R-1219 - 12/11/2012 - CONTRACTS - Resolutions Supporting Documents ITEM 7.T.3)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
December 11, 2012
SUBJECT: Award of Contract- Document Imaging, Storage, and Destruction Services
FROM: Rania Serences,Purchasing Clerk
BUDGET SOURCE/BUDGET IMPACT: Various Department Specific Accounts
RECOMMENDED MOTION: I move that the Village Board award a contract, subject to
attorney and staff review, to the proposer with the best overall value, Microsystems, Inc.,
Northbrook, Illinois. Additionally, I move that the Village Board adopts Resolution R-1219,
accepting a proposal and authorizing the Village Manager to execute an agreement with
Microsystems,Inc. for Document Imaging, Storage,and Destruction Services.
Background/History:
A notice for Request for Proposal (RFP) was placed on the Village website on Wednesday,
November 28, 2012 and RFP's were sent to eight (8) companies. On Wednesday, December 5, 2012,
six (6) proposals were received for this project (see attached bid tabulation). Additionally, per
policy, one (1) proposal was rejected because it was submitted past the due date, improperly, and
incomplete. The RFP documents indicate "that the closing date and time for receipt of proposals is
Wednesday, December 5, 2012 at 10:00 A.M. prevailing time. Proposals received after the submittal
time will be rejected and returned unopened to the sender." The rejected proposal was sent via
email, so it was therefore opened, but cannot be returned to the vendor.
The State of Illinois requires the retention of Village records by hard copy, microfilming, or
scanning. The period of required retention varies based on the type of document. The Village will
only scan those items that are required to be maintained for greater than three (3) years, with
shorter-term documents being stored, then disposed of as permitted by law.
This project initiates the process that will result in the management of documents needing scanning,
storage, and destruction for all Village departments. All document imaging, storage and destruction
will be done in strict compliance of the guidelines and standards set forth in the Illinois Secretary of
State Local Records Act (50ILCS 205); however, prior to the destruction to any documents staff has
cAdocuments and settings\rserence\local settings\temporary intemet fi1es\content.outIook\dp3na I gg\2012 document
imaging storage and destruction services v2.docx
already started working with the Village Attorney on "fine tuning" the Village's currently outdated
document retention and destruction policy.
Finally, it should be noted that Microsystems, Inc. has been the Village's vendor for document
storage and imaging for seven (7) years without issue. The current proposal Microsystems, Inc.
submitted actually contains some reductions in their current pricing and confirms the reason to go out
to the market, especially when technology and other items are continuing to change. The term of the
contract will be for two (2) years with three (3) optional one (1) year renewals. Making the total
possible contract five (5) years; however, the Village will have the right to terminate the contract,
with or without cause, by giving ten (10) day notice.
Recommendation:
Staff recommends the Village Board award a contract, subject to attorney and staff review, to the
proposer with the best overall value, Microsystems, Inc.,Northbrook, Illinois based on the unit prices
as indicated in the attached tabulation for Document Imaging, Storage, and Destruction Services.
cAdocuments and settings\rserence\local settings\temporary internet fi1es\content.outIook\dp3nal gg\2012 document
imaging storage and destruction services v2.docx
RESOLUTION 2012-VC-DOCIMG-AG-EX-R-1219
A RESOLUTION ACCEPTING A PROPOSAL
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH MICROSYSTEMS, INC.
FOR DOCUMENT IMAGING, STORAGE, AND DESTRUCTION SERVICES
WHEREAS the Village of Oak Brook ("Village") is a municipality organized under the laws of the
State of Illinois; and
WHEREAS, the Illinois Local Records Act, 50 ILCS 205/1 et seq. ("Act'), sets forth the
obligations of municipalities and other units of local government to preserve public records and make
them available for public inspection; and
WHEREAS, to comply with the requirements of the Act the Village desires to procure document
imaging, storage and destruction services ("Services"); and
WHEREAS, on November 28, 2012, the Village issued a request for proposals to provide the
Services("RFP'), which RFP is attached hereto as Exhibit A; and
WHEREAS, before the RFP deadline, the Village received six proposals to provide the Services
in response to the RFP, including a proposal from Microsystems, Inc. ("Proposal'), which Proposal is
attached hereto as Exhibit B; and
WHEREAS, Microsystems, Inc. ("Microsystems"), was a responsible and responsive proposer to
provide the Services; and
WHEREAS, the Village desires to accept the Proposal from Microsystems to provide the
Services; and
WHEREAS, the Village and Microsystems desire to enter into and execute an agreement for
Microsystems to provide the Services, as more fully described, and at the rates set forth, in the Proposal
("Agreement'); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interest of
the Village to accept the Proposal and enter into the Agreement in a final form and substance to be
approved by the Village Attorney;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Acceptance of the Proposal. The President and Board of Trustees hereby
accept the Proposal from Microsystems to provide the Services.
Section 3: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement on behalf of the Village, but only
upon approval of the Agreement as to form and substance by the Village Attorney and the Village
Manager.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2012-VC-DOCIMG-AG-EX-R-1219
Accepting a Proposal and
Authorizing an Agreement for Document Services
APPROVED THIS 11th day of December, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of December, 2012
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
2
EXHIBIT A
REQUEST FOR PROPOSALS
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