Agenda Item Name:
Title
Budget Amendment and Change Order 1 to Purchase Order 2021-00001264, to ImageStoreHouse, in the amount of $170,213.12, for scanning services to convert paper to digital and storage for Growth Management.
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Presenter:
Missy Daniels, 352.5249 ext. 2364/Larry Sapp, 352.374.5202
Description:
ImageStoreHouse, Budget Amendment and Change Order 1 to Purchase Order 2021-00001264.
Recommended Action:
Recommended Action
Approve the Budget Amendment and issuance of Change Order 1 to Purchase Order 2021-00001264, to ImageStoreHouse, in the amount of $170,213.12, for scanning services to convert paper to digital and storage for Growth Management. The revised Purchase Order total is $209.046.84. 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:
September 8, 2020, Board approved Change Order 3 to Purchase Order 20-646 in the amount of $25,000.00, for a revised Purchase Order total of $255,000.00. Change Order 2 reduced the total by $25,000.00.
March 10, 2020, Board approved Change Order 1 to Purchase Order 20-646, in the amount of $240.000.00, for a revised Purchase Order total of $255.000.00.
August 3, 2019, Board approved Change Order 2 to PO 2019-1056, in the amount of $225,000.00, for a revised Purchase Order total of $259,733.00. 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
Sufficient budget exists in account 410.65.6511.524.49.00 Building Inspections/Permitting to cover the increase.
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Background:
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 were being stored at Iron Mountain and we have been able to either have them scanned or removed from Iron Mountain to the Growth Management building so we are no longer be paying for storage at Iron Mountain. The age and condition of the files has increased the time to complete this process.
Original Purchase Order: $ 38,833.72
Change Order #1: $170,213.12
Revised Purchase Order Total: $209.046.84
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.