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• <br /> �SU"uY 'S`�r City of Sunny Isles Beach <br /> _ � <br /> ,t"). _ , 18070 Collins Avenue <br /> ` L Sunny Isles Beach, Florida 33160 <br /> %F D97.•F •6-ck% sc. (305)947-0606 City Hall <br /> e' ` ox sut+ /'`'') (305)949-3113 Fax <br /> MEMORANDUM <br /> TO: The Honorable Mayor and City Commission <br /> VIA: Christopher J. Russo, City Manager <br /> FROM: Clayton L. Parker, Building Official. <br /> DATE: 7/18/2013 <br /> RE: Agreement with Blue Digital Corp. for Document Imaging Services <br /> for the Building Department <br /> RECOMMENDATION: <br /> It is recommended that the City Commission approves the attached resolution to <br /> enter into an agreement with Blue Digital Corp. for Document Imaging Services <br /> for the Building Department in an amount not to exceed $248,900 as follows: <br /> • A one-time amount not to exceed $222,900 for scanning of Phase 2 (large <br /> format plans), Phase 3 (Permitting files stored in 2 rooms on the 3rd floor), <br /> and Phase 4 (un-scanned documents in the 1st floor storage area) <br /> • Annual amount not to exceed $26,000 for scanning of plans and permitting <br /> documents issued each fiscal year. <br /> REASONS: <br /> Over the years the Building Department has accumulated great amounts of <br /> permitting records which have gradually depleted all available storage space on <br /> the 3rd floor, as well as a significant area on the 1st floor, which is also shared by <br /> all City Departments. To resolve this problem, staff has developed a four (4) <br /> phase plan to digitize all documents in the Building Department. <br /> • Phase 1: Digitization of all permitting documents as they are issued on a <br /> weekly basis. <br /> • Phase 2: Digitization of the large format sets of plans stored on the 3rd floor <br /> Agenda Item No.IOG <br /> Date 7/18/2013 <br /> 119 <br />