AGENDA ITEM REPORT
TITLE:
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A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE THE CONSULTANT AGREEMENT WITH STEVE M. LEWIS, INC. AS A SOLE SOURCE FOR RECORDS MANAGEMENT IMPLEMENTATION SERVICES.
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BACKGROUND:
The City Clerk Department is responsible for implementing the City’s Records Management Program, which supports both internal and external customers. Responsibilities include maintaining all official City records; coordinating all phases of document/records management, including the storage, monitoring, and destruction of City records; scanning and retrieving electronic documents in accordance with Florida Statutes; providing internal training on records management; and implementing a City-wide File Code Index System for all records formats.
The City Clerk Department researched procurement opportunities to assist with records management implementation services. MCCi was the only company with similar services; however, they were not comparable to Steve M. Lewis, Inc. Other government agencies have secured the services of this Consultant as a sole source provider. Notification of Intent to Award a Sole Source was advertised in accordance with State Statute and no Statements of Disagreement were received. As a result, this Agreement is a sole source. The City Clerk Department first utilized Steve M. Lewis, Inc. in 2014 and specifically worked with Matthew Daugherty. The City Clerk Department would like to use Steve M. Lewis, Inc. on a broader scale, and thus this Agreement is before you at this time.
DISCUSSION:
The City is committed to providing valuable public service, expanding E-government access, and ensuring compliance with State law for public records and records management. Approval of this Resolution will allow staff to contract with a firm for expert consulting services to assist with implementing the City’s Records Management Program. The Agreement provides for a two (2) year initial term with the option to renew for up to three (3) additional one (1) year periods. The cost of services shall not exceed $48,000 for the initial two (2) year period.
RECOMMENDATION:
Staff recommends approval of this Resolution.
FISCAL IMPACT:
REVENUES: $ 0
EXPENDITURES: $ 48,000 for the initial two (2) year period
BUDGETED? Yes
NOTES: Funding is available in Account 0121-3190, City Clerk Professional Services.