F L O R I D
. CONSENT AGENDA
Mayor Richard T. Crotty
and the Board of County Commissioners
Iaw/iny Richardson, Manager, Purchasing and Contracts Division
CONTACT: Louis Schoolkate, County GIS Coordinator, Growth Management Department
Re-Award of Invitation for Bids Y8-183-PD
Document Scanning/Imagingof Hardcopy Information
Approval to re-award Invitation for Bids Y8-183-PD, Document Scanning/Imaging of
Hardcopy Information, to Advanced Data Solutions, for a 1-year term contract
renewable for four additional years by the Purchasing and Contracts Division in the
estimated annual contract amount of $474,217.25. The Growth Management
Department anticipates that the entire annual contract amount will be used. The final
contract amount may be less than or greater than the award amount based on the rate of
usage. The Growth ManagementDepartmentconcurs with this recommendation.
This contract will provide scanning/imaging services for various documents, including
indexing and associated work to process hardcopy documents into digital formats. Also
included is the conversion of microfilm and microfiche to digital formats. The files
consist of permit applications, plat plans, engineering calculations, notice of
commencement forms, termite certification forms, construction plans and final surveys.
This service will allow for the efficient retrieval of information by staff and by the
public, thereby reducing research costs. It will also reduce the need for onsite and
ofisite document storage. This service will be used for bulk scanning as required by the
Growth Management, Public Works and Utilities Departments.
The Board approved the award of Invitation for Bids Y8-183-PD on March 18, 2008
o the low responsive and responsible bidder, M.A.S. Solutions and Services. The
contract was awarded on April 14, 2008 in the estimated contract amount of
$271,687.18. However, since the contract award M.A.S. Solutions and Services has
not been able to provide the full range of services required under this contract.
Consequently the contract with M.A.S. Solutions was terminated effective December
18, 2008. The second low bidder, PDF Solutions, is no longer in business. For the
reason stated above, it is recommended to re-award the contract to Advanced Data
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