ADOPTED - AUGUST 28, 2001

Agenda Item No. 30

Introduced by the Administrative Services/Personnel and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH GRAPHIC SCIENCES FOR A MICROFILM TO CD CONVERSION FOR ALL PERMANENT RECORDS AT THE REGISTER OF DEEDS OFFICE

RESOLUTION #01-250

WHEREAS, all permanent records in the Register of Deeds Office are kept on microfilm according to archival standards and rules of the State of Michigan; and

WHEREAS, microfilm cannot be used by persons unless specialized equipment is available; and

WHEREAS, equipment used to retrieve and copy microfilm has increased in price; and

WHEREAS, the Register of Deeds Office is now using computers and scanned images, in addition to the archival microfilm, to promote access to the records and reduce costs in retrieving and printing current documents; and

WHEREAS, funds were allocated in the 2001 Capital Improvements Budget for the conversion of microfilm records from 1982-1993 to CD $40,000; and

WHEREAS, the Register of Deeds has an additional $9,000 in unspent contractual services within her budget; and

WHEREAS, bids were taken according to County purchasing procedures for the conversion on microfilm to CD and the lowest bid received was from Graphic Sciences 4208 Normandy Court Royal Oak, MI 48073 in an amount not exceed $49,000.00.

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners approves the purchase of services from Graphic Sciences for the conversion of microfilmed records from the Register of Deeds Office to CD in an amount not to exceed $49,000.00.

BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners authorizes the County Attorney to prepare the necessary documents for the Board Chairperson and the County Clerk to sign same.

ADMINISTRATIVE SERVICES/PERSONNEL: Yeas: Stid, Celentino, Minter, De Leon, Swope

Nays: None Absent: None Approved 8/21/01

FINANCE: Yeas: Czarnecki, Hertel, Schafer, Swope, Lynch

Nays: None Absent: Krause, Minter Approved 8/22/01