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Patrick County awards circuit court preservation contract to KOFILE despite lower HF Group bid
Summary
The Board unanimously awarded a Library of Virginia preservation contract for historical marriage records to KOFILE; the clerk recommended KOFILE for consistency with prior work despite a lower combined bid from HF Group.
The Patrick County Board of Supervisors unanimously approved awarding the county's FY2026 Circuit Court Records Preservation work to KOFILE on January 12. Clerk of Circuit Court Morgan Boothe presented two vendor proposals and recommended KOFILE based on prior experience and consistency of the finished product.
Boothe noted KOFILE's proposal for the four volumes totaled $16,177 for conservation and optional imaging; HF Group's combined proposal for the same scopes totaled $8,825.10. The Clerk recommended KOFILE because the vendor would preserve each license in an individual sleeve—matching previously preserved volumes—whereas HF Group would consolidate some licenses in sleeves, a difference the Clerk said would affect final presentation and indexing. "Although there is a significant price difference between the vendors, it is recommended awarding the project to KOFILE," Boothe told the Board. On a motion by Jonathan Wood, seconded by Clayton Kendrick, the Board awarded the work to KOFILE and approved the contract as presented.
