for one year with an additional one-year extension option.
On July 1, 2021, Amendment No. 2 was executed between the City and CPS to extend the agreement for an additional year.
On January 24, 2022, Amendment No. 3 was executed between the City and CPS to extend the agreement to June 30, 2026 and add two additional access licenses to the City’s electronic records management system.
CPS has been an excellent partner to the City, providing valuable insight on product efficiency and exceptional customer service to City staff. Therefore, the City Clerk’s Office now desires to extend the term of the agreement an additional year to continue access and support services of the City’s electronic records management system. There’s $2,958 remaining on the contract and total cost of the annual renewal is $5,336.10.
Staff requests Council authorize the Interim City Manager to execute Amendment No. 4 to the Professional Services Agreement to Complete Paperless Solutions and add funds of $2,378.10 to the agreement.
FISCAL IMPACT:
Total cost of Amendment No. 4 is $5,336.10. There are $2,958 remaining on the current agreement; therefore, only $2,378.10 must be added to the agreement in order to execute Amendment No. 4.
FUNDING AVAILABLE:
10005000.27313 - City Clerk Information System Software