FROM: James D. Herberg, General Manager
Originator: Lorenzo Tyner, Assistant General Manager
SUBJECT:
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REPROGRAPHICS AND DOCUMENT SERVICES FOR PREVIOUSLY CONSTRUCTED PROJECTS
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Authorize a Purchase Order Contract with ARC Document Solutions, LLC for document scanning, indexing, and hyperlinking services per County of Orange Master Contracts #RCA MA-017-16010366, for an amount not to exceed $125,000; and
B. Approve a contingency of $15,000.
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BACKGROUND
As part of the General Manager's FY 2021-22 Work Plan for a paperless office and in preparation for staff to move to the new Orange County Sanitation District (OC San) Headquarters building, there is a need to make the electronic engineering drawings more efficient to navigate. Currently, access to paper engineering drawings is available. Once the Headquarters building is completed, these paper documents will be moved to offsite storage, making them difficult to access.
To efficiently navigate the electronic engineering drawings, technology known as hyperlinking is used to make navigation more efficient. Hyperlinking makes it quick and easy to move from one location in a file or page to another by clicking on a link. This technology is currently being used for new and recently completed projects, but there is a need to implement this on a portion of important past projects. All of the digital files will also be incorporated into Laserfiche, OC San's new trusted system.
RELEVANT STANDARDS
* Participate in local, state, and national cooperative purchasing programs
* Ensure the public's money is wisely spent
* Protect OC San assets
PROBLEM
Efficient and easy access to the drawings is necessary to plan construction and conduct maintenance. Due to the limited storage space at the new Headquarters building, the physical/hard copy paper engineering drawings cannot be moved there.
PROPOSED SOLUTION
S...
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