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APPROVE A PROFESSIONAL SERVICES CONTRACT WITH HINES EDM INC. FOR DOCUMENT IMAGING SERVICES AND MICROFILM CONVERSION IN THE AMOUNT OF $198,074
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a Professional Services Contract with Hines EDM Inc. of Roseville, CA, in the amount of $198,074 for document imaging services and microfilm/microfiche conversion; and
2. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Community Development currently maintains over 800,000 archival documents in hard copy or microfiche formats found in file cabinets, plan drawers, and storage bins throughout the Permit Center and offsite. This project will digitize these documents for electronic availability through the City’s new online permit management system. Many of the documents will be made available through the permit management software and enhance the public’s ability to research permits, online, 24-hours a day. Additional benefits include reduced cost of storage, more efficient use of office space, automated document retention protocols, and the ability for staff to research permit history from service counters and desktops. Hines EDM Inc. was selected as the most qualified and highest ranked firm to provide the imaging services and microfilm/microfiche conversion through a Request for Proposals process.
By approving this motion, Council will authorize the City Manager to execute a Professional Services Contract with Hines EDM Inc., in the amount of $198,074 for imaging services and microfilm/microfiche conversion and take all appropriate and necessary actions to carry out the purpose and intent of this motion (Attachment A - Professional Services Contract).
DISCUSSION
Background
There are approximately 600,000 pages of documents in boxes & cabinets, 65,000 pages of rolled large format sheets, 2,540 folded large plan sheets, 135,400 microfiche slides with six images per sheet, and 400 rolls of Microfilm that comprise the history of the building structures and planning entitlements in the City of Stockton. In addition to the records located in the Permit Center, there are approximately 115 banker boxes of files stored off-site at Pacific Storage.
Although there was a partial scan project in 2001, a majority of records have not been archived electronically. Additionally, due to continual use and adverse storage conditions, the documents are deteriorating.
The newly converted electronic documents are to be linked to the City’s new permit management software, allowing the public to research permits, online, 24-hours a day allowing greater public access. Staff will see greater efficiency by being able to recall permit information electronically at the counter while assisting customers, and at their desks while they research past permits related to new entitlements.
An electronic document management solution will free up some office space, fully eliminate the cost of offsite storage and basement archival storage, provide for concurrent viewing of archived documents by staff and citizens, and provide efficiencies for staff in the management, retrieval, and disposition of these records. The annual cost of current offsite storage in FY 15/16 was $7,651.50. There is approximately 1,300 square feet in the basement that the department uses for archival storage. The Permit Center pays $15,600 annually (on our no service lease rate to the General Fund) for this space and if we were to relocate there would be significant additional costs.
Moving forward, the proposed contract includes a scope and budget to scan new documents as they are created. This way, the City benefits from the high-speed equipment and processing efficiencies of the scanning vendor to cost effectively batch process documents generated after the initial scan project is underway.
Before the release of the Imaging Request for Proposal (RFP), the proposal was vetted with the Information Technology Department to ascertain that the scope of work was accurate, complete, and technically appropriate. On September 29, 2016, a Request for Proposal (RFP) was posted to the City’s Bid Flash web page. A mandatory job walk was held on October 6, 2016, with ten prospective proponents in attendance to review the project scope, clarify department expectations, and answer questions.
Present Situation
On Monday, October 31, 2016, nine bids were received with the following results:
|
Company Name |
Location |
Bid Amount |
|
Imagenet LLC |
Alameda, CA |
$76,712.00 |
|
Hines EDM Inc. |
Roseville, CA |
$80,849.00 |
|
ViaTRON Systems, Inc. |
Gardena, CA |
$105,787.90 |
|
MetaSource LLC |
Anaheim, CA |
$114,378.55 |
|
BMI Imaging Systems, Inc. |
Sacramento, CA |
$138,580.00 |
|
Altec Symstems Inc. |
Sacramento, CA |
$152,094.00 |
|
Informatrix Inc. |
Sacramento, CA |
$195,480.00 |
|
Arc Document Solutions |
Stockton, CA |
$214,104.75 |
|
SyTec Solutions |
Elk Grove, CA |
$241,333.80 |
The initial review determined that all nine firms were qualified to provide the specialized services required. All firms were given the same base document count scenario for bidding purposes where they were asked to provide a unit cost and a total price for each document type. A selection committee composed of representatives from the Community Development Department and City Clerk’s office reviewed the proposals and ranked them based on factors including: project understanding, team qualifications, relevant experience, services offered, and price.
Upon conclusion of this process, Hines EDM Inc. was the highest ranked firm and is the recommended vendor to provide the imaging and microfilm/microfiche conversion services. During the discovery phase, Hines came onsite to the Permit Center to determine a more precise document count for all document types. Hines determined that the document count for some document types was higher than originally estimated by Community Development in the base scenario, thereby, increasing the base scenario cost by $55,615 (see table below) to a total base cost of $136,464. Additionally, since the measurement of document count is not an exact science, a contingency amount of $13,610 was added to the contract. All vendors provided unit cost pricing for comparison purposes. The department will only pay the vendor for the unit cost listed in its proposal for each of the document types multiplied by number of images that are scanned. The overall project including the two years of maintenance services is predicated on estimated units. The two years of maintenance service was not included in the base scenario cost structure. The cost for the two years of maintenance service will be $48,000.
|
Original Base Scenario Cost |
$ 80,849.00 |
|
Base Cost Increase |
$ 55,615.00 |
|
Contingency |
$ 13,610.00 |
|
Two Years Maintenance Service |
$ 48,000.00 |
|
Total |
$ 198,074.00 |
Therefore, staff recommends that Council approve a motion authorizing the City Manager to execute a Professional Services Contract with Hines EDM Inc. of Roseville, CA, in the amount of $198,074 for document imaging services and microfilm/microfiche conversion, including two years of maintenance services.
FINANCIAL SUMMARY
Sufficient funds are available in the following accounts to cover the cost for this professional services agreement with Hines EDM Inc. of Roseville, California in the amount of $198,074:
$30,000 - 048-1825-510 (Development Services Media-Storage/Conversion)
$168,074 - 048-1830-530 (Development Services Media-Storage/Conversion)
Attachment A - Professional Services Contract