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AI- 43223

Commissioners Court

Meeting Date:	06/12/2017
Digital Imaging FY18 contract renewal
Submitted By:	L'Cena Parsons
Department:	Information Technology
Request Type:	CONSENT	Agenda Area:	Contract Renewal

Information

Department Action

“Information Technology is requesting Commissioners Court to authorize the renewal of our current scanning services contract with Viatron. We will use Viatron to bulk scan our physical box inventory on a project-by-project basis not to exceed the approved budgeted amount.” This will allow for electronic documents to be available online to county users reducing the time to deliver paper documents from the Records Center to other county departments. Once scanned and verified we will schedule to shred the paper with the approval of the elected official.

Purchasing Department Action

Request Commissioners' Court consideration and any action regarding approval to renew RFP No. 2016-158 Digital Imaging Services at the same terms and conditions set forth in the agreement for the period October 1, 2017 through September 30, 2018. cw

FY2017 Expenditure to Date: $0.00

Two (2) Renewal Remaining.

HR and/or IT Action

Budget Department Action

Budgeted funds available upon adoption of the FY 2018 Budget for the renewal of RFP 2016-158 Digital Imaging Services with Viatron at the same terms and conditions for the period of October 1, 2017 through September 30, 2018. General Fund (001) and Records Management Fund (044).

Auditor's Office Action

Funds available in the General Fund and the County Records Management and Preservation Fund. Budget anticipated to be approved for FY 2018.

Commissioners Court

Digital Imaging Services (RFP No. 2016-158) with ViaTRON Systems, Inc. to extend the contract for one (1) year through and including September 30, 2018, Information Technology.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

$306,400

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-0630-411.64-06
2:	044-0630-411.64-06

Fund Transfers

Remarks:

Attachments
Court Order
Agenda 43223
Renewal Letter
1295 Form