HomeMy WebLinkAboutR-99-0066J-99-101
1/11/99
`.1 c) — 6 6RESOLUTION NO. R- •-
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING AN INCREASE, IN AN AMOUNT NOT TO
EXCEED $16,000.00, IN THE ANNUAL CONTRACT
WITH DATA STORAGE CENTERS, FOR THE PROVISION
OF A COMMERCIAL RECORDS MANAGEMENT AND
STORAGE FACILITY FOR VARIOUS CITY
DEPARTMENTS; ALLOCATING FUNDS THEREFOR FROM
THE DEPARTMENT OF BUILDING AND ZONING ACCOUNT
CODE NO. 421001.560402.620 ($6,000) AND CITY
ATTORNEY'S OFFICE ACCOUNT' CODE NO. 230101.250
($10,000); AUTHORIZING THE CITY MANAGER TO
EXECUTE THE NECESSARY AGREEMENT AMENDMENT, IN
A FORM ACCEPTABLE TO THE CITY ATTORNEY, TO
EVIDENCE SAID INCREASE.
WHEREAS, pursuant to Resolution No. 97-523, adopted July 24,
1997, Data Storage Centers, was awarded a contract in the amount
of $10,677.00, for the provision of a commercial records
management and storage facility, on a contract basis for one (1)
year, with the option to renew for two (2) additional one-year
periods, for various City departments; and
WHEREAS, this contract is administered by the Office of the
City Clerk; and
WHEREAS, during departmental review of the contract, it was
discovered that the Department of Building and Zoning and the
City Attorney's Office maintained separate accounts with Data
Storage;
WHEREAS, said Departments have concurred that the
CITY cOMMTSSIox
MEETING OF
Resolution No.
99-- 66
centralization of the storage functions is the most efficient
approach to this matter; and
WHEREAS, as a result, the Department of Building and Zoning
and the City Attorney's Office have provided projected usage
charges for the remainder of FY 198-99, increasing the total
amount of the contract; and
WHEREAS, funds for said increase are available from the
Department of Building and Zoning Account Code
No. 421001.560402.620 ($6,000) and City Attorney's Office Account
Code No. 280101.250 ($10,000); and
WHEREAS, the City Manager and the City Clerk recommend that
the contract with Data Storage Centers, be increased from
$10,677.00 to $26,677.00;
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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The contract with Data Storage Centers, in an
amount not to exceed $16,000.00 annually, for the provision of a
commercial records management and storage facility, for various
City departments, is hereby approved, with funds therefor hereby
allocated from the Department of Building and Zoning Account Code
No. 421001.560402.620 ($6,000) and City Attorney's Office Account
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99 - 66
Code No. 230101.250 ($10,000).
Section 3. The City Manager is hereby authorizedY to
execute the necessary agreement amendment, in a form acceptable
to the City Attorney, to evidence said increase.
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.2/
PASSED AND ADOPTED this 26th day of January 1 1999.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicats eoprovd of
this legislation by signing it in the designated place provided, said legis st. r, riovl
becomes effective with the elapse of ten (10) days rom the date of Comrriss'cn notion
regarding same, without the Mayor ex isi a to.
ATTEST: �% J
Walt . oe. Un. City Clerk
WALTER J. FOEMAN
CITY CLERK
ORRECTNESS�j
W3176:CSK:kc
�-� The herein authorization is further subject to compliance with all
requirements that may be imposed by the City Attorney, including but not
limited to those prescribed by applicable City Charter and Code
provisions.
If 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 become effective
immediately upon override of the veto by the City Commission.
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99 - 66
N
L
CITY OF MIAMI. FLORIDA I
INTER -OFFICE MEMORANDUM I
TO: The Honorable Mayor and DATE: December 29, 1998 FILE: j
Members of the City Conunission l
SUBJECT: Commercial Records Management
Center; Increase to contract (Bid
No. 96-97-092)
FROM: '�''`"''"""':.�.....`_�_ REFERENCES :
I nald H. Warshaw
City Manager ENCLOSURES:
Recommendation:
It is respectfully recommended that the City Commission adopt the attached resolution, increasing
the contract amount with Data Storage Centers for inactive records storage awarded by Bid No.
96-97-092 to a total of $26,677. Individual account codes from the Building and Zoning
Department ($6,000 from Account Code No. 421001-560402-620) and City Attorney's Office
($10,000 from Account Code No. 2.30101-250) will be used for the remainder of FY `99 under the
blanket purchase order to Data Storage Centers.
Background:
Effective August 1, 1998, administration of the City of Miami's contract with Data Storage
Centers for inactive record storage was transferred from the Department of Human Resources to
the Office of the City Clerk. Said contract was extended for one year (through October 30, 1999).
During our departmental review, we found separate accounts existing between Data Storage
Centers and certain individual departments, specifically Building and Zoning Department and the
City Attorney's Office. Said departments have concurred with the centralization of the inactive
records storage function. The departments have provided projections on their usage as indicated in
the above -noted individual department account codes for projected charges during the remainder of
fiscal year 1998-1999. Consistent with Ordinance No. 11159, prudent business practices call for
the consolidation of inactive records storage under the oversight of the City Clerk's Office.
Centralization of this function to the City Clerk's Office will: (1) provide accountability to one
department; (2) simplify expenditure tracking; and (3) implement a cost control mechanism by
requiring that departments comply with State of Florida record retention requirements.
Mj
9 9 -- 66
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CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Donald H. Warshaw DATE December 29, 1998 FILE
City Manager SUBJECT:
r Commercial Records Management
Center, Increase to contract (Bid CC
FRO REFERENCESNo. 96-97-092) (Account Code `
-N1 921002-340)
Walter J. Foeman ENCLOSURES:
City Clerk - -
i
I have verified that funds are available with the Department of Budget and Management Analysis '
to increase the commercial records management center contract with Data Storage Centers by j
$16,000 to a total of $26,677.00 from individual departmental account codes: Building and
Zoning Department Account No. 560402-620 ($6,000) and City Attorney's Office Account No.
230101-250 ($10,000). For historical tracking, this contract was awarded by Bid No. 96-97-092,
Resolution No. 97-523 on July 24, 1996, for a contract period from October 31, 1997 through
October 30, 1998, and was renewed in October, 1998 through October 30, 1999.
This request will allow for charges to the blanket purchase order for the remainder of FY `99 from �
said individual codes. The change will establish centralization of the City's inactive records '
storage function through the City Clerk's and provide improved cost control monitoring.
I
J-97-507 „
7/ 16/97
RESOLUTION NO. 9 7 — 5-2 3
A RESOLUTION ACCEPTING THE BID OF DATA STORAGE
CENTERS, A DADE COUNTY/NON-MINORITY VENDOR, FOR
THE PROVISION OF A COMMERCIAL RECORDS
MANAGEMENT AND STORAGE FACILITY FOR VARIOUS CITY = -
DEPARTMENTS, ON A CONTRACT BASIS FOR ONE (1) YEAR
WITH THE OPTIONS TO EXTEND FOR TWO (2) ADDITIONAL
ONE (1) YEAR PERIODS. AT A ESTIMATED ANNUAL COST OF
S10,677; ALLOCATING FUNDS THEREFOR FROM SPECIAL
PROGRAMS AND ACCOUNTS, ACCOUNT CODE NO. 921002-340;
AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF
PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR
SAID FACILITY.
WHEREAS, pursuant to public notice, sealed bids were received June 16, 1997, for the furnishing
of a qualified commercial records management and storage facility to provide records management and
storage for various City departments; and
WHEREAS, invitations for Rid No. 96-97-092 were mailed to twenty (20) potential bidders and
four (4) bids were received; and
WHEREAS, this facility will be utilized to store inactive files which must be retained pursuant
to Florida State law; and
WHEREAS, the City Manager and the Director of Human Resources recommend that the bid
received from Data Storage Centers be accepted as the most responsive and responsible bidder;
{
NOW, THEREFORE. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section I. The recitals and findings contained in the Preamble to this Resolution are hereby
adopted by reference thereto and incorporated herein as if fully set forth in this Section.
Section 2. The bid of Data Storage Centers for the furnishing of a commercial records
management and storage facility for various city departments, on a contract basis for one (1) year with the
options to extend for two (2) additional one (1) year periods, at a total proposed annual cost of S 10,677, is
hereby accepted, with funds therefor hereby allocated from Special Programs and Accounts, Account Code
No. 921002-340.
Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer
to issue a purchase order for said facility.
Section 4, This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 24th day of July 1997.
ATTEST: JOE CAROL , MAYOR
TER J. 0
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
A.Q JO E ,III
CITY ATT01� Y
1 W 1746:CSK
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Page 2
ITEM:
DEPARTMENT:
TYPE OF PURCHASE:
RECOMMENDATION:
INCREASE OF CONTRACT
Bid No. 96-97-092
Commercial Records Management Center
City CIerk's Office
Increase in total contract amount
It is recommended that an increase to the annual
contract with Data Storage Centers be increased
by $16,000.00. Funds are available from the
Department of Building & Zoning Account Code
No. 421001.560402.620 ($6,000) and City
Attorney's Office Account Code No. 230101.250
($10,000).
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