SR-103-001 (2)
Purch:PW:DH:KD
F:\FINANCE\PURCH\STFRPTS\SRBDCON.DOC
Council Meeting: November 14, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Purchase Order to PC Imaging, Inc. for Document
Conversion Services
Introduction
This report recommends award of purchase order to PC Imaging, Inc. for document
conversion services for the Administration Division, Records and Election Services
Department (City Clerk), at specified unit prices plus applicable sales tax. The estimated total
expenditure is $70,000.
Background
The Elections and Records Services Department has implemented software and hardware
necessary to capture, index and store documents (electronic and paper) and scanned
images to an electronic vault. The documents and images are then available for retrieval by
simple or full-text searches via the City’s intranet. In order to effectively use this system for
legislative history, the large backlog of hardcopy staff reports and minutes must be converted
to an electronic format. This document conversion process will populate an electronic vault
that is fully searchable for staff reports and Council action dating back to 1990.
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Staff recommends the document conversion services be purchased from PC Imaging, Inc.
under the cooperative purchasing provisions of the State of California Master Service
Agreement (MSA) number 5-98-70-11 Document Conversion Services. The State of
California’s procurement process meets the Citys criteria for joint purchasing under the
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provisions of Section 2.24.080 of the City Municipal Code. Staff conducted a reference
check of current clients, including the State of California Department of Mental Health, and
found PC Imaging, Inc. to service those accounts in a satisfactory manner.
Budget/Financial Impact
Budget authority for this purchase is in account number 01211.555060 in the amount of
$64,000 and account number 01211PY.555060 in the amount of $6,000.
Recommendation
It is recommended a purchase order be awarded to PC Imaging, Inc. at specified unit prices,
plus applicable sales tax.
Prepared By: Diane Howell, Purchasing Agent
Beth Sanchez, Assistant City Clerk
David Yeskel, Systems Analyst
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