HomeMy WebLinkAboutPH WA Secretary of State Food Permits 615 Sheridan Street
Port Townsend, WA 98368
69e1ehson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Pinky Feria Mingo, Environmental Health and Water Quality Director
Alisa Hasbrouck, Environmental Public Health Manager
DATE: JCP-rxtfir
SUBJECT: Agenda item — Agreement No. G7878, Local Records Grant Program; Date of
Execution to 5/31/24; $8,674
STATEMENT OF ISSUE:
Jefferson County Public Health (JCPH) is requesting Board approval of an Agreement with the State of
Washington, Office of the Secretary of State, Division of Archives and Records Management (OSOS); Date of
Execution to 5/31/24; $8,674.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This grant covers the cost of having a vendor scan food permit records, name the digital records according to
a file naming convention, and provide them back to us digitally. The digital records will then be uploaded to
Energov by staff. There are ten bankers boxes (approximately 18,000 double-sided pages) and on average
each record is 2 double-sided pages long; therefore, the project will produce approximately 9,000 scanned
files. Documents will be named using a file naming convention and uploaded to Energov. The file naming
convention aligns with a workflow process in Laserfiche which creates subfolders and assigns metadata,
including the permit number and the Washington State disposition authority number (DAN).
JCPH began using the Energov database on 12/6/22, and implemented a Scan &Toss policy for food permit
records on 3/29/23. This project is needed to process the backlog of paper records received prior to going
paperless, and to enable staff to access records both in the office and out in the field. Future plans include
providing public access to the records via the online CSS portal in Energov. Having records digitized and
stored in Laserfiche with the DAN number assigned enables searches to be conducted in the future producing
a list of files that are eligible for destruction.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This grant is fully funded by OSOS, and no match is required.
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
EH-23-063
RECOMMENDATION:
JCPH management requests approval of this agreement with the state of Washington, Office of the Secretary
of State, Division of Archives and Records Management (OSOS); Date of Execution to 5/31/24; $8,674.
REVIEWED BY:
*///2-5
Mark McCauley, County ministrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Office of WA Secretary of State Contract No: EH-23-063
Contract For: Paper to digital conversion (food permits) Term: Upon execution - 5/31/2024
COUNTY DEPARTMENT: Environmental Health
Contact Person: Alisa Hasbrouck
Contact Phone: x 489
Contact email: ahasbrouck@co.jefferson.wa.us
AMOUNT: $8,674 PROCESS: Exempt from Bid Process
Revenue: $8,674 Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund # 127 RFP or RFQ
Munis Org/Obj 12756210 Other:
APPROVAL STEPS:
I"STEP 1: DEPARTMENT CERTIFIES COMP LI / WIT C .55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: [1 N/A:11
� August 29, 2023
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARR D BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. �
CERTIFIED: fl N/A: Fill 1 (� �L,..- August 29, 2023
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/31/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/31/2023.
State language - cannot change.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
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