Fiscal Note
The 2012 adopted Capital Budget of the Department of Planning and Community and Economic Development (PCED) authorized $140,000 in General Obligation borrowing to fund the conversion of paper documents to digital, electronic documents with efforts focused on various Building-Inspection and planning-related documents. All of the funds were borrowed in anticipation of expenditures for the project. Following an RFP process, the City received very favorable bids for the project, with costs in the $40,000 range, which is significantly less than initially anticipated. It is estimated, therefore, that there remains approximately $100,000 available in borrowed funds that could be applied toward reduction of City debt service expense, or "re-purposed" for other projects. In this case, other City agencies have identified the need for document digitization, and Information Technology has offered to coordinate further City agency document conversions, utilizing the available, remaining proceeds that were budgeted for BI/Planning documents, but now might be applied for similar Citywide purposes. No additional appropriation is required.
Title
Authorizing the expenditure of unexpended funds associated with 2012 PCED Capital Budget project No. 10, “Microfiche Conversion,” Account No. 810701, to allow remaining funds of approximately $100,000 to be used for microfiche conversions for other City agencies.
Body
This 2012 capital budget item was specified for conversion of microfiche records managed by the Building Inspection division and was budgeted at $140,000 based on some preliminary vendor estimates. An RFP was issued and the project is costing less than $40,000. Since then, microfiche records from the City Treasurer and City Assessor have been identified as needing digitizing. This Resolution provides for the use of the remaining project funds to be used for these and any other microfiche digitizing projects up to the original budgeted amount.
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