Title
Document Scanning Services Contract RFP 22-068 - Request for Award (Ordinance S-49839)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with ICM Document Solutions and Spectrum Document Scanning, LLC to provide document scanning services to various departments throughout the City. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contracts will not exceed $157,500.
Report
Summary
These contracts will provide qualified contractors who will provide document scanning services on an as-needed basis. The City of Phoenix has imaging needs that include imaging services for a large variety of source documents and records in a variety of conditions, sizes and formats. The services provided will include imaging project consultation including development of a job plan, secure transportation of source materials, preparation and imaging of source materials, and indexing of imaged data. These contracts will increase operational efficiency through constant innovation that positively impact customer service delivery.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10.
Four vendors submitted proposals deemed responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following criteria with a maximum possible point total of 1,000:
- Company History, Experience, and Qualifications (0-200 points)
- Method of Approach (0-350 points)
- Capacity (0-300 points)
- Pricing (0-150 points)
After reaching consensus, the evaluation committee recommends award to the following vendors:
- ICM Document Solutions (653.59 points)
- Spectrum Document Scanning, LLC (787.50 points)
Contract Term
The contracts will begin on or about July 1, 2023, for a five-year term with no options to extend.
Financial Impact
The aggregate contracts value will not exceed $157,500. Funding is available in the various departments' budgets.
Department
Responsible Department
This item is submitted by City Manager Jeffery Barton and the Finance Department.