HomeMy WebLinkAboutReso 60-23 Approving the Purchase of a Replacement Assureon Server and Cloud Archive Assureon
Reso. No. 60-23, Item 4.17, Adopted 06/06/2023 Page 1 of 2
RESOLUTION NO. 60 – 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING THE PURCHASE OF A REPLACEMENT ASSUREON SERVER AND CLOUD
ARCHIVE ASSUREON
WHEREAS, the City has a Laserfiche electronic document management system for
centralized electronic record storage; and
WHEREAS, the City has records in Laserfiche stored in an Assureon, a “trusted system,”
that prevents deletion or changes to the records, allowing the City to destroy the original paper;
and
WHEREAS, ECS Imaging, Inc. is the City’s authorized Laserfiche reseller and support firm,
and is solely authorized to implement solutions that integrate with the City’s Laserfiche system;
and
WHEREAS, Sections 2.36.050(A) and (B) of the Dublin Municipal Code allow for
exceptions to the typical public bidding process when a purchase involves goods of a technical
nature, where it would be difficult for a vendor to bid on a standard set of specifications, provided
that the City Council shall award purchases in excess of $45,000; and
WHEREAS, the Assureon is due for replacement in July 2023; and
WHEREAS, ECS Imaging, Inc. is uniquely qualified to replace the Assureon solution and
implement a second duplication of the system; and
WHEREAS, the cost of the Assureon replacement and Compliant Cloud Archive Assureon
as outlined in Exhibit A is $53,230.34, and there is sufficient budget available in the Information
Technology Fund and Internal Service Fund for equipment replacement.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin herby
approves the purchase and authorizes the City Manager, as Purchasing Agent, to procure the
replacement Assureon and Compliant Cloud Archive Assureon.
BE IT FURTHER RESOLVED that the City Manager is authorized to make future
purchases from ECS Imaging, Inc. in excess of $45,000, subject to available budget appropriated,
as long as the City continues to utilize Laserfiche.
{Signatures on the following page}
DocuSign Envelope ID: 91E18C8B-6332-4E18-B969-926165A93030
Reso. No. 60-23, Item 4.17, Adopted 06/06/2023 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 6th day of June 2023, by the following vote:
AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
DocuSign Envelope ID: 91E18C8B-6332-4E18-B969-926165A93030
Phone:
951-787-
8768
Fax: 951-
787-0831
Quote
Quotation For Quote Info Q2 2022 V.2
Name:Date:4/25/2022 Rev 05/25/2023
Title:Quote Number:42520221
Company:Valid Through 6/30/2022
Address:Terms:Net 15
Phone:Account Manager:Pete H
E-mail:Phone:(925) 586-7549
E-mail:pete@ecsimaging.com
Description of Product and Services
Products and Services
SKU Unit Price Quantity Line Total
AS-HAXRP10-30 39,574.00$ 1 39,574.00$
RV-CCA-A-N-001 9,600.00$ 1 9,600.00$
Subtotal 49,174.00$
Special Terms
Subtotal 49,174.00$
Tax Rate 10.25%Tax 4,056.34$
Shipping -$
Discount
Billing Terms Total 53,230.34$
All Software and Annual Maintenance is billed 100% at project start. Services are billed 75% up front minimally with remaining Services as incurred.
Dublin*
877-790-1600
5905 Brockton Ave. Ste. C
Riverside, CA 92506
www.ECSImaging.com
Compliant Cloud Archive Assureon 500GB-30000GB*
Assureon Server. Includes 1 processing node with internal storage with
30TB of available archive capacity per site in single-write mode (27TB after
RAID and format), using 1 array of 5x 10TB (RAID6). Add 1 drive pack to
expand this node's capacity to 60TB.
ECS Imaging, Inc.
5905 Brockton Ave, Suite C
Riverside CA, 92506
Description
Assureon WORM Storage On Premise Solution and Restore Vault - 10 TB Cloud Based Assureon WORM Storage (Annual Cost)
Marsha Moore
City Clerk
City of Dublin
100 Civic Plaza, Dublin, CA 94568
(925) 833-6650
marsha.moore@dublin.ca.gov
*10TB initial calculated capacity
Exhibit A DocuSign Envelope ID: 91E18C8B-6332-4E18-B969-926165A93030