HomeMy WebLinkAbout000848 Original Contract City of Port Angeles
Record # 000848 OSOS No. 9CP2-1363
SERVICE LEVEL AGREEMENT
For
DOCUMENT PREPARATION AND IMAGING SERVICES
THIS AGREEMENT is made and entered into by and between CITY OF PORT ANGELES
(hereinafter"CUSTOMER") and the STATE of WASHINGTON, OFFICE OF THE SECRETARY
OF STATE, ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter"ARCHIVES").
This Service Level Agreement establishes the understanding for ARCHIVES to provide
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.
I. 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) calendar 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 after receiving the finished work product 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 40lbs will not be accepted. ARCHIVES have archival quality boxes with
attached lids for purchase. ARCHIVES 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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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 for this
work.
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. This
Agreement shall remain in effect until December 31, 2016.
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. Notwithstanding paragraph II above, the
CUSTOMER has fifteen (15) calendar days to agree or terminate the Agreement for
changes made pursuant to this paragraph 111.1.
2. ARCHIVES will send an itemized bill to the CUSTOMER not more than twice monthly,
which includes work done in the prior two week period for 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 to 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 $50,000.00 annually. This
amount can be increased by an amendment to this Agreement signed by both Parties.
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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:
Customer Contact Name: Linda Gunderson
City of Port Angeles
PO Box 1150
321 East Fifth Street
Port Angeles, WA 98362
Telephone Number: (360) 417-4634
Email Address: Igunders @cityofpa.us
3. Any notice from the CUSTOMER sent to ARCHIVES shall be sent or delivered to:
Terry Badger
Deputy State Archivist
Office of the Secretary of State
Washington State Archives
6340 Capitol Boulevard S.
Olympia, WA 98504-0240
Telephone: (360) 236-5082
Fax Number: (360) 236-5096
Email Address: terry.badger @sos.wa.gov
4. Notice shall become effective upon delivery in person, three (3) 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 or termination of this
Agreement 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 of 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.
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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.
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 S., Olympia, WA 98504.
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 outlined 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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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 PORT ANGELES OFFICE OF THE SECRETARY OF STATE
a � f )Iq 62 - Ila,) - � i
Date �,— Date
City Manager Financial Services Manager
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OSOS No. 9CP2-1363-1
STATEMENT OF WORK NO. 1
FOR SERVICE LEVEL AGREEMENT NO. 9CP2-1363
This Statement of Work is made and entered into by and between the CITY OF PORT
ANGELES (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. 9CP2-1363 SPECIFIC SERVICE as described
herein shall start on the date of the initialing of this SOW regardless of the date that the Service
Level Agreement is signed.
CUSTOMER: City of Port Angeles
Customer Archives
Contact: Linda Gunderson Terry Badger
Title: Administrative Supervisor Deputy State Archivist
Telephone No.: 360-417-4800 360-236-5082
Email: Igunders @cityofpa.us terry.badger @sos.wa.gov
I. 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
16mm Microfilm Scanning @ 300 DPI Per Image 0.05
Flash Drive Per Drive 50.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Service #of Units Total Unit Cost
16mm Microfilm Scanning @ 300 DPI 92,800 $4,640.00
Flash Drive 1 $50.00
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Subtotal $4,690.00
Sales tax: 8.4% $393.96
Total $5,083.96
III. CONTRACT PERIOD FOR STATEMENT OF WORK
The date of execution, which is the date of the last signature, through December 30, 2016.
IV. SERVICE DELIVERY
The above amount is an estimate for the project described in Paragraph 1, Specific Service.
If the project received is different than described in the Specific Service or is more complex
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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.9CP2-1363 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 PORT ANGELES OFFICE OF THE SECRETARY OF STATE
Date Date
City Manager Financial Services Manager
Exhibit A
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Exhibit A
Statement of Work
The ARCHIVES shall:
Pickup & Delivery
• Pickup and deliver the documents from/to CUSTOMER at:
City of Port Angeles
321 East Fifth Street
Port Angeles, WA 98362
• 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.
Project 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 after
completing 10% of the work. ARCHIVES will notify the customer of any cost adjustments
required for document preparation, or scanning, which exceed the original estimate.
• Process the following with the following information:
• Record Series: Building Permits
• Agency: City of Port Angeles
• Department: Public Works
• County: Clallam
• Date Range: 1943-1989
• Disposition Authority Number(DAN)
Film Scan
• This category of work consists of approximately 92,800 images on 29 reels
• "Imaging Services" shall include:
• Scanning the roll film and creating TIFF Group IV single-page image files at 300 dpi.
• Re-filming or re-scanning document pages as needed to ensure adequate resolution and
readability.
The CUSTOMER shall:
• 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 the documents available for pickup within 30 days after final execution of service
agreement.
• 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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• Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Linda Gunderson Phone: 360-417-4634 email: Igunders @cityofpa.us
o Secondary contact:
Name: Jennifer Veneklasen Phone: 360-417-4634 email: jvenekla @cityofpa.us
• 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.
• 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.
• Stack the boxes five high with the labels facing out.
• Arrange the boxes in a logical order.
• 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 within a
reasonable time frame will be accessioned to the CUSTOMER's nearest Regional Archives
Branch Facility.
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