R-23-33VILLAGE OF DEERFIELD
RESOLUTION NO. 2023- R-23-33
A RESOLUTION APPROVING AN AGREEMENT WITH MICROSYSTEMS INC. OF
NORTHBROOK, ILLINOIS FOR
SCANNING SERVICES
WHEREAS, the Village of Deerfield ("Village') is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and
WHEREAS, the Village desires to retain a qualified firm to provide scanning services
("Services'); and
WHEREAS, Village records were damaged due to a fire suppression system failure
and need to be scanned to be saved; and
WHEREAS, Microsystems, Inc., ("Consultant's offers complete scanning,
digitization and document destruction services and has been previously retained for
document digitization and destruction; and
WHEREAS, the Village and Consultant desire to enter into an agreement for the
provision of the Services by Consultant ("Agreement'); and
WHEREAS, the Mayor and Board of Trustees have determined that entering into the
Agreement with Consultant will serve and be in the best interest of the Village and its
residents;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as
its findings, as if fully set forth herein.
SECTION 2: APPROVAL OF AGREEMENT. The Agreement by and between the
Village and Consultant is hereby approved in substantially the form attached to this
Resolution as Exhibit A, and in a final form and substance acceptable to the Village Manger
and the Village Attorney.
SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The Mayor and
the Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
Village, the final Agreement upon receipt by the Village Clerk of at least one original copy of
the final Agreement executed by Consultant; provided, however, that if the executed copy of
the final Agreement is not received by the Village Clerk within 60 days after the effective
date of this Resolution, then this authority to execute and attest will, at the option of the
Mayor and Board of Trustees, be null and void.
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage and approval according to law.
{00120936.11
AYES: Benton, Berg, Jacoby, Metts-Childers, Oppenheim, Seiden
NAYS: None
ABSTAIN: None
ABSENT: None
PASSED: July 5, 2023
APPROVED: July 5, 2023
RESOLUTION NO: R-23-33
Daniel C. Shapiro, Mayor
ATTEST:
Kent S. Street, Village 'lerk
{00120936.1 }
EXHIBIT A
Agreement
{00120936.1)
Microsystems, Inc.
Scanning, Microfilming, and Storage
625 Academy Drive
Northbrook, IL 60062
Phone (847) 205-1986 Fax (847) 205-5386
www.microsystemsinc.co
May 18, 2023
Attn: Justin Keenan / Daniel Van Dusen
Village of Deerfield
850 Waukegan Rd.
Deerfield, EL 60015
Justin / Danny, Thank you for contacting me in regards to scanning your Village of Deerfield -
(Street Files).
Category: Street Files
*27 Grey Cabinet drawers / 30 White Cabinet drawers
Document Preparation: 720 prep hours @ $18.00/hour = $12,960.00
*Remove documents from folders, insert bar code targets,
Staple removal, prepare scan ready documents.
Scanning — Documents: 93 boxes Residential Street files = $16,125.00
*Includes all QC procedures.
Scanning - Drawings: 6,200 drawing @ $.75/drawing = $4,650.00
*Includes prep costs for drawings.
Indexing: 5,000 indices @ $.15/index = $750.00
*Sample files will be provided for Laserfiche import..
QC Verification / Media: $250.00
Estimated Total: $34,735.00
Thank you again for having me come out view the files and discuss the project. I look forward to
assisting with your scanning needs.
Sincerely,
Glenn Thomas
Microsystems, Inc.