Discussion and possible action to enter into a historical civil and criminal file preservation project agreement/Phase IV, between Webb County for the District Clerks Office and Kofile Technologies, Inc. for an amount not to exceed $208,460.62, pursuant to the Texas Local Government Code; Section 271.103, Subchapter G (Purchases from Federal Schedule Sources of Supply), GSA Contract No. GS-35F-275AA, and authorizing the Webb County Judge to execute all relevant documents and any other matters incident thereto. [Account #2009-2290-001-460105 (Court Technology Fund-District Clerk-Administration - Minor Tools & Apparatus)]
Issue: Due to the historical nature and continued physical deterioration of these 7 boxes (out of the remaining 58) of the Webb County Historical Civil and Criminal Case Files, and the required permanent retention period requirements as per the Texas State Library & Archives Commission, 2011, these historical civil and criminal file records stored and located at the Webb County District Clerk’s Office need to be properly preserved, remediated, protected, archived, microfilmed and stored in order to prevent any further deterioration by providing for surface cleaning, tear repairs, removal of deposits, including dust, soot, airborne particulates, sedimentation, insect detritus, and/or biological mineral contaminants, archival imaging, indexing, microfilming, and binder storage of these files.
Solution: Approval of this Webb County Historical Civil and Criminal Case Files Preservation Project Agreement with Kofile Technologies, Inc., will provide for the proper preservation, archival imaging, indexing, and storage of these historical civil and criminal case files and records at the Webb County District Clerk’s Office. Acquiring these services under a GSA contract will satisfy any State law requiring local governments to seek competitive bids for purchases of goods or services.
Result: Historical Civil and Criminal Case File preservation and physical deterioration preventive measures will ensure that these files and records are properly preserved, cared for and maintained by the Webb County District Clerk’s Office. |