Report Prepared by: Aarin Garrison, I.T. Manager, Information Technology Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of a One (1) Year Renewal Amendment with SMARSH Inc for Text Message and Social Media Archiving Services for an Additional $35,905 for a Total Not-to-Exceed Amount of 220,794
REPORT IN BRIEF
Considers approving to waive the competitive bidding requirements and approval of one year renewal amendment with SMARSH Inc for Text Message and Social Media Archiving Services for an additional $35,905 for a total not-to-exceed amount of $220,794.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City's competitive bid requirements as stated in Section 3.04.210; and,
B. Approving the renewal agreement with SMARSH Inc. in the amount of $35,905 for a total not-to-exceed of $220,794; and,
C. Authorizing the City Manager or designee to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Deny the request; or,
3. Refer back to staff for reconsideration of specific items as requested by Council.
AUTHORITY
Merced Municipal Code section 3.04.210
CITY COUNCIL PRIORITIES
As provided for in the 2024-2025 Adopted Budget.
DISCUSSION
Pursuant to the California Public Records Act (CPRA) Government Code Section 6250, electronic communications utilized in the execution of official agency duties that are classified as official public records, including text messages and social media interactions, constitute public records. As such, these records are subject to disclosure upon request, consistent with applicable legal and regulatory requirements.
To ensure ongoing compliance with these statutory requirements, the City is required to establish and maintain a records and information management program that provides for the systematic control of the creation, maintenance, use, and disposition of records. In fulfillment of this obligation, the City of Merced ...
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