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Home My WebLink About15-Development Services c c c 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 18, 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. VdlWu. ~ Valerie C. Ross Contact person: loseph l(!lI'$(!. r::J'lilding Offidal Phone' 384-5171 Staff Report, Resolution, Supporting data attached: and AgrAAmAnt Ward: All FUNDING REQUIREMENTS: Amount: $ 107,300 Source: (Acct. No.) 001-181-5502 ($96,000) 001-203-5505 ($11,300) (Acct. O(!s{"riptio'1) Prof'Co'1tra{"t"al S(!n,ices Finance: Council Notes: Agenda Item NO. /J. ~&J->/J~&C(/~ ,~ IS- q. /..f '{)0 ....,.,. '-. ~. 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 Internet, 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 Bernardino 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 STAFF REPORT - continued Imagine Systems Integrated Scanning My Info On-Line Matrix Imaging Onyx Technology San Bernardino, 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. Financiallrnpact: 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. '"......~ '-,.