To: Board of Supervisors
From: Planning and Building Services and Information Services
Meeting Date: September 26, 2023
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Department Contact: |
Tony Rakes |
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707-234-6015 |
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Department Contact: |
Julia Krog |
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 Between Toshiba America Business Solutions, Inc. (Toshiba) and Mendocino County Planning and Building Services in the Amount of $122,008 for Document Imaging Services for Backfile Scanning; and Authorize the Planning and Building Services Director to Sign any Future Amendments that Do Not Increase the Annual Maximum Amount
End
Recommended Action/Motion:
recommendation
Approve Agreement between Toshiba America Business Solutions, Inc. (Toshiba) and Mendocino County Planning and Building Services in the amount of $122,008 for document imaging services for backfile scanning; authorize the Planning and Building Services Director to sign any future amendments that do not increase the annual maximum amount; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
None.
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 the County which Toshiba provides and supports. County IT staff has obtained specific training for this software and has worked closely with Toshiba on the implementation and the continued improvements for the County.
This service contract will be for document imaging services, including scanning/converting hard copy documents into electronic format for records management and retention, making records searchable, quality assurance and storage of files.
Alternative Action/Motion:
Do not approve and provide direction to staff.
Does This Item Support the General Plan? Yes
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 862189 |
budgeted in current f/y: Yes |
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current f/y cost: $122,008 |
if no, please describe: |
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annual recurring cost: N/A |
revenue agreement: No |
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budget clarification: N/A |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Steve Dunnicliff, Deputy CEO |
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CEO Review: Yes |
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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: September 26, 2023 |
Executed Item Type: Agreement Number: 23-172 |
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