Memorandum
Date: September 12, 2023
To: The Honorable Lake County Board of Supervisors
From: Mireya G. Turner, Community Development Director
William Collins, Chief Building Official
Subject: Approve Issuance of Purchase Order in the amount of up to $100,402.50 with ECS Imaging for Document Scanning Services, and authorize the Community Development Director to sign.
Executive Summary: On March 1, 2022 the Board adopted RES 2022-23 establishing a Continuous Records Retention and Destruction Schedule and Electronic Storage for the Community Development Department. On April 25, 2023, the Board adopted RES 2023-49 allowing the majority of the Building Division’s documents to be retained in an electronic version.
To achieve this goal, Community Development Department requests Board approval of a purchase order in the amount of up to $100,402.50 for ECS Imaging for document scanning. We would like to piggyback on the RFP that Admin has already completed with ECS Imaging for their document scanning. Once scanned the documents will all be housed in LaserFiche to allow for quicker, more reliable access for staff doing Public Records searches. The quote from ECS is included as Attachment 1.
The attached quote is for all documents that need to be scanned, but we have only sent the non-active permits in the first shipment. Staff is in the process of scanning active permits that were part of the attached quote to allow access to these documents during construction. This amount is already budgeted.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☒ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☒ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake
Recommended Action: Approve a purchase order in the amount of $100,402.50 with ECS Imaging, for document scanning services, and authorize the Community Development Director to sign.