HomeMy WebLinkAboutWA Secretary of State #9CA1-628
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. w'ECEIVE OS os Contract No. 9CA1.628
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FINAN~~~~~~f:8~~fA1~VjCE~MAGING AND PRESERVATION SERVICES AGREEMENT
THIS AGREEMENT is made and entered into by and between the CITY OF AUBURN (herein after referred to as "the
CUSTOMER") and the STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, DIVISION OF ARCHIVES
& RECORDS MANAGEMENT (herein after referred to as "the ARCHIVES").
CUSTOMER: City of Auburn
25 West Main Street
Auburn, WA 98001-4998
CONTACT PERSON: Jim Tinner
253-804-3121
253-804-3114
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I. SPECIFIC SERVICE:
Microfilm and Scan approximately 33,000 drawings, create LaserFiche Briefcase containing TIFF Group IV files indexed
by MF _Number in YYDDNNNN format and a Security Microfilm copy to be transferred to the Archives and stored in secure
temperature and humidity controlled vaults (at no cost to the Customer). Documents will be filmed with a ruler laid on
top of the drawing so that a reference to size is available.
Document Conversion Pricing
Microfilming: 45 cents / image
Scan Microfilm Images at 300 DPI: 10 cents / image
JumboScan: $50.00/ hour
(for poor quality drawings)
Name files by MF _Number: 5 cents / drawing (file)
DVD-ROM disc: $25.00 each
FTP Transfer /
Removable USB Storage Device
(Customer Supplied): No Charge
Pick up and Delivery: $25.00 trip
Document Preparation: $26.00 / hour
(If necessary)
Minimum Production Charge $100.00
Total services delivered under this Agreement are not to exceed $20,000.00.
II. CONTRACT PERIOD: The date of execution through December 31,2007. Upon expiration of the current contract
period, this Agreement shall automatically renew for subsequent one-year terms, unless terminated by 30 days written
notice by either party.
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OSOS Contract No. 9CA1.628
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III. AFFIRMA TION 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 Agreement contains all the terms and conditions agreed upon by
the parties. 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 here to. This contract, together with all of its attachments, constitutes the entire
Agreement.
IV. CUSTOMER'S PA YMENT: Checks or journal vouchers shall be payable and mailed to the Office of the Secretary of
State, (Attention: Sun Mosley, Financial Services), P.O. Box 40224, Olympia, WA 98504-0224.
V. SERVICE DELIVERY:
1. The ARCHIVES will send an itemized bill to the CUSTOMER each month which includes the prior month's microfilm
services and shipping cost. The Customer shall pay the total amount due within thirty calendar clays of the receipt of
billing.
2. This Agreement shall not be assignable by either party without written consent of the other party.
VI. GENERAL TERMS AND CONDITIONS:
1. The ARCHIVES shall not be liable for delays in furnishing microfilm services to the CUSTOMER. The CUSTOMER's
sole remedy shall be to have the ARCHIVES replace any work that does not meet the ARCHIVES microfilm
specifications at no cost to the CUSTOMER.
2. Billing to CUSTOMER for reimbursable services will include both direct and indirect costs as agn~ed between the
CUSTOMER and the ARCHIVES.
3. The ARCHIVES shall maintain the right to increase or decrease the cost of rendering the service.(s) under this
Agreement throughout its (the Agreement's) lifetime, upon thirty (30) calendar days advance written notice to the
CUSTOMER.
4. Documents sent to the ARCHIVES that are not camera ready will be returned to the CUSTOMEH with instructions
detailing the additional preparation that needs to be performed, or the ARCHIVES will perform the services at its
current rate, based on the CUSTOMER's preference. Prior to commencing work and executing <:1 service agreement,
the CUSTOMER will provide a representative sample box containing documents to be filmed. Instructions for
preparing documents for filming are included in Exhibit A, Preparing Documents for Filming.
5. The ARCHIVES meets or exceeds Washington State standards for quality control and processing. However, it is the
responsibility of the CUSTOMER to verify the quality and accuracy of the service performed and to notify the
ARCHIVES of any discrepancies within 90 days after receiving the service~
6. The ARCHIVES shall deliver the original documents to the CUSTOMER at the time of delivery of completed microfilm
and scanned files to the CUSTOMER.
7. The Agency shall indemnify and hold harmless the Customer from all claims, costs, damages, or expenses arising out
of the negligence of the Agency. Likewise, the Customer shall indemnify and hold harmless the Agency from all
claims, costs, damages, or expenses arising out of the actions of the Customer. In the case of nElgligence of both the
Customer and the Agency, any damages allowed shall be levied in proportion to the percentage of negligence
attributable to each party.
8. The ownership of the documents or other items received from the CUSTOMER shall at all times remain the property of
the CUSTOMER. The microfilm or other products are the property of the ARCHIVES until such time payment has
been made for the services rendered.
9. Either party may terminate this Agreement upon thirty (30) days written notices 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 the ARCHIVES within 30 calendar days of receipt of billing for
services rendered.
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OSOS Contract No. 9CA1.628
10. Disputes arising under this Agreement shall be resolved by a panel consisting of one representative from the
. CUSTOMER, one representative from the ARCHIVES, and a mutually agreed upon third party. All provisions and
products will be governed by Washington State law and published standards of the ARCHIVES. The dispute panel
shall decide any dispute submitted to it by a majority vote of the dispute panel. Neither party shall have recourse to the
courts unless there is a showing of noncompliance or waiver of this section, in which case the VEmue for any such suit
filed, shall lie in the Superior Court of the State of Washington and for the County of Thurston.
11. This Agreement may be modified only by written agreement of both parties.
12. The service or product provided by this Agreement shall be shipped from the ARCHIVES' facility at 711 Tumwater
Boulevard SW, Tumwater, WA 98512.
I, the CUSTOMER, have read and agree to the terms and conditions of this contract.
C'TYOFf~ OF THE SECRETARY OF STATE:
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SIGNATURE
f ..e)-~ Id l~i.5 Steve Lyle
NAME
MM~ Contracts Officer
TITLE
/O-~7-0~~ 11- I - 05
DATE DATE
~: Preparing Documents for Filming
Exhibit B: Microfilm Scanning Disclaimer
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Exhibit A Preparing Documents for Filming OSOS Contract # 9CA1.628
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The following instructions for preparing documents for filming should be helpful so that the
ARCHIVES may expedite performing services for the CUSTOMER. Prior to commencing work
and executing a service agreement, the CUSTOMER will provide a representative sample box
containing documents to be filmed. Please review the instructions, and if you have any ,additional
questions, please contact Imaging Services at (360) 586-6232.
Preparing documents for filming.
1. Begin with first document in each series.
2. Inspect documents for missing files and proper sequence.
3. Remove all staples, paper clips, and any other object holding pages together.
4. Tape any page smaller than a half sheet (standard letter size) to a whole white :sheet of
paper.
5. Repair any torn documents with transparent tape.
6. Folded documents should be unfolded.
7. Ask yourself "would this page feed through an automatic document feeder on a
photocopier?" If not, then it isn't ready for filming.
8. Contact Imaging Services if you have additional questions.
Documents sent to the ARCHIVES that are not camera ready will be returned to the CUSTOMER
with instructions detailing the additional preparation that needs to be performed, or the
ARCHIVES will perform the services at its current rate, based on the CUSTOMER's preference.
Prior to execution of the contract and of performing services to the CUSTOMER, the AR:CHIVES
will have the opportunity to review the CUSTOMER's documents in order to provide better service
to the CUSTOMER.
Exhibit B Microfilm Scanning Disclaimer OSOS Contract No. 9CA1.628
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The Washington State Archives recommends that the original security microfilm mastE~r be used
for microfilm scanning.
The removal of Preservation and Security microfilm from its storage environment in thEl Archives'
secure temperature and humidity controlled vaults is not recommended. The Archives
recognizes that the conversion of the information contained on the microfilm rolls to a 'digital
format provides great benefits to the agency and its customers. These benefits may outweigh the
risks of disturbing the storage environment, but need to be carefully considered.
In an effort to ensure that your film maintains its archival integrity, and that the chain of custody
within the Archives is maintained, we now provide services for converting your microfilm to digital
images. This process is not without risk and as guardians of your vital records it is our
responsibility and obligation to make you aware of the potential risk factors.
Removing the film from the vaults and using a scanning system to digitize the contents presents
the following potential risk factors:
Scratching - It is possible that during the scanning process the film may be scratched by the
microfilm scanner's transport mechanism.
Breakage - The film might be damaged as a result of the scanning process during the rewinding
or scanning process.
Accelerated aging - Storage in the vaults minimizes the effects of time. Removing thEl film from
the precisely controlled and monitored conditions of the vaults may shorten the life of the film.
These risk factors are relatively low, and can be mitigated to some degree by creating either a
silver duplicate or a diazo duplicate to be used for scanning, however the diazo duplication
process presents the same risks. If you prefer to have a copy made to be used for scanning, we
will perform that service at the fees indicated in our published rate sheet. The image quality of
scans of diazo film may degrade slightly from that of scans of original film.
The Archives recommends that if you choose to utilize an outside vendor for microfilm scanning
services that you request a duplicate copy from the Archives to maintain the chain of c:ustody of
your original microfilm records.
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