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File #: 21-767    Version: 1 Name:
Type: Resolution Status: Passed
File created: 9/1/2021 Departments: ASSESSOR-COUNTY CLERK-RECORDER-ELECTIONS
On agenda: 10/5/2021 Final action: 10/5/2021
Title: Adopt a resolution authorizing: A) The President of the Board of Supervisors to waive the Request for Proposal Process; and B) The President of the Board of Supervisors to execute an agreement with Kofile Technologies, Inc. for archive restoration, preservation and data conversion services, during the term of October 5, 2021, through October 4, 2022, in an amount not to exceed $3,000,000; and C) The Assessor-County Clerk-Recorder or his designee to execute contract amendments and minor modifications not to exceed $25,000 (in aggregate) and/or modify the contract term and/or services within the current or revised fiscal provisions.
Attachments: 1. 20211005_r_Kofile_Historical_Preservation_Shelving, 2. 20211005_a_Kofile_Historical_Preservation_Shelving
Special Notice / Hearing: None__
Vote Required: Majority

To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Agreement with Kofile Technologies, Inc. for Archive Restoration, Preservation and Data Conversion Services

RECOMMENDATION:
title
Adopt a resolution authorizing:

A) The President of the Board of Supervisors to waive the Request for Proposal Process; and

B) The President of the Board of Supervisors to execute an agreement with Kofile Technologies, Inc. for archive restoration, preservation and data conversion services, during the term of October 5, 2021, through October 4, 2022, in an amount not to exceed $3,000,000; and

C) The Assessor-County Clerk-Recorder or his designee to execute contract amendments and minor modifications not to exceed $25,000 (in aggregate) and/or modify the contract term and/or services within the current or revised fiscal provisions.

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BACKGROUND:
By statute, the County is tasked with the recordation, indexing, secure custody and preservation in perpetuity of official records (documents evidencing title to real property and other matters) and vital records (birth, death, and marriage). As part of that task, the Recorder must make determinations about what records should be preserved in original or electronic format to maintain an accurate historical record of the County. To ensure perpetual preservation of these records, we have previously created back-up copies of these records formatted as microfilms stored off-site and as in-house digital image files.

This county's archive of bound paper records includes nearly 10,400 volumes of historical records in their original bindings and some large-scale original maps. Most of the volumes are in poor or extremely poor condition, due to acid hydrolysis deterioration. pH testing found this acidic condition in official records books dating from 1856 through 1976 and in vital records dating ...

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