HomeMy WebLinkAbout2005 01 10 Consent Item 201 Agreement with Florida League of Cities Records Management
COMMISSION AGENDA
ITEM 201
Consent X
Informational
Public Hearing
Regular
January 10.2005
Regular Meeting
fL/~
Mgr. / Dept.
Authorization
REQUEST:
Information Services requests authorization for the City
Manager to enter into an agreement with Florida League of
Cities (FLC) consultants for implementation of the Records
Management Plan which was created in FY 2004 and
approved on August 23, 2004, Regular Agenda Item 501.
Approval is requested for consulting in the amount not to
exceed $22,985 for 313 hours of consulting for project
oversight.
PURPOSE:
To obtain Commission approval for the City Manager to enter into an
agreement with FLC for Records Management Project oversight.
CONSIDERATIONS:
Weare in year 2 of a 3 year Records Management implementation.
Consulting monies were included in the Information Services budget for
FY 2005 for project oversight on this project.
Oversight is important and necessary to ensure that the approved plan is
being followed, items are not being overlooked, proper vendor
coordination takes place, and questions or issues are being properly
addressed along the way.
S:\Information _ Services\Admin _ Docs\Agenda Items\FY 2005\January 2005\January 10,
2005\011005 _ COMM _ Consent_ 201_ Records _ Management_ Consulting_ Approval. doc
CITY OF WINTER SPRINGS
CITY COMMISSION
January 10,2005
CONSENT 201
PAGE20F2
FUNDING: None. Already included in Information Services FY 2005 budget.
RECOMMENDATIONS: That the Commission authorize the City Manager to enter into an
agreement with Florida League of Cities for consulting and oversight on
the Records Management Project in the amount not to exceed $22,985 for
313 hours of services.
ATTACHMENTS:
· ATTACHMENT 1: FLC memo of understanding/agreement
COMMISSION ACTION:
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING, dated this 12th day of December 2004, is
entered into by and between the Florida League of Cities, Inc. ("FLC"), 125 E. Colonial
Drive, Orlando, Fl., and the City of Winter Springs, 1126 East S.R. 434, Winter Springs,
Florida.
Our Understanding of Your Needs:
It is our understanding that the City of Winter Springs (City) desires the Florida
League of Cities (League) to provide project management oversight for the
implementation of the Records Management Technology Plan presented to the
Council on the 9th day of August 2004. This project management oversight was
outlined in the plan as approved.
The Approach:
· The League assist the City in the development of a project plan to include
a schedule for FY 2005 and 2006, specific tasks assignments, and
identification of needed resources.
· The League will review the proposed content and plan for training to
ensure the training is appropriate and timely for project implementation.
· Provide ongoing guidance and assistance to the Records Management
Core Team on specific concerns, problems and issues. This includes, but
is not limited to, assistance with the generation of appropriate policies,
procedures and resolution of implementation issues.
· The League will provide for coordination between the MCI/Laserfiche
vendor and the City and provide assistance in resolving any issues that
may arise with the vendor.
· Provide guidance and assistance as needed and requested by the
Director of Information Systems.
The Deliverables:
· Meet monthly with the Records Management Core Team (RMCT) to
discuss issues and review progress.
· Generate a quarterly status report outlining the actual progress of the
project measured against the project plan. This will include a detailed
review of actual work accomplished.
Assumptions and Variables:
· It is assumed that the monthly meeting with the RMCT and assistance with
issues and concerns will take one day per month.
· It is assumed that the League will have access to the needed functional areas,
computer systems and general information to generate its quarterly reports.
FLC and Winter Springs Memorandum of Understanding
December 2, 2004
Page 1 of 3
MEMORANDUM OF UNDERSTANDING
Schedule:
The schedule for the monthly meetings and quarterly review will be mutually
agreed upon between the League and the City. This length of this contract is
from the date of its signing until September 30, 2005. Quarterly reports will be
generated by the 15th of the month after the end the fiscal quarter.
Cost:
Total maximum fee is $22,985, which will be invoiced quarterly based upon the
hours actually expended at the following rates and hours:
Hours
15
106
189
313
Rate
$125
$110
$50
Total
$ 1,875
$ 11,660
$ 9,450
$ 22,985
Terms and Conditions:
If the Florida League of Cities, its employees or agents fail for any reason,
whether or not negligent, to fulfill the conditions as contained in this contract, the
City of Winter Spring's only remedy shall be to receive a refund of all monies paid
for the project. In no event will the Florida League of Cities be liable for any loss,
special, punitive or consequential damages or damages in excess of the
amounts received by the Florida League of Cities under the terms of this
Agreement.
This agreement shall constitute the entire agreement between the Florida
League of Cities and the Winter Springs with respect to the subject matter of this
agreement and shall not be modified or changed without the express consent of
the parties. The provisions of this agreement supersede all prior oral and written
quotations, communications, agreements and understandings of the parties with
respect to the subject matter of this agreement.
This memorandum of understanding terminates upon completion of the three
hundred and thirteen of League labor or either party may terminate this
agreement immediately with written notice to the other. In case of early
termination, the League will invoice the City for any hours expended to that point
and the City will have 45 days from the invoice day to pay all monies owed.
FLC and Winter Springs Memorandum of Understanding
December 2, 2004
Page 2 of 3
MEMORANDUM OF UNDERSTANDING
APPROVALS:
Franklin R. Hagy, Chief Information Officer
Florida League of Cities
12 Dec 04
Date
AGREED TO ON BEHALF OF THE CITY OF WINTER SPRINGS:
Signature:
Title:
Date
FLC and Winter Springs Memorandum of Understanding
December 2, 2004
Page 3 of 3