Subject: AMENDMENT TO AGREEMENT FOR RECORDS AND
INFORMATION MANAGEMENT PROJECT - PHASE II
Adoption
of a resolution authorizing the Director of General Services to:
a. amend the agreement with Helen Streck, dba
C&H Solutions, to extend the term of the Agreement to June 30, 2002; and
b.
add
to the scope of work for Phase III deliverables; and
c.
increase
the compensation by an amount not to exceed $56,000, for a total contract price
of $200,500.
BACKGROUND
At the City of San José, official records of Council proceedings are maintained by the City Clerk’s office. The City’s general administrative records and information have been managed in a decentralized manner with each department determining how its own records should be organized as well as how long and in what format the Records should be kept. Retention schedules were last addressed in detail by the City Council in the 1970s and the General Services Department was charged with the responsibility for storing inactive records.
The proliferation of electronic documents, the need for multiple departments to have access to the same information, and changes in Federal and State legislation such as the Freedom of Information Act led the Department of General Services to convene a multi-department task force in late 1999 to discuss how the City should address its records management needs. A consultant was hired to interview key personnel and develop a multi-year project that would define policy and outline procedures for paper records, as well as create an inventory of the City’s current computerized records systems and define an enterprise-wide solution for records management encompassing both paper and electronic information. The team became known as the City Records Advisory Group.
In
February 2000, the City’s Records’ Advisory Group adopted a Records and
Information Management Project Plan which was divided into three (3) phases – a
five-month initial phase (99-00), the bulk of the work in FY ‘00-‘01 and a
smaller phase to complete the project including a definition of an enterprise
solution in FY ‘01-‘02. C&H
Solutions was hired as consultant for Phase I.
Deliverables for Phase I included a citywide retention schedule for
common records; individual retention schedules for five (5) departments;
training on the use of retention schedules; the creation and execution of the
Pack Rat Day – an event that raised awareness about the importance of Records
Management and resulted in a one-day addition to the Recycle@Work program of
five (5) tons of non-records; a national survey of municipal records programs
and subsequent site visits to three (3) exemplary sites; and an inventory of
the City of San Jose’s inactive records storage practices.
An
RFP was then conducted for Phase II.
After a careful consideration of competitors’ capabilities, C&H
Solutions was awarded the contract.
Phase II includes the development of retention schedules for ten (10)
departments; training on the use of retention schedules; a draft City Policy on
Records and Information Management, the creation of a vital records program;
and a business analysis of the City’s needs relating to technological solutions
such as electronic document management, data warehousing and the use of
alternative media storage systems.
Phase
III is comprised of retention schedules for the remaining seven (7)
departments, an historic records program, recommendations
for the ongoing management of the citywide Records Program and a draft of the
scope/specifications for a Request for Proposal to acquire an automated records
and information management system.
Six
(6) draft retention schedules from Phase I and ten (10) draft retention
schedules from Phase II have been completed but have not been approved for use
due to a backlog of work in the City Attorney’s Office. Therefore, citywide and department training
classes on the use of the retention schedules which were designed to be part of
Phases I and II have not been held.
While the issues related to the City’s delay have recently been
resolved, it is necessary to extend the consultant’s agreement to enable the
delivery of the proposed training classes.
Since
the City undertook a competitive process for the majority of the project and
the consultant completed the contractual obligations in an exemplary manner, it
is the City’s intent to add the following Phase III tasks to this agreement:
§
retention
schedules for the remaining seven (7) departments;
§
an
historic records policy; and
§
formal
recommendations for the ongoing management of the citywide Records Program.
The
City reserves the right to enter into a separate agreement at a later date with
C&H Solutions or another contractor for the final Phase III task - a draft
of the scope/specifications for a Request for Proposal to acquire an automated
records and information management system.
Council approval of the recommended actions will allow this critical project to move forward creating efficiencies in every City Department and improving the delivery of information to citizens.
Not
applicable.
This
project has been coordinated with the City Manager’s Budget Office and the City
Attorney’s Office.
Funding: General Fund-001
Budget Document: 2000-01
Adopted Operating Budget, p. 860
FRANCIS B. McVEY
Acting Director, General Services Department