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Home My WebLink AboutFreeDoc - 122021 I 1 . o207. FreeDoc INFORMATION CAPTURE SOLUTIONS Estimate 21070101 Jefferson County Clerk Maintenance Plan for 2022 Published:July 1,2021 USCAN+HD ROLL-COMPREHENSIVE,DIGITAL MICROFILM SCANNING SYSTEM • Digitize-Read, Email,Store to USB and Print(TIFF, PDF, Paper) UScan microfilm scanner reads & digitizes all microforms, without need for costly additional lenses, and carriers. UScan handles Roll film (16mm, 35mm), Aperture cards, Jacketed and Diazo Fiche (16mm, 35mm), and negatives. UScan outputs digital film images for use with CD/DVD,email,databases, cloud,and network printers. Designed and manufactured by the world famous Wicks and Wilson Company, UScan offers an automatic unit replacement warranty with your replacement system,with shipping included. HARDWARE AND SOFTWARE MAINTENANCE PLAN Annual Software Maintenance 490 Annual Hardware Maintenance -Automatic Unit Replacement Warranty—AUR 1,570 Sub-Total $2,060 * Manufacturer Training also available via Online Webinar—2 hours($825) www.freedoc.com PO Box 2007 Bothell, WA 98041 425.977.4222 ORIGINAL Freer)0 C INFORMATION CAPTURE SOLUTIONS TERMS Sales tax additional Maintenance Effective Dates:01/01/2022—12/31/2022 Jefferson County Board of County Commissioners I / Signat,re te Kate Dean, Chair Print name name and title Purchase Order FreeDoc• GM /2— VZ--/ P Frix, Title 6ate Approved, to F rm Only: c' December 9, 2021 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney www.freedoccom PO Box 2007 Bothell, WA 98041 425.977,4222 FreeDoc INFORMATION CAPTURE SOLUTIONS CORPORATE INFORMATION FreeDoc Records Consulting Mark Kifowit, MS Email mkifowit@freedoc.com Phone 425-977-4222, Ext 220 Records Consulting Leslie Turner,CRM, ERMP, IGp Email Iturner@freedoc.com Phone 425-977-4222, Ext 221 Systems Consulting Peter Frix,CDIA,CEIRM Email ofrix@freedoc.com Phone 425-977-4222,Ext 301 Account Management Garrett Frix,LPP Email gfrix@freedoc.com Phone 425-977-4222, Ext 222 Operations Management Matt Frix Email mfrix( freedoc.com Phone 425-977-4222, Ext 303 Administration Vicki Gillette Email admin@freedoc.com Phone 425-977-4222, Ext 302 Website www.freedoc.com Technical support support@freedoc.com Records processing production@freedoc.com Facsimile 866-221-8340 Corporation Frix Technologies LLC d/b/a FreeDoc Federal EIN 20-5514064 Washington UBI 602-642-309 Official Notice&Remittance PO Box 2007 Bothell,WA 98041-2007 Administrative Center 19015 36th Ave West Suite A,D Lynnwood,WA 98036 Production Center 19015 36th Ave West Suites B,C Lynnwood,WA 98036 www.freedoc.com PO Box 2007 Bothell, WA 98041 425.977.4222 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Mark McCauley,Interim County Administrator FROM: Ruth Gordon, Clerk 20 DATE: 12/A/2021 SUBJECT: Annual maintenance agreement for microfilm viewer STATEMENT OF ISSUE: The County Clerk is the custodian of Superior Court case records going back to territorial days. Records from prior to the late 1990's are on microfilm reels in our office. In order to provide access to the public and the court, we purchased a UScan Hight Definition microfilm reader. In order to sustain access year to year we have to pay an annual maintenance fee. When we remit that payment, we are given a new"key"which provides us a year of access to the machine and its software. ANALYSIS: As providing access to the court record is one of the primary duties of any clerk of court,this is a necessary and justifiable expense. Our department budget provides sufficient funds to pay the maintenance cost. The vendor's remote customer service has been terrific. Without this contract being put into effect our staff will be running downstairs and begging the Auditor to let us use her microfilm viewer several times a week. In that case there would be no direct access for members of the public. FISCAL IMPACT: Our general fund budget already covers this expense. RECOMMENDATION: I ask that you review this agreement, and if you find it legally sufficient,please approve it as soon as is practical so that we can use funds budgeted for 2021 for this expense. REVIEWED BY: Ailii,i/ "9 , /* //a/ i Mark McCauley, brim County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: FreeDoc Information Capture Solutions Contract No: C Contract For: Annual Maintenance Plan Term: 1/1/2022- 12/31/2022 COUNTY DEPARTMENT: County Clerk Contact Person: Ruth Gordon Contact Phone: (360)385-9128 Contact email: rgordon@co.jefferson.wa.us AMOUNT: $2060.00 PROCESS: L Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: budgeted - Competitive Sealed Bid Matching Funds Required: n/a - Small Works Roster Sources(s)of Matching Funds n/a — Vendor List Bid Fund# 001 050 000 RFP or RFQ Munis Org/Obj CL51230 480000 — Other: APPROVAL STEPS: STEP 1:DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: D N/A:0 �"' — (Z 4-7 I Zo Z\ Si ture Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: El N/A: D 16-(''^'' ",` l L( ? ( 2,6 Zl Si re Date STEP 3:RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 12/9/2021. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approvedby as to form PAO on 12/9/2021. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1