HomeMy WebLinkAboutReso 156-1984 RESOLUTI ON NO. 156- 84
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION AUTHORIZING EXECUTION OF A ' CONSULTANT SERVICES AGREEMENT
BE IT RESOLVED by the City Council of the City of South San Francisco that:
1. Approval of Agreement.
The Agreement entitled "Consultant Services Agreement (Records System
Associates, Inc,)" for a Records Management Program between the City of South
San Francisco and Records Systems Associates, Inc., a California corporation
is hereby approved, and a copy of said Agreement is attached hereto as Exhibit "A".
2. Execution of Agreement.
The Mayor is hereby authorized to execute said Agreement on behalf of
the City, and the City Clerk attest his signature thereto.
I hereby certify that the foregoing Resolution was regularly introduced and
adopted by the City Council of the City of South San Francisco at a regular
meeting held on the 26th day of September , 19 84 , by the following vote.
AYES:
NOES'
ABSENT'
Councilmembers Mark N~ Addie~qo' Emanuele N Damonte, Richard A. Haffey,
Gus NiCOlopulos; and Roberta Cerri Teglia
None
None
ATTEST:~ City Clerk
EXHIBIT "A" TO RESOLUTION NO. 156-8z~-
CONSULTANT SERVICES AGREEMEHT
(RECORDS SYSTEMS ASSOCIATES, INC.)
.THIS AGREEMENT is made at South San Francisco, Califori~ia, as .of
19 .... , by and between the CITY OF SOUTH SAN FRANCISCO, a municipal corporatioFr
{hereinafter referred to as !'CITY") and RECOR~.S SYSTEIqS ASSOCIATES, INC., a
California corporation, (hereinafter referred to as "CONSULTANT"), who agree as
follows:
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1. Services Subject to the terms and conditions set forth in this Agreement,
Consultant shall provide to City the services described in Exhibit "A", attached
hereto and by this reference incorporated herein as though set forth verbatim,
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2. _Compensation. City Shall pay Consultant for services rendered pursuant
to this Agreement at the conclusion of each phase in the amounts set forth in
Exhibit "A" attached hereto and previously incorporated herein by reference. The
payments specified in Exhibit "A" shall be the only payr,~ents to be made to Con- ·
sultan.t for services rendered pursuant to this A§reement~
3. .Fa'cilities'and. Equipment~ Consultant shall, at its sole cost and expense,
furnish all facilities and equipment which may be required for furnishing its'.
services pursuant to this Agreement.
4~ Term. This Agreement shall be effective on the date first appearing
above and shall continue in effect until Jun~ ^~
terminated as provided in Paragraph 11 herein.
Consultant's working papers, and other documen
All documents of any description prepared by C~
of the City at tile completion of the project. ~'
of all material produced pursuant to this Agree
business activities.
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6' Insurance. The Consultant shall take out and main{air during the life
of this Agreement the following policies of insurance:
(a) Worker's Compensation and employers' liability insurance in the
statutory coverage. In signing this Agreement, the Consultant makes the follow-
ing certification, required by SeCtion 1861 of the California Labor Code'
"I am aware of the provisions of Section 3700 of the
California Labor Code which require every employer to
be insured against liability for Workers' Compensation
or to undertake self-insurance in accordance with the
provisions of the Code, and I will comply with such
provisions before commencing the performance of the
work of this Agreement."
(b) Public Liability Insurance' In an amount not less than FIVE HUNDRED
THOUSAND DOLLARS ($500,000.00) for injuries including, but not limited to,
death to any one person and subject to the same limit for each person, in an
amount not less than ONE MILLION DOLLARS ($1,000,000.00) on account of any one
occurrence.
(c) Property Damage Insurance: In an amount not less than FIVE HUNDRED
THOUSAND DOLLARS ($500,000.00) for damage to the property of each person on
account of any one occurrence.
(d) Contractual Liability Insurance: Consultant shall take out and main-
tain during the life of this Agreement an insurance policy in the amount of at
least ONE MILLION DOLLARS ($1,000,000.00), insuring City, its elective and
appointive boards, commissions, officers, agents and employees, and Consultant
against damages sustained by reason of any action or actions at law or in
equity, and/or any claims or demands by reason of any breach or alleged breach
of any contract, or provisions thereof, or by reason of any contractual
liability, or alleged contractual liability arising out of any contract entered
into by Consultant and/or any of its agents or employees in order to perform the.
work defined herein.
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(e) It is agreed that the insurance required by Subsections b, c and d
shall be extended to include as additional insureds the City of sOuth San
Francisco, its elective and appointive boards, officers, agents and employees,
with respect to operations performed by the Consultant as described herein.
Evidence of this insurance described above shall be provided to CITY upon
execution, of this agreement and shall be subject to approval by .the City
Attorney as to form, amount'and carrier. The p~lWicy of insurance shall also~
contain a provision indicating that such insurance shall not be reduced or
cancelled except upon thirty (30) days written notice to CITY. In addition,
the following endorsement 'shall be made on said policy of insurance'
"Notwithstanding any other provisions in this
policy, the insurance afforded hereunder to
the City of South San Francisco shall be pri-'
mary as to any other insurance or reinsurance
covering or available to the City of South San
Francisco, and such other insurance or reinsur-
ance shall not be required to contribute to any
liability or loss unt. il and unless the approxi-
mate limit of liability afforded hereunder is
exhausted."
7. Responsibility; Indemnification.
la) Consul'tant shall indemnify, 'hold harmless and, at City's request
defend City, its employee, agents, officers, Boards and Commissions, whether
elected or appointed, from and against all claims, demands, damages, liabilities,
costs, expenses,~ including reasonable attorneys fees or obligations, for or in
connection with personal injury (including, but not limited to, death) or damage
to property (both real and personal) which arises out of or is in any way
connected with the negligent act, error or omission of CONSULTANT, or its agents,
subcontractors or employees in connection with the performance of this Agreement.
8. Use of Subcontractors. The Consultant shall not .subcontract any services
to be provided hereunder, except for service firms engaged in reproduction, typ-
ing and printing. Consultant shall be soley responsible for reimbursing any
subcontractors and the City shall have no obligation to them.
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9. Assignment. Consultant shall not assign any of its rights nor' transfer
any of its obligations under this Agreement without the prior written consent of
the City, which consent may be withheld at the sole discretion of the City.
10. Ter~lination of Contract for Cause. If, through any cause, either party'
to this Agreement shall fail to fulfill in a timely and proper manner obligations
under this Agreement or violate any of the covenants, conditions, or stipulations
of this Agreement, the other party shall thereupon have the right to terminate
this Agreement by giving written notice of such termination to the party in
violation and specifying the effective date thereof at least five (5) days before
the effective date of such termination. In the event of such termination, all
finished or unfinished documents, data, surveys, drawings, maps and reports pre-
pared by- the Consultant shall become the property of the City, and the Consultant
shall be entitled to receive just and equitable compensation for any work com-
pleted prior to notice of termination on such documents and other materials,
including costs of preparing such documents and files for delivery and delivery
to the City on the basis of the Consultant's fee schedule.
11. Termination for Convenience of the City. The City may for~its own con-
venience terminate this Agreement at any time by giving written notice to.
'Consultant of such termination and specifying the effective date thereo'F, at
least fifteen (15) days before the effective date of such termination.
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12. Consultant's Qualifications. By executing this Agreement, Consultant
holds itself out as a qualified Records Management Consultant, possessing the
experience and specialized skills necessary to perform the tasks mentioned in
Paragraph i herein and agrees ·it.will render to the best of its ability the
services described in that paragraph duri-n§ the full term of this Agreement.
13. Consultant's Status.
(a) The services shall be provided City as set forth herein by
Consultant as an independent' consultant as d:efined in Labor Code Section 3353, .
under the general control of the Director of Public Services of the City of
South San Francisco, concerning the results of the work, but not the means by
which such result i's accomplished. Nothing herein contained shall, be construed
to make the Consultant an agent' or employee of City while providing said services,
and Consultant shall be entitled to no other benefits or compensation as provided.
herein.
lb) ~othing in this Agreement shall be const~ued to create the rela-
tionship of agent, servant, employee, partnership~ joint venture or association,
or any other relationship whatsoever other than that of Independent COnsultant.
14. Interest of Consultant.' The Consultant covenants that he presently
has no interest and shall not acquire any interest, direct or indirect, that
would con'Flict in any manner or degree with the performance of services required
to be performed under this Agreement. The Consultant further covenants that,
in the performance of this contract, no persons having any such interest s'hall
be et~pl oyed.
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· ' 15. ~otices. All notices herein required shall be in writing, and shall be
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delivered in person or sent by certified mail, postage prepaid.
Notices required to be given to City shall be addressed as follows-
City Clerk
P.O. Box 711
South San Francisco,-CA. 94083
Notices required to be given to Consultant shall be addressed as follows-
Records Systems Associates, .Inc.
332 Castenada Court
Danville, CA. 94526
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IN WITi~ESS WHEREOF, duly authorized representatives of the City and the
Consultant have signed in conformation of this Agreement as of the day and year
first above written.
CITY OF SOUTH SAN FRANCISCO
400 Grand Avenue
South San Francisco, CA. 94080
ATTEST'
~iayor
City Clerk
RECORDS SYSTEMS ASSOCIATES, INC.
332 Castenada Court
Danville, CA. 94526
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President
-,
PROPOSAL FOR A RECORDS NANAGEMENT PROGRAM
FOR THE
CITY OF SOUTH SAIl FRANCISCO, CALIFORNIA
Prepared and submitted by'
RECORDS SYSTEMS ASSOCIATES, IHC.
February 1954
CONTENTS
Page
·
INTRODUCTION'. 1
RESULTS OF SURVEY '
RE C O?,~!E N DA T IONS. 2
PHASE I - Inventory of Inactive Records ........................ 2
PHASE II - Design and Installation of a Records Center .......... 3
PHASE III - A lqunicipal Unified Functional Filing System (MUFFS).. 3
PHASE IV - Integration of other Departments ......................
PHASE V Vitai Records Protect1 ' 4-
PROPOSAL FOR PHASE I ' 5
PROPOSAL FOR PHASE II ............................................. 7
~,~ Or RECORDS SYST~',,S ASSOCIATES, INC ...... .......... .......... 9
iNTRODUCTIOFJ
A brief survey of records storage facilities at city Hall and several
other buildings of the city of South San Francisco was made on
January 16, I984 by principal consultants of Records Systems
I .
Associates, Inc. (RSA). / .
The purpose of this survey was to observe current record handling
practices and to determine the volume of active and inactive records
no,~ kept in the various areas.
Evaluation of the findings by RSA resulted in this report which con-
tains recommendations and proposals for implementation of basic seg-
ments of a comprehensive Records Management Program.
If implemented, this program will ultimately bring efficient records
management practices to all operating departments of the city.
,?
Rr_SJLTS OF SURVEY
Although this survey was'originally intended to cover only the City
Clerk's records, inactive records originating in offices of all
departments of the city were included in this survey.
Visits to the areas and facilities now used for storage of ~nactive
records showed the following volume estimates'
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3rd Lane Garage
Iqunicipal ~rvices Bldg. (Old Value Giant)
City Ha11
Basement Vault
Basement (under the stairs)
924 cu.ft.
377 cu.ft.
232 cu.fto
200 cu. ft.
Total ¥olume : 1,733 cu.ft.
t. lith an estimated we~.ght of 30 lbs per cubic foot this equals 51,990
lbs or about 26 tons of inactive records in these areas.
Both rooms at City Hal] were filled to capacity, ihe garage at 3rd
Lane contained the largest accumulation of' records, yet had much
capacity for additional storage.
The appearance o'F the storag9 areas ranged from disarray to totaI
chaos. Records were kept in containers of all types. Indexes ,to the
contents of containers and approved 'records retention schedules were
apparently not available.
A wal,-cnrough survey of deaartmen-tal offices at City tlall showed an
additional 334 cu.ft. (10,020 lbs or 5 tons.) of inactive records in
boxes and containers of all types (records' in 'file cabinets were not
included).
It is very apparent %hat office operations in many areas are seriously
affected by these large volume of inactive records which are retained
in prime office space because of the lack of an efficient storage
facility.
RECO~N'¥1ENDAT IONS
The responsibility for all record keeping in municipaI government
rests with the m'ayor and council. .
The goal of a comprehensive Records Management Program is to controi
the creation, acquisition, processing, storage and final disposition
of ali recorded information handled in the course of municipal activi-
ty.
To be successful, this program should eventually include al'l 'depart-
ments and must' have the full support of the governing body of the
city. '
Implementation of such a program would result in significant savings.
for the city. through'
1. Safe., efficient, low cost storage' of all records in accordance
~-.~ith Federal and State regulation.
2. Rapid access to all active and inactive records.
3. Fbre effective use o'F present office space and storage
facil 1ties.
4. Ti~,ely disposal of obsolete records. ' ·
5. Protection of vital records from loss in natural or man made
disaster.
It ~s recommended that a Records Management Poi icy be deveIoped and
introduced by resolution of the city council..
A Records Nanagement Program should then be impIemented in several
steps-
- Inactive Records
PHASE I Inventory of -~ ~'
A' complete physical inspection and inventory of inactive reco,r.ds in
the areas visited, by RSA is recommended. It will result in a master-.
index of all records listed by records series and the development of
approved records control schedules.
2
This will then permit rapid information retri'eval and timely elimina-
tion of obsolete records according to federaI and state regulations.
In addition, all remaining records will be tranSferred to standard,
'low cost record storage boxes. These containers, used throughout the
records management profession, provide the least expensive ~.~ay to
store all types of inactive documents.
PHASE II - Design and InstaIlation of a Records Center'
A secure, Iow cost storage facility for inactive records is one oF the
basic elements of a comprehensive records management program.
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This "Records Center'' should be set up .in a safe, easily accessible
location in or near the municipal building. Equipped with standard
steel shelving to house the standard records storage boxes, the center
should have an initial' capacity of 1000 to 1500 cubic feet of records.
It is recommended that the garage at 3rd Lane be reorganized and be
equipped with standard steel shelving to efficiently contain the
proposed records storage boxes from all departments thereby serving as
a "Ci%y Records Center".
As an alternate choice, such a Records Center could be established at
the Municipal Services Buil~ding. However, although more perFnanent in
nature, this would be somewhat more expensive and less convenient to
access since it ¥~ould be farti]er removed from offices at City Hallo
RSA will assist the city management with specifications and the in-
stallation of this facility. -
PHASE III - A ~qunicipal Uaified Functional Filing 'System (~qUFFS)
Records are the memory of a municipality. It is in~portant to keep
this memory alive and operating thro,.lgh efficient filing methods.
It is recommended-that an e'Fficient filing sys~..m be installed as a
pilot project in the c~ty Faanager's and the city clerk's offices for
later consideration by other departments. .
The MUFFS, a dupIex numeric filing system w~th dispos~tion ~nstruc-
tions for each records series, is an up to date approach to filing in
municipal government. It helps to eliminate inactive records frown
prime office space through periodic transfers to the records ~6nter.
It also provides a master listing of all records in the city adm~ni-
strative offices to be kept current by a records coordinator or the
c~ty clerk. This results in standard filing and re'trieval methods
i~r a 11 act ive records.
PHASE IV - Integration of other Departments into the Program
This phase will .bring records generated by other departments into the
program.
Complete inventories will be conducted in each department and the
resulting records series Will'be added to the master listing. Simulta-
neously, inactive records wi 11 be transferred to the .records center.
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Remaining active records wiI1 then be integrated into the MUFFS.
PHASE V. - Vital Records Protection,
Certain types of records are essential to the survival and' continuity
of municipa! government in case of natural or man made disaster. These
records must be identified and protected through accepted methods such
as natural dispersal or microfilming and aIternate storage locations.
RSA will design and implement a vital records protection system in
close cooperation with the city management.
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Please note. th~u 'all phases of this comprehensive program can be
designed and installed by RSA under direct supervision by its princi-
pal consultants and with experienced RS^ staff, ¥~ithout assistance
from employees of vh~ city.
It ~s however, recommended that a staff member be trained by RSA as
"City Records Coordinator" to insure effective continuation of the
program.
It is also recommended that the various program phases be ~nstalled in
the sequence shown,. Although interrelated, each phase is a separate
entity and can be installed as needed.
Detailed proposals for Phases I and II fo!low. Separate proposals for
Phases III, IV and V will be submitted on request.
4
PROPOSAL FOR PHASE I - Inventory of Inactive Records
This proposal presents the first step toward cOntrol over stOrage of
inactive records in administrative offices of tile City of South San
Franc i sco.
Nhen implemented, Phase I will provide the city clerk, with an up to
date records control schedule which will permit timely elimination of
obsoIete records. It will also facilitate transfer of inactive records
from prime office space, to a low cost storage facility through the use
of standard, light weig. h't, unitized containers. "
SCOPE
Phase I includes'-
1. Complete inventory of all inactive records now in the storage
areas ~nspected by RSA.
2. Preparation of obsolete records for disposa! acc°rding to
federal and state reguIations.
3. Transfer of all retained records to standard "Tote Boxes".
4. Storage of these'records in the best available space.
5. Preparation of a records control schedule for all inactive
records.
6. A follow up visit to monitor program effectiveness 6 -9
months after completion o'F the project.
SUPPLIES REQUIRED
P, ecords Storage Boxes - 1,000 units
These standard "Tote Boxes" are used throughoL~t-the records'management
profession as the least expensive, most efficient and coF~venient
containers for inactive records.
~m1.12 each'
Estimated cost for 1,000 tote boxes ,~
Estimated cost for stationery supplies- $250
$1,120 + shipping.
DU P, A T I ON
It is estimated'that the project will be completed in approximately
~2 - ~5 weeks.
PROFESSI"
O~AL FEE
The entire project wilI be completed by experienced RSA staff under
direct supervision by a principal consultant of RSA at a cost oF
$19,650.
5
Profess~.onal fees are firm for a Perio~l of 6 months from %he date
of th1 s proposal.
Out of pocket expenses, for automobile transportation and bridge
tolls estimated at $700 wiI1 be invoiced at prevailing rates.
TOTAL ESTI?,~TED COST FOR PHASE I
!
Records Storage Boxes - (Estimate)
Stationery Supplies (Estimate)
ProFessional Fees and Labor
Travel Expenses (Estimate)
Total Estimated Cost-
$ 1,120
250
19,650
70O
$21,720
PROPOSAL FOR PHASE II - Design and Installation oF a Records Center
A "Records Center" for efficient, low cost storage of all inactive
records generated, by the various operating departments of the city of
South San Francisco. should have an initial storage capacity oF
approximately 1,500 cubic feet.":
This facility should consist of an easily accessible, secure area
equipped with standard steel sheIving to accept 1,500 standard "Tote
Boxes". When installed and occupied its operation should be placed
under the supervision of a records coordinator appointed by the city
manager'.
It fs recommended that a suitable location for a "Records Center"' be
se lected by the city management..
This proposal gives cost estimates for the design and installation oF
a records center for the city oF South San Francisco.
SCOPE
In Phase II RSA will perform the following tasks-
1. Design and layout of the records center.
2. Selection of' standard steel shelving and supervision oF its
installation.
3. Transfer of standard tote boxes containing inactive records to
the center.
4. Written operating procedure for the center.
5. ~Training of assigned personnel .
6. A fo!low up visit 6 - 9 months after project' compIetion' to
monitor effectiveness of operations.
The project wi11 be completed under direct supervision by a principal
consultan~ of RSA in cooperation with ,~ne city cl,_r~,.
EQUIPMENT REQUIRED .
Standard Steel Shelving - 3,5 units Ca$130 each: $5,850 + shipping
OSHA approved Safety Ladder - 1 g$300 each' $300 + shipp.ing
Stationery Suppl les - $250
This is an estimate of costs for the equipment aHd supplies recommen-
ded by RSA. Accurate quotations should be obtained from appropriate
vendors.
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7
DURAT I ON
It is estimated that the p~oject can be completed in 6 - 8 weeks.
PROFESSIONAL FEE
The design and installation of the records center will be supervised
by principaI consultants oF RSA at a cost of $6,950.
Professional fees include all expenses for labor and are firm for a
period of 6 months from the date of this proposal.
Out of pocket expenses for automobile transportation and bridge 'toils
estimated at $215 will be invoiced at prevailing rates.
TOTAL ESTI~,tqTED COST FOR PHASE II
Equ i pment (Est imate)
Supp I ies (Est imate)
Professiona! Fees & Labor
Transportation (Estimate)
Total Estimated Cost'
$6,150
250
6,950
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215
$13,565
RECORDS SYSTEMS ASSOCIATES, INC.
l'.~anagament Consultants to Local .government
Records Systems Associates, inc.(RSA), a firm of Information Resource
~,~anagemen-t speciaIists has provided expertise in Records and
Information Management to locaI government since its'foundation in 1973.
During the first three years of'operation the firm was based on the East
Coast and completed a n~imber of successfUl projects for cities and towns
in ~e~ Jersey. ~.:
Since its relocation to Danville in 1976, pro.iects involving ~ecords
inventories, installations of records centers, conversions of active of-
lice filing systems, and vital records programs have been completed in a
number of cities in Northern California.
A partial list oF client cities follows-
City of Mil lbrae
Mrs. Alicia Magallanes, .City Clerk
621 ~qagnotia Avenue, Millbrae, CA. 94030 415/692-25~2
City of' Livermora
Mrs. Carol Greany, City'Clerk
1052 South Livermore Avenue, Livermore, CA 94550 415/449-4000
City of San Carlos'
~.Irs. ~Iargaret Hanley, City Clerk
666 Elm Street, San Carlos, CA 94070 415/593-8011
City of' P i ttsburg
Mrs. ~qary Erbez, Assistant City ~qanager
2020 Railroad Avenue, Pittsburg, CA 94565 415/439-4850
City Of Rio Vista Nr. Robert Brown, City Adm~_nistrator
No. I Main Street Rio Vista, CA 94571 707/37~-6~1
Ci'ty of San Jose
Mrs. Eileen Fenrich, Departmental Secretary
801 North First Street, San Jose, CA 95110 408/277-4754
City of OakIand
~;rs. Arrece. Jameson, City Clerk '":
14th and Washington Streets, Oakland, CA 94612 415/273-3611
City of Hercules
'I',lr. Steven M. Salomon,' City Manager
555 Railroad Avenue, Hercules, CA 94547 415/724-24.89