AGREEMENT NO. 2023-156C
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
This Amendment to Agreement No. 2023-156C (Amendment) is entered into between the City of Camarillo, a California general law city and municipal corporation (City), and Gladwell Government Services, Inc., collectively referred to as the Parties. The effective date of this Amendment is March 25, 2026.
RECITALS
A. On October 25, 2023, the City entered into an Agreement for Professional Services (“Agreement”) in the amount of $18,000, with Gladwell Government Services, Inc., for records retention-related assistance to analyze, review, and update the City’s Records Retention Schedule, and to provide training and other services related to the management and retention of all City’s records. The Agreement is designated as CC Agreement 2023-156.
B. On August 1, 2024, the Parties pursuant to Section 3 of the Agreement entered into a First Amendment in the amount of $12,000 for additional scope and services related to the Citywide scanning and digitization projects.
C. On January 8, 2025, the Parties pursuant to Section 3 of the Agreement entered into a Second Amendment in the amount of $70,470 for additional scope and services related to the Citywide scanning and digitization projects.
D. All capitalized terms not defined in this Amendment have the meaning set forth in the Agreement.
Section 1. Amendment. The Agreement is amended as follows:
a. The term of the Agreement is extended for 12 months through October 31, 2027.
b. Exhibit A, Scope of Services, is amended to include:
The Consultant shall perform professional advisory services under the direction of the City, which may include the following phases depending on the option authorized by the City:
Phase 1 – Digitization Completion & Quality Control
The Consultant shall:
• Review and provide advisory oversight of scanning progress and workflows
• Evaluate and validate quality control (QC) procedures and completion standards
• Provide guidance regarding change orders, scope clarifications, and workflow adjustments
• Recommend metadata, indexing, and file structure standards • Participate in recurring project coordination meetings as determined by the City
• Provide written recommendations to improve efficiency, compliance, and consistency
Phase 2 – Integration & Process Alignment (If Authorized) The Consultant shall:
• Provide advisory support for integration of digitized records into OpenGov or other City systems
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• Review and recommend alignment of digitized records with standardized forms and workflows
• Evaluate data structure and accessibility protocols
• Recommend governance standards to ensure system consistency and compliance
Phase 3 – Off-Site Records & Sustainability Strategy (If Authorized) The Consultant shall:
• Provide advisory review of off-site physical records
• Identify remaining out-of-scope records requiring future planning • Develop recommendations for a long-term sustainability strategy • Provide governance framework recommendations for ongoing digitization efforts
• Recommend scalable intake and maintenance processes
3. Deliverables
Deliverables may include:
• Written technical memoranda and recommendations
• Quality control review summaries
• Integration and workflow alignment recommendations
• Sustainability and governance strategy outline
• A comprehensive Records Crosswalk Table covering all City departments and record series within the digitization project scope, including record types, storage locations (physical and digital), retention references, indexing standards, and disposition status
• Participation in coordination meetings
• A final advisory summary memorandum, if requested by the City
All deliverables shall be provided electronically in an editable format acceptable to the City.
Section 2. Compensation and Payment. This Amendment is for a not-to-exceed amount of $49,950, for a total agreement amount of $150,420.
Section 3. Continuation of Terms of Agreement. Except as expressly modified by the terms and provisions of this document, the remaining terms and provisions of the Agreement remain in full force and effect.
THE AUTHORIZED REPRESENTATIVES of the Parties have caused this Amendment, Agreement No. 2023-153C, to be executed as of the Effective Date.
CITY OF CAMARILLO
Greg Ramirez, City Manager
ATTEST:
City Clerk
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GLADWELL GOVERNMENT SERVICES, INC.
Doc ID: 85f6d9a6aa8c84e2bebc60d9ad0253923b56dae8
CC Agreement Amendment 2023-156C Gladwell Government...
2._PSA_2023-156C_...Services__Inc.pdf
85f6d9a6aa8c84e2bebc60d9ad0253923b56dae8
MM / DD / YYYY
Signed
03 / 05 / 2026
00:59:07 UTC
Sent for signature to Diane Gladwell ([email protected]) from [email protected]
IP: 104.28.252.78
03 / 05 / 2026
14:23:18 UTC
Viewed by Diane Gladwell ([email protected])
IP: 172.222.224.175
03 / 05 / 2026
14:23:34 UTC
Signed by Diane Gladwell ([email protected])
IP: 172.222.224.175
The document has been completed.
03 / 05 / 2026
14:23:34 UTC