HomeMy WebLinkAbout5.396 Original Contract
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CITY OF PORT ANGELES
321 E FIFTH. POBOX 1150
PORT ANGELES, WASHINGTON 98362
PHONE (360) 457-0411
January 23, 1996
- David Owens
Washington Archives & Records Management
P. O. Box 40238
Olympia, W A 98504-0238
Re: Letter of Agreement - Security Microfilm Storage
Dear Mr. Owens:
Enclosed are signed Letters of Agreement for security microfilm storage for the following:
Public Works Department - 99 reels
City Clerk/City Manager - 23 reels
City Light - 41 reels
Once the agreements have been signed by the State, please return a fully executed copy of each
to my attention. Thank you for your assistance.
Sincerely yours,
bcJ1:~L;( l)ptc",-
Becky J. U~on,tMC
City Clerk
Enclosures
Control No. S - I 7 7 i - () 4- >-
AGREEMENT COVERING REIMBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, COUNCIL (herein after referred to as the
"PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred to as
"the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BILLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
JEFFERY POMERANZ, CITY MANAGER
(360457-4500
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified Ume period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Film inspection will be conducted as established by WAC 434-677-070,
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
Services billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
, ,r
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of film to
enhance longevity of film life will be charged on a per reel basis.
FILM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be returned
to their custody must submit a letter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film returned to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that non Division storage
facilities will meet conditions as set forth in this WAC.
Per WAC 434-677-Q40 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRACT PERIOD:
July 1. 1995
through
June 30. 1997
III. SERVICE DELIVERY:
1. The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rate of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1 .00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
2
,
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1 . The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
3
5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER, one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section, in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to State of Washington, Office of Secretary of State, P.O. Box
40225, Olympia, W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
I
are authorized 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 understandings, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract,
together with all of its attachments, is the entire Agreement
DIVISION
O~o~
NAME o~~~
TITLE /- L/- }I
DATE
PURCHASER
DATE
4
"
" -
STATE OF WASHINGTON
OFFICE OF THE SECRETARY OF STATE
CITY OF PORT ANGELES
COUNCIL
POBOX 1150
PORT ANGELES, WA 98362
PLEASE LIST NUMBERS ON REMITTANCE
CUSTOMER # . 1771
INVOICE # S 41
INvICE DATE Jan 29 96
<{
Questions regarding invoice: Call Dalene Conant at (360) 586-4553
SECURITY MICROFILM BILLING
SECURITY MICROFILM STORAGE 7/1/95 THRU 12/30/95
12.50
r' ,. - ~ --
If paying by N code:
Please remit to:
Tran Code:
Agency:
Fund:
Rev Coding:
006
0850
006
04-20-641
OFFICE OF THE SECRETARY OF STATE
FINANCIAL & SUPPORT SERVICES
POBOX 40225
OL YMPIA W A 98504-0225
IMPORTANT NOTICE: In an effort to conserve paper products, the Office of the Secretary
of State issues Invoices without a Remittance Copy. PLEASE INDICATE YOUR
ACCOUNT AND INVOICE NUMBERS (as listed above) ON YOUR PAYMENT
DOCUMENT. If this is not pos~ible, please return a copy of this invoice with yom payment.
SOS 23 (Rev 12/95)
Federal Tax ID 91-6001106
..
.'
SHEET042.XLS
SECURITY MICROFILM STORAGE ACCOUNT
Jan. 1996
CITY OF PORT ANGELES, COUNCIL/CITY MNGR.
P.O. BOX 1150,
PORT ANGELES, WA. 98362
Customer Acct.#
Contract #
1771
042
For Security Microfilm Storage
6 Month Service period
Billing period: 7/1/95 Thru 12/30/95
Reels (1 reel = 1 unit)
Fiche (50 fiche = 1 unit)
23 units
o units
@
@
$0.365 per unit *
$0.365 per unit
$12.50
$0.00
Total Cost
I
$12.50 I
Security microfilm is billed at a rate of $.73 per year or $.365 for
each six month period per unit of 16rnm or 35rnm film.
Microfiche and aperture cards are billed at $.73 per year or $.365
per each six month period with fifty (50) microfiche or aperature cards
equalling one unit.
* For volumes below 30 units, the yearly charge is $25.00, or $12.50 per
each six month period.
Page 1
..
Control No..l.::J -77 S- - 04 I
AGREEMENT COVERING REIMBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, PUBLIC WORKS (herein after referred to as the
"PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred to as
"the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BilLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
JACK PITTIS, DIRECTOR
(360) 457-0411
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified time period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Film inspection will be conducted as established by WAC 434-677-070
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
Services billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
........
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of filr:n to
enhance longevity of film life will be charged on a per reel basis.
FILM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be returned
to their custody must submit a let,ter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film returned to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that non Division storage
facilities will meet conditions as set forth in this WAC.
Per WAC 434-677-040 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRACT PERIOD:
Julv 1. 1995
through
June 30. 1997
III. SERVICE DELIVERY:
1. The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rate of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1.00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due .in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31 st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
2
''''--
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1. The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
3
1iI__' . ...
5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER, one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section, in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to State of Washington, Office of Secretary of State, P.O. Box
40225, Olympia, W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
are authorized 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 understandings, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract,
together with all of its attachments, is the entire Agreement
DIVISION
PURCHASER
O~O~
NAME,a ~ #'~~
TITLE ~. ~ '
-i-
TITLE
1- /~~ -4\/J
DATE
DATE
4
773-b'-/ ()
Control No. ~
AGREEMENT COVERING REIMBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, LIGHT DEPARTMENT (herein after referred to as
the "PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF
STATE, DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred
to as "the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BILLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
ROBERT TITUS, SUPERINTENDENT
(360) 417-4700
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified time period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Film inspection will be conducted as established by WAC 434-677-070
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
SerVices billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of film to
enhance longevity of film life will be charged on a per reel basis.
FILM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be returned
to their custody must submit a letter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film returned to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
\ WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that no'n Division storage
facilities will meet conqitions as set forth in this WAC.
Per WAC 434-677-040 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRA~T PERIOD:
Julv 1. 1995
through
June 30. 1997
III. SERVICE DELIVERY:
1. The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rate of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1 .00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31 st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
2
. ~
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1. The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
3
. .
5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER, one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section, in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to State of Washington, OffIce of Secretary of State, P.O. Box
40225, Olympia, W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
are authorized 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 understandings, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract,
together with all of its attachments, is the entire Agreement
DIVISION
O~ .o~
NAME L-2..;! ~~
TiTlE" _ ~>
. ?- 2-Lf-tJ>
PURCHASER
DATE
DATE
4
~ 23.00 x
0..73= /
~ 16-79*
99.00 x
: _ Q"~ 0.73=
, ~ 72-27*
or
41-00 X
0-73=
29-93*
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CITY OF PORT ANGELES
mi,
321 E. FIFTH · POBOX 1150
PORT ANGELES. WASHINGTON 98362
PHONE (360) 457-0411
. .
"
January 23, 1996
David Owens
Wa~hington Archives & Records Management
P. O. Box 40238
Olympia, W A 98504-0238
Re: Letter of Agreement - Security Microfilm Storage
Dear Mr. Owens:
Enclosed are signed Letters of Agreement for security microfilm storage for the following:
Public Works Department - 99 reels
City Clerk/City Manager - 23 reels
City Light - 41 reels
Once the agreements have been signed by the State, please return a fully executed copy of each
to my attention. Thank you for your assistance.
Sincerely yours,
"
~~M~~
City Clerk
Enclosures
&
.;
SECRETARY
of STATE
Ralph Munro
~~
..
ARCHIVES & RECORDS MANAGEMENT DIVISION
1120 Washington Street SE
PO Box 40238
Olympia, WA 98504-0238
360/753-5485
Fax 360/664-8814
To:
Local Government Clients
~.u).r
From:
George Scott, state Archivist
Subject:
Security Microfilm storage, and Letter of
Agreement
Date:
November 29, 1995
Dear Client:
In May we sent a letter to you advising that the Division of
Archives and Records Management would begin to charge for storing
security microfilm at the State Archives per RCW 40.10.020. It
reads in part: liThe state archivist is authorized to charge the
several departments of the state and local government the actual
cost incurred in reproducing, storing and safeguarding such
documents: PROVIDED: That nothing herein shall authorize the
destruction of the original of such documents after reproduction
thereof." '
The notificaton also included the approximate volume of film you
had in storage in order to allow you time to budget for ensuing
storage costs. To insure our charges reflect actual costs and
are current, we have recalculated. We are lowering the charge by
$.20, or twenty one per cent to $.73 per reel. The billing in
January will be for the first six months in compliance with the
Division's biennial budget as passed by the 1995 Legislature.
Eighty-two percent of the costs are for salaries and benefits for
Security Microfilm Bureau staff and for what we owe the
Department of General Administration for the vault spaces.
Eighteen percent covers supplies, telecommunications, security
services, equipment, and incidentals.
,
.
I
r
Our services to you are:
1. storage of film in atmospherically controlled vaults meeting
accepted national standards.
2. Security against theft and unauthorized access.
3. Protection against fire and water damage.
4. Daily monitoring of vault temperatures and humidities to
assure a stable atmosphere required for media longevity.
5. Quality control inspection of film upon receipt and
subsequent notification of defects requiring correction. The
film will be checked for sub-standard resolutions and densities,
blemishes on film images, acidic film cartons, completeness of
information on film cartons and transmittal forms, and missing
film targets.
6. Periodic rotational inspection of film in storage to detect
and monitor deterioration. Notice will be given of any signs of
deterioration together with recommendations for corrective
action.
7. Secure destruction of film containing confidential
information at cost.
8. A semiannual report of volumes of film in storage.
You have the option of removing your film from the State
Archives. . If you choose to do so you must submit a written
request with a signed and notarized statement guaranteeing that
the film will be stored under conditions meeting the standards of
compliance for protection of essential records in WAC 434-677-020
and 030 that is available from us. (Telephone # (360) 753-5485.)
Please sign and date all three copies of the enclosed letter of
agreement and return all copies to the Washington State Archives
by December 20, 1995; attention David Owens at P.O. Box 40238,
OlYmpia, Washington 98504-0238. A completed copy will be
returned to you. First billings will be sent out in January
1996. Thank you.
As of this date our inventory shows that the holdings for your
office are as follows:
Reel film = ~3
Microfiche = a
Aperture Cards = .
Control No. S.
AGREEMENT COVERING REIMBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, COUNCIL (herein after referred to as the
"PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred to as
"the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BILLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
JEFFERY POMERANZ, CITY MANAGER
(360457-4500
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified time period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Rim inspection will be conducted as established by WAC 434-677-070
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
Services billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of film to
enhance longevity of film life will be charged on a per reel basis.
FILM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be retumed
to their custody must submit a letter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film returned to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that non Division storage
facilities will meet conditions as set forth in this WAC.
Per WAC 434-677-040 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRACT PERIOD:
Julv 1. 1995
through
June 3D. 1997
III. SERVICE DELIVERY:
1. The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rate of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1.00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31 st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
2
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1. The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
3
f.-', .
5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER, one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section, in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to State of Washington, OffIce of Secretary of State, P.O. Box
40225, Olympia, W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
are authorized 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 understandings, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract,
together with all of its attachments, is the entire Agreement
DIVISION
TITLE ~
/ - ~ ~ - Cil/!
DATE
NAME
TITLE
DATE
4
\
I
p~~~
~
(
-I
SECRETARY
of STATE
Ralph Munro
ARCHIVES & RECORDS MANAGEMENT DIVISION
1120 Washington Street SE
PO Box 40238
Olympia, WA 98504-0238
360n53-5485
Fax 360/664-8814
To:
Local Government Clients
}?w.r.
~~~~=-~-:::----
rl:5'jr;-"J li~ ,-, ~~\ r;'- -!~
JrU ~\L?t:: -)
r;==~---=.-"" .---
~
II
I DEe - 5 1995 .
-=--~~
CITY OF PORT ANGELES
PUBLIC WORKS
.~. I
From:
George Scott, State Archivist
Subject:
Security Microfilm Storage, and Letter of
Agreement
Date:
November 29, 1995
Dear Client:
In May we sent a letter to you advising that the Division of
Archives and Records Management would begin to charge for storing
security microfilm at the State Archives per RCW 40.10.020. It
reads in part: "The state archivist is authorized to charge the
several departments of the state and local government the actual
cost incurred in reproducing, storing and safeguarding such
documents: PROVIDED: That nothing herein shall authorize the
destruction of the original of such documents after reproduction
thereof."
The notificaton also included the approximate volume of film you
had in storage in order to allow you time to budget for ensuing
storage costs. To insure our charges reflect actual costs and
are current, we have recalculated. We are lowering the charge by
$.20, or twenty one per cent to $.73 per reel. The billing in
January will be for the first six months in compliance with the
Division's biennial budget as passed by the 1995 Legislature.
r
Eighty-two percent of the costs are for salaries and benefits for
Security Microfilm Bureau staff and for what we owe the
Department of General Administration for the vault spaces.
Eighteen percent covers supplies, telecommunications, security
services, equipment, and incidentals.
~
l,
f
Our services to you are:
1. storage of film in atmospherically controlled vaults meeting
accepted national standards.
2. Security against theft and unauthorized access.
3. Protection against fire and water damage.
4. Daily monitoring of vault temperatures and humidities to
assure a stable atmosphere required for media longevity.
5. Quality control inspection of film upon receipt and
subsequent notification of defects requiring correction. The
film will be checked for sub-standard resolutions and densities,
blemishes on film images, acidic film cartons, completeness of
information on film cartons and transmittal forms, and missing
film targets.
6. Periodic rotational inspection of film in storage to detect
and monitor deterioration. Notice will be given-of any signs of
deterioration together with recommendations for corrective
action.
7. Secure destruction of film containing confidential
information at cost.
8. A semiannual report of volumes of film in storage.
You have the option of removing your film from the State
Archives. If you choose to do so you must submit a written
request with a signed and notarized statement guaranteeing that
the film will be stored under conditions meeting the standards of
compliance for protection of essential records in WAC 434-677-020
and 030 that is available from us. (Telephone # (360) 753-5485.)
Please sign and date all three copies of the enclosed letter of
agreement and return all copies to the Washington State Archives
by December 20, 1995; attention David Owens at P.O. Box 40238,
Olympia, Washington 98504-0238. A completed copy will be
returned to you. First billings will be sent out in January
1996. Thank you.
As of this date our inventory shows that the holdings for your
office are as follows:
Reel film =
9'
Microfiche =
o
Aperture Cards =
o
._~.. .
Control No. S-
AGREEMENT COVERING REI:MBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, PUBLIC WORKS (herein after referred to as the
"PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF STATE,
DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred to as
"the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BILLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
JACK PITTIS, DIRECTOR
(360) 457-0411
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified time period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Film inspection will be conducted as established by WAC 434-677-070
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
Services billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of film to
enhance longevity of film life will be charged on 0 per reel basis.
fiLM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be retumed
to their custody must submit a letter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film retumed to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that non Division storage
facilities will meet conditions as set forth in this WAC.
Per WAC 434-677-040 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRACT PERIOD:
Julv 1. 1995
through
June 30. 1997
III. SERVICE DELIVERY:
1 . The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rote of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1.00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31 st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
2
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1. The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
3
5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER, one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section, in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to State of Washington. Office of Secretary of State. P.O.Box
40225. Olympia. W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
are authorized 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 understandings, oral or otherwise, regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract.
together with all of its attachments, is the entire Agreement
DIVISION
PURCHASER
/)
?//~
NAME
TITLE ~
J -.:;) :J) -- (j( f)
DATE
TITLE
DATE
4
~I
i
SECRETARY
of STATE
Ralph Munro
\
ARCHIVES & RECORDS MANAGEMENT DIVISION
1120 Washington Street SE
PO Box 40238
Olympia, WA 98504-0238
3601753.5485
Fax 360/664-8814
To:
Local Government Clients
\?w.r
From:
George Scott, State Archivist
Subject:
Security Microfilm Storage, and Letter of
Agreement
Date:
November 29, 1995
Dear Client:
In May we sent a letter to you advising that the Division of
Archives and Records Management would begin to charge for storing
security microfilm at the State Archives per RCW 40.10.020. It
reads in part: "The state archivist is authorized to charge the
several departments of the state and local government the actual
cost incurred in reproducing, storing and safeguarding such
documents: PROVIDED: That nothing herein shall authorize the
destruction of the original of such documents after reproduction
thereof."
The notificaton also included the approximate volume of film you
had in storage in order to allow you time to budget for ensuing
storage costs. To insure our charges reflect actual costs and
are current, we have recalculated. We are lowering the charge by
$.20, or twenty one per cent to $.73 per reel. The billing in
January will be for the first six months in compliance with the
Division's biennial budget as passed by the 1995 Legislature.
Eighty-two percent of the costs are for salaries and benefits for
Security Microfilm Bureau staff and for what we owe the
Department of General Administration for the vault spaces.
Eighteen percent covers supplies, telecommunications, security
services, equipment, and incidentals.
~
Our services to you are:
1. storage of film in atmospherically controlled vaults meeting
accepted national standards.
2. security against theft and unauthorized access.
3. Protection against fire and water damage.
4. Daily monitoring of vault temperatures and humidities to
assure a stable atmosphere required for media longevity.
5. Quality control inspection of film upon receipt and
subsequent notification of defects requiring correction. The
film will be checked for sub-standard resolutions and densities,
blemishes on film images, acidic film cartons, completeness of
information on film cartons and transmittal forms, and missing
film targets.
6. Periodic rotational inspection of film in storage to detect
and monitor deterioration. Notice will be given-of any signs of
deterioration together with recommendations for corrective
action.
7. Secure destruction of film containing confidential
information at cost.
8. A semiannual report of volumes of film in storage.
You have the option of removing your film from the State
Archives. If you choose to do so you must submit a written
request with a signed and notarized statement guaranteeing that
the film will be stored under conditions meeting the standards of
compliance for protection of essential records in WAC 434-677-020
and 030 that is available from us. (Telephone # (360) 753-5485.)
Please sign and date all three copies of the enclosed letter of
agreement and return all copies to the Washington state Archives
by December 20, 1995: attention David Owens 'at P.O. Box 40238,
Olympia, Washington 98504-0238. A completed copy will be
returned to you. First billings will be sent out in January
1996. Thank you.
As of this date our inventory shows that the holdings for your
office are as follows:
Reel film = '1-1
Microfiche = 0
Aperture Cards = d
.
Control No. S.
AGREEMENT COVERING REI:MBURSABLE SERVICES
THIS AGREEMENT is made and entered into this 1 st day of Dec., 1995, by and
between CITY OF PORT ANGELES, LIGHT DEPARTMENT (herein after referred to as
the "PURCHASER") and the STATE OF WASHINGTON, OFFICE OF SECRETARY OF
STATE, DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (hereafter referred
to as "the DIVISION").
PURCHASER'S ADDRESS
321 East 5th
Port Angeles,
Washington 98362
BILLING ADDRESS:
P.O. Box 1150,
Port Angeles, Wa. 98362
CONTACT PERSON:
PHONE NO.:
ROBERT TITUS, SUPERINTENDENT
(360) 417-4700
I. SPECIFIC SERVICES: (Brief description of service to be provided to PURCHASER by
the DIVISION):
Security microfilm is governed by WAC 434-677. Those rules are adopted pursuant to
RCW 40.14.020 and implement RCW 40.10. Charged by these statutes, the Division of
Archives and Records Management provides security microfilm storage services to
local governments of the State of Washington. Upon written agreement with the
PURCHASER, The DIVISION will provide security microfilm storage in vaulted spaces at
the State Archives Building in Olympia. Charges will be based upon the number of
reels of film and/or microfiche, aperture cards or other formatted media in storage
over a specified time period. (Service delivery and costs are stated in Section III
below.) The storage charge will cover the accessioning and inventorying of film,
locating of film in secure and atmospherically controlled vaults, return of paperwork
acknowledging reception of the film and vault location(s) and periodic quality control
film inspection. Film inspection will be conducted as established by WAC 434-677-070
and will include notification of any critical signs of film deterioration and
recommendations for corrective actions.
Services billed separately, and as requested, will include film duplication, brown toning
of film, return of film to office of record, and film destruction. Film duplication and
brown toning of film will be undertaken under separate agreement with the Microfilm
Production Laboratory. Film requested to be destroyed by the DIVISION must meet
conditions as indicated in RCW Chapter 40.14.070 and WAC 434-677-040 and must be
authorized in writing citing the legal authority (disposition authority number). Film will
be shredded or mulched per accepted industry standards. Brown toning of film to
enhance longevity of film life will be charged on a per reel basis.
FILM RETURNED TO OFFICE OF ORIGIN: The PURCHASER requesting that film be returned
to their custody must submit a letter of request, indicating office, series titles, reel
numbers and dates. PURCHASER will be charged for handling and mailing costs for
film returned to their office. In addition, the PURCHASER must assure the DIVISION that
film returned to its custody and whose retention period has not expired and/or contains
information of historical significance will be stored under conditions as established by
WAC 434-677-020, 030 and 060.
A PURCHASER that elects to pick up its film at the State Archives Building must submit a
written letter indicating office, series titles, reel numbers and dates and the time at
which the film is to be picked up by a representative of that office. Film whose
established retention period has not expired or film containing information of archival
significance must be stored under conditions as established by WAC 434-677-020 and
030. In the letter of request the office of origin must show that non Division storage
facilities will meet conditions as set forth in this WAC.
Per WAC 434-677-040 and 080 the DIVISION has the right to refuse or return
security film that does not meet specified standards as described in this section.
II. CONTRACT PERIOD:
Julv 1. 1995
through
June 30. 1997
III. SERVICE DELIVERY:
1 . The DIVISION will provide storage for PURCHASER's security microfilm at a yearly
rate of $ .73 per single reel of 16mm or 35mm microfilm. Microfiche and aperture
cards will be billed at a yearly rate of $ .73 per unit, with 50 microfiche or 50 aperture
cards representing one unit each. For volume of reels below 30 rolls, microfiche below
30 units or aperture cards below 30 units, the yearly charge will be a set $25. Film
eligible for disposition as defined in RCW Chapter 40.14.070 and WAC 434-677-040 will
be destroyed at a rate of $1.00 per roll and $ 1.00 for every unit of microfiche or unit of
aperture cards. Charges for film destruction will be included in the next billing
statement.
Billings will be forwarded every six months with the first payment due in January 1996 for
the period of July 1995 thru June 1996. Subsequent billings will be forwarded each July
and January covering the previous six months period and will be based upon the
inventory holdings as of June 30th and December 31 st of each year respectively.
2. In the event this Agreement is terminated, the DIVISION shall make the microfilm
available for retrieval by the PURCHASER or forwarded at PURCHASER'S expense at the
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v
end of the six months billing period under considerations as defined in section # 1
above.
3. The PURCHASER is responsible for forwarding the microfilm to the DIVISION in
acceptable condition, including assuring that the film images meet State of
Washington standards of quality control. The PURCHASER must forward the film in
approved containers and accompanied by appropriate inventory transmittal forms,
with each reel or box of microfiche, aperture cards or other approved media
appropriately identified and labeled.
4. Only silver halide and/or original film will be accepted for storage. Diazo film or
like quality will be not accepted for security storage and will be returned to the
PURCHASER.
5. The DIVISION shall not be liable or responsible in any manner, or to any degree,
to the PURCHASER or to any other person, for any damages of any nature, including,
but not limited to, consequential damage for termination of this Agreement.
6. This Agreement shall not be assignable by either party without written consent of
the other party.
IV. GENERAL TERMS AND CONDITIONS:
1 . The DIVISION shall not be liable for delays in furnishing microfilm services to the
PURCHASER or for errors that occur in the compilation of such services.
2. Charges to the PURCHASER for reimbursable services will include all costs incurred in
the storage of current holdings as of the date of the billing. Billing for additional services as
described in Section 1 above, will be billed accordingly and will be included in the billing
following billing statement.
3. The PURCHASER shall save and hold harmless the DIVISION, its Secretary and its
employees, from any and all suits at law or equity, claims or demands, and from any liability
or civil penalty of any nature including all costs of defense, arising out of, or resulting from, the
release of information to PURCHASER by the DIVISION under this Agreement, or any use by
PURCHASER of that information so released. The DIVISION will not release film, copies of film
or information inscribed on the film images to any party other than the PURCHASER without
written permission from the PURCHASER.
4. The remedy of termination of Agreement or release of the DIVISION from the
obligations of the Agreement, afforded to the DIVISION under the various provisions of this
Agreement, shall not be deemed to be an exclusive remedy, but rather shall be in addition
to all other remedies which may be available to the DIVISION. Termination of this Agreement
shall release the DIVISION from any and all obligation whatsoever under this Agreement but
shall not bar the DIVISION from pursuing any remedies which it would otherwise have against
the PURCHASER.
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5. Either party may terminate this Agreement upon thirty (30) days 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.
6. Disputes arising under this Agreement shall be resolved by a panel consisting of one
representative from the PURCHASER. one representative from the DIVISION, and a mutually
agreed upon third party. The dispute panel shall thereafter decide the dispute with the
majority prevailing. Neither party shall have recourse to the courts unless there is a showing
of noncompliance or waiver of this section. in which case the venue for any such suit filed
shall lie in the Superior Court of the State of Washington and for the County of Thurston.
7. This Agreement may be modified only by written agreement of both parties.
V. PURCHASER PAYMENT: Checks or journal vouchers shall be payable to: the State
Treasurer and mailed to state of Washington, Office of Secretary of State, P.O.Box
40225, Olympia, W A 98504-0225.
VI. AFFIRMATION OF AGREEMENT: The parties signing below hereby affirm that they
are authorized 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 understandings, oral or otherwise. regarding the subject matter of this
Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract,
together with all of its attachments, is the entire Agreement
DIVISION
PURCHASER
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