IN THE COUNTY LEGISLATURE OF JACKSON COUNTY, MISSOURI
Title
AN ORDINANCE appropriating $125,000.00 from the Unappropriated Surplus of the 2005 Recorder's Fee Fund and authorizing the County Executive to execute a contract for the furnishing of scanning services for use by the Records Department to Scanning America of Lawrence, KS under the terms and conditions of Electronic Request for Proposal No. PP20051 at a cost to the County not to exceed $113,700.00 and further authorizing the County Executive to execute change orders in an amount not to exceed $11,300.00 for a total amount not to exceed $125,000.00.
Intro
ORDINANCE 3675, September 12, 2005
INTRODUCED BY Henry C. Rizzo, County Legislator
Body
WHEREAS, the Records Department desires to provide for the digitization of existing microfilm records for use by the Department of Records in its role as the Recorder of Deeds and to facilitate improved public and government access to and utilization of said records; and,
WHEREAS, the Purchasing Director has solicited formal electronic request for proposal, and a total of 39 solicitations were distributed and 16 responses were received of which 1 was a "No Bid", and of the 15 bids received, the lowest and best three bids are as follows:
BIDDERS PRICE
Scanning America $113,700.00
Lawrence, KS
Perfect Image $124,000.00
Kirkland, WA
Opititek $219,960.00
St. Louis, MO
and,
WHEREAS, pursuant to Section 1054.6 of the Jackson County Code, 1984, the Director of Purchasing recommends the award of a contract for the furnishing of scanning services for use by the Records Department to Scanning America of Lawrence, KS under the terms and conditions of Electronic Request for Proposal No. PP20051 as the lowest and best bidder; and,
WHEREAS, the Records Department has requested authorization of a ten percent (10%) contingency ($11,300.00) for any unforeseen expenditures that may arise during the performance of this contract, bringing the total project amount to $125,000.00; and,
WHEREAS, the Purchasing Director also recommends that $125,000.00 be appropriated from the unappropriated surplus of the 2005 Recorder's Fee Fund to accomplish this purchase; now therefore,
BE IT ORDAINED by the Legislature of Jackson County, Missouri, that the following appropriation be and hereby is made:
DEPARTMENT/DIVISION CHARACTER/DESCRIPTION FROM TO
Recorder's Fee Fund
044 2810
Unappropriated Surplus $125,000
Recorder's Fee Fund
Records Center
044 1804 6791 Microfilm/Microfiche Services $125,000
and,
BE IT FURTHER ORDAINED that the purchase as recommended by the Purchasing Director be and hereby is approved; and,
BE IT FURTHER ORDAINED that the County Executive be and hereby is authorized to execute any documents necessary to the accomplishment of this award to execute a contract with Scanning America at a cost to the County not to exceed $113,700.00, in a form to be approved by the County Counselor; and,
BE IT FURTHER ORDAINED that the County Executive be and hereby is authorized to execute any contingency agreements for change order deemed necessary at a cost to the County not to exceed $11,300.00; and,
BE IT FURTHER ORDAINED that the Manager of the Division of Finance be and hereby is authorized to make all payments, including final payment on the contract.
Enacted and Approved
Effective Date: This ordinance shall be effective immediately upon its signature by the County Executive.
APPROVED AS TO FORM:
___________________________ ___________________________________
Acting Chief Deputy County Counselor County Counselor
I hereby certify that the attached Ordinance, Ordinance #3675 introduced on September 12, 2005 was duly passed on _________September 19_________________, 2005 by the Jackson County Legislature. The votes thereon were as follows:
Yeas _______9________ Nays ______0_______
Abstaining _____0______ Absent _____0_______
This Ordinance is hereby transmitted to the County Executive for her signature.
____________________ ________________________________
Date Mary Jo Spino, Clerk of Legislature
I hereby approve the attached Ordinance #3675.
____________________ _________________________________
Date Katheryn J. Shields, County Executive
Fiscal Note
Funds sufficient for this appropriation are available from the source indicated below.
ACCOUNT NUMBER: 044 2810
ACCOUNT TITLE: Recorder's Fee Fund
Unappropriated Surplus
NOT TO EXCEED: $125,000.00
There is a balance otherwise unencumbered to the credit of the appropriation to which the expenditure is chargeable and there is a cash balance otherwise unencumbered in the treasury to the credit of the fund from which payment is to be made each sufficient to provide for the obligation herein authorized.
ACCOUNT NUMBER: 044 1804
ACCOUNT TITLE: Record Center
Microfilm/Microfiche Services
NOT TO EXCEED: $125,000.00
Date Director of the Department of Finance