AGREEMENT NO. 2023-156A
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
This First Amendment to Agreement No. 2023-156 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 August 1, 2024.
RECITALS
A. On October 25, 2023, the City entered into an Agreement 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.
B. All capitalized terms not defined in this Amendment have the meaning set forth in the original Agreement.
Section 1. Amendment. The Agreement is amended to extend the scope and budget of the agreement as follows:
a) Collaboration and Coordination: The consultant will work closely with both the scanning project manager and the Laserfiche project manager to ensure successful implementation and compliance with records retention requirements.
This includes regular meetings, action plans, progress updates, and addressing departmental misconceptions.
b) Misconception Resolution: Identify and clarify misconceptions related to scanning and digitization processes within various departments. The consultant will educate staff on accurate record - keeping practices and ensure a clear understanding of records retention needs.
c) Development of Crosswalk Table: Create a comprehensive crosswalk table to map out the current and future locations of prioritized records, ensuring a smooth transition and proper organization in the new system. This table will align with the records retention schedule. Review information and records in current various systems and provide recommendations to ensure retention in trusted systems. d) Detailed Project Scope and Assessment: Conduct a thorough assessment of the current status of the Scanning and Laserfiche projects. The consultant will prioritize next steps, determine the volume of records, develop a phasing plan, review legal requirements, assist staff with determining retention and indexing values, review and organize electronic server files, and make strategic adjustments based on feedback from key stakeholders.
e) Training and Workflow Optimization: Provide training on records management, including best practices for file naming conventions and compliance with the records retention schedule. Design or redesign workflows, templates, and file organization to reduce employee workloads and ensure consistent practices across departments.
f) Reports and Recommendations: Provide reports and comprehensive recommendations based on assessments, training sessions, and interactions with department staff and project managers.
g) Total Compensation: The Agreement is amended to increase the total compensation under this agreement, including reimbursement for actual expenses, to not exceed $ 12,000 for a contract total of $ 30,000.
Section 2. 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.
CC Agreement 2023-156A
THE AUTHORIZED REPRESENTATIVES of the Parties have caused this Amendment, Agreement No. 2023-156A, to be executed as of the Effective Date.
CITY OF CAMARILLO
Greg Ramirez, City Manager
ATTEST:
2 3uxi/e12eA)
City Clerk
Gladwell Government Services, Inc:
4 Sign:
Name: Diane R. Gladwell
Title: President
Date: 8/1/2024
CC Agreement 2023-156A
EXHIBIT A — SCOPE OF WORK
PROPOSAL FOR CITY OF CAMARILLO
SCOPE OF WORK
INFORMATION & RECORDS MANAGEMENT RETENTION PROJECTS
All services will incorporate Best Practices of over 250 other California cities and legal requirements for California cities.
Gladwell Governmental Services, Inc. ( GGS) will provide all services by video conferences. Diane R. Gladwell, the President of GGS ( Gladwell Governmental Services, Inc.) will provide all deliverables under the direction of the City, which may include:
Hourly rate: $ 135/hr
Interaction with Scanning Project Manager and Laserfiche Project Manager The consultant will work closely with both the scanning project manager and the Laserfiche project manager to ensure the successful implementation of the digitization projects and repository system, ensuring compliance with records retention. This includes regular meetings, updates on progress, and collaboration on overcoming challenges and addressing any misconceptions within the departments.
Addressing Misconceptions
Identify and address misconceptions related to the scanning and digitization process within various departments relating to records retention. This includes clarifying issues such as check scanning and the importance of consistent and accurate record - keeping practices. The consultant will work closely with the departments to ensure a clear understanding of the processes and requirements and retention needs for the various record types.
Development of Crosswalk Table
The consultant will develop a comprehensive crosswalk table for selected, prioritized records to be stored electronically in Trustworthy locations where records are currently stored or created and where they will be relocated. This table will serve as a guide to ensure a smooth transition and proper organization of records in the new system and will be in compliance with the records retention schedule.
Detailed Scope of Work:
Assessment of Current Project Status- Conduct a thorough assessment of the current status of the Scanning Project and the Laserfiche Records Repository Project and assess the development of workflows and systems to meet records retention requirements.
Prioritization of Next Steps
Help determine the scope of the projects.
Assess and determine the volume of each record series.
Identify which record series are to be included in the digitization process.
Develop a prioritization and/or phasing plan for the projects; attend department meetings with Laserfiche for system development
Review legal requirements, workflows, and provide recommendations on the Quality Check process to reduce employee workloads.
Facilitate open discussions with key stakeholders to align project goals with organizational objectives and address high-level concerns. Establish a feedback loop to gather and integrate input from the steering committee into project execution.
CC Agreement 2023-156A
Make strategic adjustments to the project plan based on feedback and evolving project dynamics to ensure alignment with the city's broader goals obtained through communication with the City Manager and Steering Committee. Maintain comprehensive documentation of all communications, decisions, and strategic adjustments for transparency and future reference.
Videoconference Meetings with Subject Matter Experts- Conduct videoconference meetings with subject matter experts from select departments. Provide additional training on what records need to be scanned and why ( in compliance with the records retention schedule), addressing misconceptions and ensuring records stored in different systems are recognized as " trusted systems."
Template Design / Re - Design- Design or redesign templates, including indexing requirements for each record series ( for scanning and for Laserfiche templates).
Folder Design- Develop a detailed index of record types, including where they are currently stored/created and where they will be relocated ( e.g., Laserfiche, server drive).
File Naming Conventions- Develop and provide training for departments on best practices for file naming conventions, aiming for consistency across departments.
Electronic Server Files- Review electronic server files, including the City common drive, to clean up and organize electronic records. Assist in determining which records in server files need to be transferred to Laserfiche for records retention.
Workflow Design / Re - design- Design or redesign workflows to reduce employee workloads.
Interface with Vendors / Agendas Prior to Meetings
Project Management / Action Plans
Recommendations - Provide comprehensive recommendations based on assessments, training sessions, and interactions with department staff and project managers.
Reporting - Provide reporting on progress/updates.
Total Not to Exceed: $ 12,000
CC Agreement 2023-156A