City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize a contract with Ms. Beverly Sieker for
Records and Resource System Management Services for the City’s Planning
Division.
BACKGROUND
In an effort to enhance customer service and efficiency, staff proposes that an
updated records and file management system be implemented in the Planning
Division. At this time a preliminary assessment of the organizational needs has been
developed through an administration contract, however, the project will require a
more detailed assessment with full implementation of the proposed system.
DISCUSSION:
Since December 2005, Ms. Sieker has been working with the Community
Development Division on a variety of organizational and administrative issues
related to resource management. She has assisted Cultural Affairs with file
reorganization and has worked with Planning on purging outdated materials and
establishing an electronic database to identify and locate files quickly. Her
experience over the last fifteen years in two other municipal Community
Development Departments, with six years specifically in Planning Divisions, has
afforded Ms. Sieker an extensive knowledge of Planning requirements, records and
file format/organization for enhanced customer service. Per staff’s request, Ms.
Sieker has submitted a proposal to assess and execute an updated records
management system (Exhibit A) for the Culver City Planning Division.
Meeting Date: 9/11/06 Item Number: A-5
AGENDA ITEM: Authorization to Enter into an Agreement with Ms. Beverly Sieker
for Planning Records and Resource System Management Services.
Contact Person/Dept.:
Elaine Gerety Warner
Phone Number: 310.253.5777
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: City Master Notification List (09/07/06)
Department Approval:
Susan Evans (08/31/06)
City Manager Approval: Martin R. Cole
for Jerry B. Fulwood (09/06/06)
City Controller Approval:
Marlee Chang (09/06/06)City of Culver City, California
City Council Agenda Item Report
To verify reasonable compensation, staff has spoken with several other records
management companies to determine interest and standard “industry” costs related
to the scope of this project. Prices for such services range from $35 to $150 dollars
an hour (Exhibit B). While some companies offer a full service assessment and
implementation others provide on-site design consulting and staff training for
execution. In evaluating this information, staff has verified that Ms. Sieker’s
proposal includes all components desired for this project at a competitive hourly
rate of $35.
FISCAL ANALYSIS:
Ms. Sieker’s proposal would be based on an hourly wage of $35 with a not-to-
exceed total contract of $40,000. Funds for this project have been budgeted in
Program 10152100.619800 (Planning -Other Contractual Services) as an
enhancement carried over from the 2005-2006 Fiscal Year. It is requested that work
on this project begin immediately after contract authorization and approval. It is
expected this project will be completed in Fiscal Year 2006/2007.
ATTACHMENTS:
Exhibit A – Records and Resource System Management proposal
Exhibit B – Matrix of Wage and Scope
Exhibit C – Agreement with Beverly Sieker
MOTION:
That the City Council:
1. Approve an Agreement with Ms. Beverly Sieker for Records and Resource
System Management Services not to exceed $40,000 from program
101521.619800; and,
2. Authorize the City Attorney to prepare the necessary documents and authorize
the City Manager to execute same on behalf of the City.
City of Culver City, California
City Council Agenda Item Report
MEETING DATE: 9/11/06
AGENDA ITEM: Authorization to Enter into an Agreement with Ms. Beverly
Sieker for Planning Records and Resource System
Management Services.
ATTACHMENTS
Page
Exhibit A — Records and Resource System Management proposal 1 -3
Exhibit B — Matrix of Wage and Scope 4
Exhibit C — Proposed Agreement 5 -13Beverly Sieker
1951 Swan Drive
Costa Mesa CA 92626
June 20, 2006
Mr. Thomas Gorham
Deputy Community Development Director
Planning Manager
City ofCulver City
9770 Culver Boulevard
Culver City CA 90232
RE: Proposal for Records and Resource System Management
Dear Mr. Gorham,
In response to the Planning Division's need for an organized and updated system to
manage their vast inventory of records and resources, I am submitting to you my
proposal for the project. Having over 15 years of experience in clerical and
administrative support to two municipal Community Development Departments,
with six of those years directly involved with the City of Burbank's Planning
Division, I feel that I have both the working knowledge and experience necessary
to assist you in creating a system that will benefit your division. As you know, I
have recently worked with your division, providing preliminary assessment of the
organizational needs, purging outdated materials according to the City's
requirements for record retention, and establishing an electronic database that will
provide a means of verifying and locating files and records quickly and accurately.
I have included a Scope of Services, and a Schedule of Compensation, for your
review. These constitute my proposal for the continuation of providing the City of
Culver City's Planning Division with a well-organized records and resource
management system.
I appreciate your consideration of my proposal, and look forward to hearing from
you-
Sincerely,•
Scope of Services
The overall goal is to create a system whereby the complexity of the Planning
Division's documents, audio and visual recordings, and project related materials
can be inventoried, stored and archived in such a way that even the newest staff
member can access them with ease. To provide this, I propose the following:
• Verify, and adhere to, all City requirements for record retention
•
Work closely with Planning Division staff to recognize their policies and
needs related to location of records and resources
• Purge and remove all non-required materials, recycling whenever
possible
• Continue to update the newly established database to inventory the
contents and location of files, resources, and project related materials
• Review each individual address and subject file to eliminate duplication,
organize in a chronological format, and prepare new files as needed
• Establish location(s) and manner for identifying and retaining rolled
project plans
• Relocate items as necessary for best use of space, and availability to staff
• Create a calendar for the support staff that will remind them of periodic
purging to be done throughout the year
• Order appropriate supplies and equipment needed to support the
reorganization processSchedule of Compensation
Services shall be billed hi-weekly at the rate of $35.00 per hour. Any actual out-
of-pocket expenses incurred in performance of this project will be included on the
invoice, designated as reimbursable expenses, and original receipts will be attached
to that invoice.
Proposed-total compensation, including all reimbursable-expenses,-is-$-40M0.---Exhibit B
Records and Resource Manamanagement Cost Schedules
Vendor Average Hourly Wage Scope of Work
Beverly Sieker $35 Full Assessment and Conversion - not to exceed $40,000
Nyder and Associates $75 - 150 Full Assessment and Conversion - $115,346
Organize Your Space $125 One day Assessment $1,500, Impiemention/Conversion TBD
Icktus Consulting $80 - 175 Assessment, Software, Project ManagerContract No. 2006-
CITY OF CULVER CITY
STANDARD FORM CONTRACT
WITH: BEVERLY SIEKER
FOR: PLANNING FILING SYSTEM REORGANIZATION
THIS AGREEMENT is made and entered into by and between THE CITY OF
CULVER CITY, a municipal corporation, hereinafter referred to as "City," and
BEVERLY SIEKER, hereinafter referred to as "Consultant."
1. CONSULTANT'S SERVICES. Consultant agrees to perform, during the
term of this Agreement, the tasks, obligations, and services set forth in the
"Scope of Service" attached to and incorporated into this Agreement as
Exhibit "A."
2. TERM OF AGREEMENT. The term of this Agreement shall be from the
effective date pursuant to Paragraph 27 of this Agreement and shall end
upon satisfactory completion of the work, as reasonably determined by
City's Deputy Community Development Director/Planning Manager.
3. PAYMENT FOR SERVICES. City shall pay for the services performed by
Consultant pursuant to the terms of this Agreement, the compensation set
forth in the "Schedule of Compensation" attached to and incorporated into
this Agreement as Exhibit "B." The compensation shall be paid at the
time and manner set forth in said Exhibit "B."
4. TIME FOR PERFORMANCE. Consultant shall not perform any work
under this Agreement until (a) Consultant furnishes proof of insurance as
required under Paragraph 7 of this Agreement; and, (b) City gives
Consultant a written and signed Notice to Proceed.
5. DESIGNATED REPRESENTATIVE(S)
Beverly Sieker shall be the designated Consultant Representative, and
shall be responsible for job performance, negotiations, contractual
matters, and coordination with the City. Consultant Representative shall
actually perform the Scope of Service.
6. This paragraph intentionally omitted.
7 CITY INDEMNIFICATION. City agrees, in the event Consultant is named
as a defendant in a civil action for any action or inaction arising out of the
course and scope of Consultant's services, to provide Consultant such
indemnification and liability insurance benefits as are required to be
provided to an employee of City under the laws of the State of California,
Page 1including, but not limited to, the provisions of Government Tort Liability
Act. With the exception of the indemnification provisions herein,
Consultant understands and agrees she is solely responsible for acquiring
any liability coverage she desires for activities related to this Agreement,
including any professional liability, medical, disability, long-term care or
other insurance.
8. INDEPENDENT CONSULTANT STATUS. City and Consultant agree that
Consultant, in performing the services herein specified, shall act as an
independent Consultant and shall have control of all work and the manner
in which it is performed. Consultant shall be free to contract for similar
service to be performed for other employers while under contract with
City. Consultant is not an agent or employee of City, and is not entitled to
participate in any pension plan, insurance, bonus, worker's compensation
or similar benefits City provides for its employees. Consultant shall be
responsible to pay and hold City harmless from any and all payroll and
other taxes and interest thereon and penalties therefor which may
become due as a result of services performed hereunder.
9. NON-APPROPRIATION OF FUNDS. Payment due and payable to
Consultant for current services is within the current budget and within an
available, unexhausted and unencumbered appropriation of City. In the
event City has not appropriated sufficient funds for payment of Consultant
services beyond the current fiscal year, this Agreement shall cover only
those costs incurred up to the conclusion of the current fiscal year.
10. ASSIGNMENT. This Agreement is for the specific services with
Consultant as set forth herein. Any attempt by Consultant to assign the
benefits or burdens of this Agreement without written approval of City
shall be prohibited and shall be null and void; except that Consultant may
assign payments due under this Agreement to a financial institution.
11. RECORDS AND INSPECTIONS. Consultant shall maintain full and
accurate records with respect to all services and matters covered under
this Agreement. City shall have free access at all reasonable times to
such records, and the right to examine and audit the same and to make
transcripts therefrom, and to inspect all program data, documents,
proceedings and activities. Consultant shall maintain an up-to-date list of
key personnel and telephone numbers for emergency contact after normal
business hours.
12. OWNERSHIP OF CONSULTANT'S WORK PRODUCT. City shall be the
owner of any and all computations, plans, correspondence and/or other
pertinent data, information, documents and computer media, including
disks and other materials gathered or prepared by Consultant in
performance of this Agreement, or at any earlier or later time when the
same may be requested by City. Such work product shall be transmitted
to City within ten (10) days after a written request therefor. Consultant
Page 2may retain copies of such products. All written documents shall be
provided to City in digital and in hard copy form.
13. NOTICES. All notices given or required to be given pursuant to this
Agreement shall be in writing and may be given by personal delivery or by
mail. Notice sent by mail shall be addressed as follows:
To City:
City of Culver City
Attention: Thomas Goreham
9770 Culver Boulevard
Culver City, CA 90232-0507
To Consultant:
Beverly Sieker
XXXX
XXXX
14. TAXPAYER IDENTIFICATION NUMBER, Consultant shall provide City
with a complete Request for Taxpayer Identification Number ("TIN") and
Certification, Form W-9, as issued by the Internal Revenue Service.
Consultant's Social Security Number is XXXXX.
15. PERMITS AND LICENSES. Consultant, at its sole expense, shall obtain
and maintain during the term of this Agreement, all appropriate permits,
licenses, and certificates that may be required in connection with the
performance of services under this Agreement including, but not limited
to, a Culver City business tax certificate.
16. APPLICABLE LAWS, CODES AND REGULATIONS. Consultant shall
perform all work in accordance with all applicable laws, codes and
regulations required by all authorities having jurisdiction over such work.
Consultant agrees to comply with prevailing wage requirements as
specified in the California Labor Code, Sections 1770, et seq.
17. PURCHASES OF SUPPLIES AND MATERIALS WITHIN CULVER CITY.
For work performed, Consultant agrees to seek bids for supplies and
materials from businesses located within the City of Culver City, with the
intent to make purchases from these businesses if such purchases can be
made at competitive prices.
18. RIGHT TO UTILIZE OTHERS. City reserves the right to utilize others to
perform work similar to the services provided hereunder.
19. MODIFICATION OF AGREEMENT. This Agreement may not be
modified, nor may any of the terms, provisions or conditions be modified
or waived or otherwise affected, except by a written amendment signed by
all parties hereto.
Page 320. WAIVER. If at any time one party shall waive any term, provision or
condition of this Agreement, either before or after any breach thereof, no
party shall thereafter be deemed to have consented to any future failure of
full performance hereunder.
21. COVENANTS AND CONDITIONS. Each term and each provision of this
Agreement to be performed by Consultant shall be construed to be both a
covenant and a condition.
22. RIGHT TO TERMINATE. City may terminate this Agreement at any time,
with or without cause, in its sole discretion, with thirty-days' (30-days')
written notice.
23. EFFECT OF TERMINATION. Upon termination as stated in Paragraph
22 of this Agreement, City shall be liable to Consultant only for work
satisfactorily performed by Consultant up to and including the date of
termination of this Agreement, unless the termination is for cause, in
which event Consultant need be compensated only to the extent required
by law. Consultant shall be entitled to payment for work satisfactorily
completed to date, based on a proration of the monthly fees set forth in
Exhibit "B" attached hereto. Such payment will be subject to City's receipt
of a close-out billing.
24. GOVERNING LAW. The terms of this Agreement shall be interpreted
according to the laws of the State of California. If litigation arises out of
this Agreement, then venue shall be in the Superior Court of Los Angeles
County.
25. LITIGATION FEES. If litigation arises out of this Agreement for the
performance thereof, then the court shall award costs and expenses,
including attorney's fees, to the prevailing party. In awarding attorney's
fees, the court shall not be bound by any court fee schedule but shall
award the full amount of costs, expenses and attorney's fees paid or
incurred in good faith.
26. INTEGRATED AGREEMENT. This Agreement represents the entire
Agreement between City and Consultant, and all preliminary negotiations
and agreements are deemed a part of this Agreement. No verbal
agreement or implied covenant shall be held to vary the provisions of this
Agreement. This Agreement shall bind and inure to the benefit of the
parties to this Agreement, and any subsequent successors and assigns_
Page 427. EFFECTIVE DATE. The effective date of this Agreement is the date it is
signed on behalf of City, and shall remain in full force and effect until
amended or terminated; provided, that the indemnification and hold
harmless provisions shall survive the termination.
BEVERLY SIEKER
Dated:
CITY OF CULVER CITY, CALIFORNIA
Dated: By Jerry Fulwood
City Manager
APPROVED AS TO CONTENT: APPROVED AS TO FORM:
Susan Evans Carol A. Schwab
Community Development Director City Attorney
APPROVED AS TO FINANCING:
Marlee Chang
City Controller
Page 5Contract No. 2006
EXHIBIT A
CITY OF CULVER CITY
AGREEMENT
WITH: BEVERLY SIEKER
FOR: Planning Records and Resource System Management
SCOPE OF SERVICE
Consultant shall perform the following tasks:
1. Reorganize and inventory the Planning Division's documents to include
audio and visual recordings into an efficient and easily maintained
resource system.
2. Work closely with the Planning Manager and other Planning staff to
recognize their policies and needs related to the location or records and
resources. Verify, and adhere to, all City requirements for record
retention.
3. Continue to update the newly established database to inventory the
contents and location of files, resources, and project related materials.
4. Review each individual address and subject file to eliminate duplication,
organize in a chronological format and prepare new files as needed.
5. Establish location(s) and manner for identifying and retaining rolled project
plans. Relocate items as necessary for best use of space, and availability
to staff.
6. Other related tasks including ordering appropriate supplies and equipment
needed to support the reorganization process and purging all non-
required materials, recycling whenever possible_
Exhibit A approved:
Consultant Date
(Signatures continued)
EXHIBIT A
1 OF 2Contract No. 2006-
EXHIBIT B
CITY OF CULVER CITY
AGREEMENT
WITH: BEVERLY SIEKER
FOR: PLANNING FILING SYSTEM REORGANIZATION
SCHEDULE OF—COMPENSATION (TIME AND MATERIALS BASIS)
A. METHOD OF PAYMENT. Payment for all work performed by Consultant
pursuant to the terms of this Agreement, including Consultant's meeting
with City staff, shall be made on the basis of the hourly rates set forth
below, plus actual out-of-pocket costs incurred in performing the work:
PERSONNEL
RATE PER HOUR
Beverly Sieker
$35
This contract will not exceed $40,000.
B. BILLING. At the completion of each task as outlined below and other
expenses incurred under this Agreement, Consultant shall submit an
invoice to the City at the following address:
City of Culver City
Attn: Elaine Gerety Warner
9770 Culver Boulevard
Culver City, CA 90232-0507
The invoice submitted pursuant to this paragraph shall show the City
Agreement Number, task completed, and total hours worked by Consultant,
the hourly rate of pay, the dates on which the services were performed, a
description of the services performed, actual out-of-pocket expenses
incurred in the performance of the services, and such other information as
City may reasonably require.
C. TASK OVERVIEW. Upon completion of each outlined task, consultant
may submit an invoice for repayment.
Task 1 Meeting with Planning staff to determine priorities for
organizing file systems and cross-reference criteria. Order necessary
EXHIBIT B
OF 3Contract No. 2006-
office supplies. Edit existing database to include categories determined
by staff input. Initiate training of support staff regarding database.
Task 2 Cull, organize and label address files "A - B"
Task 3 Cull, organize and label address files "C"
Task 4 Cull, organize and label address files "D G"
Task 5 Cull, organize and label address files "H — l"
Task 6 Cull, organize and label address files "J"
Task 7 Cull, organize and label address files "K — N"
Task 8 Cull, organize and label address files "0 — R"
Task 9 Cull, organize and label address files "S"
Task 10 Cull, organize and label address files "T — Z"
Task 11 Cull, organize and label subject files "A — L"
Task 12 Cull, organize and label subject files "M — Z"
Task 13 Complete all cross referencing between address and subject
files
Task 14 Complete cross referencing between files and plans (rolled)
Task 15 Complete database with all updated information
Task 16 Complete training of support staff and planners
Task 17 Miscellaneous follow-up deemed necessary by Planning
Director
D. TIME OF PAYMENT. Payment to Consultant shall be made within thirty
(30) days after submittal of Consultant's invoice and approval by City, in
accordance with City's normal demand procedure.
E. MAXIMUM COMPENSATION. Notwithstanding the foregoing, Consultant
shall complete all the work and tasks described in Exhibit A for a total
amount of compensation that does not exceed Forty Thousand Dollars
($40,000.00), which amount includes all out-of-pocket expenses.
Exhibit B approved:
EXHIBIT B
2 OF 3Contract No. 2006-
Consultant
Date
Thomas Gorham Date
Deputy Comm Dev Dir/Planning Mgr
Susan Evans
Date
Community Development Director
EXHIBIT B
3 OF 3