TO: Board of Supervisors
FROM: John Tuteur, Recorder-County Clerk
REPORT BY: John Tuteur, Recorder-County Clerk
SUBJECT: Approve and authorize Amendment No. 2 to Agreement 170295B with Kofile Technologies Inc. and the associated budget amendment.
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement 170295B with Kofile Technologies Inc. for scanning and indexing early vital records; and approval of a Budget Amendment for $77,525. (Fiscal Impact: $77,525 expense; Micrographics Non-Operating Special Revenue Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
Kofile Technologies Inc. (formerly PFA, Inc.) has provided ongoing document image conversion to film and redaction services for more than 20 years. The agreement for which this is the second amendment has been in existence since 2012. This amendment will allow the County Recorder to capture and index older, paper birth, death and marriage records which would otherwise gradually deteriorate. Once imaged and indexed, the staff can retrieve records for customers in seconds instead of having to copy records from large, unwieldy books.
Because Kofile has a long track record of performing this kind of work for Napa County, the amendment was negotiated on a sole source basis. The County maintains the Recorder Micrographics Special Revenue Sub-division (1140055) within the Non-operating Special Revenue Funds. This Sub-division holds restricted funds and is used to reimburse the Recorder-County Clerk for costs to fulfill the restricted requirement of archival projects such as the amendment to Agreement 170295B.
Requested Actions:
1. Approve and authorize the chair to sign Amendment No. 2 to Agreement 170295B with Kofile Technologies Inc. for scanning and indexing early vital records for $77,525.
2. Approval of a budget amendment to:
a. Increase Recorder-Clerk Transfers In by $77,525 (1142000-48200)
b. Increase Recorder-Clerk Maintenance-Software by $77,525 (1142000-52515)
c. Increase Transfer Out of Micrographics Non-Operating Special Revenue Fund by $77,525 (1140055-56100) offset by use of Fund Balance
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Amendment will increase staff efficiency and service to the public without any impact on general fund |
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Is the general fund affected? |
No |
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Future fiscal impact: |
No future impact once older records are scanned and imaged. |
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Consequences if not approved: |
Staff and public will have to bear slow and laborious manual creation of certified copies. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.