DEPARTMENT: Service and License Centers
FILE TYPE: Consent Action
TITLE
title
Authorization To Amend Contract With ArcaSearch LLC For Vital Records Digitalization Scanning Project
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PURPOSE/ACTION REQUESTED
Authorize the Service and License Center Director to amend the contract with ArcaSearch LLC to complete payment and finalize digitalization of historical birth, death, and marriage records.
SUMMARY
The request to redigitize over 80,000 historical marriage records and over 40,000 historical birth and death records was approved during the 2024 budget cycle using County Wide BIP. The current computer images are very difficult to read often resulting in staff having to look through the original books. Most of the books are well over 100 years old and are very fragile. In an effort not to look through the original books as often, staff recommended the images be redigitized.
The initial quote of $92,970 was based on page estimates out of original physical books. The final invoice came in at $107,255.30 based on actual page counts out of those books. Since the total cost now exceeds $100,000, per policy 2751, we are seeking approval to amend the contract.
RECOMMENDATION
recommendation
Staff recommends the Board authorize the Service and License Center Director to execute a contract amendment with ArcaSearch LLC to complete final payment.
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EXPLANATION OF FISCAL/FTE IMPACTS
The difference of $14,285.30 will be paid out of available funds within the Service and License Center budget.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, over 80,000 historical marriage records and over 40,000 historical birth and death records were approved to be redigitized during the 2024 budget process; and
WHEREAS, the initial quote of $92,970 was based on page estimates out of the original books; and
WHEREAS, the final invoice came in at $107,255.30 based on actual page counts; and
WHEREAS, based on policy 2751, since the total cost now exceeds $100,000, we are seeking approval to amend the contract.
NOW, THEREFORE BE IT RESOLVED, that the Dakota County Board of Commissioners hereby authorizes the Service and License Center Director to execute a contract amendment with ArcaSearch LLC to complete final payment in an amount not to exceed $14,285.30, subject to the approval of the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
23-605; 12/19/23
ATTACHMENTS
None.
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Kasha McLay
Author: Kasha McLay