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
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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: