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File #: 19-1980    Version: 1 Name: 11/18/19 Amendment Agreement with Layton
Type: Resolution Status: Passed
File created: 11/18/2019 In control: City Council
On agenda: 11/18/2019 Final action: 11/18/2019
Enactment date: 11/18/2019 Enactment #: R-19-508
Title: Resolution to Approve Amendment No. 1 of the General Services Agreement for Digital Scanning Services with Layton Document Systems, Inc. and Appropriate Additional Funds ($91,910.00) (8 Votes Required)
Attachments: 1. FINAL_SIGNED_RFP 18-20 GSA.pdf, 2. Resolution 18-2001 Legislation Details (With Text).pdf, 3. RFP 18-20 Layton_Compensation_.pdf, 4. Layton Amendment No 1.pdf
Title
Resolution to Approve Amendment No. 1 of the General Services Agreement for Digital Scanning Services with Layton Document Systems, Inc. and Appropriate Additional Funds ($91,910.00) (8 Votes Required)
Memorandum
Attached for your review and approval, please find a resolution to amend the General Services Agreement with Layton Document Systems, Inc. for digital scanning services for permits, plans and projects with detail per unit cost set description. Based on the original estimated number of documents, staff requested and Council approved $158,094.98 ($173,904.47 with a 10% contingency) to complete the Building and Rental Services portion of the work under the original Agreement. Now that staff has identified, shipped and unboxed all of the Building and Rental records, there is a significant amount more information than original estimated. Staff is requesting an additional appropriation of $83,555.08 ($91,910.60 with a 10% contingency), to complete the project. There are no additional or unexpected fees or charges from Layton. The volume of documents that needs to be indexed and scanned was far greater than anticipated.

As an update, the project is progressing at an excellent pace and the quality of the scanned documents is far better than staff expected. As documents are returned they are being made available electronically to all of City Staff and a limited amount of them are currently available to the public through an electronic search portal. Currently only scanned paper (not microfilm) is available. Ultimately the goal is to embed the portal in the City's webpage similar to what the County does here.
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, City Council previously approved a General Services Agreement with Layton Document Services, Inc. (R-19-024) for Digital Scanning Services ("Agreeme...

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