2017-29811 Reso 2017-29811
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, APPROVING AND AUTHORIZING THE CITY
MANAGER TO EXECUTE, SUBSTANTIALLY IN THE FORM
ATTACHED TO THIS RESOLUTION, AMENDMENT NO 2 TO THE
AGREEMENT, DATED AUGUST 15, 2014, BETWEEN THE CITY AND
THE FLORIDA INTERNATIONAL UNIVERSITY BOARD OF
TRUSTEES (FIU) FOR THE MIAMI BEACH ARCHIVES
DIGITALIZATION PROJECT; SAID AMENDMENT: (1) EXTENDING
THE PROJECT PERIOD TO AUGUST 31, 2018; (2) INCREASING THE
SCOPE OF THE PROJECT TO INCLUDE DIGITALLY SCANNING/OCR
(OPTICAL CHARACTER RECOGNITION) AND ARCHIVING
HISTORICAL ORDINANCES FROM 1915 THROUGH 1989 AND
APPROXIMATELY 15,000 ADDITIONAL IMAGES; AND (3)
INCREASING THE CONTRACT SUM BY AN AMOUNT NOT TO
EXCEED $60,000, FOR A TOTAL CONTRACT PRICE NOT TO
EXCEED $273,543.22.
WHEREAS, the City of Miami Beach celebrated its Centennial on March 26, 2015; and
WHEREAS, the City Administration has identified a need to document, digitize, and
catalog the City's historical documents and other materials, which are currently archived by the
Office of the City Clerk; 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 ("Agreement") with
Florida International University ("FIU"), 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archival digitalization and cataloging services of historical documents and material for the City's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, on August 15, 2014, the City and FIU executed the Agreement for a Project
Period commencing on August 15, 2014 and ending on January 31, 2016; and
WHEREAS, Phase One of the Project began in late August 2014, when the City and
FIU installed scanning equipment and developed a cataloging methodology for the City's
archives; and
WHEREAS, in February 2015, the archival database became accessible to the public
via the City of Miami Beach's website; and
WHEREAS, as of August 2015, and as part of the Project, 22,272 images and
documents had been scanned and archived; and
WHEREAS, on October 14, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29161, authorizing the City Manager to execute Amendment No. 1, approving the
continuation of the Project for an additional amount not to exceed $78,543.22 ("Phase Two"),
increasing the total contract amount to $213,543.22, and extending the Project Period for an
additional period, commencing on February 1, 2016 and ending on December 31, 2016; and
WHEREAS, Kenneth Lipartito, Ph.D., Professor of History at FIU, has proposed to
complete the digitalization, optical character recognition (OCR) and cataloging of the remaining
historical materials in the City's archives, including the historical Ordinances, from 1915 to 1989,
and upload these materials online, with a user-friendly interface, at an additional cost not to
exceed $60,000 ("Phase Three"), which would increase the total contract price to an amount not
to exceed $273,543.22; and
WHEREAS, at the February 8, 2017 City Commission Meeting, the City Commission
approved the appropriation of$60,000 for the continuation of Phase Three of the Project; and
WHEREAS, during Phase Three of the Project, FIU will scan, organize, digitally archive
and make available online historical City Ordinances from 1915 through 1989 and over 15,000
additional images and documents currently archived by the Office of the City Clerk; and
WHEREAS, in order to preserve these historic original materials, FIU will refile, OCR
(optical character recognition) the documents and store these materials on archival storage
media, housed at Sobeck Digital, to FIU Libraries in a manner to be determined by the City; and
WHEREAS, the Administration recommends that the Mayor and City Commission
approve, in substantial form, Amendment No. 2, incorporated herein by reference and attached
hereto as Exhibit "1".
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City
Commission hereby approve and authorize the City Manager to execute, substantially in the
form attached to this Resolution, Amendment No 2 to the Agreement, dated August 15, 2014,
between the City and the Florida International University Board Of Trustees (FIU) for the Miami
Beach Archives Digitalization Project; said Amendment: (1) extending the Project Period to
August 31, 2018; (2) increasing the scope of the Project to include digitally scanning, archiving
and using optical character recognition to historical ordinances from 1915 through 1989 and
approximately 15,000 additional images and documents; and (3) increasing the contract sum
by an amount not to exceed $60,000, for a total contract price not to exceed $273,543.22.
PASSED and ADOPTED this 26 day of April 2017. �,„`'
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AMENDMENT NO. 2 TO THE AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
THE FLORIDA INTERNATIONAL UNIVERSITY BOARD OF TRUSTEES
This Amendment No. 2 ("Amendment")to the Agreement, dated August 15, 2014, 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 ("FIg"), for work
slated to the Miami Beach Archives Digitalization Project is entered into this ' day of
, 2017 ("Effective Date").
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 ("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, on August 15, 2014, the City and FIU executed the Agreement for a Project
Period commencing on August 15, 2014 and ending on January 31, 2016; and
WHEREAS, as of August 2015, and as part of the Project, 22,272 images and documents
have been scanned and archived; and
WHEREAS, on October 14, 2015, the Mayor and City Commission adopted Resolution
No. 2015-29161, authorizing the City Manager to execute Amendment No. 1, approving the
continuation of the Project for an additional amount not to exceed $78,543.22 ("Phase Two"),
increasing the contract amount to$213,543.22, and extending the Project Period for an additional
period, commencing on February 1, 2016 and ending on December 31, 2016; and
WHEREAS, the Agreement and Amendment No. 1 shall be collectively referred to herein
as (the "Agreement"); and
WHEREAS, on April 26, 2017, the Mayor and City Commission adopted Resolution No.
2017-298 I , approving Amendment No. 2 to the Agreement; said amendment: (1) extending
the Project Period to August 31, 2018; (2) increasing the scope of the Project to include digitally
scanning, archiving and applying optical character recognition (OCR)to historical ordinances from
1915 through 1989 and approximately 15,000 additional images and documents; and (3)
increasing the contract sum by an amount not to exceed $60,000, bringing the total contract sum
to an amount not to exceed $273,543.22 ("Phase Three").
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 FIU 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 Article I of the Agreement, is hereby extended
through and including August 31, 2018.
b. Statement of Work
The Statement of Work referenced in Article IV of the Agreement is hereby
amended to include Appendix C to the Agreement, in connection with Phase Three
of the work.
c. Compensation
The total compensation payable by the City to FIU, as set forth in Article V of the
Agreement, is hereby increased by $60,000, for a total not-to-exceed amount of
$273,543.22.
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
•
Page 2 of 6
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:
ATTEST:
By: ,-
Raf el E. G nado Jim �. L. More
City Clerk City ; anager
Date 2 •
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FOR FIU: '
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ATTEST: Sy-q/9%*•........•' N// ,
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By: '1,`\ V '
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Lu."illa Etienne
Associate Director, Pre-Award
na 6/dr atfiVrdifiea ( Office of Research and Economic
Print Name/Title Development
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Date
Page 3 of 6
•
Appendix C
STATEMENT OF WORK AND BUDGET
Scope of Work: Miami Beach Digitalization Project Year 3 (Phase Three).
This Project will continue the work done in Years I (One) and II (Two). FIU will organize and make
available an additional 10,000 historical documents from the Office of the City Clerk. These will
be uploaded online in auser-friendly interface. They will be permanently hosted on a website. FIU
Digital Libraries will continue to provide the serve and hosting of the archives on a permanent
basis. The cost of adding new material to the FIU server 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.
Dr. 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 (Phase One).
Dr. Paula de la Cruz Fernandez will be responsible for the creation of the metadata and catalog
according the LOC-TGM standards. She will coordinate with an onsite FIU graduate student who
will conduct the scanning and physical storage work.
Deliverables
1. Research and selection of materials from City of Miami Beach Archives
2. Digitizing of 15,000 historically significant items from City of Miami Beach Archives
3. Cataloguing and creation of metadata tags for digitized items
4. Uploading of scanned images to FIU Digital Libraries server
5. Scanning and Optical Character Recognition of Miami Beach City Ordinance from 1915 to
1990s.
Schedule
The digitizing, cataloging, researching and storage will take place on a continual basis from May
1, 2017 through the duration of the project, ending August 31, 2018.
Page4of6
Budget Justification
Senior Personnel
Salaries are for principal investigator Lipartito ($9927.07 first year, $7,948.48carry over), and co-
PI Rogers ($2,575.90 year 1). Lipartito will direct the project and have overall responsibility.
Rogers will manage the library dPanther site which hosts the on line database at
http://dpanther.fiu.edu/dPanther/collections/mbda.
Other Personnel
Paula De La Cruz Fernandez, will be chief researcher. The chief researcher will oversee the day-
to-day work and be responsible for supervising the student assistant workers and interns and
perform the majority of the cataloguing. The chief researcher will consult with the principal
investigator as needed.
One funded MA student(16 months)will handle the scanning and uploading under the supervision
of the chief researcher, assisted by FIU student interns when available and appropriate.
Fringe Benefits:
FIU is currently using a fringe benefit rate of 33.22% for full time employees (faculty and
administrative), 46.23%for staff employees, 2.87%for Other OPS and Temporary Faculty(except
students), 5.82% for Graduate Student assistants, and 0.04% 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.
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.
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.
Page 5 of 6
Budget:
Salaries:
$71,451.46
Fringe Benefits: $ 8,700.17
Other Materials & Supplies $3,000.00
Repairs & Maintenance $100.00
Indirect Costs (5%) $4,162.58
Total Direct and Indirect Costs $87,414.21*
*the total Budget Cost includes $27,414.21 of unused Project funds, brought forward from
fiscal year 2016-2017.
Page 6 of 6
Resolutions -C7 K
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales
DATE: April 26, 2017
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH,APPROVING AND AUTHORIZING THE CITY MANAGER
TO EXECUTE, SUBSTANTIALLY IN THE FORM ATTACHED TO THIS
RESOLUTION,AMENDMENT NO 2 TO THE AGREEMENT, DATED AUGUST
15, 2014, BETWEEN THE CITY AND THE FLORIDA INTERNATIONAL
UNIVERSITY BOARD OF TRUSTEES (FIU) FOR THE MIAMI BEACH
ARCHIVES DIGITALIZATION PROJECT; SAID AMENDMENT: (1)
EXTENDING THE PROJECT PERIOD TO AUGUST 31, 2018; (2)
INCREASING THE SCOPE OF THE PROJECT TO INCLUDE DIGITALLY
SCANNING/OCR (OPTICAL CHARACTER RECOGNITION) AND
ARCHIVING HISTORICAL ORDINANCES FROM 1915 THROUGH 1989 AND
APPROXIMATELY 15,000 ADDITIONAL IMAGES; AND (3) INCREASING
THE CONTRACT SUM BY AN AMOUNT NOT TO EXCEED $60,000, FOR A
TOTAL CONTRACT PRICE NOT TO EXCEED $273,543.22.
RECOMMENDATION
The Administration recommends approving the Resolution.
ANALYSIS
FIU proposes to complete the digitalization and cataloging of the remaining historical materials
in the City's archives, including historical Ordinances from 1915 through 1989, and upload these
materials online, with a user-friendly interface, at an additional cost not to exceed $60,000
("Phase Three").
During Phase Three of the Project, FIU will digitally archive, organize, OCR, and make
available online historical Ordinances from 1915 through 1989, an additional 15,000 remaining
historical documents currently archived by the Office of the City Clerk.
CONCLUSION
Authorize the City Manager to execute, in a form to be approved by the City Attorney, an
Amendment to the Agreement, dated October 14, 2015, with Florida International University, in
an amount not to exceed $60,000,to complete the Miami Beach Archival Digitalization Project.
Page 640 of 1596
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Amount 1 $60,000 Account 1 011-0210-000312-03-400-579-00-00-00-
Legislative Tracking
11'U210'0U031Lggh»/ativeTnaoking
Office of the City Clerk
ATTACHMENTS:
Description
o Amendment 2 to contract with F|U MBDA
o Resolution Amending Aont2with F|UM8OA
Page 641 of 1596