Title
Document Scanning Services Contract - RFP 22-068-Amendment (Ordinance S-52330) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to allow additional expenditures under contracts 158557 and 158558 with ICM Conversions, Inc. dba ICM Document Solutions and Spectrum Document Scanning, LLC for the purchase of document scanning services related to the Municipal Court's case management system replacement project. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $600,000.
Report
Summary
The Municipal Court is in the process of replacing its existing case management system with a new solution. As part of the migration, the Court will be required to have a digital format of existing physical case files in order to have the images uploaded to the new system. It is currently estimated that there will be over three million pages that will require scanning prior to the new system going live. Additionally, it is critical that a portion of the case files be scanned during the development and testing period for validating the new system's performance. The document scanning services contracts 158557 and 158558 are able to provide these services, which will include consulting on the project, developing a job plan, preparing and imaging case files, as well as indexing imaged data.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term remains unchanged, ending on June 30, 2028, with no options to extend.
Financial Impact
Upon approval of $600,000 in additional funds, the revised aggregate value of the contracts will not exceed $757,500. No General Fund dollars will be used. Funds will be made available in the Phoenix Municipal Court Local Judicial Collection Enhancement Fund (JCEF) Account. The Phoenix Municipal Court must submit a funding plan and application to the Arizona Supreme Court Administrative Office of the Courts to secure approval for the utilization of JCEF pursuant to Arizona Revised Statutes section 12-113.
Concurrence/Previous Council
The City Council previously reviewed this request:
• Document Scanning Services, Contracts 158557 and 158558 (Ordinance S-49839) on June 14, 2023.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes, the Municipal Court and the Finance Department.