To: BOARD OF SUPERVISORS
From: Planning and Building Services
Meeting Date: April 22, 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 Agreement with Toshiba America Business Solutions, Inc. (Toshiba) in the Amount of $226,265.88 for Document Imaging Services for Backfile Scanning for a Term Ending on June 30, 2026
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Recommended Action/Motion:
recommendation
Approve agreement with Toshiba Business Solutions, Inc (Toshiba) in the amount of $226,265.88 for document imaging services for backfile scanning (off-site files) for 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.
End
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.
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 service contract will be for additional 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. Because this project is on-going, PBS has broken it down into several phases. Phase 1 was for files located in PBS’s Ukiah office. Phase 2 was for files located in PBS’s Fort Bragg office. This agreement, labeled as Phase 3, aims to incorporate the backlog of files, estimated to be over 25 pallets, which are currently being stored at a previous contractor’s warehouse and need to be removed and scanned into DocuWare.
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: 226,265.88 |
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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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