HomeMy WebLinkAboutAgreement A-20-270 with Kofile Technologies Inc..pdf1
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AGREEMENT
Agreement No . 20-270
3 THIS AGREEMENT ("Agreement") is made and entered into this ...l1h_ day of July , 2020
4 ("Effective Date "), by and between the COUNTY OF FRESNO , a Political Subdivision of the State of
5 California , ("COUNTY"), and Kofile Technologies , Inc ., a Delaware corporation , whose address is 6300
6 Cedar Springs Road , Dallas , TX , 75235 , ("CONTRACTOR").
7 WI TN E S S ET H:
8 WHEREAS , the Department of Public Works and Planning is the custodian of historical official land
9 records and documents for the COUNTY ; and
1 O WHEREAS , the COUNTY has a need for official record document restoration, preservation , and
11 imaging services ; and
12 WHEREAS , the CONTRACTOR is qualified and willing to perform said services .
13 NOW, THEREFORE , in consideration of the mutual covenants , terms and conditions herein
14 contained , the parties hereto agree as follows :
15 1. OBLIGATIONS OF THE CONTRACTOR
16 A . CONTRACTOR agrees to furnish all labor and materials , including tools ,
17 implements , and appliances required , and to perform all work in a good and workmanlike manner for
18 official document restoration , preservation , and imaging services , as described in Exhibit A , attached
19 and incorporated by this reference.
20 B. CONTRACTOR shall invoice COUNTY for services performed in accordance with
21 Exhibit A and GSA Schedule 70 Contract Number : GS-35F-275AA, in an amount not to exceed
22 $315 ,000 over the term of the Agreement.
23 2. OBLIGATIONS OF THE COUNTY
24 A. The COUNTY will coordinate with the CONTRACTOR for the CONTRACTOR 'S
25 pickup and return of the COUNTY 'S documents and records as described in Exhibit A . All documents
26 and records provided to CONTRACTOR by COUNTY shall be returned to COUNTY no later than
27 eighteen (18) weeks after CONTRACTOR has received the documents and records from the COUNTY.
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B.COUNTY shall pay CONTRACTOR compensation for services performed, as
specified in Exhibit A for CONTRACTOR’S performance of CONTRACTOR’S obligations as specified
herein.
3.TERM
The term of this Agreement shall be for a period of three (3) years, commencing on the date first
written herein above. This Agreement may be extended for two (2) additional consecutive twelve (12)
month periods upon written approval of both parties no later than thirty (30) days prior to the first day of the
next twelve (12) month extension period. The Director of Public Works and Planning or his or her designee
is authorized to execute such written approval on behalf of COUNTY based on CONTRACTOR’S
satisfactory performance.
4.TERMINATION
A.Non-Allocation of Funds - The terms of this Agreement, and the services to be
provided hereunder, are contingent on the approval of funds by the appropriating government agency.
Should sufficient funds not be allocated, the services provided may be modified, or this Agreement
terminated, at any time by giving the CONTRACTOR thirty (30) days advance written notice.
B.Breach of Contract - The COUNTY may immediately suspend or terminate this
Agreement in whole or in part, where in the determination of the COUNTY there is:
1)An illegal or improper use of funds;
2)A failure to comply with any term of this Agreement;
3)A substantially incorrect or incomplete report submitted to the COUNTY;
4)Improperly performed service.
In no event shall any payment by the COUNTY constitute a waiver by the COUNTY of any breach
of this Agreement or any default which may then exist on the part of the CONTRACTOR. Neither shall such
payment impair or prejudice any remedy available to the COUNTY with respect to the breach or default.
The COUNTY shall have the right to demand of the CONTRACTOR the repayment to the COUNTY of any
funds disbursed to the CONTRACTOR under this Agreement, which in the judgment of the COUNTY were
not expended in accordance with the terms of this Agreement. The CONTRACTOR shall promptly refund
any such funds upon demand.
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C.Without Cause - Under circumstances other than those set forth above, this
Agreement may be terminated by COUNTY by giving thirty (30) days advance written notice of an intention
to terminate to CONTRACTOR.
5.COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
CONTRACTOR agrees to receive compensation in accordance with the pricing and rates specified on
Exhibit A. CONTRACTOR shall submit monthly invoices in triplicate to the County of Fresno Department of
Public Works and Planning. In no event shall services performed under this Agreement exceed $315,000
during the total possible five-year term of this Agreement. It is understood that all expenses incidental to
CONTRACTOR'S performance of services under this Agreement shall be borne by CONTRACTOR.
CONTRACTOR shall allow for a minimum of forty-five (45) days from date of receipt of invoice by the
COUNTY for payment of such invoice.
6.INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations
assumed by CONTRACTOR under this Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of the CONTRACTOR'S officers, agents, and employees will at all
times be acting and performing as an independent contractor, and shall act in an independent capacity and
not as an officer, agent, servant, employee, joint venturer, partner, or associate of the COUNTY.
Furthermore, COUNTY shall have no right to control or supervise or direct the manner or method by which
CONTRACTOR shall perform its work and function. However, COUNTY shall retain the right to administer
this Agreement so as to verify that CONTRACTOR is performing its obligations in accordance with the
terms and conditions thereof.
CONTRACTOR and COUNTY shall comply with all applicable provisions of law and the rules and
regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, CONTRACTOR shall have absolutely no right
to employment rights and benefits available to COUNTY employees. CONTRACTOR shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In
addition, CONTRACTOR shall be solely responsible and save COUNTY harmless from all matters relating
to payment of CONTRACTOR'S employees, including compliance with Social Security withholding and all
other regulations governing such matters. It is acknowledged that during the term of this Agreement,
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CONTRACTOR may be providing services to others unrelated to the COUNTY or to this Agreement.
7.MODIFICATION: Any matters of this Agreement may be modified from time to time by the
written consent of all the parties without, in any way, affecting the remainder.
8.NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement
nor their rights or duties under this Agreement without the prior written consent of the other party.
9.HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold harmless, and at
COUNTY'S request, defend the COUNTY, its officers, agents, and employees from any and all costs and
expenses (including attorney’s fees and costs), damages, liabilities, claims, and losses occurring or
resulting to COUNTY in connection with the performance, or failure to perform, by CONTRACTOR, its
officers, agents, or employees under this Agreement, and from any and all costs and expenses (including
attorney’s fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm,
or corporation who may be injured or damaged by the performance, or failure to perform, of
CONTRACTOR, its officers, agents, or employees under this Agreement.
The provisions of this Section 9 shall survive termination of this Agreement.
10.INSURANCE
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance
policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or
Joint Powers Agreement (JPA) throughout the term of the Agreement:
A.Commercial General Liability
Commercial General Liability Insurance with limits of not less than Two Million Dollars
($2,000,000.00) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000.00). This
policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including
completed operations, products liability, contractual liability, Explosion-Collapse-Underground, fire legal
liability or any other liability insurance deemed necessary because of the nature of this contract.
B.Automobile Liability
Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars
($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto
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used in connection with this Agreement.
C.Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in
providing services, Professional Liability Insurance with limits of not less than One Million Dollars
($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate.
D.Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
Additional Requirements Relating to Insurance
CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance naming
the County of Fresno, its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned. Such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained
by COUNTY, its officers, agents and employees shall be excess only and not contributing with insurance
provided under CONTRACTOR's policies herein. This insurance shall not be cancelled or changed without
a minimum of thirty (30) days advance written notice given to COUNTY.
CONTRACTOR hereby waives its right to recover from COUNTY, its officers, agents, and
employees any amounts paid by the policy of worker’s compensation insurance required by this
Agreement. CONTRACTOR is solely responsible to obtain any endorsement to such policy that may be
necessary to accomplish such waiver of subrogation, but CONTRACTOR’s waiver of subrogation under
this paragraph is effective whether or not CONTRACTOR obtains such an endorsement.
Within Thirty (30) days from the date CONTRACTOR signs and executes this Agreement,
CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the
foregoing policies, as required herein, to the County of Fresno, (Name and Address of the official who will
administer this contract), stating that such insurance coverage have been obtained and are in full force; that
the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the
policies; that for such worker’s compensation insurance the CONTRACTOR has waived its right to recover
from the COUNTY, its officers, agents, and employees any amounts paid under the insurance policy and
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that waiver does not invalidate the insurance policy; that such Commercial General Liability insurance
names the County of Fresno, its officers, agents and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned; that such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained
by COUNTY, its officers, agents and employees, shall be excess only and not contributing with insurance
provided under CONTRACTOR's policies herein; and that this insurance shall not be cancelled or changed
without a minimum of thirty (30) days advance, written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate this
Agreement upon the occurrence of such event.
All policies shall be issued by admitted insurers licensed to do business in the State of California,
and such insurance shall be purchased from companies possessing a current A.M. Best, Inc. rating of A
FSC VII or better.
11.AUDITS AND INSPECTIONS: The CONTRACTOR shall at any time during business
hours, and as often as the COUNTY may deem necessary, make available to the COUNTY for examination
all of its records and data with respect to the matters covered by this Agreement. The CONTRACTOR
shall, upon request by the COUNTY, permit the COUNTY to audit and inspect all of such records and data
necessary to ensure CONTRACTOR'S compliance with the terms of this Agreement.
If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be subject to
the examination and audit of the California State Auditor for a period of three (3) years after final payment
under contract (Government Code Section 8546.7).
12.NOTICES: The persons and their addresses having authority to give and receive notices
under this Agreement include the following:
COUNTY CONTRACTOR
COUNTY OF FRESNO Kofile Technologies, Inc. Director of Public Works and Planning Eugene Sisneros, Account Manager 2220 Tulare Street, Sixth Floor 6300 Cedar Springs Road Fresno, CA 93721 Dallas, TX 75235
All notices between the COUNTY and CONTRACTOR provided for or permitted under this
Agreement must be in writing and delivered either by personal service, by first-class United States mail, by
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an overnight commercial courier service, or by telephonic facsimile transmission. A notice delivered by
personal service is effective upon service to the recipient. A notice delivered by first-class United States
mail is effective three COUNTY business days after deposit in the United States mail, postage prepaid,
addressed to the recipient. A notice delivered by an overnight commercial courier service is effective one
COUNTY business day after deposit with the overnight commercial courier service, delivery fees prepaid,
with delivery instructions given for next day delivery, addressed to the recipient. A notice delivered by
telephonic facsimile is effective when transmission to the recipient is completed (but, if such transmission is
completed outside of COUNTY business hours, then such delivery shall be deemed to be effective at the
next beginning of a COUNTY business day), provided that the sender maintains a machine record of the
completed transmission. For all claims arising out of or related to this Agreement, nothing in this section
establishes, waives, or modifies any claims presentation requirements or procedures provided by law,
including but not limited to the Government Claims Act (Division 3.6 of Title 1 of the Government Code,
beginning with section 810).
13.GOVERNING LAW: Venue for any action arising out of or related to this Agreement shall
only be in Fresno County, California.
The rights and obligations of the parties and all interpretation and performance of this Agreement
shall be governed in all respects by the laws of the State of California.
14.DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a corporation (a for-profit
or non-profit corporation) or if during the term of the agreement, the CONTRACTOR changes its status
to operate as a corporation.
Members of the CONTRACTOR’s Board of Directors shall disclose any self-dealing transactions
that they are a party to while CONTRACTOR is providing goods or performing services under this
agreement. A self-dealing transaction shall mean a transaction to which the CONTRACTOR is a party
and in which one or more of its directors has a material financial interest. Members of the Board of
Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a
Self-Dealing Transaction Disclosure Form, attached hereto as Exhibit A and incorporated herein by
reference, and submitting it to the COUNTY prior to commencing with the self-dealing transaction or
1 immediately thereafter.
2 15. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between the
3 CONTRACTOR and COUNTY with respect to the subject matter hereof and supersedes all previous
4 Agreement negotiations , proposals , commitments , writings , advertisements , publications , and
5 understanding of any nature whatsoever unless expressly included in this Agreement.
6 IN WITNESS WHEREOF , the parties hereto have executed this Agreement as of the day and year
7 first hereinabove written .
8
9 CONTRACTOR
10 /~1 / 1-1--------------
Hubert P. 'Bert' Auburn
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Kofile Technoloqies , Inc .
6300 Cedar Springs Road
Dallas, TX 75235
FOR ACCOUNTING USE ONLY :
Fund : 0001
Subclass : 1 0000
ORG : 43600200
Account: 7295
COUNTY OF FRESNO
£ ¥-/j_ -l.ort ~ 1 ,.A.-..._
Ernest Buddy Mendes~ ~rman of the
Board of Supervisors of the
County of Fresno
ATTEST:
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno , State of California
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FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 1 I 6
June 17, 2020
Marianne Mollring, MA/MS, AICP, GISP| Senior Planner
Department of Public Works and Planning | Administration
2220 Tulare St. 6th Floor
Fresno, CA 93721
Dear Ms. Mollring,
This quote addresses preservation and archival digitization of permanent retention records
for the Fresno County Department of Public Works and Planning . All services are
completed by Kofile Technologies, Inc. (Kofile) at its Conservation Lab in Carson City, NV.
Without a signed agreement, prices are good for 90 days. Pricing is presented via a
piggyback to the County of Alameda Standard Services Agreement (Procurement
Contract No. 14424; currently extended through December 20, 2021). Pricing is based on a
Good Faith Estimate of page counts and condition levels. Pricing is finalized upon
assessment at the Kofile Lab. Any applicable taxes are the responsibility of the County.
*Please note that taxes on imaging services are waived if images are delivered via FTP transfer or similar electronic transfer.
1Counts are estimated per the random counts of packets that could be opened at assessment.
2The large plat books are in very poor condition, with significant tape, and fragmentation on the sheets.
PROJECT ACCEPTANCE
Signature/Title of County Representative Date
6300 CEDAR SPRINGS ROAD, DALLAS, TEXAS 75235
P: 214/442.6668 F: 214/442.6669 WWW.KOFILE.COM
FRESNO COUNTY DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PROJECT OVERVIEW
SELECT
FOR
SERVICE RECORDS SERIES TITLE
QUANTITY
FORMAT
LEVEL OF
SERVICE
PRICE QUOTE
ITEMS
IMAGE
COUNT
(PRV)
PRESERVATION
(IM) ARCHIVAL
IMAGING LINE TOTAL
Road Document 279 packets 13,5301 Tri-Folds PRV/IM $108,240.00 $10,147.50 $118,387.50
Historical Volume 8 vols. 2,400 Volumes PRV/IM $5,200.00 $1,800.00 $7,000.00
Plat Book 8 vols. 1,018 Plats2 PRV/IM $130,670.00 $7,635.00 $138,305.00
SUBTOTAL (Approx. 18,624 images) $244,110.00 $19,582.50 $263,692.50
*ESTIMATED SALES & USE TAX (7.975% per 4/1/20 rate)n/a $1,561.70 $1,561.70
GSA FEE (0.75% GSA Industrial Funding Fee (IFF)) $1,830.83 $146.87 $1,977.70
PROJECT TOTAL $245,940.83 $21,291.07 $267,231.90
EXHIBIT A
FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 2 I 6
DEFINED SCOPE OF SERVICES
Records receive the following services as appropriate. A permanent log is created for
each map, volume, or packet to record condition, size, pagination, substrate,
and services/treatments performed. A final quality check references this log sheet.
(PRV) Volume Preservation—Conservation Treatments, Deacidify, Encapsulate, & Rebinding
■Surface clean sheets to remove deposits—including dust, soot, airborne particulate, sedimentation, insect
detritus, or biological/mineral contaminants.
■Remove non-archival repairs or fasteners, such as residual glues, to the furthest extent possible without causing
damage to paper and inks.
■Mend tears greater than ½” with archival, acid free, and reversible materials—either Japanese tissue and
methyl cellulose adhesive or Filmoplast R® (acrylic-based, heat-set tissue).
■Deacidify sheets, after careful testing, with Bookeepers®. This is a commercial solution of magnesium oxide that
neutralizes acidic inks and paper by providing an alkaline reserve. Random testing ensures an 8.5 pH <± .5.
■Encapsulate each sheet in a Lay Flat Archival Polyester Pocket™ composed of SKC Films, Skyroll SH72S® Mylar.
Pocket dimensions match the “book block” dimensions, with a 1¼” binding margin.
■Rebind in a custom-fitted and stamped DSB or Heritage Recorder Binder. Each is manufactured on a per-book
basis and are sized to 1/4” incremental capacities. Volumes may return split or combined depending on page
counts and the additional weight of the Mylar encapsulation. Index tabs are repaired or replaced, as necessary.
The binders include a dedication/treatment report.
(PRV) Map & Plat Preservation—Conservation Treatments, Deacidify, Encapsulate, & Rebinding
[Alameda County Levels One-Three with addition of Binders]
■Surface clean sheets to remove deposits—including dust, soot, airborne particulate, sedimentation, insect
detritus, or biological/mineral contaminants.
■Mounted maps are dismounted from their secondary supports if the process will not cause further degradation.
Likewise, fragile plats are backed onto acid free paper, if necessary, with acid free and reversible archival
quality adhesives.
■Pressure sensitive tape and adhesive residue are removed as much as possible without further degradation to
the plat. Tape stains are reduced as possible.
■Sheets are deacidified as appropriate with commercially prepared magnesium oxide. Random testing ensures an
8.5 pH with a deviation of <± .5. Please note that some materials are not appropriate for deacidification, such
as maps that are on architectural linen or comprised from acid-based imaging, such as blueprint and blue line.
■Mend with archival, acid-free, and reversible materials. This may include Japanese tissue and methylcellulose
adhesive, Filmoplast R® (acrylic-based, heat set tissue), Crompton's tissue, or LC tissue. Architectural linen
maps are repaired or backed with acid-free linen support.
■Encapsulate each sheet in a Lay Flat Archival Polyester Pocket™ composed of SKC Films, Skyroll SH72S® Mylar.
Pocket dimensions match the “book block” dimensions, with a 1¼” binding margin.
■Rebind in a plat binder with an imitation leather cover in the color of choice. A metal rim protects the cover
boards from bowing or breaking due to the weight of the pages and handling. This is a four-post binder. Index
tabs are repaired or replaced, as necessary. The binders include a dedication/treatment report.
(IM) Archival Imaging—Capture, Processing, & Enhancement
■Capture images at a minimum of 300 dpi at 256 gray levels, ensuring the highest quality for poor contrast and
readability. Gray-scale ensures optimum resolution.
■Images accumulate as Group IV bi-tonal images in a standard TIFF or PDF format.
■Image Perfect, Kofile’s proprietary software, ensures the optimum image quality and uniformity with custom
image clean up and enhancements such as deskew, despeckle, character repair, and zonal processing.
FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 3 I 6
■If requested, annotations (Book, Volume, and Page) are electronically added on the digital image. Custom
annotations are offered upon request.
■Images are named (for the directory file structure) by Book, Volume, and Page.
■Index images receive image stitching if entries horizontally span the length of more than one page.
■When multiple documents exist on a single page, images are split so that each document is viewable
individually. Likewise, multiple images in a document are stapled together.
■Each image is certified and sight checked to ensure there are no missing pages, double feeds, and to account for
“A” pages (added to the original).
■The County receives one MASTER—delivery is per the medium suitable for the project size (e.g., hard drive,
DVD, CD, flash drive).
■Kofile can hold a security copy of all digital images for safekeeping. Kofile does not sell, distribute, or grant
unauthorized access to the County’s digital records.
PURCHASING VIA GSA
Kofile’s federal cooperative purchasing (CO-OP) contract extends to state and local
government. This is GSA Schedule 70 Contract No. GS-35F-275AA. Fresno County is eligible
for to purchase from this contract. This Schedule 70 CO-OP Contract presents professional
information technology (IT) labor categories for data conversion and records
management services. Other information pulled from GSA literature that may be helpful
includes:
The Group 70 contract is available for Cooperative Purchasing with state and local
governments at any time, for any reason, using any funds available.
It is entirely voluntary.
The eligible vendors are knowledgeable about Cooperative Purchasing. Vendors
are prepared to be a GSA customer’s primary point of contact. Furthermore,
customers are free to enter into a Cooperative Purchasing agreement with any
Schedule vendor without involving GSA.
To purchase from GSA, you only need follow Fresno County’s applicable purchasing
requirements. When a Purchase Order is issued, it must reference Kofile's GSA Contract
Number GS-35F-275AA. Kofile is responsible for reporting the sale to GSA and there is a
0.75% fee built in the client’s quote for the order.
GSA line items are billed per hourly charges for the work performed. GSA line items are
billed per hourly charges and include the following. Any ancillary items are billed as Order
Level Materials (with a cap of 33.33% per order). Any applicable taxes are not included in
the sales amount reported to the GSA.
GSA BILLING LINE ITEMS
ITEM NO. DESCRIPTION QTY. UNIT PRICE LINE ITEM TOTAL
TCS010 Project Manager 40 $183.97/Hour $7,358.80
TCS006 Graphic Artist II 1,700 $75.77/Hour $128,809.00
TCS008 Information Assurance Engineer II 1,709.1514 $75.77/Hour $129,502.40
GSA TOTAL $265,670.20
FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 4 I 6
PROJECT INVENTORY & ITEMIZED PRICING
RECORDS SERIES TITLE
APPROX.
IMAGE
COUNT
DESCRIPTION PRICE QUOTE
LEVEL OF
SERVICE
SHEET
SIZE CONDITION NOTES
(PRV)
PRESERVATION
(IM) ARCHIVAL
IMAGING LINE TOTAL
ROAD DOCUMENTS (TRI-FOLDS)
Road Docs Packets 1-172 10,320 8.5x11 Poor PRV/IM $82,560.00 $7,740.00 $90,300.00
Road Docs Packets 173-279 3,210 8.5x11 Poor PRV/IM $25,680.00 $2,407.50 $28,087.50
HISTORICAL VOLUMES
#1 Swamp Overflow Field Note 300 16" Poor PRV/IM $650.00 $225.00 $875.00
#2 Swamp Overflow Field Note 300 16" Poor PRV/IM $650.00 $225.00 $875.00
#3 Swamp Overflow Field Note 300 16" Poor PRV/IM $650.00 $225.00 $875.00
#4 Swamp Overflow Field Note 300 16" Poor PRV/IM $650.00 $225.00 $875.00
Record of App. Swamp Overflow
1863-1891
300 16" Poor PRV/IM $650.00 $225.00 $875.00
Swamp Overflow Lands Index 300 16" Poor PRV/IM $650.00 $225.00 $875.00
Small Field Notes 300 6x5 Poor PRV/IM $650.00* $225.00 $875.00
Small Field Notes 8x5" Poor
Vert. Control Data 300 Poor PRV/IM $650.00* $225.00 $875.00
Horizontal Control Data Poor
PLAT BOOKS
Road Right of Way Plats 119 27x27 XP Heavy tape. PRV/IM $20,825.00 $892.50 $21,717.50
Road Right of Way Plats 119 27x27 XP Copy. PRV/IM $20,825.00 $892.50 $21,717.50
Swamp and Overflow Lands 34 27x27 XP PRV/IM $5,950.00 $255.00 $6,205.00
Sec. Corner Land Dev. 100 27x27 XP PRV/IM $17,500.00 $750.00 $18,250.00
Gov. Survey Plats 12-29-23-16 256 24x18 XP PRV/IM $24,320.00 $1,920.00 $26,240.00
Gov. Survey Plats to 12/28 90 24x18 XP PRV/IM $11,250.00 $675.00 $11,925.00
No Name Plat Book #1 150 19x16 XP PRV/IM $15,000.00 $1,125.00 $16,125.00
No Name Plat Book #2 150 19x16 XP PRV/IM $15,000.00 $1,125.00 $16,125.00
*This quote is dependent on the combination of multiple volumes indicated. Binding separately will incur additional charges.
XP: Extremely Poor.
PROJECT INVENTORY & ITEMIZED PRICING
The following itemizes the pricing for each individual volume.
FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 5 I 6
SAMPLE PRESERVATION PROJECT TIMETABLE
WEEK PROJECT PHASE COMMENTS
1 COMMENCEMENT &
RECORDS TRANSPORT
Project Manager meets with the Fresno County Department of Public Works and Planning.
Records are inventoried. Records for preservation are delivered to the Kofile facility in
Carson City, NV.
1 ARRIVAL Items are unpacked and inventoried against the inventory. Prior to treatments, each item is
evaluated. An Information log is generated for each item. Titles are verified, items are
identified with job numbers, and a stamping sheet is produced. The stamping sheet is sent to
the County for verification, if required.
1—2 PREP Write and distribute job instructions. Order custom materials (e.g., binders) upon approval of
stamping. Each stage of conservation is documented. A treatment log accompanies each item.
2—4 CLEANING &
DEACIDIFICATION
Folio surface cleaning. Removal of adhesives and repairs. All solvents and adhesives are acid
free and easily reversible. Individual sheets are deacidified, as appropriate.
4—7 REPAIR & RESTORE Mending with appropriate methods, such as the application of Japanese tissues. Encapsulate
sheets, if required.
8—10 DIGITIZATION Document preparation, batching, and scanning, while adhering to strict quality control
policies.
8—12 BINDER ASSEMBLY Depending on the chosen housing, the designated books are bound. Binding may include
rounding, backing, cover assembly, gold stamping and tooling, cutting of boards and leather,
lining, and casing-in and pressing.
12—14 QUALITY CONTROL Collection undergoes final quality check. Treatment reports are finalized and returned with
the collection.
14—16 RETURN The collection is boxed and delivered to Fresno County. Other project requirements are
addressed as appropriate.
PRESERVATION PROJECT TIMELINE
Preservation projects are unique in that the work determines the schedule, response times,
and completion date. Each job is individual and unique. Kofile will meet whatever
reasonable timeline the County requires and will start the project upon award and
execution of contract. The condition of the record determines how quickly it moves
through the preservation process. Usually, older records suffer from extreme deterioration
and require more attention. As the collection is processed in controlled batches and the
age of the records decreases, production rate increases.
ACCESSIBILITY OF RECORDS
Records held at Kofile are viewed as private and confidential and treated as such. The
County is guaranteed access to records via email or toll-free fax at our expense. Upon
receipt of a records request, Kofile will flag the requested record and verify inventory
control, pull supporting paperwork, and email/fax a response to the approved requester or
alternate. The turnaround time will meet or exceed the County’s requirements. Requests
received during regular working hours (8:00 A.M. CST – 5:00 P.M. PST, Monday – Friday) are
processed the same day—often within an hour or less of receipt.
FRESNO COUNTY, DEPARTMENT OF PUBLIC WORKS AND PLANNING, CA
PRESERVATION PROJECT
JUNE 17, 2020
PAGE 6 I 6
OWNERSHIP OF DATA
All County records (including volumes, document, digital images, metadata, and
microfilm) serviced by Kofile shall remain the property of Fresno County. This policy is
applicable to any agreement, verbal or written, between Fresno County and Kofile.
■The records are not used by Kofile other than in connection with providing the services pursuant to any
agreement between Kofile and the County.
■The records are not disclosed, sold, assigned, leased, or otherwise provided to third parties by Kofile.
■The records are not commercially exploited by or on behalf of Kofile, its employees, officers, agents, invitees, or
assigns, in any respect.
RETENTION SCHEDULE
Historical and archival government records have permanent retention schedules. The
California Secretary of State’s Local Government Records Management Guidelines define
“Archival Record” as “Records with enduring value because they reflect significant
historical events, document the history and development of an agency, or provide
valuable research data” (Archives Division Records Management, Feb. 2006). The
Guidelines continue, identifying the primary principle of record management:
According to Government Code, Section 14740, California’s Records Management
Program is designed to “…apply efficient and economical management methods to
the creation, utilization, maintenance, retention, preservation, and disposal of state
records.” Effective Records Management ensures that records are kept only as long as
they have some administrative, fiscal, or legal value.
When records no longer fulfill the value for which they were created, they should be
destroyed unless they also have some historic or research significance. If that is the
case, the records should be preserved by an appropriate historical agency. Staff
members should realize that an effective records management program is not only
cost effective, it will also make their jobs easier. They should also know that records
retained beyond their value “just in case” only extend the agency’s legal liability in
the event of adverse litigation. These principles apply to all levels of government.
Please let us know if you have any questions.
Sincerely,
Eugene Sisneros
Eugene Sisneros
Account Manager
eugene.sisneros@kofile.us
713.204.5734
sgr