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