FROM:
City Clerk
SUBJECT:
Title
Approval of a Purchase Order with Complete Paperless Solutions for Digitization of Microfiche Building Permit Records
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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 $155,000 for the digitization and conversion of approximately 55,000 microfiche building permit records; 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.
DISCUSSION:
The City maintains thousands of historical building permits stored on microfiche, along with film and paper records housed in multiple cabinets throughout City facilities. Many of the microfiche cards are aging and deteriorating, and the equipment required to read them is outdated and difficult to maintain. These challenges make it increasingly difficult for staff to access essential permit information while also posing long-term preservation risks.
Digitizing these approximately 55,000 microfiche records will ensure they are preserved and easily searchable within the City’s Laserfiche repository. The City has used Laserfiche for several years, and it has proven to be an effective and reliable system for long-term records retention and access.
Complete Paperless Solutions has extensive experience working with local government agencies and has successfully completed similar conversion projects. The City proposes to piggyback on the City of Menifee’s recently awarded RFP and contract with Complete Paperless Solutions, which was competitively bid and follows purchasing procedures consistent with the City’s requirements.
Digitizing the City’s microfiche building permits is necessary to preserve deteriorating records and improve access through Laserfiche. Staff recommends approval of the Purchase Order with Complete Paperless Solutions for a total project cost of $155,000.
FISCAL IMPACT:
The total fiscal impact for this purchase is $155,000. Funding is included in the Fiscal Year 2025-2026 operating budget in Org# 10122000.8130.
MOTION:
Approve Staff Recommendation