HomeMy Public PortalAboutResolution No. 23-111 Issue an Invitation to Bid for Public Records ManagementSponsored by: City Clerk
RESOLUTION NO. 23-111
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE
INTERIM CITY MANAGER TO ISSUE AN INVITATION
TO BID FOR PUBLIC RECORDS MANAGEMENT;
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Opa-Locka ("City") has recognized the need to
contract services for public records management; and
WHEREAS, accountability and transparency remain a top priority for the
City and stem from appropriate record management; and
WHEREAS, the Interim City Manager shall issue an Invitation To Bid (ITB) to
ensure the City has the most qualified vendor to retain and dispose of the City's
records in accordance with State record retention requirements; and
WHEREAS, up to Three Thousand Dollars ($3,000.00) may be spent for
advertising to ensure that a broad range of qualified vendors are made aware of this
solicitation, if deemed necessary; and
WHEREAS, the City Commission finds it in the best interest of the City and
its residents to authorize the Interim City Manager to issue an Invitation to Bid for
Public Records Management and to further authorize spending of up to Three
Thousand Dollars ($3,000.00) for advertising purposes, if deemed necessary.
NOW THEREFORE BE IT RESOLVED THAT THE CITY COMMISSION
OF THE CITY OF OPA LOCKA, FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa-Locka hereby authorizes
the Interim City Manager to issue an Invitation to Bid for Public Records
Management, attached hereto as Exhibit "A" and to further authorize
spending of up to Three Thousand Dollars ($3,000.00) for advertising
purposes, if deemed necessary.
Resolution No. 23-1 11
Section 3. Sections of this Resolution may be renumbered or re -lettered and
corrections of typographical errors, which do not affect the intent of this
Resolution may be authorized by the Interim City Manager, following review
by the City Attorney, without need of public hearing, by filing a corrected
copy of same with the City Clerk.
Section 4. This Resolution shall take effect upon the adoption and is subject to
the approval of the Governor or Governor's Designee.
PASSED AND ADOPTED this 26th day of July, 2023.
John H.
ATTEST:
Joa f na Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Bu ette Norr':- eeks, P.A.
City Attorney
Moved by: Commissioner Kelley
Seconded by: Vice Mayor Ervin
VOTE:
5-0
Commissioner Bass YES
Commissioner Kelley YES
Commissioner Williams YES
Vice Mayor Ervin YES
Mayor Taylor YES
y
or Jr., Mayor
2
City of Opa-locka
Agenda Cover Memo
City
Mana er:
Darvin Williams
CM Signature:
c.J? bt/d/GLA:_.,
Commissioner:
Meeting
Date:
07.26.2023
Item Type:
(EnterX in box)
Resolution
rdinance
Other
X
Fiscal
Impact:
(Enter X in box)
Yes
No
Ordinance Reading.
(Enter X in box)
1st Reading
2nd Reading
X
Public Hearing:
(EnterXinbox)
Yes
No
Yes
No
X
X
Funding
Source:
Account#:
(Enter Fund & Dept)
Ex:
See Financial
Impact Section
Advertising Requirement:
(Enter X in box)
Yes
No
X
Contract/P.O.
Required:
(Enter X in box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(Enter X in box)
Yes
No
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City Image
Communication
Area:
t]
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
NI
III
MO
MI
Sponsor
Name
City Clerk
Department:
City Clerk
Short Title:
A resolution authorizing the Interim City Manager to issue an Invitation to Bid for Public Records Management.
Staff Summary:
The City has recognized the need to contract services for public records management. Accountability and
transparency remain a top priority for the City and stem from appropriate record management. The Interim
City Manager shall issue an Invitation To Bid (ITB) to ensure the City has the most qualified vendor to retain
and dispose of the City's records in accordance with State record retention requirements.
Financial Impact - Up to $3,000 may be spent in advertising to ensure that a broad range of qualified vendors
are made aware of this solicitation. This advertising expense will be charged to the Non -Department Other
Advertising Account 19-515491, which has $14,271 available. Additionally disposal of a significant amount of
outdated records will result in a reduction in the expense associated with rental of off -site storage facilities.
The cost of this project has tentatively been identified as $150,000 in the FY 24 Proposed Budget, subject to
the Commission's appropriation of $150,000 for this project within the adoption of the FY 24 budget.
Proposed Action:
It is recommended the City Commission of the City of Opa-locka adopt legislation authorizing the Interim City
Manager to issue an Invitation To Bid for public records management.
Attachment: