HomeMy WebLinkAboutR-2024-081 Authorizing to Exceed Annual Vendor Amount $50K to ADS for ScanningRESOLUTION NO. 2024- - l
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE EXPENDITURE OF FUNDS TO
EXCEED THE ANNUAL VENDOR TOTAL AMOUNT OF FIFTY THOUSAND
DOLLARS ($50,000.00) FOR FISCAL YEAR 2023-2024 FOR SCANNING
SERVICES FROM ADVANCED DATA SOLUTIONS, INC.; 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 $50,000.00 for a vendor each fiscal year; and
WHEREAS, on September 25, 2023, the City Manager approved a memorandum from
the Community Development Department to enter into an Agreement with Advanced Data
Solutions, Inc. for scanning services, which memorandum is attached and incorporated into this
Resolution as Exhibit "A"; and
WHEREAS, those services will now exceed the annual $50,000.00 City purchase
threshold for a single vendor and, therefore, requires City Commission approval.
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 City Commission authorizes the additional funding for scanning
services from Advanced Data Solutions, Inc. in an amount exceeding the annual amount of the
Fifty Thousand Dollar ($50,000.00) purchase threshold for a single vendor for fiscal year 2023-
24;
Section 3. That all resolutions or parts of resolutions in conflict with this Resolution are
repealed to the extent of such conflict.
Section 4. That funding for these services shall be made from the City's authorized annual
budget appropriations from both the City's General Fund and Building Fund as described below:
General Fund Account No. 001-15-01-515-34-10
General Fund Account No. 001-15-03-529-34-10
Building Fund Account No. 107-15-02-524-34-10
Section 5. That this Resolution shall be effective 10 days after passage.
� 1
PASSED AND ADOPTED on 2024.
Motion bXOWY YIISQ"f �C1iYlQS, secondby1 -c Ma+ ( 0).
FINAL VOTE ON ADOPTION: Unanimous V/
Yes No
Commissioner Joyce L. Davis
Commissioner Tamara James
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
E OU SI5
C ATTORNEY
IN
RESOLUTION #2024-ual
CITY OF DANIA BEACH
COMMUNITY DEVELOPMENT DEPARTMENT
MEMORANDUM
DANIA BEACH
SEA IT. LIVE IT. LOVE IT.
DATE: September 25, 2023
TO: Ana M. Garcia, ICMA-CM, City Manager
VIA: Candido Sosa Cruz, ICMA-CM, Deputy City Manager
FROM: Eleanor Norena, CFM, Community Development Director I;L��
SUBJECT: Scanning Services for the Community Development Department
Request
The Community Development Department ("Department") is requesting approval to piggyback with the
City of Fort Lauderdale and Advanced Data Solutions (ADS) for scanning services.
Background
The Department has utilized ADS since 2015 for scanning services of our Department's files to include
building permit and planning files. We recently piggybacked an agreement with ADS and the City of
Tamarac for scanning services. The City of Tamarac's agreement with ADS expires on September 30, 2023.
The Department is requesting to continue services with ADS by piggybacking an agreement with ADS and
the City of Fort Lauderdale to continue services without interruption. The renewal contact will be effective
through September 30, 2024.
BudEetary Impact
Total Funding for the Department's scanning services shall not exceed $40,000 split 50/50 between the
General and Building fund allocated and budgeted as described below:
Funding for scanning services of building files, in the amount of $20,000 is available and appropriated in
the Department's annual budget from the Building Fund, General Account No. 107-15-02-524-34-10 and,
Funding for scanning services for planning files in the amount of $20,000 from General Fund Account No.
001-15-01-515-34-10.
Recommendation
The Department recommends approval to continue services and enter into an agreement with Advanced
Data Solutions, Inc. for scanning services by piggybacking with the City of Fort Lauderdale.
Attachments
Agreement between the City of Fort Lauderdale and Advanced Data Solutions, Inc.
Letter of Acceptance from Advanced Data Solutions, Inc.
Approved for Funding:
Frank DiPaolo, Chief Financial Officer
Approval:
Ana M. Garcia, ICMA-CM
City Manager