Agenda #: 5.4
Meeting Date: May 7, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH THE SCANNING
COMPANY FOR DOCUMENT SCANNING SERVICES.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve and authorize the City Manager to sign the Consulting Services Agreement with TSC LLC d.b.a. The Scanning Company for document scanning services through June 30, 2027.
FINANCIAL IMPACT:
The total not-to-exceed amount of the multi-year agreement is $150,000. Sufficient funds in the amount of $50,000 are included in the Fiscal Year 2023-24 City Manager’s Office – Professional Services budget to cover the cost of such services. Additional funds will be appropriated in future fiscal years on an as-needed basis.
BACKGROUND:
The City is dedicated to supporting the City Council’s Strategic Plan goal of fostering an Open, Engaged and Responsive Government. As a part of this commitment, the City has made significant strides in digitization efforts to ensure that both staff and the public have convenient access to digital records. These efforts have not only enhanced transparency, improved efficiency, and promoted accessibility but have also resulted in the elimination of offsite storage units, thereby reducing associated expenses. There is a need to continue the contracted use of such services to achieve the goal of digitization of historical records in compliance with the City’s Records Retention Schedule. The City’s previous provider for document imaging and quality control services was Raycom Data Technologies, Inc. Their agreement expired on June 30, 2023, necessitating the initiation of a Request for Proposals (RFP) process.
ANALYSIS:
The City issued an RFP for Citywide Scanning Services, which closed on May 26, 2023, receiving a total of seven (7) proposals. To ensure a fair comparison, each entity was requested to provide the cost of various scanning functions for a quantity of one. These functions include but are not limited to: pick-up and delivery charges, document preparation, scanning of different sized documents, metadata entry, OCR conversion, data transfer and quality control check services. (For simplicity purposes, the below costs reflect the vendor’s total of 1 pick-up, 1 delivery, 1 document preparation, 1 page to be scanned, and so on and so forth.)
• MSI Imaging/TSC LLC - $1.06 - Recommended
• Legal Vision Group, LLC - $125.88
• Raycom Data Technologies, Inc. - $151.18
• Omni Pro, Inc. - $435.65
• Crisp Imaging - $621.98
• United Records Management, Inc. - $843.86
• SyTech Solutions - $871.82
A detailed breakdown of each proposer’s line item costs are provided in the table below.
MSI Imaging/TSC LLC was determined to be the lowest responsive bidder, with their location in Diamond Bar being a significant factor due to the absence of pick-up and delivery charges for the City. Positive feedback from their reference checks further supported their selection. Notably, the vendor, originally named MSI Imaging during their response to the City's RFP, has rebranded as The Scanning Company and is transitioning away from MSI contracts. The City Attorney has reviewed and approved their request to formalize an agreement under the new name, recognizing that they are separate entities under the same ownership.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a CONSULTING SERVICES AGREEMENT - The Scanning Company