TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
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Award of Contract to Heartland Business Systems for Document Scanning in the amount of$100,000.00
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BACKGROUND:
In January of 2023, the City posted a request for qualifications for a Laserfiche value added reseller and document scanning vendor; the contract for document scanning was awarded to Heartland Business Systems (HBS).
CONCLUSION:
In 2023, Heartland Business Systems completed the back scan project for Human Resources and the majority of the City Clerk’s documents. In 2024, HBS will complete the back scan for the City Clerk and the Legal department documents. At the conclusion of the planned back scan projects, the next department(s) for Laserfiche implementation and back scan will be selected dependent on the subsequent department’s personnel availability and schedule.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the May 8, 2024 meeting.
In accordance with section 2-438 of the City of Joliet Code of Ordinances which states that purchases over $25,000.00 may be awarded without written specifications or bidding under certain circumstances. Three of these circumstances apply:
1. (a)Purchases which may only be practicably made from a single source;
2. (f)Purchases when authorized by a concurring vote of two-thirds (⅔) of the mayor and city council;
3. (g)Purchases of professional services.
Sufficient funds are available in the IT Capital Improvements Budget (ORG: 30040120, OBJ: 557700, $100,000.00)
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a contract to Heartland Business Systems for document scanning.
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