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ARF- 4253

Regular Agenda Item 3. B.

Regular BOS Meeting

Meeting Date:	04/18/2017
Submitted For:	James Menlove	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2016-2017; 2017-2018	Budgeted?:	Yes
Contract Dates Begin & End:	03-01-17 to 02-28-18	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval of Amendment No. 1 to Contract No. 092815 Document Scan Conversion for the Gila County Recorder's Office.

Background Information

On May 26, 2015, the Board of Supervisors approved a request to advertise Request for Proposals (RFP) No. 042815 Document Scan Conversion Project for the Gila County Recorder's Office. RFP No. 042815 was advertised in the Arizona Silver Belt in the May 27, 2015 and June 03, 2015 editions of the Arizona Silver Belt.

Four proposals were received and opened in a public setting on June 25, 2015. On March 1, 2016, the Board of Supervisors awarded a contract to the lowest, most responsible and qualified bidder, which was US Imaging. The contract annual amount was for $117,200.

Evaluation

The original contract term for Contract No. 092815 was from March 01, 2016 to February 28, 2017, with an option to renew for one additional one-year period at an annual cost of $117,200.

Amendment No. 1 will serve to exercise the option to renew the contract for one additional year from March 1, 2017 to February 28, 2018.

Conclusion

The Gila County Recorder's Office is pleased with the service provided by US Imaging and would like to extend the contract for another year.

Recommendation

The Recorder and the Finance Director recommend that the Board of Supervisors approve Amendment No. 1 to Contract No. 092815 Document Scan Conversion for the Gila County Recorder's Office.

Suggested Motion

Information/Discussion/Action to approve Amendment No. 1 to Contract No. 092815 Document Scan Conversion for the Gila County Recorder's Office. (Sadie Jo Bingham/James Menlove)

Attachments
US Imaging Amendment No. 1
Contract No. 092815-US Imaging, Inc.