SUBSTITUTE ADOPTED - DECEMBER 10, 2003

Agenda Item No. 18

Introduced by the County Services and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION AUTHORIZING ENTERING INTO A CONTRACT WITH HTC GLOBAL SERVICES FOR INDEXING SERVICES FOR REGISTER OF DEEDS RECORDS

RESOLUTION #03-312

WHEREAS, index records for all documents from 1835 through 1955 are in leather bound index books; and

WHEREAS, index records for all documents from 1956 through 1981 are on microfiche; and

WHEREAS, index records for all documents from 1982 through present are on computer; and

WHEREAS, the Register of Deeds office is using computers and archival microfilm to enhance access to county records and to reduce the costs of retrieving and printing current documents; and

WHEREAS, funds were allocated in the 2003 Capital Budget for the conversion of microfiche records from1956 to1981, $50,002 of which remain available; and

WHEREAS, the Purchasing Department has advertised and requested proposals for microfiche conversion services, with the lowest bid received from HTC Global Services, in the amount of $57,195.94.

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners enter into a contract with HTC Global Services for $57,195.94 to provide indexing services to convert Register of Deeds microfilmed records to CD.

BE IT FURTHER RESOLVED, that $50,002 will come from funds allocated in the 2003 capital budget and the additional $7,194 for this project be funded by recognizing additional available revenue within the Register of Deeds budget.

BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners authorizes the Chairperson of the Board of Commissioners and the County Clerk to sign any necessary contract documents prepared as to form by the County Attorney.

COUNTY SERVICES: Yeas: Celentino, Holman, De Leon, Schor, Severino

Nays: None Absent: Nevin Approved 12/2/03

FINANCE: Yeas: Grebner, Swope, Dedden, Hertel, Thomas, Minter

Nays: None Absent: None Approved 12/3/03