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HomeMy WebLinkAboutC2014-197 - 7/29/2014 - Approved PRESERVATION OF HISTORICAL DOCUMENTS SERVICE AGREEMENT Service Agreement No. 5/4)}'—065-- THIS Preservation of Historical Douments Service Agreement (this "Agreement") is entered into by and between Kofile Preservation, Inc. (the "Contractor") and the City of Corpus Christi, a Texas home-rule municipal corporation (the "City"), by and through its duly authorized City Manager or designee ("City Manager"),effective for all purposes upon execution by the City Manager. WHEREAS Contractor has proposed to provide Preservation of Historical Documents; WHEREAS the City has determined Contractor to be a Texas Multiple Award Schedule (TXMAS)Contractor; NOW,THEREFORE, Contractor and City enter into this Agreement and agree as follows: 1. Services. Contractor will provide Preservation of Historical Documents in accordance with Kofile Preservation, Inc.'s TXMAS Contract Number 13-36010 Quote dated June 10, 2014, for a Grand Total amount of$147,545.73 ("Exhibit A"). Exhibit A is attached to this Agreement, the terms of which are incorporated by reference as if set out herein in their entirety. 2. Term. This Agreement is for four years, commencing on the date signed by the last signatory hereto and continuing for four years thereafter. The term includes an option to extend for up to two additional one-year periods subject to the approval of the Contractor and the City Manager. 3. Contract Administrator. The Contract Administrator designated by the City is responsible for approval of all phases of performance and operations under this Agreement including deductions for non-performance and authorizations for payment. All of the Contractor's notices or '` communications regarding this Agreement must be directed to the Contract Administrator, who is the City Secretary or her designee("City Secretary"). 4. Independent Contractor. Contractor will perform the services hereunder as an independent contractor and will furnish such services in its own manner and method, and under no circumstances or conditions may any agent, servant or employee of the Contractor be considered an employee of the City. 5. Insurance. Before activities can begin under this Agreement, the Contractor's insurance company(ies) must deliver a Certificate of Insurance, as proof of the required insurance coverages, to the Contract Administrator. The types of insurance and coverage limits required under this Agreement are as shown in Exhibit B, which exhibit is attached to the Agreement, and the terms of which are incorporated by reference as if set out herein in their entirety. Additionally, the Certificate must state that the City Secretary will be given at least thirty (30) days' notice, by certified mail, of cancellation, material change in the coverages or intent not to renew any of the policies. The City must be named as an Additional Insured. 6. Catastrophic Loss. For the purposes of this Agreement, in the event of partial or full destruction or the loss of one or more of the City's documents, caused either directly or indirectly by the Contractor while in the possession of the Contractor, Contractor agrees to pay the City, as liquidated damages and not as a penalty, an amount which is two (2) times the price of restoration on a title-by- records series basis per destroyed or lost book as such individual restoration price per title is shown in 2014-197 !nts of destruction or loss should occur during the term of s Agreement,the 7/29/14 M2014-099 Kofile Preservation Inc. INDEXED Contractor further agrees to immediately notify the Contract Administrator regarding the event and to remit to the City, within 30 days, the total value amount per book destroyed or lost. This provision is deemed to be in addition to, and not in lieu of, any claim or recovery that may be made by the Contractor or the City pursuant to any applicable insurance policy. 7. Assignment. No assignment of this Agreement nor any right or interest herein held by the Contractor is effective unless the City first gives its written consent to such assignment. The performance of this Agreement by the Contractor is of the essence of this Agreement, and the City's right to withhold consent to such assignment is within the sole discretion of the City on any ground whatsoever. 8. Fiscal Year. All parties recognize that the continuation of any contract after the close of any fiscal year of the City(the City's fiscal year ends on September 30`h) is subject to appropriations and budget approval providing for such contract item as an expenditure in said budget. The City does not represent that said budget item will be actually adopted as that determination is within the sole discretion of the City Council at the time of adoption of each budget. 9. Waiver. No waiver of any breach of any term or condition of this Agreement waives any subsequent breach of the same. 10. Compliance with Laws. This Agreement is subject to all applicable federal, state and local laws. The applicable law for any legal disputes arising out of this Agreement is the law of Texas and such form and venue for such disputes is the appropriate district, county or justice court in and for Nueces County,Texas. 11. Subcontractors. The Contractor may use subcontractors in connection with the work performed under this Agreement. When using subcontractors, however, the Contractor must obtain prior written approval from the City Secretary. In using subcontractors, the Contractor is responsible for all their acts and omissions to the same extent as if the subcontractor and its employees were employees of the Contractor. All requirements set forth as part of this Agreement, including the requirement to obtain and maintain insurance of the types and coverages specified in Exhibit B, are applicable to all subcontractors and their employees to the same extent as if the Contractor and its employees had performed the services. 12. Amendments. This Agreement may be amended only in writing by the parties hereto and signed by the parties. 13. Termination. The City Manager may terminate this Agreement for Contractor's failure to perform the services specified herein. Failure to keep all insurance policies in force for the entire term of this Agreement is grounds for termination. The Contract Administrator must give the Contractor written notice of the breach and set out a reasonable opportunity to cure. If the Contractor has not cured within the cure period, the City Manager may terminate this Agreement immediately thereafter. Alternatively, the City may terminate this Agreement upon ninety(90) days' written notice to the Contractor. The Contractor may terminate this Agreement upon ninety (90) days' written notice to the City. 14. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA taxes, unemployment taxes and all other related taxes according to Circular E Employer's Tax Guide, Publication 15, as it may be amended. 15. Drug Policy. The Contractor must adopt a Drug Free Workplace policy. 16. Violence Policy. The Contractor must adopt a Violence in the Workplace policy. 17. Notice. Notice may be given by fax, hand delivery or certified mail, postage prepaid, and is deemed received on the day faxed or hand-delivered and on the third day after deposit in the U.S. mail if sent certified mail. Notice must be sent as follows: IF TO CITY: City of Corpus Christi Attention: City Secretary P.O. Box 9277 Corpus Christi, Texas 78469-9277 IF TO CONTRACTOR: Contractor Kofile Preservation, Inc. Contact Michael Cobb Address: 6300 Cedar Springs Road City, State, Dallas TX 75235 - 18. Month-to-Month Extension. If the City has not completed the procurement process and awarded a new Agreement upon expiration of the original contract period or any extension period, the Contractor shall continue to provide goods/services under this Agreement, at the most current price under the terms of this Agreement or extension, on a month-to-month basis, not to exceed six months. This Agreement automatically expires on the effective date of a new contract. 19. Severability. Each provision of the Agreement shall be considered to be severable and,if, for any reason, any such provision or any part thereof, is determined to be invalid and contrary to any existing or future applicable law, such invalidity shall not impair the operation of or affect those portions of this Agreement that are valid, but this Agreement shall be construed and enforced in all respects as if the invalid or unenforceable provision or part thereof had been omitted. 20. INDEMNIFICATION. CONTRACTOR SHALL INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY OF CORPUS CHRISTI AND ITS OFFICERS, EMPLOYEES AND AGENTS ("INDEMNITEES") FROM AND AGAINST ANY AND ALL LIABILITY, LOSS, CLAIMS, DEMANDS, SUITS AND CAUSES OF ACTION OF ANY NATURE ON ACCOUNT OF DEATH, PERSONAL INJURIES, PROPERTY LOSS OR DAMAGE OR ANY OTHER KIND OF DAMAGE, INCLUDING ALL EXPENSES OF LITIGATION, COURT COSTS, ATTORNEYS' FEES AND EXPERT WITNESS FEES WHICH ARISE OR ARE CLAIMED TO ARISE OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR THE PERFORMANCE OF THIS AGREEMENT, REGARDLESS OF WHETHER THE INJURIES, DEATH OR DAMAGES ARE CAUSED OR ARE CLAIMED TO BE CAUSED BY THE CONCURRENT OR CONTRIBUTING NEGLIGENCE OF INDEMNITEES, BUT NOT BY THE SOLE NEGLIGENCE OF INDEMNITEES UNMIXED WITH THE FAULT OF ANY OTHER PERSON OR GROUP. CONTRACTOR MUST, AT ITS OWN EXPENSE, INVESTIGATE ALL CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT OR OTHER DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH COUNSEL REASONABLY SATISFACTORY TO INDEMNITEES AND PAY ALL CHARGES OF ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF ANY KIND ARISING FROM ANY OF SAID LIABILITY, DAMAGE, LOSS, CLAIMS, DEMANDS OR ACTIONS. THE INDEMNIFICATION OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL SURVIVE THE EXPIRATION OR SOONER TERMINATION OF THIS AGREEMENT. SIGNED this ?hd day of L.7 Iy , 20 /7'. Contractor Kofile Preservation, Inc. J Woolf r Title: CFO CITY ill. ORPUS C : ") 4ver, .‘ - of! _AIL AI. Ronale L. Olson ;- City .nager ATTEST THIS 54 DAY OF Ativilk$ , 20 I 9 ftio D )4(A.12..>47,.. AUT u�► I C� !T COWL._ Z REBECCA HUERTA CITY SECRETARY SECRET A Incorporated by Reference for All Purposes: Exhibit A: Kofile Preservation, Inc.'s TXMAS Contract Number 13-36010 Quote, Dated June 10, 2014 Exhibit B: Insurance Requirements T ,4 K Q ' PRESERVATION June 10,2014 Rebecca L. Huerta City Secretary City of Corpus Christi 1201 Leopard Street, 1st Floor Corpus Christi, TX 78401 Dear Ms. Rebecca L. Huerta, Per your request,please find our quote for the preservation of the City of Corpus Christi's historical volumes. Please reference TXMAS Contract number TXMAS-13-36010, Kofile Preservation,Inc.,when processing your order.Prices are good for 90 days. Preservation minimizes the chemical and physical deterioration of the page.Its goal is to prolong the existence and useful life of the original format. Oftentimes,this includes preserving and removing the original from public access, and creating a security copy.Preservation can incorporate any combination of conservation,treatment, stabilization,preventative care, or digitization—or any maintenance or repair of the existing resource. Kofile provides a lifetime warranty against all product defects.Any product that fails to operate properly or maintain its original integrity will be replaced at no cost to the City of Corpus Christi. This is our commitment of value and service to you, a valued customer. .' p CONDITION ASSESSMENT I Of the 52 volumes assessed, two of the volumes contained blank pages and are listed separately. This collection is in fair to extremely poor condition. Several of the volumes have water damage.Also,many have taped and glued 1 • adhesive.Deterioration is also the direct result of use,natural aging, lack of environmental controls, and exposure to UV light. A historical volume from Titus County, Texas, before and after service. Photographic documentation of this collection is included on the following pages. 6300 CEDAR SPRINGS ROAD ONE ALLEN MARTIN DRIVE 2211 MOUTON DRIVE, STE A DALLAS,TEXAS 75235 ESSEX,VERMONT 05452 CARSON CITY,NEVADA 89706 214-351-4800 800-639-3027 855-767-8697 KOFILE PRESERVATION PHOTOGRAPHIC DOCUMENTATION ' MINUTES "- ' ::?. '`" °r t A • CITY OF CORPUS CNRISTI %} 1 :: . SEPT. 9, 1852 ,; [6y e' ,o amp DEC.29,1871 s r . f .4.:.,A Minute Book Vol.A, 1852-1871 MINUTES _ J ,, x rh of CITY OF CORPUS CHRISTI I � � ��.� . JANUARY 2, 187 2 ` , FEBRUARY 12, 1878 r,i ! ! ,../..,,,,,--,„.„ r.,)...,,, ,...,, 1 OW yr Minute Book Vol.B, 1872-1878 CITY OF CORPUS CHRISTI,TEXAS PAGE 2 112 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 K O F 1 LE PRESERVATION • Minute Book Vol. C, 1878-1890 MINUTES CITY OF CORPUS CHRISTI FEBRUARY 26, 1878 APRIL 7, 1890 soltir MINUTES D CITY OF CORPUS CHRISTI x APRIL 12, 1890 TO APRIL 10, 1899 Minute Book Vol.D, 1890-1899 CITY OF CORPUS CHRISTI,TEXAS PAGE 3 1 12 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 NIENINVISI c i IN . K O ■ ' L E PRESERVATION 9 f 7 f,,,,..,,,,,„.,„,.. . ,,,,,,,,, ., ,, :,, 1y i, u ; d{irUf 141W . R n 8 Ordinances and Resolutions Volumes AREAS OF CONCERN Mechanical Damage (Use& Abuse) Everyday use greatly effects collections. Sheets bare signs of grime and the natural oils of human hands.Exposed sheets are susceptible to damage and loss.Unsanitary conditions also affect paper.Dirt and other pollutants can serve as ignition sources and weaken exposed paper.Even with careful use,exposed fragments become abused. CITY OF CORPUS CHRISTI,TEXAS PAGE 4 112 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 KO F I L E PRESERVA ION Acidic Ink Acidic inks can"eat"or"burn"through a sheet.Unmonitored temperature and relative humidity(RH) accelerate this process. Inks can also fade with exposure to UV light. Historically,iron gall inks were the standard.These inks contain sulfuric acid—which fades with time (see exampled in the photograph below).With proper conservation treatments, chemical breakdowns (such as acid hydrolysis) are remedied. Acidic Paper In the past,papermaking utilized bleach to obtain white sheets.As a result and with time,paper becomes acidic,This is evident by brittle and discolored paper (yellowing or browning). Paper also brittles when relative humidity(RH) drops too low or fluctuates. Broken Book Block Once a binding fails, damage escalates. Sheets are free to drift from the protection of the book block.With exposure,fragments become abused and susceptible to loss. Slumping(or Leaning) The average weight of a record book is 24 pounds.The pressure of leaning books (standing on end) causes permanent damage to bindings.This is known as slumping.Eventually,a damaged spine results in a broken book block and individual sheets coming loose.Appropriate shelving units are necessary in long-term archival storage. Binding Margin Sometimes a book contains sheets in which the writing continues into the binding margin. To rebind and protect these sheets, encapsulation,not punching,is the only solution.This is also true of books that previous vendors have guillotined. Non-Archival Materials The off gasses of deteriorating metals contribute to the chemical breakdown of paper.Major culprits include the metal content of book spines,the surrounding physical environment, and non-archival fasteners (such as binder clips,paper clips, and staples).These off gasses eventually destroy the fabric of the volume.Another symptom of metal oxidation is foxing, or foxlike (reddish and brown color) stains or blotches on paper. Tape&Non-Archival Adhesives The Library of Congress warns"pressure sensitive tapes, such as scotch,masking, `invisible,' quick-release, cellophane, and even so-called`archival'tapes"are all culprits.These tapes are unstable. "All tapes and adhesives of these types will stain the paper and may cause inks and colors to`bleed.'Many lose their adhesive properties and fall off with age,leaving behind a residue that is unsightly, damaging to the item and difficult to remove."' 'The Library of Congress."Preservation FAQs."<www.loc.gov/preservation/>. CITY OF CORPUS CHRISTI,TEXAS PAGE 51 12 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 K O F I L E PRESERVATION Adhesive stains lead to issues during imaging.Many officials have approved low-bid imaging and microfilm projects that resulted in illegible images. To enhance image quality, conservation is essential.A conservator can remove water-based, synthetic, and pressure sensitive adhesives. Sound preservation ensures accessibility to these irreplaceable and permanent documents forever. Page extenders are an inappropriate "quick fix"to a prevailing problem. To save collections,the underlying issues causing the deterioration of the sheets'margins need correcting. The acid content of the sheet extenders only adds to the chemical breakdown of the paper. Use of Inserts Many volumes contain irreplaceable inserts and attachments. This information contained on these inserts is at great risk of loss and damage. Temperature&Humidity Monitoring While temperature and limited air circulation are crucial to a document's longevity,humidity and water are the most destructive threats. Temperatures above Relative Humidity(RH) refers to the amount of water vapor present 7S°F and RH higher in the air.Maintaining a set point of 40-45%RH is optimal,but than 60%encourage costly.The maximum acceptable total RH variation, or operating rnold and other range,is 5%on either side of this set point. RH should never exceed bacteria growth within 55%or drop below 30%. 48-72 hours. The introduction of water Even slight changes in temperature can double the natural aging in an archival environment rate of paper. In reality,temperature and RH are not consistent can result in unmitigated in a local courthouse (especially on weekends). damage. With the introduction of water, red The mitigation of mold or micro-organics (which can result with inks smear first, then blue the introduction of water or humidity fluctuations), should only inks, and lastly, black inks. be attempted by a trained professional. After exposure to water,pages adhere to one another when in a compressed environment. Separation without loss of text and without loss of water soluble inks (such as a ink signatures) is vital. Records with water damage are extremely fragile. Water damage can also lead to other issues such as mold and binding failure.The necessary conservation treatments are time consuming and require a highly skilled conservator. CITY OF CORPUS CHRISTI,TEXAS PAGE 61 12 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 K O F 1 L PRESERVATION Click to Solve for: • Temperature • %RH 0 Dew Point Preservation Evaluation Type oc Environment Preserva 60 40 36 Dec xy g tion Natural GOOD PI 96 Aging eMechanical t>!C %EMC I J.0 Mold ys _ Risk GOOD aMold No Risk - Metal 9i EMC 7,8 8 Corrosion { 4 Record and Compare Values T RH DP PI Days to Mold EMC Temperature Scale: 0 °F • °C [Save Clear Export Visit the Image Permanence Institute(IPI)at www.dpcalc.org to explore the correlation of temperature and RH on natural aging,mechanical damage,mold risk,and metal corrosion(as exampled above).The image above is property of IPI. SCOPE OF SERVICES All volumes priced will receive all of the following services, as appropriate: (PRV001)Preservation of Historical Record Books Conservation: . Create permanent log including current condition page order and treatments. . Dismantle by hand. . Surface clean sheets to remove deposits. This includes dust,soot, airborne particulate, sedimentation,insect detritus, or even biological/mineral contaminants.Tools include a microspatula, soft dusting brush,latex sponge,powdered vinyl eraser, or soft block eraser. . Remove any non-archival repairs or fasteners, such as residual glues.All tape and previous mends to be removed to the extent possible without causing damage to paper and inks. . Mend tears with Japanese tissue.All materials are acid free and reversible. . Deacidify sheets after careful testing.Magnesium oxide deacidifies (or neutralizes) acid CITY OF CORPUS CHRISTI,TEXAS PAGE 7 I t PRESERVATION OF HISTORICAL VOLUMES June I0,2014 K O F I L E PRESERVATION inks and paper by providing an alkalize reserve.This chemical is inert and safe, and does not degrade the sheet. Random testing ensures an 8.5 pH with a deviation of no more than± .5. . Encapsulate each sheet in a Lay Flat Archival Polyester Pocket".Each custom envelope is composed of SKC Films, Skyroll SH72S®Mylar and includes a patented lay flat design.This envelope is welded to prevent invasion of atmospheric pollutants. . Rebind in an custom-fitted and stamped Disaster Safe County Binder"(DSB)—see pictured to the right.A volume 3I may return as two volumes, depending on the page count. Kofile extends a lifetime guarantee on our DSB.A • dedication and treatment report is included in the binder.Any index tabs are repaired or gym. replaced, as necessary. . Final quality check with reference to r4 ; ' original log sheet. Imaging: . Capture images at a minimum of 300 dpi at 256 gray levels, ensuring the highest quality for poor contrast and readability. �L Gray-scale ensures optimum resolution for each page. Digitized images are accumulated as Group IV bi-tonal images in a standard TIFF format . Koflle's IMAGE PERFECT application software uses custom image clean up and enhancements such as deskew, despeckle, character repair, and zonal processing. . Annotations are electronically added on the re- o ■ created image to assist in record keeping. o`• . All images are certified.Each image is checked. . We verify effectiveness and minimum legibility through rigorous and systematic quality control. . Upon completion,the City of Corpus Christi will receive one MASTER COPY DVD or CD, and one COPY. Kofile can hold a security copy for safe keeping. We do not sell, distribute, or grant unauthorized access to the records. (PRV004)Additional Conservation Work "Additional Paper Conservation"is applied when a project demands work outside that required for a standard book/document in good condition. This often applies to source items with embrittled sheets,in poor to extremely poor condition, or with high sheet counts.For 640 pages with significant tape (not tri-folded), a conservator will require an CITY OF CORPUS CHRISTI,TEXAS PAGE 8 1 I u PRESERVATION OF HISTORICAL VOLUMES June 10,2014 KO ■ ' L PRESERVATION average of 36 hours to remove the tape and adhesives. This service may include extensive reduction of tape, extensions, or lamination. It also addresses reduction of foxing and staining, and excessive mold,tears,mending,hydrolysis, and oversized pages.It addresses items with storage,heat, fire, or water damage. Items occasionally require additional work to reverse old rebinding and restoration attempts.In addition,it addresses source items with poor fold endurance that require abnormal humidification and flattening.This rate also covers overhead costs—including greater labor cost (time and/or senior knowledge), disposable and fixed conservation supplies,conservation chemicals for adhesive reduction,Bookkeeper®Deacidification Spray,Mylar, and book binding supplies and materials. (MM)Microfilm . Create archival 16 MM microfilm. INVENTORY&ITEMIZED PRICING KEY Format(of Sheets) Condition M:Manuscript or F Fair XXP Very Very Poor handwritten pages. P Poor XXXP Extremely Poor T: Typescript or typed pages. XP Very Poor CITY OF CORPUS CHRISTI,TEXAS PROJECT INVENTORY& ITEMIZED PRICING RECORDS PAGE SHEET FOR CONDITI PRICE SERIES TITLE VOL. DATE COUNT SIZE MAT ON NOTES QUOTE Ordinances& 1 1913- 656 18x11.5 T F-P Possibly transcribed. Blue-type $3,139.03 Resolutions 1915 is bleeding. 20 pages have 4 images glued to the pages. Ordinances& 2 1915- 508 18x11.5 T F-P Possibly transcribed. Blue-type $3,131.63 Resolutions 1918 is bleeding. Inserts glued to 20 pages. 15 pages of inserts. Ordinances& 3 1919- 640 T Transcribed books with 11 $3,138.23 Resolutions 1926 pages of inserts stapled together. Ordinances& 4 1926- 640 18x11.5 T F-P Transcribed.Glued inserts on $3,138.23 Resolutions 1927 —20 pp.Acid from small inserts marking the opposite pages. Ordinances& 5 1928- 640 18x11.5 T F-P Transcribed.Glued inserts on $3,138.23 Resolutions 1929 —20 pp.Acid from small inserts marking the opposite pages. Ordinances& 6 1929- 630 18x11.5 T F-P —60 pages with glued inserts. $3,137.73 Resolutions 1930 Ordinances& 7 1930- 640 18x11.5 T F-P No adhesive. $3,138.23 Resolutions 1931 CITY OF CORPUS CHRISTI,TEXAS PAGE 9 112 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 K O F I L E PRESERVATION CITY OF CORPUS CHRISTI,TE ' S PROJECT INVENTORY&ITEMIZED PRICING RECORDS VOL. DATE PAGE SHEET FOR CONDITI NOTES PRICE SERIES TITLE COUNT SIZE MAT ON QUOTE Ordinances& 8 1931- 615 18x11.5 T F-P No adhesive. $3,136.98 Resolutions 1935 Ordinances& 9 1935- 624 18x11.5 T F-P No adhesive. $3,137.43 Resolutions 1938 Ordinances& 10 1937- 630 18x11.5 T F-P No adhesive. $3,137.73 Resolutions 1941 Ordinances& 11 1938- 632 18x11.5 T F-P No adhesive. $3,137.83 Resolutions 1941 Ordinances& 12 1941- 644 18x11.5 T F-P No adhesive. $3,138.43 Resolutions 1952 Ordinances& 13 1942- 640 18x11.5 T F-P No adhesive. $3,138.23 Resolutions 1944 Ordinances& 14 1944- 640 18x11.5 T F-P No adhesive. $3,138.23 Resolutions 1946 Ordinances& 15 1946- 659 18x11.5 T F-P One 16x17 map insert. $3,139.18 Resolutions 1947 Ordinances& 16 1947 627 18x11.5 T F-P One 25x30 map insert. $3,137.58 Resolutions Ordinances& 17 1948- 636 18x11.5 T F-P No adhesive. $3,138.03 Resolutions 1949 Ordinances& 18 1949- 660 18x11.5 T F-P Includes a 20-page stapled $3,139.23 Resolutions 1950 document.One Oil&Gas Lease glued to a page. Ordinances& 19 1950- 641 18x11.5 T F-P One 5x30 map insert&one $3,138.28 Resolutions 1951 other insert glued to page. Ordinances& 20 1951- 637 18x11.5 T F-P A 6-page document is taped $3,138.08 Resolutions 1953 to a page. Ordinances& 21 1953- 568 18x11.5 T F-P No adhesive. $3,134.63 Resolutions 1954 Ordinances& 22 1954 582 18x11.5 T F-P No adhesive. $3,135.33 Resolutions Ordinances& 23 1956 641 18x11.5 T F-P A few loose leaf inserts. $3,138.28 Resolutions Ordinances& 24 574 18x11.5 T F-P One oversize tally sheet $3,134.93 Resolutions insert at 16 x 23 1/2. Ordinances& 26 1955- 598 18x11.5 T F-P One map insert at--40x86. $3,136.13 Resolutions 1958 Ordinances& 27 1958 596 18x11.5 T F-P No adhesive. $3,136.03 Resolutions CITY OF CORPUS CHRISTI,TEXAS PAGE 10 1 12 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 KO F 1 LE PRESERVATION CITY OF CORPUS CHRISTI,TEXAS PROJECT INVENTORY&ITEMIZED PRICING RECORDS VOL. DATE 'AGE SHEET FOR CONDITINOTES PRICE SERIES TITLE OUNT SIZE MAT ON QUOTE Minutes A 1852-1871 450 12.5x8 M XXXP Brittle.Water damage. $3,128.73 Priority book. Minutes B 1872-1878 430 16 x 11 M XXP $3,127.73 Minutes C 1878-1890 715 17 x 11 M XP Iron gall ink present. $3,141.98 Minutes D 1890-1899 800 15 x 10 M XP $3,146.23 Minutes E 1899- 640 17 x 11 M XXP Broken binding. $3,138.23 1908 Minutes F 1908 640 17 x 11 M XXP —30 pages glued $3,138.23 inserts. Minutes G 640 17 x 11 M XXP Water damage. $3,138.23 Minutes H 642 17 x 11 M XXP Water damage. $3,138.33 Minutes I 490 17 x 11 M XXP 15 glued inserts. $3,130.73 Minutes J 628 17 x 11 M F-P $3,137.63 Minutes K 609 17 x 11 M F-P $3,136.68 Minutes L 609 17 x 11 M F-P $3,136.68 Minutes M 610 17 x 11 M F-P $3,136.73 Minutes N 640 17x11 M F-P $3,138.23 Minutes O 616 17 x 11 M F-P $3,137.03 Minutes P 640 17 x 11 M F-P $3,138.23 Minutes Q 627 17 x 11 M F-P $3,137.58 Minutes R 516 17 x 11 M F-P $3,132.03 Minutes S 600 17 x 11 M F-P $3,136.23 Bond Registry No.8 Bk 1 640 16 x 11 T F-P $3,138.23 Bond Registry 3 591 16 x 11 T F-P $3,135.78 Bond Registry No.8 Bk 3 640 16 x 11 T F-P $3,138.23 Bond Registry 5 301 16 x 11 T F-P $3,121.28 Bond Registry No.8 Bk 4 640 16 x 11 T F-P $3,138.23 BLANK BOOKS 'FIORDS 'AGE ONDI IZE .FRIES TITLE OL. OUNT . ION OTES Bond Registry 11 _ 0 16 x 11 © F This book is blank internally. Ordinances&Resolutions 25 1955 0 18x11.5 © F-P CITY OF CORPUS CHRISTI,TEXAS PAGE 11 1 I? PRESERVATION OF HISTORICAL VOLUMES June I0,2014 KOF 1 LE PRESERVATION PROJECT PRICE QUOTE Please reference TXMAS Contract number TXMAS-13-36010, KOFILE Preservation, Inc., when processing your order. Prices are good for 90 days from the date of the quote. CITY OF CORPUS CHRISTI,TEXAS PROJECT PRICE QUOTE TXMAS NIGP TXMAS PART NO. DESCRIPTION UNIT PRICE UNIT OF QTY. PRICE PART NO. CODE MEASURE PRV003 96272 Preservation of Historical Record $2,750.00 Book 50 $137,500.00 Books (Conservation,Archival Imaging,&Rebinding)--Complete PRV004 96272 Additional Paper Conservation $140.00 Hour 127.2235 $17,811.29 TOTAL $155,311.29 5%DISCOUNT $7,765.56 GRAND TOTAL $147,545.73 PROJECT ACCEPTANCE (Signature of Authorized Official&Title) (Date) All work is held to the highest possible standard of workmanship and quality.This project's final product will be an investment that the City of Corpus Christi will be proud to reference. Please do not hesitate to contact me with any questions. Sincerely, Eugene Sisneros Eugene Sisneros eugene.sisneros@kofile.us (214) 351-4800 sgr CITY OF CORPUS CHRISTI,TEXAS PAGE 12 12 PRESERVATION OF HISTORICAL VOLUMES June 10,2014 EXHIBIT B INSURANCE REOUIREMENTS CONTRACTOR'S LIABILITY INSURANCE A. Contractor shall not commence work under this agreement until all insurance required herein has been obtained and approved by the City's Risk Manager or designee. Contractor must not allow any subcontractor to commence work until all similar insurance required of the subcontractor has been so obtained. B. Contractor shall furnish to the Risk Manager or designee two (2) copies of Certificates of Insurance, with applicable policy endorsements showing the following minimum coverage by an insurance company(s) acceptable to the Risk Manager or designee. The City must be listed as an additional insured for the General Liability policy,and a waiver of subrogation is required on all applicable policies. TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE 30-Day Notice of Cancellation required on all Bodily injury and Property Damage certificates or by policy endorsement(s) Per Occurrence/Aggregate Commercial General Liability including: $1,000,000 Per Occurrence 1. Broad Form 2. Premises—Operations 3. Products/Completed Operations Hazard 4. Contractual Liability 5. Broad Form Property Damage 6. Independent Contractors 7. Underground Hazard (if applicable) BUSINESS AUTOMOBILE LIABILITY $1,000,000 Combined Single Limit Commercial Policy 1. Owned 2. Hired&Non-owned 3. Leased and Rented ALL RISK CARGO INSURANCE $750,000 Per Occurrence PROFFESSIONAL LIABILITY $1,000,000 Per Claim BAILEE'S CUSTOMERS' GOODS COVERAGE/ While Documents are in Contractor's Care, Custody and INLAND MARINE VALUABLE PAPERS Control. C. In the event of accidents of any kind related to this project, Contractor shall furnish the Risk Manager with copies of all reports of such accidents within ten(10) days of the accident. II. ADDITIONAL REQUIREMENTS A. Contractor must obtain workers' compensation coverage through a licensed insurance company in accordance with Texas law. The contract for coverage must be written on a policy and endorsements approved by the Texas Department of Insurance. The coverage provided must be in amounts sufficient to assure that all workers' compensation obligations incurred will be promptly met. If workers'compensation coverage is not written in Texas, Contractor will provide an "All Other States Endorsement" for workers' compensation coverage. B. Contractor shall obtain and maintain in full force and effect for the duration of this Contract, and any extension hereof, at Contractor's sole expense, insurance coverage written on an occurrence basis, by companies authorized and admitted to do business in the State of Texas and with an A.M. Best's rating of no less than A-VII. C. Contractor shall submit a copy of the replacement certificate of insurance to City at the address provided below within 10 days of the requested change. Contractor shall pay any costs incurred resulting from said changes. All notices under this Article shall be given to City at the following address: City of Corpus Christi Attn: Risk Management P.O. Box 9277 Corpus Christi, TX 78469-9277 Fax: (361) 826-4555 D. Contractor agrees that with respect to the above required insurance, all insurance policies are to contain or be endorsed to contain the following required provisions: • Name the City and its officers, officials, employees, volunteers, and elected representatives as additional insured by endorsement, as respects operations and activities of, or on behalf of, the named insured performed under contract with the City, with the exception of the workers' compensation policy • Provide for an endorsement that the "other insurance" clause shall not apply to the City of Corpus Christi where the City is an additional insured shown on the policy; • Workers' compensation and employers' liability policies will provide a waiver of subrogation in favor of the City; and • Provide thirty (30) calendar days advance written notice directly to City of any suspension, cancellation, non-renewal or material change in coverage, and not less than ten (10) calendar days advance written notice for nonpayment of premium. E. Within five (5) calendar days of a suspension, cancellation, or non-renewal of coverage, Successful Bidder shall provide a replacement Certificate of Insurance and applicable endorsements to City. City shall have the option to suspend Contractor's performance should there be a lapse in coverage at any time during this contract. Failure to provide and to maintain the required insurance shall constitute a material breach of this contract. F. In addition to any other remedies the City may have upon Contractor's failure to provide and maintain any insurance or policy endorsements to the extent and within the time herein required, the City shall have the right to order Contractor to stop work hereunder, and/or withhold any payment(s) which become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof. G. Nothing herein contained shall be construed as limiting in any way the extent to which Contractor may be held responsible for payments of damages to persons or property resulting from Contractor's or its subcontractor's performance of the work covered under this agreement. H. It is agreed that Contractor's insurance shall be deemed primary and non-contributory with respect to any insurance or self insurance carried by the City of Corpus Christi for liability arising out of operations under this agreement. I. It is understood and agreed that the insurance required is in addition to and separate from any other obligation contained in this agreement. 2014 insurance requirements City Secretary's Office Preservation of Historical Documents 6/27/2014 ds Risk Management