Title
Document Scanning Services Contract - RFP 22-0268 - Amendment (Ordinance S-53095) - Citywide
Description
Request to authorize the City Manager or his designee to make additional expenditures under Contract 158558 with ICM Conversions, Inc., dba Document Solutions and Contract 158557 with Spectrum Document Scanning, LLC to provide microfilming services. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $21,000.
Report
Summary
The Aviation Department's Records Retention Plan requires the Planning & Environmental Division to microfilm its permanent records, which preserves the records while reducing the need for physical storage. The Planning & Environmental Division is completing the microfilming of its initial set of permanent records in the Spring of 2026 and will proceed with microfilming the next set of permanent records beginning in the Spring of 2027, which will require additional funds to cover the process through the end of the terms of the contracts. The contracts provide these services, which use scanning services to convert paper documents and records to electronic images and then convert to microfilm as permanent records.
Contract Term
The terms of the contracts remain unchanged and end on June 30, 2028.
Financial Impact
Upon approval of $21,000 in additional funds, the revised aggregate cost of the contracts will not exceed $778,500. Funds are available in the Aviation Department's budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Document Scanning Services Contracts 158557 and 158558 (Ordinance S-49839) on June 14, 2023;
- Document Scanning Services Contracts 158557 and 158558 (Ordinance S-52330) on Oct. 15, 2025.
Department
Responsible Department
This item is submitted by Deputy City Manager Frank McCune and the Aviation Department.