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HomeMy WebLinkAboutCity Council Meeting of 2012-06-12 Agenda Item No.07 CITY OF LA E ' LS I NO . D REAM E)(TREME. REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: THOMAS P. EVANS, INTERIM CITY MANAGER DATE: JUNE 12, 2012 SUBJECT: PURCHASE OF DOCUMENT SCANNING SERVICES Recommendation It is recommended that the City Council waive the informal- bidding process and authorize the Interim City Manager to sign and issue a purchase order for the amount of $20,000 to ECS Imaging, Inc., a LaserFiche certified vendor, to continue document scanning services. Background Consider continuing the ongoing document scanning services provided by ECS Imaging, Inc. to reduce paper and map inventory in preparation of the City Hall and Cultural Center Seismic Retrofit Projects. Discussion The City has acquired a Seismic Retrofit Grant to reinforce the Cultural Center and City Hall. It is estimated that in Fall of 2012, construction will commence requiring items in affected areas or offices to be removed. Affected items in the Cultural Center are an estimated 250 boxes each containing 2,000 original paper documents. In addition, City Hall has an estimated 6,000 "E" size plan sheets being stored in an area also affected by the retrofit. Documents risk being damaged, destroyed, or lost due to the shuffling of the boxes and plan sheets, thus having the risk of not meeting Public Records Request timeframes. Fiscal Impact Funding for CIP "Document Scanning Project" was approved during the 1 Quarter Budget Review on November 8, 2012 for $30,000 in which $10,000 has already been used. The remaining $20,000 will be applied to the document scanning fee schedule as shown in the attached full project quote (Exhibit A). AGENDA ITEM NO. 7 Page 1 of 4 Purchase Of Document Scanning Service June 12, 2012 Page 2of2 It is in the best interest of the City to enter a Service Agreement with ECS Imaging, Inc. for Document Scanning Services. ECS Imaging, Inc. is the City's Laserfiche Document Management System (DMS) Vendor and has provided excellent support and has recently completed the City's Building Division legacy DMS conversion to Laserfiche. In addition, they are extremely familiar with our system setup since they have installed and configured the City's Laserfiche Enterprise System. Prepared by: Toby Soto Information Technology Supervisor Approved by: Thomas P. Evans Interim City Mana Attachment: Exhibit A — ECS Imaging, Inc. Quote Page 2 of 4 O O O O O °o O • N N d o at O O O 00 000 O O m m O O O O O of O to M M : O N N O N 1p e -1 N N 00 Yf 1O CU 0 C Z ca., ‘D N a o� C i. 3 0 C D N N �= 4 4, 0 N O '.1 � N M O I". 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