Camarillo City Council
AGENDA REPORT
Date: March 25, 2026
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Amendment to Professional Services Agreement No. 2023-156C with Gladwell Government Services, Inc.
BACKGROUND
In alignment with the City’s focus on modernizing processes and ongoing efforts to improve records management, transparency, and operational efficiency, the City initiated the Citywide Digitization Project to systematically scan, index, and standardize physical records across departments. The project supports improved access to public records, compliance with retention requirements, disaster resilience, and long-term operational continuity.
To support this effort, on October 25, 2023, the City entered into Agreement No. 2023- 156 with Gladwell Government Services, Inc. (GGS) in the amount of $18,000, to provide professional records management expertise, including development of retention tools, review of record series classifications, and advisory support related to statutory compliance and best practices. GGS’s work has included evaluation of retention schedules, identification of record types across departments, and advisory guidance to ensure digitization efforts align with legal retention requirements and defensible disposition standards.
As the project has progressed from initial scanning and classification toward completion, integration, and long-term governance planning, additional professional advisory support is required to ensure quality control, consistency, and sustainability of the City’s digitized records program. Thus, the agreement with GGS was amended on August 1, 2024 (No. 2023-156A) and again on January 8, 2025 (No. 2023-156B) for a total agreement not to exceed amount of $100,470.
Amendment to Agreement No. 2023-156C
March 25, 2026
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DISCUSSION
The proposed amendment expands Gladwell Government Services’ scope to provide structured advisory services during the final and transitional phases of the Citywide Digitization Project. The amendment is organized into three potential phases, to be authorized at the City’s discretion based on project needs.
Phase 1 – Digitization Completion & Quality Control
As scanning activities are near completion, the City must ensure that digitized records meet consistent quality control standards, indexing protocols, and defensible retention compliance benchmarks. This phase provides advisory oversight of scanning workflows, validation of quality control procedures, and technical recommendations regarding metadata standards, file structure, and scope clarifications.
The Consultant will also participate in recurring coordination meetings and provide written memoranda identifying process improvements to enhance efficiency, compliance, and consistency across departments. This ensures that the City’s digitization investment results in a reliable, searchable, and legally defensible records repository.
Phase 2 – Integration & Process Alignment
Digitization alone does not create operational efficiency unless records are integrated into standardized workflows and enterprise systems. If authorized, this phase provides advisory support to align digitized records with OpenGov and other City platforms, ensuring appropriate data structure, accessibility controls, and governance standards.
This work supports the City’s broader digital transformation efforts by aligning forms, workflows, and records access protocols with standardized processes. The objective is to ensure records are not only scanned but fully integrated into daily operations in a consistent and compliant manner.
Phase 3 – Off-Site Records & Sustainability Strategy
The City maintains off-site physical records and legacy files that may fall outside the original digitization scope. This optional phase provides advisory review of remaining physical records, identification of future planning needs, and development of a long-term sustainability strategy for ongoing digitization efforts.
Deliverables under this phase include governance framework recommendations, scalable intake and maintenance processes, and strategic planning guidance to prevent re-accumulation of unmanaged physical records.
Staff recommends amending Agreement No. 2023-156C with GGS in the amount of $49,950 plus 10% contingency for a total not to exceed amount of $165,462. Staff also Amendment to Agreement No. 2023-156C
March 25, 2026
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recommends extending the term of the agreement to October 31, 2027, an additional 12 months.
FISCAL IMPACT
Funds for professional services with GGS are included in the Information Systems Administration budget, Account No. 530-5330-453.32-01 and General Fund City Clerk Administration budget, Account No. 101-1201-412.32-01.
CITY COUNCIL STRATEGIC PLAN FY 2025/26
This recommendation supports City Council’s Strategic Plan Goal and Objective 1.2 Continue to identify and implement means and methods for streamlining internal and public-facing City operations.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that professional records and digitization consulting services are not subject to CEQA review because it can be seen with certainty that there is no possibility that professional records and digitization consulting services may have a significant effect on the environment.
RECOMMENDATION
1. Authorize the City Manager to execute Agreement Amendment No. 2023-156C with Gladwell Government Services, Inc. (GGS) in the amount of $49,950 plus 10% contingency for a total not to exceed amount of $165,462; and
2. Authorize the City Manager to extend the term of the agreement to October 31, 2027, an additional 12 months; and
3. Authorize the City Manager to execute future amendments to the agreement for unforeseen additional services up to the authorized contingency amount.
ATTACHMENTS
1. CC Agreement 2023-156C with Gladwell Government Services, Inc. (GGS)
2. CC Agreement 2023-156B with Gladwell Government Services, Inc. (GGS)
3. CC Agreement 2023-156A with Gladwell Government Services, Inc. (GGS)
4. CC Agreement 2023-156 with Gladwell Government Services, Inc. (GGS) REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None