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HomeMy WebLinkAboutR-01-0475J-01-423 5/23/01 0 47 RESOLUTION NO 0 rJ A RESOLUTION OF THE MIAMI CITY COMMISSION APPROVING PERMANENT REMOVAL SERVICES OF RECORDS FOR TRANSPORT TO A NEW STORAGE VENDOR FOR THE OFFICE OF THE CITY CLERK FROM IRON MOUNTAIN RECORDS MANAGEMENT, INC., IN AN AMOUNT NOT TO EXCEED $9,000; ALLOCATING FUNDS FROM ACCOUNT CODE NO. 01000.921002.6.340. WHERTsAB, the City contract with .Ixon Mountain Records Management, Inc. for the storage of records, pursuant to Hid No. 96-97-092, expires on May 31, 2001; and WHEREAS, the Office of the City Clerk requires deaccessioning services, which is the permanent removal of records from the current storage facility for transport to a new CITY CO#8'les� Axa Cr MAY 2 k 2001 F.000hakm Mo. 01— 475 WHEREAS, pursuant to the contract, a deaccessioning fee, based on a per cubic foot records volume, is required to close the contract with Iron Mountain Records Management, Inc.; and WHEREAS, the City Manager and City Clerk recommend that the deaccessioning fee be approved; and WHEREAS, funds are available from Account Code No. 001000.921002.6.340; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The permanent removal services of recorder for transport to a new storage vendor for the Office of the City Clerk from Iron Mountain Records Management, Inc., in an amount not to exceed $9,000, is approved, with funds allocated from Account Code No. 001000.921002.6.340. Page 2 of 3 01— 475 Section 3. This Resolution shall become effective immediately upon adoption and signature of the Mayor.11 PASSED AND ADOPTED this 24th day of May , 2001. JOE CAROLLO, MAYOR in accordance with Miami Gode Sec. 2-W, since the did not hrdioate apprnM1 of !ration by signing it in the deaiynatvd idad, $a ogi3lat' 6,$comos effective with the alma of ten (10 f th© date C 13S" :t regarding serve, without the Mayor of t)am a , ATTEST: l (( it WALTER J. FOEMAN CITY CLERK FORM .AND CORRECTNESS & Tf the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall became effectivo immediately upon override of the veto by the City Commission. Page 3 of 1 01-- 475 • • CITY OF MIAMI, FLORIDA =4 MEMORANDUI TO; The Honorable Mayor and Members of the City Commission FROM:C C010.me City Manager. RECOMMENDATION DATE: MAY 17 2001 FILE SUBJECT: Transition to New Vendor Commercial Records Storage; REFERENCES Bid No. 00-01-087R ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached resolution authorizing an expenditure not to exceed $9,000 to Iron Mountain Records Management, Inc. for the deaccessioning of all City of Miami public records pursuant to Bid No. 96-97-092 (Account Nos. F056D, F22613, F0751), F151D, FV70D and FV711)). Funding is available in Account Code No. 001000.921002.6.340. BACKGROUND The commercial records storage contract, under Bid No. 00-01-087R, is recommended for award by the City Commission on May 24, 2001. According to the existing terms and conditions in Bid No. 96-97-092, there is a deaccessioning fee of $.78 per cubic foot. The total volume of City of Miami public records in the above noted accounts is estimated to be 11,160.45 cubic feet. Said records will be transported by the new vendor to their storage facility at no cost for transportation or accessioning. CAG IWJFrkj F\- 901 01- 475 • • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO. Linda Haskins DATE : May 1 S, 2001 FILE: Director Department of Management and SUBJECT: Iron Mountain Records Bud*jhhjp& Management, Inc. --- Fee FROM: REFERENCES: City Clerk ENCLOSURES: Request is hereby made to authorize an expenditure not to exceed $9,000 from Account Code No. 001000.921002.6.340 --Contractual Services Other, said amount relating to deaccessioning of records stored at Iron Mountain Records Management, Inc. The City's contact with Iron Mountain Records Management, Inc. expires on May 31, 2001. The new contract is scheduled for award by the City Commission on May 24, 2001. The recommended vendor for award is Secure Data Storage, Inc. Under the terms of the City's contract with Iron Mountain Records Management, Inc., there is a fee of $.78 per cubic foot for deaccessioning, or permanent removal from their facility. The amount of $9,000 has been calculated by our office for such deaccessioning. If the aforementioned request meets with your approval, please sign in the space provided herein below. Approved- Date: gal °f _ .$, Linda Haskins Director, Dept. of Management and Budget 01- 475 0 ITEM: DEPARTMENTS TYPE: REASON: RECOMMENDATION: Award Unser DW* county Cowab • &VAZAsUl EXPENDITURE BID NO. 96-97-092 De -accessioning Fees City Clerk One time expenditure To pay for the de -accessioning of all City of Miami public records. It is recommended that the payment to Iron Mountain Records Management, Inc., for the de -accessioning fees relating to the expiration of Bid No. 96-97-092 for commercial records storage services, for a total amount not to exceed $9,000, for the Office of the City Clerk, be approved, allocating funds therefore from Account Code No. 001000.921002.6.340. D' for Date 01- 475