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CITY OF COLTON <br />AGENDA REP ORI <br />For PHASE Ill, it is anticipated that the Departments not allotted scanners will need to budget for this <br />item in subsequent years. At this time, the cost of purchasing a scanner and scanning license is— <br />estimated at $3,000. In addition, each Department will be responsible for obtaining sufficient staff to <br />scan in their documents. <br />FINANCIAL IMPACT: <br />The Utility Department is proposing to purchase in this fiscal year, the entire RAID system, along with' J <br />13 server licenses and 13 Questys Concurrent Network Licenses. The cost of the RAID system`? <br />includes the conversion of the City Clerk's disks, as well as technical support and training. The RAID` <br />system must be compatible, and able to interact with the existing equipment in the City Clerk's office. <br />*Funding from the Water/Wastewater <br />Administration Budget <br />(521-8300-8300-1010 and 1100) $34,599 <br />*Funding from the Water Budget <br />(521-81 00-81 01 -1010 and 1100) $40,023 <br />*Funding from the Wastewater Budget <br />(522-8200-8200-1010 and 1100) $18,159 <br />Total $92,781 <br />*There is one vacant position in Administration; two in Water and one in Wastewater. The L--1 <br />positions were fully budgeted, but are in the process of being filled and the salary savings from_ <br />these positions would be used to purchase the RAID system. <br />The Water and Wastewater Funds will purchase the RAID system this fiscal year. The cost of the,, <br />RAID system will then be allocated to the Electric Utility Fund in the amount of $23,217.75 and the <br />General Fund in the amount of $23,217.75 over the next two fiscal years. <br />In addition, the Utility Department has budgeted funds for FY99-99; FY99-00 and FY00-01 in the <br />Water/Wastewater Administration's Professional Services Account No. 521-8300-8300-2350 to pay`J <br />for the retention of a title company and for temporary staffing to scan its documents and maps. <br />RECOMMENDATION: <br />Staff recommends that City Council approve Decision Management Company, Inc. as the sole-,, <br />source provider and authorize the Utility Department to purchase the proposed Questys Text and <br />Image Management System in the amount of $92,781. <br />Research and Report Prepared By: Lorraine June, Administrative Analyst II and J <br />Teresa S. Delgado, Deputy City Clerk <br />PAGE 4 OF 4 <br />