STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: October 27, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
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SUBJECT
Title
Authorize a five-year service price agreement for digitization services for Development Services - MEI Mail Services, most advantageous proposer of eight - Estimated amount of $500,703.80 - Financing: Building Inspection Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for digitization services for Development Services. Development Services has over 10,000,000 images stored on microfilm, microfiche, and aperture cards, and over 600,000 documents which are physically archived at the Oak Cliff Municipal Center. These records include building plans, permits, applications, authorization forms, plats, zoning maps, and licenses. The records are accessible to the public and are often utilized by customers when researching properties for development/redevelopment. In order to access these documents customers must search the archives in person.
The digitized records will utilize the Electronic Document Management System (EDMS) to make the records easily accessible to staff and the public. The EDMS is a database for digital media currently accessible by City staff and the public via computers at the Oak Cliff Municipal Center. This service price agreement will allow additional documents to be added to the existing document management system.
The i...
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