HomeMy WebLinkAboutAgenda - 05-21-2002 - 8f t
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May21.2002
Action Age�ar
Item No. Is
SUBJECT: Contract Award—Relating Card File for Oter Registration Cats
DEPARTMENT: Purchasing, Boat of Elections PUBLIC HEARING: (YIN) No
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones, 245-2652
Carolyn Thomas 245-2351
TELEPHONE NUMBERS:
Hillaborough 732.8181
Chapel Hill 9604601
Durham 680-7331
Mebane 336.227.2031
PURPOSE: To consider awarding a contract for the purchase of a Kardex Leldriever 2000
rotating card file for voter registration cats.
BACKGROUND: Election law requires that the Board of Elections maintain hat copies of
voter registration cards. Orange County currently has over 250,000 cards on file. These cards
ere cumbamome to maintain and must be easily accessible. In order to accommodate this
volume of cards,the County purchased an electronic filing system called a Kardex notating card
file in 1996. That unit has reached capacity,and 61 cards are now being stored off-site in
conventional filing cabinets.
The Kardex file, which consumes roughly the same floor space as a standard sized desk, has
Me same storage capacity as approximately 12 conventional cabinets. Further,the software
program that operates the file allows staff to access specific voter registrations by inputting e
portion of the voters last name,thereby adding significantly to the efficiency of the Elections
staff.
In older to maintain consistency between the operating software, the Elections staff is
requesting that another Kardex unit be purchased. With the addition of the second unit,the
Elections staff estimates all cards can be kept in one location for 10-12 years.
The Kardex LekMever 2000 Rotating Card File is available on GSA Contract at a chat of
$26.415 (delivered and installed). The vendor is Patterson Business Systems of Raleigh, North
Carolina.
FINANCIAL IMPACT:The total coat of the system, $26,415 and is available in the Elections
Department's 2001-2002 operating budget.
2
RECOMMENDATION(Si The Manager recommends that the Board approve a contract with
Patterson Business Systems fare Kerdex Lekhiever 2000 Rotating Card File at delivered-
installed cost of $26 415.00 ; and authorize the Purchasing Director to execute the necessary
paperwork