TO: Communication, Technology & Information Systems Committee
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Cities Digital Inc. for Laserfiche Document Management System Annual Renewal in the Amount of $75,050.00
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BACKGROUND:
The City implemented the Laserfiche document management platform in 2022 to modernize document management and streamline workflows across departments. Laserfiche provides secure digital storage, workflow automation, and compliance tools, enabling the City to reduce paper-based processes, improve efficiency, and enhance public service delivery.
Since its adoption, Laserfiche has become integral to operations in departments such as the City Clerk’s Office, Human Resources, Community Development, and the City Manager’s Office. The system supports a wide range of forms and processes, including employee injury reporting, CERT program tracking, special event permit applications, and business grant submissions. These capabilities have improved transparency, reduced manual labor, and facilitated remote access for staff, aligning with the City’s goals for efficiency and citizen engagement
CONCLUSION:
Renewing the Laserfiche system is essential to maintain continuity of services and support ongoing digital transformation initiatives. The platform has proven to be a cost-effective solution that reduces operational overhead, ensures compliance with records retention requirements, and integrates seamlessly with other systems. Continued investment will allow the City to expand usage to additional departments, enhance existing workflows, and deliver improved services to residents.
This renewal will ensure that the City sustains the benefits achieved since 2022 and positions itself for future growth in process automation and digital service delivery.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Three of these circumstances apply:
(b) Purchases for additions to and repairs and maintenance of equipment owned by the City which may be more efficiently added to, repaired or maintained by a certain person;
(f) Purchases when authorized by a concurring vote of two-thirds of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient Funds exist utilizing the Information Technology Applications Contractual Services budget (Org 04012000, Object 524200, $75,050.00)
RECOMMENDATION:
recommendation
It is recommended that this item be forwarded to City Council with a recommendation to approve.
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