HomeMy WebLinkAboutSecy of State Archives & Records Mgmt #OSOS 9CA4-1077 w/9CA4-1077-1OSOS No. 9CA4-1077
INTERLOCAL AGREEMENT
For
DOCUMENT PREPARATION AND IMAGING SERVICES
THIS AGREEMENT is made and entered into by and between CITY OF AUBURN (hereinafter
"CUSTOMER") and the STATE of WASHINGTON, OFFICE OF THE SECRETARY OF STATE,
ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter "ARCHIVES").
This Interlocal Agreement establishes the understanding for providing document preparation,
scanning, and microfilming services. Specific work to be performed shall be described in a
separately approved Statement of Work (hereinafter "SOW"). Any additional SOWs shall be
approved in writing.
1. SCOPE OF SERVICES
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) 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 from the invoice date 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 401bs will not be accepted. Boxes may be weighed before transporting.
ARCHIVES have archival quality boxes with attached lids for purchase. Imaging
Services have staff available to box CUSTOMER documents on site for an hourly fee
equal to the current ARCHIVES miscellaneous labor rate.
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ContractslContracts\ImagingWEW TEMPLATE PROJECTS\City of Auburn 9CA4
OSOS No. 9CA4-1077
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.
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.
CUSTOMER agrees to comply with the RCW 39.34.040, if required. This Agreement
shall remain in effect until December 31, 2009.
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
shatl 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, and the CUSTOMER has fifteen (15) calendar days
to agree or terminate the Agreement.
2. ARCHIVES will send an itemized bill to the CUSTOMER each month that includes
work done in the prior month's 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 so 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 $2,500.00. This amount can be
increased by amendment to this Agreement.
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ConhactslContracts\ImagingWEW TEMPLATE PROJECTS1City of Aubum 9CA4
OSOS No. 9CA4-1077-1
Exhibit A
The ARCHIVES shall:
Pickup & Deliverv
. Pickup and deliver the documents from/to CUSTOMER at:
City of Auburn
25 West Main Street 2nd Floor
Auburn, WA 98001
. 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 container originally provided. Documents will not be stapled or clipped
(reassembled). Oversize documents will be placed back in its original file location.
. Replace the documents into a new Archive container if the original container is deemed
insufficient to properly preserve the records. CUSTOMER will be invoiced for all new container
required for their project.
. Return the documents to the following location within 15 calendar days of completing the imaging
services:
City of Auburn
25 West Main Street 2nd Floor
Auburn, WA 98001
. Deliver media with images to the following location:
Attn: Dave Burdick
City of Auburn
25 West Main Street 2nd Floor
Auburn, WA 98001
Proiect Manaqement
. 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 exceed the
original estimate.
Microfilm - 35mm
. Perform paper document microfilming for documents larger than 11" x 17".
o This category of work consists of approximately 1,000 pages.
o This category of work is given the complexity Grade SHOS.
. Provide Microfilm Services for documents larger than 11" x 17" on 35mm planetary camera
equipment.
. "Microfilm Services" shall include:
o Preparing documents for microfilming by removing documents from bindings or binders,
removing staples, flattening and/or mending pages.
o Placing a Flash Target in front of each oversized document. Flash targets will be treated
as a normal page for microfilming and will have the following information:
• Oversized document removed and scanned
■ Document description
■ File or document number
o Filming documents and performing quality control in accordance with the Washington
State Standards for the Production and Use of Microfilm, which include:
■ Beginning and End of Roll Targets
■ Density Targets
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OSOS No. 9CA4-1077
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, Tumwater, WA 98501.
4 Except as otherwise provided in this Agreement, when a bona fide dispute arises
between ARCHIVES and the CUSTOMER, and it cannot be resoived 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 outline 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.
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Contracts\ContractsUmaginglNEW TEMPLATE PROJECTS1City of Auburn 9CA4
OSOS No. 9CA4-1077
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 AUBURN
2.. 0
ignature Date
io"6 l~ ~ A);,~s ~ Y
Title
Approved to Form.
Office of the Attorney General
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ContractslContractsllmagingWEW TEMPLATE PROJECTS1City of Aubum 9CA4
OFFICE OF THE SECRETARY OF STATE
OSOS No. 9CA4-1077-1
STATEMENT OF WORK NO. 1
FOR INTERLOCAL AGREEMENT 9CA4-1077
This Statement of Work is made and entered into by and between the CITY OF AUBURN
(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 Interlocal Agreement No. 9CA4-1077.
CUSTOMER: City of Auburn
25 West Main Street, 2"d Floor
Auburn, WA 98001
Customer
Contact: Dave Burdick
Title:
Telephone No.: 253-804-5058
Email: dburdick@auburnwa.gov
Archives
Boyd Barber
Imaging Services Manager
360-236-5080
bbarber@secstate.wa.gov
David Tuckett
Customer Service Manager
360-236-5082
dtuckett@secstate.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.
II. PRICES
Service
Unit
Unit Price
Per mile for all trips on a regular multi-stop route
Per Mile
0.30
Per roll for all trips
Per Roll
1.50
35mm Planetary Microfilm (Large format documents or
Per Page
0.55
bound books Grade SHOS
10
0
35 mm scanning @ 300 DPI (good quality)
Per Image
.
Hard Drive
Each
200.00
All shipping will be charged cost + 30%
IMAGING ESTIMATE
Service
# of Units
Total Unit Cost
Per mile for all trips on a regular multi-stop route
84
25.20
Per roll for all trips
8
12.00
35mm Planetary Microfilm (Large format documents or bound
1,000
550.00
books Grade SHOS
000
1
100.00
35 mm scanning @ 300 DPI (good quality)
,
1
200.00
Hard Drive
All shipping will be charged cost + 30%
Page 1 of 5
OSOS No. 9CA4-1077-1
IMAGING ESTIMATE
887'20
Subtotal
84.28
Sales tax:
971.48
Total
Office of the Secretary of State
111. CONTRACT PERIOD FOR STATEMENT OF WORK
The date of execution, which is the date of the last signature, through December 31, 2009.
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 wilf 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 Interlocal Agreement
No. 9CA4-1077 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. This 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 Auburn
(3 ZEe~
ig ture -"4 ;
itle
~
tate c ives Date
Exhibit A
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OSOS No. 9CA4-1077
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:
Dave Burdick
City of Auburn
25 West Main Street, 2~d Floor
Auburn, WA 98001
Telephone Number: (253) 804-5058
Fax Number: (253) 804-3114
Email Address: dburdick@auburnwa.gov
3. Any notice from the CUSTOMER sent to ARCHIVES shall be sent or detivered to:
Boyd Barber
Imaging & Preservation Services Manager
Office of the Secretary of State
Washington State Archives
6340 Capitol Blvd.
P.O. Box 40240
Tumwater, WA 98504
Telephone: (360) 236-5080
Fax Number: (360) 236-5096
Email Address: bbarber@secstate.wa.gov
4. Notice shall become effective upon delivery in person, three 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.
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 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 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 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.
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ConVactslContracts\ImagingWEW TEMPLATE PROJECTS\City of Auburn 9CA4
OSOS No. 9CA4-1077-1
• Certificate of Authenticity
• Informational Guide Sheets
■ Resolution Test Charts
■ Fiash Targets (as needed)
■ Reduction ratios will vary with the size of the documents.
■ All frames will have a black border no greater than '/4".
■ Documents wiil be skewed less than 30 degrees.
■ Any documents not meeting these standards will be retaken and spliced to the
end of the reel.
■ All spiices will be finished using an ultrasonic splicer. No glues or tapes are
permissible in the Security Microfilm Vault.
o Filming documents as they are presented, including...
■ All clearly visible markings on all pages will be captured in the image.
■ All Post-It notes will be filmed on the page and off.
o Creating 35mm silver halide original preservation quality master.
o Preservation copies shall conform to the following:
• Minimum density shall not exceed .10
■ Background Density shall be 1.1+/-0.1
o Placing the original preservation microfilm in acid free containers, labels will contain
some or all of the following fields, and placed in security microfilm vault:
■ Office of Record
• Record Series:
■ Inclusive File Range:
■ Inclusive Dates: -
■ Date Filmed:
■ Roll Number:
■ Disposition Authority Number (DAN):
■ Inspection Results - Density: Resolution:
Film Scan
. This category of work consists of approximately 1,000 images.
. "Imaging Services° shall include:
o Scanning the roll film and creating TIFF Group IV image files at 300 dpi.
o Re-filming or re-scanning document pages as needed to ensure adequate resolution and
readability.
o Providing TIFF Group IV Single-Page image files.
o Naming images as follows:
A sequential number beginning with .00001.tif
The CUSTOMER shall:
. Provide a clear description of the pickup location and all unique aspects, such as basement,
stairs, elevator, etc.
. Clearly label document containers as to their contents.
o Container identification shall include agency and office name, name of record series,
contents (examples: 1-100, AABLE-JOHNSON, 01/01/1900-12/31/1900, etc), and an
indication of the container number within a sequence (i.e., 1 of 23, 2 of 23, etc).
. Care should be taken to ensure that no portions of the records are exposed to the elements
during transportation.
. Review documents and remove all items CUSTOMER does not want scanned. This includes
Post-It notes attached to documents or documents not requiring permanent preservation.
. Make documents available for scanning no earlier than 06/01/2009.
. 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.
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OSOS No. 9CA4-1077-1
Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Dave Burdick Phone: 253-804-5058 email: dburdick@auburnwa.gov
o Secondary contact:
Name: Gail Perkins Phone: 253-804-5003 email: gperkins@auburnwa.gov
Ensure project is ready for processing prior to ARCHIVES picking it up.
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