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08-13-2019 CC Rpt 15COUNCIL AGENDA STAFF REPORTCOUNCIL AGENDA STAFF REPORT TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS DATE: AUGUST 13, 2019 FROM: CITY MANAGER ITEM NO:15 SUBJECT:AGREEMENT AMENDMENT PUBLIC RECORDS MANAGEMENT SOFTWARE RECOMMENDATION: 1. Adopt a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2019-20 INCREASING THE BUDGET IN THE INFORMATION TECHNOLOGY SERVICES OFFICE FURNITURE/EQUIPMENT ACCOUNT BY $5,700 FOR THE PURCHASE OF NEXTREQUEST'S RAPID REVIEW MODULE. 2. Authorize the execution of Amendment No. 1 to Agreement No. A2018-188 with NextRequest Co., increasing the total not-to-exceed amount from $48,921.58 to $72,494, to purchase the Rapid Review module to increase the production of large amounts of email files or documents requested in Public Records Requests. BACKGROUND/ANALYSIS: The City Clerk's Office receives and responds to public records requests on a daily basis. On average we process 250 requests per year. On August 14, 2018, the City entered into an agreement with NextRequest Co., to purchase a Public Records Management Services solution that would increase efficiencies and collaboration with other departments while ensuring compliance with state and federal laws. Since the implementation of the software, we have seen a reduction in time spent processing requests by approximately 40%. In April, the City was approached by NextRequest to beta test their Rapid Review Module. This module was created to assist in processing large numbers of files allowing the users to extract documents, perform batch redactions, and release documents to the public or requester all at once. Documents move in stages within the Rapid Review workflow function (unprocessed, non-responsive, needs redaction, redacted, ready for release, originals). Currently to accomplish this goal, users have to compile files/emails into a single PDF for review and send them by a third party source to appropriate reviewers. Once reviewed, users would need to repeat the steps and place the documents into appropriate folders within the workflow. This process is redundant and time consuming and in one instance, City staff spent 48 hours processing one request. Testing of this module came at an opportune time as the City had received several large requests in which thousands of records needed to be reviewed, redacted, and released. The use of Rapid Review made it easier to open, review, and move records without having to wait for the system to load, refresh, and open each record individually. One request resulted in over 11,000 emails to be reviewed. By utilizing this system it will eliminate the need to compile individual emails into a single PDF for review. The City Attorney's office will be able to access the information directly from the NextRequest software and move the files into the appropriate stage without any additional staff time. Documents will be available to release to the requester sooner and in smaller batches. It is expected that the time spent processing these emails 76/658 will be significantly reduced. This module is exclusive to NextRequest and there is not another solution that would integrate with our current system. In summary, using the Rapid Review Module will provide the City with the ability to review numerous documents quickly, allow movement and deletion of multiple documents at one time rather than individually, provide the mechanism to place documents in different stages within the software without using third-party sites, and will assist with the redaction process. Lastly, it will reduce the time it takes to process voluminous requests by the City Attorney's office and city staff. ENVIRONMENTAL (CEQA) REVIEW: This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq.; "CEQA") and CEQA Guidelines (Title 14 California Code Regulations §§ 15000, et seq.) because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)). FISCAL IMPACT: The proposed budget amendment will increase the Information Technology Services Office Furniture/Equipment Account in the Fiscal Year 2019-20 by $5,700 and decrease the projected ending in the General Fund balance by $3,200 and by $2,500 in various other funds. Future costs will be budgeted for in the appropriate fiscal year. REVIEWED BY OTHERS: The item was reviewed by the Information Technology Division and Finance Department. Respectfully Submitted,Recommended By: Attachments Resolution Exhibit No. 1 Agreement Amendment 77/658 c~ City Clerk RESOLUTION NO. 2019R- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2019-20 INCREASING THE BUDGET IN THE INFORMATION TECHNOLOGY SERVICES OFFICE FURNITURE/EQUIPMENT ACCOUNT BY $5,700 FOR PURCHASE OF NEXTREQUEST’S RAPID REVIEW MODULE WHEREAS, the City Manager has presented to the City Council a proposed budget for Fiscal Year 2019-20; and WHEREAS, the City Council of the City of Chino Hills conducted a public meeting on June 11, 2019, to consider the Fiscal Year 2019-20 budget document, and adopted a budget for the fiscal year commencing July 1, 2019, and ending July 30, 2020; and WHEREAS, amendments must periodically be made to the budget to conform to changed circumstances following adoption of the budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CHINO HILLS DOES RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: SECTION 1. Budget Amendment No. 20B004 is hereby approved as reflected on Exhibit No. 1, attached hereto. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED, AND ADOPTED this 13th day of August 2019. _______________________________ CYNTHIA MORAN, MAYOR ATTEST: _______________________________ CHERYL BALZ, CITY CLERK APPROVED AS TO FORM: _______________________________ MARK D. HENSLEY, CITY ATTORNEY 78/658 STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) § CITY OF CHINO HILLS ) I, Cheryl Balz, City Clerk of the City of Chino Hills, DO HEREBY CERTIFY that the foregoing Resolution No. 2019R- was duly adopted at a regular meeting of the City Council of the City of Chino Hills held on the 13th day of August, 2019, by the following vote, to wit: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Chino Hills, California, this day of August 2019. ________________________________ CHERYL BALZ, CITY CLERK 79/658 BA # 20B004 Date:8/13/2019 Fiscal Year:2019-20 Requested by:Cheryl Balz Amount:5,700.00$ Dept/Div:City Clerks Description:To fund Nextrequest's Rapid review module EXPENDITURES GL String/Project String Account Description Current Budget Proposed Amendment Amended Budget 4100-70-20-260-000000-610010 I.T. Fund - Computer Services 229,064.48$ 5,700.00$ 234,764.48$ 1000-10-10-130-000000-700015 General Fund - I.T. Service Charges 91,900.00 300.00 92,200.00 1000-10-20-200-000000-700015 General Fund - I.T. Service Charges 229,500.00 800.00 230,300.00 1000-10-50-500-000000-700015 General Fund - I.T. Service Charges 193,900.00 700.00 194,600.00 1000-50-60-600-000000-700015 General Fund - I.T. Service Charges 192,700.00 700.00 193,400.00 1000-50-60-610-000000-700015 General Fund - I.T. Service Charges 160,800.00 600.00 161,400.00 1000-50-60-662-000000-700015 General Fund - I.T. Service Charges 18,400.00 100.00 18,500.00 1300-30-40-400-000000-700015 Community Services - I.T. Service Charges 359,400.00 1,200.00 360,600.00 1400-20-30-300-000000-700015 Community Dev. - I.T. Services Charges 173,700.00 600.00 174,300.00 2210-50-60-640-000000-700015 L&L - Admin - I.T. Services Charges 59,000.00 200.00 59,200.00 5100-10-50-550-000000-700015 Water Utility - I.T. Services Charges 63,200.00 200.00 63,400.00 5100-80-60-680-000000-700015 Water Utility - I.T. Services Charges 30,200.00 50.00 30,250.00 5100-80-60-683-000000-700015 Water Utility - I.T. Services Charges 28,000.00 100.00 28,100.00 5100-80-60-684-000000-700015 Water Utility - I.T. Services Charges 9,200.00 100.00 9,300.00 5200-90-60-650-000000-700015 Sewer Utility - I.T. Services Charges 44,000.00 50.00 44,050.00 REVENUES GL String/Project String Account Description Current Budget Proposed Amendment Amended Budget 4100-00-00-000-000000-482101 I.T. Fund - I.T. Charges 1,684,700.00$ 5,700.00$ 1,690,400.00$ - - - REASON/JUSTIFICATION CITY OF CHINO HILLS BUDGET AMENDMENT To increase the City Clerk's I.T. Charges expenditure account for the additional purchase of the NextRequest's Rapid Review module to be included in the revised contract. Exhibit No. 1 80/658 ~ Chino H ills - -- --- r--r -I .-I -1 ' - ~ - ----f------ ---- ' ---- ~ ---- ~ ---- I - ' - ' - - ---1----- -- --- ----- ' -I -I -I I -I _J I I -- - 81/658 CITY OF CHINO HILLS AMENDMENT NO. 1 TO AGREEMENT NO. A2018-188 BETWEEN THE CITY OF CHINO HILLS AND NEXTREQUEST CO . THIS AMENDMENT NO. 1 to Agreement No . A2018-188 dated August 14, 2018 , is entered into in the State of California by and between the CITY OF CHINO HILLS, a California general law municipal corporation, hereinafter called "City", and NEXTREQUEST CO . hereinafter called "Consultant." Amend Agreement No . A2018-188 as follows : 1. Increase the total not-to-exceed amount from $48 ,921.58 to $72,494.00. 2 . Add Exhibit D: Additional Scope of Work and Compensation to add the Rapid Review Module. All other provisions of the agreement remain in effect. IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to Agreement No. A2018-188 to be executed on the day and year last written below: CITY OF CHINO HILLS Cynthia Moran Mayor ATTEST: Cheryl Baiz City Clerk (Date) APPROVED AS TO FORM: Mark D. Hensley City Attorney NEXTREQUEST CO. ~ (Signature) :e ~ 'ev e ~·Gcib\.o~, too (Printed name/Title) (Datej (Signature) ( Printed Name/Title) (Date) 82/658 EXHIBITD AD()ITIONAL SCOPE OF WORK AND COMPENSATION NEXTREQUEST CO. FEE SCHEDULE Description of Services Year 1 Year2 Year3 Year4 Year5 Annual Next Request License 7,500 .00 7,763 .00 8,035.00 8,316 .00 8,607 .00 Set Up (one time) 2,000 .00 Redaction Module 750.00 Custom URL 500 .00 518.00 536 .00 555 .00 574 .00 Amendment #1 RapidRevievl' 5,625 .00 6,830 .00 7,069 .00 7,316.00 Amend# 1 Maximum Total Fee 10,750.00 13,906.00 15,401.00 15,940.00 16,497.00 Rapid Review (Yearly) Process, organize, batch redirect, extract, and review large amounts of email files or documents. (Standard Redaction module included). During the Service Term the price for current services provided will be capped at an inflation based increase (3.5%) year over year. * Is calculated at 85% of Annual license and includes Redaction Module. Total $72,494.00