HomeMy WebLinkAboutPR 15535: DYNASOURCE, INC. AGREEMENT (RECORDS MANAGEMENT)Memorandum
City of Port Arthur, Texas
Purchasing Division
TO: Stephen Fitzgibbons, City Manager
FROM: Shawna Tubbs, Purchasing Manager
DATE: September 25, 2009'
SUBJECT: Proposed Resolution No. #15535
RECOMMENDATION
The Purchasing Division recommends the City Council to authorize the City Manager to enter into an
agreement between the City and DynaSource, Inc. of Nederland, Texas for services to conduct an onsite
departmental records survey in the amount of $6,000.
BACKGROUND
The City has been using Laser fiche Document Imaging software, an excellent records management tool
and resource, for many years. The base product is primarily in use by the City Secretary's office.
Additionally, the web-based version, Web Link, is used to host the City's public records and for accessing
public records across the intemet. In an effort to move our city-wide records management program
forwazd, Charles Beard, MIT for DynaSource, recommends to do the following:
• Review the city's current Records Policy and make suggestions for improvement, if any;
• Review the city's current Records Retention Schedule and detail updates for compliance with the
Texas State Library and Archives Commission.
• Complete an Onsite Departmental Survey for the following three (3) departments, Human
Resources, Legal, Finance (including water billing collection).
• Initialize OJT (On the Job Training) for a designated team member as the city-wide Records
Clerk in order to be able to continue to move the record program forward;
• Interview department personnel so as to complete departmental worksheets showing: the current
method versus the proposed method for maintaining records, define and detail file room and
storage areas, detemrine-which stored documents are candidates for disposition and which files
are required to be maintained.
• Perform a department ROI (Return on Investment) matrix survey for each department that
describes where the departments spend their records management dollars.
Mr. Beazd said it would take approximately four (4) days to complete a report for the City's
review that will include worksheets and flow charts.
BUDGETARY AND FISCAL EFFECT
Funds will be allocated from Account #001-1003-512.59-00 Project #M97903
STAFFING EFFECT
None
SUMMARY
The Purchasing Division recommends the City Council to authorize the City Manager to enter into an
agreement between the City and DynaSouree, Inc. of Nederland, Texas for services to conduct an onsite
departmental records survey in the amount of $6,000.
PR 15535
P. R. N0.15535
09/28/09 DF
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER INTO AN AGREEMENT BETWEEN THE CITY OF PORT
ARTHUR AND DYNASOURCE, INC. TO REVIEW AND MAKE
RECOMMENDATIONS ON THE CITY'S RECORDS MANAGEMENT
PROGRAM FOR AN AMOUNT NOT TO EXCEED $6,000.
WHEREAS, the City has been using Laser fiche Document Imaging Software, an
excellent records management tool and resource, for many years; and
WHEREAS, the base product is primarily in use by the City Secretary's office; and
WHEREAS, additionally, the web-based version, Web Link, is used to host the City's
public records and for accessing public records across the Internet; and
WHEREAS, in an effort to move the city-wide records management program forward
DynaSource, Inc. of Nederland, Texas will gather onsite information and complete a report for
review with completed worksheets and flow charts; and
WHEREAS, the cost of DynaSource services will be in the amount of $6,000.
NOW THEREFORE BE IT RESOLVED BY THE CITY
COUNCIL OF THE CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council authorize the City Manager to enter into an
Agreement between the City and DynaSource, Inc. of Nederland, Texas for services to conduct
an onsite departmental records survey in the amount of $6,000 as delineated in Exhibit "A".
Section 3. That a copy of the caption of this Resolution be spread upon the
Minutes of the City Council.
PR 15535
READ, ADOPTED, AND APPROVED, this day of October,
2009, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the
following Vote:
AYES: Mayor:
Council members:
NOES:
Mayor
PR 15535
ATTEST:
City Secretary
APP-,\~- AS TO FORM:
Mazk Sokolow, City Att ey 0+ti- ~
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons, City Manager
Ar'P//PROVED A~S T~/O FUND AVAILABILITY
Deborah Echols, Director of Finance
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Shawna Tubbs, Purchasing Manager
AGREED TO TERMS HEREOF
Chazles E. Beard, MIT
DynaSource, Inc. of Nederland, Texas
PR 15535
EXHIBIT "A"
PR 15535
DynaSource, Inc.
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City of Port Arthur
Shawna D Tubbs,. Purchasing Mgr.. Finance Department
444 41b Street
Port Arthur, TX 77641
Reference: Onsite Departmental Records Survey
Dear Ms. Tubbs,
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Kodak
September 24, 2009
Thank you for the time.and consideration given me on our recent site "visit and today on the telephone
The city has been using Laserfiche Document Imaging software, an excellent records management tool
and resource, for many years. This product is in use by thousands of cities worldwide. The base product
is primarily in use by the City Secretary's office. Additionally, the web-based version, WebLink is used to
host your public records and far accessing public records across the intemet.
1 have reviewed the information we gathered from our recent visit and I would like to recommend the
following as a way to move your city-wide records managemeht program forward:
Approximately four (4) Day Onsite Departmental Survey and Report
Review the city's current Records Policy and make. suggestions for improvement, if any;
Review the city's current Records. Retention Schedule-and detail updates for compliance
with the Texas State Library and Archives Commission:.
Complete an Onsite Departmental Survey for the fdllowing three (3). departments;
o Human Resources
o Finance
o Legal
o WaterNtility
Initialize-OJT (On the Job Training) fora designated team member as the city-wide
Records Clerk in order to be able to continue to move the: Records program forward;
Interview department personnel so as to complete departmental worksheets showing
o The current method versus the proposed method for maintaining records
o Defne and detail file room and storage. areas
o Determine which stored documents are candidates for disposition and which files
are required to be maintained
Perform a departmental ROI (Return on Investment) Matrix Survey for each department
that describes where the departments spend their Records Management Dollars.
After spending approximately four (4) days onsite gathering information I will complete a report for your
review wdh completed worksheets and flow charts. My fee is $6,000.00. A deposit of $3,000.00 is due
with the order. Project is to begin within 10 working days from receipt of order, pending coordination with
your team.
Thanks in advance for your consideration.
~~./~~
Chades E. Beard, MIT