Laserfiche WebLink
Scanning, Digitizing, and Indexing Service Agreements <br />October 20, 2020 <br />Page 3 <br />Based on these rankings, the recommended vendors to provide scanning, digitizing, and indexing <br />services are ARC Document Solutions Inc. (Exhibit 2), URM Technologies (Exhibit 3), and <br />ViaTRON Systems, Inc. (Exhibit 4). Each of these vendors demonstrated in their RFPs that they <br />are qualified and capable of providing the needed services. <br />Pricing <br />ViaTRON Systems Inc., located in Gardena, California, proposed the most competitive pricing. <br />With over 30 years of experience, ViaTRON currently provides services to organizations similar in <br />size to the City of Santa Ana, including County of Los Angeles, City of Fresno, Butte County, City <br />of Fontana, and City of Bakersfield. <br />Experience <br />ARC Documents Solutions Inc. and URM Technologies both scored the highest overall. Both <br />vendors have experience scanning, digitizing, and indexing data. ARC Document Solutions Inc. <br />offices are located in Costa Mesa, California, currently provides the scanning and digitizing of <br />Building Safety documents, plans, and permits. In addition, ARC has experience working with <br />Orange County Public Works, County of Ventura, and City of Buena Park. <br />URM located in Valencia, California has direct experience working with the City of Santa Ana <br />document management system, LaserFiche. URM scans, indexes documents, plans, and permits <br />then uses the LaserFiche briefcase to enter the information directly into the LaserFiche system. <br />In the event that one of the selected vendors is unable to perform the required scanning and <br />indexing for this fiscal year due to a backlog, the other two vendors shall be available which will <br />ensure the scanning and indexing of records will continue to be processed and avoid additional <br />delays. Also, if one of the vendors is no longer in business, retaining the services of three vendors <br />as opposed to one, will ensure the continuous scanning, digitizing, and indexing services. <br />Local Preference Ordinance <br />In a continued effort to support and promote local businesses, the RFP included standard language <br />specifying that Santa Ana and/ or Orange County based businesses will receive additional <br />preference for being local. This program was created to give qualifying Santa Ana and Orange <br />County businesses a competitive advantage in winning City contracts, as well as promote <br />increased economic activity in the community as City funds spent on contracts recirculates in the <br />local and regional economies. <br />Although none of the vendors who submitted proposals were located in Santa Ana, ARC Document <br />Solutions' local office is in Costa Mesa, Orange County. <br />FISCAL IMPACT <br />Funds will be budgeted in account No. 01116520-62300 and will be made available from FY2021- <br />FY2024 contingent upon annual budget approval. <br />25D-3 <br />