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HomeMy WebLinkAboutState of WA Archives Grant Service Level Agreement 8095P-1238 022014OSOS No. 8095P- 1238 -1 OSOS No. G- 121064 STATEMENT OF WORK NO. 1 SERVICE LEVEL AGREEMENT No. 80951P-1238 This Statement of Work is made and entered into by and between the CITY OF PASCO (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 Service Level Agreement No. 8095P -1238. CUSTOMER: City of Pasco RECEtWC. 525 N. 3'" Street Pasco, WA 99301 L Z�) t Customer Archives r'z�"CC;' Ci i C E_-ktr Contact: Debbie Clark Terry Badger Title: City Clerk Deputy State Archivist Telephone No.: 509 - 544 -3096 360 - 586 -1602 Email: clarkd @ pasco- wa.gov terry.badger @sos.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. 11. PRICES Service Unit Unit Price Federal mileage reimbursement rate Per Mile 0.56 Per box for all trips Per Box 1.50 Scan Paper Documents (Up to 11 "x1 T') up to 300 DPI — Grade D Per Image 0.25 Index — Up to four (4) fields with a maximum of 15 characters r field Per File 0.35 35mm Microfilm — Single or Multi -Page TIFF Images to Microfilm r image plus per roll Per Image 0.15 35mm Microfilm — Single or Multi -Page TIFF Images to Microfilm Roll Charge) Per Roll 27.00 Scan Paper Documents — Grayscale — Grade SH Per Image 0.56 Hard Drive, External USB Each 100.00 All shipping or ferry prices will be charged cost + 30% IMAGING ESTIMATE Service # of Units Total Unit Cost Federal mileage reimbursement rate 330 184.80 Per box for all trips 30 45.00 Scan Paper Documents (Up to 11 "x17 ") up to 300 DPI — Grade D 17,000 4,250.00 Index — Up to four (4) fields with a maximum of 15 characters per field 2,400 840.00 35mm Microfilm — Single or Multi -Page TIFF Images to 18,500 2,775.00 OSOS No. 8095P- 1238 -1 OSOS No. G- 121064 Microfilm (per image plus per roll) 35mm Microfilm - Single or Multi -Page TIFF Images to Microfilm Roll Charge) 8 216.00 Flatbed Scanning - Grayscale - GradeSH 1,446 809.76 Flash Drive, External USB 1 75.00 All shipping or ferry prices will be charged cost + 30% IMAGING ESTIMATE Subtotal 9,195.56 Sales tax: 8.6% 790.82 Total 9,986.38 Ili. CONTRACT PERIOD FOR STATEMENT OF WORK The date of execution, which is the date of the last signature, through June 30, 2015. 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 Service Level Agreement No. 8095P -1238 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. The Service Level 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 PASCO V City Clerk 1) L` rm-4Gte Exhibit A OFFICE OF THE SECRETARY OF STATE <. s Date State Archives OSOS No. 8095P- 1238 -1 Exhibit A Statement of Work OSOS No. G- 121064 The ARCHIVES shall. Summary Statement • The purpose of this project is to create a digital (scan), index, and microfilm form of Minutes and Resolutions not to exceed the grant award without prior approval. A copy of the microfilm will be provided as requested by CUSTOMER. Project Management • Process the following with the following information: • Record Series: Minutes • Agency: City of Pasco • Department: City Clerk • County: Franklin • Date Range: 1891 to 1995 • Disposition Authority Number (DAN): GS50- 05A -13 • Record Series: Ordinances • Agency: City of Pasco • Department: City Clerk • County: Franklin • Date Range: 1891 to 1999 • Disposition Authority Number (DAN): GS50- 05A -16 • Record Series: Resolutions • Agency: City of Pasco • Department: City Clerk • County: Franklin • Date Range: 1914 to 1999 • Disposition Authority Number (DAN): GS50- 05A -16 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 exceeds the original estimate. A Transmittal Agreement is required between Digital Archives and CUSTOMER for transfer of images. Pickup & Delivery • Pickup the documents from CUSTOMER at: City of Pasco 525 N 3r° Pasco, WA 99301 • 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 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. OSOS No. 8095P- 1238 -1 OSOS No. G- 12/064 • Return the documents to the following location within 30 calendar days of completing the imaging services: State Archives — Central Region • Deliver Flash Drive and with images to the following location: City of Pasco 535 N 3' St Pasco, WA 99301 Scan - Paper Documents • Perform paper document scanning for documents up to 11" by 17 ". • Record series Minutes, Ordinances and Resolutions and Disposition Authority Number (DAN) GS50- 05A -13; GS50 -05A -16 • This category of work consists of approximately 18,500 pages within 20 boxes. • 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: • Preparing documents for scanning by removing documents from bindings or binders, removing staples, paper clips, flattening and/or mending pages. • Removing all oversized (larger than 11" x 17 ") documents for wide- format scanning. • Wide- format scanning is priced at a different rate. • 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. • Original colored documents will be scanned in color and bi- tonal. • Scanning removable notes both on the page and off if text is obscured. • Performing a visual quality control inspection of every scanned image by viewing each image and comparing it to the original document page. • Re- scanning poor quality images as needed. • Providing TIFF Group IV Multi -Page image files. • Naming images as follows: Index fields according to the indexing paragraph below. Scan - Permanent Bound Book • Scan all documents larger than 11" x 17" and all bound books where binders cannot be unbound on book cradle Cruse scanner. • Record series Minutes and Resolutions (Mixed) and Disposition Authority Number (DAN) GS50 -05A -13 and GS50 -05A -16 • This category of work consists of approximately 1,450 pages within 8 bound books. • This category of work is given the complexity Grade SH. • 'Imaging Services" shall include: • Scanning the roll film and creating TIFF Group IV multi -page image files at 300 dpi. • Images will be scanned with two (2) pages per frame. • Re- filming or re- scanning document pages as needed to ensure adequate resolution and readability. • Naming images as follows: Index fields according to the indexing paragraph above. Indexina • Index fields according to the following Digital Archives required format: Minutes & Resolutions Field Name Characters Image File Name (for Minutes) Abbreviation of City or County and YYYYMMDD Image File Name (for Resolutions) Abbreviation of City or County and YYYYMMDDres# Document Date YYYY -MM -DD OSOS No. 8095P- 1238 -1 OSOS No. G- 12/064 • Documents containing multiple records on a page will be copied and 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. Dioltal to 35mm film • Perform digital image to microfilm conversion for previously scanned paper documents. • This category of work consists of approximately 18,500 images. • Include targets per State Standards. • One roll per record series. • 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: • 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 approval for completed work within 30 calendar days of invoice date. o After receipt of CUSTOMER's approval, invoice will be paid internally by the Local Records Grant Program through a transfer of funds to Imaging Services. • Provide first and secondary contacts for any questions during the project: • First contact: Name: Debbie Clark Phone: 509 -544 -3096 email: clarkd @pasco - wa.gov • Secondary contact: Name: Rick Terway Phone: 509 -545 -5757 email: terwayr @pasco- wa.gov • Ensure project is ready for processing prior to sending to ARCHIVES.