AUTHORIZING A CONTRACT WITH EO JOHNSON BUSINESS TECHNOLOGIES FOR CONVERSION OF REAL ESTATE AND PERSONAL PROPERTY TAX ROLLS TO ELECTRONIC IMAGES

Committee Status: 
Approved
Budget Status: 
Budgeted
Decision Impact: 
Significant
FTE Impact: 
No
Funding Source: 
Other (see budget status)

Purpose

To convert hard copy records to electronic images.

Background

In an effort to preserve historic tax records, we are electing to convert our hard copy books to electronic records.  The electronic records will provide better access of the information to staff and the public and create needed storage space.  Also preserving the record if damage were to occur to the hard copies.

Resolution Files: 
File Resolution for tax roll scanning
File Resolution for tax roll scanning - revision #1 (correction of supervisor name spelling)
File Resolution for tax roll scanning - revision #2 (added language why lowest bid isn't recommended)
Budget Status (Other/External Sources): 

$30,000 was approved in the 2019 Land Records Modernization Budget for this project.  Due to the timing of the project, these funds will be carried to 2020.

The proposal that was chosen is $25,840

Resolution Body

RESOLUTION NO. _____ - 2019

 

[Text Box: Fiscal Impact: [ ] None [ X ] Budgeted Expenditure [ ] Not Budgeted ] [Text Box: Background: The Sauk County Treasurer/Real Property Lister’s office maintains and keeps safe 936 Real Estate and Personal Property Tax Roll Books (approximately 272,000 pages of paper records). The project intends to provide proper archival back up to paper records currently stored in books and boxes. Conversion of these paper documents to electronic images would allow greater public access to these records and provide a reliable and safe back up storage of data. A Request For Proposal produced six qualified bids from Vendors. The bids were evaluated by the criteria provided in the Proposal.  The lowest bid was not chosen due to their providing less services than the next highest bid.  The Treasurer is recommending that EO Johnson Business Technologies be awarded the project.   They were the 2nd lowest bidder and provided all the criteria that was required.] AUTHORIZING A CONTRACT WITH EO JOHNSON BUSINESS TECHNOLOGIES FOR CONVERSION OF REAL ESTATE AND PERSONAL PROPERTY TAX ROLLS TO ELECTRONIC IMAGES

             

            NOW, THEREFORE, BE IT RESOLVED, by the Sauk County Board of Supervisors,

met in regular session, that the Sauk County Treasurer is authorized to contract with EO Johnson Business Technologies to convert 936 Real Estate and Personal Property Tax Roll Books to electronic images at a cost not to exceed $25, 840.00.

 

For consideration by the Sauk County Board of Supervisors on December 17, 2019.

 

Respectfully submitted,

 

LAND RESOURCES AND ENVIRONMENT COMMITTEE

 

 

_________________________________                  _________________________________

CHUCK SPENCER, CHAIR                                     ROBERT NEWPORT

 

 

_________________________________                  _________________________________

GLEN T JOHNSON, SECRETARY                         JOHN S DIETZ

 

 

_________________________________                  _________________________________

MARTIN F KRUEGER, VICE CHAIR                    JEAN BERLIN

 

 

_________________________________                  _________________________________

RANDY PUTTKAMER                                            CHARLES WHITSELL

 

 

Fiscal Note:  The 2019 Land Records Modernization Budget included $30,000 for this expenditure.  This amount will be carried forward into 2020.

 

MIS Note:   No information systems impact.

 

RESOLUTION NO. ______2019

 

AUTHORIZING A CONTRACT WITH EO JOHNSON BUSINESS TECHNOLOGIES FOR CONVERSION OF REAL ESTATE AND PERSONAL PROPERTY TAX ROLLS TO ELECTRONIC IMAGES

 

Page 2

(See the attached resolution for the table showing all the proposals.)

 

Requested Board Review Date: 
Tuesday, December 17, 2019
Committee Review 1: 
Pending
Committee Review 1 Date: 
LAND RESOURCES AND ENVIRONMENT COMMITTEE
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