Primary Department: Purchasing
Primary Department Head/Elected Official: Paige McInnis
Secondary Department: District Clerk
Secondary Department Head/Elected Official: Marilyn Burgess
Regular or Supplemental RCA: Regular RCA
Type of Request: Contract - Renewal
Project ID (if applicable): 190334
Vendor/Entity Legal Name (if applicable): Kofile Technologies, Inc.
MWBE Contracted Goal (if applicable): 0%
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: 0% - Non-Divisible
Grant Indirect Costs Rate (if applicable):
Justification for 0% Grant Indirect Costs Rate (if applicable): Choose an item.
Request Summary (Agenda Caption):
title
Request for approval of a renewal option with Kofile Technologies, Inc. for historical record preservation services and related items for the District Clerk's Office for the period of May 25, 2025 - May 24, 2026 at a cost of $400,000 (190334), Justification for 0% MWBE Participation Goal: 0% - Non-Divisible.
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Background and Discussion:
Harris County District Clerk has successfully completed the first three years of the approved job number 19/0334 for Historical Records Preservation Services and Related Items. The services and final products provided by Supplier Kofile Technologies, Inc., continue being satisfactory. The District Clerk’s Office would like to proceed with the allowed fourth and final renewal for term May 25, 2025 through May 24, 2026.
Expected Impact:
Approval for the renewal will allow the District Clerk’s Office to continue utilizing the necessary services to preserve the historical documents currently housed at Records Center located at 5900 Canal St.
Alternative Options:
There are no other established alternative options known at this time to continue the preservation of the historical documents.
County Strategic Plan Goal: N/A
County Strategic Plan Objective: N/A
Justice/Safety Initiative (Goal 1): N/A
Infrastructure Initiative (Goal 2): N/A
Economy Initiative (Goal 3): N/A
Health Initiative (Goal 4): N/A
Climate/Resilience Initiative (Goal 5): N/A
Housing Initiative (Goal 6): N/A
Additional notes related to the Strategic Plan:
Prior Court Action (if any):
|
Date |
Agenda Item # |
Action Taken |
|
5-25-2021 |
223 |
Award |
|
8-22-2022 |
215 |
Order - Change to Kofile |
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4-25-2023 |
264 |
Amendment |
|
5-16-2023 |
240 |
Renewal 2 |
|
03-26-2024 |
375 |
Renewal 3 |
Location:
Address (if applicable): Records Center 5900 Canal St., Houston, Texas 77011
Precinct(s): Choose an item.
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Fiscal and Personnel Summary |
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Service Name |
Records Management |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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Other |
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$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Existing Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request (Requires Fiscal Review Request Form) |
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Choose an item. |
$ |
$ |
$ |
$ |
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Choose an item. |
$ |
$ |
$ |
$ |
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$ |
$ |
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Total Additional Budget Request |
$ |
$ |
$ |
$ |
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Total Funding Sources |
$ |
$ |
$ |
$ |
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Grants - Proposed Budget (To be filled out by Grants staff only) |
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Labor |
Non-Labor |
Total |
No. of Grant Years |
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Local Match Source - Existing Budget: Choose an item. |
$ |
$ |
$ |
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Local Match Source - Additional Budget Request: Choose an item. |
$ |
$ |
$ |
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Grant Funds Applied for/Awarded (Total) |
$ |
$ |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
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- |
- |
Anticipated Court Date: 4/10/2025
Anticipated Implementation Date (if different from Court date): 5/25/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or COVID-19 related item
Contact(s) name, title, department: Wes McCoy, Chief Deputy of Administration; Judith Snively, Chief Deputy of Courts; Araceli Carrizales, Financial Services Administrator; Sheila Rodriguez, Buyer, Purchasing Department.
Attachments (if applicable): Letter