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4To: Via: From: Date: Subject: Background: Expense Account Attachments: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM South Miami t;Od The Honorable Mayor & Members of the City Commission Hector Mirabile, PhD, City Manager If Carmen Baker, CCO/Code Enforcement Manager J I October 2,2012 Agenda Item No.:~ imp 2001 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. 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 Request to expend funds to Advanced Data Solutions (ADS) in an amount not to exceed $ 45,000 for scanning various historical documents, plans, permits, etc., throughout the various City departments, utilizing account number 001-1200-512-3480, City Clerk's Digitizing, with a balance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. Not to exceed $ 45,000 001-1200-512-3480, City Clerk's Digitizing with a current balance of$45,000 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 54 55 RESOLUTION NO. __________ __ 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requests authorization to pay an amount, not to exceed $45,000 to Advanced Data Solutions (ADS) for scanning various historical documents, plans, permits, etc., throughout the various City's departments, utilizing account number 001-1200-512-3480, City Clerk's Digitizing; and, WHEREAS, scanning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 this __ day of _____ , 2012. ATTEST: APPROVED: CITY CLERK READ AND APPROVED AS TO FORM, LANGUAGE, LEGALITY AND EXECUTION THEREOF CITY ATTORNEY Page 1 of 1 MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Liebman: Commissioner Newman: Commissioner Harris: Commissioner Welsh: Information Technology (IT) Consulting Services 1 State Term Contracts 1 ... Page 1 of 3 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 gate this Contract View Survey Results « Return Information Technology (IT) Consulting Services973-561- 10-1 Effective Period Contract Type Contract Information Contract Documents 09/15/2009 through 08/31/2013 State Term Contract • Pricing • Contractors How to Use this Contract Frequently Asked Questions Microsoft Word -(msword 677.50 kB) PDF -(pdf 721.18 kB) Amendments and Memorandums Forms and Other Information • Corina Chiorescu Contract Administratio .. (850) 921-0030 • corina.chiorescu@dms,myflorida,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 http://www.dms.myflorida.com/business _ operations/state ~urchasing/vend... 9/25/2012- Information Technology (IT) Consulting Services / State Term Contracts / ... Page 2 of 3 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 (i.e., 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 imaqing. 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 http://www.dms.myflorida.comlbusiness _ operations/state ~urchasing/vend... 9/25/2012 Information Technology (IT) Consulting Services / State Term Contracts /... Page 3 of 3 TenJ.ls 9rtd CQJJJjitjQn~ IPIj_~_ac.y:._StQtement I 8cces_sibiJjt~t. I Copyright ©2012 Department of Management Services -State of Florida http://www.dms.myflorida.com/business _operations/state _purchasing/vend... 9/25/2012 Contractors -Advanced Data Solutions, Inc. 1 A -B 1 Contractors 1 Informa... Page 1 of 4 .MyFloridaHome Contact DMS Site Map Notification Settings Notif¥-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> Contractors> A -B > Contractors -Advanced Data Solutions, Inc. Rate this Contract View Survey Results Advanced Data Solutions, Inc. Florida Climate Utilizes CBE Friendly Recycled Authorized Code Preferred Products Resellers Products A -Non-No No No Minority Ordering Instructions Name: MELODY S. BUELL Title: PRESIDENT Street Address or P.O. Box: PO BOX 248 City, State, Zip: OLDSMAR, FLORIDA 34677-0248 Email Address:MBUELL@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 http://www.dms.myflorida.com/business _ operations/state ~urchasing/vend... 9/25/2012