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HomeMy WebLinkAboutR-99-0534J-99-648 7/21/99 RESOLUTION NO. 9 9 -° 534 A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, WITH THE FLORIDA INSTITUTE OF GOVERNMENT AT FLORIDA ATLANTIC UNIVERSITY, TO PROVIDE TECHNICAL SUPPORT TO THE OFFICE OF THE CITY CLERK FOR RECORD SERVICES ON A CONTRACTUAL BASIS FOR A PERIOD OF FIVE WORKING DAYS, AT AN ESTIMATED COST NOT TO EXCEED $7,000; ALLOCATING FUNDS THEREFOR FROM THE SPECIAL REVENUE FUND ENTITLED MIAMI MUNICIPAL ARCHIVES AND RECORDS MANAGEMENT PROGRAM, ACCOUNT NO. 110064- 220104-270. WHEREAS, pursuant to the . Blue . Ribbon Task Force recommendation to implement appropriate measures for the protection of records; and WHEREAS, the Office of the City Clerk is desirous of implementing a comprehensive records management plan for the City of Miami; and WHEREAS, said implementation' of certain records management activities citywide, includes administration of inactive records storage contract, scheduling the disposition of all public records for improved access and legal disposal, and disaster = COMMSIOR MEETING OF 1 1 B i. 2 7 1999 Resolution No. f recovery by identification of vital records not maintained electronically; and WHEREAS, Florida Institute of Government at Florida Atlantic University is able to provide technical support needed for a vital records protection policy as a component of disaster recovery; management access to both active and inactive records in a timely fashion via a file code tracking and inactive records indexing systems, production of a comprehensive records management document which addresses the life cycle of any designated records series; and WHEREAS, funding is available in an amount not to exceed $7,000.00 for said services, from the Special Revenue fund entitled Miami Municipal Archives and Records Management Program, Account No. 110064-220104-270. 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 City Manager is hereby authorized' to execute an agreement, in a form acceptable to the City Attorney, with the Florida Institute of Government at Florida Atlantic �i 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. - 2 - 99- 534 University to provide technical support on a contractual basis for a term of five working days, at an estimated cost not to exceed $7,000.00, with funds therefor hereby allocated from the Special Revenue Fund, entitled Miami Municipal Archives and Records Management Program, Account No. 110064-220104-270. Section 3. This Resolution shall become effective upon its adoption and signature of the Mayor s/. PASSED AND ADOPTED.this 27th day of July , 1999. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor. did not indicate spproval of this legislation by signing it in the designated place o��ided, said legisl(nt:lon , avi becomes effective with the elapse of ten ) days fr he date of €;o:�'rj 'ac.lon regarding same, without the Mayor expising a,1e _ � I , ATTEST: WALTER J. FOEMAN CITY CLERK APPROVED -A1 TOARV&D RECTNESS:t�, A 5:RCL J. e jan, City Clerk zf 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. - 3 - 99- 534 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMO6i4@IEMD1V'lS10N ply 4: S8 TO Donald H. Warshaw DATE : July 8, 1999 City M er LFLM Walter . oeman City Clerk FILE : SUBJECT : Technical Support for Records Services; Florida Institute of Government at Florida Atlantic REFERENCES: University ENCLOSURES: This office has verified that funds are available with the Department of Budget and Management Analysis to cover the cost of technical support to the City Clerk for record services on a contractual basis via professional services agreement with the Institute of Government at Florida Atlantic University, at a cost not to exceed $7,000.00. The entire funding is to come from account no. 110064-220104-270 (Special Revenue Fund, entitled Miami Municipal Archives and Records Management Program). Budgetary Review and Approved by: d'9yL"?__ f7/55/95 Luie L. Brennan, Interim Director Office of Budget and Management Analysis WJF:jkj (This form properly signed is part of the recommendation package to be placed on the agenda and must be attached to the resolution cover memorandum) City of Miami Management & Budget Date Time �f�� `� (A NCP Amount of $ 9 37is available in account number: Verified by: SIGNATURE 99- 534 0 • CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM CA=20 The Honorable Mayor and JUL 12 TO : Members of the City Commission DATE : FILE Technical Support: Records Services; SUBJECT : Florida Institute of Government at Florida Atlantic University 10.41H. Warshaw FROM City Manager REFERENCES: ENCLOSURES: Recommendation: It is respectfully recommended that the City Commission adopt the attached resolution authorizing the City Manager to execute a professional services agreement with the Florida Institute of Government at Florida Atlantic University to provide technical support to the Office of the City Clerk for record services on a contractual basis for a period of five working days, at an estimated cost not to exceed $7,000.00. The funds are available from special revenue fund, entitled Miami Municipal Archives and Records Management Program Account No. 110064-220104-270. Background: The Blue Ribbon Task Force on City Administration recommended the City implement appropriate measures to address issues of disaster recovery and protection of records. Consistent therewith, the City Clerk is implementing certain records management activities citywide, including scheduling the disposition of all public records for improved access and legal disposal and identification of vital records not maintained electronically relative to disaster recovery. In furtherance of these objectives, certain technical support is required to implement a file code tracking system; an inactive records indexing system; and a comprehensive records management plan. The Florida Institute of Government at Florida Atlantic University has been identified to address these technical consultancy needs. WJF:jkj 7/8/99 i�� 99-' 534 �1( op �` ac or ■un 't p9 is ■■ Qc IF Budgetary Impact Analysis 1. Department City Clerk 2. Agenda Item # (if available) Consent-- onsent Division n / a 3. Title and brief description of legislation or attach ordinance/resolution: Professional Services Agreement with Florida Atlantic University Institute of Government to provide technical support -to the office Of City Clerk for record services on a contractual asi_s for a.00riod of five working days at an estimated cos no 4. Is this item related to revenue? NO: XXX YES (If yes, skip to item #7.) 5. Are there sufficient funds in Line Item? 7,000.00 YES: XXX Index Code 110 0 6 4 .2 2 010 4Minor Obi. Code 2 7 0Amount $ NO: Complete the following questions: 9,035.00 6. Source of funds: Amount budgeted in the Line Item $ A Amount needed in the Line Item $ 7 , 0 0 0.0 0 u cle t fuunds w es transferred Records sthe follow ng lineement it Program ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/Minor Object/Project No. From $ To $ �, 7 t Any additional comments? FOR DEPARTMENT OF MANAGEMENT Verified by: Department of Management and Budget./Designee Date 1) BUDGET USE ONLY Verifie by: Budget Analyst Date 7 7 99'- 534