FROM:
Police Department
SUBJECT:
Title
Approval of a Purchase Order with Complete Paperless Solutions for the Digitization of Microfiche/Microfilm police reports and photographs.
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RECOMMENDATION:
Recommendation
1. Authorize the Purchasing Department to utilize the RFP 2024-16 contract awarded by the City of Menifee for document scanning services per Purchasing Policies and Procedure Manual 3.1.5 Non-Competitive Proposal; and
2. Approve a Purchase Order with Complete Paperless Solutions in the amount of $163,000 for the digitization and conversion of approximately 15,000 microfiche/microfilm police reports and photographs; and
3. Authorize the City Manager, or designee, to execute all related documents and take any actions necessary to carry out the intent of this approval.
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COUNCIL GOALS:
• Operate in a businesslike manner by improving services through the effective use of technology.
• Operate in a businesslike manner by correcting problems immediately.
DISCUSSION:
The Police Department maintains thousands of cases related to homicides and various other types of cases on microfiche/microfilm in file cabinets within the Police Department Records Unit. Over the years the microfiche/microfilm cards and tapes have aged and are deteriorating. The equipment to read the materials is outdated and difficult to locate. These challenges make it increasingly difficult for staff to access essential information while also posing long term preservations risks.
Digitizing the microfiche/microfilm records will ensure they are preserved and easily accessible within the departments Laserfiche repository. The department has used Laserfice for several years and it has proven to be both effective and reliable for long term record retention and access.
Complete Paperless Solutions has extensive experience working with local government agencies and has successfully completed similar conversion projects. The Police Department proposes to piggyback on the City of Menifee’s awarded RFP and contract with Complete Paperless Solutions, which was competitively bid and follows purchasing procedures consistent with the city’s requirements.
Digitizing the Police Departments microfiche/microfilm is necessary to preserve deteriorating records and improve access through Laserfice. Staff recommends approval of the Purchase Order with Complete Paperless Solutions for a total project cost of $163,000.
FISCAL IMPACT:
The total fiscal impact for this service is $163,000 and is not include in the 2025-26 Current Budget. One-time funding is being requested as part of the 2025/2026 mid-year request/report Org # 10140491.8130.
MOTION:
Approve Staff Recommendations.