City of Culver City, California
Redevelopment Agency Agenda Item Report
RECOMMENDATION:
Staff recommends the Culver City Redevelopment Agency (“Agency”) authorize
entering into a contract with Cynrede (Orange, CA) to digitize historical Agency
documents in support of the Enterprise Document Management Project.
BACKGROUND:
Document Management is a system which provides a complete solution for the
electronic capture, storage, and retrieval of documents. The Agency maintains
various types of documents; some are unique to the Agency and others are
common across the organization. These documents are maintained and stored in
various formats. Many of our historical documents and files are in paper format
and are stored in filing cabinets or boxes. A significant number of documents have
also been converted to microfiche for long-term storage. Additionally, many
existing electronic documents have various storage locations from personal
computers (local disk drives) to multiple network locations and storage media (e.g.,
CD’s or diskettes). These electronic documents are not organized or stored in a
manner that facilitates easy retrieval. Regardless of the document format, when
retrieval is required there is often a manual search initiated to locate the document.
A significant amount of staff time is spent searching for documents. More
importantly, in many instances it is necessary for staff to have historical,
institutional knowledge as to whether a document on a particular subject might
Meeting Date: 8/21/06 Item Number: C-4
AGENDA ITEM:
Authorization to Contract with Cynrede Inc (Orange, CA) to Digitize Historical
Culver City Redevelopment Documents in Support of the Enterprise Document
Management Project.
Contact Person/Dept.:
Michele Williams, Systems Dev. Manager
Alice Prasad, Associate Analyst
Phone Number:
310.253-5959
310.253-5704
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [ ] Consent Item [X] Action Item: [] Attachments: [X]
Public Notification:
E-mail Master Notification List and Kevin FitzGerald (CEO of Cynrede Inc.) - (August 16,
2006).
Department Approval:
Susan Evans 08/07/06
Exec. Director Approval:
Jerry Fulwood 08/16/06
City Controller Approval:
Marlee Chang 08/16/06City of Culver City, California
Redevelopment Agency Agenda Item Report
exist, and where it might be located. As staff inevitably “turn over”, there is always
a potential risk of lost institutional knowledge.
The mission of the enterprise document management project is to implement and
maintain a solution that supports document sharing, collaboration, storage, and
retrieval of documents throughout the organization, and to provide staff and the
public with software tools that will facilitate the accessibility of information stored in
a central document repository.
On September 27, 2004, City Council authorized the purchase of Sire Document
Management Software. The Sire software includes a document storage and
retrieval module. Staff in the City Clerk’s office have been scanning documents
and uploading them to the document management software. To date the following
has been digitized and is available in an electronic format: City Council Minutes,
City Agreements, City Ordinances, City Resolutions, City Council Agendas, Staff
Reports, and Packet Attachments. The Agency has digitized Staff Reports and
Packet Attachments and will be moving forward in the same direction as Council.
This product has also been used to facilitate generating City Council and
Redevelopment Agency agendas and providing packet attachments on the City
website.
DISCUSSION:
The next phase of the Document Management Project will be to initiate a pilot for
historical document digitizing. The pilot will involve scanning documents for the
Agency. The objective will be to perform a proof of concept identifying project
costs, pre-scanning document preparation, indexing standards, and to resolve any
potential issues related to document retention policies.
Due to a lack of space and a desire to digitize the documents for easier sharing
and retrieval, agency staff worked with the City’s Information Technology (IT)
Department to identify the procedure of digitizing. The Redevelopment Division
has exhausted allocated storage space for hard copy files. To help alleviate the
shortage of space, many of these documents would be digitized (scanned) and
made available in the document management system. This would also facilitate
citywide document retrieval.
On January 5, 2006, the IT Department sent out a request for proposal (RFP), bid
number 1319 (attachment 1), was released to identify a vendor with experience in
digitizing large volumes of historical documents and expertise in indexing digital
documents to facilitate importing into the SIRE document management system. City of Culver City, California
Redevelopment Agency Agenda Item Report
Eleven (11) vendors responded to the RFP. The proposals were then carefully
assessed on the following criteria:
• Level of experience with local/municipal government(s).
• Years of professional/organizational experience.
• Experience with Sire Technologies, Inc. and their document management
software.
• Level of details provided regarding the scope of work for document digitizing,
handling, and tracking of medium to large-sized volumes.
• Use of quality standards in their digitizing operations.
• Competitive pricing.
A matrix (attachment 2) of this criteria was developed and organized to more easily
compare the eleven vendors. From this measure of qualification, four vendors
were then selected for the next phase of evaluation, which entailed a supplemental
vendor survey (attachment 4) further detailing the vendor’s intended scope of
project, deliverables, quality control, and other value-added services if contracted
for the project. Upon receipt of the questionnaire, two companies were identified
for reference interviews. Based on this review process, Cynrede’s intended work
plan, professionalism, and office location proved to be the best qualified to meet
the City’s needs for historical document digitizing.
FISCAL ANALYSIS:
Authorization to contract with Cynrede would result in an expenditure that would
not exceed $25,000. Sufficient funding has been allocated in account
59190100.619800.
ATTACHMENTS:
1. Request for Proposal – Bid Number 1319
2. Vendor Evaluation Matrix
3. Proposal from Cynrede
4. Supplemental Vendor Questionnaire and Cynrede’s ResponseCity of Culver City, California
Redevelopment Agency Agenda Item Report
MOTION:
That the Culver City Redevelopment Agency:
1) Authorize entering into a contract with Cynrede to digitize historical
documents per the rates listed in the vendor’s proposal on a pay by
deliverable basis for an amount not to exceed $25,000;and,
2) Authorize the Assistant Executive Director to execute any required documents
with Cynrede on behalf of the Agency.
MEETING DATE: 8/21/06
AGENDA ITEM: Authorization to Contract with Cynrede Inc (Orange, CA) to
Digitize Historical City Documents in Support of the Enterprise
Document Management Project.
ATTACHMENTS
Pages
1. Request for Proposal – Bid Number 1319 1 - 8
2. Vendor Evaluation Matrix 9 - 10
3. Proposal from Cynrede 11 - 49
4. Supplemental Vendor Questionnaire and Cynrede’s Response 50 - 58