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RESOLUTION EXERCISING THE SECOND ONE-YEAR OPTION TO RENEW THE CONTRACT WITH ALTERNATIVE MICROGRAPHICS, INC. FOR ARCHIVAL STANDARD MICROFILM SERVICES OF LAND RECORDS FOR THE OFFICE OF THE PASSAIC COUNTY CLERK, PURSUANT TO N.J.S.A. 40A:11-4.1, ET SEQ. AND RFP-23-001
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WHEREAS, the County of Passaic (“County”) is a body politic and corporate pursuant to N.J.S.A. 40:18-1 and vested with all rights contained therein; and
WHEREAS, pursuant to N.J.S.A. 40:20-1, the Board of County Commissioners of the County of Passaic (“Board”) is vested with managing the property, finances, and affairs of the County; and
WHEREAS, N.J.S.A. 40A:11-4.1 authorizes the County to utilize competitive contracting in lieu of public bidding for the procurement of specialized goods and services, the price of which exceeds the bid threshold; and
WHEREAS, N.J.S.A. 40A:11-4.1(b)(3) specifically allows the County to use competitive contracting in lieu of public bidding for the procurement of specialized goods and services for the operation, management, or administration of data processing services, the price of which exceeds the bid threshold; and
WHEREAS, pursuant to N.J.S.A. 40A:11-4.1(b)(3), on December 29, 2016, the Board approved Resolution No. R20161072 authorizing competitive contracting to retain a vendor to provide archival standard microfilm services for the daily recording of land records for the Passaic County Clerk’s Office, which involves the operation, management, or administration of data processing services; and
WHEREAS, on August 23, 2022, the Purchasing Agent issued RFP-23-001, Archival Standard Microfilm Services of Land Records for the County Clerk/Registry Office (“RFP-23-001”), responses to which were unsealed on September 20, 2022; and
WHEREAS, on October 25, 2022, the Board adopted Resolution No. R- 22-0942, authorizing the award of a contract to Alternative Micrographics, Inc. for a three (3) year term, beginning on February 1, 2023 and expiring on January 31, 2026, in an amount not to exceed thirty-nine thousand dollars ($39,000.00) for the duration of the contract, with the Board retaining two (2) one (1) year options to extend the agreement at the discretion of the Board, pursuant to Alternative Micrographics, Inc.’s response to RFP-23-001; and
WHEREAS, on September 30, 2025, the Board adopted Resolution No. R-25-870, exercising the first option to renew the above-described contract, for a term commencing on February 1, 2026 and expiring on January 31, 2027; and
WHEREAS, the County Clerk/Registry Office is recommending that the County exercise the second one-year renewal option under the above-described contract, for a term commencing on February 1, 2027, and ending on January 31, 2028, at a rate of thirteen cents ($0.13) per microfilm frame, and for a total amount not to exceed fifteen thousand dollars ($15,000.00); and
WHEREAS, pursuant to N.J.S.A. 52:32-60.1, et seq., Alternative Micrographics, Inc. executed the Non-Involvement in Prohibited Activities in Russia or Belarus Certification, attached hereto and made part of this Resolution, certifying the vendor is not involved in prohibited activities in Russia and Belarus, and the County confirmed that Alternative Micrographics, Inc. is not identified on the Specially Designated Nationals and Blocked Persons list created by the Office of Foreign Assets Control; and
WHEREAS, funds are available in Account No. 7-01-20-108-001-213, or any other account that may be deemed appropriate by the Chief Financial Officer or his designee, and the availability of funds has been contingently certified by the Chief Financial Officer subject to sufficient funds being appropriated by the Board in the 2026 and/or subsequent County budget(s), which is attached to and made part of this Resolution; and
WHEREAS, this matter was discussed at the August 26, 2026, Administration and Finance Committee meeting, and is being recommended to the Board for approval.
NOW, THEREFORE, LET IT BE RESOLVED, pursuant to N.J.S.A. 40A:11-4.1, et seq., that the Board of County Commissioners of the County of Passaic hereby exercises the second one-year option to renew the contract with Alternative Micrographics, Inc. under RFP-23-001, Archival Standard Microfilm Services of Land Records for the County Clerk/Registry Office, for a term commencing on February 1, 2027 and ending on January 31, 2028, at a rate of thirteen cents ($0.13) per microfilm frame, and for a total amount not to exceed fifteen thousand dollars ($15,000.00).
LET IT BE FURTHER RESOLVED that the Clerk to the Board, County Counsel, County Clerk, and Director of the Board are authorized to take any other steps necessary to carry out the purpose of this Resolution.
NB September 8, 2026