AGENDA ITEM REPORT
TITLE:
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A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE A SOLE SOURCE CONSULTANT AGREEMENT WITH STEVE M. LEWIS, INC. D/B/A SML, INC. TO PROVIDE 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 first procured the services of Steve M. Lewis, Inc. (SML, Inc.) in 2014 for the development and deployment of a records management plan and again in 2017 for subsequent implementation steps of the plan. The current contract is set to expire on January 26, 2022, and the City Clerk Department would like to continue to use SML, Inc. for consulting services related to the City’s Records Management Program and policies as we focus on preservation with the implementation of a city-wide repository of permanent records; and thus, this agreement is before you at this time. Notification of Intent to Award a Sole Source was advertised in accordance with State Statutes and no Statements of Disagreement were received.
DISCUSSION:
The City is committed to providing valuable public services, 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 $60,000 for the initial two (2) year period.
RECOMMENDATION:
Staff recommends approval of this resolution.
FISCAL IMPACT:
REVENUES: $ 0
EXPENDITURES: $ 60,000 for the initial two (2) year period
BUDGETED? Yes
NOTES: Funding is available in Account 0121-3190, City Clerk Professional Services.