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ADOPT RESOLUTION TO AWARD A PROFESSIONAL SERVICES CONTRACT AND APPROPRIATE FUNDS FOR THE FILE ROOM SCANNING AND DIGITAL STORAGE PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Award a Professional Services Contract to ARC Document Solutions of Stockton, CA, in the amount of $178,440, for the File Room Scanning and Digital Storage, Project No. SEB-23-003.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Appropriate funds in the amount of $160,000 from the Measure K Maintenance Fund Balance to the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget for the File Room Scanning and Digital Storage, Project No. SEB-23-003.
4. Transfer funds in the amount of $160,000 from the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget to the File Room Scanning and Digital Storage, Project No. WT24042.
5. Transfer funds in the amount of $89,220 from the Community Development Department Fiscal Year 2023-24 Operating Budget to the File Room Scanning and Digital Storage, Project No. WT24042.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
In spring of 2025, Public Works will relocate to New City Hall. Due to space limitations within New City Hall, it is necessary to minimize the space occupied by hard copy files. Public Works is undertaking a project to digitize paper files that are stored in the Stewart Eberhardt Building (SEB) third floor filing room. The files consist of standard size paper files as well as large format mylar plan sheets. Some files from Community Development are also stored at Public Works and will be digitized as part of this project.
On June 27, 2023, the City advertised a Request for Proposals (RFP) for the File Room Scanning and Digital Storage, Project No. SEB-23-003. On August 16, 2023, 10 firms submitted proposals for this project. The Selection Committee evaluated the proposals and found ARC Document Solutions of Stockton, CA, to be the most qualified and highest-ranked firm.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract in the amount of $178,440 to ARC Document Solutions for file scanning and digitization services. It is anticipated that the project will be completed by fall 2024.
It is also recommended that Council adopt a resolution authorizing the City Manager to appropriate funds in the amount of $160,000 from the Measure K Maintenance Fund Balance to the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget.
DISCUSSION
Background
The New City Hall Renovations and Relocation project site is located at 501 and 509 West Weber Avenue, at the northwest corner of Weber Avenue and Lincoln Street. The project will extensively renovate two five-story buildings which will house almost all City Departments.
On May 3, 2022, by Resolution No. 2022-05-03-0902, Council awarded a Construction Contract to Roebbelen Contracting, Inc. of El Dorado Hills, CA. The New City Hall renovations are projected to be completed in 2025.
Public Works will move into the new City Hall buildings in the spring of 2025. Due to space limitations within New City Hall, Public Works is taking action to economize space occupied by hard copy files and transition to a paperless filing and retrieval system. Consequently, Public Works is undertaking a project to digitize paper files that are stored in the SEB third-floor filing room. The files consist of standard size paper files as well as large format engineering plans of record. Some files from Community Development are also stored at Public Works and will be digitized as part of this project. Community Development files represent approximately 50 percent of the total files needing to be digitized therefore the cost of the project will be shared.
Present Situation
On June 27, 2023, the City advertised an RFP for the File Room Scanning and Digital Storage, Project No. SEB-23-003. On August 16, 2023, 10 proposals were received from the following firms:
• ARC Document Solutions (Stockton, CA)
• Crisp Imaging (Costa Mesa, CA)
• Graphic Imaging Services, Inc. (Las Vegas, NV)
• Hines EDM, Inc. (Roseville, CA)
• Konica Minolta Business Solutions USA, Inc. (Chatsworth, CA)
• Metasource (Anaheim, CA)
• Omni Pro, Inc. (Ontario, CA)
• SyTech Solutions (Elk Grove, CA)
• UBEO Business Services (Stockton, CA)
• Western Integrated Systems (Oakland, CA)
The Selection Committee, comprised of Public Works and Community Development staff, evaluated the proposals based on each firm’s understanding of work, experience with similar kinds of projects, staff qualifications, technical ability, project approach, cost, and local preference.
ARC Document Solutions received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. Staff negotiated a fee of $178,440 with ARC Document Solutions for the File Room Scanning and Digital Storage project. The negotiated fee is reasonable for a project of this type and complexity. The project has approximately $70,000 in contingency funding to allow ARC Document Solutions to provide ongoing consulting services to assist Public Works in establishing a digital paperless filing and retrieval system once moved into New City Hall. The new digital system will be secure and comply with City retention policies. The additional funding also provides for staff costs throughout the project.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a Professional Services Contract in the amount of $178,440 to ARC Document Solutions for the File Room Scanning and Digital Storage, Project No. SEB-23-003. It is anticipated that the project will be completed by fall 2024.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. The City does not have sufficient staff resources to perform the services required for this project.
2. Use of the RFP process is appropriate for this Professional Services Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
Currently, there are insufficient funds in the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget.
With the appropriation and transfer of funds, there will be sufficient funding to award a Professional Services Contract in the amount of $178,440 to ARC Document Solutions.
1. Appropriate funds in the amount of $160,000 from the Measure K Maintenance Fund Balance to the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget, Account No. 4510-700-630006-250-252-30-45-000-000.
2. Transfer funds in the amount of $160,000 from the Public Works Fiscal Year 2023-24 Measure K Maintenance Operating Budget, Account No. 4510-700-630006-250-252-30-45-000-000, to the File Room Scanning and Digital Storage, Project No. WT24042.
3. Transfer funds in the amount of $89,220 from the Community Development Department Fiscal Year 2023-24 Operating Budget, Account No. 5510-000-630006-220-221-10-55-000-000, to the File Room Scanning and Digital Storage, Project No. WT24042.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.