Items Types:
Business and Financial Services
For Meeting of:
August 11, 2014
District: ALL From:
Contract ID: Document Number:
Exhibits: Yes On File (City Clerk) : Yes Draft Only: No
Grant Received by City?: No

Award to Total Document Solutions, Inc. and Advanced Data Solutions, Inc. for Document Scanning and Imaging Services, IFB14-0296


The following sealed bids were received in response to the subject solicitation:

Supplier Location Amount
Total Document Solutions, Inc.,  Palm Coast, FL $121,375.00
Advanced Data Solutions, Inc. Oldsmar, FL $128,750.00
Melken Solutions Orlando, FL $156,550.00
ARC Document Solutions Orlando, FL $227,450.00
Image Store House, LLC Jacksonville, FL $232,970.00
RICOH Usa, Inc. Orlando, FL $247,750.00
MicroImaging Source, Inc. Dunedin, FL $249,250.00
Comar Technologies, Inc. New Brunswick, NJ $353,600.00
Certified Records Management, LLC Tampa, FL $379,020.00
The DRS Group of Florida Miramar, FL $388,650.00
Data Bank, Inc. Orlando, FL $835,900.00
Iron Mountain Information Management, LLC Orlando, FL $843,010.00

No City Certified M/WBE firms responded.

Procurement and Contracts Division and Economic Development Department have evaluated these bids and recommend awarding to Total Document Solutions, Inc. as the primary supplier and Advanced Data Solutions, Inc. as the secondary supplier. The primary and secondary awards are needed due to the high volume of work.

These will be indefinite quantity contracts for an initial term of one (1) year with the option to renew for three (3) additional one (1) year terms.  The actual amount of the expenditures will be based upon the quantities ordered for the agreed upon unit prices. The Economic Development Department estimates the combined annual expenditures will be $250,125.00.

Fiscal & Efficiency Data:

Recommended Action:

Authorize the Chief Procurement Officer to enter into contracts with Total Document Solutions, Inc. and Advanced Data Solutions, Inc., as indicated above, in the estimated annual amount of $250,125.00, subject to review and approval by the City Attorney’s Office.

Agenda Item attachment(s) on file in the City Clerks Office.

Note: All agenda items must be in the City Clerk's office by Noon Friday, six(6) business days prior to the regular Monday City Council meeting.

Contact: David Billingsley
Approved By:

Department Date and Time
Budget Outside Routing Approval 7/31/2014 8:39 AM
City Clerk 7/31/2014 10:35 AM

Name: Description: Type:
Fiscal_Impact_Statement_Scanning_Contract.doc Fiscal Impact Statement Fiscal Impact Statement
Award_Memo_IFB14-0296.pdf Award Memorandum Backup Material
Tabulation_IFB14-0296.pdf Bid Tabulation Backup Material

"Enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner."