Agenda #: 5.6
Meeting Date: January 21, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CONSULTING SERVICES AGREEMENT WITH SYTECH SOLUTIONS FOR DOCUMENT SCANNING SERVICES.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve and authorize the City Manager to sign Consulting Services Agreement with SyTech Solutions for document scanning services through June 30, 2028.
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 2024-25 City Manager’s Office – Professional Services to cover the cost of such services. Additional funds will be appropriated in future fiscal years on an as-needed basis.
BACKGROUND:
On May 7, 2024, City Council approved and authorized 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. This agreement would have replaced the City’s previous provider, Raycom Data Technologies, Inc., from which the agreement expired on June 30, 2023. Following the agreement approval, TSC filed for bankruptcy, which prompted the City to initiate another Request for Proposals (RFP).
This continuous effort and commitment to digitize records aligns with the City Council’s Strategic Plan goal of fostering an Open, Engaged and Responsive Government. In addition to reducing the expenses associated with offsite storage units, efficiently archiving historical records, and improving document access for both staff and the public, the contractual use of scanning services fulfills compliance with the City’s Records Retention Schedule.
ANALYSIS:
The City issued an RFP for Citywide Scanning Services, which closed on September 6, 2024. Twelve (12) proposals were received and included price line items for the baseline scenario in services of 15,000 sheets of paper in full color – 10,000 letter (8.5 x 11”) sheets and 5,000 oversized sheets. Associated services include, but are not limited to: pick-up, delivery, document preparation, scanning of documents in various sizes and conditions, page rotation, file re-assembly, metadata entry, OC conversion, data transfer and quality control check.
A brief summary of each proposer’s per service cost is provided below:
VENDOR BID AMOUNT
TSC LLC $5,812.00
SyTech Solutions $7,398.01
Raycom Data Technologies, Inc. $7,450.00
Crisp Imaging $7,770.23
Friedman Imaging $7,787.50
ECS Imaging, Inc. $7,807.50
ARC Document Solutions, LLC $8,227.70
MetaSource, LLC $9,473.83
Omni Pro, Inc. $11,075.32
GRM Information Management $15,975.02
Officemotive $20,801.06
MonMass, Inc. $48,305.00
SyTech Solutions came in as the lowest responsive bidder. From July 1, 2016 to June 30, 2017, SyTech was a scanning service provider for the City and received positive feedback from City staff. References unanimously mentioned excellent customer service – ease and efficiency in communication, quick turnaround time to fulfill deadlines, ability to handle older, more fragile documents, and the overall value of services.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Scanning Services Agreement - SyTech