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FROM:
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Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF DEVELOPMENT SERVICES
DECEMBER 5, 2023
AGENDA REPORT
SUBJECT: PROFESSIONAL SERVICES AGREEMENTS FOR CITYWIDE ON-CALL
DIGITAL SCANNING SERVICES OF PUBLIC RECORDS
FISCAL
IMPACT: EXPENSE: $285,000 TOTAL CONTRACT NOT -TO -EXCEED AMOUNT CURRENT AVAILABLE BUDGET: $71,384 (756205-6840 JL#756205) SUMMARY:
On July 2, 2022, Staff solicited qualifications from digital scanning vendors requesting proposals to establish a three (3) year professional services agreement (PSA) for document scanning services by a qualified consultant, with the option to extend the contract for an additional two (2) year term based upon the City's discretion and contractor performance. A vast majority of citywide records are primary hardcopies or on a microfilm format. The remainder of the records have been digitized, but it only factors into a small percentage in comparison to the undigitized records the city currently maintains amongst its seven city departments.
The high-volume of city records left in either a hardcopy or microfilm format, leaves them highly susceptible to damage, misplacement, and/or potential Toss. Furthermore, the continual accumulation of records has created an ongoing demand for physical locations for the safe and convenient storage of these records. As the demand to quickly access records continues to grow and the demand for the acquisition of public records continues to spike at the request of the general public, the need to access records in a digital format has steadily become increasingly critical.
In response to this growing demand, Staff issued a formal Request for Proposals ("RFP") for on- call digital scanning services and solicited competitive proposals from qualified digital scanning vendors. A total of four (4) proposals were received. After a thorough review of proposals by Staff members represented from each respective department, the proposal from Metasource was selected as the most competitive and qualified vendor. Metasource has been selected to provide ongoing services to our city departments that will include document pickup and transport, document intake, document preparation, document scanning, image enhancement, document indexing/date capture, text searchable output, and quality inspection. This action will provide the City with available on-call services for all the digital scanning service needs of public records over the next three years.
1 Dec. 05, 2023
City Council Agenda
December 5, 2023
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with Metasource for professional digital scanning services of public records to provide on-call scanning services for a term of three (3) years with an option of two (2) year term based upon performance and discretion of the City, in an amount not -to -exceed $285,000; and
2. Authorize the City Administrator to approve any contract term extensions based on performance and amendments up to 10% of the contract not -to -exceed amount, or $28,500; and
3. Authorize the City Administrator to execute the above-mentioned Professional Services Agreements, in forms approved by the City Attorney.
DISCUSSION:
As a result of the need to retain professional assistance from a qualified vendor to assist Staff with the digitizing of City records, Staff prepared an RFP for these services. A total of four (4) proposals were received from qualified vendors experienced in the digitization of public records.
These proposals were evaluated by City Staff and the following are the final scores and rankings:
NO. CONSULTANT TOTAL
SCORE
1 Metasource 93
2 Avenu 85
3 GRM 82
4 File Keepers 76
Each firm's proposal was required to demonstrate its capacity to deliver comprehensive and professional scanning services. All proposals were required to outline methodology and logistics capable of meeting the goals outlined in the RFP's Scope of Work, including the steps taken by the contractor to ensure all documents are tracked, scanned, indexed and quality checked to City standards, and seamlessly integrated into either the City's Laserfiche or SmartGov record tracking systems.
Metasource provided a proposal that reflected a thorough breakdown of services and materials to complete the citywide scanning effort and offered the City with established resources, infrastructure and technologies, security, and quality assurance capabilities to successfully support the objectives and goals of the contract.
City Council Agenda
December 5, 2023
It is important to note that the digitizing effort will not be completed all at once, but rather broken into phases over the course of each calendar year. Records requiring the highest priority such as those with the highest security liability or old records susceptible to loss and/or damage will fall into the first phase of scanning, with all other records falling into the latter phases. The contracted amount will be broken up into each phased year with scanning costs determined on the demand and utilization of the scanning services.
FISCAL IMPACT:
The cumulative not -to -exceed contract amount for each proposed agreement is $285,000. The award of this contract does not commit the City to spending a specified amount for digital scanning services since the consultants will serve on an on-call basis. Due to the consultant functioning on an on-call basis, funds for scanning services each year will be budgeted as a part of preparing the City's Budget and by departmental need.
Prepared by:
Andrew Gonzales
Planning Manager
Reviewed and approved:
Joseph `Lambert
Director of Development Services
Reviewed and approved: Reviewed and approve
Jennifer Lampman
Director of Finance
Attachment:
Agreement with Metasource
Damien Rimula
City Administrator