CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
7/8/2024
1 SUBJECT:
Amendment No. 2 to Master Consultant Services Agreement and Amendment No. 1 to Task Order 4 between the City of Pacifica and Hines EDM for Scanning and Digitization of City Records
RECOMMENDED ACTION:
Adopt a Resolution Authorizing: (1) Amendment No. 2 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 8/30/2024; (2) Amendment No. 1 to Task Order 4 to Increase the Cost Ceiling from $2,000 to $6,000 and extend the term to 8/30/2024 for Scanning and Indexing of Recorded Property Records; and (3) authorize the City Manager to execute all documents related with the agreement.
STAFF CONTACT:
Sarah Coffey, City Clerk
(650) 738-7307
[email protected]
BACKGROUND/DISCUSSION:
On March 5, 2021, the City issued a request for proposals (RFP) from firms to provide document imaging services for a city-wide document imaging project to digitize microfiche, microfilm, and paper records with the objective of storing documents electronically and reducing physical storage needs. The City required the expertise and competence of a qualified scanning and digitization vendor to perform the task of document imaging to store documents electronically in a manner compatible with the City’s Laserfiche system. Following the RFP process and evaluation of five responsive proposals, 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 was 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 provided 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 completed the Task Orders issued to date to the City’s satisfaction.
The City wished 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. On July 1, 2023, the City entered into the First Amendment to the 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 updated pricing.
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July 08, 2024
On April 14, 2024, the City entered into Task Order No. 4 under the Master Consultant Services Agreement with Hines EDM for the purpose of scanning and digitizing physical hard copy files of recorded property documents held within the City Clerk’s Office. The estimated cost of the scanning effort under Task Order No. 4 was set out as $2,000 and was anticipated to be completed within the Master Agreement term through June 30, 2024. However, after further review and evaluation, it was determined that additional indexing and meta-data capture for these documents would be required to allow for compatibility and searchability of electronic records within the Laserfiche system. Therefore, it is recommended that the term of the Master Agreement and Task Order No. 4 be extended from June 30, 2024 to August 30, 2024 and the not-to-exceed total compensation for Task Order No. 4 be increased from $2,000 to $6,000 to complete the digitization and indexing of the records under this Task Order.
ALTERNATIVE ACTION:
The Council could choose not to approve Amendment No. 2 to the Master Services Agreement and Amendment No. 1 to Task Order 4 and provide further direction to staff. It should be noted that this would result in continued storage of a portion of the records designated in Task Order No. 4 in the storing of hard-copy format, increased costs for offsite storage of these records, and only a portion of the recorded property records being available in digital format and uploaded to Laserfiche.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
“Enhance Organizational and Fiscal Stability”
FISCAL IMPACT:
No additional budget appropriation is required to authorize these Amendments as the cost of the digitization of these records is within budgeted amounts under contractual services for the City Manager’s Office.
ORIGINATED BY:
City Clerk
ATTACHMENT LIST:
Attachment A: Amendment No. 2 to Master Agreement - Hines EDM 7-8-2024 (PDF) Attachment B: Amendment No. 1 to Task Order 4 - Hines EDM - 7-8-2024(PDF) Attachment C: Master Agreement - Hines EDM (PDF)
Attachment D: Amendment No. 1 to Master Agreement - Hines EDM (PDF) Attachment E: Task Order 4 - Hines EDM - 4-17-2024 (PDF) Pacifica City Council 3
July 08, 2024
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING (1) AMENDMENT NO. 2 TO MASTER CONSULTANT SERVICES AGREEMENT BETWEEN THE
CITY OF PACIFICA AND HINES EDM FOR SCANNING AND DIGITIZATION OF RECORDS TO EXTEND THE TERM TO AUGUST 30, 2024; (2) AMENDMENT NO. 1 TO TASK ORDER 4 TO INCREASE THE COST CEILING FROM $2,000 TO $6,000 AND EXTEND THE TERM TO AUGUST 30, 2024 FOR SCANNING AND INDEXING OF RECORDED PROPERTY RECORDS; AND (3) AUTHORIZE THE CITY MANAGER TO EXECUTE ALL DOCUMENTS
RELATED WITH THE AGREEMENT
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 required additional document scanning and digitization services in fiscal year 2023-2024 as included in department budgets; and WHEREAS, on July 1, 2023, the City of Pacifica entered into the First Amendment to the Master Agreement to extend the term for completion of the services to June 30, 2024, and to increase the not-to-exceed total compensation for all services provided under the Agreement from $110,000 to $150,000 and updating the pricing / cost schedule to reflect Hines EDM pricing schedule as of July 1, 2023; and
WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve Amendment No. 2 to the City’s Master Agreement with Hines EDM for the purpose of extending the term of the Agreement through August 30, 2024 and Amendment No. 1 to the Task Order No. 4, increasing the not-to-exceed cost ceiling from $2,000 to $6,000 for Task Order No. 4, which is within the costs authorized under the Master Agreement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize Amendment No. 2 to the Master Consultant Services Agreement between the City of Pacifica and Hines EDM for scanning and digitization of records to extend the term to August 30, 2024 and authorize Amendment No. 1 to Task Order 4 to increase the cost ceiling from $2,000 to $6,000 and extend the term to August 30, 2024, and authorize the City Manager to execute all documents related with the agreement.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 8
th day of July, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
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July 08, 2024
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney