Background:
The City of Sunrise requires a qualified vendor to provide imaging services for the Community Development Department. The imaging services include but is not limited to the imaging of documents; indexing of the permit numbers and addresses for the Community Development Department’s Building Division; periodic usage imaging of records and reports for the Police Department; and periodic usage imaging and indexing of a variety of documents for the Office of the City Clerk.
The Purchasing Office originally advertised the bid for Imaging Services in October 2025. At that time, three bidders responded. Upon staff’s review of the bids, it was determined that there was a discrepancy in the specifications, subsequently, the bid was cancelled and the specifications were revised to allow for re-solicitation. Subsequently, Bid No. 26-52-04-CM was advertised, and two bids were received. The Purchasing Office and Community Development Department evaluated the responses and recommend awarding the contract to Documax LLC (Documax), the lowest responsive and responsible bidder.
In recent years, the Department’s usage has increased significantly. In particular, the volume of converting paper plans to digital formats has increased because of the Department’s efforts to streamline processes and enable staff to serve customers more efficiently.
Based on a comparison of unit prices for comparable line items, the 2026 bid reflects changes ranging from a 12.5% decrease to a 13.33% increase over the 2021 bid. Based on this comparison, Staff has determined that Documax's bid pricing is fair, reasonable, and in alignment with the City's projected annual cost for this service.
The initial contract period shall be for two years commencing upon award. There are two optional one-year renewals to this contract. All prices remain firm for the initial term of the contract. Costs for subsequent years and any extension term years shall be subject to an adjustment only if increases occur in the industry, in accordance with the Consumer Price Index (CPI) as promulgated by the Bureau of Labor Statistics, U.S. Department of Labor.
All references were favorable for the vendor's performance on similar contracts with other entities such as the City of Margate. The City did not receive a response from any City of Sunrise vendor that could provide this service.