Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in Broward County Board of County Commissioners Contract #GEN2122526Q1 for Document Scanning with Advanced Data Solutions, Inc.
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Submitted By: Robyn Holder, Procurement Management Department.
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Procurement Management Department.
2. Parties: City of Port St. Lucie and Advanced Data Solutions, Inc.
3. Purpose: To provide data and media scanning services to the City.
4. New/Renewal/Modified: New.
5. Duration: The Contract is effective March 31, 2023 and ends March 30, 2024, with the option to renew for two (2) additional one (1) year periods.
6. Benefits to Port St. Lucie: To provide data and media scanning services to the City.
7. Cost to Port St. Lucie (Annual and Potential): The City may spend in excess of $75,000 for these services. Future expenditures will be appropriated in the approved budgets for each fiscal year.
Presentation Information: N/A.
Staff Recommendation: Move that the Council waive bidding per Chapter 35.04(c) of the City’s code of ordinances, for good cause shown, and authorize the cooperative purchase with Advanced Data Solutions, Inc. for document and media scanning services.
Alternate Recommendations:
1. Move that the Council amend the recommendation and waive bidding per Chapter 35.04(c) of the City’s code of ordinances and authorize the cooperative purchase with Advanced Data Solutions, Inc. for document and media scanning services.
2. Move that the Council not approve the cooperative purchase and provide staff with direction.
Background: The City requires goods and services of Contractor pursuant to Broward County Board of County Commissioners (“BOCC”) via Solicitation RTTDC01072021 for Document and Media Scanning Services, Contract GEN2122526Q1 is effective March 31, 2023 and ends March 30, 2024, including its amendments, assignments, renewals, and addenda (collectively referred to as “Contract Documents” or as the “Contract”).
Issues/Analysis: Staff has analyzed the agreement and finds it meets the City’s needs and is compliant with City procurement policy and code.
Financial Information: Various City departments will use this contract for document and media scanning services.
Special Consideration: Broward County competitively procured these services. The City finds the Contract to be compliant with City code and applicable policy.
Location of Project: City-wide.
Attachments:
1. Tabulation Packet
2. Award Letter
3. Bid No. RTTDC01072021
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 10187
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.