HomeMy WebLinkAboutStatement of Work Archives and Records Management OSOS No. 818K-1464-1
APPROVED AS TO FORM
Attorney General's Office
Page 1 of 3
STATEMENT OF WORK NO. 1
SERVICE LEVEL AGREEMENT No. #818K-1464
This Statement of Work (this “SOW”) 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 SOW is incorporated into and hereto made an
integral part of Service Level Agreement No. 818K-1464 between CUSTOMER and ARCHIVES
(the “Agreement”).
CUSTOMER: Kittitas County Commissioners
205 W. 5th St., Suite #108
Ellensburg, WA 98926
Customer Archives
Contact: Julie Kjorsvik Patrick Williams
Title: Clerk of the Board Customer Service Manager
Telephone No.: 509-962-7508 360-586-0108
Email: Julie.kjorsvik@co.kittitas.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 16,402 $792.06
Digital to Microfilm – Roll 5 $135.00
TOTAL ESTIMATE: $927.06
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 Kittitas County Commissioners Board Minutes, Ordinances, and
Resolutions not to exceed estimated costs without prior approval. No copy of the microfilm will
be provided unless requested by CUSTOMER for an additional cost.
Project Management
Process with the following information:
• Record Series: Minutes, Ordinances, Resolutions
OSOS No. 818K-1464-1
APPROVED AS TO FORM
Attorney General's Office
Page 2 of 3
• Agency: Kittitas County Commissioner
• Department: Clerk of the Board
• County: Kittitas
• Date Range: 2011-2017
• Disposition Authority Number (DAN): GS50-05A-13, GS50-05A-16
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.
A Transmittal Agreement is required between Digital Archives and CUSTOMER for transfer of
images.
Pickup & Delivery
Pick-up and deliver images from CUSTOMER:
Via Postal Service Mail
Digital to 16/35mm film
Perform digital image to microfilm conversion for previously scanned paper documents.
“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.
It is CUSTOMER’s responsibility to maintain the capability to convert standard delimited text
files to a preferred data format.
CUSTOMER: OFFICE OF THE SECRETARY OF STATE
Kittitas County Board of Commissioners State Archives
Date: Date:
OSOS No. 818K-1464-1
APPROVED AS TO FORM
Attorney General's Office
Page 3 of 3