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services agreement with Raycom Data Technologies, Inc. to complete the project. <br />Raycom stood out as having extensive experience working with public and law <br />enforcement agencies including the Town of Atherton, the Sacramento County Sheriff’s <br />Department, Los Angeles County Sheriff’s Department and at least 25 other public <br />agencies and institutions in California. <br /> <br />Table 1: List of Potential Vendors <br /> <br />Vendor Location Total <br />Crowley Frederick, MD $183,680 <br />Digital Archive Technology Torrance, CA n/a* <br />doc2e-file, Inc. Houston, TX $179,895 <br />DocuTek, Inc. Lakewood, CO $85,673 <br />ECS Imaging, Inc. Concord, CA $245,624 <br />FutureNet Group, Inc. Detroit, MI n/a* <br />GRM Information Management Services of California, LLC Fremont, CA $75,300 <br />Hines EDM Roseville, CA $97,812 <br />ImageNet Alameda, CA n/a* <br />Raycom Data Technologies, Inc. El Segundo, CA $108,260 <br />ViaTRON Systems, Inc. Los Angeles, CA $69,760 <br />*Total estimated project cost not provided or incom plete. <br /> <br />As part of the RFP, the City asked potential vendors to scan the microfilm by reel rather <br />than by individual case number (each reel can contain over a thousand case numbers). <br />The City also added that vendors, given their expertise in this area, may suggest <br />technical or procedural innovations that could provide the City with better service <br />delivery. During the interview process, Raycom highlighted the potential tradeoffs to the <br />City in terms of upfront costs versus ongoing staff time for retrieving digitized files based <br />on the method of scanning selected by the City. Essentially, it would cost the City less <br />money upfront to scan microfilm in bulk by reel rather than by individual case number, <br />but on an ongoing basis could take longer for staff to research and retrieve specific case <br />files which could cost the City more in staff time. Raycom’s focus on the end-to-end <br />user experience, their broad experience with public agencies, the security training and <br />certifications of their staff, the server and data protections to be administered and their <br />proposed cost estimate and timeframe for completion are what lead staff to select this <br />vendor. The total estimated cost for the project is $108,260. The estimated timeframe <br />for completion is 6 to 9 months for permit records and 5 to 7 months for police records, <br />respectively. <br /> <br /> <br /> <br />6.1.A. - Page 2