To: Arapahoe County Board of County Commissioners
Through: Joan Lopez, Clerk and Recorder
Prepared By:
prepared
Juan Guzman, Director of Records, Clerk and Recorder’s Office
end
presenter
Presenter: Juan Guzman, Director of Records, Clerk and Recorder’s Office
end
Subject:
title
2:00 PM *Amendment to Agreement for Services with GovOS
end
Purpose and Request:
recommended action
The purpose of this drop-in is to request approval to amend the contract with GovOS (formerly Kofile) to account for the costs associated with the import and quality control of digitized historical Clerk and Recorder records.
end
Background and Discussion: In 2021 the Arapahoe County Clerk and Recorder’s office began a multi-year project to digitize all public records under its purview from 1861 - 1995. As that project nears completion, we need the services of GovOS to import and quality control the final digital set of public records in order to make them available to the public.
The Recording Division of the Clerk and Recorder’s office is requesting approval for:
1) Amendment to agreement for services to GovOS
2) Signature authority for the Clerk and Recorder to enter into an amendment with GovOS for the scope of importing the digitized records into our land recording system and to perform quality control
Approximately 3.6 million documents and 9 million pages will be imported into the Clerk and Recorders land recording system and made available for public access.
Fiscal Impact: Expense eligible for Electronic Recording Technology Fund Grant. Grant decision expected by 2/29/2024.
• One-time expense
• $70,000 for import related costs and quality control
• If grant funding is not approved, C&R will use operating funds
Alternatives: The Board could choose not to approve the request.
Alignment with Strategic Plan:
☒Be fiscally sustainable
☒Provide essential and mandated service
☒Be community focused
Concurrence: Finance Department