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Scanning, Digitizing, and Indexing Service Agreements <br />October 20, 2020 <br />Page 2 <br />amounts of staff time, as documents will all be available electronically. In addition, the amount of <br />storage space needed to house paper documents has exceeded our current available facilities. <br />Our design professional customers are requesting to submit plans and documents electronically to <br />save on cost and paper resources. However, the City currently cannot accommodate the current <br />electronic technology due to antiquated paper processes and filing systems. An electronic data <br />management system will save staff time, customer time in printing and driving plans to the City, <br />and physical resources such as paper, printing, and storage space. The digitization of our permits <br />and plans information will also allow for integration with GIS systems and future land management <br />systems to create an efficient, labor-saving, electronic system that will facilitate development and <br />simplify the permitting processes for our customers. <br />Request for Proposal (RFP) Process <br />On July 30, 2020, a request for proposal (No. 20-043) (Exhibit 1) was released in order to provide <br />an opportunity for vendors to submit proposals for the scanning, digitizing, and indexing services <br />for Building Safety. The Information Technology staff reviewed the RFP prior to the posting on <br />PlanetBids to ensure all the technical requirements were compatible with the City's document <br />storage solution (Laserfishe). <br />The Building Safety Division held an on -site job walk meeting on August 19, 2020. The deadline <br />to submit proposals was on September 3, 2020 and eight proposals were received. A selection <br />committee was appointed by the Building Safety Manager and the committee reviewed and ranked <br />the proposals based on the following criteria: <br />. Overall ability to provide the services based upon the responses to the RFP (25%) <br />. Technical qualifications and experience of key members of the engagement team and the <br />firm (15%) <br />• Experience with similarly sized governmental agencies in providing the types of services <br />outlined in this RFP (20%) <br />• Capability of handling all aspects of the engagement as defined as well as providing support <br />and technical assistance (20%) <br />• Fees and charges related to the level of work proposed (20%) <br />Below is an overview of the proposals received: <br />Proposer <br />Rank <br />ARC Document Solutions Inc. <br />1 <br />URM Technologies <br />1 <br />ViaTRON Systems, Inc. <br />2 <br />MetaSource <br />3 <br />A tara <br />4 <br />Spectrum <br />5 <br />Avenu <br />6 <br />TierFive <br />6 <br />25D-2 <br />