DATE: June 18, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with MetaSource, LLC.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with MetaSource, LLC. for archival digitizing services, effective June 18, 2019, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $800,000.
REPORT
Approval of the recommended action will execute an agreement with MetaSource, LLC. to start the process of digitizing the physical archives for the County, beginning with the Public Defender's 10,500 boxes of documents. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, the County will be unable to digitize the large number of physical records kept by various County departments. This will result in continued expenses related to storing physical records.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs associated with this agreement are estimated not to exceed $800,000 for the total possible 5-year term of this agreement. Sufficient appropriations and estimated revenues for the FY 2018-19 costs associated with this agreement are included in the Department's Information Technology Services Org 8905 FY 2018-19 Adopted Budget. ISD-IT will pass through charges from this agreement to user departments. The Public Defender's FY 2018-19 budget includes unexpended funds for this project in the amount of $190,000. Ongoing costs for the remaining term of the agreement will be included in future budget requests.
DISCUSSION:
On January 9, 2019 the County of Fresno, on behalf of the Public Defender's Office, issued Request for Quotation (RFQ) No. 19-040 for Conversion of Paper Documents to Electronic Data Files to 433 vendors registered in Public Purchase. The purpose of the RFQ was to...
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