HomeMy WebLinkAboutContract 62721-R1CSC No. 62721-R1
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
February 18, 2025
Armstrong Archives, LLC
Attn: Sherri Taylor, President
1515 Crescent Drive
Carrolton, TX 75006
Re: Contract Renewal Notice
Contract No. 62721 ("Contract")
Renewal Term No.l : March 1, 2025 to February 28, 2026
The above-referenced Contract with the City of Fort Worth expires on February 28, 2025
("Expiration Date"). Pursuant to the terms of the Contract, the Contract may be renewed by the
mutual consent of the parties for up to two (2) one-year renewal terms. This letter memorializes
the collective desire of the parties to renew the Contract for its first renewal term, which will begin
immediately after the Expiration Date. All other terms and conditions of the Contract remain
unchanged. Please return this signed acknowledgement letter to the address set forth below
acknowledging receipt of the Contract Renewal Notice.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.�purchasing to ensure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
�u�e�e ��rdPe��
Eugene Chandler
Buyer
817-392-2057
eugene. chandler@fortworthtexas. gov
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH
Bytana BurghdoffiFeb,2025 CST)
Name: Dana Burghdoff
Title: Assistant City Manager
Date: Feb 25 2025
APPROVAL RECOMMENDED:
By�'Jt!��
Name: Jayson McClendon
Title: Records and Information Management
Officer
ATTEST:
�;,. � By:U Name: Jannette Goodall
Title: City Secretary
Armstrong Archives, LLC
By:
Name: Sherri Taylor
Title: President
Date: 2/18/2025
Contract Renewal
CSC No. 62721-Rl
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.
DeboYah fv!v Fadden ByBeborah McFadden (Feb 18 2025 ]3·41 CST) Name: Deborah McFadden
Title: Senior Records Analyst
APPROVED AS TO FORM AND LEGALITY:
/1�/J,UA;,,,,_ By: ---,--
Name: Andrea Phillips
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 24-1062
Date Approved: December 10, 2024
Form 1295 Certification No.: 2024-1221477
Page 2 of2
M&C Review
CITY COUNCIL AGENDA
Create New From This M&C
DATE: 12/10/2024 REFERENCE **M&C 24-
NO.: 1062
CODE: G TYPE: CONSENT
LOG NAME:
PUBLIC
HEARING:
Page 1 of 2
Official site of the City of Fort Worth, Texas
FORT ��4'URTH
_�'��
13P ILA DIGITAL
IMAGING SERVICES EC
CITY
NO
SUBJECT: (ALL) Authorize Execution of Agreement with Armstrong Archives, LLC in an Annual
Amount Up to $400,000.00 for Digital Imaging Services for All City Departments Using an
Interlocal Agreement
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an agreement with Armstrong
Archives, LLC in an annual amount up to $400,000.00 and authorize two consecutive, one-year
renewal options for digital imaging services for all City departments using North Central Texas
Council of Governments contract # 2022-23.
DISCUSSION:
The purpose of this M&C is to procure an agreement for digital imaging and related services using an
Interlocal Agreement. Departments will use this agreement to digitally transfer paper documents,
microfiche, etc. into electronic formats. Digitizing requests and costs have been rising every year.
With the move to New City Hall, and the backfilling of the recently vacated space at Old City Hall,
digitizing needs have risen exponentially. This agreement is needed to ensure expanding digitizing
needs do not outpace our current vendor's capacity to serve those needs in a timely fashion.
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 or service. North Central Texas Council of Governments (NCTCOG) contracts
have been competitively bid to increase and simplify the purchasing power of government entities.
NCTCOG issued Request for Proposals No. 2022-003 in December 2021. The bid was advertised in
the Dallas Morning News and AI Dia Publications on December 09, 2021 and December 16,
2021. Armstrong Archives, LLC is an awarded Vendor.
DIVERSITY & INCLUSION - A Business Equity goal is not assigned when purchasing from an
approved purchasing cooperative or public entity.
AGREEMENT TERMS - The agreement will begin upon execution and end on February 28, 2025,
with two (2) one-year renewal options to correspond with the terms of the Interlocal Agreement. This
action does not require specific City Council approval provided that City Council has appropriated
sufficient funds to satisfy the City's obligations during the renewal terms.
ADMINISTRATIVE CHANGE ORDERS - An administrative change order or increase may be made
by the City Manager or his designee 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 is budgeted in the operating budget in the participating departments' operating
funds.
The agreement serves ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=32768&councildate=l2/10/2024 12/24/2024
M&C Review
Page 2 of 2
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.
BQN\\
Fund Department Account Project Program Activity Budget Reference #
ID ID Year (Chartfield 2'
Fund Department Account Project Program Activity Budget Reference #
ID ID Year (Chartfield 2'
Submitted for Citv Manaaer's Office bv:
Originating Department Head:
Additional Information Contact:
Reginald Zeno (8517)
Reginald Zeno (8517)
Reginald Zeno (8517)
Jannette Goodall (6161)
Jo Ann Gunn (8525)
Eugene Chandler (2057)
ATTACHMENTS
Armstrong MasterServicesAqreement-#2022-003.pdf (CFw �nterna�)
City of FW - Form 1295 - Scanning-SIGNED (002).pdf (CFw �nterna�)
Cooperative Purchase Agreement CFW & NTCOG.pdf (CFw �nterna�)
SAM.qov.pdf (CFW Internal)
SOS Armstronq Enterprises.pdf (CFw Internal)
Amount
Amount
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=32768&councildate=l2/10/2024 12/24/2024