Agenda 01/24/2017 Item #16E301/24/2017
EXECUTIVE SUMMARY
Recommendation to waive the formal competitive process in the best interest of the County and
approve a negotiated Agreement #17-7058 with Robert Flinn Records Management Center.
OBJECTIVE: To obtain records retention, storage and retrieval services in a cost effective and
responsive manner for County departments and Constitutional offices.
CONSIDERATIONS: Florida Statute requires County departments and Constitutional offices to
maintain a records retention program. The County has begun an aggressive electronically stored data
media program; however, several County departments and Constitutional offices have approximately
11,000 boxes of paper copy documents stored in a warehouse off the main County government complex.
The Robert Flinn Records Center is located locally allowing for frequent access and inspection services.
There would be significant cost and use of resources to move the 11,000 boxes, and Staff recommends
continuing storage at this facility based on prior use and convenience of location. The Procurement Services
Director has reviewed this information and believes it to be in the best interest of the County to utilize Robert
Flinn Records Management Center for these services. Staff recommends that the Board waive the formal
competitive process as provided in the Board’s Procurement Ordinance #2013-69, as amended, Section 9
Formal Competitive Threshold.
LEGAL CONSIDERATION: This item is approved as to form and legality and requires majority vote
for approval. - CMG
FISCAL IMPACT: Historically, the cost of these services for County departments has been
approximately $28,000 and $20,000 for Constitutional offices annually, based on the approved budgets.
Funds are budgeted in the various departments in the FY 2016-17 department cost centers.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
RECOMMENDATION: That the Board of County Commissioners 1) waives the formal competitive
process pursuant to Procurement Ordinance #2013-69, as amended, Section 9 Formal Competitive
Threshold based on the best interest of the County, and 2) authorizes the Chairman to execute the attached
Agreement #17-7058 with Robert Flinn Records Management Center, Naples, Florida.
Prepared by: Matt Catoe, Procurement Strategist
ATTACHMENT(S)
1. Waiver Request - Robert Flinn Records Management Center (PDF)
2. 17-7058-NS RobertFlinn_Agreement (PDF)
16.E.3
Packet Pg. 914
01/24/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Item Summary: Recommendation to waive the formal competitive process in the best interest of
the County and approve a negotiated Agreement #17-7058 with Robert Flinn Records Management
Center.
Meeting Date: 01/24/2017
Prepared by:
Title: Procurement Specialist – Procurement Services
Name: Adam Northrup
01/03/2017 12:46 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
01/03/2017 12:46 PM
Approved By:
Review:
Administrative Services Department Pat Pochopin Level 1 Division Reviewer Completed 01/09/2017 2:12 PM
Procurement Services Matthew Catoe Additional Reviewer Completed 01/09/2017 2:13 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 01/09/2017 2:17 PM
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 01/10/2017 8:16 AM
Procurement Services Ted Coyman Additional Reviewer Completed 01/11/2017 5:50 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/12/2017 10:07 AM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 01/13/2017 9:01 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/13/2017 9:41 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/17/2017 8:48 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 01/17/2017 10:16 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 01/17/2017 2:10 PM
Board of County Commissioners MaryJo Brock Meeting Pending 01/24/2017 9:00 AM
16.E.3
Packet Pg. 915
Instructions
Completed waiver requests accompanied by the business case and backup documentation must be submitted to
the division’s Procurement Strategist for any amount above $3,000.
Purchases above $3,000 require three quotes or formal competition. The division must provide justification to the
Procurement Director to request consideration to waive the competitive purchasing process and purchase
from a single vendor. Waivers of greater than $50,000 will require approval by the Board of County
Commissioners. To qualify for a waiver: select a waiver category, provide the research conducted and the
supporting rationale and acquire the approval signature from your director. Send the waiver request, the business
case and contract materials to your Procurement Strategist.
Requester Name: Vendor Name:
Division: Item / Service:
Budget Year: Anticipated Cost:
Sole Source: Single Source: Standardization:
Emergency: Describe the public health or safety issues that requires the immediate product or service (i.e., The
supply of vaccination was completely depleted within hours of delivery to the employee health center; the current
vendor will not receive another shipment for 2 weeks).
Compatibility / Proprietary (One of a Kind or No Substitute Available): Describe the research completed to
determine that there is only one product or service capable of meeting the County’s existing conditions and that no
other vendor can provide a product, component, or replacement part that may be substituted.
Authorized Distributor: Describe the research completed to find similar features and operability, and a letter from
the manufacturer naming the single source authorized distributor(s) in the southwest Florida region.
It is a felony to knowingly circumvent a competitive process for commodities or services by
fraudulently specifying sole source. Florida Statute 838.22(2).
Requested by: Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director: Signature: Date:
Attachments:Business Case,Sole/Single Source Letter, Executive Summary for Standardization
Collier County
Waiver Request
XXXXXXXX
Matt Catoe Robert Flinn Records Management Center
Procurement Services Record Storage Services
2016/2017 $ 48,000.00
■
Robert Flinn Records Management Center, a local vendor currently stores approximately 11,000 boxes of paper
copy documents from all County departments and Constitutional offices in a warehouse off the main County
tl
Matt Catoe Matt Catoe
Edward F. Coyman Jr.Edward F. Coyman Jr.
Matt Catoe
Edward F. Coyman Jr.
■
Matt Catoe Digitally signed by Matt Catoe
Date: 2016.11.23 09:37:07 -05'00'
tedcoyman@colliergo
v.net
Digitally signed by tedcoyman@colliergov.net
DN: cn=tedcoyman@colliergov.net
Date: 2016.11.28 14:22:17 -05'00'
16.E.3.a
Packet Pg. 916 Attachment: Waiver Request - Robert Flinn Records Management Center (2539 : Waiver for Records Management)
Business Case for Standardization, Sole, or Single Source Waivers
Provide a Business Case for each waiver you have requested, articulating the product and
service it performs.
1. Provide information on why a particular product and/or vendor was chosen.
Robert Flinn Records Center currently houses approximately 11,000 boxes of paper copy
documents stored in a warehouse off the main County government complex. The
warehouse is currently used by County departments and Constitutional offices to maintain a
records retention program.
2. If the product requested is one-of-a-kind item, provide background information on how this
was determined and backup resources utilized.
N/A
3. What would the impact be to change to a different product (include: training, inventory parts,
maintenance, project (or staff time) to replace the item?
Moving the files into a new storage facility will result in additional costs.
4. If unique features are required to successfully perform the required function, identify what
those features are any why they are required and cannot be substituted. (Be specific)
The Robert Flinn Records Center is located locally allowing for frequent access and
inspection services.
5. Provide information on other models available and why they were rejected. Provide brand
name, model, vendor name, date and name of each resource contacted. To “exactly match
existing equipment” or to “inter-member (connect) with existing equipment” is not normally
an acceptable justification for sole brand. When you determine this is a justified factor that
should be considered; the quantity, manufacturer, brand, model, property number of the
existing equipment, and necessity for “interfacing” must be provided.
N/A
16.E.3.a
Packet Pg. 917 Attachment: Waiver Request - Robert Flinn Records Management Center (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 918 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 919 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 920 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 921 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 922 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 923 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 924 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
lN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized person oragent, have executed this Agreement on the date and year first written above.
ATTEST:
Dwight E. Brock, Clerk of Courts
By:
(sEAL)
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
Donna Fiala, Chairman
Contractor:
Robert Flinn Records Management Center
By:
Print Name
as to Form and Legality:
Page 8 of l0
16.E.3.b
Packet Pg. 925 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 926 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)
16.E.3.b
Packet Pg. 927 Attachment: 17-7058-NS RobertFlinn_Agreement (2539 : Waiver for Records Management)