HomeMy WebLinkAbout702A-874-1 Interlocal Agreement OSOS No. 702A-874-1
STATEMENT OF WORK NO. 1
FOR 1NTERLOCAL AGREEMENT 702A-874
This Statement of Work is made and entered into by and between the CITY OF ANACORTES
(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 Interlocal Agreement No. 702A-874.
CUSTOMER: City of Anacortes
904 6th Street
PO Box 547
Anacortes, WA 98221
Customer Archives _
Contact: Steve Hoglund Boyd Barber
Title: Finance Imaging Services Manager •
Telephone No.: 360-293-1906 360-586-9608
Email: steveh@cityofanacortes.org bbarber@secstate.wa.gov
David Tuckett
Customer Service Manager
360-586-2487
dtuckett@sestate.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
Federal mileage reimbursement rate Per Mile
Per box for all trips Per Box 1.50-
Scan Paper Documents (Up to 11"x17") up to 300 DPI —
Grade D Per Image 0.18
Indexing Per File 0.35
16mm Microfilm—Single or Multi-Page TIFF Images (Up to
11"x17")to Microfilm —Basic Service _ Per linage 0.0175
35mm Planetary Microfilm (Large format documents or bound
books) Grade SHOS Per Image 0.55_
35 mm scanning @ 300 DPI (good quality) Per Image 0.10_
Hard Drive, External USE Each 200.00
All shipping or ferry prices will be charged cost+ 30%
IMAGING ESTIMATE
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OSOS No. 702A-874-1
Service #of Units Total Unit Cost
Federal mileage reimbursement rate 290 168.20
Per box for all trips 60 90.00
Scan Paper Documents (Up to 11"x17") up to 300 DPI—
Grade D 20,000 3,600.00
Indexing 3,432 1,201.20
16mm Microfilm—Single or Multi-Page TIFF Images (Up to
• 11"x17")to Microfilm —Basic Service 20,000 350.00
35mm Planetary Microfilm (Large format documents or bound
books) Grade SHOS 8,600 _ 4,730.00
35 mm scanning @ 300 DPI (good quality) 8,600 860.00
Hard Drive, External.USB 1 200,00
All shipping or ferry prices will be charged cost+ 30%
IMAGING ESTIMATE
Subtotal 11,199,40
Sales tax: 895.95
Total 12,095.35
III. CONTRACT PERIOD FOR STATEMENT OF WORK
The date of execution, which is the date of the last signature, through May 31, 2009.
IV. SERVICE DELIVERY
The above amount is an estimate for the project described in Paragraph I, Specific Service.
If the project received is different than described in the Specific Service or is more complex
than originally estimated, ARCHIVES will contact the CUSTOMER with a new cost estimate
before starting work. After ARCHIVES has notified the CUSTOMER, the CUSTOMER has
fifteen (15) calendar days from the date of notification of accepting the new cost estimate,
whereby an amendment to this Agreement will be prepared, or discontinue the project under
this Agreement.
V. GENERAL TERMS AND CONDITIONS
Should an unforeseen event cause a need for ARCHIVES to exceed the time described in
SPECIFIC SERVICE, either by mutual consent a new date of completion will be established
by amendment of this Agreement, or the Agreement will be terminated by mutual
agreement.
VI. AFFIRMATION OF AGREEMENT
The parties signing below hereby affirm that they have the authority to bind the respective
parties to the terms of this Agreement. This SOW is an integral part of Interlocal Agreement
No. 702A-874 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.
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OSOS No. 702A-874-1
The parties have read and agree to the terms and conditions of this Agreement.
City of Anacortes Office of the Secretary of State
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Exhibit A
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OSOS No. 702A-874-1
Exhibit A
The ARCHIVES shall:
Pickup& Delivery
• Pickup and deliver the documents from/to CUSTOMER at:
City of Anacortes
904 6th Street
Anacortes,WA 98221
• 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
stapled or clipped (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.
• Return the documents to the following location within 15 calendar days of completing the imaging
services:
City of Anacortes
904 6th Street
Anacortes,WA 98221
• Deliver hard drive with images to the following location:
Attn: Tori Wyman
City of Anacortes
904 6th Street
PO Box 547
Anacortes,WA 98221
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 notify
the customer of any cost adjustments required for document preparation which exceed the
original estimate.
• AOC approved additional fund of$2,492 to include six (6) extra volumes of handwritten
ordinances, which will be invoiced directly to the Local Records Grant Program.
Scan -Paper Documents
• Perform paper document scanning for documents up to 11" by 17".
o Record series Minutes, Ordinances, & Resolutions and Disposition Authority Number
(DAN) GS50-05A-16 & GS50-05A-13
o This category of work consists of approximately 20,000 pages within 12 boxes and 10
volumes.
o This category of work is given the complexity Grade D
• Provide Imaging Services for documents up to 11" x 17"on production auto-feed scanners.
• Count each side of two-sided documents as one page.
• "Imaging Services" shall include:
o Preparing documents for scanning by removing documents from bindings or binders,
removing staples, paper clips, flattening and/or mending pages.
o Removing all oversized (larger than 11" x 17") documents for microfilming and film
scanning.
o Placing a Flash Target where oversized documents were removed. Flash targets will be
treated as a normal page for scanning and will have the following information:
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OSOS No. 702A-874-1
• Oversized document removed and scanned
• Oversize document description:
• File name of oversize document:
• File name of first page of parent document:
o Placing all oversized images into a separate folder by Record Series.
o Scanning documents in bi-tonal mode at 300 dots per inch (dpi). All clearly visible
markings on all pages will be captured in the image.
o Scanning removable notes both on the page and off if text is obscured.
o Performing a visual quality control inspection of every scanned image by viewing each
image and comparing it to the original document page.
o Re-scanning poor quality images as needed.
o Providing TIFF Group IV Multi-Page image files.
o Naming images as follows:
Index fields according to the format mentioned below.
Indexing
• Index fields according to the following format:
Minutes, Ordinances, &Resolutions
Field Name Characters
Image File Name (for Minutes) Abbreviation of City or County and
YYYYMMDD
Image File Name (for Ordinances) Abbreviation of City or County and
YYYYMMDDord#
Image File Name (for Resolutions) Abbreviation of City or County and
YYYYMMDDres#
Document Date YYYY-MM-DD
• Provide a comma delimited text file containing the information above for all scanned documents.
• It is the customer's responsibility to maintain the capability to convert standard delimited text files
to a preferred data format.
Film & Scan -Oversize Document or Bound Book
• Microfilm all documents larger than 11"x 17" and all bound books where binders cannot be
unbound on 35mm microfilm.
o Record series Minutes and Disposition Authority Number(DAN) GS50-05A-13
o This category of work consists of approximately 8,600 pages within 14 volumes.
o This category of work is given the complexity Grade SHOS.
• Provide Microfilm and Imaging Services for all oversize documents or bound books on 35mm or
16mm planetary camera equipment, depending on original document size.
• "Microfilm Services"shall include:
o Preparing documents for microfilming by removing documents from bindings or binders,
removing staples,flattening and/or mending pages.
o Placing a Flash Target in front of each oversized document. Flash targets will be treated
as a normal page for microfilming and will have the following information:
• Oversized document removed and scanned
• Document description:
• File name of oversized document:
• File name of first page of parent document: :
o Filming documents and performing quality control in accordance with the Washington
State Standards for the Production and Use of Microfilm,which include:
• Beginning and End of Roll Targets
• Density Targets
• Certificate of Authenticity
• Informational Guide Sheets
• Resolution Test Charts
• Flash Targets (as needed)
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OSOS No. 702A-874-1
• Reduction ratios will vary with the size of the documents.
• All frames will have a black border no greater than '/4".
• Documents will be skewed less than 30 degrees.
• Any documents not meeting these standards will be retaken and spliced to the
end of the reel.
• All splices will be finished using an ultrasonic splicer. No glues or tapes are
permissible in the Security Microfilm Vault.
o Filming documents as they are presented, including...
• All clearly visible markings on all pages will be captured in the image.
• All Post-It notes will be filmed on the page and off.
o Creating silver halide original preservation quality film.
o Inspecting film for resolution and density.
o Performing a visual quality control inspection following film scanning.
o Placing the original preservation microfilm in acid free containers, labels will contain
some or all of the following fields, and placed in security microfilm vault:
• Office of Record:
• Record Series: Minutes
• Inclusive File Range:
• Inclusive Dates: 1894-1951
• Date Filmed:
• Roll Number:
• Disposition Authority Number(DAN): GS50-05A-13
• Inspection Results- Density: Resolution:
• "Imaging Services" shall include:
o Scanning the roll film and creating TIFF Group IV image files at 300 dpi.
o Placing all oversized images into a separate folder by Record Series.
o Re-filming or re-scanning document pages as needed to ensure adequate resolution and
readability.
o Naming images as follows:
Index fields according to the format under the"Indexing" subheading.
Archive Writer
Basic
• Perform digital image to microfilm conversion for previously scanned paper documents sized up
to 11" by 17".
o This category of work consists of approximately 20,000 images.
• Conversion services are priced at Grade Basic.
• Convert image files sequentially onto the film by chronological and/or number order according to
indexing and file naming scheme.
• Create silver-halide microfilm rolls for each record series.
• Submit microfilm and transmittal documents to the ARCHIVES Security Microfilm section for
preservation in the film vault.
The CUSTOMER shall:
• Provide a clear description of the pickup location and all unique aspects, such as basement,
stairs, elevator, etc.
• 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 documents available for scanning prior to 10/31/2008.
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• Schedule document pickup or return date within 15 calendar days of ARCHIVES notifying
CUSTOMER that documents are ready. Documents not arranged for pickup or delivery during
this timeframe will be accessioned to the CUSTOMER's Regional Branch Facility.
• Review the imaged records and notify the Archives of any defects or errors within 30 calendar
days of invoice date.
• Submit payment for completed work within 30 calendar days of invoice date.
• Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Tori Wyman Phone: 360-299-1947 email: toriw@cityofanacortes.org
o Secondary contact:
Name: Steve Hoglund Phone: 360-293-1906 email: steveh@cityofanacortes.org
• 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.
• Stack the boxes five high with the labels facing out.
• Arrange the boxes in a logical order.
• Accept delivery of documents within 15 calendar days of individual job work order completion.
• 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.
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