AgdaPkt 2019-08-26 Joint SA PFA - Laserfiche WebLink

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6.B. - Page 1 of 8 /<�ik Redwood CitylCallifornia Faunded 1867 Ago/ DATE: August 26, 2019 SUBJECT STAFF REPORT To the Honorable Mayor and City Council From the City Manager Amendment No. 1 to the agreement for professional services with Raycom Data Technologies, Inc., for the Microfilm and Microfiche Digitization Project RECOMMENDATION By motion, approve and authorize the City Manager to execute Amendment No. 1 to the Agreement for Professional Services with Raycom Data Technologies, Inc., for the Microfilm and Microfiche Digitization Project in the amount of $119,956.91 for a total contract amount of $228,215.21, and authorize the City Manager to increase the total contract amount, if necessary, up to 10% not to exceed $251,036.73. STRATEGIC INITIATIVE Government Operations BACKGROUND On June 25, 2018, the City Council approved a Professional Services Agreement with Raycom Data Technologies, Inc., to digitize the City's microfiche and microfilm libraries to improve access to Community Development permit records and police records pertaining to arrest, crime and traffic reports. As part of the RFP process, an initial estimate for the volume of microfiche and microfilm was provided. A contract amendment is required to cover the cost for the actual count of records that were digitized, which is larger than initially estimated, and to proceed with digitizing paper files related to permits, planning areas, maps and police records (see Attachment 1). To complete the project, a contract amendment of $119,956.91 is needed, bringing the total estimated cost from $108,258.30 to $228,215.21. A contingency of the total estimated cost is also requested to authorize the City Manager to increase the overall project budget by up to 10 percent as needed. City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 20