HomeMy WebLinkAboutR-98-0432J-98-403
4/20/98
RESOLUTION NO. 9 8` 432
A RESOLUTION, BY A FOUR -FIFTHS (4/5THS)
AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY
COMMISSION, RATIFYING, APPROVING AND
CONFIRMING THE CITY MANAGER'S FINDING OF AN
EMERGENCY, AND IN AUTHORIZING AN INCREASE IN
THE AGREEMENT WITH DATA STORAGE CENTERS, IN
AN AMOUNT NOT TO EXCEED $10,000, FOR THE
ACQUISITION OF ADDITIONAL COMMERCIAL RECORDS
MANAGEMENT AND SPACE FOR THE STORAGE OF THE
INACTIVE RECORDS OF THE CITY ATTORNEY'S
OFFICE; ALLOCATING FUNDS THEREFOR FROM
ACCOUNT CODE NO. 231010-250 FOR SAID
INCREASE.
WHEREAS, the inactive records belonging to the City
Attorney s Offices have been stored at the Orange Bowl and the
James L. Knight Center; and
WHEREAS, the records stored at the Orange Bowl were being
destroyed by roof leaks and the effects of high humidity; and
WHEREAS, the City has an existing agreement with Data
Storage Centers, pursuant to Resolution No. 97-523, adopted
July 24, 1998, based upon Bid No. 96-97-092, for the commercial
records management and storage of records for various other City
departments for an annual cost of $10,677; and
WHEREAS, the costs to move, manage, and store the City
Attorney's inactive records, are estimated to be approximately
$10,000 annually; and
CITY COpa
MEETING CW,
APR 2 8 1998
Rewlixon rjo.
98- 4J
WHEREAS, due to the herein circumstances, and in order to
come into compliance with the State of Florida Public Records
Storage Guidelines, the City Manager adopted an emergency finding
and authorized an increase in the existing agreement with Data
Storage Centers for the immediate acquisition of said additional
storage space;
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. By a four -fifths (4/5ths) affirmative vote of
the members of the City Commission, the City Manager's finding of
an emergency and in authorizing an increase in the existing
agreement with Data Storage Centers, in an annual amount not to
exceed $10,000, is hereby ratified, approved and confirmed, for
the acquisition of additional space for the storage of the
inactive records of the City Attorney's Office, with funds
therefor hereby allocated from Account Code No. 231010-250 for
said increase.
Section 3. This Resolution shall become effective
immediately upon its adoption.
2 -
��� 4jJ2
PASSED AND ADOPTED this 28th day of April , 1998.
JOE CAROLLO, MAYOR
1n,v=siftw with Miami Code Sec, 2-:36, since thQ Mayor slier not indicate approval of
-ftlo .slation by signing it in the designateo p',we 'ncwid,�A, ,vio } .4kSlavcn Dow
ones effective with the elapse of ten (10) da from the date cat Commi~ 'cri aaicn
regarding same, without the Mayor exer, i ' eto. 1
ATTEST:
W n, City Cie*
WALTER J. FOEMAN
CITY CLERK
REVIEWED BY:
-/; � :
Y
RA kEL O. DIAZ
DEPUTY CITY A�t'l1
....� ,, ` im
: WY2 051
- 3 -
8— 4J2
TO
FROM
Honorable Mayor and Members
of the City Commission
Alejandro
City Atto}
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: April 20, 1998
SUBJECT
REFERENCES
ENCLOSURES:
19
FILEJ-98-403
Proposed Resolution: Increase of
Agreement with Data Storage Centers
to store inactive records of the
City Attorney's Office
The attached proposed Resolution seeks ratification of the
City Manager's finding of an emergency and in increasing the
agreement with Data Storage Centers, approved pursuant to
Resolution No. 97-523, adopted on July 24, 1997, to cover the
storage of inactive records for the City Attorney's-Office, at an
estimated annual cost not to exceed $10,000.
The records were stored at the Orange Bowl and at the James
L. Knight Center. The records stored at the Orange Bowl were
quickly being destroyed by roof leaks and humidity.
The City has an existing agreement with Data Storage Centers
for the commercial records management and storage of records for
various other City departments for an annual cost of $10,677.
The costs to move, manage and store the City Attorney's inactive
records are estimated to be approximately $10,000 annually.
Due to the herein circumstances, and in order to come into
compliance with the State of Florida Public Records Storage
Guidelines, the City Manager adopted an emergency finding and
authorized an increase in the existing agreement with Data
Storage Centers for the immediate acquisition of said additional
storage space.
Funds in the amount of $10,000 will be allocated from the
City Attorney's Office budget, Account No. 230101-250.
W181:BSS
98- 4,32
RECEIVFU INTER -OFFICE MEMORANDUM
Jose C ialPedrosa April 2,`1998 I ! 4.,f
TO City Mary T . OF L. Q�4
1TY 0F 4, Y - Emergency Procurement
= Jo Edward ell =
Interim City Attorney
Inactive records belonging to the City Attorney's Office are now being stored in the Orange Bowl and
James L. Knight Center. The records stored in the Orange Bowl have been there since February 27,
1998, and already are being destroyed by roof leaks and humidity. It is of the utmost importance that a
proper storage facility be identified for these records, in order that we do not find ourselves in violation
of the State of Florida Public Records Storage Guidelines. My records liaison person, Grecia F.
Ameneiro, met with Assistant City Manager, Joe Pifion, and he suggested that we prepare a resolution
for commission approval to store our records with Data Storage Centers, which various City departments
already utilize for storage of their inactive files. However, before this can be done we need your apprc%,a;
in declaring the selection of a vendor as an emergency.
The City of Miami's current contract (Bid No,. 96-97-092) with Data Storage Centers for the storage of
inactive records, needs to be increased by $10,000 to cover storage of our records. Your approval is
requested to proceed with emergency procurement procedures for the storage of the archival records for
the City Attorney's Office. It is understood that these actions require approval by the Financial Oversight
Board and ratification by the City Commission.
In a memorandum dated January 16, 1998, Dipak M. Parekh, Director, Office of Budget suggested that
. h,e funding for these services be provided through salary savings in CrLy attorney s Office's budget. i
will concur that the funds be withdrawn from said account, due to the urgency, but, I do not agree that
these funds (salary savings) should be utilized to pay for the cost 'of storage of inactive records.
Therefore, I request that once the emergency issues have been resolved, funds withdrawn from salary
savings be reimbursed from another source.
Please indicate your approval to proceed with emergency procurement services under Bid No. 96-97—
092, st e the inactive files for the City Attorney's Office with Data Storage Center.
AP ROVE /DISAPPROVED:
Jos a-Pedros Date
C anager
Cc: Renee Jones, Assistant to the Director of Human Resources
Marva Wiley, Assistant to the Director of Purchasing Department
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