HomeMy WebLinkAbout14-Development Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Valerie C. Ross
Director
Subject:
Resolution approving a
Service Agreement with
Convert-A-Doc for the
provision of Document
Imaging Services
Dept: Development Services
Date: August 24, 2006
MCC Date: September 5, 2006
Synopsis of Previous Council Action:
Resolution 2003-211 Adopting Archival Fees for the Development Services Dept
Resolution 2004-58 Adopting Archival Fees for the Fire Department
Recommended Motion:
Adopt Resolution.
VdWv 6. 1:M-t-
Valerie C. Ross
Contact person: 1(,99ph I 9'"5e, 9'IUding ()ffi('ial Phone' ~8A_'171
Staff Report, Resolution,
Supporting data attached: and Agr_mAnt Ward: All
FUNDING REQUIREMENTS: Amount: $107,300
Source: JAcct No.) 001-181-5502 ($96,000)
001-203-5505 ($11,300)
(Acct D99("ription). Prof/Contract'lal S9rvic99
Finance:
Council Notes:
Agenda Item No~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Resolution approving a service agreement with Convert-A-Doc for the provision of
document imaging services.
Backaround:
The California Health and Safety Code, Section 19850 requires local jurisdictions to
maintain a copy of the approved plans for every building for which a construction permit
is issued for the life of the structure. The Development Services and Fire Departments
currently collect archival fees in order to cover the costs of electronic imaging of these
plans to provide a permanent archived copy as required by law.
The Development Services Department prepared specifications for imaging services. A
potential vendor list of firms specializing in document imaging was developed by a
search of the Yellow Pages, the Intemet, and an inquiry to the Information Technology
Department. No local firms were identified as a result of this search. The one local
vendor that submitted a bid, Imagine Systems, responded to the notice on the City's
Website. The Purchasing Division sent out notices inviting bids for a contract for the
provision of such services per Specification No. F-07-04. Notices were sent to fifteen
(15) vendors and the San Bemardino Area Chamber of Commerce, and an
advertisement was placed in the San Bernardino Sun and on the City's web" page.
Requests for proposals were sent to the following firms:
VENDOR NAME
Accelerated Imaging Inc.
BidAmerica - Electronic Archiving Div.
California CD Imaging
Cynrede Inc.
Datagenix LLC
Data Microlmaging Company
Docucom
Document Imaging Technologies
Fiser Document Solutions
J.P. Morgan
Lason
Onyx Technology
Omega Imaging and Microfilm Corp.
Ramona Imaging
Redlands Digital Imaging
CITY
Yorba Linda, CA
Murrieta, CA
Rancho Cucamonga, CA
Orange, CA
Riverside, CA
Valencia, CA
Los Angeles, CA
Brea, CA
Brea, CA
Los Angeles, CA
Cerritos, CA
San Diego, CA
Upland, CA
Ramona, CA
Redlands, CA
Bids were received from the following vendors:
VENDOR NAME CITY
Capitol Imaging " Commerce, CA
Convert-A-Doc Murrieta, CA
Cynrede Inc. Orange, CA
Document Imaging Technologies Brea, CA
~:.".:.,
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
5T AFF REPORT - continued
Imagine Systems
Integrated Scanning
My Info On-Line
Matrix Imaging
Onyx Technology
San Bemardino, CA
Newbury Park, CA
Long Beach, CA
Costa Mesa, CA
San Diego, CA
Nine (9) firms submitted proposals, one of which is a local firm. Development Services
staff reviewed and scored the proposals and rated each proposal based on the
following criteria: capabilities of firm, qualifications/related experience, and
completeness of response. A point value between one and ten was used to rate each
criteria for each firm. The rating scores were weighted at 35%, 45%, and 5%
respectively for these criteria, and the weighted scores from four reviewers were
averaged.
A local preference of five (5) percent was added to the score of the local firm. After the
scores were totaled, pricing was evaluated and weighted at 10%, and the highest rated
vendor, Convert-A-Doc, was selected. The price rating (scale of 1-10,10 being best)
and the overall rating for the nine (9) firms that responded in the order of ranking are as
follows:
Firm Name Price Ratina
Overall Ratina
Convert-A-Doc 7.7
Integrated Scanning 6.7
Matrix Imaging 2.0
Document Imaging Technologies 5.0
Cynrede Inc. 4.0
Capitol Imaging 7.7
Imagine Systems 1.0
My Info On-Line 7.3
Onyx Technology 10.0
78.6
78.3
77.0
73.2
67.8
62.0
42.5
42.3
41.8
Based on the submitted proposals and pricing, Convert-A-Doc was determined to have
the best overall rating. The proposal and pricing of the sole local vender, Imagine
Systems, was not competitive, which is likely due to the fact that document imaging is
not their primary business. Members of the Development Services and Fire
Departments then visited the selected vendor's work site and determined that their
overall operation was satisfactory. Since the Fire Department will also be. using the
imaging services of the selected vendor they were included in the selection process.
Financial.lmDact:
In FY 2003-2004 the City started collecting fees for archiving of building plans, permits
and associated documents. Since inception of the fee in FY 2003-04 through the end of
FY 2005-06, approximately $119,300 in revenue has been collected. A total of $42,500
is projected to be collected in fees in FY 2006-2007.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT - continued
Development Services recently completed the RFP process to contract with an
archiving firm and approval is requested for a purchase order in the amount of
$107,300. A total of $54,500 has been included in the FY 06-07 expenditure budget for
archiving services ($50,000 in Development Services account # 001-181-5502 and
$4,500 in Fire Department account # 001-203-5505.) The remaining funds ($52,800)
are available in unexpended funds from FY 2005-2006 and will be included on the
carryover list to be carried over from FY 2005-06 into FY 2006-2007.
Future annual archiving expenditures are expected to be approximately half of what is
expected this FY once the archiving backlog of documents related to building and fire
plans are caught up.
Recommendation:
Adopt Resolution.