Title
Clerk of the Board recommending the Board:
1) Make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance, Contracting Out, that contracting out for document scanning services is in the public’s best interest due to the temporary or occasional nature and the schedule for the project or scope of work to be performed is not sufficient to warrant addition of permanent staff;
2) Approve and authorize the Chair to sign competitively bid Agreement 9430 with MetaSource to provide as-needed Document Scanning services for an initial term of three years with a compensation amount not to exceed $800,000; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 9430, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.
FUNDING: Various.
Body
DISCUSSION / BACKGROUND
In July 2024, the Clerk of the Board of Supervisors initiated Request for Proposal (RFP) 24-0032 for an Electronic Document Management System and Document Scanning. Some records, according to statute, must be retained in perpetuity while others have projected destruction schedules extending several years. These records are currently stored in Placerville, California, in the County’s Records Center, which is under the administrative purview of the Clerk of the Board of Supervisors. In September 2024 MetaSource was the successful proposer for both categories of the RFP. As a result, the Records Center Manager began negotiating for service with MetaSource.
Currently, the document management component of the digitization process is being covered under the County Information Technologies (IT) department AppXtender solution through Caltronics. It is anticipated that the electronic document management system will be merged under MetaSource in the future.
Under proposed Agreement 9430, MetaSource will provide all personnel, equipment, tools, materials, and services necessary to perfor...
Click here for full text