SUBJECT: AMENDMENT TO THE AGREEMENT WITH HELEN STRECK DBA C&H SOLUTIONS
BACKGROUND
City Council approved agenda Item 2.9 on June 12, 2001 to enter into an agreement with Helen Streck dba C&H Solutions to complete and implement Phases II & III of the RIM Project. The major tasks were to complete and implement the departmental record retention schedules, the policy and procedures manual, training materials, business technology study, and basic programs for vital records and historical records. July 15, 2002, a second amendment to extend the term for six months with no change in compensation was approved by the City Manager.
ANALYSIS
The consultant has completed Phase II and III tasks except for the completion and implementation of the retention schedule, the master list of vital records, and final turn-in of all files and documents. The schedule to complete these tasks was extended due to additional coordination with City staff members to review, comment and approve deliverables.
Phase III will culminate the three-year project to revise and update the City’s Records Management Program. The development, review, and approval have been slowed by the increased legal review as well as additions in records groups as new and expanded programs have been incorporated within the last three years. Examples of such programs include Animal Services, Investing in Results, SNI, and the Airport and other areas of new and expanded security programs.
Completion
of the program will result in the following:
·
Ensure
the City’s records management program is in compliance with all City, State,
and Federal Laws
·
Increase
records accessibility to the public and increase the number of the City staff
conversant with the application of the Public Records Act (PRA)
·
Promote
better business practices
· Regulate the content of records as information migrates or is developed in electronic and other media formats
·
Specifically,
support the move to the New Civic Center by reduction of record duplication and
improving access to records
PUBLIC OUTREACH
Not
applicable
COORDINATION
The memorandum has been coordinated with the City Attorney’s Office and the City Manager’s Budget Office.
COST IMPLICATION
This is not a new expenditure and there are no additional cost implications associated with this request. This action is consistent with the Council approved Budget Strategy Memo, General Principles Item #7, “We must continue to streamline, innovate, and simplify our operations.”
Amount: $250,000
Budget Document: 2000-2001
Operating Budget, Page 860
(Funds were encumbered in
2000-2001 and have been carried over to 2002-2003.)
Not
a project
JOSE
OBREGON
Director
of General Services