June 1, 2004

SUBJECT: Authorization to Amend An Existing Contract for Document Imaging Services (F0305-75)

Approval is requested to amend an existing contract with Bid America, Inc., of Murrieta for document imaging services for the Department of Community Development by expanding the scope of the project and increasing authorized expenditures by $20,000.

BACKGROUND

The Building Safety and Planning Division of the Department of Community Development are required by State law to maintain most building-related records for the life of each building. Beginning in the 1980s, these documents, some of which date back to the 1940s, were archived on microfiche.

On July 23, 2002, Council awarded a contract in the amount of $90,000 to Bid America for the conversion of more than 400,000 existing microfiche records to compact disks and the ongoing archiving of new building permit records generated during the three-year contract term (RTC 02-304). This contract runs through August 12, 2005.

The conversion of existing Building, Planning and Fire Prevention paper records to electronic images has been completed, and a process is in place to convert all new paper permit records to electronic images.

The process is working well, and staff would like to expand the scope of the ongoing paper conversion to include Planning Division and Fire Prevention Division records as well as permit records. Electronic versions of the building permit records have proven to be beneficial to the public as well as staff by providing easy access to all records. This increase in the scope of services for this contract will provide these benefits to the Planning Division and Fire Prevention Division customers and staff.

The electronic conversion of paper documents is comparable in price to the microfilm conversion of these records.

Additionally, converting paper documents to electronic images saves a considerable amount of staff time by eliminating the need to physically file and re-file microfilm records when received and after each use.

Additional cost to the City for expanded archiving services through the end of the contract will not exceed $20,000, making a total three-year contract amount of $110,000. Funds are available in various Community Development operating budgets.

RECOMMENDATION

It is recommended that Council amend an existing contract with Bid America, Inc., by authorizing an increase in the scope of services and increasing authorized expenditures by $20,000.

Prepared by:


Elaine Wesely
Purchasing Officer

Reviewed by:


Mary J. Bradley
Director, Finance

Reviewed by:


Robert Paternoster
Director, Community Development

Approved by:


Amy Chan
City Manager


Attachments

1. Draft Amendment to Service Agreement (.pdf format)
2. Service Agreement (.pdf format)