For City Council Meeting November 9, 2021
TO: Honorable Mayor and City Council
APPROVAL: Marcus Fuller, City Manager
FROM: Barbara A. McGee, City Clerk
Title
Request City Council to: (1) Adopt Resolution No. 7799 Amending its 2021-2022 Fiscal Budget; (2) Approve a Services Agreement with Konica Minolta Business Solutions U.S.A., Inc., in the amount of $514,627 for Scanning and Preservation of City Documents; and (3) Authorize the City Manager to Execute All Documents.
(ACTION)
Body
BACKGROUND
In September 2019 a discussion was started with the City Clerk's Office, IT and Konica Minolta regarding Citywide records digitization for the preservation of records deteriorating due to weather and location elements. Due to COVID-19 this project was put on hold and during that time OnBase (Records Management System) was upgraded in preparation of the records digitization.
The recent fire at the Public Works Administration building in August 2021 amplified the urgency to reassess and restart the Records Scanning Project. Staff has reviewed the inventory of City documents requiring scanning, digitizing and preservation that includes the following:
Rolled Large-Format Historical Plans are located in the City's warehouse:
* Plans are located on approximately 50 bookshelf towers, each tower with 6 rows of shelving.
* Each row contains approximately 38 rolled sets of plans, with the estimated average number of sheets per rolled plan at 22 sheets per roll.
* The estimated approximate number of rolled plans is 11 ,400.
* The estimated total number of large-format sheets located in the warehouse is 250,800 sheets.
Flat Large-Format Plans and Drawings are located at the City's Public Works office:
* Plans are currently stored in 1 55 drawers, with an approximate estimated average of 255 sheets per drawer.
* The estimated total number of flat large-format sheets currently located in the Public Works office is 39,525 sheets.
Industrial Permits and Liens located at the C...
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