HomeMy WebLinkAboutItem 1c: Agreement with Matrix Imaging for Document Scanning and Indexing of Building Documents OFFAR
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°�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
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