HomeMy WebLinkAboutAgenda Report - June 19, 2002 E-13COUNCILCITY OF LODI • I •
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AGENDA TITLE: Adopt a resolution authorizing the Community Development Department to contract for
document conversion services with BMI Imaging Systems of Sacramento in an amount not
to exceed $6,000
MEETING DATE: June 19, 2002
PREPARED BY: Community Development Director
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the Community
Development Department to enter into an agreement with BMI Imaging of
Sacramento, under a State of California Department of General Services
contract, for the conversion of approximately 33,000 documents currently on microfilm to digital format on
compact disks. Cost is approximately $0.167 per image, and total cost is estimated not to exceed $6,000.
BACKGROUND INFORMATION: On July 10, 1998, the State of California Department of General Services
awarded competitively -bid master services agreement #5-98-70-01 to BMI
Imaging Systems of Sacramento for document conversion services (paper
to microform, paper to digital, and microform to digital).
The Building Division of the Community Development Department has approximately 33,000 permits archived on
60 rolls of 35mm microfilm. Transfer of these documents to digital format would save staff time in accessing the
permits, and would allow for backup copies of the documents to be stored on both CDs and computer hard drives
and be more efficient in storage of necessary materials.
Public Contract Code Section 10298 allows local agencies to participate in State contracts, and City Code Section
3.20.070 provides for local bidding to be dispensed with when Council determines that an alternative method of
purchase is in the best interests of the City. Staff believes this competitively -bid state contract offers better pricing
than would result from a locally -prepared invitation for bids, and recommends that the Council authorize the City's
participation in the state agreement with BMI Imaging Systems for this project.
FUNDING: 2001-2003 Capital Improvement Budget, Page E-67
Vicky NWAthie, Finance Director
Konradt Bartlam
Community Development Director
Prepared by Joel Harris, Purchasing Officer
APPROVED:
H. Dixon Flynn --cK Manager
RESOLUTION NO. 2002-130
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING CONTRACT FOR DOCUMENT
CONVERSION SERVICES
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for
purchases of supplies, services, or equipment when it is in the best interest of the City to do so;
and
WHEREAS, on July 10, 1998, the State of California Department of General Services
awarded competitively -bid master services agreement No. 5-98-70-01 to BMI Imaging Systems,
of Sacramento, California, for document conversion services (paper to microfilm, paper to
digital, and microfilm to digital); and
WHEREAS, the Community Development Department has approximately 33,000
documents archived on 35mm microfilm. Transfer of these documents to digital format would
save staff time in accessing permits and would allow for backup copies of documents to be
stored on both CD's and computer hard drives, thus providing a more efficient method of
storage; and
WHEREAS, cost for this service is approximately $0.167 per image, and cost is
estimated not to exceed $6,000.00.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to execute contract for document conversion services for the
Community Development Department with BMI Imaging Systems, of Sacramento, California, in
an amount not to exceed $6,000.00.
Dated: June 19, 2002
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I hereby certify that Resolution No. 2002-130 was passed and adopted by the Lodi City
Council in a regular meeting held June 19, 2002 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, and Mayor Pennino
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS — None
v'
SUSAN J. BLACKSTON
City Clerk
2002-130