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July 23, 2002
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SUBJECT: |
Award of Request for Proposals #F0205-70 for Document Imaging Services (RTC#02-304) |
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REPORT IN BRIEF |
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Approval is requested for the award of a three (3) year contract to Bid America, Inc., of Murrieta for Document Imaging Services for the Building Safety and Planning Division of the Community Development Department (CDD). |
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BACKGROUND |
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The Building Safety and Planning Divisions of CDD are required by State law to maintain most permit records for the life of each building. Since the 1980s, these documents have been archived on microfiche. Staff estimates that CDD has over 400,000 microfiche records that date back to the 1940s. The current microfiche archiving method is outdated, cumbersome and extremely inefficient for both staff and the public to use. On June 18, 2002, Council authorized both a special project and a budget modification for the electronic archiving of CDD permit records (RTC #02-237). |
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DISCUSSION |
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Proposal specifications were developed by Information Technology, CDD and Purchasing staff, and Request for Proposals #F0205-70 was broadcast to eighty-five potential suppliers through the DemandStar by Onvia public procurement network. Thirty-eight suppliers requested proposal documents. Sealed proposals were publicly opened on May 24, 2002. Nine responsive proposals were received: DocScan of Livermore; AccImage, Inc., of Sunnyvale; BMI Imaging Systems of Sunnyvale; Ikon Business Systems of Sacramento; Lason Systems, Inc., of San Francisco; Digital Archive Technology, LLC, of Palos Verdes; Continental Datagraphics of Cypress; Bid America, Inc., of Murrieta; and the Imtrek Corporation of Sacramento. Proposals were reviewed and evaluated by a team composed of Information Technology, CDD/Building and Purchasing staff. Proposals were rated for responsiveness, proper qualifications and experience, project methodology and proposal pricing. Bid America’s proposal was selected as the best value for the City because its proposed methodology meets CDD’s current needs, its pricing was very competitive, the reference checks were excellent, the timeframe for implementation and the pick-up and delivery processes proposed meet CDD’s needs, and the database proposed is open which ensures compatibility with any future City-wide document management projects. |
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FISCAL IMPACT |
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Project costs are estimated as follows: |
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1. |
Conversion of the initial backlog of microfiche (estimated at 407,700 images) |
$59,925 |
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2. |
Conversion and archiving of Fiscal Year 2002-2003 paper records |
$30,000 |
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3. |
Conversion and archiving of Fiscal Year 2003-2004 paper records |
$30,000 |
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4. |
Conversion and archiving of Fiscal Year 2004-2005 paper records |
$30,000 |
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Total cost |
$149,925 |
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Funds are available in Special Project #823650. |
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RECOMMENDATION |
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It recommended that Council award a three-year contract in substantially the same form as the attached draft and in an amount not to exceed $149,925 to Bid America, Inc., for document imaging services for the Community Development Department. |
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Prepared by: |
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Reviewed by:
Shawn Hernandez |
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Approved by: |
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Attachments: |
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A. |
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B. |
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C. |
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