Title
Data Imaging Services from Anacomp, Inc. (NB)
Explanation
In order to satisfy GRU's need to store and access historical billing information, billing registers, cash receipts, and purged records, GRU entered into an agreement with Anacomp, Inc., as a specified source, for the migration of these records to microfiche in June 2001. GRU provides computer tapes to Anacomp which transposes the data to the format required. As technology changed, the service was modified to provide the data on CD-ROM for subsequent transfer to a computer for retrieval using an application provided by Anacomp. During the term of the contract, the annual purchase order(s) for these services have not met the threshold for City Commission approval. We are currently in the process of implementing a system that will enable us to directly store the records on our computer systems. At that point we will no longer require Anacomp's services. Because we expect the services to only be required for the remainder of this fiscal year, staff recommends continuing the current arrangement with Anacomp.
GRU is implementing an imaging program that will allow staff to store the records directly on GRU's computer system. The implementation is expected to be completed by the end of the fiscal year and will eliminate the need for the contract with Anacomp.
In December 2003, GRU issued a purchase order to Anacomp for the data imaging services in the amount of $25,000. An additional $16,600 is required to continue these services for the remainder of FY 2004.
Recommendation
The City Commission approve a Change Order to a purchase order issued to Anacomp, Inc. for archiving data images to CD-ROM in the amount of $16,600 (new Not-To-Exceed amount $41,600).
Fiscal Impact
Funds for these purchases are available in GRU's FY 2004 budget for operations and maintenance.
Drafter
Prepared by: George T. Arola, Information Systems Director
Submitted by: Michael L. Kurtz, General Manager