Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 19-133    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 5/20/2019 Final action: 5/20/2019
Title: A Resolution Approving a Professional Services Agreement between Konica Minolta and the Village of Oak Park to provide Document Imaging Services for the Village's microfiche cards, microfilm rolls and related papers in an Amount Not to Exceed $83,838 and Authorizing its Execution.
Attachments: 1. Document Imaging Service Resolution, 2. Document Imaging Service Agreement
Submitted By
Tammie Grossman, Director Development Customer Services and Laydon Reynolds, Chief of Police

Reviewed By
LKS

Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement between Konica Minolta and the Village of Oak Park to provide Document Imaging Services for the Village's microfiche cards, microfilm rolls and related papers in an Amount Not to Exceed $83,838 and Authorizing its Execution.

End
Overview
Overview
A service agreement for Konica Minolta to provide document imaging services for the Village's Development Customer Service Department and Police Department. Included in the scope of work are to convert, index, and electronically deliver approximately 29,200 microfiche cards, 800 microfilm rolls, and various related papers in boxes.

End
Recommendation
Recommendation
Approve the Resolution.

Body
Staff Recommendation
Approve the Resolution.

Fiscal Impact
The contract for services is for an amount not to exceed $83,838 as a combined amount, budgeted from $50,000 in 1001.46250.101.530667 External Support DCS Permit Processing 2019, $30,000 in 1001.42400.101.530667 External Support PD 2019, and $30,000 in 1001.42400.101.530667 External Support PD 2020.

Background
On March 5, 2019, the Village issued a Request for Proposals, RFP-DCS-2019-Document Imaging Services (hereinafter referred to as the RFP) and four (4) firms responded to the request. The RFP review team conducted several evaluation meetings and determined Konica Minolta submitted the lowest, most responsible proposal. By digitizing the Village's microfiche cards and microfilm rolls, we will improve the speed of processes of both the Development Customer Service and Police Departments. More importantly, the Village will enhance customer service, because documents will be easily accessible in an electronic format. The Village only has one legacy machine utilized by both departments. Deterioration of police records and inefficient, lengthy searches thr...

Click here for full text