AGENDA

WAYS AND MEANS COMMITTEE Regular & Budget

Wednesday, December 2, 2020 @ 1:30 PM

1. Call to Order

2. Suspension of Rules

3. Approval of Minutes • October 27, 2020

4. Budget

BUDGET BOOK (Blue Pages) • County Auditor • County Clerk • County Clerk’s Recording Automation Fund • County Election Commission • County Treasurer • Finance • Regional Office of Education • Supervisor of Assessments • Veterans’ Assistance Commission

5. Informational Items / Reports / Other Minutes / Updates

• Auditor • County Clerk's Office

➢ Collections and Transactions Report • County Election Commission • Finance • Regional Office of Education • Supervisor of Assessments/Board of Review

➢ Tax Cycle Update • Treasurer • Veteran's Assistance Commission

6. Resolutions

• Monthly Delinquent Taxes • County Board Records Scanning Services Bid Award

7. Miscellaneous

8. Adjournment

DRAFT MINUTES

Ways and Means Committee October 28, 2020

@ 2:00 P.M.

Call to Order The meeting was called to order by Chairman Rieker at 2:03 p.m.

Approval of Minutes A motion to approve the minutes of August 26, 2020 was made by Mr. Salzer and seconded by Mr. Watkins. The motion carried unanimously.

Informational Items/Reports/Other Minutes/Updates County Auditor Mr. Rieker directed committee members to the submitted report and stood for any questions. There were no questions or comments from committee.

County Clerk ➢ Collections and Transactions Report

Ms. Parker directed committee members to the submitted report and stood for any questions. There were no questions or comments from committee.

Peoria County Election Commission Mr. Bride advised that 43,473 votes have been cast in Peoria County as of last night, a nearly 36% turn-out. He stated that nearly 80% of 35,000 vote by mail ballots have been returned. He commented that with the larger number of votes already cast, election day turn-out is anticipated to be lighter than a typical presidential election. He also stated that early voting numbers have increased over 2008 figures. He remarked that the average wait in line for early voting is 20-25 minutes.

Mr. Bride advised that the Commission has been awarded a grant from the Center for Tech and Civic Life in the amount of $109,544.00. He stated that the Board of Election Commissioners approved the acceptance of the grant on October 13, 2020. The grant funding has no restrictions placed on it other than expenditures must be related to the November 2020 election. Mr. Rieker advised that County Administration recommends considering a resolution approving the grant appropriation via a poll vote of the committee.

(Ms. Reliford enters meeting.)

MEMBERS PRESENT: Steven Rieker – Chairman; Sharon Williams – Vice Chairman; Jennifer Groves Allison, James Fennell, Rachel Reliford, Phillip Salzer, William Watkins, Jr.

MEMBERS ABSENT:

STAFF PRESENT: Scott Sorrel - County Administrator; Shauna Musselman – Assistant County Administrator; Jennie Cordis Boswell - State's Attorney's Office; Andrew Rand – County Board Chairman; Randy Brunner –Chief Financial Officer; Kim Hudson – Finance; Rachael Parker, Mike Deluhery – County Clerk; Tom Bride – Election Commission; Beth Crider – Regional Office of Education; Dave Ryan – Supervisor of Assessments; Nicole Bjerke – Treasurer

OTHERS PRESENT:

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Finance Mr. Brunner advised final budget preparations are underway. Mr. Brunner noted that during the course of the most recent external audit, a control deficiency regarding Procurement Card usage was noted, specifically the inconsistent signature process for submitted forms, and particularly for elected officials. Mr. Rieker noted that if an elected official prepares a Procurement Card submission for expenses, that official has no superior to verify the form, as elected officials are elected by the public. He stated that after staff discussion with the eternal auditor, it was advised that the finding would be resolved by the requirement of primary and secondary signatures, by either a superior or subordinate. Several alternate options were then discussed, as several committee members expressed discomfort with allowing a subordinate to verify the expenses of a superior. Regional Office of Education (ROE) Ms. Crider provided an update on the activities of the Regional Office of Education:

• Data received after the end of the nine-week grading period for the Peoria Regional Learning Center was not positive, and as such the Center has returned to full in-person learning, with as much mitigation as possible.

• The Illinois Virtual School saw more than a 150% increase in enrollment over the summer, and is experiencing a 75% increase in enrollments this fall, in large part to remote and on-line learning.

• Ms. Marricea Page was announced as an area award winner and finalist for statewide teacher of the year. Other area award winners include Mr. Thomas Blumer as principal of the year and Ms. June Smothers as assistant principal of the year.

• The Office is currently undergoing an accreditation review.

• The ROE received a $64,000.00 Digital Equity Grant which will assist in retrofitting the Peoria Regional Learning Center for improved online remote learning, and has applied for a $40,000.00 Digital Professional Learning Grant.

• An Intergovernmental Agreement has been entered into with the Illinois State Board of Education to deliver trauma training, social and emotional learning and other means of supporting mental health.

Supervisor of Assessments/Board of Review

• Tax Cycle Mr. Ryan advised that 2020 assessments are complete and are at the review level. He stated that approximately 800 complaints have been received, noting that atypically, commercial complaints are pacing residential complaints this year. He noted several of the larger complaints received being Keystone and the plant in Edwards, Illinois. He advised that school districts have begun contacting the office requesting EAV estimates. Mr. Ryan advised that the legislation regarding seniors, disabled persons, and disabled veterans not being required to refile for 2020 was passed for the year 2020 only. He stated that the Assessor’s Office aims to potentially expand that ruling into the veto session for the year 2021. Treasurer Ms. Bjerke advised that 5,002 delinquent tax notices have been mailed, a decrease from 2019. She stated that the last date to make payment is November 6, 2020. Ms. Bjerke noted that ABW Properties listed on the Delinquent Tax Resolution on the October 8, 2020 County Board Meeting agenda were deferred for one month at the request of the City of Peoria. She stated that the deferred parcels will be added to the November 12, 2020 County Board Meeting agenda for approval.

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Veteran's Assistance Commission No report. No questions or comments from committee. Resolutions

• Monthly Delinquent Taxes A motion to approve was made by Ms. Reliford and seconded by Mr. Fennell. The motion was approved unanimously (7-0). Adjournment The meeting was adjourned by Chairman Rieker at 3:03 p.m. Recorded and Transcribed by: Jan Kleffman

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November 2020 - Ways & Means Committee - Audit

Peoria County, Illinois

Office of the County Auditor Department of Internal Audit

November 2020 Ways & Means Committee

Audit Report

Issued: November 16, 2020

Jessica Thomas, MBA Peoria County Auditor

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November 2020 - Ways & Means Committee - Audit

Attached is the November 2020 Auditors Report. The November 2020 Audit Report includes all checks written between October 1, 2020 and October 31, 2020.

During this period, we audited 744 checks Totaling: $4,492,840.28

Please see the following attachments for the breakdown for checks issued in October 2020: • by fund • by Vendor over $2000 • YTD Checks Audited at-a-glance

Questions should be directed to:

Jessica Thomas, County Auditor 324 Main Street, Room G-02

Peoria, Illinois 61602 309-495-4651

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Expenditures By FundOctober 01, 2020 - October 31, 2020

FUND  AMOUNT

001 ‐ GENERAL 805,051.08

003 ‐ EMERGENCY TELEPHONE 244,246.20

026 ‐ PCAPS 15,236.41

030 ‐ PEORIA CITY/COUNTY HEALTH 188,684.58

033 ‐ COUNTY HIGHWAY 68,459.32

034 ‐ COUNTY BRIDGE 25,424.25

036 ‐ COUNTY MOTOR FUEL TAX 516,340.17

037 ‐ TOWNSHIP MOTOR FUEL TAX 775,549.07

038 ‐ MATCHING TAX 18,818.53

041 ‐ SOLID WASTE MANAGEMENT 574.10

044 ‐ VETERANS ASSISTANT COMM 13,362.80

045 ‐ PEORIA COUNTY LAW LIBRARY 5,874.83

048 ‐ JUVENILE DETENTION CENTER 61,130.53

049 ‐ PROBATION SERVICES 38,248.08

052 ‐ NEUTRAL SITE EXCHANGE 634.14

057 ‐ INMATE BENEFIT 39,794.64

067 ‐ GEN OBLIGATION DEBT CERT 4,350.00

076 ‐ PEORIA COUNTY PARKING FAC 5,966.70

080 ‐ PEORIA COUNTY IT SERVICES 220,589.52

081 ‐ PEORIA CNTY EMPLOYEE HLTH 1,172,110.02

082 ‐ PEORIA COUNTY RISK MGMT 104,344.19

097 ‐ CNTY/ST CAPITAL IMP GRANT 25,000.00

117 ‐ RECORDING AUTOMATION 4,732.50

175 ‐ HEDDINGTON OAKS 138,318.62

Grand Total 4,492,840.28

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VENDOR  AMOUNT

PRINCEVILLE STATE B $1,000,000.00

PORTER BROS.ASPHALT $413,550.65

R. A. CULLINAN & SO $357,307.12

ASPHALT SALES CO $353,358.00

PEORIA METRO CONSTR $228,761.28

WELLPATH LLC $213,648.03

CONSOCIATE, INC. $152,133.52

TAZEWELL COUNTY ASP $73,341.00

CALPINE ENERGY SOLU $67,552.18

ILLINOIS CIVIL CONT $67,089.23

THE SOTOS LAW FIRM $53,386.50

TYLER TECHNOLOGIES $51,285.57

RUNBECK ELECTION SE $50,172.99

RANDOLPH VENTURES, $45,981.00

CANTEEN CORPORATION $38,360.98

AMEREN ILLINOIS $35,083.46

SYSCO CORPORATION $35,000.57

NATIONSTAR MORTGAGE $34,000.00

SUPERIOR AUTOBODY & $32,078.97

HERR PETROLEUM CORP $30,718.24

TAZEWELL COUNTY HEA $28,130.30

ARC ENVIROMENTAL IN $25,416.50

GREATER PEORIA ECON $25,000.00

PNC BANK, NATIONAL $24,051.00

BMO HARRIS BANK NA $23,500.00

EUREST DINING SERVI $23,098.31

BURWOOD GROUP INC $22,314.29

AMANDA J YOUMANS IN $21,600.00

CONSTELLATION NEWEN $21,135.49

CHARLES N BROWN $20,495.34

INSIGHT PUBLIC SECT $20,477.74

HOLLAND & KNIGHT LL $20,096.64

DIGITAL COPY SYSTEM $18,253.74

US PREVENTIVE MEDIC $17,730.00

PEORIA SCHOOL DIST $17,700.00

CONTECH ENGINEERED $16,988.60

HOME DEPOT USA $16,853.50

HANSON PROFESSIONAL $16,694.12

ILLINOIS AMERICAN W $16,661.89

AT&T $16,597.12

LEYDEN REMODELING I $16,317.00

MATRIXCARE INC $15,472.80

Expenditures Over $2,000 by Vendor

October 01, 2020 ‐ October 31, 2020

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SCRAM SYSTEMS OF IL $15,036.84

HULT CENTER FOR HEA $15,000.00

THE MASTER'S TOUCH $14,510.02

OPENGOV, INC $14,500.00

ILLINOIS DEPT OF PU $13,164.00

HP INC $12,870.00

PEORIA STARCREST IN $12,628.20

PUBLIC HEALTH ACCRE $12,000.00

CHILDRENS HOME ASSO $10,822.50

JEVIN J BOSWELL $10,805.00

NATIONWIDE RETIREME $10,320.00

MARTIN SULLIVAN INC $9,795.85

AFSCME COUNCIL 31 $9,780.40

SIEMENS HEALTHCARE $9,553.04

RAGAN COMMUNICATION $8,688.81

INTERNATIONAL CITY/ $8,608.67

DER GRAPHICS AND CU $8,449.00

KAVANAGH, SCULLY, S $7,823.80

VERIZON WIRELESS $7,614.84

NMS LABS $7,532.00

THOMSON REUTERS $7,442.10

PIONEER PARK SUPPLY $7,199.92

MAINMAST PROPERTIES $6,918.06

PTC SELECT $6,629.00

POSTMASTER $6,500.00

ANNE C DAGEFORDE BA $6,250.00

HART INTERCIVIC $6,177.39

NINA R GOUGIS $5,833.33

RAY O'HERRON CO INC $5,662.56

COMCAST CABLE $5,643.47

JAMES UNLAND & COMP $5,625.00

DFM ASSOCIATES $5,381.03

MOHR & KERR ENGRG & $5,345.00

IL DEPT OF INNOVATI $5,236.55

HEART TECHNOLOGIES $5,184.36

BMC SOFTWARE INC $5,176.66

US POSTAL SERV/NEOP $5,000.00

SHIPING BAO $5,000.00

BRADLEY UNIVERSITY $4,944.78

WAREHOUSE DIRECT $4,867.55

CENTER FOR PREVENTI $4,837.01

PEORIA COUNTY VETER $4,760.00

MARSHA L COMBS‐SKIN $4,742.00

STERICYCLE INC $4,732.47

METAL CULVERTS INC $4,691.30

CRAWFORD, MURPHY & $4,587.74

THERESA KUHLMANN & $4,500.00

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CENTRAL ILLINOIS TI $4,400.00

US BANK $4,350.00

PATRICK W FOX $4,160.00

CIT TRUCKS LLC $4,077.10

JAMES E STICKELMAIE $4,001.96

TRI COUNTY REGIONAL $3,999.99

MIDLAND PAPER COMPA $3,881.45

HUMAN SERVICE CENTE $3,854.50

NATIONAL GARAGES IN $3,827.85

CDW GOVERNMENT INC $3,749.45

CUSTOM DATA PROCESS $3,743.49

PIP PRINTING AND DO $3,694.20

TOBIN AND ASSOCIATE $3,681.16

211 FULTON STREET, $3,668.30

HY‐VEE $3,570.00

FOP LABOR COUNCIL $3,552.00

ZIAD A. MUSAITIF $3,511.44

CHRISTOPHER J FRERI $3,500.00

KONE INC $3,402.22

AMAZON.COM SERVICES $3,309.65

CHEMSEARCH $3,300.55

UICOMP $3,300.00

APACE INC $3,266.20

WIELAND'S LAWN MOWE $3,229.10

PEORIA TIRE & VULCA $3,205.93

PATRICK T CLARK $3,200.00

MICHAEL DOUBET $3,166.67

MAP AUTOMOTIVE OF P $3,153.79

KAMP LAW OFFICE LTD $3,083.03

ALPHA BAKING CO $3,058.76

LENZ OIL SERVICE, P $3,040.80

ISOLVED HCM $2,917.00

CHANDRA LIN JUSTICE $2,876.47

EXPRESS SERVICES IN $2,874.24

BOB BARKER COMPANY $2,818.47

THOMPSON ELECTRONIC $2,769.33

PDC SERVICES INC $2,729.69

BERRY DUNN MCNEIL & $2,705.00

GREATER PEORIA SANI $2,658.49

RUYLE MECHANICAL SE $2,626.48

COMCAST $2,575.95

GRAINGER $2,564.12

MAGGI WETTSTEIN $2,560.45

MILLER HALL & TRIGG $2,518.00

PNC BANK $2,489.55

GEORGE O PASQUEL CO $2,431.77

KEVIN D. HEARN $2,425.00

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ADAM A BOWTON $2,333.33

KAMAN FLUID POWER L $2,328.35

METROPOLITAN AIRPOR $2,320.28

HUGH F TONER III LT $2,316.75

MARK ROSE $2,316.75

JENNIFER PATTON $2,316.75

HEALTHCARE &  FAMIL $2,301.00

JIM ROCHFORD AND AS $2,291.66

AT&T GLOBAL SERVICE $2,246.34

DAVID W OBERGFEL $2,202.25

KIP SHELBY $2,166.67

ALTORFER INC $2,122.80

JOHN MEISINGER $2,090.97

MENARDS $2,079.85

ILLINI PLUMBING INC $2,069.07

LOUIS P. MILOT $2,030.57

TIMOTHY D MCCARTHY $2,028.58

DEREK SCHROEN $2,028.58

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CATEGORY JANUARY FEBRUARY MARCH APRIL* MAY JUNE** JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBERExpenditures By Month $5,249,269.27 $3,481,846.77 $2,845,515.08 $3,046,573.53 $4,391,596.72 $1,635,750.48 $2,759,318.07 $1,987,212.51 $2,330,360.39 $4,492,840.28

Number of Checks Audited: 976 796 781 1184 613 462 702 625 629 744

$11,576,631.12 $9,073,920.73 $7,076,890.97 $4,492,840.28

2,553 2,259 1,956 744

$4,534.52 $4,016.79 $3,618.04 $6,038.76

851 753 652 248

*April's increase in checks due to primary election staffing. $32,220,283.10

**June's decrease due to COVID‐19 furloughs. 7,512

Monthly Expenditures and Number of Checks Audited2020 Year to Date

First Quarter Second Quarter Third Quarter Fourth Quarter

Totals By Quarter:First Quarter Total Expenditures: Second Quarter Total Expenditures Third Quarter Total Expenditures Fourth Quarter Total Expenditures

First Quarter Checks Audited Second Quarter Checks Audited Third Quarter Checks Audited Fourth Quarter Checks Audited

2020 Total Expenditures

2020 Checks Audited

2020 Average Expenditures

2020 Average Checks Audited

Average Expenditure per Check Average Expenditures per Check Average Expenditures Average Expenditures

Average Checks Audited Average Checks Audited Average Checks Audited Average Checks Audited

First Quarter, 11576631.12, 42%

Second Quarter, 9073920.73, 33%

Third Quarter, 7076890.97, 25%

EXPENDITURES BY QUARTER

First Quarter, 2553, 38%

Second Quarter, 2259, 33%

Third Quarter, 1956, 29%

CHECKS AUDITED BY QUARTER

$0.00

$1,000,000.00

$2,000,000.00

$3,000,000.00

$4,000,000.00

$5,000,000.00

$6,000,000.00

1 2 3 4 5 6 7 8 9 10

Expenditures By  Month

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Budget Oct YTD (Oct.)

County Clerk Revenues:

Recording Related Fees ‐ General Fund: 727,220      77,355        677,414     

Recording Related Fees ‐ Automation Fund: 253,220      24,826        242,561     

Real Estate Transfer Tax ‐ County: 330,000      33,075        279,603     

Vital Records Certifications: 352,900      29,119        265,661     

Property Tax Redemption Fees: 275,200      12,137        163,889     

Marriage/Civil Union Licenses: 76,000        8,330          59,850       

Raffle Licenses: 12,900        1,332          9,576         

Liquor Licenses: 46,000        ‐                   48,730       

Assumed Name Filings: 1,000          83                716             

Notary Filings: 3,500          405              2,775         

Miscellaneous: 600              84                1,050         

Total 2,078,540  186,744      1,751,825 

County Clerk's Collections to Benefit Other County Departments:

GIS Recording Fee (IT): 48,529        425,394     

Postage Reimb. ‐ Redemption Notices (IT): ‐                   10,388       

Plat Certification Fees (Treasurer): 240              855             

Total 48,769        436,637     

County Clerk's Collections to Benefit Other Entities:

Property Tax Redemption: 520,844      4,424,259  

Real Estate Transfer Tax ‐ City of Peoria: 94,143        873,655     

Real Estate Transfer Tax ‐ State of Illinois: 66,149        559,207     

Illinois Rental Housing Fee: 20,781        177,399     

Illinois Marriage/Civil Union Fee: 600              4,310         

Illinois Death Certificate Fee: 508              4,980         

County Trustee (property tax related): ‐                   1,921         

Total 703,025      6,045,731 

TOTAL COLLECTIONS 938,538      8,234,193 

2020

County Clerk Collections and Transactions Report ‐ October 2020

‐ 1 ‐13

Oct YTD (Oct.)

Recordings 2,446       21,654    

Vital Records Certifications 1,986       18,024    

Property Tax Redemptions 119           1,431      

Marriage/Civil Union Licenses 119           876          

Raffle Licenses 8               84            

Liquor Licenses ‐                52            

Assumed Name Filings 15             132          

Notary Filings 49             366          

Statement of Economic Interest Filings 2               1,536      

Property Tax Extension, Clerking County Board (minutes, records, County Code & certifying), Statement of Economic Interests, Contracts, Addressing, Service Directory, Military Discharge Recording/Certifying 

& Various Filings (bonds, oaths, reports, etc.)

Transactions

County Clerk Functions Without Revenue

‐ 2 ‐14

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AGENDA BRIEFING

COMMITTEE: Ways & Means CommitteeMEETING DATE: December 2, 2020

LINE ITEM: Revenue: Expenditure: 001-1-020-7-812-54342

ISSUE: Award of County Board Records Scanning Services RFP

BACKGROUND/DISCUSSION:The County Clerk’s Office has endeavored to scan and make electronically available all records of importancethat must be maintained permanently. The County Clerk’s Office maintains the County Board meeting packetsdating back to 1956 in paper format, which includes the full resolutions, contracts, reports, and supportingdocumentation. The records have been maintained in electronic format since 2015. An RFP was issued for thescanning and indexing of the records from 1956-2014. Seven bid responses were received with pricing ranging from $10,032 - $67,800. After a review of theproposals, the County Clerk’s Office recommends approval of the lowest priced bidder, Layton DocumentSystems Inc, from Marietta, GA.The records will be made available in the document repository software used throughout the Courthouse andsaved by meeting date. Optical Character Recognition (OCR) technology will be used to allow the records to besearched by keyword(s) within a meeting date range.

COUNTY BOARD GOALS:

EFFECTIVE SERVICE DELIVERY

STAFF RECOMMENDATION:Approve Resolution Awarding bid to Layton Document System, Inc.

COMMITTEE ACTION:

PREPARED BY: Rachael ParkerDEPARTMENT: County ClerkDATE: 11/6/2020

ATTACHMENTS:Description TypeBid Report Backup Material

Resolution Resolution Letter

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COUNTY OF PEORIA PURCHASING DIVISION PEORIA COUNTY COURTHOUSE 324 MAIN STREET - ROOM 501 PEORIA IL 61602

BID REPORT

TO: HONORABLE MEMBERS OF THE PEORIA COUNTY BOARD

SCOTT SORREL, PEORIA COUNTY ADMINISTRATOR

FROM: JIM SMITH, CPPO, CPPB PURCHASING AGENT

SUBJECT: RFP # 20-01-20: DOCUMENT SCANNING SERVICES

DATE: OCTOBER 27, 2020

This office, on behalf of The County Clerk, solicited proposals for Document Scanning Services. Forty-One Hundred-Four (104) were notified, forty-seven (47) vendors downloaded the documents and Seven (7) vendor responses were received. The attached tabulation represents all proposals received. Additional bid document information may be required in selecting a bidder. This report does not evaluate specification compliance to the specifications in the RFP.

RFP 20-01-20 Document Scanning Services

VendorActive Data Systems Sioux Falls SDArch Scan Colombia MDArc Document Solutions Addison ILDoc Scan of Western Kentucky Hopkinsville KYKonica Minolta Business Solutions Ramsey NJLayton Document Systems Inc Marietta GAStellar Systems Peoria IL All required documents returned with each resonse.

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TO THE HONORABLE COUNTY BOARD )

)

COUNTY OF PEORIA, ILLINOIS )

Your Ways and Means Committee does hereby recommend passage of the following Resolution:

RE: Award of County Board Records Scanning Services RFP

RESOLUTION

WHEREAS, the County Clerk’s Office has endeavored to scan and make electronically available

all records of importance that must be maintained permanently; and

WHEREAS, the County Clerk’s Office maintains the County Board meeting packet records in

paper form since 1956, which includes the full resolutions, contracts, reports, and supporting

documentation; and

WHEREAS, seven bid responses were received for an RFP to scan and index the County Board

meeting packet records from 1956-2014; and

WHEREAS, the County Clerk recommends approval of the bid from Layton Document Systems,

Inc., which was the lowest priced bidder.

NOW THEREFORE BE IT RESOLVED, by the County Board of the County of Peoria, that Layton

Document Systems, Inc. be awarded the project based on the submitted pricing and the conditions set

forth in the RFP document and addenda.

RESPECTFULLY SUBMITTED,

WAYS AND MEANS COMMITTEE

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