Primary Department: Purchasing
Primary Department Head/Elected Official: Kimberly J. Williams, JD
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): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant 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, 2026 - July 14, 2027, at a cost of $8,137,155 (230426), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
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Background and Discussion:
The County Clerk’s Office is seeking to renew our current contract with Kofile for preserving vital record 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:
Renewal of this contract will allow continued investment 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records, optimization of the speed at which records are able to be found and allows the maintenance and preservation of historical documents for research purposes, further benefiting the community.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: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
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Date |
Agenda Item # |
Action Taken |
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2/27/24 |
275 |
Advertisement |
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7/15/24 |
250 |
Award |
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12/10/24 |
371 |
Amendment No. 1 |
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5/8/25 |
298 |
Renewal No. 1 |
Location: N/A
Address (if applicable): Multiple
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
Kofile - Vital Records Preservation |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Other |
$ |
$8,137,155 |
$8,137,155 |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
$ |
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$ |
$ |
$ |
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$ |
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$ |
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Total Additional Budget Request |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$8,137,155 |
$8,137,155 |
$ |
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Grants - Proposed Budget (For Grants Items only) |
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Labor |
Non-Labor |
Total |
No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new Position Control Numbers (PCN)s) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
- |
- |
- |
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County Attorney’s Office Legal Review (for Harris County Code Items only) |
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CAO Reviewer Name and Title |
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CAO Review Completion Date |
Click or tap to enter a date. |
Anticipated Court Date: 4/16/2026
Anticipated Implementation Date (if different from Court date): Click or tap to enter a date.
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Contact(s) name, title, department: Jason Knight, Director of Special Projects & Purchasing, County Clerk’s Office; Jeremy Woodard, Senior Sourcing Manager
Attachments (if applicable): Letter