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File #: AM No. 20-082   
Type: New Business Status: Passed
File created: 6/2/2020 In control: City Council
On agenda: 6/16/2020 Final action: 6/16/2020
Title: Approval of Consultant Contract with FreeDoc in the Amount of $104,857.12, for Records Management Support Services
Attachments: 1. Agenda Memo No. 20-082, 2. Attachment A: Statement of Work, 3. Attachment B: Proposed Schedule, 4. Attachment C: Payment Terms, 5. Attachment D: Contract
MEMO TO: Members of the City Council
FROM: Mayor Angela Birney
SUBJECT:

title
Approval of Consultant Contract with FreeDoc in the Amount of $104,857.12, for Records Management Support Services


I. RECOMMENDED ACTION
recommendation

Approval of a consultant agreement with FreeDoc in the Amount of $104,857.12, to support the City Records Program. Council approval is required for contracts over $50,000.
body

II. DEPARTMENT CONTACTS

Maxine Whattam, Chief Operating Officer 425-556-2310
Jonny Chambers, Technology and Information Services Director 425-556-2160
Cheryl Xanthos, City Clerk 425-556-2191
Charliann Cross, Records Management Program Coordinator 425-556-2194
Dawn Johnson, Project Management Office Manager 425-556-2179

III. DESCRIPTION/BACKGROUND

In October 2019 the City Council adopted RMC 1.03, City Records, which established the City Records Program. The City is required to manage records in compliance with laws and rules laid out by the State of Washington and this policy sets a tone of openness and transparency. RCW 40.14.020 states that public records are the property of the State of Washington and do not belong to the individuals who create or receive them. These records must be kept, managed, and disposed of lawfully, in accordance with approved records retention schedules.

In order to achieve the goals of City Records Program, the Clerk's Office would like to bring in a consultant to work with the City's Records Management Program Coordinator to create a full inventory and assessment of the City's records. In December 2019 an RFP was issued for records management services to support the City Records Program. There were two responses and FreeDoc was chosen. The consultants with FreeDoc have strong experience in records management, the Washington State Archives, and records retention schedules.

The Scope of Work:
* Records Assessment: review of the administration and management of public records as it relat...

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