ORDINANCE amending Ordinance No. 2005-0137, as amended by Ordinance Nos. 2007-0446, 2011-0645, and 2015-0104, to increase the maximum contract amount to an Agreement between the City of Houston and HARRIS COUNTY DEPARTMENT OF EDUCATION for Record Storage and Retrieval Services - $1,144,576.20 - General, Grant and Other Funds

P29-C56710.A4 – Approve an amending ordinance to Ordinance No. 2005-137, approved on February 26, 2005, to increase the maximum contract amount from $9,986,943.65 to $11,131,519.85 for Contract No. 4600000983 between the City of Houston and Harris County Department of Education for record storage and retrieval services for various departments.

Specific Explanation:

The Chief Procurement Officer recommends that the City Council approve an amending ordinance to increase the maximum contract amount from $9,986,943.65 to $11,131,519.85 for the contract between the City of Houston and the Harris County Department of Education for record storage and retrieval services for various departments.

The Original Agreement was awarded on February 16, 2005, by Ordinance No. 2005-137 for a one- year term, with nine one-year options, for a total 10-year term in the original amount of $206,000.00.  On April 4, 2007, Ordinance No. 2007-446 was approved to increase the maximum contract amount from $206,000.00 to $2,528,169.08.  On August 3, 2011, Ordinance No. 2011-0645 was approved to increase the maximum contract amount from $2,528,169.08 to $4,466,829.65. On February 4, 2015, a First Amendment to the contract was approved by Ordinance No. 2015-0104, increasing the maximum amount from $4,466,829.65 to $9,986,943.65 and extending the contract term from February 28, 2015, to February 28, 2025.  Expenditures as of October 17, 2023, totaled $9,984,701.97 with a remaining balance of $2,241.03 available until the end of the contact term.  The increase of $1,144,576.20 will allow HPD and all other participating departments to have continued record storage and retrieval services through the end of the contract term on February 28, 2025.

The scope of work requires HCDE to provide all facilities, labor, materials, equipment, transportation, and supervision necessary to provide records storage and retrieval services for various City departments. The HCDE vault meets the protection requirements of sensitive security information as defined by the U.S. Department of Homeland Security for the secure and fireproof protection of digital tapes. The HCDE requires its employees to undergo criminal history background checks to ensure regulations set by the U.S. Department of Homeland Security are met. 

This recommendation is made pursuant to subsection 791.025 of the Texas Government Code, which provides that “a local government may agree with another local government or with the state or a state agency, including the comptroller, to purchase goods and services” and that such a purchase “satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and services.”

M/WBE Subcontracting:

Zero-percent goal document approved by the Office of Business Opportunity 

Fiscal Note:

• Funding for this item is included in the FY2024 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.

• No Fiscal note is required for grant items.

__________________________________          

 Jedediah Greenfield                                                 

Chief Procurement Officer                                       

Finance/Strategic Procurement Division

Prior Ordinance No. 2005-137; passed February 16, 2005

Prior Ordinance No. 2007-446; passed April 4, 2007

Prior Ordinance No. 2011-0645; passed August 3, 2011

$998,028.00 – General Fund (1000)

$111,360.00 – Property & Casualty Fund (1004)

$       10,000 – Fleet Management Fund (1005)

$  23,938.20 – P&DD Spec Revenue Fund (2308)

$    1,250.00 – Fed/Local/State Pass Grant - Fund (5030)

$1,144,576.20 – Total