REPORT TO THE CITY COUNCIL
FROM: JENNIFER K. CLARK, AICP, Director
Planning and Development Department
BY: ROXANE MORSE, Business Manager
Planning and Development Department
CHRISTIAN CORS, Account-Auditor II
Planning and Development Department
SUBJECT
Title
Approve the award of a Services Agreement to ARC Document Solutions, Inc. of San Ramon, California to provide document imaging and indexing in an amount of $28,390 with a contingency not to exceed $10,000 (Bid File 12401718)
Body
RECOMMENDATION
Staff recommends Council approve the award of a Services Agreement to ARC Document Solutions, Inc. for document imaging and indexing services in an amount of $28,390.00 with a contingency not to exceed $10,000. Proposals were submitted and priced based on quantity estimates per page and file counts; therefore, actual proposal costs for the project could not be provided and requires a contingency to cover the overall cost.
EXECUTIVE SUMMARY
Through the RFP process published on January 24, 2024, staff requested proposals from qualified and responsible vendors to provide document imaging and indexing services. A committee was selected and were provided seven proposals prior to the February 20, 2024, deadline. The committee met on March 11, 2024 to discuss and rate each proposal. Overall, the proposal from ARC Document Solutions, Inc. stood out as panelists noted several strengths in their proposal including, but not limited to:
1. Significant experience and resources in digitizing documents and administering similar services to public agencies;
2. Multiple facilities throughout California;
3. A guaranteed document retrieval within 24 hours;
4. Tracking every box using barcodes; and
5. Clear processes shown for each step of the project.
The committee concluded and determined that ARC Document Solutions, Inc. are the best value for the City of Fresno. ARC is a well-known company that scans and coordinates the archiving of documents, plan...
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