Laserfiche WebLink
REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />OCTOBER 20, 2020 <br />TITLE: <br />APPROVAL OF AGREEMENTS WITH <br />ARC DOCUMENT SOLUTIONS INC, URM <br />TECHNOLOGIES, AND VIATRON <br />SYSTEMS, INC. FOR SCANNING, <br />DIGITIZING AND INDEXING SERVICES <br />FOR A TOTAL NOT TO EXCEED $500,000 <br />(GENERAL FUND) <br />/s/ Kristine Ridge <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1� Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CK�7►111►U1q�iC�. <br />FILE NUMBER <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute agreements with ARC Document Solutions Inc., URM <br />Technologies, and ViaTRON Systems, Inc., to provide scanning, digitizing, and indexing services <br />for the Planning and Building Agency, Building Safety Division for a period of four years, from <br />October 20, 2020 through October 19, 2024, with the option to renew for an additional two-year <br />period, for a not -to -exceed amount of $500,000, subject to non -substantive changes approved by <br />the City Manager and City Attorney. <br />DISCUSSION <br />The Planning and Building Agency Building Safety Division receives plans, permits, applications, <br />and other documents to maintain official records for properties and structures throughout the City. <br />The State of California mandates that the City manage and archive the permit records and the <br />construction documents associated with building permits that are issued by the City. Currently, all <br />existing and new permit records are stored in filing cabinets. Construction documents such as <br />plans and specifications are archived by a third -party scanning service and stored on CDs or USB <br />flash drives (digital storage devices) for future viewing. Older construction plans are in microfilm <br />form and are accessed by using an antiquated microfilm viewing machine that requires constant <br />maintenance. <br />By using technology and providing an electronic document management system, the Building <br />Safety Division can be efficient and save time and resources by no longer needing to store and <br />retrieve paper documents. These document include large rolls of construction plans, numerous <br />address files of paper permits, and related permit information. Staff work efficiency can be greatly <br />increased by the time savings in not having to process, label, and file paper documents. Also the <br />labor-intensive duties such as the numerous Public Records Requests that the agency has to <br />process in searching and copying historical documents will be streamlined, saving tremendous <br />25D-1 <br />