Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute An Agreement With Vital Records Holdings, LLC d/b/a Vital Records Control For Records Management Storage And Shredding Services In An Annual Amount Up To $120,000.00 Over A Five-Year Period.
Strategic Plan Focus
Financial Management & Administration
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Office of the City Clerk, Records and Archives Division, requires an agreement for Record Management, Storage and Shredding Services to include offsite storage and maintenance of records, pick up, receiving, storage, shredding/destruction, and delivery of inactive records for the City.
On April 14, 2025, Invitation for Bid Number IFB-301-25-SA ("IFB") was electronically advertised on OpenGov.com to solicit the desired Records Management, Storage and Shredding Services.
The IFB resulted in bids from the following four companies by the response due date of June 12, 2025:
1. Access Information Management $316,603.708
2. Carahsoft Technology Corporation d/b/a $181,170.68
3. Iron Mountain Information Management, LLC $222,034.70
4. Vital Records Control $ 91,892.90
The Office of the City Clerk, Records and Archives Division and Procurement staff thoroughly evaluated the bids for responsiveness and responsibility, and Vital Records Control was determined to be the lowest responsive bidder and therefore provided the best value to the City.
Fiscal Impact:
A portion of the funding for this Blanket Purchase Agreement is available in the FY 2026 Operating Budget in account number 557.111002.51900.544020.000000.000.000 and will be budgeted in subsequent fiscal years' operating budget subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Edgar Cristo, Records & Archives Manager
Patricia Cerny, City Clerk
Adam Reichbach, Assistant Ci...
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