A nd epo rt
June 12, 2023
TO: Honorable Mayor and City Council
FROM: Department of the City Clerk
SUBJECT: AUTHORIZATION TO ENTER INTO A CITYWIDE CONTRACT WITH URM TECHNOLOGIES, INC., TO PROVIDE DOCUMENT DIGITIZING
SERVICES FOR CITY RECORDS IN AN AMOUNT NOT-TO-EXCEED
$462,000 FOR A THREE-YEAR PERIOD; AND WITH TWO OPTIONAL ONE-YEAR EXTENSIONS IN THE AMOUNT OF $134,000 FOR EACH
YEAR, FOR A TOTAL FIVE-YEAR CONTRACT NOT-TO-EXCEED
AMOUNT OF $730,000
RECOMMENDATION: It is recommended that the City Council:
1. Find that the proposed .contract is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061 (b)(3), the "Common-Sense" exemption that CEQA only applies to projects that may have an effect on the environment; and
2. Authorize the City Manager to enter a contract, as a result of a competitive selection process as specified by Pasadena Municipal Code, Section 4.08.047, with URM Technologies, Inc., to provide document digitizing services for City records in an amount not-to-exceed $462,000 for a three-year period; with two one-year optional extensions of $134,000 each year, for a total contract not-to exceed amount of $730,000. Competitive bidding is not required pursuant to the City Charter Section 1002(F), contracts for professional or unique services.
BACKGROUND:
Prior to May 2018, City departments were utilizing individual purchase orders with multiple vendors to contract for document scanning and digitizing services. As part of an effort to consolidate this work under one vendor (for efficiency and as a cost-saving strategy), the City Clerk's Office issued a Request for Proposals (RFP) for digitizing City records to electronic format on a citywide basis. Following an RFP process, on May 14, 2018, the City Council approved a contract with Matrix Imaging Products, Inc., that provided citywide document conversion support to several City departments. At the end of the current fiscal year, the five-year contract with Matrix will expire. The City Clerk's Office has prepared and issued another RFP, scored proposals submitted, and is recommending that a new contract with URM Technologies, Inc., be awarded for similar digitizing services for the next three years, with two optional one-year renewals.
MEETING OF 06 /l 2 /Z0 23 AGENDA ITEM NO. __ 2l_a __ _
Citywide Digitization Contract
June 12, 2023
Consistent with records management best practices, staff continues to aggressively pursue the digitization of paper records to electronic format. Records conversion provides several benefits: it preserves important documents (paper documents age and degrade over time), provides savings in terms of costs and storage space of physical documents, and increases accessibility to City records by allowing City staff to locate documents in the City's virtual records center quickly and at their computer. To understand th~ scope of digitization services needed for the new contract on a citywide basis, the Records Management Division sent out an invitation to all departments and then met with interested City staff from the departments listed below as part of the preparation for the RFP:
1. Planning & Community Development
2. Human Resources
3. City Manager - Redevelopment
4. Police Department
5. Parks Recreation & Community Services
6. City Clerk
7. Public Health
8. City Attorney
Based on discussions and submitted information, it was determined that document conversion needs on a citywide basis could exceed 2.5 million pages over the next three to five years. Document types for conversion include Building Plans, Plan Check Drawings, Permits, and various types of City administrative files. Upon establishing the scope of work, the Records Management Division developed the parameters of the services needed and prepared the RFP for citywide records digitization services.
Department Department Records Series Titles File/Count Page/Counts City Attorney Liability Claim Files 270 26,000
City Clerk, Other Dept Files Records Center Files 200 195,000 City Manager Redevelopment Files 200 11,000
Health Health Plan Check Drawings 240 7,000
Human Resources Terminated Employee Benefit Files 100 5,200 Human Resources Terminated Employee Files 100 4,300
Human Resources Workers Compensation Files 100 192,000
Parks, Community Services Commission Minutes and Agendas 30 2,500 Planning Building Plans 23,000 250,000
Planning Building Permits 30,000 1,025,000
Planning Planning Files 500 200,000
Police Police Case Files 3,000 641,000
Total Pages 2,559,000
Citywide Digitization Contract
June 12, 2023
In collaboration with the Purchasing Division, the Records Management issued the RPF on March 6, 2023. In addition to the typical outreach associated with the City's RFP process, City Clerk staff located and individually contacted 53 local vendors with stated experience in document digitization of paper records to notify them of the RFP process, answer questions, and encourage their participation. Following staff's outreach, 9 local vendors initially expressed interest in responding to the RFP, and 1 local vendor attended a non-mandatory bid meeting. However, despite these outreach efforts to help encourage local participation, there were no local vendors included as part of the 7 proposals received by the City.
A total of 7 proposals were received and considered responsive:
Vendor Name Score
URM Technologies, Inc. 62.75
Matrix Imaging Products, Inc. 61
ViaTRON Systems, Inc. 58.75
Omni Pro Inc. 57.5
FILE KEEPERS, LLC 52.5
Legal Vision Group, LLC 45.5
Property Insight, LLC 40.75
Departmental Staff met and independently evaluated the proposals based on the criteria set forth in the RFP. Then, an evaluation committee was established with representatives from user departments, Records Management, and Purchasing.
Evaluators reviewed each proposal, checked relevant experience, and calculated proposal costs on a comparative basis and based on existing submitted information, including criteria such as volume capacity, specifications, and schedules.
Staff has determined the proposal submitted by URM Technologies, Inc., best meets the City's requirements. Based on the City's records volume and conversion history, and the information received in the proposal, URM Technologies, Inc., is therefore recommended for award of the proposed contract.
COUNCIL POLICY CONSIDERATION:
This action supports the City Council's strategic goal to maintain fiscal responsibility and stability.
Citywide Digitization Contract
June 12, 2023
FISCAL IMPACT:
The cost for the proposed action to approve the staff recommendation will be approximately $730,000 over five years. Funding for this action will be addressed by utilization of existing budgeted appropriations in various other contract services accounts within the various participating departments.
Respectfully submitted,
Prepared by:
Record
Attachment A-TPA Form for URM Technologies, Inc.
Attachment 8 - TPA Forms for non-selected vendors