Title
Document Conversion (Scanning) Services Requirements Contract - IFB 17-038 (Ordinance S-43407)
Description
Request to authorize the City Manager, or his designee, to enter into a contract for Citywide document scanning and CD converting services with ARC Document Solutions and Arizona Overland Blueprint. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
These contracts will provide document scanning and CD converting services for City of Phoenix departments, including but not limited to Planning and Development, Street Transportation, Parks and Recreation, Public Works and Water Services, on an as-needed basis. Document conversion services entail converting documents (such as paper or microfiche files) to a digital format, to create a permanent duplicate of the original. Converting these documents allows the City to remain consistent with records retention policies.
Procurement Information
Invitation for Bid (IFB) 17-038 was conducted in accordance with Administrative Regulation 3.10. Four offers were received by the Procurement Division on Oct. 21, 2016.
The Deputy Finance Director recommends that the offers from ARC Document Solutions and Arizona Overland Blueprint be accepted as the lowest-priced, responsive and responsible offeror.
Contract Term
The five-year contract term shall begin on or about April 1, 2017.
Financial Impact
The aggregate contract value will not exceed $200,000 (including applicable taxes), with an estimated annual expenditure of $40,000. This amount is based on historical usage and projected need; actual usage of this contract may be higher or lower. Funds are available in all City of Phoenix department budgets.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.