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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...
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