HomeMy WebLinkAbout13 - Document Archiving Services Contract Amendment and Related Budget AmendmentDecember 13, 2016
Agenda Item No. 13
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Kimberly Brandt, Community Development Director - 949-644-3232,
kbrandt@newportbeachca.gov
PREPARED BY: Dan Campagnolo, Systems & Administration Division Manager
PHONE: (949) 644-3231
TITLE: MetaSource, LLC Document Archiving Services Contract
Amendment and Related Budget Amendment
ABSTRACT:
An agreement with MetaSource, LLC (MetaSource) increasing the contract for document
archiving services related to building permits and construction plans. The Community
Development Department collects a records management fee at the time of permit
issuance to cover the cost of scanning oversized plans and related documents to be
archived in the City's electronic management system (Laserfiche).
RECOMMENDATION:
a) Find this action is not subject to the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines, because
it has no potential for resulting in physical change to the environment, directly or
indirectly;
b) Approve the contract amendment with MetaSource, LLC for document archiving
services to increase the "not to exceed" maximum to $160,000; and
c) Approve Budget Amendment No. 17BA-020 transferring $60,000 from the IT
Strategic Fund 765-300007 to Records Management Contracts 01050005-811048
and authorize the Mayor and City Clerk to execute the Amendment.
FUNDING REQUIREMENTS:
The current balance in the IT Strategic Fund 765-300007 is sufficient to fund the
requested $60,000.00 increase in the contract amount. This fund has been specifically
created to cover the cost of documenting archiving services. The fund's revenue source
is the City's Record Management fee which is assessed at the time of building permit
issuance; the current fee is $2.00 per plan sheet.
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MetaSource, LLC Document Archiving Services Contract Amendment and Related
Budget Amendment
December 13, 2016
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DISCUSSION:
The City collects a fee in conjunction with the issuance of building permits requiring
plans. The fee covers the cost of archiving all documents related to the development
process to ensure that the documents are readily available and easily accessible by
staff and the public alike. The purpose of the fund is to continue to provide document
archiving services and updating technology to assist with the retrieval of these
documents, which include planning applications, building permits, and construction
plans.
The Community Development Department currently has a three-year contract for
$100,000 with MetaSource, LLC. Due to the increased development activity over the
past two years, the contract's maximum spending limit on the agreement has been
reached. Staff requests that the spending limit be increased by $60,000 to cover
document archiving services until the end of the contract term, June 30, 2017. The
additional funds will also cover the scanning of remaining County of Orange
development files for Newport Coast and other past annexed areas.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The item appeared on the agenda for this meeting, which was posted at City Hall and
on the City website. This agenda item has been noticed according to the Brown Act (72
hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A - MetaSource, LLC Professional Services Agreement Amendment
Attachment B - Budget Amendment
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Attachment A
MetaSource, LLC Professional Services Agreement Amendment
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AMENDMENT NO. 3 TO
SERVICES AGREEMENT
WITH METASOURCE, LLC FOR
DOCUMENT ARCHIVING SERVICES
THIS AMENDMENT NO. 3 TO SERVICE AGREEMENT ("Amendment No. 3") is
made and entered into as of this 13th day of December, 2016 ("Effective Date"), by and
between the CITY OF NEWPORT BEACH, a California municipal corporation and
charter city ("City"), and METASOURCE, LLC, a Delaware limited liability company
("Contractor"), whose address is 12894 South Pony Express Road, Ste. 700, Draper,
Utah 84020, and is made with reference to the following:
RECITALS
A. On July 1, 2014, City and McClusky Companies, a California corporation doing
business as MCO -Document Imaging Solutions ("MCO") entered into a Service
Agreement ("Agreement") to perform scanning and indexing services for
documents retained by the City's Community Development Department
("Project").
B. On or about September 16, 2015, the assets of MCO, including the Agreement,
were sold to Contractor.
C. On January 11, 2016 the parties entered into Amendment No. 1 for City to
approve retroactive to the sale date of the Agreement, in writing, the sale of the
Agreement to Contractor, and to update the Notice provisions of the Agreement
to reflect the new information for Contractor.
D. On June 8, 2016 the parties entered into Amendment No. 2 to increase the total
compensation for the Agreement to account for the increased volume of work not
anticipated at the time of executing the Agreement.
E. The parties desire to enter into this Amendment No. 3 to increase the total
compensation for the Agreement to account for the increased volume of work not
anticipated at the time of executing the Agreement for records City is receiving
from the County of Orange for Newport Coast.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. COMPENSATION TO CONTRACTOR
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Contractor for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Scope of Work
and Schedule of Billing Rates attached as Exhibit A and incorporated herein by
reference. Contractor's compensation for all Work performed in accordance with this
Agreement, including all reimbursable items and subcontractor fees, shall not exceed
One Hundred Sixty Thousand Dollars and 001100 ($160,000.00), without prior written
MetaSource, LLC Page 1
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authorization from City. No billing rate changes shall be made during the term of this
Agreement without the prior written approval of City."
The total amended compensation reflects Contractor's additional compensation
for additional Services to be performed in accordance with this Amendment No, 3,
including all reimbursable items and subcontractor fees, in an amount not to exceed
Sixty Thousand Dollars and 001100 ($60,000.00).
2. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
MetaSource, LLC
Page 2
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IN WITNESS WHEREOF, the parties have caused this Amendment No. 3 to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNE 'S OFFICE
Date: I 1136176
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:'r By:
Aaron. C. Harp Diane B. Dixon
City Attorney Mayor
ATTEST:
Date:
0
Leilani I. Brown
City Clerk
MetaSource, LLC
CONTRACTOR: MetaSource, LLC, a
Delaware limited liability company
Date:
By:
Adam C. Osthed
President & CEO
Date:
By:
Randy H. Powell
Vice President & CFO
[END OF SIGNATURES]
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ATTACHMENT B City of Newport Beach
BUDGET AMENDMENT
2016-17
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from reserves
EXPLANATION:
NO. BA- 17BA-020
AMOUNT:J $60,000.00
Increase in Budgetary Fund Balance
ANDX Decrease in Reserves Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations for a contract amendment for additional document archiving services.
The funds will be coming from the IT Strategic Replacement Fund City Manager Assigned Reserve for this
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
765 300007
REVENUE ESTIMATES
Orq Object
EXPENDITURE APPROPRIATIONS
Description
IT Strategic/Replacement Fund
CM Assigned All Other
Description
Description
Org Number 01050005 CDD Admin
Object Number 811048 Records Management
Project Number
Project String
Signed: � 7 A �
�(�(/(/� � in ncial
Signed:
Adminisb
Signed:
Finance
Approval:
City Council Approval: City Clerk
Amount
Debit Credit
$60,000.00 *
* Automatic
$60,000.00
� a Date
I����
Date
Date
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