DATE: June 23, 2020
SUBJECT:
Title
RESOLUTION WAIVING BOARD OF PORT COMMISSIONERS POLICY NO. 110 AUTHORIZING A PURCHASE ORDER WITH GIMMAL LLC FOR GIMMAL RECORDS MANAGEMENT SOFTWARE LICENSING AND SERVICE AGREEMENT FOR IMPLEMENTATION SERVICES FOR A PILOT PROJECT FROM 06/24/2020 THROUGH 06/30/2021 WITH A MAXIMUM EXPENDITURE AMOUNT OF $114,551. THIS PILOT PROJECT MAY LEAD TO SIGNIFICANTLY LOWER RECURRING COSTS OF PORT-WIDE RECORDS MANAGEMENT. FUNDS REQUIRED FOR FY20 ARE BUDGETED AND FUNDS REQUIRED FOR FY21 ARE INCLUDED IN THE RECENTLY ADOPTED PRELIMINARY FY21 BUDGET. THIS EXPENDITURE IS CONSIDERED ESSENTIAL
Body
EXECUTIVE SUMMARY:
The District's current enterprise content and records management system is costly (approximately $170,000 annually) and lacks widespread user adoption. To address these challenges, the District completed a proof of concept to replace the current system with one that leverages a combined solution of 1) Microsoft's SharePoint Online platform and 2) Gimmal's Record Management System.
Maintaining the current, less desirable system for the next five years will result in an approximate cost of $850,000. Implementing and operating the new proposed system is expected to result in a savings of approximately $390,000 over the same five-year period.
The proof of concept confirmed the technical capabilities of the Gimmal Record Management System and its ability to integrate with Microsoft SharePoint to fulfill the District's records retention and disposition requirements. Due to the success of the proof of concept and the potential significant year-over-year cost reduction, staff recommends waiving BPC 110 and authorize a purchase order and service agreement with Gimmal LLC for a pilot project to help determine whether full implementation is recommended. When added to the cost of proof of concept, these pilot project costs bring the total past the threshold allowed without Board authorization, and therefore, Board approval is being re...
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