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File #: CONS 16-214   
Section: Consent Status: Agenda Ready
Meeting Body: City Council
Agenda Date: 5/17/2016 Final action:
Subject: Authorize the City Manager to Execute an Amendment to the Agreement with ARC Document Services for Document Scanning Services for an Amount Not to Exceed $96,000
Attachments: 1. Attachment I ARC Phase II, 2. Attachment II Estimate
DATE: May 17, 2016

TO: Mayor and City Council

FROM: Director of Development Services

SUBJECT
Title
Authorize the City Manager to Execute an Amendment to the Agreement with ARC Document Services for Document Scanning Services for an Amount Not to Exceed $96,000
End

RECOMMENDATION
Recommendation
That Council approves the attached resolution (Attachment I) authorizing the City Manager to execute Amendment No. 1 to the Agreement with ARC Document Services for scanning services for an amount not to exceed $96,000, and extend the agreement term to June 30, 2017.

Body
BACKGROUND

The Planning Division has been working with ARC Document Services (ARC) to perform document scanning services on a trial basis (Phase I). After a comprehensive process described below, on June 1, 2015, the City entered into an agreement with ARC Document Services to provide document scanning services for the Planning Division for an amount not to exceed $15,000 (Phase I). ARC has provided satisfactory service for Phase I of this project, and has submitted an estimate for Phase II in the amount of $80,821 as reflected in Attachment II.

DISCUSSION

As part of the FY 2015 approved budget, Council authorized the appropriation of $250,000 to be earmarked for scanning of documents within the Planning Division. A Request for Proposals (RFP) was released in October 2014, and sent to thirteen document management firms for consideration. Fourteen representatives from ten firms attended the mandatory pre-bid meeting. Six firms submitted proposals in response to the RFP. After review of the proposals, the top-ranked firms, including ARC, were invited to interview with staff and conduct a more detailed review of the Planning Division's files. Each firm was then asked to present/elaborate on its approach via a telephone interview. After careful review and conducting interviews of the top-ranked firms, a negotiated agreement ...

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