October 15, 2024
City Clerk's Office
DATE: October 15, 2024
TO: Mayor Martinez and Members of the City Council
FROM: Pamela Christian, City Clerk
SUBJECT: Gladwell Government al Services, Inc. First Contract Amendment
FINANCIAL IMPACT: The proposed $2,500 expenditure will be funded by the Human Resources Department General Fund
(professional services account string 01181016-400201).
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
The city executed a contract with Gladwell Governmental Services, Inc. to update and maintain the citywide
records retention schedules. An amendment is needed
for additional analysis and reporting services requested by the Human Resources Department that fall outside the original scope of work.
RECOMMENDED ACTION:
APPROVE a first amendment to the contract with
Gladwell Governmental Services, Inc. to provide
additional analysis and reporting services requested by Human Resources for the update to the citywide records
retention schedules, increasing the contract amount by
$2,500, for a total contract amount not to exceed $12,500 while maintaining the term expiration of September 30,
2028 – City Clerk’s Office (Pamela Christian 510-620-
6513).
AGENDA
REPORT
October 15, 2024
DISCUSSION:
On October 10, 2023, the City executed a contract with Gladwell Governmental Services, Inc. in the amount of $10,000 to update and maintain the citywide records and retention schedules for compliance with both current mandates and “best practices”.
The original scope of work included implementation, staff training, and annual review and upkeep of the retention schedule.
Staff is seeking the City Council’s approval of the first contract amendment with Gladwell Governmental Services, Inc. to provide an additional analysis and report(s) as requested by the Human Resources Department of the retention timeframes for the statutes that will be delineated in the Police Department’s portion of the retention schedule. These additional services were not included in the original scope of work.
The update to the City’s records retention schedules is pending until the completion of the additional analysis and reporting proposed within the first contract amendment. A draft update of the citywide records retention schedules will be placed on a future agenda for the City Council’s consideration.
SYNERGISTIC POLICIES: Not applicable.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Proposed First Contract Amendment
Attachment 3 – Proposed Scope of Work