TITLE
Recommendation to adopt Specifications No. ITB TI19-024 and award contracts to File Keepers, LLC, of Los Angeles, CA; MetaSource, LLC, of Anaheim, CA; Omni Pro, Inc., of Chino, CA; and, SourceHOV (Sourcecorp BPS, Inc.), of Irving, TX, to provide as-needed scanning services from various City locations, in an annual aggregate amount of $2,000,000, with a 15 percent contingency in the amount of $300,000, for a total annual aggregate amount not to exceed $2,300,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; authorize City Manager, or designee, to execute all documents necessary to enter into the contracts, including any necessary amendments; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $2,774,590 for scanning services, the purchase of scanner equipment and associated project management expenses, offset by charges to user departments and funds and potential short-term internal loans between funds. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with four firms to provide as-needed document scanning services. On August 21, 2018, City Council awarded the systems design and licensing component of the Electronic Document Management System (EDMS) project to Compulink Management Center, Inc., dba Laserfiche Solutions Group (Laserfiche). The EDMS project was included in the technology systems category of the critical technology infrastructure needs that was presented to the City Council on December 5, 2017.
This portion of the EDMS project requires the departments to complete a substantial backfile conversion effort to scan hardcopy documents as well as microfilm and microfiche. The most immediate need is to complete the backfile conversion of hardcopy documents for those City departments that are moving to the new Civic Center. This scanning effort will also include imagi...
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