HomeMy WebLinkAboutMINUTES - 02122013 - C.33RECOMMENDATION(S):
APPROVE and AUTHORIZE the County Clerk-Recorder, or designee, to execute a contract with Kofile
Preservation, Inc. to restore and preserve official county historical records. The term of this contract is from
November 1, 2012 through December 31, 2014 and the cost will not exceed $364,000 for phase 1 and $381,440 for
phase 2, for a total of $745,360 over two years.
FISCAL IMPACT:
The cost of the project will not exceed $745,360 and will be spread over two budget years. This project is completely
funded by Recorder Vital Record Improvement dedicated funds and Recorder Modernization dedicated funds. The
cost of this project is budgeted in the budgets for the current year and next year. There is no General Fund impact.
BACKGROUND:
The Clerk-Recorder Department is responsible for maintaining the official records of the county on a permanent
basis. Over time, historical records disintegrate as acids in the ink or from people's hands break down and damage the
documents, as well as the natural process of oxidation. The Clerk-Recorder has an ongoing
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 02/12/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Fred Garcia 335-7928
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board
of Supervisors on the date shown.
ATTESTED: February 12, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Carrie Del Bonta, Deputy
cc:
C. 33
To:Board of Supervisors
From:Stephen L. Weir, Clerk Recorder
Date:February 12, 2013
Contra
Costa
County
Subject:Records Preservation Services
BACKGROUND: (CONT'D)
program to restore and seal records to prevent decay and disintegration. It is a costly and time consuming process, so
records are selected based on their condition and completed in a phased approach. With the assistance of the County
Purchasing Division, the department went through the Request for Proposal (RFP) process to identify and select a
contractor to perform this highly specialized service. After careful analysis, Kofile was selected as the best choice for
quality and cost reasons.
Phase 1 restores and preserves historical vital record books of births and deaths.
Phase 2 restores and preserves historical deed books that date from 1850 to 1910.
CONSEQUENCE OF NEGATIVE ACTION:
These records are currently in a a state of suspended deterioration. This project is intended to address the worst cases
of deterioration. Failure to restore and preserve these records could result in those records being further damaged or
destroyed. In some cases, these are the only records available for legal and research purposes.
CHILDREN'S IMPACT STATEMENT:
None.