HomeMy WebLinkAbout059654-R3A3 - General - Contract - Armstrong Archives LLCCSC No. 59654-R3A3
RENEWAL 3 AND AMENDMENT 3 TO
CITY SECRETARY CONTRACT NO. 59654
MASTER SERVICE AGREEMENT
This Renewal and Amendment is executed by and between the City of Fort Worth
("City"), a home -rule municipal corporation and ARMSTRONG ARCHIVES, LLC ("Vendor").
City and Vendor are each individually referred to herein as a "Party" and collectively as the
"Parties."
WHEREAS, Parties have previously entered into City of Fort Worth City Secretary
Contract No. 59654 ("Agreement") on June 23, 2025;
WHEREAS, Agreement was executed for Vendor to provide City with archival storage
and delivery services;
WHEREAS, the City and Vendor have renewed the Agreement on an annual basis to
continue services;
WHEREAS, Agreement was previously renewed with the current term ending on June 22,
2026;
WHEREAS, Parties also wish to amend the Agreement to update the pricing for the new
renewal period.
NOW, THEREFORE, City and Vendor acting herein by the through their duly -authorized
representatives, enter into the following agreement to renew and amend the Agreement:
1.
RENEWAL OF AGREEMENT
The term of the Agreement is hereby renewed for an additional year, beginning June 23,
2026 and expiring June 22, 2027 unless terminated earlier in accordance with the Agreement.
2.
AMENDMENTS TO AGREEMENT
The following term hereby amends the Agreement to either replace any conflicting term in
the Agreement or shall be added to the terms and shall be binding and enforceable as if it were
originally included therein:
The attached document from Armstrong Archives, LLC, Attachment A, hereby
replaces the previous pricing document and is incorporated into the Agreement. In
OFFICIAL RECORD
CITY SECRETARY
CSC 59654, Renewal 3 and Amendment 3 FT. WORTH, TX
the event of any conflict between the Agreement and the new Attachment A, the
Agreement shall control over the new Attachment A.
3.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Contract which are not expressly amended herein shall remain
in full force and effect.
4.
ELECTRONIC SIGNATURE
This Renewal and 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.
(Signature Page Follows)
(Remainder of This Page Intentionally Left Blank)
CSC 59654, Renewal 3 and Amendment 3
ACCEPTED AND AGREED:
CITY OF FORT WORTH
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
,gGL responsible for the monitoring and administration of
By: Dana B r� (May 12, 20, 23:30:28,917 j this contract, including ensuring all performance and
Name: Dana Burghdoff reporting requirements.
Title: Assistant Citv Manaeer
IVIluvi 1 %/Ial n `ivlay v, LvLv vv.GJ. 1 I V V I
By:
Name: Midori Clark
N4X 4V'Q Q�
By: April Jacquez (May 4, 2026 09:41:20 CDT)
Name
Title:
April Jacquez-Cobian
Sr. Contract Compliance Specialist
APPROVED AS TO FORM AND LEGALITY:
Title: Library Director c4ort e'
By:
ATTEST: Name: Tayler Canton
Title: Assistant City Attorney
~--- " °Q*%L' `"� CONTRACT AUTHORIZATION:
O04' a6R°og6go
By: M&C: 23-0457
Name: Jannette Goodall Date Approved: June 13,2023
Title: Citv Secretary
Form 1295 Certification No.: 2023-1018393
Name: Sherri Taylor
Title: President
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
CSC 59654, Renewal 3 and Amendment 3
Attachment A
`Armstrong prepared For AM130 L]W -FWHC
Archives 6y cnenAdams
AV . DATE: y16/2026
Quote for Services
Off Site Archival Storage
33%Cal tav"afe
Estirnated
cK amity
uolt
unit Prim
Taal
Item Class•Itern
1 Climate Controlled Storage (Monthly)
13,000
Cu Ft
$ 0.78
$ 10,140.00
2 Regular Retrieval of Boxes From Storage
550
BX
$ 1.64
$ 902.00
3 Regular Return of Boxes to Storage
550
BX
$ 1.64
$ 902.W
Regular Pick-up and/or Delivery New or Return Files and Boxes.
Tranportation Fee Included (Within 48 Hours of Request) To/From
4a FWHC at 501 Bolt Street, Fort Worth, TX 76110 - Round Trip Fee
1
Each
$ 27.31
$ 27.31
4b
Box Handling Fee - All Deliveries
300
Cu Ft
$ 0.93
$ 249.00
5
Retrieval and Transfer of Files/Boxes/Map Cases/Architectural
Models From Current Storage Location (Fort Worth Central Library,
1500 W 3rd St, Fort Worth, TX 76102)
17,965
Cu Ft
$ -
$ -
6
Add New Boxes to Storage for an Existing Account
330
Cu Ft
$ 1.64
$ 541.20
7
Rush Retrieval - Storage Box After Hours/Weekends/Holidays Vendor
Delivery - within 3 hours of request+ Handling Fee
1
Per Pickup /Delivery
$ 327.80
$ 327.80
8
Rush Retrieval - Storage Box After Hours/Weekends/Holidays
Customer pick-up within 3 hours of request + Handling Fee
1
Per Pickup /Delivery
$ 163.90
$ 163.90
9
Half -Day Pick-up and/or Delivery New of Returned Files and Boxes
Transportation Fee +Handling Fee
1
Per Pickup/Delivery
$ 43.70
$ 43.70
10
Permanent Withdrawal of Records Vendor Delivery+ Retrieval Fee +
Delivery & Handling Fee
5o
Cu Ft
1.31
65.50
11
Permanent Withdrawal of Records Customer Pickup + Retrieval Fee
50
Cu Ft
$ 1.31
$ 6550
Additional Charges (if Applicable)
12
Fuel Surcharges
NA
$
13a
Labor-CasualLabor
1
Hour
$ 38.24
38.24
13b
Skilled/Clerical Labor
1
1
Hour
Hour
$ 45.74
$ 60.09
45.74
$ 60.09
13c
Manager/Supervisor Labor
14
Data Processing - up to 3 fields per record
1
Each
$ 0.33
$ 0.33
25
Supdy Cost: Boxes - Standard Record Cartons - Bundle of 25
1
Bundle
$ 87.41
$ 87.41
TOTAL ANNUAL COST
$ 125,199.72
CSC 59654, Renewal 3 and Amendment 3
uwol coat
$ 121,680.00
FORT WORTH.
City Secretary's Office
Contract Routing & Transmittal Slip
Contractor's Name: Armstrong Archives LLC.
Subject of the Agreement: CSC 59654-R3A3 Contract Renewal June 23, 2026 to June 22, 2027
M&C Approved by the Council? * Yes 0 No ❑
If so, the M&C must be attached to the contract.
Is this an Amendment to an Existing contract? Yes 0 No ❑ CSC 59654-R3A3
If so, provide the original contract number and the amendment number.
Is the Contract "Permanent"? *Yes ❑ No 0
If unsure, see backpage for permanent contract listing.
Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is
Confidential, please list what information is Confidential and the page it is located.
Effective Date: June 23, 2026
If different from the approval date.
Expiration Date: June 22, 2027
If applicable.
Is a 1295 Form required? * Yes ❑ No 21
*If so, please ensure it is attached to the approving M&C or attached to the contract.
Project Number: If applicable.
*Did you include a Text field on the contract to add the City Secretary Contract (CSC)
number? Yes 0 No ❑
Contracts need to be routed for CSO processing in the followingorder:
rder:
1. Katherine Cenicola (Approver)
2. Jannette S. Goodall (Signer)
3. Allison Tidwell (Form Filler)
*Indicates the information is required and if the information is not provided, the contract will be
returned to the department.
M&C Review
Page 1 of 3
r_I
CITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRTWORTH
"111v
REFERENCE **M&C 23- 13P23-0041 OFF -SITE
DATE: 6/13/2023 NO.: 0457 LOG NAME: ARCHIVE STORAGE EC
LIBRARY
CODE: G TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (CD 9) Authorize Execution of a Purchase Agreement with Armstrong Archives, LLC. for
Off -Site Archive Storage for the Library Department in an Annual Amount Up to
$154,205.00 and Authorize Four One -Year Renewals for the Same Annual Amount
RECOMMENDATION:
It is recommended that the City Council authorize execution of a purchase agreement with Armstrong
Archives, LLC., for off -site archive storage for the Library Department in an annual amount up to
$154,205.00 and authorize four, one-year renewals for the same annual amount.
DISCUSSION:
The Library Department approached the Purchasing Division to finalize an agreement for providing off -
site archive storage facilities and services. To procure these items, Purchasing issued a Request for
Proposal (RFP) No. 23-0041 describing the specifications needed by the Library Department. This
agreement will be used to move archival items out of the Central Library and into an off -site archive
storage facility. The agreement will also provide for services to move archived items from storage to
the Fort Worth History Center and back to storage, as needed.
The RFP was advertised in the Fort Worth Star -Telegram for six (6) consecutive Wednesdays, March
8, 2023, March 15, 2023, March 22, 2023, March 29, 2023, April 5, 2023, and April 12, 2023.
The City received four (4) responses. One bid (Veritrust, Inc.) was withdrawn due to prior obligations
making it impossible for the Vendor to commit to the time frame to have all items removed from the
Central Library.
An evaluation panel comprised of members of the Library Department and the City Secretary's Office
reviewed and scored the submittals using the Best Value criteria.
The individual scores were averaged for each of the criteria and the final scores are listed in the table
below.
Proposer
lEvaluation Factors
0®0®OTotal
Rank
Armstrong Archives, LLC
14.67
14.00
9.00
13.00
16.00
66.67
0
Displays LLC dba Displays
Fine Art Services
8.67
9.33
8.50
8.67
0.00
35.17
VRC Companies, LLC dba
8 00
9.33
Fool10.00
0.00
35.33
Vital Records Control
* Displays LLC and VRC Companies, LLC. did not achieve the minimum of 37.5 points for technical
compliance with the scope of work and, therefore, did not receive a ranking.
Best Value Criteria:
a) Contractor's Qualifications and Experience
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M&C Review Page 2 of 3
b) Methodology and Approach to Performing Services
c) Resources (Personnel Available)
d) Resources (Equipment/Storage Facility)
e) Cost of services
After evaluation, the panel concluded that Armstrong Archives, LLC. presents the best value for the
City. Therefore, the panel recommends that Council authorize an agreement with Armstrong Archives,
LLC. Staff certifies that the recommended vendor's bid met specifications.
FUNDING: The maximum amount allowed under this agreement will be $154,205.00; however, the
actual amount used will be based on the need of the department and available budget. Funding is
budgeted in the Other Contractual Services account of the Library Department's rollup within the
General Fund.
DVIN-BE - The initial estimated bid amount for this procurement was less than $100,000.00;
therefore, a Business Equity goal was not applicable.
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.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and
expire in one year from that date.
RENEWAL TERMS: This agreement may be renewed for up to four (4) additional, one-year terms.
This action does not require specific City Council approval provided that the City Council has
appropriated sufficient funds to satisfy the City's obligations during the renewal term.
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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available in the
current operating budget, as previously appropriated, in the General Fund. Prior to an expenditure
being incurred, the Library Department has the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program rkamty 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 City Manager's Office by:
Originating Department Head:
Additional Information Contact:
Reginald Zeno (8517)
Jesica McEachern (5804)
Reginald Zeno (8517)
Marilyn Marvin (7708)
Jo Gunn (8525)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31085&councildate=6/13/2023 6/14/2023
M&C Review
Page 3 of 3
Eugene Chandler (2057)
ATTACHMENTS
13P23-0041 OFF -SITE ARCHIVE STORAGE EC LIBRARY funds availability.pdf (CFW Internal)
Armstrong Archives SAM.pdf (CFW Internal)
Armstrong, City of Fort Worth Form 1295.pdf (CFW Internal)
Offsite Storage for City Archives FID Table.xlsx (CFW Internal)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=31085&councildate=6/13/2023 6/14/2023