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CITY OF NORTH OLMSTED <br />RESOLUTION NO. 2013 - 94 <br />By: Mayor Kennedy <br />A RESOLUTION DISPENSING WITH THE RFP PROCESS AND <br />A UTHORIZING THE MA YOR TO ENTER INTO A CONTRACT <br />WITH RECORDS IMAGING SERVICE FOR THE PURPOSE OF <br />SCANNING AND INDEXING THE ENTIRETY OF CITY <br />COUNCIL'S LEGISLA TION AND MINUTES. <br />WHEREAS, legislation and minutes dating from the incorporation of the City of <br />North Olmsted is, in its present paper form, vulnerable to damage or decay; and <br />WHEREAS, technology now permits such records to be digitized, indexed and <br />otherwise made searchable via electronic means, including over the internet; <br />WHEREAS, City Council solicited proposals for scanning, indexing and hosting <br />its records and received multiple proposals; and <br />WHEREAS, City Council interviewed all candidates, fully participated in a in <br />person presentation and contacted multiple references for the vendors; and <br />WHEREAS, City Council believes that the best candidate to achieve the pro;ect is <br />Records Imaging Service; <br />WHEREAS, Records Imaging Service provided the following quotation: (1) <br />$8,275.00 to scan paper documents; (2) $85.00 per month to host the scanned documents <br />on a server; and (3) $4,233.00 for the LaserFiche indexing and search capable software. <br />WHEREAS, in accordance with the recommendation of the Council, it is the <br />desire of this Council to authorize the Mayor to enter into a contract with Records <br />Imaging Service for the purpose of scanning and indexing the entirety of City Council's <br />legislation and minutes, providing an off-site hosting location and further providing <br />sottware to render the records searchable. <br />NOW, THEREFORE, BE I'l RESOL VED BY THE COUNCIL OF THE CITY <br />OFNORTH OLMSTED, COIINTY OF CUYAHOGA, AND STATE OF OHIO: <br />SF.CTION 1: That the Mayor be and he hereby is authorized to enter into a <br />contract with Records lmaging Service. Said contract shall be in the form and substance <br />as the contract attached as Exhibit A, with such amendments as are not substantially <br />adverse to the City and which are approved by the Director of Law. The character of the <br />contract as not being substantially adverse to the City shall be evidenced conclusively by