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CC - CONSENT ITEM: Approval of an Amendment to the Existing Agreement with Konica Minolta Business Solutions for Digitalization of Property Building Records and Final Building Plans for an Additional Amount Not-to-Exceed $92,605, Resulting in an Aggregate Contract Amount of $342,887.50.
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Meeting Date: January 27, 2025
Contact Person/Dept.: Tim Koutsouros, Planning and Development Department
Phone Number: (310) 253-5802
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Attachments: Yes [] No [x]
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/22/2025)
Department Approval: Mark Muenzer, Planning and Development Director (12/20/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve an amendment to the existing agreement with Konica Minolta Business Solutions for the digitalization of property building records and final building plans for an additional amount not-to-exceed $92,605, resulting in an aggregate contract amount of $342,887.50.
BACKGROUND
As the Planning and Development Department implements an electronic record permit application and review system, the Building Safety Division maintains many paper documents, including property records and final building plans. Property records consist of final permits and other documents. Final building plans are the final construction drawings and supporting documentation. These files are essential for the department’s operation, and digitizing these records will enhance operational efficiency, improve document accessibility, and ensure the security of critical records.
Since the program’s inception in June 2022, Building Safety has digitized property records and final construction documents dated before July 1, 2023. This includes 64,041 permit documents comprising of 533,372 sheets, 68,087 large-format plan sheets, and 29,975 associated standard letter sheets.
DISCUSSION
On October 24, 2022, the City Council approved an agreement with Konica Minolta Business Solutions for digitalization of property building records and final building plans. On June 26, 2023, Council approved an amendment to the agreement to increase the compensation to an aggregate contract amount of $250,282.50.
At this time, staff seeks to ammend the existing scope of service to include the digitization of property records and final building plans from July 1, 2023, to January 1, 2025. There are approximately 37,500 large-format sheets and 3,120 standard letter pages.
Staff is recommending the City Council approve an amendment to the agreement with Konica Minolta Business Solutions in an additional amount not-to-exceed $92,605, resulting in an aggregate contract amount of $342,887.50 for the digitalization of property building records and final building plans.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for the amendment in Account No. 10153400.619800 (Building Safety - Other Contractual Services) which is shown on page 387 of the budget book.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the contract with Konica Minolta Business Solutions for digitalization of property building records and final building plans in an amount not-to-exceed $92,605, resulting in an aggregate contract amount of $342,887.50;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.