MEETING DATE: 5/10/2022
DEPARTMENT: RESOURCE MANAGEMENT AGENCY
DEPT HEAD/DIRECTOR: Steve Loupe, Assistant Director - Public Works
AGENDA ITEM PREPARER: Karen Gumin
SBC DEPT FILE NUMBER: 105.3
SUBJECT:
RESOURCE MANAGEMENT AGENCY – S. LOUPE, ASSISTANT DIRECTOR - PUBLIC WORKS
Approve contract with ECS Imaging, Inc. for the Resource Management Agency Document Scanning and Laserfische System, in an amount not to exceed $100,000.00, for the period of July 1, 2022 to June 30, 2023.
SBC FILE NUMBER: 105.3
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
The Resource Management Agency (RMA) is the central division for Public Works, Engineering, Planning, Capital Projects, Integrated Waste Management, Permits and Code Enforcement Departments, with offices and document storage space located at 2301 Technology Drive, Hollister. The RMA stores documents for the departments’ operations with many documents currently in paper formats retained for the life of the project. It is assessed that RMA has close to 40 four-drawer cabinets of files, architectural plans, road maps and engineering plans, and planning department documentation all in total an estimated 2000 bankers’ boxes which is marked to keep in perpetuity. The Board of Supervisors approved the Resource Management Agency Document Control System in the FY 2021-2022 Infrastructure and Capital Improvement Recommendation Schedule, subsequently the County Budget Office marked American Rescue Plan Act (ARPA) funds in the amount of $100,000.00 for the Document Control Project.
As the RMA staff prepared a project plan and scope to seek a vendor by public contract bid; The County of San Benito Clerk of the Board staff advised RMA to integrate documents on the County’s Laserfische System and to obtain an individual department contract with the provider, ECS Imaging. ECS provided a proposal with the identical pricing, monthly service operations, terms and conditions offered to the County and a contract is provided for Board of Supervisors review.
RESOLUTION OR ORDINANCE NEEDED FOR THIS ITEM:
No
CONTRACT NEEDED FOR THIS ITEM:
Yes
CONTRACT AND RFP HISTORY:
Instructed by Clerk of the Board staff to obtain a department contract with the current County of San Benito Laserfische System vendor, ECS Imaging.
LAST CONTRACT AMOUNT OR N/A:
N/A
STATE IF THIS IS A NEW CONTRACT/ HOW MANY PAST AMENDED CONTRACTS/ OR N/A:
New Contract
STRATEGIC PLAN GOALS:
BUDGETED:
Yes
Budget Adjustment Needed: No
Unfunded Mandate (Is this a mandate not funded by the State): N/A