SUBJECT
title
Consideration to approve a service agreement with Toshiba Financial Services, San Antonio, Texas, in a one-time amount of $63,431.00 utilizing Texas Department of Information Resources #DIR-CPO-4426 for the scanning services to be used by the Human Resources department. Funding is available in the General Fund-Human Resources Department and Risk Management Fund.
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PREVIOUS COUNCIL ACTION
N/A
BACKGROUND
On October 16, 2023, City Council approved for the use of State of Texas, Department of Information Resources (DIR) Cooperative contracts in which Toshiba falls under DIR contract number #DIR-CPO-4426. The Human Resources Department is in the process of converting all existing personnel files into electronic versions in order to ensure the safety and security of all personnel files.
Through this contract, Toshiba would provide a document imaging service that would convert paper files into a digital format. Based on the agreed upon business requirements, the contractor will provide the following:
? Solution Design (Develop Document Indexing Criteria).
? Inform the Client personnel on documents Pickup and Return requirements.
? This Statement of Service (SOS).
? Q/A Saas portal Activation and Configuration.
? User licenses for Q/A Saas portal access.
? (3) user licenses included.
? User Login credentials for Q/A Saas portal access
? Professional Services as defined in the SOS.
? User Acceptance Testing Recommendations.
This process will provide secure and quick access to all documents as needed.
COMMITTEE RECOMMENDATION
N/A
STAFF RECOMMENDATION
recommendation
It is recommended that this service agreement be approved.
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Fiscal Impact
Fiscal Year: 2024
Budgeted Y/N?: Yes
Source of Funds: Human Resources General Fund and Risk Management Fund.
Account #: Support Services 101-2010-513-55.88
Support Services 594-2060-513-55.88
Change Order: Exceeds 25% Y/N: ...
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