CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
7/10/2023
1 SUBJECT:
First Amendment to Master Consultant Services Agreement between the City of Pacifica and Hines EDM for Scanning and Digitization of City Records RECOMMENDED ACTION:
Adopt a Resolution Approving the First Amendment to Master Consultant Services Agreement between the City of Pacifica and Hines EDM for scanning and digitization of City records and ongoing scanning services in connection with the City’s Records and Information Management Program Policy to extend the term to 6/30/2024, increase the Cost Ceiling from $110,000 to $150,000 and update the pricing / cost schedule; and authorize the City Manager to execute all documents related with the project
STAFF CONTACT:
Sarah Coffey, City Clerk
(650) 738-7307
[email protected]
BACKGROUND/DISCUSSION:
On November 9, 2020, the City Council adopted a city-wide Records Retention Policy and Records Retention Schedule, which is included in the City’s Administrative Policy No. 8 - “Records and Information Management Program Policy.” The Records Retention Policy provides the guiding principles and procedures on records management while the Records Retention Schedule establishes the retention periods and authorizes disposition of the administrative, fiscal, and legal records in each department. Though the Records Retention Schedule will allow for some records to be periodically purged when appropriate, the volume of paperwork that has accumulated and stored in various locations over years of normal business practices will need to be eventually scanned and digitized into the City’s repository, Laserfiche.
To efficiently manage the City’s public records and to more efficiently access records, multiple departments city-wide require digitization of microfiche, microfilm, and paper records. The objective of the city-wide document imaging project is to store documents electronically and reduce physical storage needs.
On March 5, 2021, the City issued a request for proposals (RFP) from firms to provide document imaging services. The City requires the expertise and competence of a qualified scanning and digitization vendor to perform the task of document imaging to store documents electronically. In this RFP staff requested proposals that would meet the following objectives:
1. Create a standardized index compatible with Laserfiche or any updated document repository used by the City;
2. Convert the City’s existing records into digital files;
3. Develop and implement an ongoing digitization process for incoming documents;
4. Provide document scanning services for existing hard copy documents currently in storage;
5. Convert microfilm/microfiche to searchable digital format; Pacifica City Council 2
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6. Conduct services on an as-needed, on-call basis via authorization of task orders; and
7. Perform the duties of the project with minimal training and oversight.
Five proposals were received, and staff evaluated each submittal, followed by an interview with the highest scoring candidates. Proposals that provided the highest quality product at the most affordable price for digitization of City records and ongoing scanning services were given the highest consideration.
The firm Hines EDM was selected to conduct the scanning and digitization of the City’s records and the City Council approved the Master Agreement for Consultant Services with Hines EDM effective August 9, 2021. The term of the Master Agreement is effective through June 30, 2023 and the cost ceiling was specified at $110,000. Under the Master Agreement, specific tasks prioritized by the requesting City department / division were authorized by Task Orders on an as-needed basis throughout the term of the Master Agreement. This provides the flexibility needed for each department when tasks orders may vary significantly in size and scope, and budget. Hines EDM possess the qualifications, experience, and bandwidth to perform city-wide scanning and digitization services for the City of Pacifica and has completed the Task Orders issued to date to the City’s satisfaction.
The City wishes to continue its progress toward scanning and digitizing additional records and continue its engagement with Hines EDM as the vendor of choice for achieving these goals.
The City Manager recommends authorizing the proposed First Amendment to Master Consultant Services Agreement between the City of Pacifica and Hines EDM to extend the term to June 30, 2024, increase the Cost Ceiling from $110,000 to $150,000 and update the pricing / cost schedule to reflect Hines EDM current pricing.
ALTERNATIVE ACTION:
The Council could choose not to approve the First Amendment to the Master Services Agreement and provide further direction to staff. It should be noted that the storing of hard-copy records will become an increasing cost to the City over time. Should records not be periodically scanned and digitized into the repository, the volume of paperwork requires increasing rental space to store documents and incurs costs to store and retrieve physical records on-demand. and physical records are not as easily accessible.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
“Improve and Steward City Infrastructure, streets and facilities” - The scanning project plays a part in context to the Civic Center’s plans for remediation of conditions at the Civic Center facilities by freeing up the volume of paperwork that has accumulated over years of normal business practices and readiness for staff relocation to the Civic Center Campus upon completion of the renovation.
FISCAL IMPACT:
Departments who budgeted for scanning services in FY2023-24 may opt into the program for scanning and digitization services through execution of individual Task Orders under the Master Agreement. As such, each department who participates is responsible for payment under each authorized Task Order. The not to exceed ceiling amount of the Master Agreement with Hines EDM is adjusted from $110,000 to $150,000 to provide for additional scanning services for FY2023-24. No additional budget appropriation is required to authorize this First Amendment.
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ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment A: First Amendment to Master Agreement b/w the City of Pacifica and Hines EDM (PDF)
Attachment B: Hines EDM Master Agreement (PDF)
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RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE MASTER AGREEMENT FOR CONSULTANT SERVICES WITH HINES EDM, INC. FOR SCANNING AND
DIGITIZATION OF RECORDS
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into a Master Agreement with Hines EDM, Inc. for scanning and digitization of City records per the City Council’s authorization on August 9, 2021; and
WHEREAS, the City of Pacifica requires additional document scanning and digitization services in fiscal year 2023-2024 as included in department budgets; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a first amendment to the City’s Master Agreement with Hines EDM for the purpose of extending the term of the Agreement through June 30, 2024, increasing the not-to-exceed cost ceiling from $110,000 to $150,000 and updating the pricing / cost schedule to reflect Hines EDM pricing schedule as of July 1, 2023.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to amend the agreement with Hines EDM, Inc. for the purpose of extending the term of the agreement to June 30, 2024, increasing the Cost Ceiling to $150,000 and updating the pricing / cost schedule as detailed in the First Amendment to the Master Agreement.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 10th day of July, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney