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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br /> <br />June 25, 2018 <br /> <br />SUBJECT <br />Professional Services Agreement with Raycom Data Technologies, Inc. for the Microfilm <br />and Microfiche Digitization Project <br /> <br />RECOMMENDATION <br />By motion, approve and authorize the City Manager to execute the professional <br />services agreement with Raycom Data Technologies, Inc. for the Microfilm and <br />Microfiche Digitization Project <br /> <br />BACKGROUND <br />As part of the City’s ongoing efforts to improve government operations and service <br />delivery, the City initiated a Request for Proposal to digitize the City’s microfilm and <br />microfiche libraries to improve access to permit records and police records pertaining to <br />arrest, crime and traffic reports. Presently, the City’s permit records are open to the <br />public at City Hall and are viewable by using one of the two microfiche machines. Hard <br />copies may be printed at 50 cents per page. The City’s microfilm is housed at the Police <br />Department headquarters. <br /> <br />ANALYSIS <br />Digitizing the City’s permit and police records is expected to reduce the time it takes for <br />staff and the public to look for and research documents. Once digitized, permit records <br />will be indexed by address and permit number and police records will be indexed by <br />case number. Digitized permit records would be accessible via the City’s Community <br />Geographic Information System (GIS) mapping platform (www.redwoodcity.org/gis), <br />providing easier access for staff and the public to research permit records online. <br />Digitized police records would be organized by case number and will provide Police <br />Department staff only with full-text search capabilities. <br /> <br />On February 9, 2018, the City received 11 responses to the RFP for the Microfilm and <br />Microfiche Digitization Project (see Table 1). Following extensive evaluation of <br />proposals and costs as well as performing interviews with top vendors, staff <br />recommends that the City Council authorize the City Manager to execute a professional <br />6.1.A. - Page 1