R7P-Enter Into Agmt w- FIU Archival Digitization And Cataloging ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Authorizing The City Manager To Enter lnto An Agreement With Florida lnternational
University ln An Amount Not To Exceed One Hundred Thirty-Five Thousand Dollars (9135,000) To Provide
Archival Digitization And Catraloging Services Of Historical Documents And Material For The City's
Centennial An
lntended Outcome Su
Maximize Miami Beach as a Brand Destination
Supporting Data (Surveys, Environmental Scan, etc.): NiA
Item Summary/Recommendation :
The City's Centennial will occur on March 26, 2015. On June 5, 2013, the City Commission adopted
Resolution No. 2013-28235 accepting the recommendation of the NCAC to establish an Ad Hoc
Committee for this purpose. On July 17 ,2013, the City Commission also adopted Resolution No. 2013-
28269 formally establishing the Ad-Hoc Committee.
As the City's planning efforts develop, the City Administration has identified a need to document, digitize
and catalog all the historical documents and material in the City Clerk's Office. Attached for your reference
(Exhibit "A") is a recently completed inventory of the City Clerk's Archives. The Wolfsonian Museum,
(under the direction of Dr. Frank Luca and Derek Merleaux, Digital Project Consultant) has submitted a
proposal to digitize and catalog approximately 10,000 historical materials from the City of Miami Beach
Archives and upload these materials online in a user-friendly interface. These materials will form part of the
core of visuals and artifacts that we will draw upon for the history book and exhibits. Florida lnternational
University's (FlU) history and design team will also explore all local archival resources (including print,
video, film, photography, web, oral history interviews, etc.) to selectthe bestand most captivating materials
for historical exhibitions. Dr. Luca will work with FIU graduate students in history to help him complete the
archival digitization work. The results can be permanently hosted on the City's website.
The City will also seek to get the public involved in our Centennial celebrations by inviting them to share
their photographic archives and personal collections to help us to tell us tell the story of our City.
Thousands of images exist in family albums, personal collections of the amateur photographers and home
moviemakers who have recorded the intimate lives of our community over many decades. Behind every
image is a story waiting to be told.
Financial lnformation:
Source of
Funds: --,
orr, @
Amount Account
1 $135,000 Resort Tax Contingency -FY 2013114.
Total $135,000
Financial lmpact Summary:
Max Sklar, Tourism, Culture and Economic Development Director
AGENDA 'TEU R.J PMIAMIBEACHDATE842
E MIAMIBEACH
Gity of Miomi Beoch, I200 Convenlion Cenler Drive, Miomi Beoch, Florido 33 | 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o
FROM: Jimmy L. Morales, City Manager
DATE: June 11, 2014
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE GITY OF
MIAMI BEACH, FLORIDA AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH FLORIDA INTERNATIONAL UNIVERSIW IN AN
AMOUNT NOT TO EXCEED ONE HUNDRED THIRTY.FIVE THOUSAND
DOLLARS ($135,000) TO PROVIDE ARCHIVAL DIGITIZATION AND
CATALOGING SERVICES OF HISTORICAL DOCUMENTS AND MATERIAL
FOR THE CITY'S CENTENNIAL ANNIVERSARY.
RECOMMENDATION
Adopt the Resolution.
FUNDING
$135,000 is available in the Resort Tax Contingency - FY 2013114.
BACKGROUND
The City's Centennial will occur on March 26, 2015. On June 5, 2013, the City Commission adopted
Resolution No. 2013-28235 accepting the recommendation of the NCAC to establish an Ad Hoc
Committee for this purpose. On July 17,2013, the City Commission also adopted Resolution No.
2013-28269 formally establishing the Ad-Hoc Committee.
As the City's planning efforts develop, the City Administration has identified a need to document,
digitize and catalog all the historical documents and material in the City Clerk's Office. Attached for
your reference (Exhibit "A") is a recently completed inventory of the City Clerk's Archives. The
Wolfsonian Museum, (under the direction of Dr. Frank Luca and Derek Merleaux, Digital Project
Consultant) has submitted a proposal to digitize and catalog approximately 10,000 historical
materials from the City of Miami Beach Archives and upload these materials online in a user-friendly
interface. These materials will form part of the core of visuals and artifacts that wewill draw upon for
the history book and exhibits. Florida lnternational University's (FlU) history and design team will
also explore all local archival resources (including print, video, film, photography, web, oral history
interviews, etc.) to select the best and most captivating materials for historical exhibitions. Dr. Luca
will work with FIU graduate students in history to help him complete the archival digitization work.
The results can be permanently hosted on the City's website.
843
City Commission Meeting
FIU - Centennial Archival Digitization
June 11,2014
Page 2 of 3
Scope of Work
The City of Miami Beach's informal archive contains numerous items pertaining to its history. This
project will organize and make accessible a portion of that body of material. The core of the pro.lect
will be to digitize and catalog approximately 10,000 historical items. These will be uploaded
online in a user-friendly interface. They will be permanently hosted on a website. lncluded 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.
Drs. Luca and Lipartito will train and supervise FIU graduate students performing the digitizing work.
They will be using appropriate digitizing equipment, which will be purchased with project funds.
Derek Merleaux, a digital archive specialist, will provide expertise in website design, metadata
creation and uploading of archival materials. The cost of hosting (one year cost) is included within
the project budget. The City of Miami Beach will hold the agreement with the hosting service and
have the option of continuing the website at its own expense thereafter.
Deliverables
1. Research and selection of materials from City of Miami Beach Archive.
2. Digitizing of ,l0,000 items from City of Miami Beach Archive.
3. Cataloging and creation of metadata tags for digitized items.
4. Design of website.
5. Uploading of digitized materials.
Schedule
July l-August15,2014'. Lipartito, Luca and Merleaux survey archive and make preliminary decision
of areas to emphasize for digitization. Purchase of equipment, web hosting and selection and
training of graduate students commences.
August l6-Decembet 31, 2014: All equipment purchased and operational; graduate students
working under direction of Luca, Lipartito and Merleaux in scanning, cataloguing, proofing, and
uploading of materials.
January 1-March 31, 2015: Approximately half of all materials are scanned, prepared and uploaded
for view. Website is ready to go live by or before Miami Beach Centennial date.
April 1-July 31, 2015: Completion of digitization project and uploading.
August 1-August 31 : Final proofing of webpage.
Logisfics
Project timeline and deliverables are contingent on following conditions:
FIU having suitable space to conduct work on site where materials are located. Good internet
access is also required so that scanned materials can be immediately catalogued and uploaded to
hosting site. All scanning shall be complete on site, except in sorne exceptional instances where
large-format materials may require transportation to the Wolfsonian for the use of special scanning
equipment. Availability of materials shall be unrestricted to students during office hours so that they
can complete the work steadily and on time.
844
. City Commission Meeting
FIU - Centennial Archival Digitization
June 11,2011
Page 3 of 3
Budget for Archival Digitization
Principal lnvestigators/Project Supervision: $38,250
Computer Equipment, Scanners and Peripherals: $9,445
Archival Conservation Supplies: $5,600
Digital Prolect Consultant: $9,000
Student Workers:
1 PhD Student Stipend $19,769.82
2 MA Students Stipends $19,570Benefits $13,100.16 (33.3%)
Student Tuition: ($52,272) Provided by FIU
Web hosting: $8,000 (annually)
Other Expenses: $4,000
Indirect Costs (5%): 96,336.75Total $133,071.73
The City will also seek to get the public involved in our Centennial celebrations by inviting them to
share their photographic archives and personal collections to help us to tell us tell the story of our
City. Thousands of images exist in family albums, personal collections of the amateur photographers
and home moviemakers who have recorded the intimate lives of our community over many decades.
Behind every image is a story waiting to be told.
CONCLUSION
The Administration recommends adopting the attached resolution authorizing the City Manager to
enter into an agreement with Florida lnternational University in an amount not to exceed One
Hundred Thirty-Five Thousand Dollars ($135,000) to provide archival digitization and cataloging
services of historical documents and material for the City's Centennial Anniversary.
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845
EXHIBlT "A'
INVENTORY OF MATERIAL IS THE CITY CLERK's ACHIEVES
AS OF APRTL 7, 2014
DESCRIPTlON MATERIAT CURRENTLY
AVAIIABLE IN DIGITAL
FORMAT
MATERIAL
NOT CURRENTTY
AVAITABLE IN DIGITAL
FORMAT
TOTAL
BOOKS 25 90 115
BROCHURES 27 250 277
DVDS/VHS TAPES 0 81 81
KARDVEYER CARDS 0 40,000 40,000
MAPS/MISCELtANEOUS 40 420 450
NEGATIVES 293 27,105 21,398
NEWSPAPER CLIPS 330 1,000 1,330
ORDINANCES 900 2,971 3,87L
PHOTOGRAPHS 2,000 7,750 9,750
RESOLUTIONS 8,000 20,608 28,608
SLIDES 72 3,377 3,389
VINTAGE POSTCARDS t43 138 28t
846
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA AUTHORIZING THE CIry
MANAGER TO ENTER INTO AN AGREEMENT WITH FLORIDA
INTERNATIONAL UNIVERSIry IN AN AMOUNT NOT TO EXCEED
ONE HUNDRED THIRTY-FIVE THOUSAND DOLLARS ($135,000)TO
PROVIDE ARCHIVAL DIGITIZATION AND CATALOGING SERVICES
OF HISTORICAL DOCUMENTS AND MATERIAL FOR THE CIryS
CENTENNIAL AN NlVERSARY.
WHEREAS, the City of Miami Beach Centennial wlll occur on March 26, 2015; and
WHEREAS, the City Adminlstration has identified a need to document, digitize and
catalog all the historical documents and material in the City Clerk's Office; and
WHEREAS, the Wolfsonian Museum, (under the direction of Dr. Frank Luca and Derek
Merleaux, Digital Prolect Consultant) has submitted a proposal to digitize and catalog
approximately 10,000 historical materials from the City of Miami Beach Archives and upload
these materials online in a user-friendly interface; and
WHEREAS, these materials will form part of the core of visuals and artifacts that we will
draw upon for the history book and exhibits; and
WHEREAS, Florida lnternational University's (FlU) history and design team will also
explore all local archival resources (including prlnt, video, film, photography, web, oral history
interviews, etc.) to select the best and most captivating materials for historical exhibitions. Dr.
Luca will work with FIU graduate students in history to help him complete the archival
digitization work; and
WHEREAS, the results can be permanently hosted on the City's website.
NOW, THEREFORE, BE IT DULY RESOLVED THAT THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, hereby authorize the City
Manager to enter into an agreement with Florida lnternational University in an amount not to
exceed One Hundred Thirty-Five Thousand Dollars ($135,000) to provide archival digitization
and cataloging services of historical documents and material for the City's Centennial
Anniversary.
PASSED and ADOPTED this 11th day of June, 2014.
ATTEST:
PHILIP LEVINE
MAYOR
RAFAEL GRANADO
CITY CLERK
T:\AGEN DA\201 4\J une\TCED\Reso Approving Agreement wtih Fl U RESO.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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