PROPOSAL:

Execute Contract to Purchase Scanning Services

SYNOPSIS:

On September 15, 1998, the AQMD released an RFP to select a vendor capable of providing scanning and indexing services for the AQMD's paper permit files. This action is to execute a contract with MSI Imaging for the purchase of document scanning and indexing services for a total amount not to exceed $45,000. Funds for this purchase are included in the FY 1998-99 Budget.

COMMITTEE:

Administrative, November 20, 1998, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Executive Officer to execute a contract for scanning and indexing services with MSI Imaging at a cost not to exceed $45,000, which is allocated in the Information Management Professional and Special Services Account.

Barry R. Wallerstein, D.Env.
Executive Officer

Background

In November 1997, AQMD started a project to convert active microfiche permit application documents to image storage. To date, the project has successfully converted over 10,000 documents. In order for this project to reach completion, additional services are required to capture 20,000 active permit application documents, and 60,000 inactive permits.

The purpose of this RFP is to select a vendor capable of providing scanning and indexing services compatible to the AQMD's imaging system. AQMD has utilized the Liberty IMSŪ Image Management System to maintain the AQMD’s application and permit documents, along with other critical records, since 1990. Total storage to date is over 350,000 multi-page documents. The project will provide single-point access to permit processing information and simplify the public information program by the addition of online access to microfilmed files.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:

Additionally, potential bidders were identified using the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Eight bids were received in response to the RFP when final bidding closed at 1:00 p.m. on October 16, 1998. Of the eight bids, none were from disabled veteran-owned business enterprises, women-owned business enterprises, certified minority-owned businesses, or non-certified MBE/WBE/DVBE minority-owned business enterprises. Attachment A reflects the evaluation of the proposals and the respective ratings/costs for contracts.

The evaluation panel rated MSI Imaging the highest based on their technical criteria and cost. Staff recommends that the Board award the contract to MSI Imaging for the purchase of document scanning and indexing services.

Panel Composition

The panel consisted of Information Management staff, as follows: a Technology Implementation Manager; a Program Supervisor; a Librarian; an Office Assistant; and a Principal Office Assistant. Of these five panelists, three are female and two are male; one is African American, one is Asian-Pacific, two are Caucasian, and one is Hispanic.

Resource Impacts

Sufficient funds are included in the FY 1998-99 Budget.

Attachment(s)

Attachment A - Evaluation of Respondents to RFP #9899-10

ATTACHMENT A

Summary of Evaluation of Respondents to RFP #9899-10

Eight proposals were received in response to this RFP. They were from CompuNational, Inc. (CompuNational), Continental Graphics, Datagraphic Computer Services (Datagraphic), Digital Imaging, Data MicroImaging Company (Data Micro), MSI Imaging (MSI), Turner Graphics Inc. (Turner Graphics), and United Infotech.

Step 1 - Technical Criteria (70 points minimum, 100 points maximum)

STEP 2 - COST AND OTHER FACTORS (80 POINTS MAXIMUM)

TOTAL SCORE (80 POINTS MAXIMUM)

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