To: BOARD OF SUPERVISORS
From: Planning and Building Services
Meeting Date: July 23, 2024
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Department Contact: |
Julia Krog |
Phone: |
707-234-6650 |
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Department Contact: |
John Burkes |
Phone: |
707-234-6650 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Agreement with Toshiba America Business Solutions, Inc. (Toshiba) in the Amount of $126,948.40 for Document Imaging Services for Backfile Scanning for a Term Ending on June 30, 2025
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Recommended Action/Motion:
recommendation
Approve Agreement with Toshiba in the amount of $126,948.40 for document imaging services for backfile scanning for a term ending on June 30,2025; authorize the Planning & Building Services Director to sign any future amendments that do not increase the maximum compensation amount; and authorize the Chair to sign same.
End
Previous Board/Board Committee Actions:
A similar contract (and amendment) was approved by the BOS in Fiscal Year 2023-2024 however it was for the backfile scanning of documents located in Ukiah. This agreement will be for the files located in Fort Bragg.
Summary of Request:
The County’s contract with Toshiba provides for lease to own enterprise-wide multifunction copiers and software solutions including scanning and document archival solutions (DocuWare), electronic fax software (XMedius) and print management (PaperCut).
The County has standardized the use of DocuWare, document management software, throughout he County which Toshiba provides and supports. County IT staff have obtained specific training for this software and has worked closely with Toshiba on the implementation and continued improvements for the County.
This service contract will be for document imaging services, including scanning/converting all hard copy documents into electronic format for records management and retention, making records searchable with quality assurance and proper maintenance of file storage consistent with current procedures.
Alternative Action/Motion:
Do not approve and provide direction to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: PS (2852) |
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current f/y cost: $126,948.40 |
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budget clarification: 862189 |
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annual recurring cost: n/a |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Steve Dunnicliff, Deputy CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: July 23, 2024 |
Executed Item Type: Agreement |
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Number: 24-133 |
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