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The scanning project will be done in phases-the first phase will include Public Works andthe <br />second phase will include Inspections. It will take approximately two to three months to <br />complete each phase. Capacity is determined by large plats/plans/sheets. RCI has the capacity <br />to scan/convert about 750 to 1,000 sheets a week. Large plans (sheets) are scanned <br />singly and the process time intensive. If a department is in need of a particular record (plan set) <br />-48 hours <br />(typically same day). <br /> <br /> <br />/źƷǤ <br />tŷğƭĻ 5ƚĭǒƒĻƓƷƭΉtƌğƓƭ w/L tƩƚƆĻĭƷ {ĭŷĻķǒƌĻ <br />5ĻƦğƩƷƒĻƓƷ <br />Phase Sewer/Storm water, Water Utility, & Misc. <br />tǒĬƌźĭ ‘ƚƩƉƭ 2 to 3 months <br />1 Building Reports <br />All Others (Dangerous Buildings, Business <br />Phase <br />LƓƭƦĻĭƷźƚƓƭ Licenses, Water & Sewage, City Projects, 2 to 3 months <br />2 <br />Boxed Commercial Building records <br />ƚƷğƌ źƒĻ 9ƭƷźƒğƷĻ А Ʒƚ ЊЉ ƒƚƓƷŷƭ <br /> <br />-2021 adopted budget included $120,000.00 for this scanning project, based <br />, which also included more records from Planning. Staff received updated <br />pricing from RCI for the project through BuyBoard Contract #625-20 in the amount of <br />$97,212.00 following the identification of records by the departments. Should timing and budget <br />permit, RCI may be asked to resume work on the additional Planning material. Public Works <br />and Inspections have requested to have some of their records boxed and returned to the City, <br />which is an additional charge of roughly $1,500. In order to limit costs overall, staff is repeatedly <br />asked to review and clarify what is specifically needed to be maintained physically as well as <br />digitally. <br /> <br />CSO will be in constant communication with RCI checking on the status of the project. Staff has <br />reviewed other pricing and found RCI to be competitive. Digitizing records for City departments <br />will be a multi-year project and CSO plans to continue with a request for the 2021-2022 budget <br />year. Based on prior RCI scanning projects <br />service performed to date. State and City guidelines do not require competitive bidding or <br />proposals referenced in LGC 252.021. <br /> <br />Staff recommends approval of the Records Consultants, Inc. (RCI) Quote #625-20 under <br />BuyBoard contract# 625-20, authorizing the City Manager execute the proposal with RCI and <br />limit the total expenditure to an amount not to exceed $120,000.00. <br /> <br />Benefits: <br /> Digitizing records with permanent or long-term retention requirements saves storage <br />space, reduces risk from damage (fire, water, theft, etc.) and makes accessing <br />documents quick, safe, and secure. <br /> <br />Liabilities: <br /> Original records in paper form lose quality over time, becoming fragile and illegible. <br /> <br /> <br />