Staff recommends award of a contract to DIS Technologies to scan to PDF all hard-copy Building Division documents (including plan sets, tech manuals, and permits) at a cost of $113,394.80.

The Building Division intends to convert all hard-copy documents to digital format prior to moving to New City Hall. Doing this will make records readily available to both staff and citizens in need of the data, require less storage space at the new facility, as well as comply with all state records retention laws. The scanning project will include collecting the plans and documents from their current location at the Miller Building and having them scanned, indexed, and destroyed after the City receives the digital files and approves them to be destroyed. Digital files will be saved and backed up in multiple locations as required by retention laws. 

The State of Montana is a participating agency in cooperative purchasing contract SPM15-2895P. Therefore, pursuant to MCA 18-4-402, the City may take advantage of the cost savings realized by the State's volume purchasing without further competition.

City Council may:

• Approve a contract award with DIS Technologies; or,
• Decline approval of the recommended action and provide further direction to staff.

The total price for the scanning project is $113,394.80.

The Building Division budgeted $75,000 in FY24 for digitizing plans prior to the move to New City Hall. Building Division reserves will cover the remaining contract cost.