Board Agenda - May 02, 2006

2. #3710, Microfilm/microfiche services

Presenter: Richard Matkin

Purpose: A - Request decision - closure required

Time: No time limit

Description:

This is a compliance proposal for the purchase of various microfilm and microfiche document recording services used by the District. This is the first year of a renewable proposal. A committee, with members from Records Management and Payroll, has reviewed nine proposals submitted for microfilm/microfiche services. These services are required for the long term retention of confidential records the District is required to keep. Upon completion of the reviews of the nine proposals, three vendors were selected for further evaluation. Following interviews, and site visits to the three selected companies, the lowest bidder (Vollmering Microfilming & Scanning, Inc.) for the per-image cost, is not recommended due to security of the premises and the outsourcing of some of the processing. Of the two remaining proposers, Lason is recommended as the Primary vendor. Although Lason was more expensive the recommendation is based on the consistent, comprehensive, and thorough attention to detail which reinforces the objective of securing microfilm/microfiche services which will be the most advantageous for Plano ISD records. Lason has established itself as a reputable vendor through previous microfilm/microfiche services with Plano ISD. The attention to detail presented, supports their ability to provide the services in a well-documented and secure environment protecting the confidential information that may be contained in the records according to both State and Federal laws in effect at any time. Document recording is critical to the District, therefore, Scan Data is recommended as the secondary vendor. This will ensure uninterrupted service.

Recommendation:

The Administration recommends that the following vendors be awarded: Lason Primary Vendor Scan Data Secondary Vendor

Business Impact:

Estimated Value: $50,000.00. Budget/Financial Implication: Records Management Budgets; Payroll Budgets. Evaluation Criteria: Purchase Price; Quality of Goods or Services; Vendor Reputation; Best Meets the Needs of the District.

Summary:

Appendix:

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