HomeMy WebLinkAbout101-Staff Report.pdfPage 1 of 3
SARATOGA CITY COUNCIL
MEETING DATE: June 16, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Kristin Borel DIRECTOR: John Cherbone
Public Works Analyst Public Works
SUBJECT: Laserfiche Scanning Services– Award of Contract
RECOMMENDED ACTION:
Move to award a contract to Peelle Technologies in the amount of $135,876 and authorize the
City Manager to execute the same.
REPORT SUMMARY:
In 1999, the City began converting paper and microfiche documents into digitized format to increase
accessibility to public documents and preserve City records. Document scanning is performed both
internally by City staff and contracted out. For the most part, documents that are scanned by outside
contractors require special handling during scanning due to their age and size. In February 2008, the City
hired Delta MicroImaging to scan permanent City records for the City Manager’s Office, Public Works
Department, and Community Development Department. Since then, Delta MicroImaging, has gone out of
business. Consequently, the City issued a Request For Proposal (RFP) for Laserfiche Scanning Services.
A LaserFiche scanning committee comprised of five staff members was established to develop the RFP
and review submittals. Members included Debbie Bretschneider, Crystal Morrow, Shaheen Sarwari, Leo
Salindong and Kristin Borel. The RFP was released to the public on April 29, 2010 and proposals were
due on May 19, 2010.
The City received seven submittals to the LaserFiche Scanning RFP. The proposals were evaluated based
on the following criteria as stated in the RFP:
• Clarity of proposal
• Demonstrated success in similar projects; particular attention will be paid to proposals from
businesses with experience implementing Laserfiche scanning for municipalities
• Responsiveness of the proposal to the City’s objective and scope of work
• The technical ability, capacity, and flexibility of the proposer to perform the scope of work
• Costs for services
• Analysis of the scans of City- provided material
Of the seven proposals, three submissions met all the requirements outlined in the RFP including
successful scans of the City- provided material --ECS, Incrementum and Peelle Technologies.
To determine which of the three businesses would best be able to meet the needs of the City, staff held
interviews with each of the companies to answer more in-depth questions regarding their proposal,
Page 2 of 3
company, and services. The staff asked each company to bring not only the account representative, but
the production manager who would oversee the scanning process.
While pricing for per page scans was similar, staff paid particular attention to each company’s response to
questions about quality control, company priorities, attention to detail, and sensitivity to clients’ needs.
Staff assessed the answers to each of the committee’s questions and agreed that Peelle Technologies gave
the best overall response to the requirements contained in the RFP. During the interview process, all key
areas of interest from staff were satisfied regarding their scanning experience, attention to detail, and
follow-up discussions and the client references were consistently positive. The committee felt Peelle
Technologies demonstrated a firm commitment to quality scanning – use of the latest scanning equipment
and technology, extensive experience with scanning city/government records, a mission to develop long
term relationships with clients, and a sincere commitment to the scanning business.
It is therefore recommended that the City Council approve the two year contract with Peelle
Technologies.
FISCAL IMPACTS:
Funding for this contract is available in the CIP and broken down by departments as follows:
Department Budget Available
Public Works $80,000
Community Development $31,989
City Manager’s Office $ 8,887
$120,876
The Community Development also has an additional $15,000 in their operating budget - $10,000 for
Planning Department and $5,000 for the Building Department.
The total amount budget including the CIP and operating budget is $135,876.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Scanning of the City’s records would remain on hold.
ALTERNATIVE ACTION:
Council could direct staff to pursue another alternative than the one recommended, could request
additional information, or could provide other direction to staff.
FOLLOW UP ACTION:
The contract will be executed and scanning can begin on July 1, 2010.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item was posted as a City Council agenda item and was included in the packet made
available on the City’s web site in advance of the meeting. A copy of the agenda packet is also
Page 3 of 3
made available at the Saratoga Branch Library each Monday in advance of the Council meeting
and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us
ATTACHMENTS:
1. RFP for Laserfiche Scanning Services
2. Contract with Peelle Technologies