Meeting Type: BCC Regular Meeting
Meeting Date: 7/2/2024
Item Status: New
From: Wanda Gautney, Purchasing Director; Probate Judge Harry D’Olive
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Service Agreement/Proposal for Probate Office Wills and Minutes Microfilm Conversion for the Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Service Agreement/Proposal with Kofile Technologies, Inc., in the estimated amount of $9,200.00 for Probate Office Wills and Minutes Microfilm Conversion.
Pricing is based on estimated page counts and condition. Service Agreement/Proposal will be effective until conversion completion.
Recommendation
BACKGROUND INFORMATION
Background: Probate Judge Harry D’Olive requests the Commission approve the Service Agreement/Proposal with Kofile Technologies, Inc., (Kofile) in the amount of $9,200.00 for converting old Probate wills and minutes from microfilm to another media source that can be made available online.
Kofile is a sole source provider specializing in the restoration and preservation of old books and documents. Kofile is the developer, manufacturer, and distributor of the Lay-Flat Archival Polyester Pocket and Disaster Safe County Binder. Kofile owns US Patent # 7,943,220 for the Lay Flat Archival Polyester Pocket and US Patent # 10,160,255 for Disaster Safe County Binder.
This project will be funded from Probate Data Processing Fund 721.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $9,200.00
Budget line item(s) to be used: 72158400.51500 (Contract Services)
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Yes
Reviewed/approved by: Approved by County Attorney on 6/20/2024 jb
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 07/02/2024
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: N/A