Title
a. Direct the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to sign the Service Agreement with Kofile Preservation, Inc.; and
b. Approve an increase in FY 2015-16 estimated revenue and appropriations of $202,000.00 in the County Clerk/Recorder’s Budget unit (1180-ACR002-8004) (4/5th vote required); and
c. Authorize the Auditor-Controller to amend the FY 2015-16 Budget to reflect these actions and transfer funds from the County Clerk/Recorder’s Modernization Account 020-2751 to the County Clerk/Recorder’s Budget unit (1180-ACR002-8004).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
A. Direct the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor to sign the Service Agreement with Kofile Preservation, Inc.; and
B. Approve an increase in FY 2015-16 estimated revenue and appropriations of $202,000.00 in the County Clerk/Recorder’s Budget unit (1180-ACR002-8004) (4/5th vote required); and
C. Authorize the Auditor-Controller to amend the FY 2015-16 Budget to reflect these actions and transfer funds from the County Clerk/Recorder’s Modernization Account 020-2751 to the County Clerk/Recorder’s Budget unit (1180-ACR002-8004).
SUMMARY/DISCUSSION:
Per Government Code 27231, “the Recorder has the custody of, and shall keep all books, records, maps, and papers deposited in his office.” The department books date back to the 1800’s and for over a hundred years, wood pulp paper was used for record keeping which is extremely acidic and unstable. On December 9, 2014, the Board approved the County Clerk/Recorder to embark on the restoration of the department record books with Kofile Preservation, Inc. At this time, the County Clerk/Recorder’s office is asking the Board to continue with the preservation project with the restoration of an additional 100 books.
On September 5, 2013, Kofile Preservation, Inc. established a California Multiple Award Schedule (CMAS) contract with the State of California for a six year term. Despite the CMAS contract, the Monterey County Clerk/Recorder’s office negotiated an additional discount under an even better contract.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract and the recommended actions.
FINANCING:
There is no additional cost to the County General Funds, as the funds are available in the County Clerk/Recorder’s Modernization Fund 020-2751 for the recommended action.
Prepared by: Corina Morgan, Finance Manager, x5821
Authorized by: Stephen L. Vagnini, Assessor-County Clerk/Recorder, x5803
Attachments:
Service Agreement