Amendment No. 1 with the Florida International University Board of Trustees 01015 - 2.9/61
AMENDMENT NO. 1 TO THE AGREEMENT, DATED AUGUST 15, 2014, BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA AND
THE FLORIDA INTERNATIONAL UNIVERSITY BOARD OF TRUSTEES
FOR WORK RELATED TO THE MIAMI BEACH ARCHIVES DIGITALIZATION PROJECT
(THE "AGREEMENT")
This Amendment No. 1 ("Amendment") to the Agreement is entered into this I et day of
, 2015 ("Effective Date"), by and between the City of Miami Beach, Florida, a
municipal corporation organized and existing under the laws of the State of Florida, having its
principal place of business at 1700 Convention Center Drive, Miami Beach, Florida 33139
("City"), and the Florida International University Board of Trustees, having its principal place of
business at 11200 SW 8th Street, Miami, FL 33199 ("FIU"), for work related to the Miami Beach
Archives Digitalization Project.
RECITALS
WHEREAS, the City of Miami Beach celebrated its Centennial on March 26, 2015; and
WHEREAS, on June 11, 2014, the Mayor and City Commission adopted Resolution No.
2014-28640, authorizing the City Manager to enter into an agreement with Florida International
University in an amount not to exceed $135,000, to provide archival digitalization and cataloging
services of historical documents and material for the City's Centennial anniversary (the
"Project"); and
WHEREAS, as of August 2015, and as part of the Project, 22,272 images and
documents have been scanned and archived; and
WHEREAS, the remainder of the documents to be archived includes oversized ledger
books and fragile newspapers, which require careful handling, including transportation to the
Wolfsonian Museum for scanning properly; conversion of slides and negatives to digital format;
and the preservation of original artifacts; and
WHEREAS, the Wolfsonian Museum has proposed to complete the digitization and
cataloguing of the remaining historical materials in the City's archives, and upload these
materials online, with a user-friendly interface, at an additional cost not to exceed $78,543.22
("Phase Two"); and
WHEREAS, this Amendment is necessary to complete the archiving and digitalization of
the City's archives.
NOW THEREFORE, in consideration of the mutual promises and conditions contained
herein, and other good and valuable consideration, the sufficiency of which is hereby
acknowledged, the City and Tyler hereby agree to amend the Agreement as follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this Amendment.
2. MODIFICATIONS.
This Amendment hereby amends the Agreement as follows:
a. Project Period
The Project Period, as set forth in Section I of the Agreement, is hereby extended
to December 31, 2016.
b. Statement of Work
The Statement of Work referenced in Section IV of the Agreement and set forth
in Appendix A to the Agreement is hereby amended to include the Statement of
Work attached hereto and incorporated herein as Appendix B.
c. Compensation
The total compensation payable by the City to FIU, as set forth in Section V of
the Agreement, is hereby increased by $78,543.22, for a total of$211,441.98.
3. RATIFICATION.
Except as amended herein, all other terms and conditions of the Agreement shall remain
unchanged and in full force and effect. In the event there is a conflict between the
provisions of this Amendment and the Agreement, the provisions of this Amendment
shall govern.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed
by their appropriate officials, as of the date first entered above.
FOR CITY:
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Appendix B
STATEMENT OF WORK AND BUDGET
Scope of Work: Miami Beach Digitalization Project Year ll (Two).
This Project will continue the work done in Year I (One). We will organize and make available
an additional 10,000 from the Office of the City Clerk. These will be uploaded online in a user-
friendly interface. They will be permanently hosted on a website. FIU intends, pending
approval of the City, to move the hosting of the website from current vendor, Sobeck Digital, to
FIU Libraries, where it will be maintained. The cost of migration is included in the budget.
There will be no additional annual costs associated with maintenance of the website.
Included in the process will be creating descriptive metadata, following the Library of Congress
Thesaurus for Graphic Materials (LOC-TGM) cataloging standards using the Metadata Object
Description Schema (MODS) record format, so that the uploaded materials can be searched by
users. The searchable digital archives can be made publicly available as per City of Miami
Beach determination.
Original materials from the Office of the City Clerk will be refiled and stored in archivally
appropriate storage media, and housed in space at the direction of the City.
Drs. Luca and Lipartito will supervise the chief research as well as FIU graduate students and
interns performing the digitizing work, cataloguing and storage. They will use digital equipment
purchased with funds from Year 1 (One).
Derek Merleaux, a digital archive specialist, will provide expertise in website design, metadata
creation and uploading of archival materials and migration of website to FIU hosting.
Deliverables
1. Research and selection of materials from City of Miami Beach Archives
2. Digitizing of 10,000 items from City of Miami Beach Archives
3. Cataloguing and creation of metadata tags for digitized items
4. Migration of webhosting to FIU Libraries
5. Uploading of digitized materials
Schedule
The digitizing, cataloging, researching and storage will take place on a continual basis
from November 1 through the duration of the project.
Migration of Website to FIU Libraries will be completed by end of calendar year 2015.
Budget
Senior Personnel
Salaries are for principal investigators Lipartito (20% summer), Luca and Merleaux, who will
head the project.
Luca and Merleaux will receive Extra State Compensation ($9,103.83) as this work falls outside
the scope of their assigned duties. It will be performed outside of their regular working hours
and offsite.
Other Personnel
Paula De La Cruz Fernandez will be chief researcher. The chief researcher will handle the day-
to-day work and be responsible for supervising the student assistant workers and interns. The
chief researcher will consult with the principal investigators as needed. Accordingly, we have
reduced the compensation for the Pls and increased the compensation for the chief researcher,
who will take on additional duties.
One funded MA student (9 months) will handle the scanning and uploading under the
supervision of the chief researcher, assisted by FIU student interns when available and
appropriate.
Two interns (one graduate, one undergraduate) will assist the MA student and chief researcher
in handling materials and scanning. Interns will be paid stipends at end of their semester of
internship.
Fringe Benefits:
FIU is currently using a fringe benefit rate of 27.76% for full time employees (faculty and
administrative), 39.17% for staff employees, 3.29% for Other OPS and Temporary Faculty
(except students), 5.82% for Graduate Student assistants, and 0.53% for Student OPS. This
rate is proposed at proposal submission and is an estimate for budgeting purposes only. The
project will be charged the actual cost of the fringe benefits.
Domestic Travel
Transportation is for mileage/bus fare for students and chief researcher from FIU to Miami
Beach work site. As with Year I, Miami Beach will provide parking.
Other Direct Costs:
1. Material costs are for archiving boxes and sleeves to store originals in stable, archival
appropriate containers.
2. Maintenance and repairs are included to reflect the usage and depreciation of the
scanning and computer equipment over two years. The equipment purchased in Year 1
belongs to the City of Miami Beach, but given heavy use of it over two years, we should
build in some funds for repairs. This amount can be removed from the grant if the City
agrees to handle repairs and replacement of worn equipment.
3. FIU Libraries will charge $4,000 to transfer digital archives to FIU Libraries server from
current vendor, Sobeck Digital Hosting. This will be a one-time charge and FIU Libraries
will maintain site and store, backup and provide disaster recovery plan for data on an
ongoing basis for no additional cost.
FIU will provide a tuition waiver as needed for the funded MA student.
Indirect Costs
Indirect costs, 5%, are overhead on grants charged by FIU for general costs imposed on the
university by grants.
1
Budget:
Salaries: / .Tt $59,775.28
Fringe Benefits: �� _$V,- � 4103S,
Domestic Travel $2,700.00
Other Materials & Supplies $3,887.00
Transfer of Digital Archive to FIU Libraries $4,000.00
Repairs & Maintenance $1,000.00
Indirect Costs (5%) $3,740.15
Total Direct and Indirect Costs $78,543.22