Meeting Type: BCC Regular Meeting
Meeting Date: 7/6/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Probate Judge Harry D’Olive
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Service Agreement for the Restoration and Preservation of Old Baldwin County Probate Deed Books and Documents for the Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Service Agreement with Kofile Technologies, Inc., in the amount $398,879.25 for the restoration and preservation of the old Baldwin County Probate Deed Books and Documents.
This Agreement will become effective on July 6, 2021 and will remain 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.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: Probate Judge Harry D’Olive has requested the Commission approve the attached Contract with Kofile Technologies, Inc., in the amount of $398,879.25 for the restoration and preservation of the old probate deed books and documents. This project will involve deacidifying the pages, removing the tape, restoring the torn and cleaning up the pages so mildew will not be a problem. Kofile Technologies will put the information on a thumb drive for the county to save the historical data. To further prolong the life of the books, a special cover will be added which will protect against moisture and fire.
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 the 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.
FINANCIAL IMPACT
Total cost of recommendation: $398,879.25
Budget line item(s) to be used: 72158400.51500 Contract Services 721 Data Processing Fund
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: 07/06/2021
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