HomeMy WebLinkAbout15.F.3. Outsourcing Scanning of Large Format Documents
CITY OF SHAKOPEE l~F:3,
Memorandum CONSENT
TO: Mayor and City Council ._.-.
Mark McNeill, City Administrator
FROM: Judith S. Cox, City Clerk
SUBJECT: Outsourcing Scanning of Large Format Documents
DATE: November lO, 2005
INTRODUCTION:
City Council is asked to consider authorizing the scanning of building plans by Indigital
for an amount not to exceed $20,000.
BACKGROUND:
The 2005 budget includes $100,000 for the purchasing and implementation of electronic document
imaging of city records. The purchase of the hardware, software and training has been completed.
Staff is currently scanning and indexing the records in the Building Department. Staff is able to
scan documents as large as 11" x 17".
The Building Department has been sending out their building plans for microfilming once a year. In
anticipation of the purchase and implementation of electronic document imaging, they began
holding off on microfilming in August of2003. The building plans are much larger than what the
scanner can accommodate. Purchasing a scanner to accommodate the larger documents is cost
prohibitive. Staff is asking permission to utilize the services of Indigital to scan the city's larger
documents in the Building Department.
RECOMMENDATION:
Ms. Tracy Schaefer, Bradley and Guzzetta, was retained by the City to oversee the implementation
of electronic document imaging. She has put together the attached memo outlining her
recommendation in retaining a firm to handle the imaging of larger documents. It would be staff s
intent to continue to use the firm in the future and funds would be budgeted each year to do so.
ACTION REQUESTED:
Authorize retaining Indigital to scan the large format documents in the Building Department from
2003, 2004, and 2005 in an amount not to exceed $20,000.
h:\clerk\scanning: building: plans
I. TO: Judy Cox, City Clerk
FROM: Tracy Schaefer, Bradley & Guzzetta, LLC
BradleYG'" SUBJECT: Outsourcing Large Format Documents
Guzzetta,LLC DATE: November 1, 2005
950 Piper Jaffray Plaza Introduction
444 Cedar Street It is recommended that the City enter into an agreement with Indigital to
Saint Paul, MN 55101 electronically scan large format city documents.
PI (651) 379-0900
FI (651) 379-0999 Background
Attorneys at Law Although City staff is able to scan city documents up to 11 x 17, city staff does
Michael R. Bradleyt not have the necessary resources to scan large format documents. After
Stephen J. Guzzetta' researching the costs to purchase a large format scanner, it was found that, at
Of Counsel this time, it is cost prohibitive for the city.
Thomas C. Plunkett
Greg S. Uhl Several firms (Marathon Document Solutions, Indigital, Mid America Business
Senior Project Manager Systems, and Ricoh Business Systems) were contacted to submit quotes and
Tracy J. Schaefer qualification informationto perform the following procedures associated with
the large format scanning:
Legal Assistants 1. Document Prep - Documents will be prepped per production and
Brian F. Laule process. (The majority of the document prep will be completed by city
staff to save on costs.)
2. Scanning - Files will be scanned in a non-proprietary Group 4 Tiff file
format for importing into the LaserFiche document imaging system.
3. Quality Control- Quality control steps will be taken before delivery of
the documents, since all documents will be scanned "off-site." The
images will be compared against the transmittal file to confIrm accurate
naming sequence.
4. Pick Up/Delivery - The company will provide door-to-door pick up and
delivery services.
The following criteria were used to develop a recommendation:
1. Price
2. Document Prep - Not all companies offered the same level of document
preparation.
3. Scanning Location - It was determined that since the city would be
scanning original documents that it was in the City's best interest to
have all scanning completed locally. Some companies that were
contacted completed the scanning out-of-state and/or outside the U.S. It
was also important that the recommended company have "on-site"
scanning services for other "sensitive" city records that should not leave
city buildings.
v/Vvw.bradleyguzzetta.com
4. References - All companies provided references, which were checked.
5. Local Government Experience - Due to the indexing and type of
document scanning, it is important that the vendor have experience with
scanning and indexing local government documents.
6. Experience with LaserFiche - Since the documents will ultimately be
imported into LaserFiche, it is important that the scanning company have
some knowledge ofthe city's document imaging software - LaserFiche.
Recommendation
Indigital was able to meet the six criteria with an extremely competitive price.
Currently, Indigital is providing scanning services for Scott County and the City
of Savage. Although the other companies met some of the categories, Indigital
was the only company that met each of the criteria.
It is recommended that the city enter into an agreement with Indigital to scan the
City's large format documents.