Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract No. 6004352 to piggyback City of Detroit Contract 6002088 with Bluepoint International, LLC for as-needed digital imaging and scanning services for a total contract amount not-to-exceed $160,000 and a term of four years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of April 20, 2022
Item No.: 22-0766
Contract No: 6004352
Contractor: Bluepoint International, LLC
28501 Ryan Rd., Suite A, Warren, MI 48092
Contract Amount: $160,000
Contract Term: 5/1/22 - 4/30/26 (4 years)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed DWSD Contract No. 6004352
As-needed digital imaging and scanning services for all DWSD facilities
Bluepoint International, LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract No. 6004352 to piggyback City of Detroit Contract 6002088 with Bluepoint International, LLC for as-needed digital imaging and scanning services for a total contract amount not-to-exceed $160,000 and a term of four years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
The DWSD Legal, Executive & Human Resources Departments have inactive files and documents that are stored in boxes. Government agencies are responsible for ensuring that their records are properly retained and remain accessible during the entire retention period. Bluepoint provides digital imaging and scanning services. This records management service will be used to digitize inactive files and store those files for record retention purposes.
The maintenance of a paper-based filing system that complies with regulatory requirements is expensive and burdensome. The use of scanning helps comply with government-mandated initiatives (e.g.Paperwork Reduction Act, HIPAA, etc.) related to document retention and retrieval. By digitizing documents, it enables instant access to files, improves workflow and increases security. Documents, records and reports are vital to daily operations. That is why it is so important to safeguard them from theft, fire, sprinkler damage, mold and mildew or any other type of hazard that might occur in the workplace.
PROCUREMENT METHOD
DWSD Legal, Executive & Human Resources Departments are requesting to piggyback on an existing City of Detroit Contract 6002088. The Office of Contracting and Procurement issued Request for Bids (RFB) #18MA2556 for imaging and scanning services in 2018. The award to the lowest equalized bidder, Bluepoint, was approved by City Council in 2019. The contract will expire on 4/30/26.
DWSD Procurement has confirmed that the vendor has agreed to the request to piggyback off the City’s contract and also confirmed that the DWSD work will not significantly change, alter or remove from their ability to provide services to the City of Detroit.
This contract was initiated through requisition #493931 which was approved by Budget on 2/14/22. The vendor’s insurance is current, clearances are pending and anticipate the approvals in time for the final BOWC meeting on April 20, 2022. Per DWSD procurement protocol, Mayoral Review will also be obtained.
SUMMARY
A. Contract Number: 6004352
B. Contract Term: 5/1/22 - 4/30/26
C. Contract Amount: $160,000
D. Funding Source: O&M Funds
E. GL Strings:
5720-20168-483201-617900-000205-10790-0000-000000 - 30% Water
5820-20179-493201-617900-000227-15805-0000-000000 - 70% Sewer
F. Projected Fiscal Year (FY) Contract Expenditures:
FY 21-22: $7,000
FY 22-23: $40,000
FY 23-24: $40,000
FY 24-25: $40,000
FY 25-26: $33,000
This contract was presented to the BOWC Finance Committee on April 6, 2022. Per the DWSD Procurement Policy, Mayoral Review will also be obtained.