To: Board of Supervisors
From: Kristin Connelly, Clerk-Recorder
Report Title: Purchase Order with Image Access Corp for High-speed Scanner Service Maintenance
Recommendation: Recommendation of the County Administrator
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RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Clerk-Recorder, to execute a purchase order with Image Access Corp, subject to the vendor Terms and Conditions, in an amount not to exceed $5,789 to supply the high-speed scanners with maintenance for the period October 2, 2026, through October 1, 2027.
FISCAL IMPACT:
The total purchase of $5,789 will not have any impact on the General Fund as it will be funded 100% by the Department’s Recorder Micrographics/Modernization Fund.
Regular maintenance and service will help extend the useful life of the scanners and delay the need for equipment replacement.
BACKGROUND:
The Clerk-Recorder’s Office utilizes high-speed document scanners to scan and digitize a large volume of official records. These scanners are essential to the Office’s ongoing records management, preservation, indexing and public access operations. To maintain the reliability and performance of this equipment, the scanners require ongoing preventive maintenance and service.
Image Access Corp. is a reseller of service contracts to end-user customers and will provide the Clerk-Recorder’s Office with a service contract for maintenance of the existing high-speed scanners. PAI is the service provider responsible for performing the maintenance services. The maintenance services will support the continued operation of the scanners and help minimize interruptions to the Office’s records scanning and digitization operations.
The vendor’s Terms and Conditions contain a Limitation of Liability provision. The provision generally excludes PAI and its service providers from liability for certain incidental, special, indirect, or consequential damages, third-party claims, loss of profits or data, and loss of use o...
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