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Calhoun County awards $139,652 imaging contract to ImageMax for Clerk-Register records
Summary
The Board approved an RFP award to ImageMax, Inc. for $139,651.60 to convert microfilm records to digital images and authorized a Register of Deeds technology-fund budget adjustment to cover imaging-related expenses; commissioners emphasized quality and accuracy in vendor selection.
The Calhoun County Board approved awarding RFP#101-05 to ImageMax, Inc. for imaging services to convert microfilmed records to digital images, authorizing an agreement not to exceed $139,651.60.
Chief Deputy Clerk Diane Withers explained the office’s imaging plan to digitize current and archived documents and said the technology fund carryover would cover imaging, travel, maintenance and equipment without impacting the General Fund. Administrative Services Director Bradley Wilcox said the evaluation committee selected ImageMax as the most responsible proposer based on quality and accuracy despite a higher bid; he noted competing bids either omitted re-take costs or produced lower-quality samples. "ImageMax was not the low bidder, however, best met the evaluation criteria with primary consideration placed on quality and accuracy," Wilcox said.
The Board approved the Register of Deeds technology-fund adjustment (Res. 56-2005) and the contract award to ImageMax (Res. 57-2005) by roll call votes. Commissioners asked about implementation timing and the likelihood that other counties are also moving to imaging; Withers said most counties are adopting imaging and expected the county directory to be available within a week.
The approved contract and budget amendment are intended to modernize public access to records through digitization.
