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AGENDA ITEM <br />Prepared By: A.Carlson Reviewed By: DJR Approved By: DJR <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />1. Purpose. Consider approving the purchase of a ScanPro 2200 Microfilm Scanning System to assist <br />staff with the conversion of Microfilm slides to electronic files. <br /> <br />2. Background. Temporary Personnel began converting paper documents to electronic files in 2015 <br />and are nearing completion with the property address files. There are Microfilm slides (16mm & 35mm) <br />found within the majority of the property address files that will require a Microfilm scanner to complete <br />the conversion of files. In addition, there are thousands of other documents including minutes, packets, <br />etc. that are currently kept on Microfilm that will also need to be converted by a Microfilm scanner. <br /> <br />The City Clerk sought after quotes for Microfilm conversion services, equipment rentals, and a scanner <br />purchases. All estimated quotes received for Microfilm conversions services and rentals have come in <br />considerably higher than anticipated. <br /> <br />Based on the amount of time spent to-date on the conversion project, staffing needs, and proper records <br />management, staff feels that purchasing a scanner outright is the best solution for the City. <br /> <br />3. Cost. The table below shows each option for conversion of Microfilm. MidAmerica’s quote to <br />purchase a scanner is $9,570.00. <br /> <br />Company Description Estimated Quote <br />Indigital Scanning Services (Indexing provided) $ 190,332.00 <br />SideKick Scanning Services $ 98,848.00 <br />MidAmerica Scanning Services $ 68,777.28 <br />Indigital Scanning Services (No Indexing) $ 51,912.00 <br /> <br />Crowley 3 Month Rental $ 22,100.00 <br />NextScan 3 Month Rental (Onsite) $ 21,760.00 <br />NextScan 3 Month Rental (Remote) $ 18,060.00 <br />MidAmerica Leasing Option Per Month for Year 1 $ 468.93 <br /> Leasing Option Per Month for Year 2 $ 329.65 <br /> Leasing Option Per Month for Year 3 $ 280.59 <br /> <br />MidAmerica ScanPro 2200 Scanner $ 9,570.00 <br /> <br />4. Funding. This purchase will be funded through the Information Technology (IT) Fund, which is a <br />new fund that was created for 2019. <br /> <br />5. Staff Recommendation. Staff recommends that the City Council approve of the purchase of the <br />ScanPro 2200 Microfilm Scanning System for $9,570.00. <br /> <br />COUNCIL ACTION REQUESTED <br />Item No.: 8 Date: October 14, 2019 <br />Item Description: Approve Purchase of ScanPro 2200 Microfilm Scanning System <br />Presenter: Dustin Rief <br /> City Administrator <br /> Agenda Consent Agenda