HomeMy WebLinkAboutContract 56858-A5R3AMENDMENT NO. 5 AND RENEWAL NO. 3
TO
CITY OF FORT WORTH CONTRACT 56858
This Amendment and Renewal is entered into by and between the City of Fort
Worth (hereafter "City"), a home rule municipality, and DRS Imaging Services, LLC
d/b/a DAIDA (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 digital imaging and related services with an initial term
expiring on September 30, 2022 (Agreement/Contract);
WHEREAS, the Parties previously renewed the agreement through September
30, 2024;
WHEREAS,the Agreement was based on a cooperative agreement between
Vendor and the Education Service Center Region (ESC) 19 Allied States Cooperative
(ASC), the same being identified as contract number 20-7383 which is set to expire on
September 30, 2024 without renewing;
WHEREAS,Vendor was awarded a successor cooperative contract through
ESC/ASC, the same being identified as contract number 24-7501 with a term date
beginning September 19, 2024 and expiring September 30, 2025;
WHEREAS,as authorized by M&C 24-0826, the Parties wish to amend the
Agreement to increase the maximum annual compensation amount by $400,000.00 for
the current term and any renewal term;
WHEREAS,by and through M&C 24-0826, the City is authorized to continue
purchasing services from Vendor under the successor cooperative contract;
WHEREAS,the parties wish to amend the Agreement to change all references
in the Agreement from contract number 20-7383 to the new successor contract number
24-7501, effective October 1, 2024; and
WHEREAS,the parties further wish to renew the Agreement for a new term
beginning October 1, 2024 and expiring September 30, 2025;
NOW, THEREFORE,the Parties, acting herein by the through their duly
authorized representatives, enter into the followingagreement:
1.
AMENDMENTS
1
The Agreement is hereby amended as follows:
For the current term, expiring September 30, 2024, and any renewal term the
Agreement is amended to increase the annual compensation amount by $400,000.00 for a
new total annual compensation amount not to exceed $1,000,000.00.
Effective October 1, 2024, with the renewal term identified below, all references
in the Agreement concerning the ESC/ASC cooperative contract number 20-7383 are
hereby amended to the successor contract identified as contract number 24-7501. The
Agreement is further amended to include a new Pricing Schedule as Exhibit A and the
successor contract as Exhibit B as amendments to the Agreement, with the Exhibit A,
Pricing Schedule, and Exhibit B, Cooperative Contract No. 24-7501 which are attached
hereto.
2.
RENEWAL
As authorized by the new successor contract and M&C 24-0826, the Agreement is hereby
renewed for a third renewal term beginning October 1, 2024 and ending September 30,
2025.
3.
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.
4.
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.
2
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By: ___________________________
Name: Dana Burghdoff
Title: Assistant City Manager
Date: ___________________________
APPROVAL RECOMMENDED:
By: ______________________________
Name: Jayson McClendon
Title: Records and Infor Mgt. Officer
ATTEST:
By: ______________________________
Name: Jannette S. Goodall
Title: City Secretary
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: ______________________________
Name: Deborah L. McFadden
Title: Senior Records Analyst
APPROVED AS TO FORM AND LEGALITY:
By: ______________________________
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: MC 24-0826
1295:
DAIDA
By:
Name: Scott Theaumont
Title: Senior Vice President of Sales
Date: ____________________________
3
Daida Pricing Schedule for Region 19 Co-op
Item Proposed
Price Per
Prep Work (Add to Scanning Price)
Scanning
Indexing
Destruction (Paper)
Exception Processing
Film Conversion
Archive Writing
Destruction (Film)
Exhibit A
Delivery
1 091924
EDUCATION SERVICE CENTER REGION 19 ALLIED STATES COOPERATIVE
RFP AWARD SUMMARY
RFP TITLE: Document Scanning, Records Management, and Related
Services – ESC Region 19 Allied States Cooperative
RFP NUMBER: 24-7501
RFP OPENING DATE: August 13, 2024
CONTRACT TERM: Date of award until September 30, 2025, with 4 annual extension
options.
FUNDING SOURCE: Various
RFP’s ISSUED: 1459
RESPONSES: 13
ADVERTISEMENT DATES: El Paso Times – July 15, 2024 & July 22, 2024
RECOMMENDED FOR AWARD: Capital Typing (Officemotive, Inc.)
DataXport.Net LLC (HUB)
doc2e-file Inc. (HUB)
DRS Imaging Services, LLC (Daida)
Edoc Technologies, Inc.
Global Solutions Group, Inc. (HUB)
Mercurius Inc (HUB)
Starpoint Global Services (Starpoint, Inc.)
Sun City Records Management (Mr Tyler Scott Cope) (Sun City
Records Management, Inc.; Sun City Shredding)
Terralogic Document Systems Inc
VRC Companies, LLC dba Vital Records Control (Vital
Records Holdings, LLC)
TOTAL (estimated) $750,000.00/year
EXPLANATIONS:
Award of this solicitation will enable ESC Region 19 - Allied States Cooperative (ASC) to establish a contract
with vendor(s) for Document Scanning, Records Management, and Related Services for those procurements
made with federal, state or local funds. Evaluation and award recommendation were based on 70% pricing and
30% references. Softdocs SC LLC submitted a proposal however was not considered; vendor is already awarded
on an existing contract. AQS Jeans LLC submitted a proposal however was not considered; vendor does not
meet the scope of work. The awarded vendors’ pricing and information can be found on the Award Detail
spreadsheet.
SPECIFICATIONS, PREPARATION AND
EVALUATION PROVIDED BY: Rebecca Hernandez – ESC Region 19
Andrea Amiri – ESC Region 19
Patty Delgado - ESC Region 19
Exhibit B
2 091924
Special Conditions
1.All proposals will comply with HIPAA and FERPA regulatory compliance requirements when applicable.
2.All proposals will provide specific data as to the areas of specialization the vendor serves.
3.Services include, but not limited to, document scanning, records management/destruction, media
material destruction (i.e. hard drives, etc.), textbook destruction/recycling, etc.
4.Vendors agree that all ownership of goods/services provided under this contract are always owned by
the member utilizing the service.
5.All vendors will provide their security, privacy, and technology in detail for award consideration.
6.In addition to insurance requirements, vendor will provide and and/or all other forms of security and
redundancy utilized to ensure no data is lost or unaccounted for during the execution of any transactions
that may result from this contract.
7.All charges, no matter how detailed, must be provided at the time proposals are submitted.
8.When software is part of the service, vendor must state in detailed terms what specific rights are of the
ASC member in the event services are used in the event that ASC member decides to obtain these
services through another source or to convert to in house services at a later date.
9.Vendor will provide detailed information regarding: 1) systems cost, 2) systems architecture, 3) dealing
with existing records and paper, 4) uploading of new documents to an electronic format, and 5) specific
ASC member record requirements that may include but not limited to City, County, University, Community
College, Special Districts, Political Subdivisions, K-12 schools, charter schools, and various State
Agencies.
10.If available, vendors should provide options for both in house records management and off-site records
management of archived records and schedules for retention.
11.Vendor proposals should provide document scanning breakdown based on volume by the box (standard
size records retention boxes and/or a per copy basis on a sliding scale both for on-site and off-site).
12.Any hourly rates for redundant services must be provided if applicable.
13.Vendors must outline in their proposals turnkey solutions for the goods and/or services offered from
cradle to grave regarding compliance with Records Retention Policies of each entity choosing to utilize
this contract. If only a particular service is offered, please indicate on the response all specific services.
14.Vendor must include detailed information regarding storage facilities, backup facilities, complete listing
of all hardware (scanners, workstations, and other equipment) utilized in performing work, number of
vehicles and their applications, number of full time personnel and their job descriptions, as well as
requirements by ASC members who wish to utilize the vendor’s services.
Approved By: ____________________________ Date: _______________________
Dr. Armando Aguirre
8/22/2024
City of Fort Worth,
Mayor and
Texas
Council Communication
DATE: 09/17/24 M&C FILE NUMBER: M&C 24-0826
LOG NAME: 13PAMEND NO. 5 COOP ESC-19 DIGITAL IMAGING SERVICES EC CITY
SUBJECT
(ALL) Authorize Execution of Amendment to City Secretary Contract No. 56858 with DRS Imaging Services, LLC Using a Cooperative Agreement
to Increase the Annual Amount by $400,000.00 for a New Total Annual Amount Up to $1,000,000.00 and Authorize Up To Four Annual
Renewal Terms in the Same Amount for All City Departments
RECOMMENDATION:
It is recommended that City Council authorize execution of Amendment to City Secretary Contract No. 56858 with DRS Imaging Services, LLC
using a Cooperative Agreement to increase the annual amount by $400,000.00 for a new total annual amount up to $1,000,000.00 and authorize
up to four annual renewal terms in the same amount for all City Departments.
DISCUSSION:
In December 2021, the City entered into an agreement with DRS Imaging Services, LLC using Allied States Cooperative Education Service
Center Region 19 (ESC-19) cooperative agreement 20-7383 for document scanning, records management, and related services in an amount up
to $100,000.00 (City Secretary Contract (CSC) No. 56858 (Agreement)).
The Agreement is utilized by Departments to create indexed, digital images of paper, microfilm, and microfiche records currently stored in City
offices. This service makes the records more accessible as part of the digital transformation journey using digital technology to bypass the
limitations of physical records. It also helps release expensive real estate required for physical documents. In addition, it allows the City to maintain
compliance with permanent or long-term records retention set by the Texas State Library and Archives Commission. The City has seen an
increase in demand for these services based on increased emphasis on digitizing records related to departments moving to new locations.
On May 24, 2022, City Council authorized an amendment to the Agreement to increase the annual amount to $300,000.00 (Mayor and Council
Communication (M&C) No. 22-0378). On August 25, 2022, the City executed Amendment 2 to the agreement to increase the annual amount up to
$400,000.00 using the administrative change order authority. On October 11, 2022, the City Council authorized Amendment No. 3 to the
Agreement to increase the annual amount to $600,000.00 (M&C No. 22-0826), and on June 27, 2023, the City Council authorized an amendment
to the agreement to increase the amount by $250,325.00 for a new total annual amount up to $850,325.00 in support of a one-time project for the
Development Services Department (M&C No. 23-0528). As contemplated by M&C 23-0528, upon execution of the second renewal (CSC No.
56858-R2) the total annual amount reverted to $600,000.00 for routine digitizing needs for all City Departments.
On July 18, 2024, the City Secretary's Office approached Purchasing to increase the funds available to address Fiscal Year (FY) 2024 needs and
to ensure adequate funding beyond FY2024. This M&C is requesting authorization to execute a fifth amendment to the Agreement to increase the
annual spending authority by $400,000.00 for all City Departments. The maximum annual amount allowed under this Agreement will be
$1,000,000.00; however, the actual amount used will be based on the participating departments' needs and available budgets.
FUNDING: Funding will be budgeted in the General Fund for all participating Departments.
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. The bid was advertised in the EI Paso Times on July 13, 2020 & July 20, 2020.
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 on September 30, 2024, with one one-year option to renew remaining. 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 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 ESC Region-19 20-7383
or applicable successor ESC Region-19 contract for the same services so long as funds are appropriated as part of the FY2025 operating
budget.
This 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 amendment to 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 bk Reginald Zeno 8517
Valerie Washington 6192
Originating Business Unit Head: Reginald Zeno 8517
Jannette Goodall 6161
Additional Information Contact: Jo Ann Gunn 8525
Eugene Chandler 2057