Laserfiche WebLink
6.B. - Page 2 of 8 <br />ANALYSIS <br />Digitizing the City's microfiche permit files and police records is expected to reduce the time it takes for <br />staff and the public to access archived documents. The estimated completion of this project is spring <br />2020. <br />Estimated quantities for digitizing the City's microfilm and microfiche libraries were provided as part of <br />the initial scope for the project. Upon scanning the files, Raycom determined that the actual quantities <br />exceeded the estimates from the scope of work. The unanticipated increase in items needing scanning <br />are due to aperture cards containing multiple images, the work required to separate and orient images, <br />and microfilm rolls that contained nearly double the number of images of the initial estimate. <br />FISCAL IMPACT <br />The estimated cost to cover the actual count of microfiche and microfilm records plus the digitization of <br />paper files related to permits and police records is $119,956.91. The original agreement was in the <br />amount of $108,258.30, bringing the aggregate amount of the proposed contract value to $228,215.21. <br />Staff also recommends authorizing the City Manager to approve up to a 10 percent contingency to <br />increase the project's total budget as needed. <br />Staff will submit a FY 2019-20 Mid -Year Budget Amendment to cover the contract amendment and <br />contingency, if needed. There is no anticipated impact to the General Fund; funding for this project will <br />come from revenue from forfeited construction and demolition debris deposits. <br />ENVIRONMENTAL REVIEW <br />This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA <br />Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably <br />foreseeable indirect physical change in the environment. <br />PUBLIC NOTICE <br />Public Notification was achieved by posting the agenda, with the agenda items being listed, at least 72 <br />hours prior to the meeting <br />ALTERNATIVES <br />1. Modify the scope of work and approve the Amendment. <br />2. Do not approve the Amendment. <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore <br />21 <br />