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GOVERNMENT F   L   O   R   I   D A Interoffice  Memorandi I .  CONSENT AGENDA COUNTY ADMINISTRATOR 2 February 4,2008 TO: Mayor Richard T. Crotty and the Board of County Commissioners FROM: Iaw/iny Richardson, Manager, Purchasing and Contracts Division CONTACT:    Louis Schoolkate, County GIS Coordinator, Growth Management Department PHONE: 407-836-5304 SUBJECT: Re-Award of Invitation for Bids Y8-183-PD Document Scanning/Imagingof Hardcopy Information RECOMMENDATION: 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. PURPOSE: 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. DISCUSSION: The Board approved the award of Invitation for Bids Y8-183-PD  on March 18, 2008 t 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 64

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