HomeMy WebLinkAboutR-2022-145 Resolution authorizing acceptance of grant awarded through the Archives and Records Management Division's Local Records Grant ProgramRESOLUTION NO. R-2022-145
A RESOLUTION ratifying a grant agreement with the Office of the Secretary of State
Archives and Records Management Division for $22,218.11.
WHEREAS, the State of Washington authorizes grants funded by Chapter 303, State of
Washington Laws of 2017; and,
WHEREAS, the purpose of this program is to help local governments use technology to
improve their records retention, management, and disclosure of public records; and,
WHEREAS, funds have been made available to the City of Yakima for these purposes;
now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
1. The City Council approves the Grant Agreement between the State of Washington,
Office of the Secretary of State, Archives and Records Management Division and City
of Yakima for $22,218.11.
2. The City Manager or his designee is hereby authorized to sign and/or execute any
documents necessary to fulfill the requirements and intent of the agreement.
ADOPTED BY THE CITY COUNCIL this 1st day of November, 2022.
ATTEST:
/e-10
Janice Deccio, Mayor
Sonya Claar Tee, City Ceerit; i
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OSOS NO. G-7608
GRANT AGREEMENT
BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND
CITY OF YAKIMA
This Grant Agreement (this "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 "OSOS"),
and City of Yakima (hereinafter referred to as "Grantee").
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017; and
WHEREAS, the purpose of this program is to help local governments use technology to improve their
records retention, management and disclosure of public records processes, as authorized under RCW
40.14.026, through the Archives and Records Management Division's Local Records Grant Program
(hereinafter referred to as the "Program");and
WHEREAS, the Program was established to provide funds to local entities to accomplish the
Program's purposes; and
WHEREAS, by virtue of a competitive process, Grantee was conditionally identified for award of the
Grant Amount (as hereinafter defined); and
WHEREAS, OSOS and Grantee desire to set forth in detail the terms and conditions governing the
award and disbursement of the Grant Amount to Grantee.
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
1. STATEMENT OF WORK
Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of the work. Grantee will perform the work as described in the Award Determination attached
hereto as Exhibit A and incorporated herein by this reference.
The Program requires both the narrative and financial components of Program progress reports be completed
during the project period. Documentation of expenditures is required. Grantee shall submit reports to:
Russell Wood, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
recordsmanagement@sos.wa.gov
Upon completion of the project work and prior to disbursement of the Grant Amount, Grantee shall participate
in a survey conducted by OSOS.
2. PERIOD OF PERFORMANCE
Subject to the other provisions of this Agreement, the period of performance of this Agreement shall commence
on date of execution and be completed no later than 5/31/2023 unless terminated sooner as provided herein.
3. PAYMENT
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OSOS NO. G-7608
No grant funds will be disbursed in advance to Grantee. All grant funds will be held by OSOS. In consideration
for the work conducted as described in Exhibit A, and Grantee's compliance with the other terms and conditions
of this Agreement, Grantee shall submit invoices for completed work to the OSOS Project Manager for
processing by OSOS. Subject to the other provisions of this Agreement, this grant is not to exceed the amount
of $22,218.11 (the "Grant Amount") as set forth on Exhibit A.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice and Grantee's compliance with all other terms and conditions
of this Agreement. Satisfactorily completed is defined as having all the information required for processing by
OSOS Financial Services. In addition to a Federal Tax ID number, Grantee must provide OSOS a Statewide
Vendor Number (SWV#). Payment cannot be made without these numbers on file. The Contract number G-
7608 and Statewide Vendor number must be referenced on each reimbursement claim in order for the
claim to be processed.
Costs incurred prior to the effective date of this Agreement shall be disallowed. Should Grantee incur costs
prior to the effective date of this Agreement, it does so at its own risk. WAC 434-670-020.
4. RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the 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.
• Imaging completed as a result of this grant must meet the Washington State Standards for Production
and Use of Microfilm.
Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time
during the project.
• Grantee is responsible to adhere to its own applicable purchasing policies and requirements.
• Grantee must participate in a survey conducted by OSOS following completion of the project work.
5. GRANT MANAGEMENT
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Agreement. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during the processing of invoices, send inquiries to payables@sos.wa.gov.
Jenn Zeutenhorst
City of Yakima
129 N 2nd Street
Yakima, WA 98901
Phone: 5095756124
E-mail address: j n►nifer2eutenho valdmawa.r ov
Russell Wood
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia, Washington 98504-0238
Phone: 360-586-7810
E-mail address: recordsmanagement sos.wa.gov
6. INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this 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
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OSOS NO. G-7608
the other party. Each party to this Agreement shall be responsible for its own acts and/or omissions and those of
its officers, employees and agents.
7. EXCEPTIONAL CIRCUMSTANCES
In the event of exceptional circumstances as determined by OSOS in its sole discretion, the funds available for
the work to be performed under this Agreement may be increased by an amount not to exceed 10% of the original
Grant Amount, and the period of performance may be extended by up to 30 days beyond the original period of
performance stated in this Agreement. The parties agree that such an increase in available funds or extension
of time due to exceptional circumstances shall not require a formal amendment to this Agreement, but instead
may be effectuated by OSOS after notice to Grantee.
8. TERMINATION
Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this
Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination.
9. TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this 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 the failure or violation is not corrected, this Agreement may be terminated
immediately by written notice of the aggrieved party to the other.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in addition to any other
rights and remedies provided by law or under this Agreement. Except as otherwise provided in this 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 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.
10. GOVERNANCE
In the event of any inconsistency in the terms of this Agreement, or between its terms and any applicable statute
or rule, the inconsistency shall be resolved by giving precedence in the following order:
A. Applicable state and federal statutes and rules; and
B. This Agreement and any and all attached exhibits
11. GOVERNING LAW
This 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 Agreement.
CITY OF YAKIMA
DocuSigned by:
robtr AOYISDIn,
11/14/2022
ro sc rom r;
Authorized Signatory
Print Name:Robert Harri son
Tale: City Manager
CI"rl CONTRACT NO. r
SOLUTION N :
OFFICE OF THE SECRETARY OF STATE
10/27/2022
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OSOS NO. G-7608
APPROVED AS TO FORM
Attorney General's Office
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GRA T # 2022CN738
OSOS Contract No. G-7608
EXHIBIT A
AWARD DETERMINATION
CITY OF YAKIMA
The following table illustrates the grant budget as proposed by your agency - with the items that were
funded, and the items that were awarded with conditions.
Imaging /
Digitization
Amount Amount
Requested Funded
$22,218.11
Stipulations/Conditions
Records identified to be imaged:
APPLICATION
(LE2022-010) PERSONNEL RECORDS (PEACE/CORRECTIONS
OFFICERS)
(G550-04B-06) EMPLOYEE WORK HISTORY
INSURANCE INFO
(GS05-04D-03) EMPLOYEE BENEFITS — ENROLLMENT AND
PARTICIPATION
EVALUATIONS
(GS50-04A-08) PERFORMANCE EVALUATION (EMPLOYEE)
PERSONNEL ACTION FORMS
(LE2022-010) PERSONNEL RECORDS (PEACE/CORRECTIONS
OFFICERS)
(GS50-048-06) EMPLOYEE WORK HISTORY
TRAINING
(LE2022-010) PERSONNEL RECORDS (PEACE/CORRECTIONS
OFFICERS)
(GS2011-190) AUTHORIZATIONS/CERTIFICATIONS —
EMPLOYEES (GENERAL)
(GS50-048-06) EMPLOYEE WORK HISTORY
CERTIFICATIONS
(GS2011-190) AUTHORIZATIONS/CERTIFICATIONS —
EMPLOYEES (GENERAL)
DISCIPLINE / COMPLAINTS
(LE2022-003) COMPLAINTS, GRIEVANCES, AND MISCONDUCT
RECORDS (PEACE/CORRECTIONS OFFICERS)
(GS50-04E-03) EMPLOYEE COMPLAINTS AND GRIEVANCES
(GS50-04B-47) MISCONDUCT INVESTIGATION FILES —
UNFOUNDED
(GS50-04B-46) MISCONDUCT INVESTIGATION FILES —
FOUNDED
SAFETY
(G550-04B-06) EMPLOYEE WORK HISTORY
MISC.
(G52014-031) DISCLOSURE OF FORMER EMPLOYEE
INFORMATION TO PROSPECTIVE EMPLOYERS
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GRA T # 2022CN738
OSOS Contract No. G-7608
TOTAL
By Imaging Vendor:
Washington State Archives
1129 Washington Street SE
Olympia, WA 98501
All reimbursement requests to be submitted by May 31,
2023.
1
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.E.
For Meeting of: November 1, 2022
ITEM TITLE: Resolution authorizing acceptance of grant awarded through the
Archives and Records Management Division's Local Records
Grant Program
SUBMITTED BY: Connie Mendoza, Director of Human Resources
SUMMARY EXPLANATION:
The Human Resources Department applied and was approved to receive the grant award to aid
with the project to convert City personnel records to an electronic format that is compliant with
Washington State retention guidelines.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt resolution
ATTACHMENTS:
Description Upload Date
Et Resdution 10/12/2022
D Grant Agreement 10/11;2022
Type
Coker Memo
Corer Memo
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1-7619
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 Agreement establishes the understanding for ARCHIVES to provide document preparation,
scanning, and microfilming services as authorized by Chapter 40.14 RCW. Specific work to be
performed is described in the Statement of Work (hereinafter "SOW") accompanying this
Agreement and identified as Statement of Work No. 1. Any additional SOWs must be in writing
and signed by CUSTOMER and ARCHIVES.
I. SCOPE OF SERVICES
1. ARCHIVES shall provide document preparation, scanning, and microfilming services to
CUSTOMER upon receipt of a detailed SOW describing the services requested and the
documents to be converted. The SOW shall be attached and be made an integral part of
this Agreement.
2. ARCHIVES shall meet or exceed the imaging specifications and standards established
by the Washington Administrative Code. It is the responsibility of 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 CUSTOMER, ARCHIVES will replace the deficient work product at no extra charge
to CUSTOMER. Any defects or errors communicated by CUSTOMER to ARCHIVES
after thirty (30) calendar days after receiving the finished work product will incur
additional costs.
3. All records must be delivered in boxes capable of holding the contents, preferably with a
lid that is closed. Boxes that are damaged will not be accepted. For oversized
documents, please contact ARCHIVES for transportation suggestions.
4. An estimated completion date will be provided to CUSTOMER following ARCHIVES
review of the records transmitted by CUSTOMER; provided, however, that ARCHIVES
shall not be liable for delays in providing services to CUSTOMER under this
Agreement.
5. If microfilm is being created as part of the services indicated in the SOW, the
Washington State Standards for the Production and Use of Microfilm requires certain
information to be present on all microfilm. To ensure compliance with the standards,
ARCHIVES will add pages as needed and charge a per page and project preparation
rate for this work.
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, 2023.
2. CUSTOMER may extend this Agreement for up to two (2) additional two-year terms by
providing a written notice (via email, fax or other method) to ARCHIVES any time before
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the termination date. No amendment or other formal writing need be executed by
CUSTOMER or ARCHIVES to render the extension effective.
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.
III. COMPENSATION
1. CUSTOMER will pay ARCHIVES for services provided under this Agreement at the
rates set forth in the SOW, unless modified by ARCHIVES and accepted by
CUSTOMER as provided in Section 111.2 below.
2. 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 CUSTOMER. Changes in cost will be deemed accepted by
CUSTOMER unless objected to in writing within fifteen (15) calendar days after notice of
the change is given. CUSTOMER's timely objection will serve as notice to terminate this
Agreement, such termination to be effective thirty (30) calendar days after the date of
objection.
3. ARCHIVES will send an itemized bill to CUSTOMER not more than once a month for
services provided in the previous month.
4. CUSTOMER shall make full payment by checks, journal voucher, or credit card within
thirty (30) calendar days of receiving an invoice. 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 Service Level Agreement number.
5. Total services under this Agreement shall not exceed $50,000.00. This amount can be
increased by an amendment to this Agreement signed by both Parties.
6. CUSTOMER and ARCHIVES acknowledge that funding up to $22,232.75 exists for
the initial project as identified in the SOW pursuant to Local Records Grant #7608,
and that if costs exceed the grant award, whether due to increased costs to
complete the initial project, for an expansion of the project, or for a new project,
CUSTOMER will be solely responsible and liable for the additional charges in
excess of the grant amount.
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 CUSTOMER shall be sent or delivered to:
Robert Harrison
City of Yakima
129 N. 2nd Street
Yakima, WA 98901
Telephone Number: (509) 575-6006
Email Address: Robertharrison@yakimawa.gov
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3. Any notice from the CUSTOMER sent to ARCHIVES shall be sent or delivered to:
Patrick Williams
Imaging Services Manager
Office of the Secretary of State
Washington State Archives
1129 Washington Street SE
Olympia, WA 98504-0238
Telephone: (360) 586-0108
Fax Number: (360) 664-8814
Email Address: patrick.williams@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 method is utilized.
V. 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.
2. The service or product provided by this Agreement shall be either available for pickup or
shipped from the ARCHIVES' facility at 1129 Washington Street SE, Olympia, WA
98504.
3. Except as otherwise provided in this Agreement, when a bona fide dispute arises
between ARCHIVES and 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.
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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.
4. 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.
5. 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 acts and/or omissions of entities or individuals not a party to this
agreement.
6. This Agreement may be modified only in writing by the parties executed with the same
formalities required to execute this Agreement.
7. 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.
8. If any conflicts exist between the text of this Agreement and any Statement of Work, the
Agreement shall prevail.
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. Other than the SOW accompanying
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 the SOW, constitutes the entire Agreement between
CUSTOMER and ARCHIVES.
The parties have read and agree to the terms and conditions of this Agreement.
CITY OF YAKIMA
DteduSigned' by:
rb�u i RalfriSMA, 11/28/2022
City anager
CITY CONTRACT NO:
APPROVED AS TO FOIoLuTioN No:
Attorney General's Office
Date
OFFICE OF THE SECRETARY OF STATE
DocuSigned by:
NA,j 11/28/2022
t rc fives Date
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1-7619
STATEMENT OF WORK NO. 1
TO
SERVICE LEVEL AGREEMENT 1-7619
This Statement of Work ("SOW") 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 SOW is incorporated into and hereto made an integral part of Service Level
Agreement 1-7619 between CUSTOMER and ARCHIVES (the "Agreement").
CUSTOMER: City of Yakima
129 N. 2nd Street
Yakima, WA 98901
Customer
Contact:
Title:
Telephone No.:
Email:
Jenn Zeutenhorst
Human Resources
509-575-6124
Jennifer.zeutenhorst@yakimawa.gov
I. FEE SCHEDULE
Archives
Patrick Williams
Imaging Services Manager
360-586-0108
patrick.williams@sos.wa.gov
Service
Unit
Unit Price
Scan Paper Documents (Up to 11" x 17") up to 300 DPI — Grade D
Per Image
$0.25
Indexing
Per File
$0.20
Converting single -page TIFF to Multi -page TIFF
P
Per Image
$0.06
Federal Mileage Reimbursement
Per Mile
$0.625
Per Box for all trips
Per Box
$1.50
Secure Flash Drive Transfer
Per Transfer
$50.00
All shipping or ferr prices will be charged cost + 30%
IMAGING ESTIMATE
Service
# of Units
Total Unit Cost
Scan Paper Documents (Up to 11" x 17") up to 300 DPI — Grade D
66,000
$16,500.00
Indexing
7,065
$1,413.00
Converting single -page TIFF to Multi -page TIFF
66,000
$3,900.00
Federal Mileage Reimbursement
366
$228.75
Per Box for all Trips
54
$81.00
Secure Flash Drive Transfer
1
$50.00
All shipping or ferry prices will be charged cost + 30%
TOTAL AMOUNT
$22,232.75
All rates and charges listed above are subject to change in accordance with the terms and
conditions of the Agreement.
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The ARCHIVES shall:
Summary Statement
ro
The purpose of this project is to create a digital copy of the City of Yakima Employee
History Files in accordance with Local Records Grant #7608.
c Management
• 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 will notify the customer of
any cost adjustments required for document preparation, or scanning, which exceed the
original estimate.
Process the following with the following information:
o Record Series: Employee History Files
o Agency: City of Yakima
o Department: Human Resources
o County: Yakima
o Date Range: 1980-present
o Disposition Authority Number (DAN): GS50-04B-06
Contact CUSTOMER 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 CUSTOMER of any
cost adjustments required for document preparation which exceeds the original estimate.
Pickup & Delivery
Pick-up and deliver documents from CUSTOMER at:
Yakima City Hall
126 N. 2nd Street
Yakima, WA 98901
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. Documents will not be reassembled. Oversize
documents will be placed back in the original file location.
Re -box the documents into a new Archive box if the original box is insufficient to preserve the
records during transport. CUSTOMER will be invoiced for all new boxes required for the project.
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Scan - Paper Documents
• Perform paper document scanning for documents up to 11" by 17".
o Employee History Files
o This category of work consists of approximately 66,000 pages within 27 boxes.
o This category of work is given the complexity Grade D
• Provide Imaging Services for documents up to 11" x 17" on production auto -feed
scanners.
• Count each side of two-sided documents as one page.
• "Imaging Services" shall include:
o Preparing documents for scanning by removing documents from bindings or
binders, removing staples, paper clips, flattening and/or mending pages.
o Designating all oversized (larger than 11" x 17") documents for wide -format
scanning.
o Scanning documents in bi-tonal mode at 300 dots per inch (dpi). All clearly
visible markings on all pages will be captured in the image.
o Scanning removable notes both on the page and off if text is obscured.
o Performing a visual quality control inspection of every scanned image by viewing
each image and comparing it to the original document page.
o Re -scanning poor quality images as needed.
o Providing TIFF Group IV Multi -Page image files.
o Naming files by Employee LastName, FirstName.tif including additional term:
6 _APP (Application)
_INS (Insurance)
EVAL (Evaluations)
6 _PAF (Personnel Action Forms)
TRA (Training)
CERT (Certification)
DIS (Discipline)
_SAFE (Safety)
• MISC
CITY OF YAKIMA
f---ooeustgned by:
414,14 tk-avvisetA,
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City IV1anager
CITY CONTRACT Neyi
RESOLUTION NO: K-
AO '
1
APPROVED AS TO FORM
Attorney General's Office
OFFICE OF THE SECRETARY OF STATE
DocuSigned by:
11/28/2022 fat&
Date State ralVes
11/28/2022
Date
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