HomeMy WebLinkAbout2012-08-14 City Council Agenda Item No. 10~ tT~ ~
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REPORT TO CITY COUNCIL
T0: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: THOMAS P. EVANS, INTERIM CITY MANAGER
DATE: AUGUST 14, 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
$42,536.25 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 the Fall of 2012, construction will commence requiring items
in affected areas or offices to be removed. City Hall had an estimated 6,000 uEN
Building and Engineering drawing size plan sheets in addition of an estimate 500,000
letter and legal size paper documents 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 in the Fiscal Year 2012-
2013CIP Budget for $50,000. The ECS Imaging Scanning Service quote (Exhibit A} is
for $72,536.25 of which $30,000 was procured in Fiscal Year 2011-2012.
AGENDA ITEM N0.10
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Purchase tJf Document Scanning Service
August 14, 2012
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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 Laserrl~che 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 Laser'fiche Enterprise System.
Prepared by: Toby Soto
Information Te hnology Supervisor
Approved by: Thomas P. Evans
Interim City Mana
Attachment: Exhibit A -ECS Imaging, Inc. Quote
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