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 under AP 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances, as MetaSource currently provides archival digitizing services for multiple County departments and is the only vendor that can continue providing these services without causing major delays in the digitizing projects. The Internal Services Department - Purchasing Division (ISD-Purchasing) concurs with the request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum amount for the potential five-year term of the agreement is $3,000,000. Sufficient appropriations and estimated revenues are included in the ISD-IT Org 8905 FY 2023-24 Adopted Budget and will be included in subsequent annual budget requests. Costs associated with this agreement are recovered through chargebacks to user departments. Each requesting department will need sufficient appropriations for the use of this contract within FY2023-24 Adopted Budget and will be included in subsequent budget request.
DISCUSSION:
On January 9, 2019, ISD-Purchasing issued Request for Quotation (RFQ) No. 19-040 for Conversion of Paper Documents to Electronic Data Files. The response period closed on February 7, 2019, and 13 vendors responded. MetaSource submitted the lowest, most responsive bid.
On June 18, 2019, your Board approved Agreement 19-287 with MetaSource for document digitization services, to provide the option for departments to begin digitizing the tens of thousands of boxed documents stored in a variety of locations, beginning with the approximately 10,500 boxes of records currently stored by the Public Defender’s Office.
On November 16, 2021, your Board approved an amendment to the agreement, which increased the maximum compensation to begin the process of digitizing physical record archives for Human Resources, and other user departments, as needed.
Approval of the recommended actions will allow ISD-IT to enter into a new agreement with MetaSource to continue the ongoing digitizing of physical record archives for various County departments for a potential five-year term, which includes a three-year base term and two optional one-year extensions, total compensation not to exceed $3,000,000.
REFERENCE MATERIAL:
BAI #36, November 16, 2021
BAI #46, June 18, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Agreement with MetaSource, LLC.
CAO ANALYST:
Ahla Yang