2020/08/27 Document and Microfilm Conversion (DMC) Amendment 1 - FY18/19 Document Scanning, indexing, and quality control servicesDocuSign Envelope ID: E8BCOF28-CB38-432B-8D6A-9OB61853A62D
AMENDMENT NO. 1 TO
AGREEMENT BETWEEN DOCUMENT & MICROFILM CONVERSION (DMC)
AND THE CITY OF MENIFEE FOR CITY OF MENIFEE: FY18/19 ON CALL DOCUMENT
SCANNING, INDEXING, AND QUALITY CONTROL SERVICES
This is Amendment No. 1 to that certain AGREEMENT for Professional Services
Agreement ("Agreement") made on by and between the City of Menifee ("City") and DOCUMENT
& MICROFILM CONVERSION (DMC) ("Consultant") for CITY OF MENIFEE: FY18/19 ON CALL
DOCUMENT SCANNING, INDEXING, AND QUALITY CONTROL SERVICES which
Amendment is made and entered into on August 27, , 2020 to extend the Term of
Services as indicated below:
1. Section 1.1, "Term of Services" is amended to read as follows:
1.1 Term of Services. The term of this Agreement shall begin on the April 3,
2019 and shall end on June 30, 2021 unless the term of the Agreement is otherwise
terminated or extended as provided for in Section 8. The time provided to Consultant
to complete the services required by this Agreement shall not affect the City's right to
terminate the Agreement, as provided for in Section 8.
2. All other terms and conditions of the Agreement remain in full force and effect.
DocuSign Envelope ID: E8BCOF28-CB38-432B-8D6A-9OB61853A62D
CITY OF MENIFEE
DocuSigned by:
0, �
Arman o Villa, City Manager
Attest:
DocuSigned by:
Sod , a, tt."av-"
Sara A. 'ar waring, City Clerk
Approved as to Form:
DocuSigned by:
[ ��4 t "", Gf� affbv"
Jeffrey T. Melching, City Attorney
DOCUMENT & MICROFILM CONVERSION (DMC)
DocuSigned by:
NO, 9�t.c{,(,u.s ") Pms('"
Mike c us ey, President
DocuSigned by:
Debi McClus ey, COO
Professional Services Amendment No. 1 with DMC
DocuSign Envelope ID: E8BCOF28-CB38-432B-8D6A-9OB61853A62D
10.3
C I%Ty C),
J�
MENIFEE
CITY OF MENIFEE
SUBJECT: Agreement for City Wide Document Scanning Services
MEETING DATE: April 3, 2019
TO: Mayor and City Council
PREPARED BY: Stephanie Roseen, Deputy City Clerk
REVIEWED BY: Sarah Manwaring, City Clerk
APPROVED BY: Armando G. Villa, City Manager
RECOMMENDED ACTION
1. Approve Professional Services Agreement with DMC, Inc. for document scanning
consulting services for a not -to -exceed amount of $100,000; and
2. Authorize the City Manager to approve up to three, one year amendments in the not -to -
exceed amount of $100,000 per year.
DISCUSSION
A Request for Proposals (RFP No. 2018-10) to provide comprehensive document scanning,
indexing and quality control services for the City was issued in February 2019. The intent of the
RFP was to obtain responses from professional firms specialized in scanning and quality
checking large volumes of records to digitize City records and to assist the City of Menifee in the
organization and centralization of its records into the electronic records repository, Laserfiche.
Centralizing City records into an electronic format will help significantly reduce costs associated
with the City's off -site storage facility, DocuTrust. With the lack of storage space for this growing
City each department has been diligently working on packing and storing boxes with DocuTrust
which increases City's cost. Once records have been properly scanned and quality checked the
need to retain the current volume of records in an off -site facility would be reduced.
A total of three RFP responses were received. An internal selection committee reviewed and
ranked the responses, on a number of factors, including but not limited to, qualifications of the
firm, proposed team/organization, proposed work plan, and proposed cost. DMC, Inc. has been
selected as the recommended firm to complete the requested document imaging services.
The objective of the professional services agreement with the selected consultant, DMC, Inc. is
to be able to quickly, accurately and efficiently scan high volumes of paper that vary in size into
the City's current records repository, Laserfiche. This will serve as the next phase of the City's
efforts to maintain and organize its records online to improve customer service by increasing
public transparency.
Packet Pg. 35
DocuSign Envelope ID: E8BCOF28-CB38-432B-8D6A-9OB61853A62D
10.3
City of Menifee Staff Report
Document Scanning Services
April 3, 2019
Page 2 of 2
The cost of these services are budgeted under the FY 18/19 Building and Safety Department
Budget and therefore they will be the first of the departments to scan all records into an
electronic format.
Staff from within the City Clerk's Department will work closely with DMC, Inc. in organizing all
efforts to inventory, organize and update the City's electronic records system.
Summary Cost of Proposals: February 18, 2019
Building & Safety
Building & Safety
Business size
Cost for Approx.
Large format
Cost for Approx.
documents*
115,000 Business
documents*
80,000 Large
Size Docs.
Format Docs.
DMC
$0.14
$16,100
$1.05
$84,000
The File Depot
$0.19
$21,850
$4.00
$320,000
GeoSpective
$2,300,000
$4,000,000
Technologies
$20.00
$50.00
*Cost per page
FISCAL IMPACT
The total cost, $100,000, will be funded from available funds within the FY18/19 budget, under
Account No. 100-4331-52800, and would not require an additional budget appropriation.
ATTACHMENTS
1. DMC Bid Proposal
2. 1819 CM- PROFESSIONAL SERVICES AGREEMENT (DMC)
Packet Pg. 36
DocuSign Envelope ID: E8BCOF28-CB38-432B-8D6A-9OB61853A62D
From: Margarita Corneio
To: Jeffery T. Melchina
Subject: Agreement Review Request:: Amendment No. 1 (Professional Services Agreement DMC (Document Scanning
Consulting Services)
Date: Tuesday, August 4, 2020 4:33:00 PM
Attachments: image008.p_ng
2019-04-03 Regular CC Agenda Packet.pdf
2021 CC PROFESSIONAL SERVICES AGREEMENT (DMC)(AMENDMENT NO. 1).docx
Good Afternoon Jeff,
Attached for your review is the proposed Amendment No. 1 to the existing Professional Services
Agreement with Document and Microfilm Conversion (DMC) for On Call Document Scanning,
Indexing, and Quality Control Services.
This agreement request is from the City Clerk's Office.
Also, please note Amendment No. 1 is for $100,000 (more than 10% and/or $25k of the original
contract). However, the City Manager was preapproved by Council action (attached 4-3-2020)
staff report to approve this amendment.
Can you please review and advise if this is ok to start routing for signatures or will require any
changes?
Thankyou!
Margarita Cornejo Financial Services Manager
Finance Department
City of Menifee 29844 Haun Road Menifee, CA 92586 (*Please note our new location!)
Direct: (951) 723-3716 City Hall: (951) 672-6777 Fax: (951) 679-2568
mcorneio(@cityofinenifee.us
Connect with us on social media:
V ffl� in