Title
MOTION TO APPROVE THE DEPARTMENT RECOMMENDATIONS FOR THE FOLLOWING ITEMS LISTED ON THE CONTRACTS DATABASE REPORT:
(A) GRM Information Management Services of Miami, LLC & Information Consultants, Inc. - Back Scanning and Media Conversion Services - Renewal
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. Pursuant to Section 35.29(F) "City Commission notification" of the City's Code of Ordinances, "The City Manager, or his or her designee, shall notify the Commission, in writing, at least three months in advance of the expiration, renewal, automatic renewal or extension date, and shall provide a copy of the contract or agreement and a vendor performance report card for the contract or agreement to the City Commission."
2. On May 17, 2017, Commission approved the motion to place all contracts from the Contract Database Reports on consent agendas as they come up for contractual term renewal so that City Commission affirms directions to administration whether to renew or to go out to bid.
3. The Agreements shown below are listed on the Contracts Database Reports for renewal.
(A) GRM Information Management Services of Miami, LLC & Information Consultants, Inc. - Back Scanning and Media Conversion Services - Renewal
1. On March 17th, 2021, the City entered into an Agreement with each of five (5) vendors in a pool, and each for an initial two (2) year period, which all expired on March 16, 2023.
2. The pool of vendors provides Back Scanning and Media Conversion services to various departments City-wide, including the office of the City Clerk, the Police Department, and the Charter Schools.
3. Section 3.2 of each Original Agreement allows the renewal of the Agreement for two (2) additional two (2) year terms, upon mutual consent of the Parties, evidenced by a written Amendment.
4. On March 6, 2023, and March 8, 2023, the Parties executed the First Amendment to the Original Agreement with Information Consultants, Inc. and GRM Information Management Services of Miami, LLC, respectively. These were the only two (2) vendors in the pool that had been actively providing services. These First Amendments renewed the term of each Agreement for a two-year period, which will expire on March 16, 2025.
5. The City Clerk Department recommends that the City Commission approve these Second Amendments for the second, and final, two (2) year renewal terms for each Agreement, commencing on March 17, 2025, and expiring on March 16, 2027, as allowed by each Agreement.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Renewal Cost: $230,000.00
b) Amount budgeted for this item in Account No:
001-519-1001-534050-0000-000-0000 - Other Svc - Microfilming Contractual Digitizing $230.000.00
c) Source of funding for difference, if not fully budgeted: Not Applicable
d) 2-year projection of the operational cost of the project :
|
|
FY 24-25 |
FY 25-26 |
FY 26-27 |
|
Revenues |
$ - |
$ - |
$ - |
|
Expenditures |
$ 57,500.00 |
$115,000.00 |
$57,500.00 |
|
Net Cost |
$ 57,500.00 |
$115,000.00 |
$57,500.00 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable