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Home My WebLink About4526 Contract Number: 4526 Vendor: ARCHIVES, DIV OF SECRETARY OF STATE WA STATE Subject: Records - Imaging & Preservation of Department: City Clerk File Class: LEG 12-1 Begin Date: 11/18/2005 End Date: 11/08/2007 Review Date: 02/15/2009 Vault Date: 01/01/2009 Comments: - Automatic l/yr renewal unless termination w/30 days notice Termination Notice 10/07 0808 Contract No. 9CBl-641 IMAGING AND PRESERVATION SERVICES AGREEMENT NOTICE OF TERMINATION THIS AGREEMENT made and entered into on November 18,2005, by and between the CITY OF BREMERTON (hereinafter "CUSTOMER") and the STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, DIVISION OF ARCHIVES & RECORDS MANAGEMENT (hereinafter "ARCHIVES"), is hereby terminated. ARCHIVES exercises the provision in General Terms and Conditions, Paragraph VI, Section 7, whereby either party may terminate this AGREEMENT upon a thirty (30) day written notice to the other party. Notice of termination is hereby given as of October 3,2007, and the date of termination is November 8, 2007. OFFICE OF THE SECRETARY OF STATE w~~ +difl William Fieber Contracts Officer [to/3/07 Date S:\Contracts\Contracts\Imaging\Terminations\9CB 1-641 Vendor Subject Department Status Code Amount Begin Date End Date Review Date Insurance Comments Contract Number 4526 ARCHIVES, DIV OF SECRETARY OF STATE Records - Imaging & Preservation of City Clerk PRO File Class LEG 12-1 STATE OF WA $ 11/18/2005 12/31/2007 12/01/2007 GL $ AL $ E&O $ Insurance Total $ Insurance Review Date Automatic l/yr renewal unless termination w/30 days notice ",-.. OS OS Contract No. 9CB1-641 IMAGING AND PRESERVATION SERVICES AGREEMENT THIS AGREEMENT is made and entered into by and between the CITY OF BREMERTON (herein after referred to as "the CUSTOMER") and the STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, DIVISION OF ARCHIVES & RECORDS MANAGEMENT (herein after referred to as "the ARCHIVES"). CUSTOMER: City of Bremerton 345 6th Street #600 Bremerton, WA 98337 CONTACT PERSON: Paula Johnston, City Clerk (360)473-5323 phone (360)473-5200 fax paula. iohnston\a>.ci. bremerton. wa. us I. SPECIFIC SERVICE: Microfilm services in accordance with the cost estimates indicated in Exhibit A. ImaQinQ Services Price List, to this AQreement. ,. DIGITAL TO MICROFILM CONVERSION SERVICES: Convert single page TIFF files to microfilm: $0.0175/ per image This service agreement shall include either a minimum production charge of $100 per order or, for Digital to Microfilm conversion services, a setup fee of $100 for each invoice (waived for orders over $500). Total services delivered under this Agreement are not to exceed $7,500.00. II. CONTRACT PERIOD: The date of execution through December 31,2005. Upon expiration of the current contract period, this Agreement shall automatically renew for subsequent one-year terms, unless terminated by 30 days written notice by either party. III. AFF/RMA TlON OF AGREEMENT: The parties signing below hereby affirm that they have the authority to bind the respective parties to the terms of this agreement. This Agreement contains all the terms and conditions agreed upon by the parties. No other understanding, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or to bind any of the parties hereto. This contract, together with all of its attachments, constitutes the entire Agreement. IV. CUSTOMER'S PA YMENT: Checks or journal vouchers shall be payable and mailed to the Office of the Secretary of State, (Attention: Sun Mosley, Financial Services), P.O. Box 40224, Olympia, WA 98504-0224. V. SERVICE DELIVERY: 1. The ARCHIVES will send an itemized bill to the CUSTOMER each month which includes the prior month's microfilm services and shipping cost. The CUSTOMER shall pay the total amount due within thirty calendar days of the receipt of billing. 2. The ARCHIVES shall not be liable or responsible in any manner, or to any degree, to the CUSTOMER or to any other person, for any damages of any nature, including, but not limited to, consequential damage for termination of this Agreement. 3. This Agreement shall not be assignable by either party without written consent of the other party. 1 . .. OSOS Contract No. 9CB1-641 VI. GENERAL TERMS AND CONDITIONS: 1. The ARCHIVES shall not be liable for delays in furnishing microfilm services to the CUSTOMER. The CUSTOMER's sole remedy shall be to have the ARCHIVES replace any work that does not meet the ARCHIVES microfilm specifications at no cost to the CUSTOMER. 2. Billing to CUSTOMER for reimbursable services will include both direct and indirect costs as agreed between the CUSTOMER and the ARCHIVES. 3. The ARCHIVES shall maintain the right to increase or decrease the cost of rendering the service(s) under this Agreement throughout its (the Agreement's) lifetime, upon thirty (30) calendar days advance written notice to the CUSTOMER. 4. The ARCHIVES meets or exceeds Washington State standards for quality control and processing. However, it is the responsibility of the CUSTOMER to verify the quality and accuracy of the service performed and to notify the ARCHIVES of any discrepancies within 90 days after receiving the service. 5. 90 days after the delivery of completed microfilm to the CUSTOMER, the documents shall either be returned to the CUSTOMER or destroyed by the ARCHIVES upon receipt of a destruction notice signed by the CUSTOMER. 6. To the fullest extent permitted by law, the CUSTOMER shall indemnify, defend, and hold harmless the ARCHIVES and all officials, agents and employees of the ARCHIVES from and against all claims for injuries or death arising out of or resulting from the performance of the Agreement. The CUSTOMER's obligation to indemnify, defend, and hold harmless includes any claim by the CUSTOMER's agents, employees, representatives, or any subcontractor or its employees. The CUSTOMER expressly agrees to indemnify, defend, and hold harmless the ARCHIVES for any claim arising out of or incident to the CUSTOMER's or any subcontractor's performance or failure to perform the Agreement. The CUSTOMER's obligation to indemnify, defend, and hold harmless the ARCHIVES shall not be eliminated or reduced by any actual or alleged concurrent negligence of the ARCHIVES or its officials, agents, and employees. The CUSTOMER waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend and hold harmless the ARCHIVES and its officials, agents and employees. 7. The ownership of the documents or other items received from the CUSTOMER shall at all times remain the property of the CUSTOMER. The microfilm or other products are the property of the ARCHIVES until such time payment has. been made for the services rendered. 8. Either party may terminate this Agreement upon thirty (30) days written notices to the other party. In the event of termination of this Agreement, the terminating party shall be liable only for the performance rendered prior to the effective date of termination. The CUSTOMER shall pay the ARCHIVES within 30 calendar days of receipt of billing for services rendered. 9. Disputes arising under this Agreement shall be resolved by a panel consisting of one representative from the CUSTOMER, one representative from the ARCHIVES, and a mutually agreed upon third party. All provisions and products will be governed by Washington State law and published standards of the ARCHIVES. The dispute panel shall decide any dispute submitted to it by a majority vote of the dispute panel. Neither party shall have recourse to the courts unless there is a showing of noncompliance or waiver of this section, in which case the venue for any such suit filed, shall lie in the Superior Court of the State of Washington and for the County of Thurston. 10. This Agreement may be modified only by written agreement of both parties. 11. The service or product provided by this Agreement shall be shipped from the ARCHIVES' facility at 711 Tumwater Boulevard SW, Tumwater, WA 98512. 2 . os os Contract No. 9CB1-641 . . I, the CUSTOMER, have read and agree to the terms and conditions of this contract. Steve Lyle Contracts Officer It -{g-OS DATE. Exhibit A: Imaging Services Price List 3 --------------- . Exhibit A OSOS No. 9CB1-641 I . DIVISION OF ARCHIVES & RECORDS MANAGEMENT I . SECRETARY 711 Tumwater Boulevard SW MS: 40240 ! PO Box 40240 of STATE Olympia, W A 98504-0240 Tel: 360.586.2487 Fax: 360.586.9602 Sam Reed gmennegar@secstate.wa.gov I Imaging Services Price List I SERVICE SERVICES UNIT PRICE UNIT I CODES 11 Document Preparation $26.00 Per Hour CONVERT PAPER DOCUMENTS TO MICROFILM I 21 16mm Planetary Microfilm (Up to 11"' X 17" Pages) $0.06 Per Page I 22 16mm Planetary (Bound Books) $0.20 Per Page i 23 35mm Planetary Microfilm - (Flat Plans, Maps, Drawings & Bound Books) $0.45 Per Page I 24 35mm Planetary Microfilm - (Special Handling) $0.55 Per Page CONVERT DIGITAL FILES TO MICROFILM I 31 16mm Microfilm - TIFF Images to Microfilm $0.0175 Per Image I 33 Conversion of MS Word, Excel, PDF, and other files to Microfilm $0.025 Per Image 34 Set up Fee (waived for orders over $500.00) $100.00 Per Invoice MICROFILM PROCESSING 51 16mm x 100/131 ft. $5.00 Per Roll 52 16mm x 215 ft. $6.50 Per Roll 53 35mm x 100 ft. $7.00 Per Roll MICROFILM DUPLlCA TING/LOADING 81 16 mm x 100/131 ft. Diazo $8.50 Per Roll 82 16 mm x 215 ft. Diazo $9.25 Per Roll 83 35 mm x 100 ft. Diazo $9.75 Per Roll 84 16 mm x 100/131 ft. Silver $20.50 Per Roll 85 16 mm x 215 ft. Silver $26.75 Per Roll 86 35 mm x 100 ft. Silver $26.75 Per Roll 87 Microfiche Diazo $1.00 Per Fiche 73 Magazines/Cartridges $3.50 Each 74 ANSI ClipslSnap Case $1.25 Each CONVERT MICROFILM TO DIGITAL FILES 41/42 16 mm scanning @ 200 DPII 300 DPI (good quality) $0.041 $0.05 Per Image 43/44 16 mm scanning @ 200 DPI/300 DPI (poor quality) $0.06/ $0.08 Per Image 45/46 35 mm scanning @ 300 DPI/600 DPI (good quality) $0.10/ $0.15 Per Image I 47/48 35 mm scanning @ 300 DPI/600 DPI (poor quality) $0.15/ $0.20 Per Image I 49 Grayscale Scanning for faded and hard to read documents $0.20 Per Image* * In addition to scanning charge I CONVERT PAPER DOCUMENTS TO DIGITAL FILES 104/106 Scan Letter and Legal size paper @ 200 DPI/300 DPI $0.041 $0.06 Per Image 105/107 Scan Ledger (11" X 17") size paper @ 200 DPI/300 DPI $0.07 I $0.095 Per Image 109 Flatbed / Color Scans $0.25/ $0.15 Per Image 101 Indexing/Data Entry/PDF Bookmarking $30.00 Per Hour 102 Convert Single Page TIFF files to Multi-page $0.02 Per Page 103 Convert TIFF to searchable PDF $0.03 Per Page 108 Jumbo Scan $50.00 Per Hour > . Exhibit A OSOS No. 9CB1-641 . 88 CD/DVD $15.001$25.00 EACH . PICKUP AND DELIVERY Zone 1 - Thurston County I $15.00 Per stop Zone 2 - Lewis, Mason, Grays Harbor, Pierce, King, Kitsap ; $25.00 Per stop Zone 3 - Clallam, Jefferson, Snohomish, Skagit, Whatcom, Skamania, Cowlitz, $40.00 Per stop Clark, Wahkiakum, Pacific ! Zone 4 - San Juan, Island, Okanogan, Chelan, Douglas, Kittitas, Grant, Yakima, $75.00 Per stop Benton, Franklin, Klickitat I ! Zone 5 - Ferry, Stevens, Pend Oreille, Lincoln, Spokane, Adams, Whitman, $100.00 Per stop Garfield, Columbia, Walla Walla, Asotin Each additional box over 10 boxes $3.00 Per box SPECIAL SERVICES 91 Microfilm/Microfiche Destruction $0.65 Per Pound 92 Production Sample No Charge 93 Minimum Production Charge $100.00 94 Shipping and Handling Cost Plus 30% 96 Special Labeling $1.00 Each Prices are subject to change. The Kodak Microfilm Processing Program monitors our microfilm processing services. These services are performed to specified professional standards for guaranteed safeguards of product quality and reliability. ..