RESOLUTION NO. - 23
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH BMI
IMAGING SYSTEMS, INC FOR DIGITIZATION SERVICES AND INDEXING OF CITY ARCHIVES AND APPROPRIATING $350,000 OF ARPA FUNDS
FOR RELATED PROJECT EXPENSE
WHEREAS, the City has accumulated a significant volume of plans, documents, permits, reports, etc. that comprise the City’s archives; and
WHEREAS, the amount of City archives has exceeded the storage space available at City Hall; and
WHEREAS, the scanning/digitizing of the City’s archives would provide many advantages including easier accessibility, improved security, and eliminating the need for storage space; and WHEREAS, on February 2, 2022, the Budget Committee recommended City Council approval for the use of $350,000 from the ARPA funds for the digitization project; and WHEREAS, BMI Imaging, Inc. possesses 60 years of experience in digitizing and indexing records for over 800 organizations; and
WHEREAS, BMI Imaging, Inc. was selected as the preferred vendor through a Request for Proposal bidding process,
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Pleasant Hill that the City Manager is authorized to execute an agreement with BMI Imaging Systems, Inc. for digitization services and indexing of City archives for an amount not to exceed $336,568.
BE IT FURTHER RESOLVED that the City Council herby authorizes that a $350,000 budget adjustment for FY 23/24 is hereby adopted from the ARPA Fund for actual costs incurred.
ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting of the Council held on the 6
th day of November 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
TIMOTHY M. FLAHERTY, Mayor
ATTEST:
JUANITA DAVALOS, Acting City Clerk