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.
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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.
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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...
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