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Home My WebLink About2006 02 13 Consent 410 Paul Consulting Scanning Large Format Documents COMMISSION AGENDA ITEM 410 Consent X I February 13.2006 Regular Meeting Mgr. / Dept. Authorization REQUEST: Information Services requests authorization for the City Manager to contract with and pay Paul Consulting Incorporated (PCI) for scanning of Community Development large format documents in the amount of $33,370. PURPOSE: To obtain authorization to contract with and pay PCI to scan large format documents for Community Development. CONSIDERATIONS: The Records Management plan includes monies allocated for scanning of backlog documents including large format documents. As stated in the attached Letter, Municipal Code Coporation (MCCI), who is our current LaserFiche software system vendor for records management, has partnered with PCI who will handle all financial transactions under the state contract for imaging/scanning. All services will be rendered by MCCI. PCI is a state contract vendor (#973-561-04-2). The quote reflects a price of $.94 per image with an estimated 34,500 images to be completed for Community Development in our Records Management/Imaging Project. This includes the indexing necessary for integration into our LaserFiche System. Since the 34,500 images is merely an estimate, I will be S:\Information _ Services\Admin _ Docs\Agenda Items\FY 2006\February 2006\021306_ COMM _ Consent_ 410_ Request_authorization _ to -pay _$33,370_ for _ scanning.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - FEBRUARY 13,2006 CONSENT AGENDA ITEM "410" PAGE20F2 requesting an additional $940 to allow for up to 1,000 additional images if necessary. FUNDING: Already included in department 1342 Records Management budget. RECOMMENDATIONS: That the Commission approve request for City Manager to contract with PCI and to pay for services as they are rendered; I am asking the commission approve $33,370 which includes: · Estimated number of pages 34,500 @ $.94 = $32,430 + an additional $940 for possible extra 1,000 pages to be scanned since the 34,500 is just an estimate. ATTACHMENTS: Quotation Letter and Sheet from MCCI COMMISSION ACTION: MCCI Municipal Code Corporation SALES DEPARTMENT PO Box 2235. Tallahassee, Florida 32316 TELEPHONE (800) 342-2633 . FAX (850) 701-0715 Nancy Harper, Account Executive. extension 413 . nharper@mccinnovations.com January 10, 2006 Ms. Jacqui Greaves City of Winter Springs 1126 East S.R. 434 Winter Springs, Florida 32708 Dear Ms. Greaves: I enjoyed meeting with you recently regarding the Laserfiche Document Imaging Software. Pursuant to our discussion, we are pleased to enclose our Professional Services Proposal for the Laserfiche Software and our Laserfiche Services. While reviewing the proposal please keep in mind the advantages that Laserfiche offers: }> Protection - Your records are automatically captured, in text and image, within a database, which cannot be changed or misplaced. }> Research - Records are converted to text and images for quick and easy research and printing at the click of your mouse. }> Storage - Laserfiche allows you to store up to 16,000 pages of records on one CD-Rom saving time searching for documents and saving you space. }> Retrieval - The Laserfiche search engine, which allows boolean, fuzzy, text, and proximity searches is easy to use and fast to retrieve any document you are looking for. STATE CONTRACT (#973-561-04-2). MCCi is a teaming partner with State Contractor Paul Consulting Incorporated (PCI), who handles all financial transactions under the state contract. Therefore, the following contract will be invoiced by PCI and all payments should be made directly to PCI at 1342 Timberlane Road, Suite 201 Tallahassee, FL 32312. Please keep in mind that PCI will only be handling financial transactions and MCCi will be responsible for providing all services and support as outlined in the contract. For additional information, please contact Donny Barstow, MCCi General Manager. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of working with you and serving the City of Winter Springs. Sincerely, Nancy Harper Account Executive NAH/ak *Please check all boxes below for optional services desired. DOCUMENT SCANNING SERVICES: Large Format Documents Hard copy documents integrated with Laserfiche up to 34,500 images $.94/image Based on the estimated volume above, if volume is below 25,000 images, price will increase. Excess pages $0.94 per image Includes: Pick-up and delivery, scanning, 6 index fields, and data transport via external hard drives. *Note: Price is based upon thefollowing estimates provided by the City of Winter Springs: Approximately 50 boxes containing 600 pages per box. Average of 9 pages per document, 15% of pages duplex, and 30 pages to be scanned in color. PAYMENT MCCi will invoice project when shipped. Please note that Large Back-file projects (in excess of $5,000) will be billed out monthly (based on actual image counts), rather than at the time of job completion. Payment will be due upon receipt of an invoice. Billing will be based on actual images scanned. STATE CONTRACT (#973-561-04-2). MCCi is a teaming partner with State Contractor Paul Consulting Incorporated (PCI), who handles all financial transactions under the state contract. Therefore, the following contract will be invoiced by PCI and all payments should be made directly to PCI at 1342 Timberlane Road, Suite 201 Tallahassee, FL 32312. Please keep in mind that PCI will only be handling financial transactions and MCCi will be responsible for providing all services and support as outlined in the contract. For additional information, please contact Donny Barstow, MCCi General Manager.