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Meeting Date:	05/28/2019
Preservation of Records
Submitted for:	Jorge L. Trevino	Submitted By:	Jorge L. Trevino
Department:	Civil Legal Division

Subject:

Discussion and possible action to ratify and approve the Amendment to the Preservation of the Records Archive Contract between Webb County and Kofile Technologies, Inc., TXMAS Contract #13-36010 which was entered into pursuant to Sections 271.101 and 271.102 Subchapter F, Cooperative Purchasing Program, of the Texas Local Government Code, in an amount not to exceed $39,685.44 for the unpaid amounts owed for the preservation of historical documents; and authorizing the Webb County Judge to sign all relevant documents and any matters incident thereto. [Requested by County Clerks Office; Account #2006-2310-001-432001 (Records Management Professional Services)]

Issue: Due to billing errors submitted by Kofile more information was need to create an invoice for the County Clerks' Office preservation contract. The preservation billing needed to itemize the actual work performed.

Solution: Kofile has provided an acceptable itemization and explanation of services provided. The County can pay the outstanding amount owed for the preservation of records in the amount of 39,685.44.

Result: Final payment is tendered and any contested outstanding amounts are cleared.

Background:

Steps were taken by Kofile to reduce the cost of the project but ultimately it was not documented in the agreement. An Amendment was needed along with a new detailed description by Kofile in order to document that the County had received the services it had contracted for. The original estimate was an approximation since hand-counting documents in their condition could have caused damage. The final services rendered included 2,933 additional historical pages that were preserved.

Previous Court Action:

May 23, 2016 the Kofile Contract was presented as Item 7.b. and was approved.

Fiscal Impact

Budget Account Number:	NA
Funding Source:	NA
Balance:	NA
Financial Impact:
NA

Attachments
Pages
Agenda Item
Contract
Exhibit A
Amendment