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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Assessor-County Clerk-Recorder |
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DATE: |
June 5, 2003 |
BOARD MEETING DATE: |
July 15, 2003 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Warren Slocum, Assessor-County Clerk-Recorder |
SUBJECT: |
Agreement with ImageMax for Micrographic Services |
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Recommendation |
Adopt a resolution authorizing execution of an agreement with ImageMax for micrographic services, for a three-year period commencing June 1, 2003, in an amount not to exceed $100,000 per year. |
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Background |
Our office initially engaged ImageMax (formerly known as FileTrac Corporation) in 1992, to provide quality microfilming services to the Recorder Division pursuant to a request for proposal process. ImageMax has continued to provide quality services to date, under a series of contracts. Our current three-year contract, ending May 31, 2003, in an amount not to exceed $100,000 per year, resulted from a competitive Request for Proposal (RFP) process. |
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Discussion |
State law requires the Recorder to create a public record of certain transactions affecting title to real property. It accomplishes this through "microimaging," a process in which we digitally scan the document to create an electronic image file from which ImageMax can produce a microfilm copy. ImageMax couriers transport materials daily between its Hayward facility and our office. One copy of these films is available for public viewing on our service floor and the master is stored in our secure off-site archive. |
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Since we entered the current agreement in January 2000, recording volume began to rise in mid-2000, had doubled by December 2001 to some 1200 documents daily, and has held at that high volume or higher since then, and shows no signs of abating in the foreseeable future while low interest rates encourage mortgage refinancing. To keep up with this daunting workload and meet our legal obligation to record and index each document within two business days, it is critical that we maintain a reliable provider of corollary filming services. |
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In the January 2000 RFP process for the current contract, our purchasing agent directly notified eight vendors and published newspaper notice. Three vendors submitted timely proposals, and ImageMax was selected because it offered the lowest price, and met the other key criteria: ability to produce a complete and accurate product that meets or exceeds American National Standards Institute (ANSI) standards, and ability to meet production and delivery schedules. |
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Today, very few qualified providers remain in the market, due to the widespread adoption of digital imaging processes that has largely eclipsed the use of microfilm technology. Our Request for Proposal was issued on May 12, 2003, and ImageMax was the successful proposer, among 8 contenders, as detailed in Exhibit "A". The decision was based on lowest price for required services. |
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This agreement has been reviewed and approved by County Counsel. |
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Vision Alignment |
This agreement will secure cost-effective, quality services which are essential to the performance of the County's mandated mission. Thus, it will serve the County's commitment to a "responsive, effective and collaborative government," and its goals to "base government decisions on careful consideration of future impact, rather than temporary relief or immediate gain," and to "support and integrate the County vision and goals into their delivery of services." |
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Fiscal Impact |
There is no Net County Cost. Funding is included in the FY 2002-03 and FY 2003-04 budgets. |