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HomeMy WebLinkAboutItem 1c: Agreement with Matrix Imaging for Document Scanning and Indexing of Building Documents OFFAR c 7 le.e.nonl.d Auyurt 3,1991 41j y o °�4'unity°t STAFF REPORT Development Services Department DATE: September 20, 2011 TO: Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services DirectorJZr-- Jim Kasama, Community Development Administrator By: Don Stockham, Building Officia / SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH MATRIX IMAGING INC. FOR DOCUMENT SCANNING AND INDEXING SERVICES FOR THE DEVELOPMENT SERVICES DEPARTMENT/BUILDING DIVISION IN THE AMOUNT OF $27,200 Recommendation: Approve SUMMARY In an effort to increase efficiency and provide enhanced customer service, the Development Services Department/Building Division proposes scanning and indexing for all Building records/permits. Currently maintained in the Building Division are files for every address in the City. By digitizing these files, the City will offer an online service to the public to access these records and at the same time remove the possibility of record loss or damage. A Request-for-Proposal was prepared and sent to four qualified firms and two proposals were received. Matrix Imaging has been selected based on their qualifications, experience, scope of services, and their prior experience with the City. BACKGROUND The Development Services Department/Building Division currently maintains paper files for every address in the City. These permanent records are accessed by both the general public and staff regularly. They contain permit records that provide a by- address history that is invaluable in the development and building process. In order to maintain permanent records, the Building Division is following the lead of other departments (City Clerk and Police) in scanning and indexing records. Once complete, the public will be able to access, review, and copy/print permanent records as Staff Report September 20, 2010 Page 2 needed. And, more importantly, this will preserve the permanent record digitally so it cannot be misplaced, destroyed, etc. An auxiliary benefit is the freeing of office space for other staffing and equipment needs. DISCUSSION A Request-for-Proposal was prepared and sent to four (4) qualified firms for their consideration. Two proposals were received as follows: Matrix Imaging Costa Mesa $27,200 Document Storage Corp. Ontario $31,139 Matrix Imaging has been selected as the preferred firm based on their cost, prior work with the City, overall qualifications, experience and scope of services. Currently the Building Division staff scans building permits information on new projects. This project to scan archived files has been anticipated for a number of years to protect and preserve important building files and to provide a more efficient customer interface. Ultimately, the public will be able to access these records remotely and print them, which frees up staff resources. Staff will provide guidelines to Matrix Imaging in terms of what records need to be included in the scan for each address. The project is anticipated to take three to four months to complete. FISCAL IMPACT The fiscal year 2011/12 budget for document scanning and imaging services is $28,350; therefore, there is sufficient funding available. RECOMMENDATION It is recommended that the City Council authorize the City Manager to enter into a Professional Services Agreement with Matrix Imaging Inc. for Document Scanning and Indexing Services for the Development Services Department/Building Division in the amount of$27,200. Approved by: Donald Penman, City Manager JK:DS:pa