STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: August 9, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
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SUBJECT
Title
Authorize a three-year service contract for a physical records inventory management software solution for the City Secretary's Office - Gimmal, LLC, most advantageous proposer of five - Not to exceed $231,440 - Financing: Information Technology Equipment Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for a physical records inventory management software solution for the City Secretary's Office. This inventory management system will replace the current software solution FoxPro. Replacing this solution will improve the management of approximately 70,000+ record cartons, the authorization for records destruction process, legal/audit hold process, and the maintenance of the City's records retention schedules. As well, this new software solution will provide control over the City Secretary's Office index system and the city's historic archives. Finally, the new application will provide the Records Management Division with work-flow capabilities which currently do not exist and integration with our off-site storage vendors system.
A six member committee from the following departments reviewed and evaluated the qualifications:
* City Secretary's Office (2)
* Department of Aviation (1)
* Department of Information and Technology Services (2)
* Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and quali...
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