Agenda Item B.18
CPMS CONSENT CALENDAR
Meeting Date: June 6, 2023
____________________________________________________________
TO: Mayor and Councilmembers
FROM: Peter Imhof, Planning and Environmental Review Director
CONTACT: Lisa Prasse, Current Planning Manager
Brian Hiefield, Associate Planner
SUBJECT: Amendment No. 4 to Professional Services Agreement 2016-038 for Document Imaging Services between the City of Goleta and Crisp Enterprises Inc. DBA Crisp Imaging
RECOMMENDATION:
Authorize the City Manager to execute Amendment No. 4 to Professional Service Agreement 2016-038 between the City of Goleta and Crisp Enterprises Inc. DBA Crisp Imaging to continue document imaging services , extending the term to June 30, 2025, and updating the rates for imaging services.
BACKGROUND:
On July 18, 2016, the City Manager executed a professional services agreement with Data Arc, LLC to continue scanning Planning and Environmental Review Department (PER) files as part of the ongoing Document Imaging Program. Data Arc LLC was sold to CRS West in 2021; CRS West was then acquired by Crisp Enterprises in 2022. The City has a greed to the assignment. The not -to-exceed amount for th is agreement was originally $29,900 with a termination date of December 31, 2017. On December 5, 2017, June 4, 2019, and June 1, 2021, the City Council extended the term of the agreement and increased the contract amount to continue to facilitate the work. Currently, the contract ends June 30, 2023 and is for a not-to-exceed amount of $189,900. The initial contract along with Amendments 1-3 are provided as Attachment 2.
Table 1 below shows the number of sheets/images that have been imaged to date with a subset of the past three years. Very few documents have been imaged in the last few fiscal years due to staff not being able to prepare files for imaging while staff was working remotely, lack of stora ge space for returned records once imaged, and the death of the consultant preparing files for imaging.
1 Meeting Date: 6/6/2023
Table 1: Number of sheets/images imaged 2020-2023
Time
Period
8.5” X 11” 11” X 17” Plans
24” X 36”
16 mm
Fiche
35 mm
Fiche
Total
2012-
2023
(Btw
2020-
2023)
414,600
sheets
(16,069)
18,348
sheets
(1,172)
90,345
sheets
(3,094)
88,088
images
----
2,793
images
----
614,174
(20,335)
The records that have been imaged are primarily: 1) City-issued Building Permits through 2020; 2) City-issued ministerial Land Use Permits completed through 201 9; 3) approximately 30 discretionary cases; a nd 4) all the microfiche records and Building Permits received from Santa Barbara County upon incorporation. The scanning of records is integral to the operation of the Magnet Permit Tracking System and accompanying Magnet Public Portal.
DISCUSSION:
The majority of PER Department records (e.g., Building Permits, ministerial applications, discretionary applications, etc.) are permanent records that are kept in pe rpetuity.
Imaging these documents creates a digital database that reduces paper copies/storage needs, is more durable, and makes documents accessible for the public and staff through the Magnet Permit Tracking System and Public Portal.
Crisp Enterprises DBA Crisp Imaging has been the vendor imaging batches of records prepared by the City for scanning. Staff recommends the City Council authorize the City Manager to execute Amendment No. 4 to Professional Service Agreement 2016 -038 between the City of Goleta and Crisp Enterprises Inc. DBA Crisp Imaging to continue document imaging services, extending the term to June 30, 2025, and updating the rates for imaging services. Amendment No. 4 is provided in Attachment 1 . The amount of the contract does not need to be increased as there are sufficient funds authorized by the contract for the work. Since this is a time and materials contract, with the upcoming budget there is $30,000 per year allocated to this project for fiscal years 2023-2024 and 2024- 2025. Further, the scope of the contract continues to include scanning the documents into one database on an ongoing basis for integration into the Magnet Permit Tracking System.
FISCAL IMPACTS:
Pending budget adoption, there are no fiscal impacts related to this amendment as sufficient funds have already been budgeted for this contract for the next two fiscal years as is indicated in Table 3 below.
2 Meeting Date: 6/6/2023
Table 3: Document Imaging and Maintenance Ongoing
Pending Budget Adoption of FY 23/24 and 24/25
Account Fund
Type
Proposed
Allocations
Additional Appropriation
Requested
Total
Appropriation/
not to exceed
amount
101-40-
4100-
51200
General $30,000 per
year
$0 $60,000
ALTERNATIVES:
The City Council may elect not to authorize this contract and direct staff to seek proposals from other qualified firms/independent contractors. Doing so would cause delays in imaging existing files /permits/documents and add to the backlog of documents to be imaged.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. Amendment No. 4 to Professional Services Agreement No. 2016- 038
2. Professional Services Agreement 2016-038 and Amendments No. 1-3 3 ATTACHMENT 1
AMENDMENT NO. 4 TO AGREEMENT NO. 2016-038
4 City of Goleta
Amendment No. 4 to Agreement No. 2016-038
AMENDMENT NO. 4
TO A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLETA
AND
CRISP ENTERPRISE Inc. dba CRISP IMAGING
This Amendment No. 4 to the Professional Services Agreement by and between the City of Goleta, a municipal corporation (“City”) and CRISP ENTERPRISE Inc. dba CRISP IMAGING (“Consultant”) dated July 18, 2016 (“Agreement,” Agreement No.2016- 038) is made on this 6th day of June 2023.
SECTION A. RECITALS
1. T his Agreement is for the on-going document imaging and imaging maintenance of Planning and Environmental Review (PER) Department records; and
2. This Agreement has been amended to amend the scope, rate, amount , and extend the term of the Agreement (Amendment No. 1, 2, and 3); and
3. O n January 1, 2021, Data Arc. assigned all of its duties and interests in the Agreement to CRS West, Inc and submitted a request for the City’s approval of such assignment on May 6, 2021, and subsequently, the City approved of such assignment retroactive to January 1, 2021; and
4. On July 1, 2022, CRS West Inc assigned all of its duties and interests in the Agreement to Crisp Enterprises, Inc. DBA Crisp Imaging and submitted a request for the City’s approval of such assignment on May 2, 2023, to be retroactive to July 1, 2022; and
5. T he Agreement currently provides in Section 6 for the termination of the Agreement on June 30, 2023; and
6. T he parties desire to amend the Agreement so as to extend the termination of the Agreement to June 30, 2025; and
7. T he Agreement currently provides in Exhibit B entitled “Compensation” the rates based on document type to be imaged; and
8. T he parties desire to amend Exhibit B of the Agreement to identify the new rates for the work, attached as “Exhibit B-1”; and
9. T he City Council approved this Amendment No. 4, on this 6 th day of June 2023.
DocuSign Envelope ID: CA92B7DA-86FE-407C-80C8-5A501089322E 5 City of Goleta
Amendment No. 4 to Agreement No. 2016-038
SECTION B. AMENDED TERMS
Now therefore City and Consultant agree as follows that the Agreement be, and hereby is, amended as follows:
1. S ection 6. TERM, PROGRESS AND COMPLETION of the Agreement is amended to extend the term for an additional 24 months to read in its entirety.
T
he term of this Agreement is from the date first written above to June 30, 2025, unless the term of this Agreement is extended or the Agreement is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY’s Project Manager. All services shall be completed within the term of this Agreement following the notice to proceed.
2. This Agreement is amended to delete and replace in its entirety:
Exhibit B “Compensation” with Exhibit B-1 “Compensation” attached hereto and incorporated herein.
With respect to any conflict between such federal requirements and the terms of this contract and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control.
3. S
ection 30. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Attention: Robert Nisbet, City Manager
City of Goleta
130 Cremona Drive
Goleta CA 93117
TO CONSULTANT: Attention: Barry Malkin, COO and
Sean Duvall, Director of Scanning Services
Crisp Enterprises Inc. dba Crisp Imaging
3180 Pullman Street
Costa Mesa CA 92626
DocuSign Envelope ID: CA92B7DA-86FE-407C-80C8-5A501089322E 6 City of Goleta
Amendment No. 4 to Agreement No. 2016-038
4. Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect.
In concurrence and witness whereof, this Amendment No. 4 has been executed by the parties effective on the date and year first written above.
CITY OF GOLETA CONSULTANT
____________________________ ______________________________ Robert Nisbet, City Manager Barry Malkin, Chief Operating Officer
ATTEST:
_____________________________ ______________________________ Deborah Lopez, City Clerk Brad Miller, Chief Financial Officer
APPROVED AS TO FORM:
WINNIE CAI, ASSISTAN CITY ATTORNEY
_____________________________
Winnie Cai, Assistant City Attorney
DocuSign Envelope ID: CA92B7DA-86FE-407C-80C8-5A501089322E 7 City of Goleta
Amendment No. 4 to Agreement No. 2016-038
Exhibit B-1
Compensation
Fees:
Description Cost UOM
Transport Documents $ 75.00 Per
Trip
Document Preparation $ 0.02 Per Image
Scanning - Small Format Documents (under 8.5"x14") $ 0.07 Per Image Scanning - Medium Format Documents (11"x17") $ 0.13 Per Image Scanning - Large format Drawings (over 11"x17") $ 0.80 Per Image Indexing & Multipaging by File type (.02 per Additional Field) $ 0.04 Per Image Batch Volume (Append Data to Database & Create Magnet Import File) $ 100.00 Per Volume DVD/CD/ or Upload to OneDrive $ 15.00 Per Volume
DocuSign Envelope ID: CA92B7DA-86FE-407C-80C8-5A501089322E 8 ATTACHMENT 2
Professional Services Agreement 2016-038 and Amendments No. 1-3
9 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
Project Name: Imaging Maintenance Program
AMENDMENT NO. 3
TO A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLETA
AND
CRS WEST, INC dba DATA ARC
This Amendment No. 3 to the PROFESSIONAL SERVICES AGREEMENT by and between the City of Goleta, a municipal corporation (“City”) and CRS West, Inc. dba DATA ARC (“Consultant”) dated July 18, 2016 (“Agreement,” Agreement No. 2016- 038) is made on this 15th day of June, 2021.
RECITALS
WHEREAS, this Agreement is for the on-going document imaging and imaging maintenance of Planning and Environmental Review (PER) Department records; and WHEREAS, on June 4, 2019, the Agreement was amended to amend the scope, rate, amount and extend the term of the Agreement (“Amendment No.2”); and WHEREAS, on January 1, 2021, Data Arc. assigned all of its duties and interests in the Agreement to CRS, Inc and, on May 13, 2021, the City approved such assignment retroactive to January 1, 2021.
WHEREAS, the Agreement currently provides in Section 3 Subsection (a) for the total compensation amount not to exceed $129,900; and
WHEREAS, the parties desire to amend the Agreement so as to provide for additional compensation in the amount of $60,000 for continued work on PER Department records imaging; and
WHEREAS, the Agreement currently provides in Section 6 fo r the termination of the Agreement on June 30, 2021; and
WHEREAS, the partie s desire to amend the Agreemen t so a s to extend the termination of the Agreement to June 30, 2023; and
WHEREAS, the Agreement did not provide for the Agreement or any amendments to be executed in counterparts by facsimile or electronic mail; and WHEREAS, the parties desire to amend the Agreement to allow for execution of the Agreement and amendments by facsimile and electronic mail in order to expedite the finalization of the agreements; and
WHEREAS, the City Council approved this Amendment No. 3, on this 15th day of June, 2021.
City of Goleta
Amendment No. 3 to Agreement No. 2016-038
DocuSign Envelope ID: AEF9340E-57CB-4DDF-B1AF-CF8B700A88CF DocuSign Envelope ID: 97FD2C85-AF9A-48AF-9CE2-633FF8B07B73 2016-038.3
29 Project Name: Imaging Maintenance Program
City of Goleta
Amendment No. 3 to Agreement No. 2016-038
AMENDED TERMS
Now therefore City and Consultant agree as follows that the Agreement be, and hereby is, amended as follows:
1. Subsection (a) of Section 3. COMPENSATION AND PAYMENT of the Agreement is amended to add an additional authorized amount of $60,000 and to read in its entirety:
(a) Max imum and Rate. The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $189,900 (herein "not-to-exceed amount") and shall be earned as the work progresses.
(b) Payment. CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY’s Project Manager. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’S approval of the invoice.
2. Section 6. TERM, PROGRESS AND COMPLETION of the Agreement is amended to extend the term for an additional 24 months to read in its entirety.
The term of this Agreement is from the date first written above to June 30, 2023, unless the term of this Agreement is extended or the Agreement is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY’s Project Manager. All services shall be completed within the term of this Agreement following the notice to proceed.
3. Section 31. Counterparts and electronic/facsimile signatures This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
DocuSign Envelope ID: AEF9340E-57CB-4DDF-B1AF-CF8B700A88CF DocuSign Envelope ID: 97FD2C85-AF9A-48AF-9CE2-633FF8B07B73 30 Project Name: Imaging Maintenance Program
City of Goleta
Amendment No. 3 to Agreement No. 2016-038
4. Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect
In concurrence and witness whereof, this Amendment No. 3 has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT
____________________________ ______________________________ Michelle Greene, City Manager Anton A. Westbrook, President, CEO
ATTEST:
_____________________________ ______________________________ Deborah Lopez, City Clerk Stacie L. Westbrook, Secretary, CFO
APPROVED AS TO FORM:
MICHAEL JENKINS, CITY ATTORNEY
__________________________
Winnie Cai, Assistant City Attorney
DocuSign Envelope ID: AEF9340E-57CB-4DDF-B1AF-CF8B700A88CF DocuSign Envelope ID: 97FD2C85-AF9A-48AF-9CE2-633FF8B07B73 31