HomeMy WebLinkAbout8/2/2000 - STAFF REPORTS (12) V
DATE: August 2, 2000
TO: City Council
FROM:City Clerk
OPTICAL IMAGING
RECOMMENDATION:
That the Council award Phase 2 of the Citywide Optical Imaging Program, to Astro
Canon/OTG through the California State Master Contract for a total of$141,000.
BACKGROUND:
In the 2000-01 Fiscal Year budget Council approved $100,000 for Phase 2 of the
Optical Imaging Program to continue to implement the conversion of records to
optical imaging.
Phase 1 included system needs for City Clerk, Human Resources and conversion
of records for the Building Department. Included in Phase 1 was internet service
for records, purchase of software designed to comply with the City's retention
schedule; and the necessary hardware to support the needs of the users.
Phase 2 includes the following system needs: Building-scanner; Planning-
workstation, Engineering-jukebox server with 25 additional users; Fire Department-
workstation.
The cost for Phase 2 is funded in the 2000-01 Fiscal Year budget in Account 261-
1395-54022-Document Imaging at$100,000.
Engineering has budgeted $30,000 for the conversion of approximately 200 maps
in Account 4171-43200, Contractual Services.
Fire Department has budgeted $11,000 for the conversion of records in Account
001-3520-43200, Fire Administration Contractual Services.
Phase 2 will allow additional users from each department to access records, start
converting paper to digital, and reduce the need for additional space. By joining in
the California State Master Contract, the City saves on the hardware and software
purchases. Additionally, the conversion of existing documents for Engineering and
Fire Department will be handled by Astro Canon/OTG as the City's one point of
contact.
Phase 3 will be in Fiscal Year 2001-02, and will be approximately $150,000 to
finalize the digital conversion Citywide, excluding outlying facilities.
Qc�e'C�4 -9,,d
PATRICIA A. SANDERS HAROLD EODrocur ger
City Clerk APPROVE—
Attached: CitylJanager
1. Minute Order K WEID BY WE OF FINANCE
1 7f�
MINUTE ORDER NO.
AWARDING PHASE 2 OF THE CITYWIDE
OPTICAL IMAGING PROGRAM TO ASTRO
CANON/OTG THROUGH THE
CALIFORNIA STATE MASTER
CONTRACT IN THE AMOUNT OF$141,000.
------------------
I HEREBY CERTIFY that this Minute Order, awarding Phase 2 of the Citywide Optical
Imaging Program to Astro Canon/OTG through the California State Master Contract for
$141,000, was adopted by the City Council of the City of Palm Springs, California, in a
meeting thereof held on the 2nd day of August, 2000.
PATRICIA A. SANDERS
City Clerk
/LJ