FROM:
Planning Department
SUBJECT:
Title
Approval of a Purchase Order with Complete Paperless Solutions for the digitization of planning project files for purposes of permanent records retention.
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RECOMMENDATION:
Recommendation
1. Authorize the Purchasing Division 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 $220,000 for the digitization of approximately 1.25 million sheets of Planning project paper files that are to be kept for permanent record retention; and,
3. Authorize the City Manager, or designee, to enter into 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 Planning Department maintains thousands of project files, most of which exist only in paper format and are currently stored both onsite and at an external facility. Many years of records have not yet been digitized, making research labor-intensive and time-consuming, particularly when staff must request an entire box from an offsite location for a single project file. Paper records, even when properly stored, deteriorate over time, creating risks of lost or damaged information and limiting the Department’s ability to provide efficient, business-friendly service.
Digitizing these records will preserve critical information and improve accessibility within the department’s Laserfiche repository, which has proven effective and reliable for long-term records retention.
Complete Paperless Solutions has extensive experience working with local governments and has successfully completed similar projects. The Planning Department proposes to piggyback on the City of Menifee’s competitively awarded RFP, following the same purchasing procedures used for the Building and Safety Department and the Fontana Police Department’s file digitization project.
Approval of a Purchase Order with Complete Paperless Solutions, at a total cost of $220,000, will ensure the preservation and accessibility of project files related to past, present, and future development. No additional funding is required, as the amount is already included in the Fiscal Year 2025-2026 budget under Object Account #10134100.8130 - Professional Services.
FISCAL IMPACT:
The total fiscal impact for this service is $220,000 and it is already included in the Fiscal Year 2025-2026 budget under Object Account #10134100.8130 - Professional Services.
MOTION:
Approve Staff Recommendations.