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2i,South"Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To:TheHonorableMayor&MembersoftheCity Commission From:Steven Alexander,City Manager Date:June 17,2014 Agenda Item No.:_fl|_ Subject: Background: Amount: Account: Attachments: A Resolution authorizing the City Manager to expend funds not to exceed $15,294 tothefirm of Advanced Data Solutions (ADS),for scanning; utilizing account number 001-1200-512-3480,City Clerk's Digitizing. Scanning isan important process which is needed to provide adequate physical space within thevarious Departments.The proposed process would digitize paper documents and would provide staff the ability to access filesina quick and accurate method. Presently,our physical storagespaceis crowded andisinneed of having various documents scanned immediately.This method would assist each department in providing digitizedcopies of current and past documents,as weir asincreasethedocumentsavailableforpublicaccess through the City's webpage. The Building Department's current request isto expend funds budgeted forthis purpose with Advanced Data Solutions (ADS)inan amount notto exceed $15,294 for scanning various historical construction documents permits,etc.,utilizingaccountnumber 001-1200-512-3480,CityClerk's Digitizing,withabalance of $15,294.Thecityshall "piggy"back off the State of Florida IT Consulting Contract.Advanced Data Solutions (ADS) hasastatecontract#973-561-10-1;whichexpiresonAugust31,2014. Not to exceed $15,294 001-1200-512-3480,City Clerk's Digitizing with a current balance of $15,294. Proposed Resolution. RESOLUTION NO.: _________ _ 2 3 A Resolution authorizing the City Manager to enter into a contract with Advanced 4 Data Solutions, Inc. for digitizing services for an amount not to exceed $15,294. 5 6 WHEREAS, the City implemented a digitizing project to create space in various 7 departments and to develop an efficient method of storing and retrieving scanned documents 8 for staff and the public; and 9 10 WHEREAS, the City's Building Department has a need to further digitize various 11 historical plans and related building documents; and 12 13 WHEREAS, Advanced Data Solutions, Inc. was awarded a contract with the State of 14 Florida for IT Consulting, Contract #973-561-10-1 pursuant to a competitive process that is as 15 rigorous as that required by the City Charter and City ordinances; and 16 17 WHEREAS, the City wishes to piggyback off of the State of Florida contract #973-561-10- 18 1, for IT Consulting between Advanced Data Solutions, Inc. and the State of Florida, under the 19 same terms and conditions as set forth in RFP #2-973-561-K to digitize various historical plans 20 and related building documents; and 21 22 WHEREAS, the City has reviewed solicitation for RFP #2-973-561-K and agrees to the 23 terms and conditions and further agrees to the fair and reasonableness of the pricing set forth in 24 Advanced Data Solutions, Inc. response to the solicitation; and, 25 26 WHEREAS, Advanced Data Solutions, Inc. has agreed to provide such services under the 27 same price(s), terms and conditions as stipulated in RFP #2-973-561-K and contract #973-561- 28 10-1 for IT Consulting; and, 29 30 WHEREAS, representatives from the City and Advanced Data Solutions, Inc. have agreed 31 on all the terms and conditions that are mentioned above. 32 33 NOW, THEREFORE, BE IT RESOLVED THE MAYOR AND CITY COMMISSION OF THE CITY 34 OF SOUTH MIAMI, FLORIDA: 35 36 Section 1. The City Manager is authorized to enter into a piggyback agreement with 37 Advanced Data Solutions, Inc. for digitizing services for an amount not to exceed $15,294 38 through a State of Florida IT Consulting Contract #973-561-10-1, expiring August 31, 2014, and 39 charged to Account No. 001-1200-512-3480 with a balance of $15,294. A copy of the State of 40 Florida agreement is attached. 41 42 Section 2. Severability. If any section, clause, sentence, or phrase of this resolution is 43 for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding 44 shall not affect the validity of the remaining portions of this resolution. 45 46 Section 3. Effective Date: This resolution shall take effect immediately upon 47 enactment. 48 49 50 51 PASSED AND ENACTED this __ day of _____ , 2014. ATIEST: APPROVED: 2 3 4 CITY CLERK MAYOR 5 6 READ AND APPROVED AS TO FORM, COMMISSION VOTE: 7 LANGUAGE, LEGALITY AND Mayor Stoddard: 8 EXECUTION THEREOF Vice Mayor Harris: 9 Commissioner Welsh: lO Commissioner Liebman: 11 Commissioner Edmond: 12 CITY ATIORNEY AMENDMENT 10 To State Term Contract 973-561-10-1 Information Technology (IT) Consulting Services This Amendment, effective September 1, 2013, 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, Advanced Data Solutions, Inc. (Contractor), and amends State Term Contract No. 973-561-10-1 (Contract). WHEREAS, the Contract was originally awarded to the Contractor on September 15, 2009 to continue through August 31,2012, for the provision of Information Technology (IT) Consulting Services, pursuant to RFP No. 2-973-561-K; and, WHEREAS, the parties, upon mutual agreement, renewed the Contract, for a period of one (1) year to end on August 31,2013; and, WHEREAS in accordance with Section 287.057(13), Florida Statutes, upon mutual agreement, the parties may renew the Contract in whole or in part, for a period that may not exceed an additional two (2) years; and Now therefore, in consideration of the mutual promises contained in the Contract, the parties agree to the following: 1.0 CONTRACT RENEWAL. Pursuant to Section 287.057(13), Florida Statutes, the Department hereby executes its renewal option for one (1) year, to expire not later than the end of the day on August 31, 2014. 2.0 STAFF AUGMENTATION RFQ REQUIREMENT. All staff augmentation purchases made by executive agencies from the Contract shall be made using "Requests for Quotes" or RFQs, regardless of the purchase threshold amount. Executive agencies shall solicit at least three quotes among contract vendors of its choice. All staff augmentation RFQs must have a defined purchase duration. For continued use of staff augmentation services that exceed the defined duration by six months or more, executive agencies will provide quarterly justifications to the Department of Management Services. A template for these justifications and further instructions can be found on the state term contract website. 3.0 REPLACEMENT CONTRACT. A replacement contract may be established for these services prior to the expiration of this renewed contract. In this case, the Department reserves the right to terminate the contract early if it determines that dOing so is in the best interest of the State. 4.0 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. 5.0 EFFECT. All other terms and conditions contained in the Contract shall continue in full force and effect. Contract #973-561·10-1 Page 1 State of Florida, Department of Management Services: By: Name: Kelley J. Scott Title: Date Director of State Purchasing and Chief Procurement Officer Contract #973-561-10-1 Advanced Data Solutions, Inc. Title: Date: 2ce~\.~eat­ lt~Y~\3 Page 2 CONTRACT THIS AGREEMENT made and entered into this ~day of 'lD \~ ,2014, by and between the City of South Miami, a Florida municipal Corporation (hereinafter referred to as "City") and Advanced Data Solutions, Ino., (hereinafter referred to as "Contractor"). WITNESSETH: WHEREAS, the State of Florida solicited bids, pursuant to RFP #2-973-561-K, for IT Consulting Services; and WHEREAS, the State of Florida, after completing a competitive bidding process, awarded a contract to Advanced Data Solutions, Inc.; and WHEREAS, the City of South Miami desires to utilize the State of Florida contract pursuant to IT Consulting Services terms and conditions set forth in the solicitation for bid RFP #2-973-561-K, and Contract #973-561-10-1 pursuant to authority of the City of South Miami's own city charter. NOW, THEREFORE, the City and the Contractor, each through their authorized representative/official, agree as follows: I. The City desires to enter into a Contract for IT Consulting Services, under the same terms and conditions as set forth in in solicitation for bid RFP #2-973-561-K and Contract #973-561-10-1 between Contractor and the City of South Miami. 2. The City has reviewed solicitation for bid RFP #2-973-561-K and Contract #973-561-10-1 and agrees to the terms and conditions and further agrees to the fair and reasonableness of the pricing set forth in Contractor's response to the solicitation. Contractor hereby agrees to provide such services under the same price(s), terms and conditions as is found in the State of Florida solicitation for bid RFP #2-973-561-K, a copy of which including any amendments thereto, is attached hereto and made a part hereof by reference. 3. All references in solicitation for bid, RFP #2-973-561-K and Contract #973-561-10-1 to Contractor and the City of South Miami shall be assumed to pertain to, and are binding upon Contractor and the City of South Miami where applicable. This contract shall expire on August 31, 2014. IN WITNESS WHEREOF, and as the duly authorized act of the parties, the undersigned representatives of the parties hereto have caused this instrument to be signed in their respective names by their proper officials and to be attested by their respective Clerks the day and year first above written. ATTEST: CITY OF SOUTH MIAMI By: __ --,-____ ,--_______ By: Maria M. Menendez, CMC City Clerk Steven Alexander City Manager Read and Approved as to Form, Language, Legality and Execution Thereof By: _----:-_---:~_ Thomas F. Pepe City Attorney D~tail by Entity N arne NGLE, MELODY S 1 PINECREST DR. ALM HARBOR, FL 34683 arne Changed: 03/21/2012 NGLE, MELODY S 1 PINECREST DR. iI ALM HARBOR, FL 34683 P99000027036 593565568 03/24/1999 FL ACTIVE Report Year Filed Date Page 1 of3 http:// search. sunbiz. org/lnquiry ICorporationSearch/SearchResultDetail/Entity... 6/9/2014 D,etail by Entity N arne 2012 03/21/2012 2013 03/23/2013 2014 03/21/2014 Document Imaaes 03/21/2014 ~~ ANNUAL REPORT 03/23/2013 -~ ANNUAL REPORT 03/21/2012 --ANNUAL REPORT 02/18/2011 --ANNUAL REPORT 0.1/28/2010 --ANNUAL REPORT 0;,3/31/2009 --ANNUAL REPORT 05/05/2008 --ANNUAL REPORT 01/18/2007 --ANNUAL REPORT 01/30/2006 --ANNUAL REPORT 04/25/2005 --ANNUAL REPORT 01/07/2004 --ANNUAL REPORT 06/27/2003 --ANNUAL REPORT 04/04/2002 --ANNUAL REPORT 04/26/2001 --ANNUAL REPORT 05/02/2000 --ANNUAL REPORT 03/24/1999 --Domestic Profit , I I View image in Pq£j()r~at I [ View image in PDF format I [ View image in PDF format. ] [ View image in PDF format] CView image in PDF format] I View image in PDF format I I View image in PDF format I [ View image in PDF format I I VielNil11ag~ in PDF format.] I Vi~w image in PDF format I I View image in PDF format I I View image in ~DF format I r=vtew image in PDF format -] [J7Iew image in PDF format] I View image in P'pF format I I View image in PDF format] Copyright © and Privacy Policies State of Florida, Department of State Page 2 of3 http:// search. sunbiz. org/lnquiry ICorporationSearch/SearchResultDetail/Entity... 6/9/2014 2014 FLORIDA PROFIT CORPORATION ANNUAL REPORT DOCUMENT# P99000027036 Entity Name: ADVANCED DATA SOLUTIONS, INC. Current Principal Place of Business: 141 SCARLET BLVD SUITEA OLDSMAR, FL 34677 Current Mailing Address: 141 SCARLET BLVD SUITE A OLDSMAR, FL 34677 US FEI Number: 59-3565568 Name and Address of Current Registered Agent: ENGLE, MELODY S 241 PINECREST DR. PALM HARBOR, FL 34683 US FILED Mar 21,2014 Secretary of State CC1902631828 Certificate of Status Desired: Yes The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida. SIGNATURE: Electronic Signature of Registered Agent Date Officer/Director Detail: Title D Name ENGLE, MELODY S Address 241 PINECREST DR. City-State-Zip: PALM HARBOR FL 34683 I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under oath; that I am an officer or director of the corporation or the receiver or trustee empowered to execute tMs report as required by Chapter 607, Florida Statutes; and that my name appears above, or on an attachment with all other like empowered. SIGNATURE: MELODY S. ENGLE PRESIDENT 03/21/2014 Electronic Signature of Signing Officer/Director Detail Date