AGENDA REPORT
DATE: June 10, 2024
TO: City Commission
FROM: Bill McDaniel, City Manager
SUBJECT: Records Management Services
EXECUTIVE SUMMARY:
On May 17, 2022, the City entered into agreement with Steve M. Lewis, Inc., for records management services, under the City Manager’s award authority. Services include expert consulting related to the City’s records implementation, management, and retention operations. The term of the agreement was through January 12, 2024, with three additional single-year renewal options. The cost of the agreement is $2,000 per eight-hour day, not-to-exceed $40,000.
The first of three renewals was executed in January 2024 and staff has determined that the $40,000 not-to-exceed ceiling will be met during the current renewal period. To continue providing services for the duration of the current renewal period, as well as potentially two more renewal periods, staff recommends amending this agreement from a not-to-exceed fee structure to an as-needed fee structure.
All expenditures over $25,000 will be reported to the City Commission.
RECOMMENDATION:
That the City Commission authorize the City Manager to execute Amendment No. 1 to the agreement with Steve M. Lewis, Inc., for records management services.
FISCAL IMPACT:
Funds are included in the General Fund, Org # 00151000, Obj # 434000 - City Clerk Other Contractual Services and will be charged to other departments that require specific assistance.
Prepared by: Robert Rosenstein, Director of Procurement