Meeting Type: BCC Regular Meeting
Meeting Date: 12/16/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Felisha Anderson, Director of Archives and History
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Phase III of Book Preservation, Archival Imaging, Standard Indexing, and Contemporary Imaging 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 Proposal in the amount of $199,837.50 with Kofile Technologies, Inc., for the book preservation, archival imaging, standard indexing, and contemporary imaging of historical Baldwin County records for the Baldwin County Archives and History Department.
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BACKGROUND INFORMATION
Background: The Director of Archives and History, Felisha Anderson, requests the Commission approve the proposal received from Kofile Technologies, Inc., in the amount of $199,837.50 for the book preservation, archival imaging, standard indexing, and contemporary imaging of historical Baldwin County records.
Kofile 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.
Previous Commission action/date: 12/17/2024 meeting: Approved and authorized 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 Phase II of 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.
FINANCIAL IMPACT
Total cost of recommendation: $199,837.50
Budget line item(s) to be used: 10651906.51500 - 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?
N/A
Reviewed/approved by: N/A
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: 12/16/2025
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 & Signed Proposal to Vendor
Additional instructions/notes: N/A