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Commission approves $139,000‑range Xerox digitization project for property records; chairman abstains
Summary
Montgomery County approved a contract with Xerox to digitize property record cards and related appraisal documents; the vendor’s statement of work estimated a projected cost of $139,260. Chairman Doug Singleton abstained from the recorded vote; the motion otherwise carried.
The Montgomery County Commission voted Nov. 18 to authorize an agreement with Xerox Business Solutions Southeast to digitize property record cards and related appraisal materials for the Appraisal Department.
Vice Chairman Carmen Moore‑Zeigler moved to approve the agreement; Commissioner Justin M. Castanza seconded. The motion carried with an abstention recorded for Chairman Doug Singleton.
Meeting materials attached to the agenda include a Xerox statement of work describing project scope and an estimated total project cost of $139,260. The vendor’s scope covers on‑site packout of records, logistics to a scanning facility, full document preparation (including removal of staples where required), scanning of office‑size (letter/legal) and oversized drawings, quality control, production of searchable 300‑dpi color PDFs, and re‑assembly and return of the original boxes to the County. The statement of work also describes a project acceptance process, supplemental reporting and a 30‑day retention period for electronic images following final delivery.
The minutes do not record extended discussion or a transcript of questions about the schedule, privacy controls, or backup and access arrangements; the statement of work in the vendor materials states images would be delivered via encrypted transfer or secure external storage per the County’s preference. The project documentation identifies a projected image count (approximately 1,092,000 letter/legal images and 20,000 oversized images) used to estimate cost; the final invoice will reflect actual counts. The Commission’s formal action authorizes staff to complete contracting steps and proceed with the vendor’s planned work.
