HomeMy WebLinkAboutWashington Office of Secretary of StaterA3~I6,L
OSOS Contract No. 9CA4-788
IMAGING AND PRESERVATION SERVICES AGREEMENT
THIS AGREEMENT is made and entered into by and between the AUBURN CITY CLERK (hereinafter
"CUSTOMER") and the STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE,
ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter "ARCHIVES").
CUSTOMER: City Clerk
City of Auburn
25 West Main Street
Auburn, WA 98001-4998
CONTACT PERSON: Danielle Daskam
City of Auburn
25 West Main Street
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 the Statement of Work, which is attached as Exhibit A and fully
incorporated herein by reference.
I I . PRICES
FEE SCHEDULE
Service Unit Unit.Price
Per mile for all trips on a regular multi-stop route Per Mile 0.3000
Per box for all trips Per Box 1.5000
Scan Paper Documents (Up to 11"x17") up to 300 DPI -
Grade B Per Image 0.1000
Scan Paper Documents (Up to 11"x17") up to 300 DPI -
Grade SH Per Image 0.5500
Rename Files Per file 0.1000
Compact Disks Each 15.0000
16mm Microfilm -Single TIFF Images to Microfilm -Basic
Service per Image 0.0175
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 box for all trips 30 45.00
Scan Paper Documents (Up to 11"x17") up to 300 DPI -
Grade B 32,800 3,280.00
Scan Paper Documents (Up to 11"x17") up to 300 DPI -
Grade SH 1,100 605.00
Rename Files 1.1,300 1,130.00
Compact Disks 1 15.00
16mm Microfilm -Single TIFF Images to Microfilm -Basic
Service 33,900 593.25
All shipping will be charged cost + 30%
IMAGING ESTIMATE
Subtotal 5,693.45
8.4 percent sales tax: 478.25
Total $6,171.70
Page 1 of 7
ConlractslContractsllmaginglNEWTEMPLATE PROJECT51City of Auburn 9CA4788
OSOS Contract No. 9CA4-788
III. CUSTOMER'S PAYMENT: Checks or journal vouchers shall be payable and mailed to the Office of
the Secretary of State, Attention: Bea Huynh-Tien, Financial Services, P.O. Box 40224, Olympia, WA
98504-0224.
IV. CONTRACT PERIOD: The date of execution through December 31, 2007.
V. SERVICE DELIVERY:
1. The above amount is an estimate for the project described in Paragraph I, Specific Service. The
Archives staff will review the project prior to commencing work and make a diligent attempt at closely
estimating the costs to complete the project. 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.
2. 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 of $50.00.
3. 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
the per-page rate and project preparation rate.
4. CUSTOMER instructions that result in a suspension of work in progress will be charged $50 an hour
down-time 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.
5. ARCHIVES will send an itemized bill to the CUSTOMER that includes the prior mcnth's imaging
services.
6. The CUSTOMER shall pay the total amount due within thirty (30) calendar days from the invoice
date.
7. ARCHIVES warrant the work to meet the specifications as detailed above. The CUSTOMER shall
review the Imaging Services' deliverables and notify ARCHIVES of any defects or errors within thirty
(30) calendar days of invoice date. Any defects or errors communicated by the CUSTOMER to
ARCHIVES after thirty (30) calendar days from the invoice date will incur additional costs.
8. ARCHIVES shall not be liable or responsible in any manner or to any degree, to the CUSTOMER or
to any other person, for any damages of any nature, including, but not limited to, consequential
damage for termination of this Agreement.
9. This Agreement shall not be assignable by either party without written consent of the other party.
VI. GENERAL TERMS AND CONDITIONS:
10. 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.
11. Billing to CUSTOMER includes costs as agreed between the CUSTOMER and ARCHIVES and
detailed under the IMAGING ESTIMATE above. Upon completion of the work described in
Page 2 of 7
ContractslConiracts\ImaginglNEWTEMPLRTE PROJECTS1City of Auburn 9CA4788
OSOS Contract No. 9CA4-788
SPECIFIED SERVICE the final payment for amounts due shall be made within thirty (30) calendar
days of invoice date.
12. 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 written notice to the
CUSTOMER.
13. To the fullest extent permitted by law, the CUSTOMER shall indemnify, defend, and hold harmless
ARCHIVES and all officials, agents and employees of ARCHIVES from and against all claims for
injuries or death arising out of or resulting from the performance of the Agreement. The
CUSTOMER'S obligation to indemnify, defend, and hold harmless includes any claim by the
CUSTOMER'S agents, employees, representatives, or any subcontractor or its employees.
The CUSTOMER expressly agrees to indemnify, defend, and hold harmless ARCHIVES for any
claim arising out of or incident to the CUSTOMER'S or any subcontractor's performance or failure to
perform the Agreement. The CUSTOMER'S obligation to indemnify, defend, and hold harmless
ARCHIVES shall not be eliminated or reduced by any actual or alleged concurrent negligence of
ARCHIVES or its officials, agents, and employees.
The CUSTOMER waives its immunity under Title 51 RCW to the extent it is required to indemnify,
defend and hold harmless ARCHIVES and its officials, agents and employees.
14. The ownership of the documents or other items received from the CUSTOMER shall at all times
remain the property of the CUSTOMER. The imaged products shall remain the property of
ARCHIVES until such time payment has been made for the services rendered.
15. 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.
16. 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 an Agent on behalf of ARCHIVES.
1. The request for a dispute hearing must:
• be in writing;
• state the disputed issues(s);
• state the relative positions of the parties;
• state the CUSTOMER'S name, address, and contract number; and
• be mailed to the Agent and party's (respondent's) Agreement Manager.
• The respondent shall send a written answer to the requester's statement to both the Agent
and the Requester within fifteen (15) business days.
2. The Agent shall review the written statements and reply in writing to both parties within ten
(10) business days. The Agent may extend this period if necessary by notifying the parties.
3. 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.
Page 3 of 7
Contracts\Contracls\ImaginglNEW TEMPLATE PROJECTS1City of Auburn 9CA4788
OSOS Contract No. 9CA4-788
17. This Agreement shall be construed and interpreted in accordance with the laws of the State of
Washington, and the venue of any legal activities brought hereunder shall be in the Superior Court for
Thurston County.
18. This Agreement may be modified only by written agreement of both parties.
19. The service or product provided by this Agreement shall be shipped from the ARCHIVES' facility at
711 Tumwater Boulevard SW, Tumwater, WA 98512.
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. 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
hereto. This Agreement, together with all of its attachments, constitutes the entire Agreement.
I, the CUSTOMER, have read and agree to the terms and conditions of this Agreement.
AUBURN CITY CLERK OFFICE OF THE SECRETARY OF STATE
.-
SIGNATU E DATE
William Fieber DATE
Contracts Officer
PRINT NAME
1''l~ya-r
TITLE
Page 4 of 7
ConfractslContractsllmaginglNEWTEMPLATE PROJECTS1City otAuburn 9CA4-788
OSOS Contract No. 9CA4-788
Exhibit A
Statement of Work
The ARCHIVES shnll:
Pickup 8r Delivery
• Pickup and deliver the documents from/to CUSTOMER at:
City Clerk
City of Auburn
25W Main St.
Auburn, WA 98001-4998
• 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 Clerk
City of Auburn
25W Main St.
Auburn, WA 98001-4998
• Deliver CD's with images to the following location:
City Clerk
City of Auburn
25W Main St.
Auburn, WA 98001-4998
Protect 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 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 Documents
• Perform paper document scanning for documents up to 11" by 17".
o Record series Minutes of Official City Council Proceedings and Ordinances and
Disposition Authority Number (DAN) GS50-05A-13 and GS50-01-25
o This category of work consists of approximately 32,800 pages within 14 boxes.
o This category of work is given the complexity Grade B
• 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 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:
Page 5 of 7
ContractslContractsllmaging\NEWTEMPLATE PROJECTS1City of Auburn 9CA4788
OSOS Contract No. 9CA4-788
^ File name of oversize document:
^ 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 200 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 Single-Page image files.
o Naming images as follows:
Images will be named sequentially and placed in folders named by record series.
Scan -Paper Documents
• Perform paper document scanning for documents up to 11" by 17".
o Record series Minutes of Official City Council Proceedings and Disposition Authority
Number (DAN) GS50-05A-13
o This category of work consists of approximately 1,100 pages within 1 boxes.
o This category of work is given the complexity Grade SH
• 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" sha-I include:
o Preparing documents for scanning by removing documents from bindings or binders,
removing staples, paper clips, flattening and/or mending pages.
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:
^ 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 200 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 Single-Page image files.
o Naming images as follows:
Images will be named sequentially and placed in folders named by record series.
Archive Writer
Basic
• Perform digital image to microfilm conversion for previously microfilmed paper documents sized
up to 11" by 17".
o This category of work consists of approximately 33,900 images.
• Conversion services are priced at Grade Basic.
• Convert image files sequentially onto the film by the image file name.
• 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.
Page 6 of 7
ContractslContractsllmaginglNEWTEMPLATE PROJECTS1City of Auburn 9CA4788
OSOS Contract No. 9CA4-788
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.
• Clearly identify the document boundaries by blank page separation.
• 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 prior to 2007-04-09.
• 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.
• Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Danielle Daskam Phone: 253-931-3037 email: ddaskam@auburnwa.gov
o Secondary contact:
Name: Cathy Richardson Phone: 253-931-3039 email: crichardson@auburnwa.gov
Ensure project is ready for processing prior to ARCHIVES picking it up.
Pickup & Delivery
• 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.
Page 7 of 7
Contracts\ContraclsVmaginglNEW TEMPLATE PROJECTS1City of Auburn 9CA4768