Finance Committee — 03/02/2022 Page 2
Mayor Donchess
Any other members of the public wish to address the committee? All right.
COMMUNICATIONS
From: Kelly Parkinson, Purchasing Manager
Re: Property Record Card Scanning Project Change Order #1 in the amount not to exceed $31,000 funded from
53142 Consulting Services/General Fund (Admin. Services)
MOTION BY ALDERMAN COMEAU TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #1 FOR AN
ADDITION TO THE ORIGINAL CONTRACT WITH INCEPTION TECHNOLOGIES FOR THE SCANNING OF THE
PROPERTY RECORD FILES IN AN AMOUNT NOT TO EXCEED $31,000. FUNDING THROUGH DEPARTMENT: 132
ASSESSING; FUND: 53142 CONSULTING SERVICES/GENERAL FUND
ON THE QUESTION
Kim Kleiner, Administrative Services Director
Good evening. Kim Kleiner, Director of Administrative Services. So if the committee doesn’t mind, I’d like to do a little bit
of a timeline to help understand the project and where we are. Going back and looking at the minutes of the July 2020
meeting, we were in a certain place and there were some projects that we didn’t know about some effects due to COVID
which changed the contract slightly. For example, I'll give one example. Originally our staff was going to take the files off
of the shelf and they were going to go through the files and pull anything that was not a public document before we placed
them in the boxes to go to Inception.
Mayor Donchess
The Committee may not know, what is the project?
Kim Kleiner, Administrative Services Director
So the project is with Inception Technologies for the scanning of all of our property record files. A little over
29,000 property record files that live in the vault within the Assessing Department.
Mayor Donchess
So you are making an electronic copy of 29,000 files?
Kim Kleiner, Administrative Services Director
We are Sir.
Mayor Donchess
And how many documents do you think this is?
Kim Kleiner, Administrative Services Director
Originally it was estimated for about 600,000. As you can see on the original quote from 2020, we have scanned over a
million.
Mayor Donchess
A million documents scanned?
Kim Kleiner, Administrative Services Director
Yes.
