County of Fresno - File #: 21-1225

• File #: 21-1225
• On agenda: 2/22/2022
• Final action: 2/22/2022
• Enactment #: Agreement No. 22-056
• Recommended Action(s): 1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as BMI Imaging Services, Inc. hosts digital images of vital records, recorded documents, and indexes in a proprietary product produced by BMI Imaging Systems, Inc.; and, 2. Approve and authorize Chairman to execute a retroactive Agreement with BMI Imaging Systems, Inc. for hosting services and support, effective December 6, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $650,000.

Date	Action By	Action	Result
2/22/2022	Board of Supervisors	Consent Agenda be approved	Pass

DATE: February 22, 2022

TO: Board of Supervisors

SUBMITTED BY: Paul Dictos, CPA, Assessor-Recorder
Robert Bash, Director of Internal Services/Chief Information Officer

SUBJECT: Retroactive Agreement with BMI Imaging Systems, Inc.

RECOMMENDED ACTION:
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as BMI Imaging Services, Inc. hosts digital images of vital records, recorded documents, and indexes in a proprietary product produced by BMI Imaging Systems, Inc.; and,

2. Approve and authorize Chairman to execute a retroactive Agreement with BMI Imaging Systems, Inc. for hosting services and support, effective December 6, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $650,000.
REPORT
Approval of the recommended actions will allow the Assessor-Recorder's Office to purchase software licenses and online hosting services from BMI Imaging Systems, Inc (BMI) to store digital images of recorded documents. The agreement is funded with revenues recovered by Recorder. This item is countywide.

ALTERNATIVE ACTION(S):

Should your Board not approve the recommended actions, the Assessor-Recorder's Office would need to expend staff time to find a new image hosting server, and transfer over the digital images currently hosted by BMI.

SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:

The Internal Services Department - Information Technology Services (ISD-IT) and Assessor-Recorder's request to suspend the competitive bidding process is consistent with Administrative Policy No. 34 as the Digital Reel(tm) imaged products are proprietary to BMI and their hosting services support future upgrades to the application at no additional cost to the County. Staff research of estimates and alternative solutions show BMI to be the most cost-...