Documents › Board Of Trustees, 2026-07-01

resolution 5 pages

A proposal (Quote #Q-04495) dated 6/16/2026 from Kofile Technologies of Dallas for film conversion services for the Village, capturing 16mm microfilm images at 300 dpi in black and white with automated image cleanup and delivery of digital masters with index data. Estimated pricing covers 142,800 images at $10,138.80 and 12,800 images at $1,395.20, for a project total of $11,534.00, with 50% invoiced upon first pickup and the quote expiring 9/14/2026.

Also attached to this agenda item: Resolution 162-2026 Kofile proposal

Q-04495 Village of Croton on the Hudson | NY © Kofile Technologies, Inc. All rights reserved. | 1 Proposal Customer Information Customer Village of Croton on the Hudson | NY Billing Address 1 Van Wyck Street, Croton-on-Hudson, New York 10520 Shipping Address 1 Van Wyck Street, Croton-on-Hudson, New York 10520 Customer Primary Contact Kofile Primary Contact Name Miguel Marra Name Aaron Liounis Title Deputy Village Clerk Title Account Executive Phone (914) 271-2925 Phone Email mmarra@crotononhudson-ny.gov Email aaron.liounis@kofile.com To Miguel Marra, This proposal addresses Village of Croton on the Hudson | NY for Film Conversion Services and is presented by Kofile Technologies, Inc. (Kofile).  Kofile is uniquely qualified as the largest and most experienced records preservation and modernization company in the United States. Quoted services include Film Conversion. With patented innovations, unmatched expertise, and a deep commitment to serving communities, we help organizations navigate preservation and digital transformation with confidence. Backed by proven results and trusted by thousands of government leaders nationwide, Kofile is your ally in building efficiency, security, and legacy. Let us preserve your permanent records while shaping the future—together. Quote # Q-04495 Quote Date 6/16/2026 Expiration Date 9/14/2026 6300 Cedar Springs Road, Dallas, TX 75235 PO # Q-04495 Village of Croton on the Hudson | NY © Kofile Technologies, Inc. All rights reserved. | 2 KOFILE: Powering Modern GovernmentTM Kofile is the nation’s most experienced provider of public records preservation, imaging, and access solutions. With roots tracing back to 1888 and strengthened through the strategic acquisition of legacy preservation firms, Kofile offers over a century of combined expertise in safeguarding vital government documents. Since its founding in 2009, the company has expanded to include digital imaging, indexing, cloud-based access platforms, and workflow solutions designed specifically for the public sector. Backed by over 500 employees and a robust portfolio of patented technologies, Kofile partners with local governments to modernize their records while preserving their historical integrity for generations to come. Learn more at kofile.com. KEY DIFFERENTIATORS In a landscape of strained budgets, outdated systems, and ever-evolving mandates, Kofile stands as a true partner to government agencies—trusted not just for what we do, but for how we do it. We don’t just digitize public records; we preserve legacies, fortify access, and future-proof operations with secure, scalable, and strategic solutions. What Sets Us Apart Our People and Expertise • Unmatched scale and specialization with over 500 employees across four secure U.S. facilities • Decades of experience delivering successful records projects for over 3,000 local governments, including large entities such as Los Angeles, Dallas, Wayne, and Harris Counties • Proven capability to digitize over 25 million pages and preserve 6+ million archival pages annually • Trusted across funding sources, including federally funded initiatives requiring strict adherence to FERPA, HIPAA, CJIS, and local government mandates • Cross-functional teams of preservationists, technicians, and compliance experts who deliver precise, on-time results • Comprehensive project support from assessment and planning to execution and delivery Q-04495 Village of Croton on the Hudson | NY © Kofile Technologies, Inc. All rights reserved. | 3 Our Commitment to the Future • Cloud-based digital access platform: Our proprietary cloud-based platform for secure, indexed access to land, court, vital, and case records, with optional e- commerce for self-funded record access • Civic HubSM: An intuitive digital portal designed to improve engagement between governments and their constituents • State-of-the-art infrastructure including a 150,000 sq. ft. fire- and F5 tornado- resistant Dallas HQ, climate-controlled environments, archival-grade vaults, and restricted-access security protocols • Advanced equipment such as large-format, non-contact, and batch scanners, custom-built software, and patented preservation tools like Disaster-Safe Binders and lay-flat sleeves • Tailored storage solutions engineered for long-term preservation, from mobile shelving and plat systems to custom records desks • Strategic planning for continuity: Hundreds of customized records management plans designed to future-proof access and safeguard against catastrophic events Our Commitment to You • Transparent partnerships with clear scopes, timelines, and pricing from day one—no surprises • Client ownership of data: You retain full control of your records and digital files at all times • Secure transport and chain of custody: DOT-compliant vehicles, GPS tracking, and item-level inventory ensure safe and accountable handling • Rigorous QA/QC protocols: Every document is reviewed with manual image comparison; defects are corrected in-house before delivery • Scalable, responsive service for projects of any size—from single departments to multi-county or district-wide initiatives • Assessment-driven approach: Complimentary evaluations provide a clear picture of your record collection’s condition, risks, and opportunities • Dedicated support teams including solution architects and technical specialists guiding you from kickoff to delivery Q-04495 Village of Croton on the Hudson | NY © Kofile Technologies, Inc. All rights reserved. | 4 SCOPE OF WORK Film Conversion • Capture 16mm microfilm images at 300 dpi in black and white. • Images accumulate as a Group IV bi-tonal images in a standard PDF or TIFF format. • Automated de-skew, de-speckle, background control, and text enhancement. • Automated cropping of images to remove excess border. • Name images by roll/image number. • Provide client with a digital master of each image on a medium suitable to the project size (e.g., DVD, flash drive, hard drive, ftp) along with corresponding index data. PRICING Without a signed agreement, prices are good for 90 days. Pricing is based on estimated document and page counts and condition. Final billing occurs on actual document and page counts and condition per mutually agreed upon pricing; not to exceed the P.O. without written authorization. Village of Croton on the Hudson | NY Project Overview - Estimated Volumes and Pricing Record Series Volume UOM Quantity Level of Service Estimated Total Various Film Rolls Per Image 142,800 Film Conversion $10,138.80 Various Film Rolls Per Image 12,800 Film Conversion $1,395.20 Product Quantity Estimated Total PROJECT TOTAL $11,534.00 BILLING _2_text\ Pricing based on the assumptions and records provided by Village of Croton on the Hudson | NY, as outlined in the Scope of Work section of this response. Kofile will invoice based on actual document and image counts times the unit rate and will not exceed the estimated total without written authorization._2_text\ Q-04495 Village of Croton on the Hudson | NY © Kofile Technologies, Inc. All rights reserved. | 5 PAYMENT TERMS Kofile will invoice 50% of the total proposed estimate upon first pickup of any inventory. The remaining balance will be invoiced upon the earlier of thirty (30) days after completion or delivery. Proposal pricing from Kofile is a good-faith estimate based upon information provided to or understood by Kofile. Actual pricing may vary based upon the actual quantity or condition of records. TERMS & CONDITIONS This proposal is governed by Kofile’s Terms & Conditions at: https://Kofile.com/termsandconditions/. Customer Acceptance Name (Authorized Official): \n1\ Title: \t1\ Date: \d1\ Signature: \s1\ Kofile Acceptance Name (Authorized Official): \n1\ Title: \t1\ Date: \d1\ Signature: \s1\