HomeMy WebLinkAbout5/21/2014 - STAFF REPORTS - 2.G. 40�F P L M S,p�
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Cq<fFOR��P CITY COUNCIL STAFF REPORT
DATE: MAY 21, 2014 CONSENT CALENDAR
SUBJECT: AUTHORIZE A PURCHASE ORDER TO PORTFORD SOLUTIONS TO
SCAN AND CONVERT BUILDING DEPARTMENT MICROFICHE TO A
DIGITAL FORMAT A MEASURE J FUNDED PROJECT.
FROM: David H. Ready, City Manager
BY: Department of Building & Safety
SUMMARY
The City Council will consider the issuance of a purchase order to Portford Solutions, in
an amount not to exceed $60,000 to convert Building Department microfiche to digital
format.
RECOMMENDATION:
1. Authorize the issuance of a purchase order to Portford Solutions for the conversion
of microfiche to digital format, at the per unit prices, in an amount not to exceed
$60,000, pursuant to PSMC Section 7.04.030.
2, Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Measure J Commission recommended and the City Council approved $110,000 of
Measure J funding for the conversion of Building and Safety records contained on
microfiche to electronic files.
In 1980, the City purchased the current microfiche equipment in the Building and Safety
Department. The reader now produces copies of poor quality and parts are no longer
available. Additionally, the `jackets" that contain the microfiche are deteriorating.
The Department of Building and Safety currently stores over twenty five thousand older
permit records on microfiche. Those records are deteriorating and are in need of
conversion to a digital electronic format.
ITEM NO. —
City Council Staff Report
May 21, 2014-- Page 2
Microfiche Conversion
Staff has obtained a proposal from Portford Solutions to digitize and index these files for
permanent retention on the City's current document management system
Application Extender.
Portford Solutions is licensed by ApplicationExtender and is the City's current vendor for
support with the document management system. PSMC Section 7.04.030 provides the
City Council may authorize the acquisition of supplies and/or services without
competition when it is determined that due to the experience and expertise
demonstrated in prior contracts with the City, a particular contractor is uniquely
qualified. As Portford Solutions is licensed by AppIicationExtender and is the City's
current vendor, City Staff has determined that prior contract performance and the
special expertise and license with Application Extender, Portford Solutions has
demonstrated the special expertise required by PSMC Section 7.04.030.
City Staff requested Portford Solutions provide a limited test on a small sampling of the
Building and Safety microfiche, to determine the quality and feasibility of the project.
The results were satisfactory to the City's IT Manager and Building and Safety Director.
The conversion of the records to a digital format is the first step in the process. During
the conversion staff will be researching the development of a public interface with
Application Extender, which will result in the ability to make these records available to
the general public, title companies, and real estate professionals through the City's
website.
FISCAL IMPACT:
A total of$110,000 was allocated through Measure J funding for the conversion project.
The amount for the conversion project is estimated at $60,000. The cost for the
conversion will vary base on the actual number of microfiche images need to be
converted and indexed.
The remainder of Measure J funds will be reserved for the development of the public
interface and customer service portal.
JAMES ZICARO MES THOMPSON
'Director of Building and Safety Chief of Staff/City Clerk
sue'
DAVID H. READY
City Manager
Attachments:
Portford Solutions Proposal
02
Statement of Work Page 1 of 9
Portfor��d sot UTIoNs
Proposal
s
�trROAN�P
FOR
Microfiche Conversion
This proposal outlines the tasks and activities required to provide document management
services for the City of Palm Springs.
Version 2.1 , Final
Portford Solutions Group, Inc.
92 Argonaut, Suite 220
Aliso Viejo, CA 92656
www.portfordsolutions.com
Prepared By:
Valerie Lauricella
949-390-4468
Valerie.Lauricella(cDoortfordsolutions com
3/12/2014
03
Statement of Work Page 2 of 9
Statement of Confidentiality
This Statement of Work is protected under the copyright laws of the United States and other countries as
an unpublished work. This document contains information that is proprietary and confidential to Portford
Solutions Group, which shall not be disclosed outside of the organization or duplicated, used or disclosed
in whole or in part by the recipient for any purpose other than to evaluate this document. Any other use
or disclosure in whole or in part of this information without the express written permission of Portford
Solutions Group is prohibited.
PO�tfO�dSOLU-iGrd; Version 2.1, Final
04
Statement of Work Page 3 of 9
Contents
1 Introduction ..............................................................................................4
2 Estimated Solution Costs......................................................................... 5
2.1 Microfiche Digitization Rates.............................................................5
2.2 Estimated Cost for Budget Purposes................................................ 6
3 Terms and Conditions.............................................................................. 7
3.1 Implementation Assumptions............................................................ 7
3.2 Quote Terms..................................................................................... 7
4 SOW Approval ......................................................................................... 9
PbrtFOfdsci i;ions Version 2.1, Final
05
Statement of Work Page 4 of 9
1 Introduction
Portford appreciates the opportunity to provide this proposal to the City of Palm Springs in
connection with providing document management solutions and services. We believe that our
document management experience provides us with the necessary knowledge to help ensure
a successful engagement.
The City of Palm Springs currently has 25,000 microfiche jackets containing building permits
and related information to be digitized. Images range from 3 to 70 per jacket. The Images will
need to be imported into their existing AX system and indexed according to business rules.
Por S0LuTi0d5 Version 2.1, Final
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Statement of Work Page 5 of 9
2 Estimated Solution Costs
This section details the estimated costs for this project.
Solution Component Description
Microfiche Digitization Portford will scan and digitize each frame and will be checked
for quality including page orientation, skewing, and readability.
Indexing Portford will perform data entry against each scanned image
and check the quality of the data entry prior to import.
Import Portford will manually import the digitized images and metadata
into AX.
2.1 Microfiche Digitization Rates
The Alowing table provides the rates for microfiche di itization:
DescriptionServices
per Fiche
Microfiche Scanning -Standard Format Per Image $0.058 $0.780
Fiche
Microfiche Scanning—Large Format Fiche Per Image $0.210 $0.650
Manual Indexing Per fiche $0.060 NA
POOL
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Statement of Work Page 6 of 9
2.2 Estimated Cost for Budget Purposes
The following table provides the estimated cost for the microfiche digitization using the
following assumptions:
• 25,000 microfiche jackets
0 20,000 Standard Format Fiche
• 3images per jacket(min)
• 70 images per jacket (max)
• 36images per jacket (average)
0 5,000 Large Format Fiche
• 3 images per jacket(min)
• 6 images per jacket(max)
• 4.5images per jacket(average)
DescriptionServices
images per Cost
Fiche
Microfiche Scanning -Standard Per Image $0.058 36 $41,760.00
Format Fiche 20,000 Fiche
Microfiche Scanning-Large Format Per Image $0.210 4.50 $4,725.00
Fiche 5,000 Fiche
Manual Indexing Per Fiche $0.060 NA $1,500.00
Release to AX Configuration and Per Day $1,600 NA $3,200.00
Management 2 days)
Total $51.185.00
NOTE: The current estimate can be used for budgeting purposes, and may well vary by up to+/-
20%.
r�
Portford SGLu-ION; Version 2.1, Final
08
Statement of Work Page 7 of 9
3 Terms and Conditions
This section contains the terms and conditions for the Statement of Work.
3.1 Implementation Assumptions
Portford has identified the following assumptions pertinent to the project proposal. Failure to
adequately address these assumptions may result in this project requiring additional time and
costs to complete.
• All of the quotations for the level of consulting effort, and therefore fees, are based on our
definition of the project scope and deliverables as specified in this proposal. The customer
will work with the business end client to facilitate the necessary user involvement from the
client representatives.
• Any potential inter-dependencies with other projects are not anticipated at this time and
must be evaluated to assess impact to project cost and scheduling. Once known, Portford
will immediately notify the customer in writing of any scope changes that may affect the
project schedule and/or fees, and will provide a written statement of project impact and
additional fees. However, Portford will not begin work on such change without formal
written approval from the customer's project management.
• All key customer representatives will remain consistent through the duration of the project,
and will attend scheduled project activities. Should any additional key participants be
identified during these meetings, the customer will work with Portford to involve these
resources in the project and make them and all key participants available as needed for
the successful completion of the project.
o Resource Access
• Network Administrator
• Subject Matter Expert(for business/process questions/issues)
• The customer is responsible for obtaining the formal sign-off of all project deliverables.
3.2 Quote Terms
• Payment Terms: Unless otherwise agreed by parties in writing, Consulting Services will
be provided on a time and materials basis.
• Validity: This SOW is valid for a period of one hundred eighty(180) days from the release
date. If this SOW is signed by Customer after the expiration date, then performance of the
consulting services will be at the then current list prices. The consulting services must
commence within sixty (60) days of signature of this SOW by Customer, otherwise the
performance of the consulting services will be at the then current list prices. The parties
agree to set forth in writing, signed by the parties, such additional fees, as applicable.
Invoicing: Invoices will be generated monthly. Payment is due to Portford within 30 days
of invoice date.
• Travel Expenses: The consulting fee estimates provided herein do not include any
miscellaneous expenses, including travel and per diem. Customer will be charged for
actual travel and out-of-pocket expenses incurred. However, no travel expenses are
anticipated for this project.
• Cancellation Policy Customer may terminate this SOW for convenience upon ten (10)
business days prior written notice to Portford. Upon termination of this SOW, Customer
will pay Portford for all fees and expenses incurred as of the date of termination, including
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Statement of Work Page 8 of 9
any expenses associated with such cancellation including, but not limited to, airline tickets
and hotel.
Additional Work: The inclusion of any functionality and/or services by Portford Consulting
Services that are beyond the scope of activities described in this Statement of Work
justifies supplementary negotiable service fees and may adversely affect the delivery
timelines. Any changes to the scope of work will be set forth in writing, via a change order,
and signed by both parties. Unless otherwise agreed to in writing by the parties,
Consulting Services will be performed during Portford's normal business hours (Monday
through Friday, 8:OOam to 5:OOpm PST, excluding holidays). Out of hours work may be
performed if requested by the Customer and will be billed at 1.5 times the agreed hourly
rate for out of hours Mon to Fri and all day Saturday. Sunday work will be billed at 2.0
times the agreed hourly rate all day. Portford must receive written approval from the
Customer before performing out of hours work.
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TO
Statement of Work Page 9 of 9
4 SOW Approval
We very much look forward to working with you on this project. If you have any questions or
require additional information, please feel free to contact Valerie Lauricella at(949) 390-4468.
Portford Solutions Group, Inc. City of Palm Springs
By: By:
Title: Title:
Date: Date:
Frok
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