HomeMy WebLinkAboutAgenda Statement 1982/02/09 Item 10COUNCIL AGENDA STATEMENT
Item to
Meeting Date 2-9-82
ITEM TI~fLE: Resolution ~~ f~~Award of Contract, Records Management Program
SUBMITT D BY: city Clerk ',~1 (4/5ths Vote: Yes Nom)
As a re ult of the operations analysis report of this office conducted by the Policy
Analysi and Program Evaluation staff in FY 1980-81, a Comprehensive Records Management
Progra was recommended for the City Clerk. During the 1981-82 budget deliberations,
the Cit Council approved that recommendation and allocated $6,000 for the purpose of
retain' g a records management consultant to design and partially implement the program.
A P.equ st for Proposal process was used in accordance with Resolution No. 9868 which
identifies the City's RFP Policy. Three firms responded:
Snider Seminars and Consulting Services - Purdy, MO
Norma J. Hislop, Office Management Consultant - Santa Cruz, CA
Timothy J. Dyer, Records Management Specialist - Anaheim, CA
RECOMMENDATION:
That C uncil award the contract to design and partially implement a records management
progra in the City Clerk's Office to Snider Seminars and Consulting Services for
$6,000.
BOARD/ OMMISSION RECOMMENDATION: N/A
DISCUSSION:
During the period of November 2 to 13, 1981, the City advertised to request proposals
from a 1 interested and capable firms. Three proposals were received by the November 13
deadli e. All were initially responsive to the RFP document. A review of each proposal
and an interview with each candidate were conducted by myself and Marilyn Leuck, Senior
Admini trative Analyst. As a result of that process, Snider Seminars was identified
as bei g the most responsive firm and was selected to begin negotiations with the City
to cul inate in a contract arrangement.
The ma or components of the program are to include the following:
1 Survey and identification of inactive records.
2 Training of personnel in inventory procedures and initiate that process.
3 Initiate the disposal of inactive records.
4 Develop a Records Retention and Disposition Schedule.
5 Initiate a Vital Records Program.
6 Develop a Master Topic Index, a Functional Filing System with cross
index and a Legislative History index (on the word processor).
7. Review of all procedures being used by the Clerk's staff; modifications,
if needed.
Form A 113 (Rev. 11./79)