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HomeMy WebLinkAbout2008 09 22 Consent 207 Contract with Pride Enterprises for Outsourcing Imaging ServicesCOMMISSION AGENDA ITEM 207 Informational Consent X Public Hearing Regular September 22.2008 Regular Meeting Mgr. / ept. Authorization REQUEST: Information Services requests the Commission authorize the City Manager to enter into a contract with Pride Enterprises for the outsourcing of imaging services and the expenditure of $50,000 which is already budgeted for the Records Management Project. PURPOSE: To obtain authorization to contract with Pride for imaging services. CONSIDERATIONS: The Records Management Project has made a lot of progress since it first began. We completed work with the City Clerk's department and Fire Department. Work in the following departments is in progress: Community Development Public Works/Utility Parks & Recreation Finance The team has also been through some transitions and difficulties as well. Three project managers later, the team is back on track with a revised plan to move forward. During the course of this project we terminated relationships with two imaging vendors because of the poor quality of the scans we were receiving. We then attempted to bring the scanning entirely in-house but the sheer volume proved to be too much. In addition, each day that passes that we are not scanning creates a huge backlog which CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING -SEPTEMBER 22, 2008 CONSENT AGENDA ITEM 207 PAGE 2 OF 3 continues to build daily. Our goal is to outsource the scanning of what is currently considered backlog and to have the departments make scanning part of their daily business process for documents going forward. We spoke to Seminole County who recommended that we take a look at Pride Enterprises. Seminole County stated that they use Pride to outsource a lot of their work and have been pleased with the results. Pride was founded in 1981 and works jointly with the Florida Department of Corrections, the Correctional Work Programs, and other relevant education, training, and post-release job placement and assists in transitioning inmates into successful citizens. Pride's digital imaging division has been around for about 10 years. The Records Management staff contacted the following Pride references and received all positive responses. All references highly recommended Pride. Individuals at each of the following offices were contacted: • Florida Department of Health - Division of Medical Quality Assurance, Bureau of Operations and Testing Services • County of Volusia, FL -Growth & Resource Management Department • County of Volusia, FL -Traffic Engineering Department • Florida Department of Highway Safety & Motor Vehicles (DHSMV). • School District of Hillsborough County, FL • Florida Department of Business and Professional Regulation • Florida Department of Education -Bureau of Professional Practices Services • The Florida Legislature -Office of Legislative Services, Statutory Revision • St. Johns River Water Management District • Florida Department of Corrections It should be noted that some of the documents that Pride images contain sensitive/confidential information and Pride has security procedures in place to ensure the security of the documents with which they have been entrusted. With such a large amount of documents to image, the Records Management team needed a contract which would provide a vehicle to allow us to proceed with such a large project. Our Records Management Team has been awaiting the approval of the Digital Imaging Services contract with Pride Enterprises through the State of Florida Department of Management Services for several months. The contract was finally approved and posted on September 15. The contract number is 991-470- 96-P. C[TY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING -SEPTEMBER 22, 2008 CONSENT AGENDA ITEM 207 PAGE 3 OF 3 The majority of the documents to be imaged are from Community Development and will be charged to Development Services, not General Fund. We estimate that approximately 95-100% of the documents belong to Community Development. If there are funds left over, we intend to move on to Finance documents, some of which can be outsourced to Pride. FUNDING: $50,000 already budgeted in Information Services Department 1342 (Records Management). RECOMMENDATIONS: We recommend that Commission approve the expenditure of the $50,000 which is budgeted for outsourced imaging and authorize the City Manager to contract with Pride Enterprises under contract number 991-470-96-P to complete this project. ATTACHMENTS: None COMMISSION ACTION: