Approve agreement with Kofile Technologies, Inc. for the restoration, preservation and storage of recorded maps from January 1, 2025 to December 31, 2027 in the amount of $432,194.08. (No general fund impact) (Salinas/Rader)

Approve agreement with Kofile Technologies, Inc. for the restoration, preservation and storage of recorded maps from January 1, 2025 to December 31, 2027 in the amount of $432,194.08.

The Clerk-Recorder’s Office is responsible for maintaining thousands of recorded maps, some of which date back to the early 1900s. These maps must be readily accessible for viewing upon request. Over time, environmental factors have contributed to the deterioration of some maps, necessitating preservation efforts to restore them to optimal condition. While some maps remain in good condition, they require proper display and protection to prevent future degradation. To address these needs, the Clerk-Recorder’s Office seeks to enter into a contract with Kofile Technologies, Inc. to preserve, house, and display the maps.

Kofile Technologies, Inc. has been a trusted partner of Yolo County for over 20 years, providing services for the Clerk-Recorder’s Office, including map restoration and the conversion of record images to microfilm. The work that Kofile Technologies, Inc. does has recently been approved as part of a nationally bid OMNIA partners contract. As part of this contract, Yolo County is able to take advantage of special bid pricing. 

Staff collaborated with the General Services procurement division on sourcing this contract. County Counsel assisted in preparing and reviewing the contract. The County Risk Manager helped with reviewing and approving insurance adjustments within the contract.

This contract was sourced through a cooperative arrangement with a national OMNIA contract, which has been fully integrated into the agreement. Pricing for this project is consistent with the pricing that was negotiated as part of the OMNIA contract approval process.