City Council Staff Report Page 1 of 2 September 8, 2026 Staff Report
Agenda Item No. 5.8
DATE: September 8, 2026
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Approving the First Amendment with Global Office, Inc. for the Scanning, Indexing, and Destruction of Archive Documents at the Corporation Yard
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the First Amendment to the Service Agreement with Global Office, Inc., for scanning, indexing, and destroying archival documents at the Corporation Yard, to increase the not-to-exceed amount of the agreement from $151,285.00 to $167,134.04.
After collecting the documents, the vendor conducted a full audit and determined that the actual number of large-format documents exceeded the initial staff estimate. This increase in large-format materials results in an additional project cost of $15,849.04.
STRATEGIC PLAN ALIGNMENT
This agenda item does not have specific alignment with the Strategic Plan.
BACKGROUND
The construction of the Quarry Lakes Parkway project will require the relocation of the southerly masonry wall of the Corporation Yard in order to accommodate the realignment of the Line M Channel for the new roadway. Multiple City departments stored paper documents and plans in Connex boxes in the southern portion of the Corporation Yard, and these boxes need to be removed to allow relocation of the wall as part of Quarry Lakes Parkway Phase 1.
Initial estimates indicated that the Connex boxes contained approximately 1,489,600 standard documents (up to 11x17) and 12,500 large-format documents (larger than 11x17).
On October 14, 2025, the City Council authorized the City Manager to execute an agreement with Global Office, Inc. to scan, index, and destroy these materials. Digitizing these documents provides enhanced security, improved accessibility, and ensures compliance with City retention requirements. The vendor collected the documents from Agenda Item No. 5.8
City Council Staff Report Page 2 of 2 September 8, 2026 the Corporation Yard, transported them to its warehouse, and began scanning.
DISCUSSION
Following collection of the documents, the vendor performed a full audit and found that the actual number of large-format documents exceeded the initial estimate. Many building plans were stored either in boxes or tightly rolled in paper bags for protection, contributing to the higher count. Conversely, the number of standard-sized documents was lower than expected, allowing funds to be reallocated to support the increased volume of large-format scanning.
Final audited totals are as follows:
• Standard documents (up to 11x17):
Estimated: 1,489,600
Actual: 1,351,697
• Large-format documents/plans (larger than 11x17):
Estimated: 12,500
Actual: 35,957 + 540 bagged maps
• Box destruction:
Estimated: 532
Actual: 543
The First Amendment will authorize Global Office, Inc. to complete the project using the actual document counts. Once the scanning process is completed, all digital files will be imported into the City’s document management system, DocuWare, for secure retention and improved accessibility.
FISCAL IMPACT
Adoption of the resolution will increase the project cost from $151,285.00 to $167,134.04.
The additional $15,849.04 will be paid from Account No. 11017001-54111. Sufficient funds are available, resulting in no fiscal impact to the FY 2026-2027 Adopted Budget.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the First Amendment to the Service Agreement with Global Office, Inc. for scanning, indexing, and destroying archived documents at the Corporation Yard to increase the not-to-exceed amount of the agreement from $151,285.00 to $167,134.04.
Prepared by: Mario Vallejo, Director of Information Technology Submitted by: Mario Vallejo, Director of Information Technology Attachment
1. Draft Resolution