Authorize the County's Purchasing Agent to execute an agreement with SyTech Solutions in an amount not to exceed $250,000 through June 30, 2022 to perform the initial scanning of CalWORKs files ($223,704) and non-CalWORKs files ($18,963) plus an additional amount ($7,333) should optional shredding or technical support services be desired. (No general fund impact) (Haynes/Pistochini)

Authorize the County's Purchasing Agent to execute an agreement with SyTech Solutions in an amount not to exceed $250,000 through June 30, 2022 to perform the initial scanning of CalWORKs files ($223,704) and non-CalWORKs files ($18,963) plus an additional amount ($7,333) should optional shredding or technical support services be desired. 

The County's Health & Human Services Agency's CalWORKs program produces a large volume of records each year.  Periodically, HHSA will seek to scan case files that are no longer active.  HHSA approached the Procurement Division to see if SyTech, a contractor providing document  scanning services to other County departments, can be utilized without conducting a competitive solicitation.  HHSA has a need to scan over 1,200 boxes of CalWORKs files and a smaller number of non-CalWORKs files.  SyTech will prepare the files for scanning, scan the files, perform quality control, index each file and then save the files in a County document storage system.

SyTech maintains a contract with the State of California for document scanning needs.  This state contract sets basic terms and pricing with SyTech and is available for local governments to utilize.  The State has negotiated the general terms and state pricing with SyTech and determined that it is competitive.  The County's Purchasing Agent has reviewed the state contract and confirmed that SyTech's proposal to the County is consistent with the State contract. 

The Board is requested to authorize the Purchasing Agent to enter an agreement not to exceed $250,000 with SyTech to perform the initial scanning of CalWORKs files ($223,704) and non-CalWORKs files ($18,963) plus an additional amount ($7,333) should optional shredding or technical support services be desired.

The Procurement Division coordinated with the Health & Human Services Agency to define and confirm the scope of work and confirm the availability of the funds.

The County will enter into an agreement with SyTech utilizing State of California's CMAS Contract 3-21-03-1013.  A CMAS contract, or California Multiple Award Schedule contract, is a competitively negotiated contract.  The State operates the CMAS program to streamline the procurement process to create a pool of contractors who offer products and services at prices that the State has assessed to be fair, reasonable, and competitive.  The County's Purchasing Agent reviews CMAS contracts to determine if their use is in the best interests of the County.  Due to the need to complete this project prior to June 30, 2022, the use of the SyTech CMAS contract is in the County's best interest to ensure the timely completion of the project.  Using the CMAS terms and unit pricing, the County will develop a county agreement for SyTech to perform the document scanning services for HHSA.