Title
Recommendation to Authorize the City Manager to Execute a Second Amendment in an Amount Not to Exceed $50,000 with ECS Imaging, Inc., for Total Compensation Not to Exceed $220,000, for Scanning and Archiving of Planning and Building Permit Documents. (Planning, Building & Transportation 481001)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Staff is seeking authorization to amend the contract with ECS Imaging, Inc. (ECS) to allow for the continuation of document scanning and digital archiving services for Planning and Building permit documents. Staff recommends the ECS contract amount be increased by an amount not to exceed $50,000 to cover the costs of archiving remaining hardcopy volumes. The proposed amendment will increase the total compensation of the agreement to $220,000.
BACKGROUND
Under state law, the City of Alameda (City) is required to keep Planning entitlements and building permit records permanently. After 100 years of permitting activity, the City's physical archive of permit records has grown to over 1,000 banker boxes and countless blueprints that have started to deteriorate. The storage locations for these archives once spanned the City Hall attic, Building 2 at Alameda Point, and Carnegie library. ECS has been providing document scanning and archiving for Planning and Building records since 2003. The City has continued to use ECS to provide this service in order to maintain a consistent file index structure. This indexing is critical for public access to historical records through Laserfiche and the Accela permit tracking system that have been in use for more than ten years.
The current agreement with ECS was executed by the City Manager in March 2019 for an amount not to exceed $70,000 for ongoing scanning and archiving of both historical records and current hardcopy records. In May 2019, the City Council authorized a first amendment to the contract to increase the amount by $100,000 (for a tota...
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