Records Management and Preservation Services

TXMAS-23-92001 is a comprehensive records management and preservation services vehicle that provides Texas state and local government entities with extensive document processing and archival capabilities. The contract encompasses a broad scope of offerings, including archival imaging of bound and unbound documents, record book preservation, case file processing, plat and map conservation, microfilming, and specialized preservation treatments such as adhesive removal and document stabilization. Additionally, the vehicle includes ancillary services such as microfiche services, access management, content and data standardization, database information retrieval, and data conversion. Procurable items extend to equipment and materials including OCR and scanner software, library shelving, high-density mobile filing systems, safes and vaults, and acid-free archival storage materials, thereby providing an integrated solution for comprehensive records management needs.

The master contract is administered by CPA Contract Management on behalf of the State of Texas and was awarded to Kofile Technologies, Inc., a Dallas-based provider, on July 24, 2023. The contract operates under a Texas Multiple Award Schedule (TXMAS) structure and is effective through May 29, 2028, providing a five-year performance period. The vehicle is designated as tax-exempt under Texas Tax Code Section 151.309(4) and is available for use by the State of Texas and its political subdivisions throughout the state. While the master agreement does not specify a total contract value, it establishes standardized pricing mechanisms for various document preservation services across different document types and processing requirements.

Under this master vehicle, at least 32 Texas counties have executed individual awards for records management services, with cumulative award values ranging from $3,070 to $6,086,349.84. Notable awardees include Tarrant County (highest value at $6,086,349.84), Brazoria, San Antonio, El Paso, Webb, Galveston, and Bell Counties, among others. Individual awards demonstrate consistent demand for document preservation services and frequently incorporate volume discounts tailored to each county's specific archival requirements. The awards primarily focus on archival imaging, indexing, and preservation of land records, case files, vital records, and other historical documents, reflecting widespread utilization across Texas's local government entities.