DATE: June 4, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with MetaSource, LLC for Archival Digitizing Services
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirements under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the County would be served by entering into an agreement with MetaSource, LLC as the vendor currently provides archival digitizing services for multiple County departments, and it is the only vendor able to continue services without causing major delays in the County's digitizing projects; and
2. Approve and authorize the Chairman to execute an Agreement with MetaSource, LLC for archival digitizing services, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $3,000,000.
REPORT
There is no additional Net County Cost associated with the recommended actions. Approval of the recommended actions will allow the County to continue the digitizing of physical archives with MetaSource, LLC (MetaSource). This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the Internal Services Department - Information Technology Division (ISD-IT) will need to stop current digitizing projects, solicit for new document digitization services, and train a new vendor to take over the digitization projects already underway. Your Board may direct staff to solicit for competitive bids for a new vendor; however, procurement and implementation would be very costly and time-consuming.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested that the County find ...
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