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
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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