Agenda

Return

C. 88

To:	Board of Supervisors
From:	David O. Livingston, Sheriff-Coroner
Date:	December 4, 2018

Contra

Costa

County

Subject:

Ricoh, USA, Inc.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 12/04/2018

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Sandra Brown 925-335-1553

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: December 4, 2018
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Sheriff-Coroner, or designee to execute a contract with Ricoh, USA, Inc., in an amount not to exceed $175,000 for scanning and indexing services for the term January 1, 2019 through December 31, 2021.

FISCAL IMPACT:

$175,000 General Fund; Budgeted.

BACKGROUND:

The Office of the Sheriff-Coroner will be moving out of 651 Pine Street in Martinez, and into the new Public Safety Building located at Muir Road and Glacier Drive in Martinez. The Office of the Sheriff-Coroner has a backlog of files currently kept at 651 Pine Street in Martinez that need to be scanned and cataloged in preparation for the move to the new building. Scanning of the nearly 2 million files will help to reduce the paper footprint of the Sheriff-Coroner and help the agency move to a digital filing system. Due to the amount of scanning needed to be conducted, it is imperative to have an outside contractor completed the work.

CONSEQUENCE OF NEGATIVE ACTION:

The Office of the Sheriff will be unable to scan the existing documents and reduce the paper footprint prior to the completion of the new Public Safety Building. Moving all existing paper documents would increase workload and reduce staff efficiency in the transition to a digital filing system.