REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with Global Edge HBS, Inc., (doing business as eRecordsUSA) for document scanning services
Report
BACKGROUND
Up until recently the Planning Division has maintained most of its official records as physical files. Due to the nature of Planning operations, most files are permanent records which has created a retention issue with the amount of space required to retain the physical records. In order to address these issues, in 2018, the Planning Division set forth the initiative of contracting for document scanning and digitizing services. Through a competitive selection process, the City identified eRecords as a suitable vendor capable of providing a competitive pricing commensurate with the highest quality and scope of work.
DISCUSSION
Under the scope of the original agreement, eRecords provided thorough, quality services for the document scanning project but was limited by both funding and the City's ability to manage the incoming electronic records. Staff has continued to work with the Information Technology Department during the software upgrades for the records management and permit tracking software to smoothly transition the substantial amount of records being converted from paper to digital format.
In light of the City's existing relationship and level of satisfaction with eRecord's quality of work and competitive rates, staff would like to resume work with eRecords to complete the process of digitizing the Planning file inventory and is requesting Amendment No. 1 to the agreement. Doing so would allow the Planning Division to maintain its already established document management structure. This amendment will extend the term of the agreement to December 31, 2020 and increase the total-not-to-exceed amount by $140,000 to $210,000.
ENVIRONMENTAL REVIEW
This action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA...
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