It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Access Information Management Corporation, as the top ranked proposer, for commercial records management services. If the Administration is not successful in negotiating an agreement with the first-ranked proposer, the Resolution requests authorization for the Administration to negotiate with GRM Information Management Services of Miami LLC, as the second ranked proposer. The Resolution also authorizes the City Manager and City Clerk to execute an Agreement upon conclusion of successful negotiations. Further, the Resolution authorizes a month to month extension of the current agreement with GRM Information Management Services of Miami LLC, until such time as a new agreement can be executed and the services have been transitioned to the new provider.

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 has a contract with GRM Information Management Services that is set to expire on September 30, 2021. In anticipation of the expiring contract, on February 11, 2021, the Mayor and City Commission approved the issuance of Request for Proposals (RFP) 2021-091-KB for commercial records management. The purpose of this RFP is to seek proposals from qualified firms with demonstrated experience in records retention and related services and a proven record of providing exceptional customer service, custodianship, and responsiveness. 

The RFP was issued on February 11, 2021. RFP responses were due and received on April 2, 2021.  The City received proposals from the following two (2) firms: Access Information Management Corporation (“Access”) and GRM Information Management Services of Miami LLC (“GRM”).

On May 27, 2021, the Evaluation Committee appointed by the Interim City Manager convened to consider the proposals received.  The Committee was comprised of Victor Armendariz, Special Project Coordinator, Building Department; Theresa Buigas, Administrative Services Manager, Procurement Department; Patrick Camm, Records Management Specialist, City Clerk’s Office; Jessica Gonzalez, Clerk of Boards, Planning Department; and Patrick Henry, Police Records Manager, Police Department. The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal.  The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP.

The evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order (See Attachment A):

1^st ranked – Access Information Management Corporation

2^nd ranked – GRM Information Management Services.

The following is a summary of both firms based on information provided in the proposal.

Access Information Management Corporation

Access has solutions and capabilities ranging from Information Governance and Retention Planning, Offsite Hard Copy Storage, Media Storage and Secure Destruction, to implementing Digitization programs with the intent of storing less documents and making information accessible across the enterprise. However, what makes them even more unique is that they have, at the core of their solutions, their compliance and governance practice to help its clients drive the desired improvements within their overall Records Management approach.

Access Records Storage and Management solutions allows for savings of valuable on-site space, protects and improves the efficiency of accessing information when needed most. Physical records are stored in highly secure record centers that meet even the most stringent of industry standards. As an added benefit to clients, they provide PRISM Privacy+ Certified facilities and storage vaults with advanced security and fire suppression technology.

Records can be accessed and delivered both physically or electronically using customized delivery solutions and their secure online interface. Next-day, same-day and priority-rush services are available for physical deliveries or scan-on-demand services for electronic retrieval requests. Either service can easily be performed online with FileBRIDGE Records. Securely protected records management on specially designed shelving in state-of-the art record centers that includes indexing, inventorying, online access, retrieval, and delivery services on demand, as well as records destruction in accordance with the customer’s records retention schedule.  Access provides commercial records management services to City of Jacksonville, Jacksonville Electric Authority, Indian Creek Village, and Miami Dade County.  Staff contacted Miami Dade County and the City of Jacksonville, and both provided positive feedback regarding the transition and commercial records management services provided by Access.

In addition, City staff visited Access facilities and were pleased with their inspection of the facility.  Both facilities proposed were well maintained and organized and met the specifications required in the RFP. Access has a number of public sector clients, including the City of Jacksonville, Jacksonville Electric Authority, Miami Dade County, Florida Department of Children and Family, and Indian Creek Village.

GRM Information Management Services.

GRM Document Management is a leading provider of lifecycle records and information management solutions delivering technological leadership through proprietary innovation and new levels of cost efficiency to document storage and digital/electronic document management. 

GRM manages performance specification and completing deliverables by strict adherence to GRM’s PrecisionPLUS work-flow process that ensures 100% accuracy and accountability of its clients’ critical and vital business information. Clients have access to web portal eAccess as a tool to access records to place record requests.

GRM’s document imaging and conversion solution simplifies the entire capture process of scanning, prepping, indexing, and converting documents efficiently and securely. GRM Miami was the first location to provide high volume conversion of paper documents to digital records in 2003. GRM is also AAA Certified by NAID and shredding of any documents occurs in secure, locked down facilities within 48 hours of pick-up. 

GRM is the City’s current commercial records management service provider and also provides services to School District of St. Lucie County, School District of Palm Beach County, and City of North Miami Beach.

The costs of the related services are subject to funds availability approved through the City’s budgeting process.  The City’s expenditures for commercial records management services are currently estimated at $80,000 annually. Grant funding will not be utilized for this project.

Professional staff have reviewed the proposals and the Evaluation Committee process. Both firms are well qualified to perform the necessary services. GRM Information Management Services is the City’s incumbent and has performed well. Access Information Management Corporation has extensive public sector experience and was top ranked by the Evaluation Committee. The major difference between the two firms is that Access Information Management Corporation has provided pricing that is significantly lower than the pricing provided by GRM Information Management Services.

 It is therefore  recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Access Information Management Services, as the top ranked proposer; and, if the administration is not successful in negotiating an agreement with Access Information Management Corporation, authorizing the administration to enter into negotiations with GRM Information Management Services Of Miami LLC, as the second ranked proposer; further authorizing the City Manager and City Clerk to execute an agreement, upon conclusion of successful negotiations by the Administration; and further, approve the month to month extension of the current agreement with GRM Information Management Services of Miami LLC, until such time as a new agreement can be executed and the services have been transitioned to the new provider.