Posting Language
Title
Authorize a contract for fine arts and museum storage and handling services for Parks and Recreation Department with Vault Fine Art Services LLC, for an initial term of one year, with up to four 1-year extension options, in an amount not to exceed $460,000. Funding: $30,384 is available in the Parks and Recreation Department’s Operating Budget, funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Financial Services Department.
Client Department(s)
Parks and Recreation Department.
Fiscal Note
Funding in the amount of $30,384 is available in the Fiscal Year 2024-2025 Parks and Recreation Department Operating Budget.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Purchasing Language:
Professional Service.
MBE/WBE:
This contract will be awarded in compliance with City Code Chapter 2-9B Minority-Owned and Women-Owned Business Enterprise Procurement Program. For the services required for this procurement, there were no subcontracting opportunities; therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
This contract will provide fine arts and museum storage and handling services for Parks and Recreation Department’s collection of artwork and artifacts valued at over a million dollars. These services will ensure that culturally and historically significant items are preserved in a facility that meets museum-quality standards for long-term conservation and protection. In addition to secure storage, the contract will provide professional deinstallation and reinstallation of artwork and artifacts at Parks and Recreation Department facilities. These services are critical for maintaining the integrity of the collection and ensuring proper care during transitions between public display and storage. Without these services the City’s collections could face deterioration from heat, humidity, dust, and pests-potentially resulting in irreparable damage and relocating the collection could expose items to a higher risk of damage, reduce staff access for care, research, and exhibition preparation. The recommended contractor offers expertise in managing sensitive, high-value collections, including climate-controlled storage environments and trained staff with experience handling museum-grade objects.
This contract will replace an existing contract which expires on October 22, 2026. Although the current contract still has time remaining, there is insufficient authority to accommodate the services needed. The requested authorization amount was determined by departmental estimates, historical spend, and contractor’s quote. The recommended contractor is the current provider of these services and is the only regional vendor offering museum-standard storage with climate control, 24-hour security, pest prevention, and a clean handling environment.