Explanation
This ordinance authorizes the City Attorney to modify and extend an existing contract with Cintas Document Management LLC for the provision of record storage, retrieval and destruction services. This provider was selected by the City Attorney following the recommendation of a staff committee that reviewed and evaluated proposals offered by Cintas Document Management LLC, Fireproof Record Center and Iron Mountain Information Management.
The original contract was renewable up to three years for a maximum amount of $19,000.00; the second year authorized by Ordinance 0794-2010 was for a maximum amount of $19,000.00. The third year of the contract authorized by ordinance 0745-2011 was for a maximum amount of $16,000.00 bringing the total authorized amount to $54,000.00.
Due to the upcoming move of the City Attorney's offices currently located at City Hall and 109 North Front Street to 120 West Gay Street a modification of the original contract was authorized by ordinance 1324-2012. This modification extended the term of the contract until 02/28/13 and authorized additional expenditures in the maximum amount of $16,000.00. This brought the new total amount authorized to $70,000.00.
The City Attorney’s office has now received an estimated move date of mid April, 2013. In preparing for the move, additional destruction costs and offsite storage services have been identified resulting in a need to authorize up to $15,000.00 in additional expenditures and extend the contract until June 30, 2013 . All other terms of the contract shall remain the same. This second modification will bring the total amount authorized by the contract to $85,000.00 and will afford enough time to complete destructions, complete the evaluation of offsite storage needs, complete the move, and prepare specifications for a new contract.
FISCAL IMPACT:
Term: 07/01/12 through 06/30/13
Additional Maximum Cost: $15,000.00
Funds are included in the City Attorney's 2013 appr...
Click here for full text