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Board selects Cofile for circuit court records preservation pending price/volume verification
Summary
The clerk’s office recommended Cofile after two vendor quotes to digitize and preserve 1,100 early marriage-license documents; supervisors approved using Cofile contingent on clerk’s verification that Cofile’s page counts and price match the state statement of work.
Morgan Booth of the clerk’s office asked the board to choose a vendor for the Library of Virginia’s Circuit Court Records Preservation Grant work. The state’s statement of work covers marriage licenses dated roughly 1791 through 1853 (~1,100 documents), with vendor tasks including digitization, deacidification and encapsulation.
Booth said Cofile quoted about $22,000 and HF Group quoted about $8,000 but recommended Cofile because of past service reliability and quick responses to record requests. Supervisors raised a concern that the two bids appeared to quote different page counts per section — Cofile’s quotes referenced larger page counts than the HF Group’s — suggesting the HF Group quote might not be an apples‑to‑apples comparison.
Because the grant application is due in a few days, the board voted to award the work to Cofile contingent on verification that Cofile’s quote accurately matches the Library of Virginia statement of work. A supervisor moved to approve Cofile pending verification, the motion was seconded and the board recorded ayes and instructed the clerk to confirm and email corrected figures to the board.
What’s next: The clerk will verify the page counts and pricing with both vendors and confirm the award to Cofile if the quote aligns with the statement of work; the grant deadline was stated as January 17 in the meeting.
