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HomeMy WebLinkAbout1993-01-12 - AGENDA REPORTS - RECORDS MGMT AGMT (2)AGENDA REPORT City Manager Approva Item to be presente CONSENT CALENDAR Donna Grindey DATE: January 12, 1993 SUBJECT: RECORDS.MANAGEMENT AGREEMENT DEPARTMENT: City Clerk BACKGROUND At the present time, the City does not have a formal type of records management program and we have not .purged our files for the ,five years of the City's existence. The need for a records and information management is based on government regulations requiring recordkeepirg and reporting; increasing costs for filing supplies, equipment, floor space and labor; misfiled or lost information; integration of information technologies. In the City's life, it has.accumulated many active and inactive records in the form of documents, computer print-outs, drawings, plans, and other formats. Inactive records have been stored in several. off-site areas throughout the City. There is no control over these important records. The City needs a records management system which is simple to operate and understand, makes use or current technology and allows the City Clerk to discard obsolete and unnecessary records. The current objectives of the City Clerk are; a. to meet legal requirements b. increase efficiency of records processing c. identify and protect vital records d. improve storage and retrieval systems e. reduce records volume f. protect the City and the citizens g. improve productivity Six firms. sent in Requests for Proposals of which three qualified and were interviewed. The three interviewed were: PRISM -Southern California (Susan Bigelow), Spring Valley, Ca. Norma Hislop Associates, Aptos, Ca. Kattlove & Associates, Rancho Palos Verdes,'Ca. It was determined that the firm of Kattlove and Associates, Inc. was best suited to meet the needs of the City. The owner, Rose Kattlove, has had, fifteen years experience in the field of library and information science. This company has designed, established and managed records management and information systems using the library'and information science principles. Upon approval of the City Attorney, authorize the City Manager to enter into an agreement with Kattlove & Associates, Inc. in the amount of $50,000. ATTACHMENTSAgremenItem DMGe1189t APPROVED AgendaItem: 0 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, made and entered into on this day of , 1993, by and between the City of Santa Clarita, a municipal corporation, (hereafter the °CITY•) and Kattlove Associates, a California Corporation (hereafter the "CONSULTANT"): THE PARTIES HERETO AGREE AS FOLLOWS: 1. Recitals. This Agreement is based upon the following facts: (a) CITY hereby engages CONSULTANT and the CONSULTANT hereby accepts such engagement, to perform the services herein described for the compensation herein provided. (b) CONSULTANT has been selected to perform the Project, being fully qualified and having agreed to do .so subject to the terms .and conditions of this Agreement and hereby agrees to undertake and complete the performance thereof; and (c) CITY'S legislative body has determined that the public interest, convenience and necessity require the execution, of the Agreement, which will assist the CITY'S Records Management Program. 2. Services. CONSULTANT agrees to perform all services described in Exhibit A, Scope of Work. CONSULTANT shall meet and consult with representatives of CITY at regular intervals. during the conduct of the work required pursuant to this Agreement to assure that the CITY'S designated representative is fully and completely informed as to the nature and extent of the work being performed by CONSULTANT and as to the status and quality of such work. 3. Comnensation. CITY shall compensate CONSULTANT for its services based upon the costs set forth in Exhibit A and incorporated her by reference. The total cost of this contract shall not exceed Fifty Thousand .Dollars ($50,000), which represents the compensation to be paid to CONSULTANT by CITY (the "Project Fee") for all work to be done by CONSULTANT pursuafit hereto and includes all allowable costs. Such costs shall be reimbursed only if approved by CITY as to nature, type and amount. Within fifteen (15) days after completion of the project, the CITY shall either approve such invoice.,or return it to the CONSULTANT specifying any objections. Invoices shall be paid within sixty, (60) days after approval. Upon submission of CONSULTANT'S final work products under this agreement, in a- scope, nature, and form satisfactory to the CITY, all final monies shall be paid to the CONSULTANT. 4. Time for Performance. CONSULTANT shall in good faith utilize its best efforts to perform all of the work required under this Agreement. 5. Consultant Staff. The CONSULTANT Project Staff shall be responsible for completing the activities identified. Changes of CONSULTANT Project Staff members or other modifications to CONSULTANT'S staffing, including subconsultants for this project, shall be made only with the prior written approval of the CITY. 6. Status of Consultant. CONSULTANT shall be deemed for all purposes to be an independent contractor in the performance of work pursuant to this Agreement. This Agreement shall not be deemed, for any purpose, to have created between the parties hereto a partnership, joint venture or other relationship other than that of independent contractor insofar as CONSULTANT is concerned. CONSULTANT shall be responsible for obtaining the services of all persons required to perform the work required by this Agreement, including, but, not limited to, such subcontractors as CONSULTANT desires to employ as such. CONSULTANT shall advise all such subcontractors that the CITY bears no obligation for the payment for fees for their services or costs incurred and that such are the exclusive obligation of CONSULTANT. 7. Changes. The CITY and CONSULTANT may make changes in the work only if mutually agreed upon. If such changes cause an increase or decrease in the CONSULTANT'S cost of, or time required for, performance of any services under this agreement, whether or not changed by an order, an equitable adjustment in compensation to CONSULTANT shall be made and this agreement shall be accordingly modified in writing, executed by each party hereto, expressing such changes or changes. • 8. Litigation. If CITY becomes involved in litigation regarding 'the Project and desires CONSULTANT'S assistance or testimony, CITY shall compensate CONSULTANT for its services according to the normal hourly rates. 9. Indemnity. CONSULTANT does hereby agree to defend, indemnify, and hold harmless the CITY of Santa Clarita and the respective appointed and elected officers, boards and commissions, agents and employees ("Indemnified Parties") from and against any and all claims .and losses, costs or expenses for any damage due to.death or injury to a person and injury to.any property proximately resulting from any willful misconduct or negligent act or omission of CONSULTANT or any of its officers, employees, servants, agents, or subcontractors in the performance of work pursuant to this Agreement. Liability shall be limited to the amount paid under.this contract. Such costs and expenses shall include, but not be limited to, reasonable attorney fees. CONSULTANT does hereby agree to defend, indemnify and hold harmless Indemnified Parties from and against any damages, liability, loss, costs or expenses which arise out of CONSULTANT'S negligent performance of the work under this Agreement provided that such liability, loss, cost or expense is caused by the act or omission of CONSULTANT, or any of its officers, employees, servants, agents,. or 'subcontractors in performance of this Agreement. CONSULTANT'S obligation to the Indemnified Parties shall include reasonable attorney fees, costs and expenses incurred by the Indemnified Parties in such defense, if consultant is found to have been negligent in performance of work under this Agreement. The provision of liability insurance coverage_ as required by Paragraph 10 of this Agreement shall not affect CONSULTANT'S obligations under the indemnity provisions of this Paragraph 9. 10. Insurance. During the entire term of this Agreement, Kattlove and Associates agrees to procure and maintain General/Public and Professional public liability insurance at its sole expense to protect against loss form liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly or indirectly form any act or activities of the CITY or Kattlove and Associates, its (subconsultants), or any person acting for the CITY, or Kattlove and Associates or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of the CITY, or Kattlove and Associates or its (subconsultants), or any person acting for the city or Kattlove and Associates or under its control or direction. Such public liability and property damage insurance shall also provide for and protect the CITY against incurring any legal cost in defending claims for alleged loss. ,Such General, Public and Professional liability and property damage insurance shall be maintained in full force and effect throughout the term of the Agreement and any extension thereof in the following minimum limits: A. A combined single limit policy with coverage limits in the amount of One -Million Dollars ($1,000,000.00) per occurrence will be considered equivalent to the required minimum limits. All of such insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City Manager, then Kattlove-and Associates agrees that the minimum limits herein above designated shall be changed accordingly upon request by the City Manager. Kattlove and Associates agrees that provisions of this paragraph as to maintenance of insurance shall not be construed as limiting in any way the extent to which CONSULTANT may be held responsible for .the payment of damages to persons or property resulting from CONSULTANT'S activities, the activities of its subconsultants or the activities of any person or persons for which Kattlove and Associates is otherwise responsible. B. Worker's Compensation Insurance Kattlove and Associates shall procure and maintain, at its, sole expense, Worker's Compensation Insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for both Kattlove and Associates and the CITY against any loss, claim, or damage arising from any injuries or occupational diseases happening to -any worker employed by Kattlove and Associates in the course of carrying out the within agreement. C. Automotive Insurance 0 Kattlove and. Associates shall procure and maintain, at its sole expense, throughout the term of this agreement and any extension thereof public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than Five Hundred Thousand Dollars ($500,000) combined single limit. All such insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured. D. Evidence of Insurance A Certificate of Insurance, or an appropriate insurance binder, evidencing the above insurance coverage with a company acceptable to the City's Risk Management Officer shall be submitted to the City prior to execution of this Agreement on behalf of the CITY. E. Notice to City. Insurance Coverage Change The.terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or cancelled by the carrier, for non-payment of premiums otherwise, without thirty (30) days prior written notice of amendment or cancellation to the City. In the event the said insurance is cancelled, Kattlove and Associates shall; prior to the cancellation date, submit to the City Clerk new evidence of insurance in he amounts heretofore established. F. Kattlove and Associates - An Independent Contractor: It is understood and agreed that Kattlove and Associates is, and at all times shall be, an independent contractor and nothing contained herein shall be construed as making Kattlove or any individual whose compensation for services is paid by Kattlove and Associates, an agent or employee of the CITY, or authorizing Kattlove and Associates to create or assume any obligation or liability for or on behalf of the CITY. G. Hold Harmless Kattlove and Associates agrees to indemnify, defend and save CITY and its agents and employees harmless from any and all liability, claims, damages or injuries to any person, including injury to CONSULTANT'S employees and all claimswhicharise from or are connected with the performance of or failure to perform the work or other obligations of performance of or failure to perform the work or other obligations of this Agreement, or are caused or claim to be caused by the acts or omissions of Kattlove and Associates, its agents or employees, and all expenses of investigating- and defending against same; provided, however, that this indemnification and hold harmless. shall not include any claim arising from the sole negligence or willful misconduct of the CITY, its agents or employees. 0 0 • 11. Termination. This Agreement may be terminated at any time prior to the completion of the Project, and without cause, in accordance with the following: a. By CITY upon fifteen (15) working days written notice, mailed first class, postage prepaid, or by personal service to Consultant; and, b: By CONSULTANT upon fifteen (15) working days written notice, mailed first class, postage prepaid, or by personal service to CITY. Notices given pursuant to this paragraph shall be deemed to be effective on the fifteenth (15th) day following the .giving of notice of such termination whether mailed or delivered. In the event of termination pursuant to this paragraph, CONSULTANT shall be compensated by CITY pro rata for work performed as of the day of giving of such notice. 12. Notices. Notices to be 'given pursuant to this Agreement shall be in writing and shall be personally served upon the party to be notified or shall be deposited in the United States Postal Service, postage pre -paid, certified and registered, and addressed to the parties as follows: A. CITY Donna M. Grindey CMC City Clerk ' 23920 Valencia Blvd. Santa Clarita, CA 91355 cc: Carl Newton, City Attorney Burke, Williams, and Sorensen 624 W. Grand, 11th Floor Los Angeles, CA 90017 B. CONSULTANT Kattlove and Associates 30405 Via Victoria Rancho Palos Verdes, CA 90276 Attn: Rose Kattlove Except 'as otherwise provided in Section 12 above, notices .given pursuant to this Agreement shall be deemed given on the date of personal service or the .fifth (5th) consecutive calendar day following the deposit of the same in the United States Postal Service, or its successor. The individuals named in this paragraph shall bedeemed, for all purposes, to be the representatives of the parties to this Agreement and empowered to act, pursuant to the terms .of this Agreement, for and on behalf of that party. Either party hereto may in writing, change the designation of the responsible representative for that party. 13. Conflict of Interest. Consultant covenants that neither the CONSULTANT, nor any officer thereof, has any interest, nor shall acquire any interest, directly or indirectly, which will conflict in any manner with the performance of the Consultant services under this Agreement. CONSULTANT further covenants that in the performance .of this Agreement, no person having such interest shall be employed by CONSULTANT. r I CONSULTANT further covenants that CONSULTANT has not contracted with nor . is the CONSULTANT performing any services directly or indirectly, with any developer and/or property owners and/or firms, and/or partnershipsowning property in the City, and further covenants .and agrees that CONSULTANT and/or its subcontractors shall provide no service or enter into any contract with any developer and/or property owner and/or firms, and/or partnerships owning property in the City prior to the, completion of this Agreement. 14. Construction. This Agreement shall be construed under the laws of the State of California and shall not be construed against, or in favor of, wither party by reason of the fact that it was prepared by one party or the other. 15. Entire Agreement. This Agreement, with attachment (s) and exhibits, constitutes the entire agreement between ,the parties and each party acknowledges that it 'is not relying on any prior, or contemporaneous, other agreements or representations, oral or written, in entering' into this Agreement. 16. Captions. Numerals. and Headings. Gender and Number. The captions, numerals and headings used herein are for the purpose of identification and location of the terms and for ease of reading and shall not be used to alter, amend or otherwise change the plain meaning of the language in the text or the intention of the parties. Vherever gender or number is used, .it shall include that gender or number which is appropriate to th contest of the language wherein such.gender or number is used. 17. Attorneys Fees. Should any party hereto reasonably retain counsel for the purpose of enforcing or preventing the breach f any provision hereof, including but not limited to th institution of any action or proceeding to enforce any provision hereof, for damages by reason of any alleged breach of any provision hereof, for a declaration of such party's rights or obligations .hereunder or for nay other remedy, then if said matter is adjudicated (which term includes arbitration) the prevailing party shall be entitled, in addition for all costs and expenses incurred thereby, including but not limited to reasonable attorney's fees and costs .for the services rendered to such prevailing party. 18. Amendment. This. Agreement may be amended only by a writing executed by all of the parties. 19. Counterparts. This Agreement has been executed in two counterparts either of which may be used as an original. One such counterpart shall be delivered to the Obligee when fully executed and the other to the Obligor when fully executed. 20. Yaivers. A waiver of any default of an obligation required by this Agreement shall not constitute a waiver of any subsequent default of same, or any other obligation under this Agreement. 21. Time of the Essence. Time is of the essence to this Agreement. • I • • P 22. Severability. If any portion of this agreement is deemed to be void or is held to be .invalid, other sections, or portions thereof, of this Agreement shall remain valid and in force, and shall be interpreted as though the void or invalid portion(s) has not been incorporated herein. 23. Execution of Agreement. This Agreement must be first executed by. the Consultant, or its representative, and approved to form by the City Attorney before it may be executed on behalf of the City of Santa Clarita. This Agreement has been executed as of the day of , 1993. WHEREFORE, the parties hereto have caused this Agreement to be -executed on the dates set opposite their names below: KATTLOVE & ASSOCIATES Date By Rose Kattlove President CITY OF SANTA CLARITA Date: By: George Caravalho, City Manager Attest: Date: By: Donna M. Grindey, City Clerk Approved as to form: Date: By: City Attorney EXHIBIT A SCOPE OF WORK II. PROJECT TASK DESCRIPTION • A. PURPOSE AND OBJECTIVES Kattlove & Associates, Inc. will analyze, design and imple- ment a records management program for the City of Santa Clarita. The results of this.project will provide the City with an effi- cient and well organized unified records management programa Be REQUIREMENTS To complete this project Kattlove & Associates, Inc. re- quires access to the following: o City personnel who use the records. o All City records. o Assistance in moving records during various phases of the project. o File conversion assistance. C. SCOPE OF WORK • Kattlove & Associates, Inc. will accomplish this project as three main tasks which will be composed of a number of subtasks. Task 1. Development, implementation and documentation of a records retention program for the City, providing for orderly storage and timely destruc- tion of records that are no longer needed. Task 2. Recommendation and development of a uniform filing system, providing organization for the City re- cords. Task 3. Development, implementation and documentation of an inactive records management program for the organization transfer, storage and retrieval of inactive records. The following paragraphs describe the -three main phases of the project. Kattlove & Associates, Inc. will develop and implement,a records retention program that will.enable the City to significantly reduce the volume of -their records now in file drawers. This program will improve the ability of City staff retrieve.documents from -the files, since the active files will 0. to . contain only documents that are needed -for current activities. We will perform the following six subtasks in developing the records retention program: 1. Analyze how City staff use the documents. 2. Inventory the volume and contents of all the files and all the storage boxes. 3. Identify the laws and regulations that mandate how long the City must retain each type record. 4. Prepare retention and destruction schedules for City approval. S. Assist in storing inactive files and disposing of obsolete ones. 6. Prepare a records retention manual. Subtask Analyze Use of the Files Kattlove & Associates, Inc. will -interview those who use the files -to learn which types of documents are retrieved, the rea- sons they are retrieved, and how often they are retrieved. In addition, we will ascertain whether or not persons performing different jobs need the same documents. .Knowing how, when,.and why the files are used will contribute to the knowledge needed to successfully complete some of the succeeding records and informa- tion management subtasks. Subtask 2., Inventory the Files Kattlove & Associates, Inc. will.conduct a formal records inventory to identify the types of documents in all the City files and to determine the amount of each type. We will follow accepted records management practice by analyzing each type of document in terms of the record series to which it belongs;.that is, the group of related records that share common characteris- tics or are used as a unit for the same purpose. We will conduct this systematic inventory using an inventory form that has been used successfully elsewhere for inventories of governmental records. The completed forms will contain such information about each record series as its title, quantity, inclusive dates, locations, function and frequency of use. We will need some help during this task in moving the boxes in the storage areas. r.1 Subtask 3. Identify Laws and Regulations Governing Retention Periods Kattlove & Associates, Inc. will perform the appropriate • research to identify the laws and regulationsthat govern how long the City must retain each record series. The City Council, along with the City Attorney, may specify the retention period of any record series not governed by laws or regulations: We will. then use the retention periods specified to develop records retention schedules for the City that will show when each record series may be destroyed. Subtask A. Prepare Retention and Destruction Schedules Kattlove & Associates, Inc. will prepare draft retention and destruction schedules listing all the record series. These schedules will state how long each record series is to be kept in the active files and in storage, and when it may be destroyed. The retention periods in the schedules will be based on informa- tion obtained -in Subtasks 1 through 3 and on discussions with staff regarding the administrative need for each record series and whether it contains vital records, contains'confidential information, or has historical value. We will submit the draft retention and destruction schedules to designated staff for review to ensure that the retention periods specified meet the administrative, legal, and financial needs of the City. After the designated staff members have • reviewed the schedules and approved the retention periods or changed them as necessary, we will prepare the master records retention schedules. We will present these schedules to the City'Attorney for his approval;'then the final schedules will be presented to the City Council for final approval. Subt s 5. Implement the Records Retention Schedule After the City Council has approved the records retention schedules, they can be used as a guide to storing and destroying City records. We will assist City staff in removing from the files and from storage all obsolete records eligible for destruc- tion. Inactive records currently in the active files can then be transferred to an off-site storage site. We will need assistance in moving records during this task. Sub as A. Prepare _q Records Retention Manual Kattlove & Associates, Inc. will develop and prepare a complete procedures manual for the records retention program. This manual will describe the records included in the program and how the program is to be implemented, and will contain the com- plete records retention schedules for the City, samples of the forms to be used, and citations of laws and regulations governing the retention periods. r 1 U Task 2. Develop A Uniform city-wide Filin system • Kattlove & Associates, Inc. will develop and implement a uniform filing system for records held by the City. This system will bring consistency and standardization to the way documents are filed, improving the retrieval to important information which is stored in the files. Subtasks needed to accomplish this goal are: 1. Recommend and develop uniform filing.systems. 2. Develop a file title index. 3. Assist in the file conversion. 4. Prepare file classification manual. 5. Train City staff to use the file classification system. Subtask 1. Recommend aUd Develop A UniformFiling System for the City Records In order to retrieve documents in a filing system it is most efficient to categorize materials into classified groups. This allows the user to locate the general area where the needed document(s) are filed and, then, browse to locate the exact location of the document he/she wishes to retrieve. We refer to • this organization of files as a classification structure. When a classification structure is described and listed for a particular collection, it becomes the index that people can use for locating files and documents. We will review and analyze the records in each of the City departments. We will then develop a classification structure that is tailored to these records. This will entail organizing the records into meaningful categories. While performing this task, we will continually consult with the people who use the records in order to assure a system that will be useful to those who will be using it. Sub as 2. Develop A File Title Index We will develop a file title index to. hold the file title information. we will use computer software that the City has (Wang or PC). The software can be database software such as DBase or wordprocessing software such as WordPerfect. We will collect file title information for entering into the file title indexes. This information -will be used to convert the old files to the new files. We will also use this information to generate new file folder labels. Ultimately the information will provide the City with a listing and cross-references to the files that exist. We may need clerical assistance for performing data entry of the file titles. Subtask 3. Assist in the File Conversion In order to enhance the filing system, we would most pro- bably recommend using color -coded filing folders. The supplies needed for this.are relatively inexpensive and are available from many office supply companies. Once.the City's files are reorganized into the new filing system, the records from the old system will have to be placed into the new system. This task involves the preparation of the new file folders and the physical movement of the records from the old file folders to the new file folders before they are placed into file drawers. We recommend that the City hire a conversion team of temporary workers to perform this labor inten- sive task. we will direct and assist this team in the conversion task. Subtask 4.. Preoare.File Classification Manual Kattlove & Associates, Inc. will develop and document the procedures used to operate and maintain the file classification structure. The manual will include the complete file.classifica- tion structure as well as instructions on how to assign classifi- cation codes to the documents, how to use cross-references and how to maintain the file title computer index. Subtask 5t Train City Staff We will train City staff to use the file classification structure.. We will do this by presenting staff with information on the organization and use of the classification structure and on the use of the files. Specifically, we will train staff to code incoming and outgoing documents and retrieve documents from the files. We will train the filing staff to maintain the file title index. We will provide follow-up training, if required. TA_9X 3. Develop an Inactive Records Management Program for the City Kattlove & Associates,.Inc..will develop, implement and document an inactive records management program for the reorgani- zation, transfer, storage and retrieval of City inactive records. The program will include a computer database for keeping track of inactive records and their location. We will perform the following three subtasks.in developing the inactive records management program: 1. Reorganize the inactive records. 2. Develop an inactive records'locator database. 3. Prepare an inactive records procedure manual. Subtask 1. Reorganize the Inactive Records • once the records retention schedules have been approved and obsolete files have been purged, the inactive records will be moved.from the office area to a storage area. The storage area may be one -operated by the City or it may be a commercial storage facility. We will recommend safe, effective storage once we are familiar with the City's current storage areas. Regardless of where the files are to be stored, they will be organized by records series in standard file storage boxes. Subtask 2. Develon an Inactive.Records Locator Database As in Task.,2, Subtask 2, we will use whatever database management software will operate on the City available computer. It may be Wang compatible software or an off-the-shelf pc data- base software such as DBase. We will design a database to iden- tify which record series are located in the particular boxes placed in the storage area. The database can contain such infor- mation as the record series title, the record dates, the destruc- tion dates, the box location as well as other information which we will obtain from discussions with City staff. Subtask 3. Prepare An Inactive Records Procedure Manual Kattlove & Associates, Inc. will prepare a procedures manual for implementing and maintaining the inactive records management . program. The scope of this manual will include the areas of records retention that pertain to the inactive files such as instructions for.transferring records from the active files to storage, maintenance of the inactive storage boxes, destruction of obsolete records as.well as maintenance and operation of the locator database. Depending on input from City staff, we can include information on handling historical, vital and confiden- tial records in addition to all other records. D. PROJECT. MANAGEMENT Kattlove.& Associates, Inc. will perform all planning and administrative tasks necessary to ensure the success of this records management project. In addition, we will keep the City regularly informed of our progress on the. project. We will report on progress, problems encountered, and plans for future work. F9 LJ E. DELIVERABLES Kattlove & Associates, Inc. will deliver the following to the City: 1. Records retention schedules listing all the records series held by the City, specifying how long each record series is to be retained in the active files, when it is to be stored, and when it may be destroyed. 2. A records retention manual that will clearly describe procedures for implementing and maintaining the records retention program. 3. A uniform filing system for the City records.` 4. A file classification procedures manual, containing the classification structure and instructions on how to maintain the system. 5. A computer file title index. 6. An inactive records system, including an inactive records locator database 7. A records management procedures manual for the mainte- nance of the inactive records management program. F. KEY TASK PERSONNEL The staff Kattlove & Associates, Inc, will provide for this project brings all.the skills and experience.necessary to develop. and implement an efficient and effective records management system for the City of Santa Clarita. We have considerable experience designing and implementing records management programs for municipalities and other governmental agencies as you will see from.the company capability statement and resumes included in this proposal. G. SCHEDULE The tasks outlined in this proposal can be completed in approximately nine months. Work can begin upon award of the contract. C1 VI. COSTS The costs for this project are based on time and materials which include Kattlove &.Associates, Inc. hourly rates plus direct costs. Direct costs include reasonable and necessary working materials and supplies, that cannot.be provided by the City, and mileage expenses incurred while performing the work. Hourly Rates: Senior Information Manager Information Manager Information Specialist TASKS HOURS: Sr Info I= Info = $65 $45 Assoc Info �Icg 1. SO 120 200 $19,200 2• 100 200 200 $24,500 3. ZIQ U 40 6,900 TOTAL HOURS 200 .400 440 *$65 *$50 *S40 TOTAL LABOR COSTS $13_,000 + $20,000 + $17,600 = $50,600 DIRECT COSTS 2500 • TOTAL COSTS $53,100 Mileage @ 28¢/mile