Agenda Item Name:
Title
Change Order #3 to Purchase Order 2020-00000646, to ImageStoreHouse, in the amount of $25,000.00, for scanning services to convert paper to digital and storage for Growth Management. The revised Purchase Order total is $255,000.00
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Presenter:
Missy Daniels, 352.5249 ext. 2364/Larry Sapp, 352.374.5202
Description:
ImageStoreHouse Change Order #3 to Purchase Order 2020-00000646
Recommended Action:
Recommended Action
Approve the issuance of Change Order #3 to Purchase Order 2020-00000646, to ImageStoreHouse, in the amount of $25,000.00, for scanning services to convert paper to digital and storage. The revised Purchase Order total is $255,000.00.
Pricing per CNT Clay County Bid 2019/2020-1 DOCUMENT SCANNING SERVICES in accordance with prices, conditions, and specifications.
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Prior Board Motions:
March 10, 2020, Board approved Change Order #1 to Purchase Order 20-646, increasing the PO to $240.000.00.
August 3, 2019, Board approved Change Order #2 was approved to increase PO 2019-1056 to $259,733. Of which, $31,653.97 was spent before purchase order was cancelled. Purchase Order 2020-00000646 is continuation of scanning project.
Fiscal Consideration:
Fiscal Consideration
Available budget $25,769.96, is sufficient account in 410.65.6510.524.49.00 to cover $25,000 change order in Codes Enforcement Fund.
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Background:
This change order is intended to restore the purchase order to the amount previously approved by the Board. A previous change order reduced the purchase order by $25,000 to accommodate other necessary purchases and limited budget. However, additional budget was added during the mid-year review, allowing for this purchase order to return to its previous encumbrance amount. Due to the purchase order amount exceeding $50K, it requires Board approval.
In August of 2017, the Growth Management department started a process of converting old files that were deteriorating and becoming unusable to digital images. Most of these files are currently being stored at Iron Mountain and once the scanning is complete, we will no longer be paying for storage at Iron Mountain.
Original Purchase Order: $ 15,000.00
Change Order #1: $240,000.00
Change Order #2: $- 25,000.00
Change Order #3: $ 25,000.00
Revised Purchase Order Total: $255,000.00
This purchase is exempt from the County's competitive bidding requirements pursuant to Section 22.3-302(12) of the Alachua County Procurement Code, Procurement of Supplies or Services under Contract with federal, state, or municipal governments or any other governmental agency or political subdivision provided the vendor extends the same terms and conditions of the Contract to the County. However, since the dollar amount of the purchase exceeds the purchasing authority of the Procurement Manager, this Purchase Order is being submitted for Board consideration and approval.