City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an agreement with Bosco Digital
Solutions to digitize Finance Department documents in an amount not-to-exceed
$45,000 for 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, the 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 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awarded an agreement to Cynrede, Inc. for historical document digitizing.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 those Departments.
Meeting Date: 08/02/10 Item Number: C-2
AGENDA ITEM: Approval of an Agreement with Bosco Digital Solutions to
Digitize Finance Department Documents.
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: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (07/29/10); (E-
Mail) Bosco Digital Inc (07/28/10)
Department Approval:
Jeff Muir (07/26/10)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/28/10)
Chief Financial Officer Approval:
Jeff Muir (07/26/10)
Acting City Manager Approval:
Martin R. Cole (07/29/10) City of Culver City, California
City Council Agenda Item Report
On May 11, 2009, the 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.
DISCUSSION:
The digitization of Finance Department documents has been successfully performed
on a weekly basis since the award of the original contract on May 11, 2009. Staff is
now able to access the documents on their computer and review them on-line or print
them, rather than searching through file folders and making copies of the hard-copy
documents. As a result, digitization of documents has proven to be an invaluable tool
for Finance Department staff.
The award on May 11, 2009 indicated that there are other opportunities for
digitization, such as business license files, sanitation customer files and payroll files.
We are requesting $45,000 for Fiscal Year 2010/2011 to continue with our current
accounts payable, journal entries and cash receipts digitizing, as well as to begin
digitizing in these other areas.
In late 2009, Cynrede, Inc. was purchased by Bosco Digital Solutions, (Riverside,
CA). The transition to Bosco has been seamless, and we have been assured that it
will remain that way. Since the purchase, the same staff has been handling our
digitization. Invoicing and work performed has remained under the Cynrede contract
and has been consistently delivered each week with no errors in digitization. Pricing
has been maintained and will be maintained at the current Cynrede rates. Customer
service has also remained at a very high level. As Bosco is transitioning from the
Cynrede name, it makes sense that now would be the time to issue a contract under
the Bosco Digital Solutions name. Pursuant to Section 3.07.070, of the Culver City
Municipal Code, professional services are excluded from bid requirements.
FISCAL ANALYSIS:
Sufficient funding for this item has been allocated in the City Council Adopted Budget
for Fiscal Year 2010/2011.
City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
1. Agreement with Cynrede, Inc
2. Bosco Digital Solutions pricing schedule
MOTION:
That the City Council:
1) Approve a professional services 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 in an amount not to exceed $45,000; 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: 08/02/2010
AGENDA ITEM: Approval of an Agreement with Bosco Digital
Solutions to Digitize Finance Department Documents
in an Amount Not-To-Exceed $45,000 for Fiscal Year
2010/2011.
ATTACHMENTS
A. Agreement with Cynrede, Inc. 1 - 2
B. Bosco Digital Solutions pricing schedule 3 - 6
Page 1 of 6Page 2 of 6Description Price Unit
Pickup or Delivery 25.00 $ per visit
Packing of Boxes 19.50 $ per hour onsite
Document Purging
Document Preparation 17.50 $ per hour
Bates Stamping 0.01 $ per page
Document Reassembly 17.50 $ per hour
8 1/2 x 11 0.052 $ per page
8 1/2 x 14 0.052 $ per page
11 x 14 0.052 $ per page
11 x 14 burst 0.052 $ per page
8 1/2 x 11 0.059 $ per page
8 1/2 x 14 0.059 $ per page
11 x 14 0.059 $ per page
11 x 17 0.059 $ per page
8 1/2 x 11 0.062 $ per page
8 1/2 x 14 0.062 $ per page
11 x 14 0.062 $ per page
11 x 17 0.062 $ per page
Culver City Price List
DOCUMENT SCANNING
Bosco will not purge documents
unless the City first marks each page.
We cannot be responsible for deleting
City records. Should the City decide to
mark the files, the cost will be $19.50
for onsite work and $17.50 for in-
bureau work.
Scanning Source Documents - Black & White - 200 DPI
(ALL pages are hand-fed through each scanner)
Scanning Source Documents - Black & White - 300 DPI
(ALL pages are hand-fed through each scanner)
Scanning Source Documents - Black & White - 400 DPI
(ALL pages are hand-fed through each scanner)
Page 3 of 6Description Price Unit
8 1/2 x 11 0.062 $ per page
8 1/2 x 14 0.062 $ per page
11 x 14 0.062 $ per page
11 x 17 0.062 $ per page
8 1/2 x 11 0.062 $ per page
8 1/2 x 14 0.062 $ per page
11 x 14 0.062 $ per page
11 x 17 0.062 $ per page
A size 0.052 $ per sheet
B size 0.052 $ per sheet
C size 0.90 $ per sheet
D Size 0.90 $ per sheet
E Size 0.90 $ per sheet
J Size (per image frame) 1.25 $ per sheet
A size 0.059 $ per sheet
B size 0.059 $ per sheet
C size 1.09 $ per sheet
D Size 1.09 $ per sheet
E Size 1.09 $ per sheet
J Size (per image frame) 1.50 $ per sheet
A size 0.065 $ per sheet
B size 0.065 $ per sheet
C size 1.50 $ per sheet
D Size 1.50 $ per sheet
E Size 1.50 $ per sheet
J Size (per image frame) 1.85 $ per sheet
Scanning Engineering / Oversized Documents - Black & White 300 DPI
Scanning Engineering / Oversized Documents - Black & White 600 DPI
Scanning Source Documents - COLOR - 200 DPI
(ALL pages are hand-fed through each scanner)
Scanning Source Documents - Grayscale - 300 DPI
(ALL pages are hand-fed through each scanner)
Scanning Engineering / Oversized Documents - Black & White 200 DPI
Page 4 of 6Description Price Unit
C size 1.90 $ per sheet
D Size 2.20 $ per sheet
E Size 2.40 $ per sheet
J Size (per image frame) max width 48" 2.90 $ per sheet
Less than 11" x continuous 0.10 $ per foot
16mm Roll (Unattended) 0.028 $ Per Image
35mm Roll (Unattended) 0.063 $ Per Image
16mm Roll (Attended) 0.045 $ Per Image
35mm Roll (Attended) 0.085 $ Per Image
16mm 4"x6" Jacketed Microfiche (Attended Pagination) 0.065 $ Per Image
0.10 $ Per Image
0.650 $
Per Card - whichever is
greater
105mm Microfiche (24x) 0.065 $ COM film - Per Image
105mm Microfiche (42x or 48x) 0.060 $ COM film - Per Image
Aperture Card (Silver) 0.60 $ Per Image
Aperture Card (Diazo) 0.60 $ Per Image
16mm Roll (Unattended) 0.033 $ Per Image
35mm Roll (Unattended) 0.072 $ Per Image
16mm Roll (Attended) 0.052 $ Per Image
35mm Roll (Attended) 0.095 $ Per Image
16mm 4"x6" Jacketed Microfiche (Attended Pagination) 0.075 $ Per Image
0.11 $ Per Image
0.650 $
Per Card - whichever is
greater
0.26 $ Per Image
0.650 $
Per Card - whichever is
greater
0.26 $ Per Image
0.650 $
Per Card - whichever is
greater
105mm Microfiche (42x or 48x) 0.065 $ COM film - Per Image
Aperture Card (Silver) 0.90 $ Per Image
Aperture Card (Diazo) 0.90 $ Per Image
DIGITIZING - 300 DPI
16mm, Single Channel, 4"x6" Jacketed Microfiche
(Attended Pagination)
35mm, Single Channel, 4"x6" Jacketed Microfiche
(Attended Pagination)
35mm 4"x6" Jacketed Microfiche (Attended Pagination)
Scanning Continuous Forms - 200 DPI
16mm, Single Channel, 4"x6" Jacketed Microfiche (Attended Pagination)
DIGITIZING - 200 DPI
Scanning Engineering / Oversized Documents - COLOR 200 DPI
Page 5 of 6Description Price Unit
Deskew Included Per Image
Despeckle Included Per Image
Black Border Removal Included Per Image
Image Enhancement Included Per Image
Manual Image Enhancements
Despeckle 0.05 $ Per Image
Image Enhancement 0.05 $ Per Image
Cropping 0.05 $ Per Image
Indexing/Data Entry 0.005 $ Per Keystroke
OCR Full Page Indexing (No Cleanup) 0.05 $ Per Image
OCR Full Page Indexing (With Cleanup) 0.005 $ Per Keystroke
Gold CD-R Disc 10.00 $ Per Disc
Silver CD-R Disc 9.00 $ Per Disc
DVD-R4.7 GB Disc 20.00 $ Per Disc
FTP Transfer - Upload 650 MB or less 10.00 $ Per 650 MB
Kodak Archive Writer 16mm (100' film) - Media 15.75 $ Per Roll
Images converted to Kodak Archive Writer 16mm Film (100' film) 0.03 $ Per Image
Database Match & Merge 0.01 $ Per Record
Data Warehousing 0.000125 $ Per Image per Month|1010|Imprinting 0.00013 $ Per Character
Creation of Barcode Targets Included Per Target|1010|Conversion of Images to Multi-page TIFF's 0.01 $ Per Single Image|1010|Conversion of Images to Multi-page PDF's 0.01 $ Per Single Image|1010|Page by Page Inspection of Each Scanned Image Included Refer to Appendix B
Document Recycling 2.25 $ Per Cubic Foot
Certified Document Destruction 3.75 $ Per Cubic Foot
1.
Charges for Setup and software may apply.
2.
Targets are for City use only. Bosco will provide PDF target files. The City will be responsible for the xerography.
When targets are used at the bureau, all costs are covered by Bosco.
3.
Does not apply to business or large format records when originally scanned to Multi-page TIFF.
4.
Does not apply to business or large format records when originally scanned to Multi-page PDF.
Media
Miscellaneous Services
Automatic Image Enhancements
Indexing/Data Entry/OCR
ADDITIONAL SERVICES
Page 6 of 6