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| ARF- 3487 |
Regular Agenda Item 2. C.
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| Regular BOS Meeting-Revised |
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| Information |
| Request/Subject |
| Request to Advertise: Request for Proposals Rebid - No. 092815 - Document Scan Conversion for the Gila County Recorder's Office. |
| Background Information |
Currently the Gila County Recording System, Eagle, has data available to the public from 1985 to current, and images of recorded documents 1998 to present. This project will enhance the data available to the public with data and images from 1969 to present.
In May 2015, staff issued a Request for Proposals (RFP) for the Document Scan Conversion project for the Recorder's Office. The RFP was sent to six vendors. Eight additional vendors downloaded the RFP from the Gila County website. Three addenda were issued in response to questions received from various plan holders. Proposals were received from five plan holders. One of the five proposals received was withdrawn by the vendor prior to bid opening. The remaining four proposals were opened in a public setting on June 25, 2015, in accordance with A.R.S. §41-2533, Competitive Sealed Bidding.
Upon extensive review of the RFP responses received, and due to the significant variation in the proposal amounts, staff recommended to the Board of Supervisors at the August 4, 2015 Board of Supervisors' regular meeting, to reject all bids. The Board voted unanimously to approve the recommendation and directed staff to prepare a new RFP with a detailed, restructured, scope of work. |
| Evaluation |
This project will allow the public, other government agencies and departments, and businesses the ability to research documents from 1969 to present. With the microfilm scanned and uploaded onto two USB hard-drives, it will put another disaster recovery option in place.
A new RFP with a detailed, restructured, scope of work has been prepared by the Recorder's Office. Staff is confident that with the new, detailed, restructured scope of work and a new evaluation format, the vendor responses will come in with pricing that will allow the evaluation committee to select the lowest, most qualified and most responsive and responsible bidder, per state statute. Upon approval from the Board of Supervisors, RFP No. 092815 will be published in the December 23, 2015, and December 30, 2015, editions of the Arizona Silver Belt, as well as downloaded onto the Gila County website. |
| Conclusion |
| This project is the next step in providing electronic information to the public and other agencies. It will also secure another disaster recovery option that will keep our original microfilmed documents secure. |
| Recommendation |
| The Recorder and the Finance Division Director recommend that the Board of Supervisors authorize the advertisement of Request for Proposals Rebid - No. 092815 - Document Scan Conversion for the Gila County Recorder's Office to be published for two (2) consecutive weeks in the Arizona Silver Belt newspaper. |
| Suggested Motion |
| Information/Discussion/Action to authorize the advertisement of Request for Proposals Rebid No. 092815 - Document Scan Conversion for the Gila County Recorder's Office. (Jeff Hessenius and Sadie Jo Bingham) |
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