TO: BOARD OF SUPERVISORS
FROM: Planning and Building Services
MEETING DATE: April 23, 2024
DEPARTMENT CONTACT:
Julia Krog
PHONE:
707-234-6650
DEPARTMENT CONTACT:
Tony Rakes
PHONE:
707-234-6015
ITEM TYPE: Consent Agenda
TIME ALLOCATED FOR ITEM: N/A
AGENDA TITLE:
title
Approval of First Amendment to BOS Agreement 23-172 with Toshiba America Business Solutions, Inc., to Increase the Total Number of Units Scanned from 300 to 396 Boxes and Increase the Total Amount Payable from $122,008.57 to $162,271.40
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RECOMMENDED ACTION/MOTION:
recommendation
Approve the first amendment to BOS Agreement 23-172 with Toshiba America Business Solutions, Inc., to increase the total number of units scanned from 300 to 396 boxes and increase the total amount payable from $122,008.57 to $162,271.40; and authorize the chair to sign same.
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PREVIOUS BOARD/BOARD COMMITTEE ACTIONS:
On September 26, 2023, the BOS approved Agreement 23-172 with Toshiba America Business Solutions, Inc., in the amount of $122,008.00 for document imaging services of approximately 300 boxes, including scanning/converting hard copy documents into electronic format for records management and retention, making records electronically searchable, and electronic records storage.
SUMMARY OF REQUEST:
The County currently holds a contract with Toshiba which provides lease to own enterprise-wide multifunction copiers and software solutions including scanning and document archival solutions (DocuWare). As the County continues to standardize the use of DocuWare, IT staff, and Planning & Building staff have begun to obtain specific training and work closely with Toshiba on implementation for the ever-evolving improvements of County document retention while reducing the Mendocino County paper footprint.
The current agreement has proven to be beneficial and the immediate addition of 96 boxes and increase to the contracted amount is requested.
ALTERNATIVE ACTION/MOTION:
Do not approv...
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