To: BOARD OF SUPERVISORS
From: Planning and Building Services
Meeting Date: July 29, 2025
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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 First Amendment to BOS Agreement No. 25-031 between Toshiba America Business Solutions, Inc. (Toshiba) and Mendocino County Planning and Building Services to Increase the Total Contract Amount To $314,721.00; and Amend The Scope Of Work To Include An Additional 181 boxes, for a Total of 656 Boxes, for Document Imaging Services for Backfile Scanning (Off-Site Files) with a Term Ending on June 30, 2026
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Recommended Action/Motion:
recommendation
Approve first amendment to BOS Agreement No. 25-031 between Toshiba Business Solutions, Inc (Toshiba) and Mendocino County Planning and Building Services to increase the total contract amount to $314,721; amending the scope of work to include an additional 181 boxes, for a total of 656 boxes, for document imaging services for backfile scanning (off-site files) with a term ending on June 30, 2026; 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.
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Previous Board/Board Committee Actions:
Two similar contracts (and an amendment), both expiring in June of 2025, were approved by the BOS in Fiscal Years 2023-2024 & 2024-2025, This project was broken down into phases as it evolved. Phase 1, agreement numbers 23-172 & 23-172-A1 in the amount of $162,271.40, for the backfile scanning of documents located in the Planning & Building Ukiah office. Phase 2, agreement number 24-133 in the amount of $126,948.40 for the backfile scanning of documents located in the Planning & Building office in Fort Bragg. On April 22, 2025, the BOS approved agreement no. 25-031, in the amount of $226,265.88, which was labeled Phase 3. Phase 3 is for backfile scanning of boxes located offsite at a 3rd party warehouse which, at time of execution, was only estimated to be 475 boxes.
Summary of Request:
The County has standardized the use of DocuWare, document management software, throughout several departments which Toshiba provides and supports. County IT staff and PBS staff have obtained specific training for this software and have worked closely with Toshiba on the implementation and continued improvements for the County.
This amendment to the service contract will be for an additional 181 boxes needing 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. As noted previously, Phase 3, aims to incorporate the backlog of files which was previously estimated at 475 boxes and now has been determined to be approximately 656 boxes. Thus, the increase of 181 boxes will result in an increase to the contract amount by $88,455.12, making the full contract amount and estimated $314,721.00.
Alternative Action/Motion:
Do not approve the contract 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: $190,366.32 |
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budget clarification: 862189 PSMCG |
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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: Deputy Clerk |
Final Status: Item Status |
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Date: Date Executed |
Executed Item Type: item |
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Number: |
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