Primary Department: Purchasing
Primary Department Head/Elected Official: Paige McInnis
Secondary Department: County Clerk
Secondary Department Head/Elected Official: Teneshia Hudspeth
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Renewal
Project ID (if applicable): 230426
Vendor/Entity Legal Name (if applicable): Kofile Technologies, Inc.
MWBE Contracted Goal (if applicable): 0%
MWBE Current Participation (if applicable): 0%
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request for approval of a renewal option with Kofile Technologies, Inc. for vital records preservation project for the County Clerk's Office for the period of July 15, 2025 - July 14, 2026, at a cost of $8,137,155 (230426), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
end
Background and Discussion:
The County Clerk’s Office is seeking to address and preserve vital records books for the permanent retention
of these records. In order to address the issue of aging and damaged documents a professional consultant is
needed to carefully preserve, restore, and digitize these vital records books for our office. The preservation of
these records will provide long-term management and digital access of these records for internal and external
interests.
Expected Impact:
Investing in this process will allow constituents real-time access to these records, optimization of the speed at
which records are able to be found, and allows the maintenance and preservation of historical documents for
research purposes, further benefiting the community.
Alternative Options:
N/A
County Strategic Plan Goal: Choose an item.
County Strategic Plan Objective: Choose an item.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): Choose an item.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
07/15/2024 |
250 |
Award |
|
12/10/2024 |
371 |
Amendment No. 1 |
Location: N/A
Address (if applicable): N/A
Precinct(s): Choose an item.
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Existing Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request (Requires Fiscal Review Request Form) |
|
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Sources |
$ |
$ |
$ |
$ |
|
Grants - Proposed Budget (To be filled out by Grants staff only) |
|
|
Labor |
Non-Labor |
Total |
No. of Grant Years |
|
Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
|
|
Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
|
|
Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
|
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 5/8/2025
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Jason Knight, Director of Special Projects and Purchasing, Harris County Clerk’s Office; Dat Trinh, Senior Buyer, Purchasing Department
Attachments (if applicable): Letter