Agenda

Back to Calendar Return

Regular Agenda Item 4. K.

Regular BOS Meeting

Meeting Date:	03/21/2023
Submitted For:	Michael Roybal	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2023	Budgeted?:	Yes
Contract Dates Begin & End:	06-30-23	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Approval to use State Contract No. CTR059886 with MicroAge for the purchase of 55 New Fujitsu ScanSnap iX1400 scanners.

Background Information

The County is moving to a digital environment and away from paper storage. This initiative will work to eliminate storage cabinets of paper and make document retrieval quicker for employees and constituents. It is the intent of this purchase to provide the Sheriff’s Office document scanners allowing the digitization of all paper documents.

On September 6, 2022, the Board of Supervisors approved funding for Information Technology digitization purchases.

Evaluation

The Sheriff’s Office (SO) is requesting 55 new Fujitsu ScanSnap iX1400 document scanners, using digitization funds. The scanners will be purchased through a state contract.

These scanners will reside on the user’s desktop making them immediately available to scan documents onto network-shared drives or into systems such as Spillman. By standardizing to one model scanner for the SO (and the County), all employees will be familiar with their functionality, therefore, making them usable by any employee at any desk.

There are no cons to these new scanners, other than cost and initial setup for each user.

Conclusion

The Sheriff's Office and Information Technology Department Director recommend the purchase of new document scanners to provide support for the County’s digitization initiative for Officers, County employees, and constituents.

Recommendation

The Sheriff's Office and Information Technology Department Director recommend that the Board of Supervisors approve the use of State Contract No. CTR059886 for the purchase of 55 new Fujitsu ScanSnap iX1400 document scanners for $25, 224.28.

Suggested Motion

Information/Discussion/Action to approve the use of State Contract No. CTR059886 with MicroAge in the amount of $25,224.28 for the purchase of 55 new Fujitsu ScanSnap iX1400 document scanners. (Carrie Bartling)

Attachments
Contract Agreement CTR059886
Quote 1594044