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3THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To: The Honorable Mayor & Members of the City Commission DATE: November 17, 2015 Agenda Item No.: 3 FROM: Steven Alexander, City Manager SUBJECT: A Resolution authorizing the City Manager to expend funds not to exceed $12,820 to Advanced Data Solutions (ADS), for scanning and digitizing building plans. BACKGROUND: Scanning is an important process which is needed to provide adequate space within the Clerk's, 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 Laserfiche which is prOVided on the City's webpage. Request to expend funds to Advanced Data Solutions (ADS) in an amount not to exceed $12,820 for scanning various historical construction documents permits, etc., from the Building Department utilizing fiscal year 2015 funds from account number 001-1200-512-3480, City Clerk's Digitizing, with a balance of $37,854. 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 February 29, 2016. Amount: Not to exceed $12,820 Account: Fiscal year 2015 funds, 001-1200-512-3480, City Clerk's digitizing with a current balance of $37,854 AnACHMENTS: Proposed Resolution Advanced Data Solutions, Inc. Invoice 5779 Piggyback Agreement, Advanced Data Solutions State of Florida Contract #973-561-10-1 Summary Sun Biz Registration, Advanced Data Solutions, Inc. 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 RESOLUTION NO.: _________ _ A Resolution authorizing the City Manager to expend funds not to exceed $12,820 to Advanced Data Solutions (ADS), for scanning and digitizing building plans. WHEREAS, the City implemented a digitizing project to create space in various departments and to develop an efficient method of storing and retrieving scanned documents for staff and the public; and ,,' WHEREAS, the City's Building Department has a need to further digitize various historical plans and related building documents; and WHEREAS, Advanced Data Solutions, Inc. was awarded a contract with the State of Florida for IT Consulting, Contract #973-561-10-1 pursuant to a competitive process that is as rigorous as that required by the City Charter and City ordinances; and WHEREAS, the City wishes to piggyback off of the State of Florida contract #973-561-10- 1, for IT Consulting between Advanced Data Solutions, Inc. and the State of Florida, under the same terms and conditions as set forth in RFP #2-973-561-K to digitize various historical plans and related building documents; and WHEREAS, the City has reviewed solicitation for RFP #2-973-561-K and agrees to the terms and conditions and further agrees to the fair and reasonableness of the pricing set forth in Advanced Data Solutions, Inc. response to the solicitation; and, WHEREAS, Advanced Data Solutions, Inc. has agreed to provide such services under the same price(s), terms and conditions as stipulated in RFP #2-973-561-K and contract #973-561- 10-1 for IT Consulting; and, WHEREAS, representatives from the City and Advanced Data Solutions, Inc. have agreed on all the terms and conditions that are mentioned above. NOW, THEREFORE, BE IT RESOLVED THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: Section 1. The City Manager is authorized to expend funds not to exceed $12,820 to Advanced Data Solutions (ADS), for scanning and digitizing building plans using fiscal year 15 Account No. 001-1200-512-3480 with a balance of $37,8S3. Section 2. Severability. If any section, clause, sentence, or phrase of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding shall not affect the validity of the remaining portions of this resolution. Section 3. Effective Date: This resolution shall take effect immediately upon enactment. PASSED AND ENACTED this __ day of ____ ~, 2015. 51 ATTEST: APPROVED: 52 53 54 CITY CLERK MAYOR 55 56 READ AND APPROVED AS TO FORM, COMMISSION VOTE: 57 LANGUAGE, LEGALITY AND Mayor Stoddard: 58 EXECUTION THEREOF Vice Mayor Harris: 59 Commissioner Welsh: 60 Commissioner Liebman: 61 Commissioner Edmond: 62 CITY ATTORNEY Advanced Data Solutions, Inc. 141 Scarlet Boulevard, Ste A Oldsmar, Florida 34677 BILL TO: City of South Miami 6130 Sunset Drive SouthMiam~ FL 33143-5093 Bum Date Disc # I Filename 911112015 1-8 Estimated Quantity Description Box Qty 170versiz. .. 450 Conversion & Import into LF ofSmalI Format Documents with Large Format Blueprints I Drawings 8 Media Discs 1 Pick-Up and Redelivery of Client Records 2015 Balch I & 2-1607 Rolls Phone # Fax # 813-855-3545 813-855-6575 Sales Invoice mengle@adsus.net www.adsus.net Invoice Date Invoice # 911112015 5779 P.O. No Terms Net 30 Descrtption 1008 Bldg Permit Rolls Prtce Ext Price 28.00 12,600.00 15.00 120.00 100.00 100.00 Total $12,820.00 DIGITIZING CONTRACT ADVANCED DATA SOLUTIONS, INC. THIS AGREEMENT made and entered into this!i day of !I!ollemh00 Is' by and between the City of South Miami, a Florida municipal Corporation by and through its City Manager (hereinafter referred to as "City") and Advanced Data Solutions. Inc .. (hereinafter referred to as "Contractor''). WITNESSETH: WHEREAS, the State of Florida solicited bids, pursuant to Contract #973-561-10-1. for Information Technology Consulting Services; and WHEREAS, the State of Florida, after completing a competitive bidding process, awarded a contract to Contractor, and WHEREAS, the City of South Miami desires to utilize the State of Florida Contract and pursuant to anthority of the City of South Miami's Charter. NOW, THEREFORE, the City and the Contractor, each through their authorized representative/official, agree as follows: 1. The City desires to enter into a Contract, under the same terms and conditions as set forth in the solicitation and the agreement between State of Florida and Contractor, pursuant Contract #973-561-10-1. 2. The City has reviewed the contract and agrees to the terms and conditions and further agrees to the fair and reasonableness of the pricing. Contractor hereby agrees to provide such services under the same price(s), terms and conditions as found in the solicitation documents and the response to the solicitation, pertinent copies of which are attached hereto as Exhibit. A and made a part hereof by reference, and the agreement andlor the award between State of Florida and Contractor., pursuant Contract #973-561-10-1, a copy of which, including any amendments and addendums thereto, is attached hereto and made a part hereof by reference. 3. All references in the contract between State of Florida and Contractor, shall be assumed to pertain to, and are binding upon Contractor and the City of South Miami. All decisions that are to be made on behalf of the City, as set forth in the State of Florida's Contract #973-561-10-1. and its agreement with Contractor, shall be made by the City Manager for the City of South Miami. The term of the contract, inclnding all extensions authorized by the contract shall not exceed five years . Notwithstanding anything contained in the Contract #973-561-10-1 or the State of Florida ontract to the contrary, this agreement shall be governed by the laws of the State of Florida and venue for all dispute resolutions or litigation shall be in Miami-Dade County, Florida. 4. Public Reeo rds: Contractor and all of its subcontractors are required to comply with the public records law (s.119.0701) while providing goods andlor Services on ThomasF. Pepe-7-16·14 Page 1 of3 behalf of the CITY and the Contractor, under such conditions, shall incorporate this paragraph in all of its subcontracts for this Project. s. Waiver Jury Trial: City and Contractor knowingly, irrevocably voluntarily and intentionally waive any right either may have to a trial by jury in State or Federal Court proceedings in respect to any action, proceeding, lawsuit or counterclaim arising out of the Contract Documents or the performance of the Work thereunder. 6. Validity of Executed Copies: This agreement may be executed in several counterparts, each of which may be constmed as an original. 7. Governing Laws and Venue: This Agreement and the performance of services hereunder will be governed by the laws of the State of Florida, with exclusive venue for the resolution of any dispnte being a court of competent jurisdiction in Miami-Dade County, Florida. 8. Attorneys' Fees and Costs: In the event of any litigation between the parties arising out of or relating in any way to this Agreement or a breach thereof, each party shall bear its own costs and legal fees. Nothing contained herein shall prevent or prohibit the right to be indemnified for any attorney fees incurred in the defense of au action by a person or entity who is not a party to this Agreement. . 9. Severability: If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those to which it is held invalid or unenforceable, shall not be affected thereby and each term and provision of this Agreement shall be valid and enforceable to the fullest extent permitted by law. 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. By: ; ~ r:~le I Re2Jl&.evvt (type name d title signatory above) ATTEST: By: __ ~~~~ __ ~~~~ Maria M. Menendez, CMC City Clerk ThomasF. Pepe-7-16-14 CITY OF SOUTII MIAMI By: __ ~ __ ~~ __ ~ __ ___ Steven Alexander City Manager Page 2 of3 Read and Approved as to Fonn, Language, Legality and Execution Thereof By: -~-~~~----­ThomasF. Pepe City Attorney Thomas F. Pepe -7-16-14 Page 3 of3 ------_._--- 111412015 Information Tec/T1OIogy (IT) ConsLlUng services 1 state Term Contracts 1 State Contracts !nI Agreem_ JVert<kK Information 1 Stale Purchasing 1 Busl. .. Department of Management Services Florida Department of Management Services> Business Operations> State Purchasing> Vendor Information > State Contracts and Agreements> State Term Contracts> Information Technology (IT) Consulting Services « Return Information Technology (IT) Consulting Services973-561-10-1 Effective Period 09/14/2009 through 02/29/2016 Contract Type Contract Information Contract Documents State Term Contract • Pricing • Contractors Special Instructions for Executive Agency Cystomers ([1;1 38.17 KB) Justification Form for Staff Augmentation Purchases (8 44.50 KB) How to Use this Contract (For Non-Executive Agency Customers) • Contract Summary Freguently Asked Questions Microsoft Word (81 788.00 KB) PDF $1.23 MB) Amendments and Memorandums Forms and Other Information • Corina Chlorescu Contract Administration· (850) 921-0030 • corina.chiorescu@dms.myflorida.com Commodity Codes 973-561, UNSPSC-80101S07 Description This state term contract is for a broad range of IT Services, including analvsls and design (e.g., IT planning, studies, and assessment to assist organizations In both information technology capital planning 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, customizatlon of oommerclal-off-the-shelf (COTS) software packages, migration to modular applications, development and integration of internet/intranet/web applications, security, f1rewalls, 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/OI, 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). hI1p:llwww.dms.myflorlda.comlbusiness_operalionslslate.JlUrchaslng1vendorjnformaUonIsfate_contracts_and_agreem_ •• tate_tsrm_contractsnnformation_t...113 11/412015 How to Use this Contract (For Non-Executive Agency Customers) 1 Information Technology (IT) Consulting Services 1 state Term Contracts 1 State Con ... Department of Management Services Florida Department of Management Services> Business Operations> State Purchasjng > Vendor Information > State Contracts and Agreements> State Term Contracts> Information Technology (ID Consulting Services > How to Use this Contract (For Non-Executive Agency Customers) How to Use this Contract (For Non-Executive Agency Customers) The following is an overview of the state term contract for Information technology (IT) consulting services. Please review the entire contract to be sure that your use Is in agreement with its provisions. You must also comply with purchasing requirements imposed by state law and by your agency. This contract provides a broad range of IT services using two distinct models: {Oi .... ~.~~.f!~9ri~Jite:d:f~t~ffcaUghi.etitatfilfj);m:Ql,j!\!J;l ··~·To,meetia,~qlilqjfj~·",eedif,Qr,.~lear.ly"ldentifiabJe.se(l(iceS.Qr'routlnetasks -prBj~t~ll'Mf15(f§ij')a;itiFi\'el.faf\ai'i'll~egfi~'W:tWsk'6td~r(l1oGrlY' F~t~~'pfGs} ~~~~~i,0~grl~tWfi~~~~~f~~~~r~Ef1)l~\~b~~th;;;u'~h' four ,. Ri.sk,rema'ihS':lXi"Mia.gell'q¥,,'b~t:iH~~;r~fJ(jW:J;:'}":" ;',', I'"~ i, ~(~_9}~~~~ftt~~:~(f~1!a1:f$,ie:i~1(:-~~j:fkgtlUrlt~iLti6i~eori1p~:tikJo.".<~n~.Qur~g~,,-;'" ,-) • PrOjeetC'orlented model: -To accomplish goals and tasks with more complex requirements -Allows vendor to offer more than one way to accomplish goals and tasks -Procured through a fixed price task order (fixed, capped, or savings-cased) -Fees negotiated with competition among vendors -From vendors listed in project areas one through three -Transfers risk of successful completion to vendors -RFQ required for projects of $15,000 or more. Under both the staff-oriented model and the project-oriented model, the first step is to create a scope of work which will be incorporated into a task order. The scope of work should document the services to be provided and the goals to be achieved. It should detail deliverables, benchmarks, timelines, expected costs and payment schedules, and the start and completion dates for the project. The more work you do up front to define the task in the scope of work, the simpler vendor selection will be. Once the scope of work is complete, determine the appropriate model and the project area and go throu!)h the following steps: • Visit the contractors' Web page under this state term contract to view a table of current contractors • If using a staff-oriented model, identify staffing needs and select vendor accordingly • If using a project-oriented model, identify project reqUirements and determine if RFQ is needed -Prepare RFQ -Select vendors for RFQ -Issue RFQ -Evaluate RFQ responses and select vendor • Complete negotiation with vendor and issue task order to selected vendor. At each step in the process, you may need to refine your scope of work to increase its clarity and to insure compliance with state law. Be sure you have included all necessary components in your task order to comply with Sections 287.056 and 287.057, Florida Statutes (F.S.), as amended effective July 1, 2010. My Florida MarketPlace Customers -To access MyFloridaMarketPlace, log in to MFMP Buyer using the username and password provided by your agency system administrator. http://www.dms.myflorida.comlbusiness_operations/state...purchasing/vendoUnformationlstate_contracts_and_agreementslstate_term_contracts!information_t...1/2 11/412015 Cor4raclors -Advanced Data SoIuuons, Inc, I A-B I Contractors/Information Technology (IT) Consulting Services / State Term Contracts I Slota Contr ... Department of Management Services Florida Department of Management Services> Business Operations> State Purchasing> Vendor Information > State Contracts and Agreements> State Term Contracts> Information Technology (ID Consulting Services > Contractors> A -B > Contractors -Advanced Data Solutions, Inc. Advanced Data Solutions, Inc. caE Code A -Non- Minority Florida Climate Friendly Preferred Products No Ordering Instructions Company Name: Advanced Data Solutions, Inc, Contractor Representative Name: Melody S. Engle Contractor Representative Title: President Recycled Products No Street Address or P.O. Box: 141 Scarlet Blvd., Suite A City, State, Zip: Oldsmar, FL 34677 Email Address:mengle@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: 141 Scarlet Blvd., Suite A City, State, Zip: Oldsmar, FL 34677 Utilizes Authorized Resellers I No Coverage Area I Statewide ht1p:/lwww.dms.myflorida.comlbuslness_operations/stale....PUrchaslng.vendarJnformatiorVstate_contracts_and_a{1eements/stat8_term_cootractslinformatlon_t...112 11/612015 Detail by Entity Name Florida Profit Corporation ADVANCED DATA SOLUTIONS, INC. Filing Information Document Number FEI/EIN Number Date Filed State Status Principal Address 141 SCARLET BLVD SUITE A OLDSMAR, FL 34677 Changed: 06/27/2003 Mailing Address 141 SCARLET BLVD SUITE A OLDSMAR, FL 34677 Changed: 06/27/2003 P99000027036 59-3565568 03/24/1999 FL ACTIVE Registered Agent Name & Address ENGLE, MELODY S 241 PINECREST DR. PALM HARBOR, FL 34683 Name Changed: 03/21/2012 Officer/Director Detail Name & Address Title 0 ENGLE, MELODY S 241 PINECREST DR. PALM HARBOR, FL 34683 Annual Reports Detail by Entity Name http://search.sunbiz,org/lnquiry/CorporationSearchiSearchResultDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder=ADVANCEDDAT...1/2 11/612015 Report Year 2013 2014 2015 Document Images Filed Date 03/23/2013 03/21/2014 04/08/2015 Detail by Entity Name 04/08/2015 --ANNUAL REPORT __ ..:.V:.:iew.::...::.im:::a:!!gc:.e.::.in:..:P....:D::.F....:f::::or.::.m:.:a.:...t _---1 03/21/2014 --AN N UAL REPORT __ ..:.V:.:iew.::...::.im:::a:!!gc:.e.::.in:..:P....:D::.F....:f::::or.::.m:.:a.:...t _---1 03/23/2013 --ANNUAL REPORT __ ..:.V:.:ie.::...::.wim:::a:::;g~e.::.in:..:P....:D::.F....:f:::orm=a::...t_-1 03/21/2012 --ANNUAL REPORT __ ..:.V:.:ie::...w.::.im:::a:::;g~e.::.in:..:P-=D::.F....:f:::orm=a::...t_-1 02/18/2011 --ANNUAL REPORT __ V::...i..:.ew::....::.:im:::a",ge:::i..:.n::...P:::DF:....:..::fo..:.rm::...a..:.t_-1 01/28/2010 --ANNUAL REPORT __ -'-V:..::ie::...w.::.im:::a""gc:.e.::.in.:...:P:::D::...F....:f..:.orm:.:.::::a..:.t_---' 03/31/2009 --ANNUAL REPORT __ ..:.V:.:ie::...w.::.im:::a::::gc:.e.::.in:..:P....:D::.F....:f:::orm.::.:.:a.:...t_---1 05/05/2008 --ANNUAL REPORT __ ..:.V:.:ie::...w.::.im:::a::::g~e.::.in:..:P....:D::.F....:f:::orm.::.:.:a::...t_---1 01/18/2007 --ANNUAL REPORT __ ..:.V:.:ie::...w.::.im:::a:::;g~e.::.in:..:P-=D::.F....:f:.:.orm=a::...t_-1 01/30/2006 --ANNUAL REPORT __ V::...i..:.ew::....::.:im:::a",ge:::i..:.n::...P:::DF:....:..::fo..:.rm::...a..:.t_-1 04/25/2005 --ANNUAL REPORT __ -'-V:..::ie::...w.::.im:::a""gc:.e.::.in.:...:P:::D::.F....:f..:.orm:.:.::::a..:.t_---' 01/07/2004 --ANNUAL REPORT __ -'-V:..::ie::...w.::.im:::a""gc:.e.::.in.:...:P:::D::...F_f-'-orm:.:.::::a..:.t_---' 06/27/2003 --ANNUAL REPORT __ V..:.i:.:.ew::....::.:im.:::a~ge::.:i::...n::...P-=D:.....:.:Ffo::.rm:::a=-t_---1 04/04/2002 --ANNUAL REPORT __ ..:.V.:::ie:::w.::.im.:.::a:::;g~e.::.in.:..:P:...:D:.:F_f:::o:.::rm.::a::...t_-1 04/26/2001 --ANNUAL REPORT __ ..:.V.::ie:::w.::.im.:.::a:::;g~e.::.in::...P:...:D::.F_f:::o:.::rm.::a..:.t_-1 05/02/2000 --AN N UAL REPORT __ -,-V:..::ie:::w.::.im..:.a""gc:.e.::.in::...P:...:D::.F_f:::o:::rm::...a..:.t _---' 03/24/1999 --Domestic Profit View image in PDF format Copyriqht © and Pl"ivacy Policies State of Florida, Department of State http://search.sunbiz.orgllnquiry/CorporationSearch/SearchResuItDetail?inquirytype=EntityName&directionType=lnitial&searchNameOrder=ADVANCEDDAT... 212 2015 FLORIDA PROFIT CORPORATION ANNUAL REPORT DOCUMENT# P99000027036 Entity Name: ADVANCED DATA SOLUTIONS, INC. Current Principal Place of Business: 141 SCARLET BLVD SUITE A OLDSMAR, FL 34677 Current Mailing Address: 141 SCARLET BLVD SUITEA 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 Apr 08, 2015 Secretary of State CC5584574305 Certificate of Status Desired: No 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 Officer/Director Detail: Title Name Address D ENGLE, MELODY S 241 PINECREST DR. City-State-Zip: PALM HARBOR FL 34683 Date 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 orthe racelver or trustee empowered to execute this report as required by Chapter 607, Florida Statutes; and that my name appears above, or on an ettachment with all other like empowered. SIGNATURE: MELODY S. ENGLE PRESIDENT 04/08/2015 Electronic Signature of Signing Officer/Director Detail Date