TO: BOARD OF SUPERVISORS
FROM: Public Health
MEETING DATE: May 20, 2025
DEPARTMENT CONTACT:
Jonathan Armas
PHONE:
707-234-6639
DEPARTMENT CONTACT:
Marlayna Duley
PHONE:
707-234-6635
ITEM TYPE: Consent Agenda
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.
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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...
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