Submitted By: Lyn Cole
presenter
Presentation By: Michael Balken
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Department: Police
STAFF RECOMMENDATION (Motion Ready):
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Approve the purchase of a retractable file system for the Ocala Police Department’s Records Division utilizing a Sourcewell Cooperative Purchasing Agreement in the amount of $69,995
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Ocala Police Department Records Division has relied on a traditional file storage system since its inception. Available storage space has become critically limited given the legal requirements for indefinite retention of many records. A retractable file system will maximize storage capacity while ensuring secure, organized document management. This system includes locking mechanisms for enhanced file security. Pricing from Workspace Technology, Inc. is based on Sourcewell contract #110923-SPCF1.
FINDINGS AND CONCLUSIONS:
Although the initial investment in a retractable file system is higher than traditional filing cabinets, its long-term benefits make it a cost-effective solution. This system will optimize space utilization, improve document accessibility, and enhance overall efficiency in records management.
As a political subdivision of the State of Florida, the City of Ocala qualifies as an eligible user of Sourcewell cooperative purchasing agreements to procure high-density mobile shelving solutions from Spacefile International Corp. under Sourcewell Contract No. #110923-SPCF1. Sourcewell Contract No. 110923-SPCF1 is effective for a term commencing on execution and ending on December 29, 2027. This contract has been evaluated and determined by the City’s Procurement Department to be cost-effective and to afford the City best value.
Workspace Technology, Inc., an authorized dealer for Spacefile International Corp., has provided a quote for the provision and installation of a retractable file system subject to the pricing and terms of Contract No. 110923-SPCF1. Expenditures will be tracked under Munis Contract No. OPD/250405.
FISCAL IMPACT:
Funding for this system is budgeted in the Fiscal Year 2024-25 OPD/Logistics account 001-018-822-521-66-64010 (Machinery & Equipment).
PROCUREMENT REVIEW:
These goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny