Meeting Type: BCC Regular Meeting
Meeting Date: 12/17/2024
Item Status: New
From: Wanda Gautney, Purchasing Director; Felisha Anderson, Director of Archives and History
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Amendment (Schedule D) to Service Agreement with Kofile Technologies, Inc., for Phase II of Preservation, Archival Imaging and Indexing of Historical Baldwin County Records for Baldwin County Archives and History Department
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Amendment (Schedule D) to the Service Agreement with Kofile Technologies, Inc., approved on February 15, 2022, in the amount of $198,998.55 for the preservation, archival imaging, and imaging of historical records for the Baldwin County Archives and History Department.
Amendment (Schedule D) will become effective upon full execution and will remain in effect for 180 days of retrieving the records from the County Archives Department.
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BACKGROUND INFORMATION
Background: Felisha Anderson, Director of Archives and History, requests that the Commission approve the Amendment (Schedule D) from Kofile Technologies, Inc., to the original Service Agreement that was approved on February 15, 2022, for the restoration and preservation of the old Probate Deed books for Judge of Probate Office.
Schedule D in the amount of $198,998.55 includes conservation treatments, rehousing, imaging, and indexing. Archival rehousing includes encapsulation and loose-leaf binding into Archival Recorder Binders. Kofile Technologies will place the information on a thumb drive for the County to save the historical data. To further prolong the life of the records, a special cover will be added which will protect against moisture and fire.
Preservation minimizes the page's chemical and physical deterioration, prolonging the original format's existence and useful life. Preservation can include removing the original from public access, creating a security copy, treatment, stabilization, preventative care, or digitization-or any maintenance or repair of the existing resource.
Kofile Technologies is a sole source provider specializing in the restoration and preservation of old books and documents. Kofile is the developer, manufacturer, and distributer 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 was approved in the FY 2025 budget.
Previous Commission action/date:
12/05/2022 meeting: Approved and authorized the Chairman to execute Amendment (Schedule C) the Service Agreement with Kofile Technologies, Inc., approved on February 15, 2022, in the amount $199,999.98 for the preservation, archival imaging, and imaging of historical records for the Baldwin County Archives and History Department. (Amendment (Schedule C) became effective upon full execution and will remain in effect for 180 days of retrieving the records from the County Archives Department).
02/15/2022 meeting: Approved and authorized the Chairman to execute the Service Agreement with Kofile Technologies, Inc., in the amount $427,517.25 for Phase II of the restoration and preservation of the old Baldwin County Probate Deed Books and Documents. This Agreement became effective on February 15, 2022, and remained in effect for one (1) year unless terminated as set forth in the attached Service Agreement. This Agreement will automatically renew for up to three (3) consecutive one (1) year terms unless a party provides no less than sixty (60) days-notice of non-renewal to the other party.
FINANCIAL IMPACT
Total cost of recommendation: $198,998.55
Budget line item(s) to be used: 10651906.51500 (Archives 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: Brad Hicks, County Attorney
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: 12/17/2024
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