HomeMy WebLinkAbout03.f. AUTHORIZE THE GM TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH ECS IMAGING, INC., FOR PERMIT DOCUMENT IMAGING TO INCREASE THE COST CEILING BY $40,204 TO $85,000 AS PART OF THE INFORMATION TECHNOLOGY DEVELOPMENT PROJECT (DP 8195)Central Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 2010 No.: 3. f . Consent Calendar TypeotAction: AUTHORIZE FUNDS Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH ECS IMAGING, INC., FOR PERMIT DOCUMENT IMAGING TO INCREASE THE COST CEILING BY $40,204 TO $85,000 AS PART OF THE INFORMATION TECHNOLOGY DEVELOPMENT PROJECT (DP 8195) Submitted By: Initiating Dept/Div.: Kurt Darner, Development Services Engineering/Environmental Services Supervisor RE IEWED AND RECOMMENDED FOR BOARD ACTION: -~ -~ ar M. Greenawalt Randy Musgr ves A. Farrell James M elly, General Manager ISSUE: Board of Directors' authorization is required for agreement amendments when the amended cost ceiling will be greater than staff. authority. RECOMMENDATION: Authorize the General Manager to execute an amendment to the current agreement with ECS Imaging, Inc. (ECS) to increase the cost ceiling by $40,204 for a revised total cost ceiling of $85,000 to complete the imaging of Permit Counterjob files. FINANCIAL IMPACTS: An additional amount of approximately $40,000 will be paid to ECS from the Information Technology Development Project (DP 8195) if the recommended amendmerit is authorized by the Board. ALTERNATIVESICONSIDERATIONS: The Board could decline authorization of the agreement amendment and direct staff to either discontinue the projector request proposals from other vendors for the remainder of the work. BACKGROUND: In 2007, ECS was selected for permit document imaging work through a competitive proposal process among five vendors. The selection was based on ECS's proposed plan for executing the work, document security safeguards and cost effectiveness. At the time the scope of work for the original agreement was prepared, staff estimated that Permit Counter job files to be imaged contained about 209,000 pages. As the project proceeded, however, it was discovered that the job files contained almost twice as many documents as originally estimated. Many of these documents were "oversized," that is, larger than 8'/i' x 14". Substantial unanticipated work was required to prepare the oversized documents for scanning. N:\ENVRSEC\POSition Papers\Darner\2010\PP Authorize Amend re funds for ECS -jm2 FINAL 63-10.doc POSITION PAPER Board Meeting Date: June 3, 2010 subject AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH ECS IMAGING, INC., FOR PERMIT DOCUMENT IMAGING TO INCREASE THE COST CEILING BY $40,204 TO $85,000 AS PART OF THE INFORMATION TECHNOLOGY DEVELOPMENT PROJECT (DP 8195) Staffs current estimate of documents to be imaged include over 133,000 paper and microfilmed permits, nearly 24,000 pages of sewer service charge assessment records, and about 400,000 pages of Permit Counter job files. The project is currently 60% complete. The current cost ceiling including the original agreement amount and a subsequent revision in 2009 is $44,796. ECS estimates that the remaining work will require an additional $40,000 for document preparation and scanning. Staff recommends that the Board authorize an amendment to the ECS agreement to complete this work RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an amendment to the agreement with ECS Imaging, Inc., for permit document imaging to increase the cost ceiling by$40,204 to $85,000 as part of the Information Technology Development Project (DP 8195). N:\ENVRSEC\POSition Papers\Darner\2010\PP Authorize Amend re Funds for ECS -jm2 FINAL 63-10.doc