HomeMy WebLinkAboutContract 56858-A4IWO
AMENDMENT NO. 04
TO
CITY OF FORT WORTH CONTRACT 56858
This Fourth Amendment is entered into by and between the City of Fort Worth
(hereafter 'Buyer"), a home rule municipality, with its principal place of business at 200 Texas
Street, Fort Worth, Texas, and DRS Imaging Services, LLC ("Vendor"), Buyer and Vendor
may be referred to individually as a Party and collectively as the Parties.
WHEREAS, on October 1, 2021 the Parties entered into City Secretary Contract 56858
under Allied States Cooperative Education Service Center Region 19 (ESC-19) to provide
Document Scanning, Records Management and Related services ("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to add Exhibit A-2 in the amount
of $250,325.00 for a one-time project that will include scanning and digitalization of permits and
Certificates of Occupancy from microfilm and microfiche using cooperative purchasing agreement
ESC-19 20-7383
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
The Agreement is hereby amended to add Exhibit A-2 in the amount of $250,325.00 for a
one-time project that will include scanning and digitalization of permits and Certificates of
Occupancy from microfilm and microfiche using cooperative purchasing agreement ESC-19 20-
7383 for a total contract amount of $850,352.00.
2.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
3.
ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be
an original and all of which shall constitute one and the same instrument. A facsimile copy
or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall
have the same effect as anoriginal.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fourth Amendment to Fort Worth City Secretary Contract No. 56858 Page 1 of 4
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By: Valerie (Jul 7, 2023 09:31 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: J U t 7, 2023
APPROVAL RECOMMENDED:
/-
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
By: Steven Vandever (Jut, 2023 16:12 CDT)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
p4 FORr C By:
�1�i�
ATTEST: 0 F,000000,0.,
ono �o=o Name: Taylor Paris
op000 �� Title: Assistant City Attorney
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do
By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
DRS Imaging Services, LLC
By:
Name: Viktor Bog rev
Title: VP of Operations
Date: 06/ 14/2023
CONTRACT AUTHORIZATION:
M&C: 23-0528
Approved: 06/27/2023
1295:2023-1024763
ATTEST:
Name:
Title:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fourth Amendment to Fort Worth City Secretary Contract No. 56858 Page 2 of 4
Exhibit A-2
Products and Services Price Quote
of Fort Worth — Development Services.
;hawn Simmons
Texas St.
Hall
North, TX 76102
-392-2732
shawn.simmons@fortworthtexas.gov
Region 19 Allied States Cooperative Contract 20-7383
1.8M Images
(estimated 600 rolls x 3000 images)
178,400 jacketed microfiche
5M Keystrokes
12500 Hours (estimated)
1 Round Trip
(Preliminary Total
f�.ajqvV.G.{Y DVNLid
LoRenzo Daniel
National Account Manager
5-15-23
Scan 16mm microfilm at 300 DPI
02 per image $36,000.00
Scan jacketed microfiche $1.25 per fiche $98,000.00
Index film by roll and fiche by Property Address .01 per keystroke $50,000.00
Exception Processing and QC of Film/Fiche $26.50 per hour $66,250.00
Pickup and Return
$75.00 $75.00
ValerieWashington a(Jul 7, 202309:31 CDT)
(Print or Type Name) Valerie Washington
(Title) Assistant City Manaqer
(Date) J u l 7, 2023
$250,325.00
7/3/23, 3:52 PM M&C Review
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA FORTH
Create New From This M&C
DATE: 6/27/2023 REFERENCE **M&C 23- LOG NAME: 04DRS IMAGING SERVICES
NO.: 0528 DIGITIZATION OF PERMITS
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of a Contract Amendment to City Secretary Contract
56858 with DRS Imaging Services, LLC Using a Cooperative Agreement in the Amount of
$250,325.00 for the Development Services Department through the Information
Technology Solutions Department and Adopt Appropriation Ordinance
RECOMMENDATION:
1. Authorize execution of a contract amendment to City Secretary Contract 56858 with
DRS Imaging Services, LLC using a Cooperative Agreement in the amount of $250,325.00;
and
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the Special Purpose Fund in the amount of $250,325.00 from available funds, within the
Developer Technology Improvements project (City Project No. S00164).
DISCUSSION:
In December 2021, the City Secretary contacted the Purchasing Division to enter into an agreement
with DRS Imaging Services, LLC under Allied States Cooperative Education Service Center Region
19 (ESC-19) for document scanning, records management, and related services. Therafter, the City
entered into City Secretary Contract (CSC) No. 56858 (the "Agreement").
The Agreement is utilized by Departments to create indexed, digital images of paper, microfilm and
microfiche records, currently stored in City offices, to make the records more accessible as part of the
digital transformation journey using digital technology to bypass the limitations of physical records
and releasing expensive real estate required for physical documents. This also helps to preserve the
records so the City can maintain compliance with permanent or long-term records retention set by the
Texas State Library and Archives Commission.
On May 24, 2022, by and through Mayor and Council Communication (M&C) 22-0378, the City
Council authorized an amendment to the Agreement to increase the annual amount to $300,000.00.
Amendment No. 2 was executed August 25, 2022, increasing the CSCO to an annual amount of
$400,000.00 using the administrative change order authority. On October 11, 2022, by and through
M&C 22-0826, the City Council authorized an additional amendment to the Agreement to increase the
annual amount to $600,000.00, citywide.
This M&C is to request authorization to execute a fourth amendment to the Agreement using
Cooperative Purchasing Agreement ESC-19, Contract 20-7383 in the amount of $250,325.00 for
Development Services. This is a one-time project with no recurring fees and the total authorized
spend under the Agreement will be $850,352.00.
Services provided by DRS Imaging Services, LLC will include scanning and digitalization of permits
and Certificates of Occupancy from microfilm and microfiche.
The digitization will allow staff and citizens the ability to access historical permit information without
delay. This will streamline the process, increase overall efficiency, and improve citizens' self-service
capability.
Funding is budgeted in the Special Purpose Fund for the purpose of funding the Developer Tech
Improvement project.
COOPERATIVE PURCHASE: Pricing for DRS Imaging Services, LLC is offered under cooperative
purchase contract Education Service Center -Region 19 (ESC Region-19) Contract 20-7383. The ESC-
Region 19 Purchasing (Allied States Cooperative) contracts are available to public schools, charter
schools, private schools, community colleges, universities, cities, counties, other governmental
agencies, and non -profits. State law provides that a local government purchasing an item under a
cooperative purchasing agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of items. ESC Region-19 (Allied States Cooperative) contracts are
competitively bid to increase and simplify the purchasing power of government entities.
SUCCESSOR CONTRACTS: The City will initially use the ESC Region-19 20-7383 to make
purchases authorized by this M&C. ESC Region-19 20-7383 is set to expire September 30, 2023. If
ESC Region-19 20-7383 is extended, this M&C authorizes the City to purchase similar services under
the extended contract. If ESC Region-19 20-7383 is not extended, but ESC Region-19 executes a
new cooperative contract with DRS Imaging Services, LLC and with substantially similar terms, this
M&C authorizes the City to purchase services under the new ESC Region-19 contract. If this occurs,
in no event will the City continue to purchase goods and services under the new agreement for more
than three (3) years without seeking Council approval.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
BUSINESS EQUITY: A goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
AGREEMENT TERMS: Upon approval of this recommendation, the agreement shall remain in effect
in accordance with DRS Imaging Services, LLC ESC Region-19 20-7383 or applicable successive
apps.cfwnet.org/council_packet/mc_review.asp?ID=31155&councildate=6/27/2023 112
7/3/23, 3:52 PM M&C Review
ESC Region-19 contracts for the same services and so long as funds are appropriated as part of the
FY 2025 ITS operating budget.
This will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the Special Purpose Fund, and
upon approval of the above recommendations and adoption of the attached appropriation ordinance,
funds will be available in the Special Purpose Fund for the Developer Tech Improvement project to
support the approval of the above recommendations and execution of the contract. Prior to an
expenditure being incurred, the Information Technology Systems and Development Services
Departments have the responsibility of verifying the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manaaer's Office bv: Valerie Washington (6192)
Originating Department Head: Kevin Gunn (2015)
Additional Information Contact: Mark DeBoer (8598)
ATTACHMENTS
04AUTHORIZE CONTRACT AMENDMENT CITY SEC CONTRACT DRS.docx (Public)
FID Table DRS Imaaina.xlsx (CFW Internal)
Form 1295 2023-1024763.odf (CFW Internal)
ORD.APP 04AUTHORIZE CONTRACT AMENDMENT CITY SECRETARY CONTRACT DRS IMA 25002.docx
(Public)
apps. cfwnet.org/counci I_packet/mc_review.asp? I D=31155&counci Idate=6/27/2023 2/2