HomeMy WebLinkAboutR-2021-156 Advanced Data Solutions, Inc. Agreement for Scanning Services FY 21-22 for Community Development (Piggyback Fort Lauderdale) and to Exceed $25KRESOLUTION NO.2021-156
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE COMMUNITY DEVELOPMENT
DEPARTMENT TO WAIVE THE FORMAL BID PROCESS TO UTILIZE THE
CITY OF FORT LAUDERDALE CONTRACT NO. 575-11786 WITH
ADVANCED DATA SOLUTIONS, INC. FOR SCANNING SERVICES FOR
FISCAL YEAR 2021-2022, INCLUSIVE OF EXISTING PURCHASES THAT
EXCEED AN ANNUAL VENDOR TOTAL AMOUNT OF TWENTY-FIVE
THOUSAND DOLLARS ($25,000.00); PROVIDING FOR CONFLICTS;
FURTHER, PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection 0), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City government in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids if she is authorized to do so in
advance by a resolution adopted by the City Commission; and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10,
"Monetary thresholds for certain purchases and payment disbursement authorizations",
Subsection (a), sets the monetary threshold at $25,000.00 for a vendor each fiscal year; and
WHEREAS, the Community Development Department Director has determined that
digitizing the planning files will streamline the public records request process and eliminate the
expense of off -site storage cost to the City; and
WHEREAS, the Community Development Department is requesting City Commission
approval to utilize Advanced Data Solutions, Inc. for scanning services, provided funding is
available and appropriated, under the City of Fort Lauderdale Contract No. 575-11786, which is
effective through May 15, 2022, and
WHEREAS, the Community Development Department is requesting services from
Advanced Data Solutions, Inc. during the current fiscal year, which services will now exceed the
annual Twenty -Five Thousand Dollars ($25,000.00) City purchase threshold for a single vendor
and, therefore, requires City Commission approval; and
WHEREAS, the Community Development Department is seeking approval to enter into
an agreement with Advanced Data Solutions, Inc., in the amount of Thirty Thousand, Six
Hundred Dollars ($30,600.00) and for an appropriation of the necessary funding;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are
made a part of and incorporated into this Resolution by this reference.
Section 2. That the proper City officials are authorized to execute an agreement,
which Agreement is attached as Exhibit "A" and made a part of this Resolution by this reference,
between the City and Advanced Data Solutions, Inc. in the amount of Thirty Thousand Six
Hundred Dollars ($30,600.00).
Section 3. That the City Manager and City Attorney are authorized to make minor
revisions to the Agreement which are deemed necessary and proper and in the best interests of
the City.
Section 4. That the City Commission authorizes the purchase of scanning services
from Advanced Data Solutions, Inc., in an amount exceeding the annual amount of Twenty -Five
Thousand Dollars ($25,000.00) purchase threshold for a single vendor.
Section 5. That funding for the Community Development scanning project will be
made available and appropriated from the General Fund Account No. 001-15-01-515-34-10 in
the amount of Thirty Thousand Six Hundred Dollars ($30,600.00).
Section 6. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 7. That this Resolution shall become effective upon its passage and adoption.
PASSED AND ADOPTED on October 26, 2021.
ATTEST:
r t •
THOMAS SCHNIDER, CMC e�►
CITY CLERK
HE��'
APPROVED A O FORM AND CO RRE SS:
CITY A
,;",Yyw -
TAMARA JAME�J
MAYOR
2 RESOLUTION #2021-156
AGREEMENT BETWEEN THE CITY OF DANIA BEACH, FLORIDA
AND ADVANCED DATA SOLUTIONS, INC., A FLORIDA
CORPORATION, FOR SCANNING SERVICES UNDER THE CITY OF
FORT LAUDERDALE INVITATION TO BID ("ITB") NO.575-11786.
This is an Agreement ("Agreement") dated , 2021,
between the City of Dania Beach, Florida, a Florida municipal corporation ("City"), with its
principal place of business located at 100 West Dania Beach Boulevard, Dania Beach, Florida
33004 and Advanced Data Solutions, Inc., a Florida corporation ("Contractor"), with its primary
mailing address of 141 Scarlet Boulevard, Suite A, Oldsmar, Florida 34677.
In consideration of the mutual covenants, terms and conditions contained in this
Agreement, and other good and valuable consideration, the adequacy and receipt of which are
acknowledged and agreed upon, the parties agree to the following:
1. The current contract, and any amendment(s) to it (the "Contract"), under the City of
Fort Lauderdale ITB No. 575-11786, between the Contractor and with the City of
Fort Lauderdale a copy of which ITB is attached as Exhibit "A", and made a part of
and is incorporated into this Agreement by this reference, shall be considered a part
of this Agreement between the City and the Contractor; provided, however, that if
Contractor contracts with any other governmental agency in Florida and service rates
are lower than those afforded to any city for these same services, then Contractor
shall provide such lower rates to the City.
2. City has determined that such scanning services can be obtained at the least cost to
the City by utilizing Advanced Data Solutions, Inc. through the Fort Lauderdale ITB
No. 575-11786 valid through May 15, 2022.
3. The term of this Agreement shall be effective for the duration of the City of Fort
Lauderdale contract including all renewals and it is anticipated that costs will exceed
the annual vendor threshold of Twenty Five Thousand Dollars ($25,000.00). Both
parties agree that all terms, conditions and specifications of the Contract remain the
same for purposes of this Agreement, contingent upon approval by the City Manager.
4. That in all other respects, the terms of Exhibit "A" apply to this Agreement.
SIGNATURES ON THE FOLLOWING PAGES
3 RESOLUTION #2021-156
IN WITNESS OF THE FOREGOING, the parties have set their hand and seal the day
and year first written above.
THOMAS SCHNEIDER, CMC
CITY CLERK
APPROVED AS TO LEGAL FORM
AND CORRECTNESS;
CITY OF DANIA BEACH, FLORIDA,
a Florida municipal corporation
TAMARA JAMES, MAYOR
THOMAS J. ANSBRO, CITY ATTORNEY ANA M. GARCIA, ICMA-CM
CITY MANAGER
4 RESOLUTION #2021-156
WITNESSES:
Signature
PRINT Name
Signature
PRINT Name
STATE OF FLORIDA)
COUNTY OF
CONTRACTOR:
ADVANCED DATA SOLUTIONS, INC.
a Florida corporation
Signature
PRINT Name
Title
Dated: .2021
The foregoing instrument was acknowledged before me by means of ❑ physical
presence or ❑ online notarization, on 2021, by
as
of
Advanced Data Solutions, Inc., a Florida corporation. He/she is personally known to me or has
produced as identification.
My Commission Expires:
Notary Public, State of Florida
Print Name
5 RESOLUTION #2021-156