HomeMy WebLinkAboutAmendment No. 2 to the PSA between the CMB and Access Information Management Corporation for commercial records management pursuant to RFP 2021-091-KB �azi - 31�36
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RFP 2021-091-KB Commercial Records Management Amendment No.2 between the City of Miami Beach
and Access Information Management Corporation
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Access Information Management Corporation Citywide
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Rafaei Granado
(see attached funding accounts for multiple departments David Martinez
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X � Type 1—Contract,amendment,change order or task order resulting from�a prowrement-issued competitive solicitation.
Type 2—Other conVact,amendment,change order or task order not resulting from a procurement-issued competitive solicitation.
Type 3—Independent Contractor Agreement(ICAJ Type 6—Tenant Agreement
Type 4—Grant agreements with the City as the recipient Type 7—Inter-governmental agency agreement
Type 5—Grant agreements with the City as the grantor Ofher:
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On September 17, 2021, the Mayor and City Commission adopted Resolution No 2021 31836, pursuant to Request for
Proposal{"RFP')No. 2021-091-KB for Commercial Records Management("AgreemenY'),authonzing the Administration to
negotiate an Agreement with Access Information Management Corporation("Contractor").
On Apri)4, 2022,the City and the Contractor entered into an Agreement to provide comprehensive records management
services, including off-site storage, inventory management, retrieval, pick-and-delivery, access to an electronic records
management portal,and destruction services.The RFP established a contract term of three(3)years and six(6)months,with
the option for two(2)additional two-year renewal optio�s.
Staff submitted an amendment to the City Commission on September 14,2022,to add line items and clarify service obligations
between the parties.As a result,on May 11,2023,Amendment No. 1 was executed to incorporate the additional line items
and clarify the service obligations.
The Agreement has been providing comprehensive records management services, including off-site storage, inventory
management,retrieval,pick-and-delivery,access to an electronic records management portal,and destruction services.These
services play a crucial role in managing all aspects of records handling and ensuring regulatory compliance.The initial contract
expiration date was October 3,2025.On May 28, 2025,the City Manager approved the first two(2)-year renewal option,
extending the Agreement through October 3,2027.
On July 2,2025,the Contractor requested a rate adjustment pursuant to Section 4.2 of the Agreement. Under Section 4.2,
"Escalation,"rates remain fixed during the Initial Term,but the City Manager may consider adjustments ninety days 6efore its
expiration. Any adjustments must be based on the corresponding changes in the Consumer Price Index (CPI-U) for the
Miami/Fort Lauderdale/West Palm Beach area. Upon receipt of the request from Access, the Procurnment Department ,
reviewed and analyzed the CPI for the prior year.On September 5,2025,the Contractor formaily requested a 2.89'o increase,
contingent upon the City Manager's approval,which Procurement confirmed aligns with the applicable CPI-U.
Based on the justification herein and pursuant to the authority granCed 6y Section 4.2, "Escalation,° the purpose of
Amendment No. 2 is to formally update Exhibit B, "Fees," to incorporate the approved 2.8% rate adjustment, effective
retroactively to October 1,2025,as authorized by the City Manager.Section 4.2 permits the Contractor to request annual cost
adjustments supported by documented increases,subject to approval by the City Manager.This Amendment memorializes
the approved adjustment and updates[xhibit B to reflect the revised rates.Accordingly,this item requests the City Manager's
signature.
April 4,2022—Ocrober 3,2025 two(2)additional two-year periods April 4,2022—October 3,2029
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Grant Funded:��Yes � No State ��Federal X Other: .
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1 596,714_Z4([slimated�TutalJ See attached funding sheet per department Yes x No
$2,917.90(Estimated Increase)
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1.For contracts longer than five years,contact the Procurement Department.2.Attach any supporting explanation needed.
3. Budget approval indicates approval for the current fiscal year only. Future years are subject to approval by the City
Commission of the annual adopted operating budget.
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City Commission Approved: Yes X No Resolution No. CC Agenda Item�No.: � CC Meeting Date:
If no,exp�ain why CC approva)is not required:Pursuant to Section 4.2,"Escalation,"of the Agreement,the Contractor may
request annual cost adjustments based on documented increases,subject to approval by the City Manager.
Legal Form Approved: X Yes No If no,explain below why form approval is not necessary:
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Procurement: Grants: N�A
Kristy Bada -°.••�
l�;sh bada 1/26/2026�1: 5 EST
8udget Analyst: Information N/A
Aarti Ramsubhag dX 1/29/2026�9: 5-��nology:
Budget Analyst:
Ayanna DaCosta- +�•- V29/2026�5: 8 EST
Earle
Budget Analyst: � 2l2�2026�10, 5 EST
Isadora Gonzalez -.
Budget Analyst: -'"
Kyle Teijeiro �i 2/2l2026�3:5 EST
Budget Analyst: -•M�
Nicole Nunez �`K 2/2/2026(421 EST
Budget Analyst:
Yelina Iglesias f�l 2/3/2026�11: EST
Budget:
Tameka Otto Stewart ���e�<
('antEn(4{fe Sfu✓n+f 2/3/2026�1:2 EST
Risk Management: N/A Fleet&Facilities: N/A
Human Resources: N/A Reviewer: �"v 1/26/2026�9:33 E 7
Febe Perez _
Reviewer:
Theresa Buigas r��. 1/z6/2o26�12:4a EST
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ACCESSINFORMATION MANAGEMENTCORPORATION
RFQ 2021-091
Amendment %Increase
Most Recent Most Recent No.2 Estimated New
BudgetAnalyst pepartmentname GLAccountnumber Estimated
PO# OrderAmount Percentage POAmount
Amount
Increase
20250867 $ 5,000.00 AartiRamsubhag BuildingDepartment 410d510-000323 2.8°�0 $ 140.00 $ 5,140.00
20253404 $ 1,104.34 AartiRamsubhaQ Housi�R&CommunityServices 011-0320-000343 2.8°0 $ 30.92 $ 1,135.26
20260036 $ 142.00 AartiRamsubhaK OfliceoflnspectorGeneral 160-0330-000343 2.8°!0 $ 3.98 $ 145.96
20260044 $ 500.00 Aarti Ramsubha� Tourism&Culture 140-6080-000343 2.8% $ 14.00 a 514.00
20250629 $ 300.00 Ayanna DaCosta-[arte Asset ManaRement 011-0534-000325 2.8% $ 300.00 $ 600.0�
20260229 $ 720.00 Ayanna OaCosta-Earle Economic Development 011-p531•000343 2.8°h $ 20.16 $ 740.16
20260122 $ 1,000.00 Ayanna DaCosta-Earle Facilities&Fleet Management 520-1720-000325 2.8°/a $ 28.00 $ 1,028.00
20261009 $ 7,000.00 AyannaDaCosta-Earle FinanceAdministration 011-0360-000349 2,SWo $ 196.00 $ 7,196.Q0
20260561 $ 100.00 Ayanna DaCosta-Earle Grants Mana�emcnt 011-0650-000323 2.8°h $ 2.80 $ 102.80
20261066 $ 7,000.00 Ayanna DaCosta-Earle ParkinRAdministration 480-0461-p00325 2.8% $ 196.00 $ 7,196.00
20260579 $ 4,000.00 IsadoraGonzalez CityAttorney 011-1410-000343 2.8% $ 112.00 $ 4,112.OQ
20260022 $ 1,000.00 IsadoraGonzalez MayorandCityCommissioners 011-0100-000324 2.8% $ 28.00 $ 1,028.00
20260004 $ 3,000.00 Isadora Gonzalez Procurement 011-0620-000343 2.8°k $ 84.00 $ 3,084.00
20260008 $ 2,OQ0.00 Isadora Gonzatez Public Works Engineering 011-0815-000323 2.8% E 5fi.00 $ 2,056.00
20260216 $ 800.00 Isadora Gonzatez Public Works Greenspace 011-0940-Q00325 2.8°/a $ 22.40 $ 822.40
20260186 $ 1,000.00 Isadora Gonzatez PW Operations Water 425-0410-000325 2.8% $ 28.00 $ 1,028.00
20260186 $ 1,000.00 Isadora Gonzalez PW OperationsWater 425-0420-000325 2.8°h $ 28.00 $ 1,028.00
20260186 $ 1,000.00 Isadora Gonzalez PW Operations Water 425-0427-000325 2.8°!0 $ 28.00 $ 1,028.00
20260186 $ 1,000.00 Isadora Gonzalez PW Operations Water 011•0840•000325 2.8Wo $ 28.00 $ 1,028.00
20260017 $ 750.00 Isadora Gonzalez PW Sanitation 435-0430-000341 2.8% $ 21.00 $ 771.00
20260745 $ 2,000.00 KyleTeijelro CapitallmprovementProgram 011-0820-000343 28% $ 56.OQ $ 2,056.00
20260930 $ 20,000.00 NicoleNunez CityClerk 011-0210-000323 2.8% $ 560.00 a 20,560.00
20260355 $ 2,000.00 Nicole Nunez Code Compliance 011-1520-000312 2.8% $ 56.00 $ 2,056,00
20260033 $ 2,000.00 Nicole Nunez Parks and Recreation Admin. Ol1-0950-000343 2.8% $ 56.00 $ 2,056.00
202604�2 $ 12,000.00 Nicole Nunez PlanninK 011-0520-000343 2.8% $ 336.00 � 12,336.00
2D260102 $ 380.00 Yelina IRlesias CiryManaRer's Ottice 011-0310-000325 2.8% $ 30.64 $ 390.64
20260300 $ 2,000.00 YelinalRlesias FireSuppression 011-1210-p00325 2.8% $ 56.00 $ 2,056.00
20260422 $ 5,000.00 Yelina I�lesias Human Resources Ol1-0370-000343 2.8°� $ 140.00 $ 5,140.00
20260280 $ 10,000.00 Yelina IRlesias Police 011-1150-000312 2.8% $ 28D.00 $ 10,280.00
EstimatedAmount $ 2,917.90 $ 96,714.24
"No POs on lile/or Transportation,Marketlng&Communications,OMB,Emironmenta(&Sustainabilityand fhe!T Departments.
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AMENDMEN7 NO. 2
TO TNE PROFESSIONAL SERVECES AGREEMENT BETWEEN
THE CITY QF MIAMI BEAGH, FLQRIDA AND
ACG�SS INFORMATION MANAGEMENT C(?RPORATION
FOR COMMERCIAL RECORDS MANAGEMENT
PURSUANT TO RFP 2021-091-KB
2/10/2026 � 10:02 EST
This Amendment No. 2 (the"Second Amandment"}to the Agreemenf (as defined below),
by and between the City of Miami Beach, Florida, a municipal corporation organized and existing
und�r the �aws of the State of Fiorida, having its principal place of business at 1700 Convention
Genter L7rive, Miami Beach, Florida 33139 (the "City"), and Access Information Management
eorporation, a Massachusetts corporation, having its principal place af business at 4 �irst
Avenue, Peabody, Massachusetts 01960 ("Consultant"}, is entered into this ____ day of
_,M___,_._.________, 202__("Effective Date"), and hereby amends the Agreement as follows:
RECITALS
WHEREAS,on September 17,2021,the Mayor and City Commission approved the award
of Request for Proposai (RFP) No. 2021-091-KB for Commercial Records Management;
WHEREAS, on April 4, 2022, the City and Consultant entered into that certain
Professional Services Agreement, dated April 4, 2022 (as amended by the First Amendment,
defined below, the"Agreement");
WHEREAS, on May 11, 2023, the City and Consultant entered into that certain
Amendment No. 1 (the "First Amendment"}, clarifying obligations for both the City and the
Consultant, and adding additional line items ko Exhibit B to the Agreement;
WHEREAS, Pursuant to Section 4.2 of the Agreement, upon the expiration of the Inikial
Term and commeneement of the first Renewal Term, Consultant may request, and the Gity
Manager may cansider, annual cost adjustments;
WHEREAS, such adjustments, if any, shall be based on corresponding changes in the
Consumer Price Index(CPI)for Miami- Ft. Lauderdale-West Palm E3each, �s established by the
United States Bureau of Labor Statistics;
WHEREAS, on Septamber 5, 2025, the Consultant submitted a rate adjustment request
to the Procurement Department reflecting a 2.8% CPI-U increase based on the October 1, 2025,
indox for the Miami/Fort Lauderdale Urban Area; and
WHEREAS, the purpose of this Second Amendment is to amend Exhibit B to the
Agreement to reflect a 2.8% increase, with the revised rate effective retroactively to October 1,
20?_5.
NOW THEREFORE, in consideration of the mutual promises and conditions contained
herein, and ather good and valuable car�siderations, the sufficiency of which is hereby
acknowledged, the City and the Consultant hereby agree to amend the Agreement as follows:
1. ABQVE REGITAL.S. The above recit�is are true and correct and are incorporated as part
of this Second Amendment.
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2. MODlFICAr14NS. Th�Agreement is hereby modifi�d as follows:
(a} Effective October 1, 2025, Exhibit B to the Agreement is deleted in its entirety and replaced
witt�the attached Amended Exhibit B, incorporating the appraved 2.8% CPI-l1 adjustment.
[SIGNATURE PAGE TO FOL�OW]
Page 2 of 4
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IN WI7NESS WHEREUF, the parties hereto have caused this Second Amendment to be
executed by their appropriate officials, as of the Effective Date.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
DocuSigned by: �
��,c, �. ��.a.d.b C� � ,
gy: ,c�.
a �a��'�BF�ri a-ado, City Cferk� Er�c Carpenter City Manager
2/10/2026 � 10:02 EST
Date .�-- --------__��._.--- -------
FOR CONSULTANT: ACGESS INF4RMATI4N MANAGEMENT
CORPORATION
ATTEST:
DocuSipned by: Oocu3fgnetl by:
�;��, �� �M.�Y'Ua �In.bW
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—q7ionsFnnasnaon f3y 345F08220188�83...
Witness Signature � � Autharized Signatory� �
Richard �angtry S�P Marcia snow SVP Client
success & Na
Print Name/Title Print Name/Title
12/29/2025 12/29/2025
Date .���mm� � Date �_ .._.._
APPROVED AS TO
FORM & LANGU�GE
& F'OR CXECUTI�N
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City/�ttarney Y:<:<:� Date �
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