HomeMy WebLinkAboutState Archives Amendment 2005-2010 MOR OSOS No. 818K-1402-2A
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STATEMENT OF WORK NO. 2
SERVICE LEVEL AGREEMENT No. 818K-1402
AMENDMENT A
This Statement of Work is made and entered into by and between the KITTITAS COUNTY
COMMISSIONERS (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. 818K-1402 and is amended as
follows:
CUSTOMER: Kittitas County Commissioners
205 W 5th St., Suite #108
Ellensburg, WA 98926
Customer Archives
Contact: Julie Kjorsvik Terry Badger
Title: Clerk of the Board Deputy State Archivist
Telephone No.: 509-962-7686 360-586-1602
Email: julie.kjorsvik@co.kittitas.wa.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 – TIFF Images to Microfilm Per Image 0.03
16mm Microfilm (Roll Charge) Per Roll 27.00
Indexing Per File 0.35
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Service # of Units Total Unit Cost
16mm Microfilm – TIFF Images to Microfilm 16,538 $496.14
16mm Microfilm (Roll Charge) 6 $162.00
Indexing 3,146 $1,101.10
All shipping or ferry prices will be charged cost + 30%
IMAGING ESTIMATE
Subtotal $1,759.24
Sales tax: 8.8% $154.81
TOTAL AMOUNT NOT TO EXCEED $1,914.05
OSOS No. 818K-1402-2A
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III. CONTRACT PERIOD FOR STATEMENT OF WORK
The date of execution, which is the date of the last signature, through December 31, 2018.
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 Service Level
Agreement No. 818K-1402 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. The
Service Level 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.
KITTITAS COUNTY COMMISSIONERS: OFFICE OF THE SECRETARY OF STATE
Board of Commissioners Date State Archives Date
APPROVED AS TO FORM
Attorney General’s Office
Exhibit A
OSOS No. 818K-1402-2A
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Exhibit A
Statement of Work
The ARCHIVES shall:
Summary Statement
· The purpose of this project is to create a microfilm form of Commissioners Minutes. The Minutes
will be microfilmed and indexed according to Digital Archives Standards.
Project Management
· Process the following with the following information:
o Record Series: Commissioners Minutes, Ordinances and Resolutions
o Agency: Kittitas County Commissioners
o Department: Clerk of the Board
o County: Kittitas
o Date Range: 2005-2010
o Disposition: (DAN) – GS50-05A-13, GS50-05A-16
· 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.
Archive Writer
· Perform digital image to microfilm conversion for previously scanned paper documents sized up
to 11” by 17”.
· Documents will appear on microfilm in indexed order if available, or in the order they were
presented to Imaging Services if indexing is unavailable.
· 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.
Delivery
· 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.
· Return the documents to the following location within 30 calendar days of completing the imaging
services:
Kittitas County Commissioners
Indexing
· Index fields according to the following format:
Minutes
Field Name Characters
Image File Name (for Minutes) Abbreviation of County and YYYYMMDD
Document Date YYYY-MM-DD
· Provide a comma delimited text file containing the information above for all scanned documents.
OSOS No. 818K-1402-2A
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· It is the customer’s responsibility to maintain the capability to convert standard delimited text files
to a preferred data format.
The CUSTOMER shall:
· Deliver the documents to the ARCHIVES at:
Washington State Archives
1129 Washington Street SE
PO Box 40238
Olympia, WA 98504-0238
· 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.
· Provide first and secondary contacts for any questions during the project:
o First contact:
Name: Julie Kjorsvik Phone: 509-962-7508
email: julie.kjorsvik@co.kittitas.wa.us
o Secondary contact:
Name: Bryanna Anderson Phone: 509-962-7586
email: bryanna.anderson@co.kittitas.wa.us