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Title:
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Approval of an Amendment to the Existing Professional Services Agreement with Bosco Digital Solutions to Digitize Finance Department Documents in an Amount Not-To-Exceed $20,000 for Fiscal Year 2010/2011.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with Bosco Digital Solutions to digitize Finance
Department documents in an amount not-to-exceed $20,000 for the fiscal year
2010/2011.
BACKGROUND:
Document Management is a system which provides a complete solution for the
electronic digitization, storage, and retrieval of documents. The Finance Department
maintains numerous types of financial documents. Many of these documents are
maintained and stored in various formats, of which paper is the most prevalent.
On September 27, 2004, City Council authorized the purchase of Sire Document
Management software (Sire). Sire has become the standard platform for City-wide
document management, allowing staff to access documents on their computer and
review them on-line or print them, rather than searching through manila file folders
and making copies of the hard-copy documents. Some documents that are stored on
Sire are now available for public access.
On August 21, 2006, after a competitive bidding process, the Redevelopment Agency
awarded an agreement to Cynrede, Inc. for historical document digitizing. Under this
agreement, Cynrede has provided services to scan and organize Agency documents
in a format that could be directly uploaded into the Sire system. Subsequently, the
Human Resources Department and Information Technology Department entered into
an administratively approved agreement with Cynrede to provide the same services
for certain historical files of the City.
Meeting Date: 12/13/10 Item Number: _C-6_____
AGENDA ITEM: Approval of an Amendment to the Existing Professional
Services Agreement with Bosco Digital Solutions to Digitize Finance Department
Documents in an Amount Not-To-Exceed $20,000 for Fiscal Year 2010/2011.
Contact Person/Dept.: Jeff Muir, Finance Phone Number: (310) 253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No [
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (E-Mail) Meetings and Agendas – City Council (12/09/10); (E-
Mail) Bosco Digital Inc (12/08/10)
Department Approval:
Jeff Muir: (12/08/10)
City Attorney Approval:
Carol Schwab: (by H. Baker) (12/08/10)
Chief Financial Officer Approval:
Jeff Muir: (12/08/10)
City Manager Approval:
John M. Nachbar: (12/09/10) City of Culver City, California
City Council Agenda Item Report
On May 11, 2009, City Council approved a $25,000 amendment to the existing
agreement with Cynrede, Inc. to digitize Finance Department documents. This
agreement allowed Cynrede to perform a historical conversion of fiscal year
2008/2009 accounts payable documents, and then continue on a monthly basis going
forward. It also allowed digitization of historical and current journal entries and cash
receipts documents for fiscal year 2009/2010.
The Finance Department currently has an agreement for Fiscal Year 2010/2011 in the
amount of $45,000. This represents the amount required for specific document types,
and did not include these documents that are now being proposed for scanning.
DISCUSSION:
On December 6, 2010, the Finance Department brought an agenda item for the
destruction of certain records that have been maintained for all legally required
retention periods. This item raised concerns by some members of the public and the
City Council. The Finance Department does not have the capacity to continue to
store outdated materials. Therefore, the recommendation is that the agreement with
Bosco Digital Solutions be amended to include an additional $20,000 so that these
and other outdated items can be archived and the paper documents can be
destroyed.
The City Attorney’s Office has provided guidance in this regard to ensure that the City
is in compliance with applicable law. Specifically, Government Code § 34090.5,
authorizes the destruction of the physical records, without the approval of the City
Council or consent of the City Attorney if certain conditions are met: 1) the record
must be reproduced accurately and legibly on a medium that is a trusted system and
that does not permit additions, deletions, or changes to the original document; 2) the
reproduced records must be made as accessible to the public as the original records
were; and 3) a true copy of archival quality of the reproduction shall be kept in a safe
and separate place for security purposes. The process the Finance Department will
use to digitize and maintain the records complies with these requirements.
FISCAL ANALYSIS:
Sufficient funding for this item is available due to salary savings in the Finance
Department’s Fiscal Year 2010-2011 budget.
City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
Standard Form Contract with Bosco Digital Solutions for digitizing historical
documents.
MOTION:
That the City Council:
1. Approve an amendment to the agreement with Bosco Digital Solutions to digitize
historical Finance Department documents per the rates listed in the vendor’s
proposal on a pay by deliverable basis for an amount not to exceed $65,000 (a
$20,000 increase); and,
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.
MEETING DATE: 12/13/2010
AGENDA ITEM: Approval of an Amendment to Agreement with Bosco
Digital Solutions to Digitize Finance Department
Documents in an Amount Not-To-Exceed $20,000 for
Fiscal Year 2010/2011.
ATTACHMENTS
A. Agreement with Bosco Digital Solutions 1 - 14
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