Res No 195-12-13752RESOLUTION NO. 195-12-13752
A Resolution authorizing the City Manager to expend funds not to exceed $ 45,000
to the firm of Advanced Data Solutions (ADS), for scanning; utilizing account
number 001 -1200- 512 -3480, City Clerk's Digitizing.
WHEREAS, the City Manager requests authorization to pay an amount, not to exceed $45,000 to
Advanced Data Solutions (ADS) for scanning various historical documents, plans, permits, etc.,
throughout the various City's departments, utilizing account number 001 - 1200 -512 -3480, City Clerk's
Digitizing; and,
WHEREAS, scanning is an important process which is needed to provide adequate space within the
Code, Building, Finance, Planning, and Human Resources Departments. This process would digitize,
documents, and assist with a well maintained system that would provide the ability to access files in a
quick and accurate method; and,
WHEREAS, presently, our system is overloaded and is in need of having various documents scanned
immediately. This method would assist each department in providing digitized copies of current and past
documents, as well as increase the documents available for public access through the City's webpage.
WHEREAS, the city shall "piggy" back off the State of Florida IT Consulting Contract.
Advanced Data Solutions (ADS) has a state contract #973 - 561 -10 -1; which expires on August 31,
2013.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The City. Manager is authorized to expend funds to the firm Advanced Date Solutions
(ADS), not to exceed the amount of $ 45,000, for scanning services, utilizing account number 001 -1200-
512 -3480, City Clerk's Digitizing with a current balance of $ 45,000.
Section 2. If any section clause, sentence, or phrase of this resolution is for any reason held invalid
or unconstitutional by a court of competent jurisdiction, the holding shall not affect the validity of the
remaining portions of this resolution.
Section 3. This resolution shall become effective immediately upon adoption by vote of the City
Commission.
PASSED AND ADOPTED this2nd day of October , 2012.
RM, COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
Page 1 of 1
4 -0
Yea
Yea
absent
Yea
Yea
To:
Via:
From:
Date:
CITY OF SOUTH MIAMI south Miami
OFFICE OF THE CITY MANAGER AD- AmedcaCHY
INTER - OFFICE MEMORANDUM 1111161
2001
The Honorable Mayor & Members of the City Commission
Hector Mirabile, PhD, City Manager j
Carmen Baker, CCO /Code Enforcement Manager
October 2, 2012
Agenda Item No.: -_4
Subject: A Resolution authorizing the City Manager to expend funds not to exceed
$ 45,000.00 to the firm of Advanced Data Solutions (ADS), for scanning;
utilizing account number 001 - 1200 - 512 -3480, City Clerk's Digitizing.
Background: Scanning is an important process which is needed to provide adequate space within the
Code, Building, Finance, Planning, and Human Resources Departments. This process
would digitize documents and would provide staff the ability to access files in a quick
and accurate method.
Presently, our physical storage space is crowded and is in need of having various
documents scanned immediately. This method would assist each department in
providing digitized copies of current and past documents, as well as. increase the
documents available for public access through the City's webpage.
Request to expend funds to Advanced Data Solutions (ADS) in an amount not to
exceed $ 45,000 for scanning various historical documents, plans, permits, etc.,
throughout the various City departments, utilizing account number 001 - 1200 -512 -3480,
City Clerk's Digitizing, with a balance of $45,000.00
The city shall "piggy" back off the State of Florida IT Consulting Contract. Advanced
Data Solutions (ADS) has a state contract #973 - 561 -10 -1; which expires on August 31,
2013,
Expense Not to exceed $ 45,000
Account 001- 1200 -512 -3480, City Clerk's Digitizing with a current balance of $45,000
Attachments:
Proposed Resolution
Information Technology (IT) Consulting Services / State Term Contracts / ... Page 1 of 3
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Information Technology (IT)
Consulting Services973-561m
10 -i
Effective Period 09/15/2009 through 08/31/2013
Contract Type State Term Contract
• Pricing
Contract Information ' Contractors
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• Corina Chiorescu
Contract Administration (850) 921 -0030
• corina.chiorescu@dms.mvflorida.com
Commodity Codes 973 -561
Description
This state term contract is for a broad range of IT Services, including
analysis and design (e.g., IT planning, studies, and assessment to
assist organizations in both information technology capital planning
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and assessment), development and integration (e.g.,
management of systems integration, system and software
development, modernization of legacy systems to web enabled
applications, software development, customization of commercial -off
- the -shelf (COTS) software packages, migration to modular
applications, development and integration of internet /intranet /web
applications, security, firewalls, critical infrastructures, networks
(e.g. Local Area Networks (LANs), Metropolitan Area Networks
(MANs), and Wide Area Networks (WANs), data warehousing,
electronic commerce /electronic data interchange (EDI), groupware,
next generation internet, client /server computing, and workflow and
imaging), operational and support (e.g., management and
support of LAN /WAN /MANs, computer systems administration,
management and maintenance, data entry, data storage, data
retrieval, and electronic records management, specialized
workstation (Le., CAD, CAD /CV, GIS) support, computer equipment
maintenance (both on -going and on- call), desktop support,
production support, database generation and database
management, data and /or media management, document imaging.
services, disaster recovery services, orientation and training, and
information center /help desk), and staff augmentation (e.g., non -
project oriented needs for technical resources).
Benefits
A formal bid process is not required by the agency
• Best practices for agencies are built in to the contract
• Vendors are pre - qualified and project and practice areas are
specified
• Hourly rates are classified, capped, and easily accessible to
users before the buying process begins
• The request for proposal (RFQ) process provides for further
refinement and competition on price and service
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Terms and Condition, j Privacy Statement Accessibili� Copyright Ccj2012
Department of Management Services - State of Florida
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Contractors - Advanced Data Solutions, Inc.
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Advanced Data Solutions, Inc.
Florida Climate
CBE Friendly Recycled
Code Preferred Products
Products
A - Non - I No I No
Minority
Ordering Instructions
Name: MELODY S. BUELL
Title: PRESIDENT
Street Address or P.O. Box: PO BOX 248
utilizes
Authorized
Resellers
Im
City, State, Zip: OLDSMAR, FLORIDA 34677 -0248
Email Address: MBUEL.L @ADSUS.NET
Phone Number: 813.855.3545
Ordering Fax Number: 813.855.6575
Internet Address: WWW.ADSUS.NET
Federal ID Number: 59- 3565568
Remit Address: PO BOX 248
Coverage
Area
Statewide
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