HomeMy WebLinkAboutSecy of State Archives & Records Mgmt OSOS #9CA4-1085 w/9CA4-1085-1A ~.!G.9
OSOS No. 9CA4-1085
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.
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) 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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ContractslContractsllmaginglNEW TEMPLATE PROJECTS\City of Aubum 9CA4
OSOS No. 9CA4-1085
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 misceilaneous 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
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, 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 $10,000.00. This amount can be
increased by amendment to this Agreement.
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Contracts\CoMractsllmaginglNEW TEMPLATE PROJECTSICity of Auburn 9CA4
OSOS No. 9CA4-1085
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 delivered 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 successfui 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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Contracts\ContractsllmaginglNEW TEMPLATE PROJECTSICity of Auburn 9CA4
OSOS No. 9CA4-1085
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 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 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\ContractsllmaginglNEW TEMPLATE PROJECTS1City of Auburn 9CA4
OSOS No. 9CA4-1085
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
7 ~
Signature Da e
n1t 4
Title ~
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Approved to Form.
Office of the Attorney General
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ContracGslContractsllmaginglNEW TEMPLATE PROJECTS1Ciry of Auburn 9CA4
OFFICE OF THE SECRETARY OF STATE
OSOS No. 9CA4-1085-1
STATEMENT OF WORK NO. 1
FOR INTERLOCAL AGREEMENT 9CA4-1085
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. 9CA4-1085.
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
dtuckeft@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
Federal mileage reimbursement rate
Per Mile
Per box for all trips
Per Box
1.50
Scan Paper pocuments (Up to 11"x17") up to 300 DPI - Grade
E
Per Image
0.38
Index - Up to four (4) fields with a maximum of 15 characters
er field
Per File
0.35
16mm Microfilm - Single or Multi-Page TIFF Images (Up to
11"x17" to Microfilm - Basic Service
per Image
0.0175
Compact Disk
Each
15.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Service
# of Units
Total Unit Cost
Federal mileage reimbursement rate
90
49.50
Per box for all trips
12
18.00
Scan Paper pocuments (Up to 11 "x17") up to 300 DPI - Grade
E
15,000
5,700.00
Index - Up to four (4) fields with a maximum of 15
3,000
1,050.00
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OSOS No. 9CA4-1085-1
16mm Microfilm - Single or Multi-Page TIFF Images (Up to
11"x17" to Microfilm - Basic Service
15,000
262.50
Compact Disk
1
15.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Subtotal
7,095.00
Sales tax:
674.03
Total
7,769.03
I 11. 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 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 Interlocal Agreement
No. 9CA4-1085 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.
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OSOS No. 9CA4-1085-1
The parties have read and agree to the terms and conditions of this Agreement.
Office of the Secretary of State
City of Auburn
,13di~
Signature Date
Pq
Title
~
~ 7~
?ttatee s Date
Exhibit A
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OSOS No. 9CA4-1085-1
Exhibit A
The ARCHIVES shall:
Pickup S Deliverv
• Pickup and deliver the documents from/to CUSTOMER at:
City of Auburn, City Clerk
25 W Main St.
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 the original folder or binder in the box provided. Documents will not be
stapled or clipped (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.
• Return the documents to the following location within 15 calendar days of completing the imaging
services:
City of Auburn, City Clerk
25 W Main St.
Auburn, WA 98001
. Deliver CD's with images to the following location:
City of Auburn, City Clerk
Attn: Dave Burdick
25 W Main St.
Auburn, WA 98001
Proiect Manaaement
• 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.
Scan - Paper pocuments
• Perform paper document scanning for documents up to 11" by 17".
o Record series Easements, Deeds, & Bills of Sale
o This category of work consists of approximately 15,000 pages within 6 boxes.
o This category of work is given the complexity Grade E
. 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.
■ Unless instructed otherwise, bindings on books will be removed by cutting or
disassembly as needed for scanning.
o Removing all oversized (larger than 11" x 17") documents for microfilming and film
scanning.
o Placing a Flash Target where oversized documents were removed. Flash targets will be
treated as a normal page for scanning and will have the following information:
■ Oversized document removed and scanned
• Oversize document description:
• File name of oversize document:
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OSOS No. 9CA4-1085-1
• File name of first page of parent document:
o Placing all oversized images into a separate folder by Record Series.
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 images as follows:
By Recording # as printed on the first page of each document.
■ Place tiff images in digital folder named after physical folder Section #
Indexin
. Index by document type:
Field Name
Easements
Deeds
Bills of Sale
. Documents containing multiple records on a page will not be indexed.
. Provide a comma delimited text file containing the information above for all scanned documents.
. It is the customer's responsibility to maintain the capability to convert standard delimited text files
to a preferred data format.
Archive Writer
Basic
. Perform digital image to microfilm conversion for previously scanned paper documents sized up
to 11" by 17".
o This category of work consists of approximately 15,000 images.
. Conversion services are priced at Grade Basic.
. Documents will appear on microfilm in the order presented to Imaging Services.
. 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:
. 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).
. Documents shall be provided to ARCHIVES in standard records boxes. 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 after 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.
. Review the imaged records and notify the Archives of any defects or errors within 30 calendar
days of invoice date.
. Submit payment for completed work within 30 calendar days of invoice date.
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OSOS No. 9CA4-1085-1
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.
Pickup & Deliverv
. At the time of pick up and delivery scheduling, inform ARCHIVES of any potential problems that
may be encountered picking up or delivering boxes at CUSTOMER location, including lack of a
loading dock, difficult building access, times the boxes or building will not be accessible, and the
need for a security badge or cardkey.
. Supply directions to your building and the location of loading dock and freight elevator.
. Ensure that boxes are centrally located in a place that is accessible by ARCHIVES truck and
allows efficient removal of the boxes.
. Stack the boxes five high with the labels facing out.
. Arrange the boxes in a logical order.
. Accept delivery of documents within 15 calendar days of individual job work order completion.
. When no elevator is available, records must be located on the ground floor. A$50.00 an hour fee
will apply for records that must be manually moved to the ground floor.
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