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6To: Via: From: Date: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members of the:ity ;9ommission Hector Mirabile, PhD, City Manager //;/7 ,r' . f I Carmen Baker, CCO/Code Enforcement Manager September 18, 2012 Agenda Item No.: South Miami b:Od fflir 2001 Subject: A Resolution authorizing the City Manager to expend funds not to exceed $ 5,000 to the firm of Advanced Data Solutions (ADS), for scanning; utilizing account number 001-1310-513-3450, City Manager Contractual Services. 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. Expense Account Attachments: 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 web page. Request to expend funds to Advanced Data Solutions (ADS) in an amount not to exceed $ 5,000 for scanning various historical documents, plans, permits, etc., throughout the various City departments, utilizing account number 001-1310-513 -3450, Contractual Services, with a balance of $48,011 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 30, 2013. $ 5,000 001-1310-513-3450 City Manager Contractual Services with a current balance $48,011 Proposed Resolution 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 RESOLUTION NO. __________ __ A Resolution authorizing the City Manager to expend funds not to exceed $ 5,000 to the firm of Advanced Data Solutions (ADS), for scanning; utilizing account number 001-1310-513-3450, City Manager Contractual Services. WHEREAS, request to expend to Advanced Data Solutions (ADS) not to exceed in the amount of $45,000 for scanning various historical documents, plans, permits, etc., throughout the various City's departments, utilizing account number 001-1310-513-3450, Contractual Services; and, WHEREAS, scanning is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 web page. 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 30, 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 $ 5,000 for scanning services, utilizing account number 001-1310- 513-3450, City Manager Contractual Services with a current balance of $ 48,011. 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 this __ day of ______ :, 2012. ATTEST: APPROVED: CITY CLERK READ AND APPROVED AS TO FORM, LANGUAGE, LEGALITY AND EXECUTION THEREOF CITY ATTORNEY Page 1 of1 MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Liebman: Commissioner Newman: Commissioner Harris: Commissioner Welsh: Amendments -Amendment 7 (31 August 2012) / Amendments and Memorandums / rnfor... Page 1 of 8 MyFloridaHome Contact DMS Site Map Notification Settings Notify Me Department of Management Services> Business Operations> State Purchasing> Vendor Information> State Contracts, Agreements and Price Lists> State Term Contracts> Information Technology (IT) Consulting Services> Amendments and Memorandums> Amendments -Amendment 7 (31 August 2012) Rate this Contract View Survey Results Amendment 7 (31 August 2012) August 31, 2012 AMENDMENT NO.: (973-561-10-1) -7 TO: Department Addressed / User Agency FROM: Chief Procurement Officer and Director of State Purchasing SUBJECT: Contract No. 973-561-10-1 TITLE: IT Cons'ulting Services ----? The above mentioned Contract is renewed effective September 1, 2012 through .!:::::--- August 31, 2013 with the following contractors: 1. 22 nd Century Technology, Inc. 2. 3k Technologies, LLC 3. 4 Corner Resources, LLC 4. AAJ Computer Services, Inc. 5. Acacia Counsulting, Inc. 6. Accenture, LLP 7. Acclaim Systems, Inc. 8. AceApplications, LLC 9. Advanced Data Systems, Inc. ,.10. Advanced Data Solutions 11. Advanced MarketPlace, Inc. 12. Advanced Systems Design, Inc. 13. Aequor Technologies, Inc. 14. Aesir Software, Inc. 15. L. JACKSON & COMPANY, P.A. 16. Alltech Consulting, Inc. 17. ALFA GL INC 18. Alpha Technologies, Inc.(USA) 19. Aluise and ASSOCiates, Inc. 20. Animus Solutions, Inc. http://www.dms.myfiorida.com/business_ operations/state ~urchasing/vendor _information!... 9/13/2012 AMENDMENT 7 To State Ter!11 Contract 973-561-10-1 Information Technology (IT) Consulting Services This Amendment, effective September 1, 2012, is by and between the State of Florida, Department of Management Services (Department), Division of State Purchasing (Division), an agency of the State of Florida with offices at 4050 Esplanade Way, Tallahassee, Florida 32399-0950, and Advanced Data Solutions, Inc., (Contractor), and amends State Term Contract No. 973-561-10-1 (Contract). Whereas, the Department awarded the Contract to Contractor for the provision of Information Technology (IT) Consulting Services, pursuant to RFP No. 2-973-561-K; and, Whereas, the parties, upon mutual agreement, may renew the Contract, in whole or in part, for a period that may not exceed an additional three (3) years; and, Now therefore, in consideration of the mutual promises contained in the Contract, the parties agree to the following: 1.0 CONTRACT RENEWAL. The Department hereby executes its renewal option for one (1) year, to expire at the end of the day on August 31, 2013, pursuant to Section 287.057(13), Florida Statutes. 2.0 REPORTING REQUIREMENTS. Each Contractor shall submit a sales report on a Quarterly basis. Reporting periods coincide with the State Fiscal Year: Quarter 1-(July-September) • Quarter 2 -(October-December) • Quarter 3 -(January-March) • Quarter 4 -(April-June) Each Quarterly Sales Report must be in Excel format and shall include: • Contractor's Name and contact information as required on the Department of Management Services "Contract Quarterly Report" • Detail of time period covered by included data • Total sales including detail of list price and contract price • Transaction detail will include: Contract #973-561-10-1 Your product part number if applicable Project Area number for the type bf service being performed based on the chart below Additional detail for service Universities, Political Subdivisions, Other Page 1 Florida Commodity Code Failure to provide quarterly and annual sales reports, including no sales, within thirty {30) calendar days following the end of each quarter (January, April, July and October) and/or contract year may result in the contract supplier being found in default and cancellation of the contract by the Department. Upon request, the Contractor shall report to the Department, spend with certified and other minority business enterprises. Reports must include the period covered, the name, minority code and Federal Employer Identification ~umber of each minority vendor utilized during the period, commodities and services provided by the minority business 'enterprise, and the amount paid to each minority vendor on behalfofeach purchasing agency ordering under the terms of this contract. Initiation and submission of the Contract Sales Summaries are to be the responsibility of the Contractor without prompting or notification by the Contract Manager. The Contractor will submit the completed Contract Sales Summary forms by email to the Contract Manager. 3.0 INTELLECTUAL PROPERTY. Any intellectual property developed as a result of this Participating Addendum will belong to and be the sole property of the state. This provision will survive the termination or expiration of the contract. . 4.0 EMPLOYMENT VERIFICATION. Pursuant to State of Florida Executive Orders Nos.: 11-02 and 11-116,Contrador is required to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment of all new,employees hired by the Contractor during the contract term. Also, Contractor shall include in related subcontracts. a requirement that subcontractors performing work or providing services pursuant to the state contract utilize the E-Verify system to verifyemploYrl}ent of all. new employees hired by the subcontractor during the contract term. 4.0 SCRUTINIZED COMPANY LIST. In executing this contract, Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, Florida Statutes. P'ursuant to section 287.135(5), ES., Contractor agrees the Department may immediately terminate this contract for cause if the Contractor is found to have submitted a false certification or if Contractor is placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List during the term of the contract. . Contract #973-561-10-1 Page 2 5.0 PREFERRED PRICING. The Contractor agrees to submit to the Department, at least annually, an affidavit from an authorized representative attesting that the Contractor is in compliance with the preferred pricing provision in Section 4(b) of form PUR 1000. 6.0 WARRANT OF AUTHORITY. Each person signing this Amendment warrants that he or she is duly authorized to do so and to bind the respective party. 7.0 EFFECT. Unless otherwise modified by this Amendment, all terms and conditions contained in the Contract shall continue in full force and effect. State of Florida, Department of Management Services: 8y: ________________________ ___ Name: Kelly Loll. C.P.M. Chief Procurement Officer & Title: Director of State Purchasing Date: Approved as to form and legality By: ------~----~----------------Office of the General Counsel Department of Management Services Contract #973-561-10-1 Advanced Data Solutions, Inc. 8y: ____________________________ _ Name: ----------------------------- Title: ____________________________ _ Date: ____________________________ _ Date Page 3 www.sunbiz.org -Department of State Home Contact Us E-Filing Services Previous on List Next on List No Events No Name History Detail by Entity Name Florida Profit Corporation ADVANCED DATA SOLUTIONS, INC. Filing Information Document Number P99000027036 FEIIEIN Number 593565568 Date Filed State Statl!s 03/24/1999 FL ACTIVE Principal Address 141 SCARLET BLVD SUITE A OLDSMAR FL 34677 US Changed 06/27/2003 Mailing Address 141 SCARLET BLVD SUITE A OLDSMAR FL 34677 US Changed 06/27/2003 .R~tl,J[IJ..IQ ... l,.i.~t. Registered Agent Name & Address ENGLE, MELODY S 241 PINECREST DR. PALM HARBOR FL 34683 Name Changed: 03/21/2012 OfficerlDirector Detail Name & Address TitleD ENGLE, MELODY S 241 PINECREST DR. PALM HARBOR FL 34683 Annual Reports Report Year Filed Date 2010 01/28/2010 2011 02/18/2011 2012 03/21/2012 Document Images Document Searches 03/21/2012 --ANNUAL REPORT [".>\",:N.I~YI' .. jm~g¢jIlPPH~1E.±J:J 02/18/2011 --ANNUAL REPORT h.i; "",)i'i¢YI' ~m~gE! .. ji).PDFJorrpa.t;>i'i.;;J 01/28/2010 --ANNUAL REPORT hi; .i£;Yj~Wjm~g@.inJ)PFf~rm~T~;.l 03/31/2009 --ANNUAL REPORT ki./. iH)li@w,jmM@jn.PDfJ~~J 05105/2008 --ANNUAL REPORT\{iew.image .. inp.DFfgfOJat" .•• ·l Page 1 of2 Forms Help Entity Name Search [SUQri:lE~ http://www . sunbiz.org/ scripts/ cordet. exe ?action=D ETFIL&in~ doc _number= P9900002 70... 8115/2012 www.sunbiz.org -Department of State 01/18/2007 --ANNUAL REPORTYi~Witnqg~JniPPEf~fj-:l 01/30/2006 --ANNUAL REPORT [ .• ",Ni~w,imqgeA(kEPF,"cfg[m?t'di d 04/25/2005 --ANNUAL REPORT [, ,c;VieINAlT)i'lge;ir:LPPENt!:n.a\;;s> Ad 01/07/2004 --ANNUAL REPORT [; <."'VieWjlT)qgejtt:ROFifQrmilc~;'i.,,,:J 06/27/2003 --ANNUAL REPORT [,. ;cdYieW,jlT)qgejnPDlHQfm§\~,;t;,;l;3:J 04/26/2001 --ANNUAL REPORT r ..... >VieW,!lT)qge)n,POEJoqPij\t,c •.. ;l 05/02/2000 --ANNUAL REPORT [, ...• ,j{je)(>!,ima.geJo,PPE;lQ@!;!Li"x2±.J r , 03/24/1999 --Domestic Profit 1;x;iC;;i\l.~eY1ljlUa.gejneOE:Cf9imi:lA},;.';:;;! Note: This is not official record. See documents if question or conflict. Previous on List No Events Next on List Return To List No Name History I Home I Contact us I Document Searches I E-FilinQ Services I Forms I Help I CopyriQht © and Privacy Policies State of Florida, Department of State Entity Name Search ri~UQlT)lbJ Page 2 of2 http://www.sunbiz.org/scripts/cordet.exe?action=DETFIL&in~ doc _ number=P990000270... 8/15/2012