TO: Mayor and Commissioners
FROM: Anthea Gianniotes, Development Services Department
THROUGH: Terrence R. Moore, ICMA-CM
DATE: July 9, 2024
Title
RESOLUTION NO. 27-24: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA APPROVING AN AGREEMENT WITH ADVANCED DATA SOLUTIONS, INC., FOR DOCUMENT SCANNING SERVICES PURSUANT TO INVITATION TO BID 2024-011 FOR UP TO $274,000 ANNUALLY FOR A FIVE-YEAR CONTRACT IN THE AMOUNT OF $1,370,000.
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 27-24 to award and Agreement to Advanced Data Solutions, Inc for Documents Scanning Services pursuant to Invitation to Bid No. 2024-011 in the amount of $274,000 annually for a Five-Year (5) total of $1,370,000; authorizing the City Manager to take all actions necessary to effectuate this Agreement; and for other purposes.
Body
Background:
Until e-Plans launched in November of 2022, all planning and permitting functions were carried out using paper applications and plan sets. These legal documents and public records must be archived and maintained. Digital scanning is imperative to maintain the integrity of the documents over time, reduce the physical area dedicated to document storage in the space-constrained building, and facilitate access to public records. The Building Division budgets funds each year for this effort. Files are scanned with meta-tags to allow records to be retrieved over time using various search fields, such as City file number (planning) or permit number (building), address, property control number, project name, etc. While the Development Services Department anticipates a full shift to digital applications in 2025, decades of paper permit and planning files exist. The Department is seriously spaced-constrained and Building Fund funding is budgeted in the Capital Improvements Plan to reconfigure the floor layo...
Click here for full text