TO: BOARD OF SUPERVISORS
FROM: Planning and Building Services
MEETING DATE: April 22, 2025
DEPARTMENT CONTACT:
Julia Krog
PHONE:
707-234-6650
DEPARTMENT CONTACT:
John Burkes
PHONE:
707-234-6650
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 $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.
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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.
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 manageme...
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