Recommend approval to procure scanning and indexing services for Human Resources from Intellinetics Inc. in the amount of $150,000.

The services will be utilitzed by Human Resources for scanning and indexing of employee files. The Human Resources Department has over 400 boxes of employee files and this initiative will save space, improve searchability, security and visibility of employee records. This initiative will be the start of digital storage of all employee records within the City of Savannah Human Resources Department moving forward. Services will include document pickup, job setup within Intellinetics, online access, onsite document return and data export. There are an estimated one million pages that will be invoiced for $.08 per page. The indexing portion will begin after validation and quality assurance checks.  

This is a sole source because the vendor is the provider of the current scanning platform utilized by the Human Resources Department. For proprietary reasons the process design for indexing the files into a digital format can only be performed by this vendor.

Delivery: As needed.  Terms: Net 30 days. The vendor is:

S.S.         Intellinetics Inc. (Columbus, OH)^(D)                          $150,000

A pre-bid conference was not conducted as this is a sole source procurement. (D) Indicates non-local, non-DBE business. 

Approval