Agenda

Return

C. 33

To:	Board of Supervisors
From:	Stephen L. Weir, Clerk Recorder
Date:	February 12, 2013

Contra

Costa

County

Subject:

Records Preservation Services

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,

BY:	, Deputy

RECOMMENDATION(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 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.