The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida authorize the issuance of Request for Proposals (RFP) No. 2021-091-KB for commercial records management services.

The City is required to retain certain records pursuant to Florida Department of State, Schedules GS1-SL for state and local government agencies and GS2 for law enforcement correctional facilities, and district medical examiners. Several City departments currently outsource all or a portion of the records retention requirements (offsite storage, records inventory management, retrieval, pick-up/delivery, electronic records management portal and destruction services) to a third-party storage and service provider.  Certain departments also require related services such as shredding and digitization of records in addition to routine records retention services. The City’s current inventory in included in Appendix D. This City’s expenditures for the aforementioned services are currently estimated at $80,000 annually.

The purpose of this RFP is to seek proposals from qualified firms with demonstrated experience in records retention and related services (as further detailed in Appendix A) and a proven record of providing exceptional customer service, custodianship, and responsiveness. Interested parties are invited submit a proposal in accordance with Section 0300. 

The proposed RFP is attached to this Memorandum.

It is not anticipated that grant funding will be utilized for this project.

The City Manager recommends that the Mayor and Commission authorize the issuance of the Request for Proposals (RFP) 2021-091-KB, for commercial records management services.