Previous Council Item

SUBJECT:

Authorization to Increase Expenditures Under an Existing Contract for Document Imaging Services (#F0209-23) (RTC #02-377)

REPORT IN BRIEF

Approval is requested to increase expenditures under an existing contract with Bid America of Murrieta, California, for document imaging services for the Building Safety and Planning Division of the Community Development Department (CDD).

BACKGROUND

On July 23, 2002, Council awarded a three-year contract to Bid America in an amount not to exceed $149,925 for electronic conversion of CDD permit records. Subsequently, the vendor picked up the first shipment of records and began preparing them for conversion to CD-R. The vendor's observation of the records as they prepared them for scanning revealed several problems. The number of images per page is higher than anticipated by CDD staff, thus increasing the number of images to be archived. In addition, the condition of the existing records is poorer than anticipated.

DISCUSSION

The original estimate of 400,000 records to be archived was based on samples of microfiche pulled and counted by CDD staff. It appears the samples were not representative of the balance of the records requiring archiving, and there are more images on each microfiche than originally anticipated. The poor quality and condition of the records will also require the additional step of image clean up before digital conversion. Image clean up was not factored into the original estimate of project costs. In addition, CDD staff would like to include the Fire Prevention Permit (Public Safety Department) records in this conversion process. The original contract included only CDD records. However, because Fire Prevention Permit Records are stored and maintained by CDD, it would be appropriate to include them in this project.

FISCAL IMPACT

Staff requests authorization for additional expenditures of $105,075 for initial backlog conversion and the addition of Fire Prevention Permits. The requested increase will bring total conversion costs up to $165,000 and will result in a total three-year contract value of $255,000. Funds are available in Special Project #823850 - Electronic Archiving of CDD Permit Records.

RECOMMENDATION

It is recommended that Council approve additional expenditures in the amount of $105,075 under an existing contract with Bid America for document imaging services.

Prepared by:
Elaine Wesely
Purchasing Officer

Reviewed by:
Mary J. Bradley
Director, Finance

Robert Paternoster
Director, Community Development

Previous Council Item