HomeMy WebLinkAbout022420_ca11 Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
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FROM: Brenda Huntingford, Chief Deputy Auditor ''
DATE: February 24, 2020
SUBJECT: Office of the Secretary of State Contract
STATEMENT OF ISSUE:
Auditor's Office recording is requesting that this agreement be approved.
ANALYSIS:
This contract is to renew state contract to process and convert images to microfilm.
FISCAL IMPACT:
$1,400 per year (2020 & 2021)
RECOMMENDATION:
Approve agreement for imaging services to continue.
REVIEWED BY:
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'hilip •i Al* _ eis.o._ - : Date
OSOS No. 816B-1489
SERVICE LEVEL AGREEMENT
FOR
DOCUMENT PREPARATION AND IMAGING SERVICES
THIS SERVICE LEVEL AGREEMENT (this "Agreement") is made and entered into by and
between JEFFERSON COUNTY AUDITOR (hereinafter"CUSTOMER") and the STATE of
WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES & RECORDS
MANAGEMENT DIVISION (hereinafter"ARCHIVES").
This Agreement establishes the understanding for ARCHIVES to provide document preparation,
scanning, and microfilming services as authorized by Chapter 40.14 RCW. Specific work to be
performed is described in the Statement of Work (hereinafter"SOW') accompanying this
Agreement and identified as Statement of Work No. 1. Any additional SOWs must be in writing
and signed by CUSTOMER and ARCHIVES.
I. SCOPE OF SERVICES
1. ARCHIVES shall provide document preparation, scanning, and microfilming services to
CUSTOMER upon receipt of a detailed SOW describing the services requested and the
documents to be converted. The SOW shall be attached and be made an integral part of
this Agreement.
2. ARCHIVES shall meet or exceed the imaging specifications and standards established
by the Washington Administrative Code. It is the responsibility of CUSTOMER to verify
the quality and accuracy of the service performed and to notify ARCHIVES of any
discrepancies within thirty (30) calendar days after receiving the finished work product
for each Statement of Work. Promptly after receiving such notice of any discrepancies
from CUSTOMER, ARCHIVES will replace the deficient work product at no extra charge
to CUSTOMER. Any defects or errors communicated by CUSTOMER to ARCHIVES
after thirty (30) calendar days after receiving the finished work product will incur
additional costs.
3. Each SOW will include an estimated completion date as agreed upon by the parties, but
ARCHIVES shall not be liable for delays in providing services to CUSTOMER
under this Agreement.
4. All records must be delivered in boxes capable of holding the contents, preferably with a
lid that is closed. Boxes that are damaged will not be accepted. For oversized
documents, please contact ARCHIVES for transportation suggestions.
5. If microfilm is being created as part of the services indicated in the SOW, the
Washington State Standards for the Production and Use of Microfilm requires certain
information to be present on all microfilm. To ensure compliance with the standards,
ARCHIVES will add pages as needed and charge a per page and project preparation
rate for this work.
II. TERMS AND TERMINATION
1. This Agreement shall take effect upon the signing of the last required signature. This
Agreement shall remain in effect until December 31, 2021.
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OSOS No. 8166-1489
2. CUSTOMER may extend this Agreement for up to two (2) additional two-year terms by
providing a written notice (via email, fax or other method) to ARCHIVES any time before
the termination date. No amendment or other formal writing need be executed by
CUSTOMER or ARCHIVES to render the extension effective.
3. Either party may terminate this Agreement upon a thirty (30) calendar day written notice
to the other party. In the event of termination of this Agreement, the terminating party
shall be liable only for the performance rendered prior to the effective date of
termination.
III. COMPENSATION
1. CUSTOMER will pay ARCHIVES for services provided under this Agreement at the
rates set forth in the SOW, unless modified by ARCHIVES and accepted by
CUSTOMER as provided in Section 111.2 below.
2. ARCHIVES shall maintain the right to increase or decrease the cost of rendering
service(s) under this Agreement throughout its lifetime upon a thirty (30) calendar day
advance notice to CUSTOMER. Changes in cost will be deemed accepted by
CUSTOMER unless objected to in writing within fifteen (15) calendar days after notice of
the change is given. CUSTOMER's timely objection will serve as notice to terminate this
Agreement, such termination to be effective thirty (30) calendar days after the date of
objection.
3. ARCHIVES will send an itemized bill to CUSTOMER not more than once a month for
services provided in the previous month.
4. CUSTOMER shall make full payment by checks, journal voucher, or credit card within
thirty (30) calendar days of receiving an invoice. CUSTOMER shall make checks
payable to the Office of the Secretary of State and send payment to the Office of the
Secretary of State, Financial and Support Services, P.O. Box 40224, Olympia, WA
98504-0224. Payment must reference the Service Level Agreement number.
5. Total services under this Agreement shall not exceed $50,000.00. This amount can be
increased by an amendment to this Agreement signed by both Parties.
IV. NOTICE
1. Any notice to be given under this Agreement shall be in writing and may be sent either
by registered or certified mail, facsimile transmission, email, or personal delivery.
2. Any notice from ARCHIVES sent to CUSTOMER shall be sent or delivered to:
Customer Contact Name: Rose Ann Carroll
Jefferson County Auditor
1820 Jefferson Street
Port Townsend, WA 98368
Telephone Number: 360-385-9118
Email Address: carrollra@co.jefferson.wa.us
3. Any notice from CUSTOMER sent to ARCHIVES shall be sent or delivered to:
Patrick Williams
Customer Service Manager
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OSOS No. 8166-1489
Office of the Secretary of State
Washington State Archives
1129 Washington Street SE
Olympia, WA 98504-0238
Telephone: (360) 586-0108
Email Address: patrick.williams@sos.wa.gov
4. Notice shall become effective upon delivery in person, three (3) business days after
posting by prepaid registered or certified mail, receipt by the sender of a successful
facsimile transmission report, or receipt by the sender of an email read receipt,
whichever method is utilized.
V. RECORDS
The parties to this Agreement shall each maintain books, records, documents, and other
evidence, which sufficiently and properly reflects all direct and indirect costs expended
by either party in the performance of the service(s) described herein. These records
shall be subject to inspection, review, or audit by personnel of both parties, or other
personnel duly authorized by either party, the Office of the State Auditor, and federal
officials authorized by law. All books, records, documents, and other material relevant to
this Agreement will be retained for six (6) years after expiration or termination of this
Agreement and the Office of the State Auditor, federal auditors, and any persons duly
authorized by the parties shall have full access and the right to examine any of these
materials during this period.
VI. GENERAL TERMS AND CONDITIONS
1. This Agreement shall not be assignable by either party without written consent of the
other party.
2. The service or product provided by this Agreement shall be either available for pickup or
shipped from the ARCHIVES' facility at 1129 Washington Street SE, Olympia, WA
98504.
3. Except as otherwise provided in this Agreement, when a bona fide dispute arises
between ARCHIVES and CUSTOMER, and it cannot be resolved by direct negotiation,
either party may request a dispute hearing with the Secretary of State or the delegate
authorized in writing to act on behalf of the Secretary of State.
A. The request for a dispute hearing must:
• be in writing;
• state the disputed issues(s);
• state the relative positions of the parties;
• state the party's name, address, and contract number; and
• be mailed to the Secretary of State or delegate and party's (respondent's)
Agreement Manager.
• The respondent shall send a written answer to the requester's statement to both
the Secretary of State or delegate and the requester within fifteen (15) business
days.
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OSOS No. 8166-1489
B. The Secretary of State or delegate shall review the written statements and reply in
writing to both parties within ten (10) business days. The Secretary of State or
delegate may extend this period if necessary by notifying the parties.
C. The parties agree that this dispute process shall precede any action in a judicial or
quasi-judicial tribunal.
Nothing in the Agreement shall be construed to limit the parties' choice of a mutually
acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
4. This Agreement shall be construed and interpreted in accordance with the law of the
state of Washington. The venue of any legal action brought hereunder shall be in the
Superior Court for Thurston County.
5. Each party to this agreement shall be responsible for its own acts and/or omissions and
those of its officers, employees and agents. No party to this agreement shall be
responsible for the acts and/or omissions of entities or individuals not a party to this
agreement.
6. This Agreement may be modified only in writing by the parties executed with the same
formalities required to execute this Agreement.
7. If any clause, phrase, sentence, or paragraph of this Agreement is declared invalid or
void, the remaining provisions of this Agreement shall remain in full force and effect.
8. If any conflicts exist between the text of this Agreement and any Statement of Work, the
Agreement shall prevail.
VII. AFFIRMATION OF AGREEMENT
The parties signing below hereby affirm that they have the authority to bind the
respective parties to the terms of this Agreement. Other than the SOW accompanying
this Agreement, no other understanding, oral or otherwise, regarding the subject matter
of this Agreement, shall be deemed to exist or to bind any of the parties. This
Agreement, together with the SOW, constitutes the entire Agreement between
CUSTOMER and ARCHIVES.
The parties have read and agree to the terms and conditions of this Agreement.
JEFFERSON COUNTY COMMISSIONERS: OFFICE OF THE SECRETARY OF STATE
Greg Brotherton, Chairman Date Date
Jefferson County State Archives
APPROVED AS TO FORM
Attorney General's Office
(roved gto fglm only:
• G Ir_W// Date:
Philip C. Hunsucker,Chief Civil Deputy Prose utin Attorney Page 4 of 4
Jefferson County Prosecuting Attorney's Office
OSOS No. 816B-1489-1
STATEMENT OF WORK NO. 1
SERVICE LEVEL AGREEMENT No. #8166-1489
This Statement of Work (this "SOW') is made and entered into by and between the
JEFFERSON COUNTY AUDITOR (hereinafter"CUSTOMER") and the STATE OF
WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES & RECORDS
MANAGEMENT DIVISION (hereinafter"ARCHIVES"). This SOW is incorporated into and
hereto made an integral part of Service Level Agreement No. 816B-1489 between CUSTOMER
and ARCHIVES (the "Agreement").
CUSTOMER: Jefferson County Auditor
1820 Jefferson Street
Port Townsend, WA 98368
Customer Archives
Contact: Rose Ann Carroll Patrick Williams
Title: County Auditor Customer Service Manager
Telephone No.: 360-385-9118 360-586-0108
Email: carrollra@co.jefferson.wa.us patrick.williams@sos.wa.gov
I. FEE SCHEDULE
Service Unit Unit Price
Digital to Microfilm — 16mm Per Image $0.03
Digital to Microfilm — Roll Per Roll $27.00
All shipping or ferry prices will be charged cost + 30%
Service # of Units Total Unit Cost
Digital to Microfilm — 16mm Per Image
Digital to Microfilm — Roll Per Roll
TOTAL AMOUNT NOT TO EXCEED $50,000.00
All rates and charges listed above are subject to change in accordance with the terms and
conditions of the Agreement.
The ARCHIVES shall:
Summary Statement
Create a microfilm form of county daily recordings not to exceed the contract without prior
approval. Jefferson County Auditor sends images for all daily recorded documents. The number
of pages is unknown until the images are received.
Project Management
Process with the following information:
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OSOS No. 816B-1489-1
• Record Series: Daily Recordings
• Agency: Jefferson County Auditor
• Department: Recording
• County: Jefferson
• Date Range:
• Disposition Authority Number(DAN): AU52-03B-01
Contact CUSTOMER 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 CUSTOMER of any
cost adjustments required for document preparation which exceeds the original estimate.
Pickup & Delivery
Pick-up and deliver documents from CUSTOMER via compact disk.
Digital to 16mm film
Perform digital image to microfilm conversion for previously scanned paper documents.
• Record series: Daily Recordings
• Disposition Authority Number(DAN)AU52-03B-01
• This category of work consists of monthly uploads of an unknown number of images.
"Imaging Services" shall include:
• Targets per the Washington State Standards for the Production and Use of Microfilm.
• Create one microfilm roll per record series.
• Create silver-halide microfilm rolls for each record series.
• Submitting microfilm and transmittal documents to ARCHIVES Security Microfilm for
preservation in the essential records protection vaults.
JEFFERSON COUNTY COMMISSIONERS: OFFICE OF THE SECRETARY OF STATE
Greg Brotherton, Chairman Date Date
Jefferson County State Archives
APPROVED AS TO FORM
Attorney General's Office
ApAoved a�s ° r nly:
C 6 Date: O Z070
Philip C. Hunsucker,Chief Civil Deputy Pros cutin Attorney
Jefferson County Prosecuting Attorney's Office
Page 2 of 2