CM-09-06-119'r et4
and Archives
Commission j
State and Local
Records Management
PO. Box 12927
Austin, Texas
78711-2927
4400 Shoal Creek Blvd.
Austin, Texas
78756
www.tsl.state.tx.us
Commission Chairman
Sandra J. Pickett
Members -
Sharon R. Carr
Diana Rae Hester Cox
Martha Doty Freeman
Cruz G. Hernandez
Sandra G. Holland
Sally Reynolds
Director amt Librarian
Peggy D, Rudd
Assistant State Librarian
Edward Seidenberg
Making
information
work
for all
lexr!Is
Genoailtjarrttattori 512-421-7200 Main Fax 512-421-7201
Records Center Services Fax 512-421-7255 4' Records Management Assistance Fax 512-421-7287
May 11, 2009
Rebecca Schreiner
Public Services Manager
Round Rock Public Library System
216 East Main Street
Round Rock, Texas 78664
Dear Ms. Schreiner:
Attached are two (2) original Contract For Services -Local Government 09-306-L06-010
for the fiscal year ending August 31, 2009. Please review contract and have "Receiving
Agency" portion of this contract signed on page 4.
Please return one contract with original signature to:
Texas State Library and Archives Commission
State and Local Records Management Division
P.O. Box 12927
Austin, Texas 78711
Attention: Pete Cortez
If you have any questions please feel free to give me a call at 512-421-7224.
Sincerely,
Tim Nolan
Program Planning & Research Specialist
State and Local Records Management Division
Texas State Library and Archives Commission
CONTRACT FOR SERVICES - LOCAL GOVERNMENT
State and Local Records Management Division
Texas State Library and Archives Commission
THE STATE OF TEXAS — COUNTY OF TRAVIS
SLR Contract Number:
FY
Code Tvpe
Number
09
306
L-06
010
This contract and agreement is entered into by and between the Texas State Library and Archives Commission, the Performing Agency, and the
governmental agency shown below as the Receiving Agency, pursuant to the authority granted and in compliance with the provisions of the
Interlocal Cooperation Act, Texas Government Code, Chapter 791.
I. CONTRACTING PARTIES:
Receiving Agency Round Rock Public Library System
TINS No.N/A Contact Person Rebecca Schreiner Phone 512-218-7018 E-mail rschreiner®round-rock.tx.us
Performing Agency Texas State Library and Archives Commission
Agency Code 306 TINS No. 33063063060013 Contact Person Tim Nolan Phone 512-421-7224
II. STATEMENT OF SERVICES TO BE PERFORMED: (If additional space Is needed, use Schedule A on Page 3)
Microfilm documents on a planetary camera, with orientation and reduction ratio as needed. Duplicate
each original 35mm 100 foot microfilm rolls which includes processing. Furnish all microfilm cartons
and return reels. Label all microfilm cartons according to content.
III. BASIS FOR CALCULATING REIMBURSABLE COSTS: (If additional space is needed, use Schedule A on Page 3)
Duplicate original 35mm 100 foot rolls - number of original microfilm rolls duplicated (Silver Direct) x
$22.45 each.
Original microfilm (35mm) roll (finished product, including microfilming (planetary method), processing
microfilm, cartons and labels) - number of documents microfilmed x $0.3000 each.
Document preparation - number of hours spent preparing documents x $13.25 each.
IV. CONTRACT AMOUNT:
An estimated amount of : $2,900.00 Two Thousand Nine Hundred and No/100 Dollars
(figures and words)
The amount of this contract will depend on the amount of services requested of Performing Agency by the Receiving
Agency.
V. PAYMENT FOR SERVICES:
Receiving Agency shall pay for services received based upon invoices drawn by the Receiving Agency payable to
the Texas State Library and Archives Commission (SLRM).
Payments for service performed shall be billed: Lumpsum �Kyy
(weekly, monthly, lump sum,
Payments received by the Texas State Library and Archives Commission, State and Local Records Management
Division, shall be credited to current appropriation item(s) or account(s) from which the expenditures of that"
character were originally made. The Receiving Agency shall remit payments within 30 days of receipt of invoice
to the Texas State Library & Archives Commission (SLRM) at the following address:
SLR 304 (6/03) LOCAL
Accounts Receivable
P.O. Box 12516
Austin, Texas 78711-2516
Page 1 of 4
Questions concerning billing and accounting transactions related to this contract should be directed to the
attention of the Offices Services Manager - State and Local Records Management Division at the address in Section
V or by calling (512) 454-2705 x124.
VI. TERMS OF CONTRACT: (Term of contract cannot transcend the fiscal year.)
This contract is to begin
upon approval by both the receiving and performing agencies and,
shall terminate August 31, 2009
VII. CANCELLATION OF CONTRACT:
This contract may be canceled by either party, provided the following conditions are met. To terminate this
contract, either party must submit a written notice of intent to terminate the contract to the other party at least
30 days prior to the intended termination date. The termination notice must reference the SLRM Contract
Number, and must be dated and signed by the state agency head, or the appointed records management officer.
The date of actual contract termination must be mutually agreed to in writing by both parties to allow for
appropriate and efficient disposition of all records in micro -conversion at the time of cancellation notice. Payment
for services performed under this contract on or before the termination date will be the responsibility of the
Receiving Agency and will be calculated as outlined in Section III, Bases For Calculating Reimbursable Costs.
VIII. RETURN OF CONTRACT:
An original and one copy of this contract, including any attachments, addenda, and/or exhibits, if any, are
submitted to the Receiving Agency. If the Receiving Agency accepts the terms and conditions of the contract, the
Receiving Agency should sign both copies of the contract and return one copy to:
State and Local Records Management Division
Texas State Library and Archives Commission
Attn: Intergovernmental Contract Specialist
P.O. Box 12927 (regular mail)
1201 Brazos (overnight mail)
Austin, TX 78711-2927
THE UNDERSIGNED CONTRACTING PARTIES do hereby certify that, (1) the services specified above are
necessary and essential for activities that are properly within the statutory functions and programs of the affected
agencies, (2) the proposed arrangements serve the interest of efficient and economical administration of
government, and (3) the services, supplies, or materials contracted for are not required by Section 21 of Article 16
of the Constitution of Texas to be supplied under contract given to the lowest responsible bidder.
RECEIVING AGENCY further certifies that it has the authority to contract for the above services by authority
granted in NA
(Statute, Constitution, Special Provision of Appropriation Bill)
PERFORMING AGENCY further certifies that is has the authority to perform the services contracted for by
authority granted in Texas Government Code, Chapters 441 and 791
(Statute, Constitution, Special Provision of Appropriation Bill)
RECORDS MANAGEMENT DIVISION
CEIVE0
MAY 0 7 2009
SLR 304 (6/03) LOCAL
Page 2 of 4
SCHEDULE A
II. STATEMENT OF SERVICES TO BE PERFORMED: (Continued from Page 1)
This section intentionally left blank.
III. BASES FOR CALCULATING REIMBURSABLE COSTS: (Continued from Page 1)
SLR 304 (06/03) LOCAL
This section intentionally left blank.
Page 3 of 4
The undersigned parties bind themselves to the faithful performance of this contract. It is mutually understood that
this contract shall not become effective until signed by both parties below.
By:
Date:
RECEIVING AGENCY
01. 002'014.1 CLCiA/C
Va of Agency
orized Signature
T'tle
•2•vd1
By:
PERFORMING. AGENCY
Texas State Library and Archives Commission
Na a ofgency
Authorized Signature
Assistant State Librarian
Date:
R[:GOtilD$ NSANA6 GN$ DIVISION
AY II 7 2099
SLR 304 (06/03) LOCAL
Title
Page4of4
?$D
DATE: 6/9/2009
SUBJECT: City Manager Approval —June 26, 2009
ITEM: Consider executing Contract for Services — Local Government 09-306-L06-010 for
micro filming old newspapers.
Department: Library
Staff Person: Dale Ricklefs, Library Director
Justification:
To preserve the Round Rock history as reflected in older copies of the Round Rock Leader.
Funding:
Cost: $2,900.00
Source of Funds: Lone Star Library Grant
Outside Resources: Texas State Library and Archives Commission
Background Information:
The library received old copies of the Round Rock Leader, some going as far back as the 1940's,
from the owner of the Leader. They have been cleaned and frozen at the Williamson Museum,
and are now ready for microfilming. The State Library requires a formal contract for all work
done, hence the signature requirement.
Public Comment: N/A
UPDATED APRIL 2008