sr-041409-1hCity Council Meeting: April 14, 2009
Agenda Item: ~°
To: Mayor and City Council
From: Eileen Fogarty, Director, Planning and Community Development
Subject: Contract Increase for Permit and Plan Document Imaging
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an amendment to Contract Number 8843 (CCS) with PC Imaging for a total
amount of $225,000.
Executive Summary
PC Imaging provides professional services to convert paper property records into digital
format. The Planning and Community Development Department is requesting to-amend
the PC Imaging contract for FY2007/08-2009/10 from $150,000 to $225,000 due to
higher than anticipated scanning volume during FY2008/09.
Discussion
PC Imaging was previously authorized by Council on February 14, 2006, to scan, index,
and import permit and plan documents predating July 1, 2007. Council then authorized
a three year maintenance contract with PC Imaging on October 23, 2007 to continue the
scanning project on an ongoing basis. A three year contract was recommended due to
the ongoing nature of the work to be conducted. Additionally, the finite time period
ensured that the project and the vendor would be reevaluated in the future. The not-to-
exceed amount of $150,000 was set at three times the estimated annual budget for the
project.
At the time of approval, it was acknowledged that the scope of the project was difficult to
assess. The three year period was set to establish a sufficient funding level in order to
continue the project. However, it has ,become clear that additional funding, which is
budgeted, is required to scan both remaining archived documents and documents that
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continue to be received by the Planning and Community Development Department in
hard copy format. Contract expenditures reached $149,156 ($844 below the contract
amount) at the end of February. Staff projects that $75,000 will be necessary to
continue scanning through FY08/09, at which time staff proposes to reevaluate the
status of the project. Therefore, it is proposed to amend the not-to-exceed amount of
the contract to $225,000,
Contractor/Consultant Selection
Staff recommended the selection of the consultant based upon the proposals submitted
during the Request for Proposal process for the initial document conversion project in
2006. Staff has been satisfied with their work quality and timeliness.
Financial Impacts & Budget Actions
Funds of $75,000 are available in account 01321.533670 (Imaging Costs).
Prepared by: Kevin Purcell
Approved:
Forwarded to Council:
t~ieen I-ogarty U U ~ `--~" p. wont Ewell
Director of .Planning an Community City Manager
Development
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Reference
Amended Contract No.
8843 (CCS).