DATE: April 28, 2020
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
Paul Dictos, C.P.A., Assessor-Recorder
SUBJECT: Agreement with Kofile Technologies, Inc.
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process under Administrative Policy No. 34 due to unusual or extraordinary circumstances for document indexing services and document storage solutions for historical vital records; and
2. Approve and authorize the Chairman to execute an Agreement with Kofile Technologies, Inc. for document indexing services and document storage solutions for historical vital records, effective upon execution, not to exceed five consecutive years, which included a three-year base contract and two optional one-year extensions, total not to exceed $646,000.
REPORT
There is no increase in Net County Cost associated with the recommended actions. Approval of the recommended actions will authorize Kofile Technologies, Inc. (Kofile) to provide a digital index for the Assessor-Recorder's Office and provide a large-format storage solution for historical vital records, including birth certificates, marriage certificates, and death certificates, for the new Assessor-Recorder's building. These tools will assist County staff in accessing historical vital records to issue copies to the public, as provided by statute. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the department will continue using manual processes, resulting in slower services and longer wait times for the public.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Assessor-Recorder's Office is requesting that your Board waive the competitive bidding process under Administrative Policy No. 34 due to unusual or extraordinary circumstances to allow Kofile to provide these services. Kofile is the only regional distributor ...
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