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Adams County pauses scanning project enhancement after vendor doubles price; legal, rebid risks flagged
Summary
An ARPA-funded records‑scanning project originally budgeted at about $215,000 now carries proposed enhancements that could push total obligations near $500,000; commissioners held the contested $206,000 scanning enhancement for legal review and possible rebid due to procurement concerns.
County commissioners paused approval of a $206,000 enhancement to an ARPA‑funded records scanning contract after staff reported the vendor's re‑quote would substantially increase the contract value.
Clerk Shelley Bridal told the board the initial award and contract covered roughly $215,000 for scanning work, but when the vendor re‑assessed the records it found additional boxes and juvenile records not included in the first measurement. The new items produced an additional estimated $206,000 for scanning plus roughly $6,005 for movers and an estimated $150,000 for fit‑out/construction of long‑term storage, putting total obligations at or above the $500,000 ARPA allocation. Bridal said the vendor "found out that there are more records, like, in our other rooms that definitely need to have scanned." The transcript records a county administrator saying, "They would have to bring them all back" and commissioners noting the change may be a 'cardinal change' that could require rebidding under public‑bidding rules.
Legal and procurement concerns: Multiple commissioners urged a review by legal counsel and procurement staff. One commissioner said the magnitude of the price increase could make the contract void or require rebidding; "That feels... that's a huge change in that contract," another said. Staff were asked to assemble the original RFPs, vendor proposals and the fully executed contract and to meet with county counsel, IT and construction staff. Commissioners left in place approvals for the construction and mover contracts but held the scanning enhancement pending legal advice.
Financial context and next steps: Staff noted there are fallback options in ARPA allocations and discussed obligating the originally contracted work at $215,000 while rebidding the remaining scanning scope. Commissioners asked staff to return with a recommendation at the next meeting and requested vendor documentation (original proposals, executed contract and scope/quantities). The transcript does not include a vendor response beyond the explanation that additional records were discovered.
Quotes and attributions: Clerk Shelley Bridal said the vendor "found out that there are more records...that definitely need to have scanned." Commissioners repeatedly referenced the risk of a 'cardinal change' and potential vendor claims; county counsel and procurement leads were asked to provide legal guidance.
Limitations: The record does not include the vendor’s invoices, a final procurement opinion, nor an exact count of missing records. Commissioners directed staff to gather the evidence and return with a recommendation, and legal counsel was asked to weigh in on whether rebidding is required.
