HomeMy WebLinkAboutContract 56858-A3R1 CSC No. 56858-A3R1
AMENDMENT NO. 3 AND RENEWAL NO. 1
TO
CITY OF FORT WORTH CONTRACT 56858
This Third Amendment and First Renewal is entered into by and between the City of
Fort Worth (hereafter "City"), a home rule municipality, with its principal place of business at
200 Texas Street, Fort Worth, Texas, and DRS Imaging Services, LLC("Vendor"), City 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
to provide document scanning and related services with an initial term expiring on September 30,
2022("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to increase the annual
compensation amount by $200,000.00 for a new total of$600,000.00 to be utilized Citywide to
create indexed,digital images of frequently referenced, deteriorating records stored in the City
offices in order to preserve the records in compliance with statutory retention requirements; and
WHEREAS, the Parties wish to renew the Agreement for its first renewal term
beginning October 1, 2022 and ending September 30,2023.
NOW, THEREFORE,the Parties, acting herein by the through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
Paragraph 4 of the Agreement is hereby amended and replaced in its entirety with the
following:
City shall pay Vendor in accordance with the fee schedule in Exhibit A and in
accordance with the provisions of this agreement. Total annual payment made under this
Agreement shall not exceed Six Hundred Thousand Dollars ($600,000.00). Vendor shall
not provide any additional items or services or bill for expenses incurred for City not
specified by this Agreement unless City requests and approves in writing the additional
costs for such services. City shall not be liable for any additional expenses of Vendor not
specified by this Agreement unless City first approves such expenses in writing
2.
RENEWAL
The Agreement is hereby renewed for its first renewal term beginning October 1, 2022
and ending September 30, 2023.
2.
ALL OTHER TERMS SHALL REMAIN THE SAME
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, T
All other provisions of the Agreement which are not expressly amended herein shall
emain 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 an original.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
bay responsible for the monitoring and administration
By: Dana Burghdoff( 4,2 129CDT) of this contract,including ensuring all
Name: Dana Burghdoff performance and reporting requirements.
Title: Assistant City Manager
Date:; Nov 4, 2022 C n
By:
APPROVAL RECOMMENDED: Name Deborah L.McFadden
Title: Senior Records Analyst
�7GIl1l12tt2 C7000t�GI� APPROVED AS TO FORM AND LEGALITY:
By: Jannette S.Goodall(Nov 3,20220732 CDT)
Name: Jannette S.Goodall 4q�4oua4�
h'Secretary p ......
.I..N
Title: City Secreta
By:
ATTEST: °o*'o *�° Name: Taylor Paris
aaan?EXn5�a4 Title: Assistant City Attorney
unvboo
CONTRACT AUTHORIZATION:
By; etteS.Goodall(Nov 4,202215: DT) _ M&C:MC 22 0826
Name: Jannette S.Goodall 1295:
Title: City Secretary
DRS IMAGING SERVICES,LLC OFFICIAL RECORD
CITY SECRETARY
By:
-lam '
Name: LoRenzo Paniel FT. WORTH, TX
Title: National A count Manager
Date: 9/28/22
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 10/11/22 M&C FILE NUMBER: M&C 22-0826
LOG NAME: 13P AMEND NO.3 COOP ESC-19 DIGITAL IMAGING SERVICES TD CITY
SUBJECT
(ALL)Authorize Execution of Amendment No.3 to City Secretary Contract No.56858 with DRS Imaging Services LLC for Digital Imaging
Services to Increase the Annual Amount by$200,000.00 for a New Total of$600,000.00, Using Allied States Cooperative Education Service
Center Region 19 Cooperative Contract 20-7383 for all City Departments
RECOMMENDATION:
It is recommended that the City Council authorize an execution of Amendment No.3 to City Secretary Contract No.56858 with DRS Imaging
Services LLC for digital imaging services to increase the annual amount by$200,000.00 for a new total of$600,000.00, using Allied States
Cooperative Education Service Center Region 19 cooperative contract 20-7383 for all City departments.
DISCUSSION:
In December 2021,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.
The contract will be 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. 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 according to Local Government Code,§
203.041 Preparation of Records Control Schedules;and§203.042 Retention Periods;as directed by Government Code§441.158 Local
Government Records Retention Schedules.
On May 24,2022 Mayor and Council Communication (M&C)22-0378 was authorized by City Council in order to amend City Secretary Contract
(CSCO)No.56858 with DRS Imaging Services LLC 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 provided by this M&C.City Departments
are now in need of an additional$200,000.00 increase for the upcoming renewal term beginning October 1,2022.
The maximum amount allowed under this agreement citywide will be$600,000.00,however the actual amount used will be based on Department's
needs and available budget.
ESCA 9 Contract No.20-7383 has a term through September 30,2023.State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for the purchase of the item.
ESCA 9 has been competitively bid to increase and simplify the purchasing power of government entities.
The agreement may be renewed for up to two additional one-year terms, in accordance with the terms of the ESCA 9 Contract.Should ESCA 9
elect to exercise the renewal options,the City will do the same.
A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.
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.
Funding will be budgeted in the General Fund for all participating departments.
This project will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget,as previously appropriated, in the participating
departments'Operating Funds to support the approval of the above recommendation and execution of the agreement. Prior to any expenditure
being incurred,the participating departments have the responsibility to validate the availability of funds.
Submitted for City Manager's Office by. Reginald Zeno 8517
Originating Business Unit Head: Anthony Rousseau 8338
Additional Information Contact: Anthony Rousseau 8338
Taylor Dean 7648