TO: Board of Supervisors
FROM: Planning and Building Services and Information Services
MEETING DATE: September 26, 2023
DEPARTMENT CONTACT:
Tony Rakes
PHONE:
707-234-6015
DEPARTMENT CONTACT:
Julia Krog
PHONE:
707-234-6650
ITEM TYPE: Consent Agenda
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
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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.
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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/MOTI...
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