Contract - Gladwell - 2012-02-02 AMENDMENT TO THE CONTRACT BETWEEN COSTA MESA
SANITARY DISTRICT AND GLADWELL GOVERNMENTAL
SERVICES, INC. FOR RECORDS MANAGEMENT SERVICES
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THIS AMENDMENT TO CONTRACT is made and entered into on this 2 /p
day
of 2012, by and between the Costa Mesa Sanitary District (DISTRICT), a
mutittlgon, hereinafter referred to as District, and Gladwell Governmental Services,
Inc., hereinafter referred to as CONTRACTOR.
RECITALS :
WHEREAS District desires to obtain various records management services from
a qualified expert; and
WHEREAS the CONTRACTOR is a qualified expert in records management in
municipal governments;
WHEREAS the CONTRACTOR has been assisting the District with the design,
policies and procedures to efficiently and effectively implement document imaging
technology(LaserFiche ECMS / Electronic Content Management System.)
NOW, THEREFORE, in consideration of their mutual promises, obligations and
covenants hereinafter contained, the parties hereto agree as follows:
1. GGS will provide discounted services to quality check, analyze, process
and provide "Subject" fields to enhance the value of the project to the District
at the discounted rate of$780 per day, which includes all travel expenses.
2. GGS will not charge for any unused time, and will perform all work at the
direction of the District, which may terminate services at any time.
3. All other provisions remain in full force and effect.
District Costa Mesa Sanitary District
Joan Revak, Clerk of the District
628 W. 19th Street
Costa Mesa, CA 92627-2716
Contractor Gladwell Governmental Services, Inc.
P.O. Box 62
1028 Tirol Lane
Lake Arrowhead, CA 92352-0062
Attn: Diane R. Gladwell, MMC
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be
executed the day and year first above written.
Attest: Costa Mesa Sanitary District
CLOZZ. BY: *
Secretary President
page 1
Contractor:
(2,x,6 1, ,
By:
Diane R. Gladwell, MMC
Gladwell Governmental Services, Inc.
• Title: President
page 2
ATTACHMENT A
PROPOSAL / SCOPE OF WORK
Phase 1: Records Retention Schedules / On-Site "Best Practices" Meetings
GGS will meet individually with each department / function (with the records schedules already
prepared) to provide an interactive, educational approach: Employees will be trained, have a
high level of ownership, and will be making well-informed decisions based upon the best
practices of other special districts.
GGS provides detailed citations and rational, identifies vital records, and provides
recommendations on what records series should be imaged, and which records may have the
paper version destroyed after imaging and quality checking. GGS provides training and
education relating to various laws and standards interactively during the meetings, as well as
informing each department about standard business practices in like departments throughout
the State.
This enables each department to make well-informed decisions relating to their records
retention policy, providing a high level of ownership and buy-in for the program.
Deliverables:
• Meetings with each Department/ Function to review and/or update their Records
Retention Schedules, including various other information (vital records, what to
image, etc.)
• One day of on-site meetings
• Records Retention Schedules for each department
• One retention schedule for records common to all departments
• Index to retention schedules
• Draft resolution of adoption
• Draft staff report
Cost: $960
Phase 2: Destruction Procedures & Training — Off-Site Storage Units
GGS will develop and provide destruction policies and procedures, and develop all forms,
logistics (equipment / scheduling) and training schedule / agenda for the "Free the Files" or
destruction day.
The day will be focused on destroying as many unnecessary records as possible from the two
storage units, with the goal or reducing or eliminating the monthly rental for at least one of the
units.
Deliverables:
• Policies, Procedures & Forms
• Logistics /Scheduling
• Training
Attachment A, page 1
• 1 day on site
Cost: $960
(Additional Days are $960 each)
Phase 3: Destruction Procedures & Training — District Central Filing Systems
Focusing on the two filing systems that support District-wide records on the 2"d floor, GGS will
review and prepare records for destruction on a folder-by-folder basis, interactively training
employees from the District about the filing system, and "Best Practices" of other Special
Districts.
Deliverables:
• Policies, Procedures & Forms
• Logistics /Scheduling
• Training
• 1 day on site
Cost: $960
Phase 4: Imaging / ECMS Assistance
GGS is an expert in effective and efficient procedures on how to scan, index, quality control,
and various procedures that surround the process (tracking, document preparation, re-
assembly, etc.) In addition, GGS is an expert in compliance with California Law for Special
Districts and can ensure legal compliance with policies and procedures that are mandated by
law.
GGS would come on site, provide various set-up (of indexing fields, folder structure, etc.) for the
system, and train employees on various logs. Includes "Quickstarts" to make the process easy
for employees.
Deliverables:
• Policies, Procedures & Forms for the ECMS
• Quickstarts
• Indexing and Folder Structure development
• Training
• 2 1/2 days on site
Cost: $960
Total of all Phases: $3,840
Recommended budget: $4,900 to allow for additional on-site services, if necessary (as
directed by the District)
Attachment A, page 2