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CC - CONSENT ITEM - (1) Approval of an Agreement with Konica Minolta for Digitization of Files in the Current Planning Division in an Amount-Not-To-Exceed $79,420 and (2) Authorize the City Manager to Execute the Contract.
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Meeting Date: November 11, 2024
Contact Person/Dept.: Emily Stadnicki, Planning & Development
Phone Number: (310) 253-5727
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/07/2024)
Department Approval: Mark Muenzer, Planning & Development Director (9/27/2024) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve an agreement with Konica Minolta for digitization of files for the Current Planning Division in an amount not to exceed $79,420 and (2) authorize the City Manager to execute the contract.
BACKGROUND/DISCUSSION
As the Planning and Development Department continues to implement an electronic document permit application and review system, the Current Planning Division continues to maintain a large volume of paper files, including plans, permits, drawings, and other critical documents. These files are essential for the department’s operations but are cumbersome to manage and access. Digitizing these files will enhance operational efficiency, improve document accessibility, and ensure the security of critical records. The project will involve scanning and digitizing files and integrating them into the City’s document management system.
Pursuant to Culver City Municipal Code Section 3.07.055.G, the purchase of equipment, goods and supplies is exempt from formal competitive bidding requirements when competitive bid procedures have already been utilized by the City or another public agency or non-profit entity whose main purpose is to help public agencies make purchases; provided, the equipment, goods or supplies are supplied to the City at the same or better price, as was obtained through the competitive bid procedures of that entity. Staff was able to secure competitive pricing for digitization services from Konica Minolta through Sourcewell. Sourcewell is a service cooperative created by the Minnesota legislature as a local unit of government (Minn. Const. art. XII, sec. 3) that works to streamline the procurement process by developing requests for proposals and invitations for bids for national, competitive solicitations that meet or exceed local requirements. In September 2020, Sourcewell conducted a request for proposals for public sector and education administration software solutions and related services with related supplies, accessories and services including scanning and awarded Contract #090320-KON to Konica Minolta, which is now offering the City equivalent or better pricing.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes $79,420 for this agreement in Account No. 10153200.619800 (Current Planning - Other Contractual Services), which can be found on page 383 of the budget book.
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve an agreement with Konica Minolta for digitization of files in the Current Planning Division in an amount not-to-exceed $79,420, 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.