Title
Resolution to Approve General Services Agreement for Digital Scanning Services with Layton Document Systems, Inc. ($182,224.47) (8 Votes Required)
Memorandum
Attached for your review and consideration for approval, please find a resolution to authorize the award of a General Services Agreement with Layton Document Systems, Inc. for digital scanning services for permits, plans and projects with detail per unit cost set description. Building and Rental Services request an amendment to the FY19 Construction Fund budget in the amount of $158,094.98 ($173,904.47 with a 10% contingency). City Assessor’s office has funding available for their share of the project totaling $7,563.40 ($8,320 with a 10% contingency) in the General Fund.
For Building and Rental Services, this contract includes digital scanning services to perform digital scanning of an estimated 201,320 pages of large format paper, 2,882,300 pages of microfilm and 602, 880 pages of microfiche. These historical permits, plans and project files currently inventoried at two locations (1st Floor of LARCOM and the basement of Fire Station #2) within the City. For the City Assessor’s Office, this contract includes digital scanning services for 80,000 pages of documents and 125,000 pages of microfilm. The scanned digital documents will be stored in an electronic content management system so staff and citizens can access then via the web instead of using the paper based index system currently being used.
Eight firms’ submitted proposals for the digital scanning services as defined in the RFP. Staff evaluated the proposals and selected Layton Document Systems, Inc. based on their proposal outlining their professional services, staff qualifications, past involvement with similar services, and cost. Layton Document Services, Inc. complies with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances.
Round #1 Scoring:
Round #2 Scoring:
Fee comparison:
Staff
Prepared by: Scott J. Harrod, Senior Applications Specialist
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, It is necessary to retain a qualified general services firm to perform digital scanning of large format paper, microfilm and microfiche of historical permits, plans and project files;
Whereas, The City issued RFP #18-20 for Digital Scanning Services for Permits, Plans and Projects;
Whereas, Eight firms responded to that RFP and evaluated by Building and Planning staff on the basis of professional services, staff qualifications, past involvement with similar services, and cost;
Whereas, Layton Document Systems, Inc. of Marietta, Georgia submitted to the City a proposal for the necessary services, setting forth the services to be performed by said firm and the payments to be made by the City therefore, all of which are agreeable to the City;
Whereas, Layton Document Systems, Inc. is in compliance with the City of Ann Arbor Non-Discrimination and Living Wage Ordinances;
Whereas, Funding for the digital scanning services in the amount of $158,094.98 plus a ten percent contingency ($173,904.47) is requested from the FY19 Construction Fund budget to fund this service; and
Whereas, Funding for the City Assessor is available in the FY19 General Fund budget;
Whereas, Cost for the digital scanning services have been defined in terms of per unit fees specific to services provided as defined in the contract;
RESOLVED, That City Council approve the attached General Services Agreement for Digital Scanning Services with Layton Document Systems, Inc. in the amount of $165,658.38;
RESOLVED, That the City Council approve a ten percent (10%) contingency to be expendable from the FY19 Construction Fund Budget and City Assessor General Fund budget, as applicable, subject to City Administrator approval;
RESOLVED, That City Council appropriate $173,904.47 in FY19 from the Construction Fund for such contract;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution including execution of any authorized renewals and any changes or amendments that do not exceed the contingency amount.