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Res No 186-15-14525
RESOLUTION NO.:186-15-14525 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 adigitizing 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 isas 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 Cityand Advanced Data Solutions,Inc.have agreed on all the terms and conditions that are mentioned above. NOW,THEREFORE,BEIT RESOLVED THE MAYOR AND CITY COMMISSION OFTHECITY OF SOUTH MIAMI,FLORIDA: Section1.The City Managerisauthorizedto expend funds not to exceed $12,820 to AdvancedData Solutions (ADS),for scanning anddigitizingbuildingplansusingfiscal year 15 Account No.001-1200-512-3480 with a balance of $37,853. Section 2.Severability.Ifany section,clause,sentence,or phrase of this resolution is foranyreasonheld invalid or unconstitutional byacourtof competent jurisdiction,thisholding shall not affect the validityof the remaining portions ofthis resolution. Section 3.Effective Date:This resolution shall take effect immediately upon enactment. PASSED AND ENACTED this i^rfay of November ,2015. Pg.2 of Res.No.186-15-14525 READ AND APPROVED ASTOFORM, LANGUAGE,LE^ALmf AND EXECUTIOWTHEREOF APPROVED: COMMISSION VOTE:5-0 Mayor Stoddard:Yea Vice Mayor Harris:Yea Commissioner Welsh:Yea Commissioner Liebman:Yea Commissioner Edmond:Yea South'Miami THE 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 From:Steven Alexander,City Manager Date:November 17,2015 Agenda Item No.:. Subject:A Resolution authorizing the City Manager to expend funds not to exceed $12,820 to AdvancedDataSolutions (ADS),forscanninganddigitizingbuilding plans. Background:Scanning isan important process whichis 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 filesinaquickand accurate method. Presently,our physical storage space is crowded andisin need ofhavingvarious documents scanned immediately.This method would assist each department in providing digitized copies of current and past documents,aswellas increase the documents available forpublicaccess through Laserfichewhichis provided on the City's webpage. Request to expend funds to AdvancedData Solutions (ADS)inan amount not to exceed $12,820 for scanning various historical construction documents permits, etc.,from the Building Department utilizing fiscal year2015fundsfromaccount number 001-1200-512-3480,City Clerk's Digitizing,with abalanceof $37,854. Thecityshall "piggy"backofftheStateof Florida IT Consulting Contract. AdvancedDataSolutions (ADS)hasa state contract #973-561-10-1;which expires on February 29,2016. Amount:Not to exceed $12,820 Account:Fiscal year2015funds,001-1200-512-3480,City Clerk's digitizing witha current balance of $37,854 Attachments:Proposed Resolution Advanced Data Solutions,Inc.Invoice 5779 Piggyback Agreement,Advanced Data Solutions State ofFloridaContract#973-561-10-1Summary SunBiz Registration,Advanced Data Solutions,Inc. Advanced Data Solutions,Inc. 141 Scarlet Boulevard,Ste A Oldsmar,Florida 34677 BILL TO: City ofSouthMiami 6130 Sunset Drive South Miami,FL 33143-5093 Sales Invoice mengle@adsus.net www.adsns.net Invoice Date Invoice # 9/11/2015 5779 P.O.No Terms Net 30 Bum Date Disc #/Filename BoxQty Description 9/11/2015 1-8 Estimated 17 Oversiz...1008 Bidg Permit Rolls Quantity Description Price Ext Price 450 8 1 Conversion &ImportintoLF ofSmallFormatDocumentswith Large FormalBlueprints/Drawings Media Discs Pick-UpandRedelivery ofClientRecords 2015 Batch 1A2-1607 Rolls 28.00 15.00 100.00 12,600.00 120.00 100.00 TOtal $12,820.00 Phone#Fax# 813-855-3545 813-855-6575 DIGITIZING CONTRACT ADVANCED DATASOLUTIONS,INC. THIS AGREEMENT made and entered into this _J_day of /l/oi/ettWCi//2a/^ by and between the City ofSouth Miami,aFlorida municipal Corporation by and through its City Manager (hereinafter referred to as "City")and Advanced Data Solutions.W (hereinafter referred to as "Contractor"). WITNESSETH: WHEREAS,theStateof Florida solicited bids,pursuant to Contract#973-561-10.1 for Information Technology Consulting Services:and ' WHEREAS,the State ofFlorida atW r.r.mpl,»tinp aAn^p^,i^inr procc:: awarded a contract to Contractor,and WHEREAS,the City of South Miami desires to utilize the Stateof Florida Contract and pursuant to authority of the City ofSouth Miami's Charter! NOW,THEREFORE,the City and the Contractor,each through their authorized representahve/ofticial,agree as follows: l.The City desires to enter into aContract,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 ~~~~~~~~~ fi,w*.2'7*1 ^has,reviewed me «»***«wl agrees to the terms and conditions andnirtheragreestothefairandreasonablenessofthepricing.Contractor hereby agrees to provide such services under the same price(s),terms and conditions as found in thesohcitajondocumentsimdtheresponsetothesolicitation,pertinent copies of which are attached hereto as Exhibit Aand made apart hereof by reference,and me agreement and/ortheawardbetweenStateofFloridaandContractor.,pursuant Contract JgJESffT copy ofwhich,mcludmg any amendments and addendums thereto,is attached hereto and madeaparthereof by reference. h„oo J*!M referepces mme contract between State of Florida and Contractor shallbeassumedtor^rtamto,andarebmdtoguponContraxtorandmeC^^Ajj Contract #973-561-10-1 and its agreement with Contractor,shall be made by the Citv Manager for the City of South Miami.The term of the contract,including all extensions authorized by the contract shall not exceed five years.Notwithstanding anything containedmtheContract#973-561-10-1 or the State of Florida nhtn-«n *-IS!^"*"* agreement shaU be governed by the laws of the State of Florida and venue fork dispute resolutions or litigation shall be in Miami-Dade County,Florida. i -i"J*bS:Records:Contractor and all ofits subcontractors are required tocomplywiththepubhcrecordslaw(s.l 19.0701)while providing goods and/or Services on ThomasF.Pepe-7-16-14 Page1 of3 behalf of the CITY and the Contractor,under such conditions shall incoroorate «mparagraphmallofitssubcontractsforthisProject.incorporate this a„HW.«*'1WaiverJuryTrial:CityandContractorknowingly,irrevocablyvoluntarilvandmtenuonallywaiveanyrighteithermayhavetoatrialbyjuryinStateorXtaKw SSSSS"1 "T*^^Pr0Ceedm&l3WSQit or coSrdaTa^^omTContractDocumentsortheperformanceoftheWorkthereunder. 6.Validity ofExecutedCopies:This agreement may be executed in severalcounterparts,each ofwhich may be construed as an original. «™*~hJ'5°VCr!I^g Uw8 Md Venue:""^Agre^ent and the performance ofsemceshereunderwillbegovernedbythelawsoftheStateofFlorida,with exclusive venuef^SST ydUPBlB b6ing aC°m ofc<>^tent jurisdiction in Miami^ale anW„A Att"™^s,FmMdCo^:fctneeventofanyUtigationbetweenmepartiesamingoutoforrelatinginmywaytothisAgreementorabreachthereof,each party shaU Si IT E?fd legaI ^Noming ^^herein **Preve*i prohiShlrighttobemdemmfiedforanyattorneyfeesincurredinthedefenseofanactionbyapersonor entity who is nota party to this Agreement. 9-Severability:Ifany term or provision ofmis Agreement or the application thereof to any person or circumstance shall,to any extent,be invalid or unenforceable the remainder ofthis Agreement,or the application ofsuch 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 ofthis Agreement shall be valid and enforceable to the fullest extent permitted bylaw. IN WITNESS WHEREOF,and as the duly authorized act of the parties,the undersigned representatives ofthe 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 vear first above written. ADVA LUTIONS,INC,: name addtitle offeignatory above)(type iMMeril City Clerk ThomasF.Pepe-7-16-14 Page2 of3 OUTH MIAMI Steven Alexander City Manager Read and Approved as toFonn, Language,Legality and Execution Thereof Thomas F.Pepe CityAttorney ThomasF.Pepe -7-16-14 Page 3 of3 11W2015 Information Tecrnoiogy (IT)ConsUKing Services /StateTerm Contracts /State Contract andAgreements/Vendor Informatiori/State Purchasing/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 State Term Contract •Pricing •Contractors Special Instructions forExecutive Aoencv Customers (L^38.17 KB) jMjftlflcatipp Form for Staff AMqmentation Purchases (B 44.50 KB) How to Use this Contract (For Non-Executive Aoencv Customers^ •Contract Summary Frecuentlv Asked Questions Contract Information Contract Documents Microsoft Word (0 788.00 KB) PDF (05 1.23 MB) Amendments and Memorandums Forms and Other Information •Corina Chiorescu Contract Administration •(850)921-0030 •corina.chiorescu<adms.mvflorida-com Commodity Codes 973-561,unspsc-soioi507 Description This state term contract isfora broad range ofIT Services,including analysis and design (e.g.,ITplanning, studies,and assessment to assist organizations inboth 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, customization of commercial-off-the-shelf (COTS)software packages,migrationto modular applications, development and integration of internet/intranet/web applications,security,firewalls,critical infrastructures, networks (e.g.Local AreaNetworks (LANs),Metropolitan AreaNetworks (WANs),and Wide AreaNetworks (WANs),datawarehousing,electroniccommence/electronicdata interchange (EDI),groupware,next generation internet,client/server computing,and workflow andimaging),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 (bothon-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 needsfor technical resources). http*y/wvw.*ns.m^1/3 11/4/2015 How toUsethis Contract (For Non-Executive Agency Customers)/Information Technology (IT)Consulting Services /State Term Contracts /State Con., 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 >How to Use thisContract (For Non-Executive Agency Customers) How to Use this Contract (For Non-Executive Agency Customers) The following isanoverviewof the state termcontractfor information technology(IT)consulting services. Please review the entire contract tobe sure that youruse Is in agreement with Its provisions.You must also complywithpurchasingrequirements imposed by state law andbyyouragency. This contract provides a broad range ofIT services using two distinct models: /£.?£# .tasks-^-T^jneet^ -PgggP^ -'Fees^aojja^ ^S«ta four „™?fflB^.....„..,._-^JTJc^ilfag^&^:7- P^j&froriented model: -To accomplish goals and tasks with more complex requirements -Allows vendor to offer more than one wayto accomplish goals and tasks -Procured through afixedprice task order (fixed,capped,or savings-based) -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 willbe incorporated into a task order.The scope of work should document the services to be provided and the goalstobeachieved.Itshoulddetaildeliverables,benchmarks,timelines,expected costsand payment schedules,and the start and completion dates for the project.The more workyoudoup front to define the task in the scope of workf the simpler vendor selection will be. Once the scope of work is complete,determine the appropriate model and the project area and go through 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 •Ifusinga project-oriented model,identify project requirements and determine ifRFQis 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 itsclarity 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 FloridaMarketPlace Customers -To access MyFloridaMarketPiace,looin to MFMP Buver using the username and password provided by your agency system administrator. http://wviw.aYnsjnyflori^1/2 11/4/2015 Contractors -Advanced Data Solutions,Inc.7A-B/Contractors /Information Technology (IT)Consulting Services/StateTerm Contracts /StaleContr. Department of Management Services Florida Department of Management Services >Business Operations>State Purchasing>Vendor Information >State Contracts and Agreements >State Term Contracts >Information Technology (m Consulting Servines >Contractors >A-B>Contractors -Advanced Data Solutions,Inc. Advanced Data Solutions,Inc. CBE Florida Climate Friendly Code Preferred Products Recycled Utll*!zeSB ^D«ri..^AuthorizedProductsRese||ers A-Non- Minority Ordering Instructions NO Company Name:Advanced Data Solutions,Inc. Contractor Representative Name:Melody S.Engle Contractor Representative Title:President Street Address or P.O.Box:141 Scarlet Blvd.,Suite A City,State,Zip:Oldsmarf FL 34677 Email Address:menale@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 No NO Coverage Area Statewide http:/Avww.dms.myflaridaxarn/^rtformationjt..1/2 Detail by Entity Name Florida Profit Corporation ADVANCEDDATA 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 P99000027036 59-3565568 03/24/1999 FL ACTIVE 141 SCARLET BLVD SUITE A OLDSMAR,FL 34677 Changed:06/27/2003 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 D ENGLE,MELODY S 241 PINECREST DR. PALM HARBOR,FL 34683 Annual Reports DetailbyEntity Name http://search.sunbiz.ofgflrKiuiry/Corpor^1/2 11/6/2015 Report Year 2013 2014 2015 Filed Date 03/23/2013 03/21/2014 04/08/2015 Document Images 04/08/2015 -ANNUAL REPORT 03/21/2014 -ANNUAL REPORT 03/23/2013 -ANNUAL REPORT 03/21/2012 -ANNUAL REPORT 02/18/2011 -ANNUAL REPORT 01/28/2010 -ANNUAL REPORT 03/31/2009 -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 Detail byEntity Name View image in PDF format View image in PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image in PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format View image n PDF format Copyright ©and Privacy Policies State of Florida,Department of State http7/searc^.sunbiz.orcyinquiry/CorporationSearch/SearchRes 2/2 2015 FLORIDA PROFIT CORPORATION ANNUAL REPORT FILED DOCUMENT*P99000027036 Apr 08,2015 Entity Name:ADVANCED DATA SOLUTIONS,INC.SecretaryofState *«-,B.<»-CC5584574305CurrentPrincipalPlaceofBusiness: 141 SCARLET BLVD SUITE A OLDSMAR,FL 34677 Current Mailing Address: 141 SCARLET BLVD SUITE A OLDSMAR,FL 34677 US FEI Number:59-3565568 Certificate of Status Desired:No Name and Address of Current Registered Agent: ENGLE,MELODY S 241 PINECREST DR. PALM HARBOR,FL 34683 US Theabovenamedentitysubmitsthisstatementforthepurposeofchangingitsregisteredofficeorregistered agent,orboth,intheStateof Florida. SIGNATURE: Electronic Signature ofRegisteredAgent Date Officer/Director Detail: Title D Name ENGLE,MELODY S Address 241 PINECREST DR. City-State-Zip:PALM HARBOR FL 34683 I hereby certifythatthe Information indicatedon this reportorsupplementalreportistrueandaccurateandthatmyelectronicsignatureshallhavethesamelegal eifect asifmadeunder oath;that I amanofficerordirectorofthe corporation orthereceiverortrusteeempowered to executethisreportasrequiredbyChapter607,Florida Statutes;andthatmynameappears above,oronanattachmentwithallothertikeempowered. SIGNATURE:MELODY S.ENGLE PRESIDENT 04/08/2015 Electronic Signature of Signing Officer/DirectorDetail Date