HomeMy WebLinkAbout06/16/2015 05C Public Records Management and Preservation Agreement with the Washington State ArchivesITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5.C.
For Meeting of: June 16, 2015
Resolution ratifying a grant agreement with the State of
Washington, Office of the Secretary of State, Division of Archives
and Records Management, to support local public records
management and preservation efforts
Sonya Claar Tee, City Clerk
Jodi Stephens, Deputy City Clerk
On May 20, 2011, the City Clerk's office submitted an application to the State of Washington, Secretary of
State, Division of Archives and Records Management for a Local Records Grant. On July 27, 2011 the
City was notified it was selected as one of 33 award recipients out of 104 for a grant in the amount of
$10,000. However, due to State funding issues, this grant has been extended for completion by June 30,
2015. The purpose of the grant is to digitize and preserve Minutes, Ordinances and Resolutions from
approximately 1922-2008 and make them accessible to the public through the Digital Archives.
Resolution: X
Other (Specify):
Contract: X
Start Date:
Item Budgeted:
Funding Source/Fiscal Impact:
Strategic Priority:
Insurance Required? No
Mail to:
Phone:
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
Ordinance:
Contract Term:
End Date:
Amount:
Staff recommends adoption of the resolution.
Public Trust and Accountability
City Manager
ATTACHMENTS:
Description Upload Date
d resolution 6/9/2015
1-11 Grant Agreement for Archiving 6/9/2015
1-11 Service Level Agreement for imaging 6/9/2015
1-11 Statement of Work for Archiving 6/9/2015
Type
fesollu.utiion
Cover Memo
Cover Memo
Cover Memo
A RESOLUTION
RESOLUTION NO. R -2015 -
ratifying the City Manager's execution of a grant agreement with the State
of Washington, Office of the Secretary of State, Division of Archives and
Records Management, to support local public records management and
preservation efforts.
WHEREAS, the City of Yakima was awarded a grant in the amount of $10,000 through
the 2011-2013 Washington State Archives Local Records Grant Program; and
WHEREAS, the grant will be used for the purposes of imaging and preservation of
Minutes (1922-2008), Ordinances (1926-2008), and Resolutions (1975-1982); and
WHEREAS, all records must be indexed and will be hosted by the Washington State
Digital Archives for public viewing; and
WHEREAS, scanning, microfilming, microfilm duplication and related services must be
performed by Imaging Services (IS), Washington State Archives, Office of the Secretary of
State; and
WHEREAS, the Washington State Archives Grant Program requires both the narrative
and financial components of program progress reports be completed during the project period,
including documentation of expenditures and bids, and shall be submitted to both the State
Archivist and the Local Records Grant Program; and
WHEREAS, the period of performance of the agreement shall commence on date of
execution and be completed no later than June 30, 2015, unless terminated sooner as provided
by the terms and conditions of the agreement; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached grant
agreement and to execute other such documents as may be required upon receipt.
ADOPTED BY THE CITY COUNCIL this 71h day of July, 2015.
ATTEST:
Micah Cawley, Mayor
City Clerk
SLA No. 7071Y-1250 OSOS No. G-12/076
GRANT AGREEMENT BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT,
AND THE
CITY OF YAKIMA
This Grant Agreement is entered into between the state of Washington, Office of the Secretary of State,
Division of Archives and Records Management, hereinafter referred to as the "Agency", and City of Yakima;
hereinafter referred to as the "Grantee".
PURPOSE
The purpose of this Grant Agreement is to support local public records management and preservation
efforts, as authorized under RCW 36.22.175., through the Archives and Records Management Division's
Local Records Grant Program.
STATEMENT OF WORK
The Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of work, as set forth below:
The Grantee shall perform the work as described and included in the Grantee's application signed on May
20, 2011, and as set forth in Exhibit A incorporated by reference and included herein.
Scanning, microfilming, microfilm duplication and related services must be performed by Imaging Services
(IS), Washington State Archives, Office of the Secretary of State, as a condition of award acceptance. A
condition of this award is that a separate Service Level Agreement (SLA) for the work with IS is agreed to
and executed by the parties. Following execution of the SLA, a Statement of Work (SOW) for the SLA and a
Transmittal Agreement (with the Digital Archives) that details the work required by both parties will be
forwarded for signing. The signing of these documents satisfies the condition of award.
Records will be digitized and microfilmed from the earliest recorded date until completion of the project, or
exhaustion of funds; whichever occurs first.
IS may decline services based on business requirements, in which case Grantee may contract with outside
vendors. When using outside vendors, Grantee is responsible for ensuring all files and data meet the
specifications required to create security microfilm and host digital records in the Digital Archives. In event
that IS declines services the requirement for signing a SLA is voided. In this case funding for the work shall
be by reimbursement and described in an amendment to this Agreement
The Washington State Archives Grant Program requires both the narrative and financial components of
program progress reports be completed during the project period. Documentation of expenditures and bids
is required. The Grantee shall submit reports to both of the individuals listed below:
Jerry Handfield
State Archivist
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
Patrick Williams, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington Street SE
Olympia, WA 98504-0238
The final report, due on or before May 31, 2013, must provide a complete summary of the project and of all
grant activities as described in the application and Exhibit A. The report MUST include a separate, itemized
list of costs incurred and copies of receipts, and invoices, etc., to substantiate all figures.
PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall commence on date of
execution, and be completed no later than May 31, 2013, unless terminated sooner as provided herein.
Page 1 of 3
SLA No. 7071Y-1250 OSOS No. G-12/076
PAYMENT
In consideration for the work conducted as described in Exhibit A, the Agency agrees to credit the Grantee
an amount not to exceed $10,000 as prescribed and incorporated by reference herein. No funds will be
disbursed to the Grantee. The payment of credit for services is as described:
• An invoice will be created by the Agency's Imaging Services upon delivery of the completed project.
• The invoice will be paid by the Agency through a transfer of funds upon approval by the Grantee of
services provided.
• The Agency will send a copy of the paid invoices for reference to the Grantee.
Costs incurred prior to the effective date of the Grant Agreement shall be disallowed under the Grant.
Should the Grantee incur costs prior to the effective date of the Grant Agreement, it does so at its own risk.
RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
The Grantee must comply with the accounting and auditing requirements set forth in WAC 434-670-070 and
WAC 434-670-080, respectively.
Specific accounting requirements for the Local Records Grant Program include but are not limited to:
• All changes to the approved project (project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Grant work must be monitored in progress. Agency staff may visit the work site for review at any time
during the project.
• The Grantee must adhere to local and state bid requirements.
INDEPENDENT CAPACITY AND INDEMNIFICATION
The employees or agents of each party who are engaged in the performance of this Grant Agreement shall
continue to be employees or agents of that party and shall not be considered for any purpose to be employees
or agents of the other party. Each party to this Grant Agreement shall be responsible for its own acts and/or
omissions and those of its officers, employees and agents.
BUDGET REVISIONS
Revisions to the budget as described in the application that are within plus or minus ten (10) percent of the
award amount, must be requested in writing to, and approved by, the Washington State Archivist. Amounts
over ten (10) percent of the award amount shall be by written amendment signed by individuals authorized to
sign this Agreement.
TERMINATION
Either party may terminate this Grant Agreement upon 30 days' prior written notification to the other party. If
this Grant Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in
accordance with the terms of this Grant Agreement prior to the effective date of termination.
TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Grant
Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the
other party written notice of such failure or violation. The responsible party will be given the opportunity to
correct the violation or failure within 15 working days. If failure or violation is not corrected, this Grant
Agreement may be terminated immediately by written notice of the aggrieved party to the other.
The rights and remedies of the Agency provided in this section shall not be exclusive and are in addition to any
other rights and remedies provided by law or under this contract.
Page 2 of 3
SLA No. 7071Y-1250
DISPUTES
OSOS No. G-12/076
Except as otherwise provided in this Grant Agreement, when a dispute arises between the parties and it cannot
be resolved by direct negotiation, either party may request a dispute hearing with the Secretary of State.
Nothing in this Grant Agreement shall be construed to limit the parties' choice of a mutually acceptable
Alternate Dispute Resolution (ADR) method in addition to the dispute resolution procedure outlined above.
GOVERNANCE
In the event of any inconsistency in the terms of this Grant Agreement, or between its terms and any applicable
statute or rule, the inconsistency shall be resolved by giving precedence in the following order:
mmm. Applicable state and federal statutes and rules; and
nnn. This Grant Agreement and any and all attached exhibits
GOVERNING LAW
This Grant Agreement shall be construed and interpreted in accordance with the laws of the state of
Washington, and the venue of any action brought hereunder shall be in the Superior Court for Thurston County,
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
CITY OF YAKIMA
Authorized Silgnator Date
Print Name:
Title:
APPROVED AS TO FORM
Attorney General's Office
OFFICE OF THE SECRETARY OF STATE
/41
Eleanor Dovey Date
Financial Services Manager
Page 3 of 3
EXHIBIT A
AWARD DETERMINATION
CITY OF YAKIMA
The following table illustrates the grant award budget along with conditions specific to
those budget items.
MM�VAmount Funded
Item
Imaging
Services
Not to Exceed
$10,000
For the Purposes of
Imaging and Preservation of
Minutes 1922-1974,
Ordinances 1926-1974,
Resolutions 1975-1990
All records must be indexed and will be
hosted by the Washington State Digital
Archives for public viewing.
Agreement No. 7071Y-1250 Grant No. 12/076
GRANT AGREEMENT BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT AND
THE CITY OF YAKIMA
AMENDMENT No. 1
TO
GRANT AGREEMENT No. G-12/076
This Grant Agreement is entered into between the State of Washington, Office of the Secretary of State,
Division of Archives and Records Management, hereinafter referred to as the "Agency", and City of Yakima;
hereinafter referred to as the "Grantee". This Grant Agreement is amended as follows:
STATEMENT OF WORK
The final report, due on or before May 31, 2015, must provide a complete summary of the project and of all
grant activities as described in the application and Exhibit A. It MUST include a separate, itemized list of costs
incurred and copies of receipts, and invoices, etc., to substantiate all figures.
PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall commence on date of
execution, and be completed no later than May 31, 2015, unless terminated sooner as provided herein.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement.
CITY OF YAKIMA
Au t 'c res Sign
Pri arae: j
Title:1 y !
4 giaN/ I
APPROVED AS TO FORM
Attorney General's Office
OFFICE OF THE SECRETARY OF STATE
Eleanor Dovey Date
Financial Services Manager
Page 1 of 1
OSOS No. G-12/076-2
GRANT AGREEMENT BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT AND
THE CITY OF YAKIMA
AMENDMENT 2
TO
GRANT AGREEMENT NO. G-12/076
Grant Agreement No. G-12/076 by and between the Office of the Secretary of State, Division of
Archives and Records Management, hereinafter referred to as "OSOS" and the City of Yakima,
hereinafter referred to as the "Sub -Grantee", is amended as follows:
PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall commence on
date of execution, and be completed no later than June 30, 2015, unless terminated sooner as
provided herein.
All other terms and conditions of this contract remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Grant Agreement Amendment.
CITY OF YAKIMA
eci►agnatory
Print Name: T wv (Y kav,✓Y.st
Title: Cid{ 0.0 c V-'
APPROVED AS TO FORM
Attorney General's Office
OFFICE OF THE SECRETARY OF
STATE
Steve Ixcell Date
Director of Archives Division
Contract # 12/076 Agreement # 7071Y-1250
SERVICE LEVEL AGREEMENT
For
DOCUMENT PREPARATION AND IMAGING SERVICES
THIS AGREEMENT is made and entered into by and between CITY OF YAKIMA (hereinafter
"CUSTOMER") and the STATE of WASHINGTON, OFFICE OF THE SECRETARY OF STATE,
ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter "ARCHIVES").
This Service Level Agreement establishes the understanding for ARCHIVES to provide
document preparation, scanning, and microfilming services. Specific work to be preformed shall
be described in a separately approved Statement of Work (hereinafter "SOW"). Any additional
SOWs shall be approved in writing.
I. SCOPE OF SERVICES
1. ARCHIVES shall provide document preparation, scanning, and microfilming services to
the CUSTOMER upon receipt of a detailed SOW describing the services requested and
the documents to be prepared and scanned or microfilmed. The SOW shall thereby be
made an integral part of this Agreement. Within ninety (90) calendar days after delivery
to the CUSTOMER of the finished product, pursuant to the SOW, ARCHIVES shall
return the documents to the CUSTOMER. Upon a written request from the
CUSTOMER, ARCHIVES will transfer the documents to an ARCHIVES regional branch
facility.
2. ARCHIVES shall meet or exceed the quality control, processing, document preparation,
and imaging specifications and standards for the creation of archival public record
documents established by Washington State law. It is the responsibility of the
CUSTOMER to verify the quality and accuracy of the service performed and to notify
ARCHIVES of any discrepancies within thirty (30) calendar days after receiving the
finished work product for each Statement of Work. Promptly after receiving such notice
of any discrepancies from the CUSTOMER, ARCHIVES will replace deficient work
product with product that meets specifications and standards at no charge to the
CUSTOMER. Any defects or errors communicated by the CUSTOMER to ARCHIVES
after thirty (30) calendar days after receiving the finished work product will incur
additional costs.
3. Although each Statement of Work will include an estimated completion date as agreed
upon by the parties, ARCHIVES shall not be liable for delays in providing services
to the CUSTOMER under this Agreement.
4. Nothing in this Agreement shall constitute a guarantee by the CUSTOMER to provide a
minimum amount of work or a promise to supply work to ARCHIVES.
5. All records must be delivered in boxes capable of holding their contents with the lid
closed. This includes rolled or flat drawings. Boxes that are damaged, without lids, or
weighing over 40Ibs will not be accepted. ARCHIVES have archival quality boxes with
attached lids for purchase. ARCHIVES have staff available to box CUSTOMER
documents on site for an hourly fee equal to the current ARCHIVES miscellaneous labor
rate.
Page 1 of 5
Contract # 12/076 Agreement # 7071Y-1250
6. Washington State Microfilming Standards require certain information to be present on all
microfilm. ARCHIVES will add pages to ensure compliance with the standards.
CUSTOMER will be charged at a per page rate and project preparation rate for this
work.
7. CUSTOMER instructions that result in a suspension of work in progress will be charged
the current ARCHIVES miscellaneous labor rate per each hour of downtime for shut
down and restart. Once the project work begins, all questions submitted to the
CUSTOMER must be answered expeditiously and no later than one (1) business day to
avoid work stoppage.
II. TERMS AND TERMINATION
1. This Agreement shall take effect upon the signing of the last required signature. This
Agreement shall remain in effect until June 30, 2013.
2. The CUSTOMER may extend this Agreement for up to two (2) additional two year terms
by providing a written notice to ARCHIVES any time before the termination date.
3. Either party may terminate this Agreement upon a thirty (30) calendar day written notice
to the other party. In the event of termination of this Agreement, the terminating party
shall be liable only for the performance rendered prior to the effective date of
termination. The CUSTOMER shall pay ARCHIVES within thirty (30) calendar days of
receipt of billing for services rendered.
III. COMPENSATION
1. The CUSTOMER will pay ARCHIVES for the services provided under this Agreement at
the rates in effect at the time a request for work is received from the CUSTOMER and
ARCHIVES creates a Statement of Work which is approved by the CUSTOMER.
ARCHIVES shall maintain the right to increase or decrease the cost of rendering
service(s) under this Agreement throughout its lifetime upon a thirty (30) calendar day
advance notice to the CUSTOMER. Notwithstanding paragraph II above, the
CUSTOMER has fifteen (15) calendar days to agree or terminate the Agreement for
changes made pursuant to this paragraph 111.1.
2. ARCHIVES will send an itemized bill to the CUSTOMER not more than twice monthly,
which includes work done in the prior two week period for imaging services detailing
charges by Statement of Work number and services provided. ARCHIVES shall submit
invoices to the same address to which notice is sent.
3. The CUSTOMER shall make payment by checks, journal voucher, or credit card of
amount due within thirty (30) calendar days after receiving a properly executed invoice.
The CUSTOMER shall make checks payable to the Office of the Secretary of State and
send payment to the Office of the Secretary of State, Financial and Support Services,
P.O. Box 40224, Olympia, WA 98504-0224. Payment must reference the Agreement
number.
4. Total services under this Agreement shall not exceed $50,000.00 annually. This
amount can be increased by an amendment to this Agreement signed by both Parties.
Page 2of5
Contract # 12/076 Agreement # 7071 Y-1250
IV. NOTICE
1. Any notice to be given under this Agreement shall be in writing and may be sent either
by registered or certified mail, facsimile transmission, email, or personal delivery.
2. Any notice from ARCHIVES sent to the CUSTOMER shall be sent or delivered to:
Customer Contact Name: Jodi Stephens
City of Yakima
129 N. 2nd Street
Yakima, WA, 98901
Telephone Number: 509-576-6652
Fax Number: 509-576-6635
Email Address: jstephens@ci.yakima.wa.us
3. Any notice from the CUSTOMER sent to ARCHIVES shall be sent or delivered to:
Baylen Limasa
Imaging and Preservation Services Manager
Office of the Secretary of State
Washington State Archives
6340 Capitol Boulevard S.
Olympia, WA 98504-0240
Telephone: (360) 236-5080
Fax Number: (360) 236-5096
Email Address: baylen.limasa@sos.wa.gov
4. Notice shall become effective upon delivery in person, three (3) business days after
posting by prepaid registered or certified mail, receipt by the sender of a successful
facsimile transmission report, or receipt by the sender of an email read receipt,
whichever occurs first.
RECORDS
The parties to this Agreement shall each maintain books, records, documents, and other
evidence, which sufficiently and properly reflects all direct and indirect costs expended
by either party in the performance of the service(s) described herein. These records
shall be subject to inspection, review, or audit by personnel of both parties, or other
personnel duly authorized by either party, the Office of the State Auditor, and federal
officials authorized by law. All books, records, documents, and other material relevant to
this Agreement will be retained for six (6) years after expiration or termination of this
Agreement and the Office of the State Auditor, federal auditors, and any persons duly
authorized by the parties shall have full access and the right to examine any of these
materials during this period.
VI„ GENERAL TERMS AND CONDITIONS
1. This Agreement shall not be assignable by either party without written consent of the
other party.
Page 3 of 5
Contract # 12/076 Agreement # 7071Y-1250
2. The ownership of the documents or other items received from the CUSTOMER shall at
all times remain the property of the CUSTOMER. The imaging or other products are the
property of the ARCHIVES until payment has been made for the services rendered.
3. The service or product provided by this Agreement shall be either available for pickup or
shipped from the ARCHIVES' facility at 6340 Capitol Boulevard S., Olympia, WA 98504.
4. Except as otherwise provided in this Agreement, when a bona fide dispute arises
between ARCHIVES and the CUSTOMER, and it cannot be resolved by direct
negotiation, either party may request a dispute hearing with the Secretary of State or the
delegate authorized in writing to act on behalf of the Secretary of State.
A. The request for a dispute hearing must:
• be in writing;
• state the disputed issues(s);
• state the relative positions of the parties;
• state the party's name, address, and contract number; and
• be mailed to the Secretary of State or delegate and party's (respondent's)
Agreement Manager.
• The respondent shall send a written answer to the requester's statement to both
the Secretary of State or delegate and the requester within fifteen (15) business
days.
B. The Secretary of State or delegate shall review the written statements and reply in
writing to both parties within ten (10) business days. The Secretary of State or
delegate may extend this period if necessary by notifying the parties.
C. The parties agree that this dispute process shall precede any action in a judicial or
quasi-judicial tribunal.
Nothing in the Agreement shall be construed to limit the parties' choice of a mutually
acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
5. This Agreement shall be construed and interpreted in accordance with the law of the
state of Washington. The venue of any legal action brought hereunder shall be in the
Superior Court for Thurston County.
6. Each party to this agreement shall be responsible for its own acts and/or omissions and
those of its officers, employees and agents. No party to this agreement shall be
responsible for the act and/or omissions of entities or individuals not a party to this
agreement.
7. This Agreement may be modified only in writing by the parties executed with the same
formalities required to execute this Agreement.
8. If any clause, phrase, sentence, or paragraph of this Agreement is declared invalid or
void, the remaining provisions of this Agreement shall remain in full force and effect.
9. If any conflicts exist between the text of this Agreement and any Statement of Work, the
Agreement shall prevail.
Page 4 of 5
Contract # 12/076 Agreement # 7071Y-1250
VII. AFFIRMATION OF AGREEMENT
The parties signing below hereby affirm that they have the authority to bind the
respective parties to the terms of this Agreement. No other understanding, oral or
otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or to
bind any of the parties. This Agreement, together with all of its attachments and
subsequent Statement of Work constitutes the entire Agreement.
The parties have read and agree to the terms and conditions of this Agreement.
CITY OF YAKIMA
OFFICE OF THE SECRETARY OF STATE
Title
APPROVED AS TO FORM
Attorney General's Office
Eleanor Dovey
Financial Services Manager
Page 5 of 5
Ye/e
Date
Contract # 12/076 Agreement # 7071 Y-1250
SERVICE LEVEL AGREEMENT
For
DOCUMENT PREPARATION AND IMAGING SERVICES
AMENDMENT No. 1
THIS AGREEMENT is made and entered into by and between CITY OF YAKIMA (hereinafter
"CUSTOMER") and the STATE of WASHINGTON, OFFICE OF THE SECRETARY OF STATE,
ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter "ARCHIVES") and is
amended as follows:
XXXIV.TERMS AND TERMINATION
33. This Agreement shall take effect upon the signing of the last required signature. This
Agreement shall remain in effect until June 30, 2015.
XXXIX.AFFIRMATION OF AGREEMENT
The parties signing below hereby affirm that they have the authority to bind the
respective parties to the terms of this Agreement. No other understanding, oral or
otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or to
bind any of the parties. This Agreement, together with all of its attachments and
subsequent Statement of Work constitutes the entire Agreement.
The parties have read and agree to the terms and conditions of this Amendment.
CITY OF YAKIMA
APPROVED AS TO FORM
Attorney General's Office
Date
OFFICE OF THE SECRETARY OF STATE
State Archives
Page 1 of 1
OSOS No. 7071Y-1250-1 OSOS No. G-12/076
STATEMENT OF WORK NO. 1
SERVICE LEVEL AGREEMENT No. 7071Y-1250
This Statement of Work is made and entered into by and between the CITY OF YAKIMA
(hereinafter "CUSTOMER") and the STATE OF WASHINGTON, OFFICE OF THE
SECRETARY OF STATE, ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter
"ARCHIVES"). This Statement of Work (SOW) and exhibit is incorporated into and hereto made
an integral part of Service Level Agreement No. 7071Y-1250.
CUSTOMER: City of Yakima
129 North 2nd Street
Yakima, WA 98901
Contact:
Title:
Telephone No.:
Email:
Customer
Jodi Stephens
Deputy City Clerk
509-576-6652
Jodi.stephens@yakimawa.gov
Archives
Terry Badger
Deputy State Archivist
360-586-1602
terry. badger@sos.wa.gov
SPECIFIC SERVICE
ARCHIVES shall provide services and staff and otherwise do all things necessary for or
incidental to the performance of work set forth in Exhibit A and fully incorporated herein by
reference.
PRICES
Service
Unit
Unit Price
35mm Microfilm — Single or Multi -Page TIFF Images to
Microfilm (per image plus per roll)
Per Image
0.15
35mm Microfilm — Single or Multi -Page TIFF Images to
Microfilm (Roll Charge)
Per Roll
27.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Service
# of Units
Total Unit Cost
35mm Microfilm -Single or Multi -Page TIFF Images to
Microfilm (per image plus per roll)
52 222
70
7,833.00
....m
35mm Microfilm — Single or Multi -Page TIFF Images to
Microfilm (Roll Charge)
1890.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Subtotal
9,723.00
Sales tax: 8.2%
855.62
Total
10,578.62
CONTRACT PERIOD FOR STATEMENT OF WORK
The date of execution, which is the date of the last signature, through June 30, 2015.
OSOS No. 7071Y-1250-1
OSOS No. G-121076
IV. SERVICE DELIVERY
The above amount is an estimate for the project described in Paragraph I, Specific Service.
If the project received is different than described in the Specific Service or is more complex
than originally estimated, ARCHIVES will contact the CUSTOMER with a new cost estimate
before starting work. After ARCHIVES has notified the CUSTOMER, the CUSTOMER has
fifteen (15) calendar days from the date of notification of accepting the new cost estimate,
whereby an amendment to this Agreement will be prepared, or discontinue the project under
this Agreement.
V. GENERAL TERMS AND CONDITIONS
Should an unforeseen event cause a need for ARCHIVES to exceed the time described in
SPECIFIC SERVICE, either by mutual consent a new date of completion will be established
by amendment of this Agreement, or the Agreement will be terminated by mutual
agreement.
VI. AFFIRMATION OF AGREEMENT
The parties signing below hereby affirm that they have the authority to bind the respective
parties to the terms of this Agreement. This SOW is an integral part of Service Level
Agreement No. 7071Y-1250 and contains all the terms and conditions agreed upon by the
parties. No other understanding, oral or otherwise, regarding the subject matter of this
Agreement and SOW, shall be deemed to exist or to bind any of the parties hereto. The
Service Level Agreement and SOW, together with its exhibit, constitutes the entire
Agreement.
The parties have read and agree to the terms and conditions of this Agreement.
CITY OF YAKIMA
OFFICE OF THE SECRETARY OF STATE
City Clerk
Exhibit A
State Archives
OSOS No. 7071Y-1250-1 OSOS No. G-121076
Exhibit A
Statement of Work
The ARCHIVES shall:
Summary Statement
• The purpose of this project is to create a digital (scan), index, and microfilm form of Minutes,
Ordinances and Resolutions not to exceed the grant award without prior approval. A copy of the
microfilm will be provided as requested by CUSTOMER.
Project Management
• Process the following with the following information:
o Record Series: Minutes
o Agency: City of Yakima
o Department: City Clerk
o County: Yakima
o Date Range: 1922-2008
o Disposition Authority Number (DAN): GS50-05A-13
o Record Series: Ordinances
o Agency: City of Yakima
o Department: City Clerk
o County: Yakima
o Date Range: 1926-2008
o Disposition Authority Number (DAN): GS50-05A-16
o Record Series: Resolutions
o Agency: City of Yakima
o Department: City Clerk
o County: Yakima
o Date Range: 1975-1982
o Disposition Authority Number (DAN): GS50-05A-16
• Contact the first or secondary CUSTOMER contacts with any questions regarding the project.
• Provide timelines, quantities, project complexity, and cost estimates based on our original project
review. Estimates may be revised based on the condition of the records at the time they arrive in
our production facility. ARCHIVES staff will review the project prior to beginning work and notify
the CUSTOMER of any cost adjustments required for document preparation which exceeds the
original estimate.
• A Transmittal Agreement is required between Digital Archives and CUSTOMER for transfer of
images.
Pickup & Delivery
• Pickup the documents from CUSTOMER at:
City of Yakima
129 N. 2nd Street
Yakima, WA 98901
• Large projects may be separated into individual job work orders which are sized based on
completing each work order within 90 calendar days.
• Handle documents to prevent damage. Archives will not be held liable for inadvertent damage
caused by the scanning process.
• Return documents in the original folder or binder in the box provided. Documents will not be
reassembled. Oversize documents will be placed back in its original file location.
• Re -box the documents into a new Archive box if the original box is deemed insufficient to properly
preserve the records. CUSTOMER will be invoiced for all new boxes required for their project.
OSOS No. 7071Y-1250-1 OSOS No. G-12/076
• Return the documents to the following location within 30 calendar days of completing the imaging
services:
State Archives — Central Region
Deliver Flash Drive and with images to the following location:
City of Yakima
129 N. 2nd Street
Yakima, WA 98901
Digital to 35mm film
• Perform digital image to microfilm conversion for previously scanned paper documents.
o This category of work consists of approximately 18,500 images.
■ Include targets per State Standards.
o One roll per record series.
• Create silver -halide microfilm rolls for each record series.
• Submit microfilm and transmittal documents to the ARCHIVES Security Microfilm section for
preservation in the film vault.
The CUSTOMER shall:
• Schedule document pickup or return date within 15 calendar days of ARCHIVES notifying
CUSTOMER that documents are ready. Documents not arranged for pickup or delivery during
this timeframe will be accessioned to the CUSTOMER's Regional Branch Facility.
• Review the imaged records and notify the Archives of any defects or errors within 30 calendar
days of invoice date.
• Submit payment approval for completed work within 30 calendar days of invoice date.
o After receipt of CUSTOMER's approval, invoice will be paid internally by the Local
Records Grant Program through a transfer of funds to Imaging Services.
• Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Jodi Stephens Phone: 509-576-6652 email: Jodi.stephens@yakimawa.gov
o Secondary contact:
Name: Sonya Claar Tee Phone: 509-575-6037 email: sonya.claar@yakimawa.gov
• Ensure project is ready for processing prior to sending to ARCHIVES.