COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Department

DATE:

November 3, 2005

BOARD MEETING DATE:

November 15, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Charlene A. Silva, Director of Health Department

Brian Zamora, Director of Public Health & Environmental Protection

SUBJECT:

Agreement With SyTech Solutions, Inc.

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board to execute an agreement with SyTech Solutions, Inc. for document scanning services for the term of

October 1, 2005 through September 30, 2008 in the amount of $150,000.

VISION ALIGNMENT:

Commitment: Ensure basic health and safety for all.

Goal #7: Maintain and enhance the public safety of all residents and visitors.

The agreement with SyTech Solutions, Inc. (SyTech) contributes to this commitment and goal by ensuring that records that San Mateo County Environmental Health is required to maintain indefinitely are readily available to Environmental Health staff and the public.

Performance Measure:

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Percent of documents scanned accurately as verified through County quality control process

95%

98%

BACKGROUND:

The Environmental Health Division (Division) is required to maintain extensive records for its various programs. Approximately 15-20% of the Division’s office floor space is used for file storage. Over the years, it has become necessary to expand file storage to remote locations in the office-building basement and in other facilities. This method of file storage is time-consuming, promotes misplacement and loss of records, and often makes it difficult to promptly access needed records.

Electronic document storage (scanning) processes have been refined and have become economically feasible. The use of this technology reduces the amount of space necessary for file storage, the amount of work it takes to manage the files, and can result in immediately accessible and more accurate information.

DISCUSSION:

In FY 2004-05, the Division obtained funding from the State of California for a scanning project. The Division implemented a pilot project to scan closed Groundwater Protection Program files. In the fall of 2004, the Division advertised a Request for Proposal for document scanning services. SyTech was selected based on their proposal, which demonstrated their ability to perform the required services. The County Manager approved a small-scale, short-term contract for the pilot project. The pilot project was successful and has demonstrated that files can be successfully scanned and made more readily available to both staff and the public.

Following the completion of the pilot scanning project, the Division identified three programs that are required to maintain files for an indefinite period of time. These programs were previously included in a scanning feasibility study conducted by County ISD. The Division desires to enter into a new agreement with SyTech to expand the scanning project to include scanning the following files: Groundwater Protection Program open sites, Land Use and Hazardous Waste files. The RFP conducted for the pilot project is effective for 3 years.

County Counsel has reviewed and approved the Resolution and Agreement as to form, and Risk Management has reviewed and approved the Contractor’s insurance coverage. County ISD has reviewed and approved the project. This project is consistent with the County ISD Electronic Document Management Policy and the Health ITSP.

FISCAL IMPACT:

The term of the agreement shall be from October 1, 2005 through September 30, 2008. The maximum amount payable under this agreement shall not exceed $150,000. An appropriation of $50,000 for FY 2005-06 is included in the adopted budget. The appropriation for FY 2006-07, FY 2007-08 and FY 2008-09 will be $44,440, $44,440 and $11,120 respectively, and will be covered with fees charged for services.

Exhibit A

SyTech Solutions, Inc

Request for Proposal Matrix

1.

General Description of RFP

Request for Proposal for Scanning Services

2.

List key evaluation criteria

Cost and Service

3.

Where advertised

Mailed request to 13 contractors

4.

In addition to any advertisement, list others to whom RFP was sent

• BMI Imaging Systems

• Microbiz

• Fong Brothers

• Hatcher Press

• Essence Printing

• Total Information Management

• Lasky Printing

• California Reprographics

• Information Imaging Corp.

• Forte Press Corporation

• SyTech Solutions, Inc.

• Fong Brothers

• Magic Press

5.

Total number sent to prospective proposers

13

6.

Number of proposals received

5

7.

Who evaluated the proposals

• Greg Smith, Program Coordinator Groundwater Protection Program

• Steve Hartsell, Program Supervisor Groundwater Protection Program

• Lorraine Lew, Health Services Manager

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

• BMI Imaging Systems, Sunnyvale

• California Reprographics, San Carlos

• Fong Brothers, Brisbane

• Forte Press Corporation, Burlingame

• SyTech Solutions, Inc., Sacramento