DATE: November 3, 2020
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
Bernice E. Seidel, Clerk of the Board of Supervisors
SUBJECT: Agreement with Kofile Technologies, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Kofile Technologies, Inc., for document preservation and imaging of historical records and software services, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,002,124.
REPORT
There is no increase in Net County Cost associated with the recommended action. Approval of the recommended action will authorize Kofile Technologies, Inc. (Kofile) to preserve the County's historical records. County staff will be able to efficiently access historical records and provide copies to the public. The recommended agreement utilizes rates negotiated by Alameda County under U.S. General Services Administration (GSA) Schedule 70 Contract No. GS-35F-275AA, pursuant to the Purchasing Manager's authority in compliance with the Purchasing Manual. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may choose not to approve the recommended action; however, the departments will need to secure a vendor that can preserve or image historical records and avoid degradation.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended agreement has a total compensation amount not to exceed $1,002,124 for the term. This includes document restoration and preservation services ($776,084), archival shelving units to safely store the restored documents ($12,150), QuickLinks set up, indexing and maintenance and support ($165,550), taxes and related fees ($28,340) and additional services ($20,000). Costs will be based on the actual page counts and usage of software. Sufficient appropriations ...
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