Glendora council awards up to $500,000 contract for citywide document scanning to Complete Paperless Solutions

The Glendora City Council unanimously approved a contract with Complete Paperless Solutions (CPS) to provide citywide scanning and digitization services in an amount not to exceed $500,000, with a 10 percent contingency of $50,000 and three optional one‑year renewals.

Kathleen Sussman, city clerk and communications director, told the council the project will convert permanent records across departments to a standardized digital format, with special procedures for criminal-justice information services (CJIS) records held by the police department. Staff explained the program addresses the city’s large physical records holdings across City Hall, the police department and off‑site storage, and said digitization will aid public‑records retrieval, compliance, and office-space needs.

Sussman said the city issued an RFP in December 2023 but received no compliant proposals; because of the project’s CJIS requirements and specialized security needs staff proceeded through a negotiated procurement and recommended CPS, which the city said met CJIS and project criteria. The contract term begins at execution and extends through June 30, 2026, with three one‑year renewals at the city manager’s discretion, contingent on budget and need.

Staff said initial priorities will be police reports and building and safety plans; police documents will remain accessible only to authorized police staff under CJIS controls. The city will retain scanned records permanently; paper destruction is planned only after secure backups and IT disaster‑recovery systems are in place. Sussman said IT advised that current storage capacity is sufficient for the backlog that will be scanned, and future content from land‑management and workflow systems will primarily be cloud‑based.

Councilmembers asked about the project timeline and records-preparation needs. Sussman said police records and building plans are boxed and ready and could be scanned quickly after contract execution; other departments require more internal staff time to prepare files. The council approved the contract 4–0; Councilmember Bridal moved and Karen seconded the motion.

The contract includes secure document transfer, standardized preparation and indexing, internal and external quality control, secure return or destruction protocols and audit tracking. Staff said the project will free physical storage space in city facilities and improve response times for public‑records requests.

Council action: approved contract award to Complete Paperless Solutions LLC for citywide scanning services for initial term through June 30, 2026, not to exceed $500,000 plus 10% contingency, with three optional one‑year renewals; motion passed 4–0.