TO: Mayor and City Council
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Heartland Business Systems for 2025/2026 Document Scanning Services in the Amount of $100,000.00
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BACKGROUND:
In continuation of the City’s multi-year initiative to digitize and modernize document management through Laserfiche, Heartland Business Systems (HBS) has been selected to continue document conversion services for 2025/2026. This follows successful back scan projects completed in 2023 and 2024 for Human Resources, City Clerk, and City Developments.
CONCLUSION:
The proposed services are essential to the City’s ongoing digital transformation and will enhance accessibility, searchability, and long-term preservation of records. The quote includes detailed tracking, quality assurance, and secure handling protocols. Pricing is as follows:
|
Service Type |
Rate |
|
Standard documents (≤11x17) |
$0.15 per image |
|
Large drawings |
$2.50 per drawing |
|
Water-damaged documents |
$0.28 per image |
|
Bound books |
$0.30 per image |
|
Unbound books |
$0.22 per image |
|
Travel Fee |
$200 per trip |
|
Boxing Fee (if needed) |
$5.00 per box |
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the October 1, 2025 meeting.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Three of these circumstances apply:
(b) Purchases for additions to and repairs and maintenance of equipment owned by the City which may be more efficiently added to, repaired or maintained by a certain person;
(f) Purchases when authorized by a concurring vote of two-thirds of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient Funds exist utilizing the Information Technology Capital Funds budget (Org
30040120; OBJ 523300; $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 2025/2026 document scanning services in the Amount of $100,000.00.
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