To: BOARD OF SUPERVISORS
From: Public Health
Meeting Date: May 20, 2025
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Department Contact: |
Jonathan Armas |
Phone: |
707-234-6639 |
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Department Contact: |
Marlayna Duley |
Phone: |
707-234-6635 |
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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 $178,520 for Document Imaging Services for Backfile Scanning, With a Term Effective Upon Signing, and Ending on June 30, 2026
End
Recommended Action/Motion:
recommendation
Approve Agreement with Toshiba in the amount of $178,520 for document imaging services for backfile scanning with a term effective upon signing and ending on June 30, 2026; authorize the Environmental Health 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:
None.
Summary of Request:
The County has contracts with Toshiba to provide 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, a document management software, throughout the 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.
This service will create efficiencies for Environmental Health staff in regular duties and will assist in transitioning into the new Fort Bragg office. Having a central record management system will also assist staff with being able to look up and process records and services without having to potentially transport documents between the Fort Bragg and Ukiah offices.
Alternative Action/Motion:
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: EH (4011) |
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current f/y cost: $178,520 |
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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: Executive Office
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: May 20, 2025 |
Executed Item Type: Agreement |
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Number: 25-052 |
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