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File #: 20-0628    Version: 1 Name: Document Preservation, Archival Protection, and Imaging Services - Budget Resolution
Type: Agenda Item Status: Consent Agenda
File created: 5/27/2020 In control: Public Works & Planning
On agenda: 7/7/2020 Final action: 7/7/2020
Enactment date: Enactment #: Resolution No. 20-247, Agreement No. 20-270
Title: 1. Adopt Budget Resolution increasing FY 2020-21 appropriations and estimated revenues for Public Works and Planning Org 43600200 in the amount of $315,000 (4/5 vote); 2. Approve and authorize the Clerk of the Board to execute Budget Transfer No. 23 for the Department of Public Works and Planning Org 8867 for the use of professional archival service to restore and preserve historical documents ($315,000); and 3. Approve and authorize the Chairman to execute an Agreement with Kofile Technologies, Inc for document preservation and imaging for historical records, effective upon execution, not to exceed three consecutive years, total not to exceed $315,000.
Attachments: 1. Agenda Item, 2. Alameda GSA Finding of Non-Competition-Sole Source No. 5536, 3. Resolution No. 20-247, 4. Budget Transfer, 5. Agreement A-20-270 with Kofile Technologies, Inc.
DATE: July 7, 2020

TO: Board of Supervisors

SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning

SUBJECT: Agreement with Kofile Technologies, Inc. and adopt Budget Resolution increasing FY 2020-21 appropriations and estimated revenues for Public Works and Planning Org 43600200 in the amount of $315,000 for document preservation, archival protection, and imaging services

RECOMMENDED ACTION(S):
TITLE
1. Adopt Budget Resolution increasing FY 2020-21 appropriations and estimated revenues for Public Works and Planning Org 43600200 in the amount of $315,000 (4/5 vote);

2. Approve and authorize the Clerk of the Board to execute Budget Transfer No. 23 for the Department of Public Works and Planning Org 8867 for the use of professional archival service to restore and preserve historical documents ($315,000); and

3. Approve and authorize the Chairman to execute an Agreement with Kofile Technologies, Inc for document preservation and imaging for historical records, effective upon execution, not to exceed three consecutive years, total not to exceed $315,000.
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 preserve and image the Department of Public Works and Planning's historical records, which will allow County staff to access historical records and provide copies to the public. The recommended agreement utilizes rates negotiated by Alameda County under GSA Schedule 70 Contract Number: GS-35F-275AA, pursuant to the Purchasing Manager's authority in compliance with the Purchasing Manuel. This item is countywide.

ALTERNATIVE ACTION(S):

Your Board may choose not to approve the recommended actions; however, the historical records will not be preserved or imaged, and will continue to degrade.

FISCAL IMPACT:

There is no increase in Net County Cost associated with the recommended actions. The recommended agreemen...

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