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Home My Public Portal About10-8105 Office Express Supply Sponsored by: City Manager Resolution No. 10-8105 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, TO RATIFY THE CITY MANAGER's DECISION TO PURCHASE FROM OFFICE EXPRESS SUPPLY, FILING CABINETS NECESSARY TO MEET FLORIDA DEPARTMENT OF LAW ENFORCEMENT (FDLE) RECORDKEEPING CRITERIA, IN THE AMOUNT OF SEVENTEEN THOUSAND ONE HUNDRED EIGHTY NINE DOLLARS AND SEVENTY-EIGHTY CENTS ($17,189.78), PAYABLE FROM ACCOUNT NUMBER 36- 521642; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the City of Opa-locka purchased filing cabinets for the June 17, 2010 Florida Department of Law Enforcement (FDLE) Audit of Records and Communication; and WHEREAS, the purchase was necessary to meet FDLE criteria for recordkeeping and to comply with 2009 Florida Statute, Title X, Chapter 119; and WHEREAS,the filing cabinets were purchased at a cost of$17,189.78; and WHEREAS, the City Commission of the City of Opa-locka desires to ratify the City Manager's decision to purchase the filing cabinets from Office Express Supply: NOW,THEREFORE,BE IT DULY RESOLVED BY 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 ratifies the City Manager's decision to purchase filing cabinets from Office Express Supply,which was necessary to meet Florida Department of Law Enforcement (FDLE) recordkeeping criteria, in the amount of Resolution No. 10-8105 Seventeen Thousand One Hundred Eighty Nine Dollars and seventy-eighty cents ($17,189.78), payable from Account Number 36-521642. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 28 day of July, 2010. 0 - —TI PH L. KELLEY b MAYOR Attest: . / .7-/--- ---) - 1 (t' ''' Deborah Irby City Clerk Approved as to form and legal suffi i y: r I A ia 1 1 i a /Ad ' A '- di / os- i F'. Ge le , Esq. City Attorney Moved by: HOLMES I Seconded by: JOHNSON Commission Vote: 5-0 Commissioner Holmes: YES Commissioner Johnson:YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES 1551877 vl /t)F G J ig 111 i Y � ;' FF4Firâk..,,, „...-.„-,-,'' Memorandum TO: Mayor Joseph Kelley Vice-Mayor Myra L. Taylor Commissioner Dorothy Johnson Commissioner Timothy Holmes /Cgmmissionerr Rose Tydus FROM: L//ar�at� Q Ci Manager City g DATE: July 15, 2010 RE: FILING CABINETS—FDLE STANDARDS Request: APPROVAL OF A RESOLUTION RATIFYING THE CITY MANAGER DECISION TO PURCHASE FROM OFFICE EXPRESS SUPPLY, FILING CABINETS NECESSARY TO MEET FDLE RECORDKEEPING CRITERA, IN THE AMOUNT OF SEVENTEEN THOUSAND ONE HUNDRED EIGHTY NINE DOLLARS AND SEVENTY-EIGHT CENTS ($17,189.78), PAYABLE FROM ACCOUNT NO. 36-521642. Description: Filing cabinets purchased in preparation for the June 17, 2010 FDLE Audit of Records and Communications to meet the FDLE criteria for recordkeeping. Account Number: 1436-521642, Furniture/Office Equipment Financial Impact: Fiscal impact of$17,189.78,payable from account number 36-521642. Implementation Timeline: Immediately Legislative History: None Recommendation(s): Staff recommends approval. Analysis: In order to comply with the 2009 Florida Statute, Title X, Chapter 119, Public Officers, Employees and Records and Public Records and FDLE standards for recordkeeping, it was necessary to make the above equipment purchases. Attachments: 1. Office Xpress Invoices 2. Florida Statute 3. FDLE Audit—Fax Notification PREPARED BY: Chief Cheryl Cason/Clancy Huckleberry,Executive Secretary 1 _' 0 Invoice Data 6/1112010 Office Express Supply, Inc. Invoice# 88755 P.O.Bar 140070 Acct.No. 8879:0paLockaPolice Coral Gables,Fl.33114-0070 Ta'ms Net 30 305-557-1687 Due Date 7/11/2010 www.XpressBuy.aom PO 1 1000756 Sales Rep Yohannsy Gonzalez Comments. Seise Order I Sates Order*86826 Ship Ma OES Furniture Delivery T... But To SCCf��dyypTo Number of Packages ... City f Accounts Opa-Locka City Of ock.r1� Customer Phone 305-953-2803 780 Fisherman Street Opa Locke FL 33054 ShIRTo 4th Floor United States Lodie FL United States 33054 U IUrm No Mfg Quantity Desctip;ion Rate Options Amount SEN1G3131P SPR I 4-DRAWER FLE.L.ETTEWLEGN. 2.3Q9.50 2.301350 OFXDELNERY 1 FURIRTURE DELMER,'CHARGE 100.00 100.00 Total 2,499.50 Amount Due '-- $2,499.50 / . SI Name LJtk 1 ,1 t-- Signature 11 4„n > ASSEMBLED FURNITURE NOT RE7IARNABLE ``�� :NC\MMdlar ee m st b.returned.Ies 30 ay in asrgind pm aria% Some prcduefs ae na nbamebie. A .np was�1oirt.i�ae ttraar. ea we drrm.iR InhwwlIt wiLoa.i rer+rpto aims OmhrrWs6owdmebd�eagwrt memo(Forsow yam at Imo re+rs. rrd.rg it . Invoice Date 6114/2010 Office Express Supply, Inc. Invoice# 88756 P.O.Boot 140070 Acct.No. 8879:OpaLodcaPolice Coral Gables.FL 33114-0070 Terms Net 30 306-557-1667 Due Date 7/14/2010 www.Xpres9Buy.con PO 5 1000756 Sales Rep Yohansy Gonzalez Commis. Sells Order S Sales Order 086627 Ship Vla OES Furniture Delivery T._. BIM To Ship To Number of Packages City City Of 0 Customer Phone 45-953-2803 .. f f P le 2105 ri-BAven 760 Fisherman Street Opa Locke FL 33054 ShIPTo 4th Floor United States Opa Locke FL 33054 United States • Stem Na Mfg Quantity Oc cription Rote Optiors Amount 9EN-41.301 •P $PR 1 4-DRAWER LATERAL FIRE FILE 3,499.00 3,499.00 i Total f 3A99.00 Amount Due $3,499.00 • Name iT i i LA- Signature 0 ASSEMBLED FURNITURE NOT RETURNABLE Meldlendise must be rolumed within 30 dip In&WWSW pedra019. Scone pladucrs ant not r lumsble. A OSNne drum d IWL pi morel flits pl.MYr}r/M �I■ Aar Dui.In Ow owl II ea blear erawasary Y aolbd tlr MM.'bow&soloed Numw any pot free)V+d+o'dm+b Ind mem Sumo:wine wrsatle aibnwrr boa•SAD be WI be dr9s+6rftli~ eeW Invoice Date 611512010 Office Express Supply, Inc. invoice# 88757 P.O.Box 140070 Acct.No. 8879:OpaLockaPotice Coral Gables,FL 33114-0070 Terms Net 30 305-557-1667 Due Date 7/1512010 www.XpressBuy.com PO B 1000756 SCommentsales Rap Yohansy Gonzalez ✓ Sales Order* Sales Order 086828 Ship Via OES Furniture Delivery T... EMI To Ship To City Of Opa-Locks City Of Opa-Locka Police Number r Phone es Accounts Payable 2105 AG-Babe Avenue Customer Phww 306-953-2803 780 Fisherman Street Ope Locke FL 33054 ShipTo 4th Floor United States Opa Locke FL 33054 United States Rem No idig Q+rantity U.'scuiption Rate Ortiors Amount SEM.4U510•P BPR I 4-ORAWER LATERAL FIRE FILE 3,490.99 3.40909 Total 3,49999 Amount Due . $3,499.99 Name&eT i 1 I Signa �'`.../ ASSEMBLED FURNITURE NOT RETURNABLE Menthendbe met be returned v a let 30 dry in atgWW packaging.soma poems N rot returnable. A Ads d.Pd 156%rs,MAO;%PK se ewlw.ii he ara..m.r ti Ohm"sot thud boom mom./b acid h Amin ohm a..vrb.a.in.ar .s...sh1.�.rrY boa A are a..h&N d tr Caves. ../POI Ov..or wo,�.pa.�b Po/r wain erwtisa�,e r. 0 Invoice _. Date 6/16/2010 Office Express Supply, Inc. Invoice# 88758 P.O.Bac 140070 Acct.No. 8879:OpeLockaPolice Coral Gables,FL 33114-0070 Tens Net 30 30 .557-1887 PO Due� 7x0007010 w ww m .Xprese8uy.00 Sales Rep Yohansy Gonzalez Comments. Sales Order ill Sales Order#86829 Ship Via OES Furniture Delivery T... SW To Ship ToOps- ACaaoun {-Loc Payable City Of Saba Avenue Custom r Phone Package* ... Customer Phon. �05A53-2B{?3 780 Fisherman Street Opa Locke a FL 33054 ShlpTo 4th Floor United States Ope Locks FL 33054 United States Item No. Mtg Ouunti;y De,c'iption Rate Opttony Amavn; FIRCF723aFCPM1 SPR 1 STORAGE CABINET W/4 ADJUST SHELVES 2,57019 2.57039 OFXDEItVERY 1 FURMTURE DELIVERY CHARGE 200.00 800.00 Total 2,770.39 Amount Due $2,770.39 { rA — Namek-6-1Lt►4-.- Signat�r'0AZI4"' ASSEMBLED FURNITURE NOT RETURNABLE merennts=must be returned*Win 30 day in other pai*agirg. Sons poducts are nor returnable. A swop Wimp of I%%prnighogeL P wave ad�i�d�envdue encoun.in Ihe*wen II dud worm Aoorryto sew its Mown dw drrbud worm or am pad IMAM psalmsapww a pay Y air Omni Ini doo Naa+Nrraewpyfwa AreY is OaOWeptrR�ond"CMa� J Invoice Date 6/16/2010 Office Express Supply, Inc. � Invoice# 89065 P.O.Bat 140070 "0/ Acct No. 8879:OpaLadcaPelice Coral Gables,FL 33114-0070 Terms Net 30 305-557-1667 Due Date 7/16/2010 www.XpressBuy.00m PO If 1000756 Sales Rep - Yohansy Gonzalez Comments. Salsa Order. Sales Order#87157 Ship Vie 4A 1311I To Ship To City Of Opa-Lock a City Of Opa-Lodca Police Number of ss Accounts Payable 2105 Ai-Baba Avenue Customer Phhone one 305853-2803 780 Fisherman Street Opa Locke FL 33054 SMPTo 4th Floor United States - Opa Locke FL 33054 United States item No Mfr QuarCCy Descrrpticn Ra!e pans Amount OFXDELIVERYOFX 3 FURNITURE DELIVERY CHARGE 100.00 300.00 3EA"'Local St M"' SEN4T2531P 3 4-13awer Fie.Loam 1e-618'x25',53-518',Puny 2,37340 7,119.90 3 EA On it 03427741 - i . v Total 7,419.90 { ! J 45 Amount Due $7,419.90 • Name Signature ASSEMBLED FURNITURE NOT RETURNABLE Memhandiee must be volumed Whin 30 day in origin&peckeging. Some beads s ere not rebimeble. A lento dumb 4 UV*prim*(11%pr animpo bedroed cm Odra=coma In h oadO EMI bums www,Y NOW raninrow devoted are v my M Cord wirer synwb rq■wet.Ihwei i,cludnp _.a$i.siempialma.APO bola be Wows trerrOnajQ,da, Credit Memo , Date 6122/2010 /; Credit# CM6665893 Office Express Supply, Inc. v Acct.No. 8879•OpaLockaPolice PO Box 140070 p) •� - PO# 1000756 Coral Gables,FL 33114-0070 IN Project KReason for Return Damaged 4\D/ Created from: Return Authorization#6021 Bill To City Of Opa-Locka City Of Opa-Locka Accounts Payabie Accounts Payable 780 Fisherman Street 780 Fisherman Street ShipTo 4th Floor 4th Floor Opa Locka FL 33054 Opa Locka FL 33054 United States United States .t•J Item Quantity Units Dastxi - v". ", r3 =�►;�+� . :an�_. ;; .. -. 55EN4G3131 i 1 , ;4-DRAWER FILE,LETTERiLEGAL 2,399.00 2,399.00 OFXDELIVE 1 , FURNITURE DELIVERY CHARGE 100.00 100.00 Total 2,499.00 Amount Remaining $2.499.00 Statutes & Constitution :View Statutes :->2009->Ch0119->Section 021 : fisenate.gov Page 1 of 2 Heip Contact Us Online Sunshine �c. i '1orida Senate flsenate. gov June 09, 2010 !=r Print This Page Home Select Year: 12009 LI i o Session Committees Senators ► ( f1�' ?OO() Stti(.lii. Information Center Chapter 119 new Entire Chapter Statutes Et Constitution PUBLIC OFFICERS, EMPLOYEES, AND RECORDS PUBLIC RECORDS Video Broadcasts 119.021 Custodial requirements; maintenance, preservation, and retention of public records.- . lb - Jump To Bili Session: 12010 j (1) Public records shall be maintained and preserved as follows: Bill#: r-- Go 1 (a) All public records should be kept in the buildings in which they are ordinarily used. (b) Insofar as practicable, a custodian of public records of vital, permanent, or archival records Session: 12010 shall keep them in fireproof and waterproof safes, vaults, or rooms fitted with noncombustible materials and in such arrangement as to be easily accessible for convenient use. Chamber: I Senate S' (c)1. Record books should be copied or repaired, renovated, or rebound if worn, mutilated, Search I damaged, or difficult to read. S, ,rc I, sr�t ,rr 2. Whenever any state, county, or municipal records are in need of repair, restoration, or rebinding, the head of the concerned state agency, department, board, or commission; the board Year: 12009 of county commissioners of such county; or the governing body of such municipality may authorize that such records be removed from the building or office in which such records are ordinarily kept Search 1 for the length of time required to repair, restore, or rebind them. Find vunr f , i irrn; 3. Any public official who causes a record book to be copied shall attest and certify under oath ' that the copy is an accurate copy of the original book.The copy shall then have the force and - Enter Your Zip+4 Code: effect of the original. (2)(a) The Division of Library and Information Services of the Department of State shall adopt rules to establish retention schedules and a disposal process for public records. Mast—Acrobat! Roar ‘b) Each agency'shall comply nth the rules establishing retention schedules and disposal processes for public records which are adopted by the records and information management program of the myflorida.com division. myfloridahouse.gov (c) Each public official shall systematically dispose of records no longer needed, subject to the consent of the records and information management program of the division in accordance with s. (d) The division may ascertain the condition of public records and shall give advice and assistance to public officials to solve problems related to the preservation, creation, filing, and public accessibility of public records in their custody. Public officials shall assist the division by preparing an inclusive inventory of categories of public records in their custody.The division shall establish a time period for the retention or disposal of each series of records. Upon the completion of the inventory and schedule, the division shall, subject to the availability of necessary space, staff, and other facilities for such purposes, make space available in its records center for the filing of semicurrent records so scheduled and in its archives for noncurrent records of permanent value, and shalt render such other assistance as needed, including the microfilming of records so scheduled. (3) Agency orders that comprise final agency action and that must be indexed or listed pursuant to s. have continuing legal significance; therefore, notwithstanding any other provision of this http://www.flsenate.gov/Statutes/index.cfm?App_mode=Display_Statute&S earch_String=&... 6/9/2010 FLORIDA DEPARTMENT OF LAW ENFORCEMENT AUDIT&DATA COLLECTION SECTION POST OFFICE BOX 1489 TALLAHASSEE,FLORIDA 32302 850.410.7126 Phone 850.410.7125 Fax FAX t Qjt fC' To: Mr.Marcos Gonzalez From Sandra Moruzzi Fax: Via email Pages: 13,including coversheet I Phone 305/778-5641 Date: June 2,2010 Re: FCICINCIC Audit CC: ❑ Urgent ® For Review ❑ Please Comment ® Please Reply ❑ Please Recycle •Comments: i I am one of four auditors traveling to Miami the week after next. This is to confirm that the on-site audit with your agency is scheduled for Thursday June 17. 2010 at 12:30 pm. Attached to this fax are records that we will be reviewing at your agency. Please have all case files, including supplemental documentation, updates, modifications, etc., for the attached records pulled and available at the beginning of the audit. If all information is not available at time of audit,the record will be counted as an error and/or violation. Please note that the audit of your agency's case files will be referenced as of the date noted on these records. Any chances or corrections to records from the date the records were run and date of the onsite audit will be counted as errors. There are also two forms contained in this fax. One form is a customer satisfaction survey, which is an effort by the Florida Department of Law Enforcement (FDLE) to identify those areas in which we can improve our services. The other form is the FCIC/NCIC Technical Audit Questionnaire and should be completed by your agency's Information Security Officer(ISO). Please note that a network diagram is a required component of the Technical Audit We will collect the survey and the technical audit when we are at your agency. At the end of the audit, the tentative results will be discussed with you. We recommend that your supervisor or another administrator be present at that time. Also at the time of the audit please have a copy of the following: Agency's Validation procedures Agency's Policy for discipline of FCIC/NCIC violators The most recent complete page of your agency's secondary dissemination log A signed copy of the Interagency agreement(ff you enter records for another agency) A listing of all agency employees both full-time and part-time, including any employees terminated since 2007;please include DOB of each employee, but do not include SS# A listing of all current FCIC/NCIC users Please contact me at(850)410-7126 or email sandramonuzzic fdle.state.fl.us to confirm receipt of this fax or if you have any questions. NOTICE This fax contains confidential information.If you have received this fax in error,please notify the sender at on for further instructions.