TO:Andrew P. Powers, City Manager
FROM:Laura B. Maguire, City Clerk
DATE:July 2, 2024
SUBJECT: Citywide Scanning and Indexing Services
RECOMMENDATION:
1. Approve “piggyback” agreement using the City of Rancho Cucamonga, CA records backfile conversion, scanning, and quality control services agreement with Crisp Enterprises, Inc., dba Crisp Imaging (Costa Mesa, CA), effective July 1, 2024, through June 30, 2028, with a not-to-exceed amount of $80,000.
2. Authorize expenditure in an amount not to exceed $15,000 in FY 2024-25 from A/C #001-2310-612-5673 (Microfilming/Scanning).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $15,000 is included in the Adopted FY 2024- 25 General Fund Budget. Budget for subsequent years will be requested during the biennial budget process.
BACKGROUND:
Since the implementation of the electronic document management system (Laserfiche) in 1998, the City Clerk Department has determined that a mix of in- house and outsourced scanning is the most effective and efficient manner to properly add and maintain records. Scanning records ensures that critical information is indexed, archived, organized, and easily searchable and retrievable on demand for both internal and external customers. For over 25 years, the City Clerk Department has coordinated the outsourcing of document scanning and indexing services with various vendors.
Using Laserfiche for electronic records ensures compliance with archival standards, robust security measures, and offers accurate, user-friendly document
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indexing for faster information access. In addition, Laserfiche also complies with Secretary of State regulations governing electronic records created or stored as an official record.
A critical component of all past scanning services agreements has been the vendor’s ability to present all scanned and indexed records to the City in a Laserfiche Briefcase. A Laserfiche Briefcase incorporates existing file structure, searchable templates (metadata), and security levels. Receiving files in this format allows City Clerk staff to import records into the Laserfiche repository in a streamlined process.
On June 25, 2019, City Council approved a five-year contract for scanning and indexing services with DataArc, LLC (Contract No. 12099-2019). As of July 1, 2022, DataArc was acquired by Crisp Imaging (Crisp). With the approaching end of the contract term on June 30, 2024, staff researched options for future scanning and indexing services with the same quality of work, turnaround time, and familiarity with the Laserfiche ecosystem used for all scanned records.
DISCUSSION/ANALYSIS:
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join, an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. In November 2020, the City of Rancho Cucamonga issued a competitive solicitation Request for Proposal No. #20/21-014 for Records Backfile Conversion, Scanning, and Quality Control Services on an as-needed basis. Proposals were received on or before December 2, 2020, and a contract was successfully negotiated and awarded to Crisp on April 1, 2021, as shown in Exhibit A of the proposed contract (Attachment #1). The contract’s term totals seven years from the start of the agreement. The City will take advantage of the remaining four years of City of Rancho Cucamonga’s agreement.
Crisp has consistently delivered exceptional and cost-effective document scanning and indexing services to the City. They have provided exemplary customer service throughout the existing contract, returning all jobs on time with excellent accuracy, and allowing for flexibility as internal departmental processes, needs, and records changed.
Crisp primarily handles large-format building and planning records, which the City is required to retain permanently, making the quality and preservation of these documents crucial. In recent years, staff from the City Clerk and Community Development Departments collaborated extensively with Crisp during the full implementation of the City’s new enterprise permitting and licensing software system to prevent delays in record digitization. This ensured that the integrity of the indexing process was not compromised, and guaranteed that both internal and Citywide Scanning and Indexing Services
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external customers could continue to easily access City records and information.
Staff recommends piggybacking on to the Rancho Cucamonga agreement with Crisp for citywide scanning and indexing services via a Participation Agreement, which will ensure the continued success of the City’s Records Management program.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Sandra M. Delgado, Deputy City Clerk
Attachments:
Attachment #1 – Participation Agreement
CCD:170-10/SD/H:COMMON\Records Management\Scanning\Contract 2024\ 070224Staff Report.docx