25D - AGMT - DIGITAL RECORDS SRVS

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Agreement with ThirdWave Corporation for Digital Records Management Needs Assessment and Implementation Plan April 5, 2016 Page 2 Staff issued a Request for Proposals (RFP) (Exhibit 1) for the Digital Records Management Needs Assessment and Implementation Plan on the City's website on January 12, 2016. Four proposals were received. Each proposal was evaluated and ranked by a review committee comprised of staff from the Public Works Agency and the City of Tustin. The ranking criteria included the experience of the firm and team, relevant project experience, understanding of the scope of work, references, schedule, and fee. The top two firms were interviewed with the following ranking results: Firm Score Proposed Fee ThirdWave Corporation 94.25 $74,370 Imerge Consulting, Inc. 84.75 $40,000 Staff recommends awarding a contract to ThirdWave Corporation, based on its experience with similar work and expertise in the document management industry, and approach to complete the work within the specified time. The proposal contains a clear path toward achieving City goals and objectives as required by the RFP. The total agreement compensation is in the amount of $74,370 (Exhibit 2). STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #7 - Team Santa Ana, Objective #3 (improve communication between all levels of the organization), Strategy A (confirm the organization's commitment to transparency by establishing an internal communication plan to engage and inform employees). ENVIRONMENTAL IMPACTS There is no environmental impact associated with this action. FISCAL IMPACT Funds in the amount of $74,370 are available in the Public Works Admin Services Contract Services- Professional account (No. 10117601- 62300) for expenditure as follows: Fiscal Year Amount FY 2015/16 $66,933 FY 2016/17 $7,437 TOTAL $74,370 25D -2