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Home My WebLink About000848 Amendment 000848 OSOS No. 9CP2-1363-2 STATEMENT OF WORK NO. 2 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. II. 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 204,000 $10,200.00 Flash Drive 1 $50.00 All shipping or ferry prices will be charged cost+30% IMAGING ESTIMATE Subtotal $10,250.00 Sales tax: 8.4% $861.00 Total $11,111.00 111. 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 Page 1 of 4 OSOS No. 9CP2-1363-2 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 Page 2 of 4 OSOS No. 9CP2-1363-2 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 204,000 images on 102 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. I I i Page 3 of 4 OSOS No. 9CP2-1363-2 • Provide first and secondary contacts for any questions during the project: • First contact: Name: Linda Gunderson Phone: 360-417-4634 email: Igunders @cityofpa.us • 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. Page 4 of 4