TITLE
Recommendation to authorize City Manager to extend and execute an amendment to Contract No. 29707 with Tajann Corporation for as-needed scanning services for an additional one-year term, and to increase the contract authority for Tajann Corporation by $50,000. (Citywide)
DISCUSSION
On June 13, 2006, City Council approved a competitively bid contract with Tajann Corporation to provide as-needed scanning services to preserve and catalog for efficient retrieval of vital records in the Public Works Department (Exhibit A). Such records include an extensive collection of original drawings, engineering documents, maps, aperture cards, microfilm and bound survey books that are located in the basement of City Hall. Many of these documents have begun to deteriorate due to age and use. Given the extensive knowledge of City records that Tajann has accumulated over the course of the project and the indexing system Tajann developed to accommodate the archiving of those records, staff proposes to extend the term of Tanjann's contract for one additional year and increase contract authority by $50,000 in order to complete the project. Tanjann's original contract was approved for a one-year term with two one-year renewal options. The vendor has agreed to maintain the process quoted in 2006 for this work.
This matter was reviewed by Deputy City Attorney Linda Trang on August 26, 2009 and by Budget and Performance Management Bureau Manager David Wodynski on September 1,2009.
TIMING CONSIDERATIONS
Council action on this matter is requested on September 22, 2009, to continue scanning services.
FISCAL IMPACT
Sufficient funds to cover the cost of these services are budgeted in various projects in the Gas Tax Street Improvement Fund (SR 181) in the Department of Public Works (PW). The funding sources are previously appropriated FY 06 Gas Tax.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED...
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