HomeMy WebLinkAboutAGMT - Gladwell Governmental Services, Inc. (Records Management) • •
CITY OF SEAL BEACH
PROFESSIONAL SERVICES AGREEMENT
FOR RECORDS MANAGEMENT SERVICES
This Agreement is made and entered into this 15th day of March, 2005 by and
between the City of Seal Beach ("City") and Gladwell Governmental Services, Inc.
("Consultant").
RECITALS.
A. Consultant desires to provide records management services. Consultant
represents that it is experienced in providing such professional services to public clients.
B. City desires to engage Consultant to provide records management
services and establish a retention schedule and process as set forth in this Agreement.
The parties hereby agree as follows:
1. Scope of Services.
Consultant agrees to provide to the City records management services and
establish a retention schedule and process ("Services") in accordance with the proposal
attached as Exhibit A. All Services shall be subject to, and performed in accordance
with this Agreement and all applicable local, state and federal laws, rules and
regulations.
2. Term.
The term of this Agreement shall be from March 15th, 2005 to March 15th, 2006.
Consultant shall complete the Services within this term. The term may be extended by
both parties.
3. Responsibilities of Consultant.
(1) Independent Contractor. The Services shall be performed by
Consultant. Consultant will determine the means, methods and details of performing
the Services subject to the requirements of this Agreement. City retains Consultant on
an independent contractor basis and not as an employee. Any additional personnel
performing the Services under this Agreement on behalf of Consultant shall also not be
employees of City and shall at all times be under Consultant's exclusive direction and
control. Consultant shall pay all wages, salaries, and other amounts due such
personnel in connection with their performance of Services under this Agreement and
as required by law. Consultant shall be responsible for all reports and obligations
respecting such additional personnel, including, but not limited to: social security taxes,
income tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
(2) Conformance to Applicable Requirement. All work prepared by
Consultant shall be subject to the approval of City and in compliance with all
local, state and federal laws, rules and regulations in any manner affecting the
performance of the Services.
(3) Standard of Care. Consultant shall perform all Services under this
Agreement in a skillful and competent manner, consistent with the standards generally
recognized as being employed by professionals in the same discipline in the State of
California.
(4) Insurance. Consultant shall, at its expense, procure and maintain
for the duration of the Agreement insurance against claims for injuries to persons or
damages to property which may arise from or in connection with the performance of the
Services by the Consultant, its agents, representatives, employees or subcontractors.
Consultant shall also require all of its subcontractors to procure and maintain the same
insurance for the duration of the Agreement. Consultant shall maintain limits no less
than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury
and property damage. If Commercial General Liability Insurance or other form with a
general aggregate limit is used, either the general aggregate limit shall apply separately
to this Agreement/location or the general aggregate limit shall be twice the required
occurrence limit;(2) Automobile Liability: $1,000,000 per accident for bodily injury and
property damage; and (3) Workers' Compensation and Employer's Liability: Workers'
compensation limits as required by the Labor Code of the State of California.
Employers Liability limits of $1,000,000 per accident for bodily injury or disease.
4. Fees and Payments.
City shall pay Consultant a flat fee of $4900 for all Services rendered under this
Agreement . Consultant shall not be reimbursed for any expenses.
5. Termination
City may, by written notice to Consultant, terminate the whole or any part of this
Agreement at any time and without cause by giving written notice to Consultant of such
termination, and specifying the effective date thereof, at least seven (7) days before the
effective date of such termination. Upon termination, Consultant shall be compensated
only for those services, which have been adequately rendered to City, and Consultant
shall be entitled to no further compensation. Consultant may not terminate this
Agreement except for cause. If this Agreement is terminated as provided herein, City
may require Consultant to provide all finished or unfinished Documents and Data and
other information of any kind prepared by Consultant in connection with the
performance of Services under this Agreement. Consultant shall be required to provide
such document and other information within fifteen (15) days of the request.
6. Notices.
All notices permitted or required under this Agreement shall be given to the
respective parties at the following address:
• •
CONSULTANT: Gladwell Governmental Services, Inc.
P.O. Box 62
Lake Arrowhead, CA 92352
CITY: City of Seal Beach
211 — 8th Street
Seal Beach, CA 90740
Attn: City Clerk
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed
adequate notice on the date actual notice occurred, regardless of the method of service.
7. Attorney's Fees.
If either party commences an action against the other party, either legal,
administrative or otherwise, arising out of or in connection with this Agreement, the
prevailing party in such litigation shall be entitled to have and recover from the losing
party actual attorney's fees and all other costs incurred in connection with such action.
8. Indemnification.
Consultant shall defend, indemnify and hold the City, its officials, officers,
employees, volunteers and agents free and harmless from any and all claims, demands,
causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to
property or persons, including wrongful death, in any manner arising out of or incident to
any acts, omissions or willful misconduct of Consultant, its officials, officers, employees,
agents, consultants and contractors arising out of or in connection with the performance
of the Services, the Project or this Agreement, including without limitation the payment
of all consequential damages and attorneys fees and other related costs and expenses.
Consultant shall defend, at Consultant's own cost, expense and risk, any and all such
aforesaid suits, actions or other legal proceedings of every kind that may be brought or
instituted against City, its directors, officials officers, employees, agents or volunteers.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, employees, agents or volunteers, in any
such suit, action or other legal proceeding. Consultant shall reimburse City and its
directors, officials, officers, employees, agents and/or volunteers, for any and all legal
expenses and costs incurred by each of them in connection therewith or in enforcing the
indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to
insurance proceeds, if any, received by the City, its directors, officials officers,
employees, agents or volunteers.
9. Entire Agreement.
This Agreement contains the entire Agreement of the parties with respect to the
subject matter hereof, and supersedes all prior negotiations, understandings or
agreements.
• •
10. Governing Law.
This Agreement shall be governed by the laws of the State of California.
11. Prohibited Interests.
Consultant warrants that it has not employed nor retained any company or
person to solicit or secure this Agreement. Further, Consultant warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee
working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or
other consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, City shall have the right to rescind
this Agreement without liability. For the term of this Agreement, no member, officer or
employee of City, during the term of his or her service with City, shall have any direct
interest in this Agreement, or obtain any present or anticipated material benefit arising
therefrom.
12. Use of Records/Electronic Files.
(1) California Public Records Act and Freedom of Information Act.
Nothing herein shall prevent the City from legally complying with the Public Records Act
and Freedom of Information Act. To the extent the City receives a public records
request to disclose Contractor Materials defined herein as Contractor's records retention
schedules pursuant to the Public Records Act or the Freedom of Information Act, City
will advise Contractor promptly of such request and will obtain Contractor's written
authorization prior to disclosing any Contractor Materials.
(2) Internal Purposes. City shall use the Contractor Materials for its
internal purposes only. "Internal Purposes" shall exclude any and all commercial
applications or uses in connection with or for the benefit of City's vendors and/or third
parties without Contractor's express, prior written consent;
(3) Non-Disclosure. In no event shall the Contractor Materials be
disclosed, made available to, or used for the benefit of any third party; sold, assigned,
leased or otherwise disposed of; or commercially exploited or marketed in any way, with
or without charge, by City or any of City's employees or agents, provided, however, that
subject to the California Public Records Act, City shall have the right to disclose the
Contractor's Materials, to the extent minimally necessary, pursuant to a valid public
records request;
(4) Proprietary Markings. City shall not remove or modify any proprietary
markings, copying restrictions, or legends placed upon or contained within the
Contractor Materials to any copies of the Contractor Materials permitted hereunder;
(5) Internet. Without Contractor's express, prior written consent, City
shall not post or transmit the Contractor Materials on or through any internet, listserv,
website, or otherwise publish or publicly disseminate or distribute any Contractor
Materials;
• •
(6) Modification. City shall have the right to modify the Contractor
Materials for City's Internal Purposes. City agrees that any works such created are
derivative works of the Contractor Materials within the meaning of the U.S. Copyright
Act, and, as such, are included within the definition of "Contractor Materials."
(7) Reservation of Rights. Nothing in this Agreement shall be deemed to
grant, directly or by implication, estoppels or otherwise, any right or license with respect
to any process, methods, or other intellectual property rights Contractor may own or
control prior to the date of this Agreement, and Contractor retains all right, title and
interests in and to such of its own process, methods, and other intellectual property
rights.
(8) Ownership. City acknowledges and agrees that as between City and
Contractor, Contractor exclusively owns and retains all patent rights, copyrights,
trademarks, trade secrets and other intellectual property rights in and to all Contractor
Materials and any portion thereof. City agrees to take any action reasonably requested
by Contractor to evidence, maintain, enforce or defend the foregoing. Contractor
acknowledges and agrees that the City shall own the finished product and all
preliminary drafts, collectively referred to as the City of Seal Beach's Records Retention
Schedule, and the City may revise such schedule without the permission of Consultant.
Consultant shall not use City's name or insignia, photographs of the Project, or any
publicity pertaining to the Services or the Project in any magazine, trade paper,
newspaper, television or radio production or other similar medium without the prior
written consent of City.
CITY OF SEAL ' :ACH GLADWELL GOVERNMENTAL
SERVICES, INC.
By: II I By: /i i /. .l
City 71.:nager--John Bahorski Qrsultant — Dia Gladwell
D. - 21-7)--0 5 Date: .440477 I t ai)v5
Attest: Approved As to Form:
Alk ...z.: a a, .... ,c2
ite-it---, 91 - ‘-K,t,-----
Cit Clerk — Linda Devine ery Attorney — Quinn Barrow
Date: 17_42 v5 Date: —// " O
• •
EXHIBIT "A"
PROPOSAL
TABLE OF CONTENTS
Executive Summary 1
Scope of Work 2
Methodology 3
Resume 4
PROPOSAL FOR SEAL BEACH, CALIFORNIA
RECORDS MANAGEMENT PROGRAM
EXECUTIVE SUMMARY
A recent Coopers & Lybrand study showed that records and
information systems
often represent 50% of the total cost of doing business, and
the average office makes 19 copies of each document.
Average Costs:
• $20 to file each document
• $1.50 to retrieve each document
($20 x 19 copies = $380 to file)
The average office loses 1 out of 20 office documents. It then costs:
• $120 to search for the document
• $250 to recreate it, if lost
(1 lost document = $370)
• Profonal Services Agreement
This proposal will result in the following benefits to the City of Seal Beach:
1. Ensure the City implements an efficient, effective records retention program
that supports the Seal Beach's goals and objectives.
2. Prepare for a cost effective and efficient document imaging system
3. Eliminate some duplication of effort.
4. Ensure efficiency and consistency; clarify and/or establish procedures and
responsibilities.
5. Ensure fast response times and excellent customer service levels.
6. Provide an efficient "base" for operations in future years.
The President of Gladwell Governmental Services, Inc., Diane R. Gladwell, is a
Certified Municipal Clerk that has developed records management programs for
over 80 California cities. Ms Gladwell was a City Clerk for six years, and has an
excellent knowledge of government operations and document imaging. She is
recognized as a leading expert in records management and has an excellent
knowledge of the industry, products and vendors as well as hands-on user and
administration experience with many systems. Ms. Gladwell is the author of
several publications on records management, business process reengineering
(BPR), and document imaging, and is a noted speaker (including AIIM, ARMA,
and COMDEX). In addition, Ms. Gladwell has received multiple awards for
document imaging / records management and administration.
Ms. Gladwell has no vendor affiliations, and therefore can provide objective
advice and recommendations, where appropriate.
Agreement-Gladwell Final 2
• Profonal Services Agreement
SCOPE OF WORK
OPTION 1: CITYWIDE RETENTION SCHEDULES (Recommended)
Utilizing an interactive, educational approach, GGS proposes to develop an
easy-to-use retention schedule for each department, and for the City as a whole.
During meetings with each department held over the course of two days, "Best
Practices" from comparable departments will be discussed, providing valuable
information to employees on how to improve their procedures and/or policies.
All past policies and work will be taken into consideration in developing the new
retention schedules and analyzed for legal sufficiency and options the City may
consider in reducing retention periods, if possible.
Pre-existing copyright-protected records retention schedules developed by GGS
will be customized to be organized to reflect Seal Beach's organizational
structure, and schedules will include all current laws and will show which records
could be scanned into the document imaging system, and will identify if, and
when, the paper version should be destroyed after imaging.
Vital records will be identified, assisting the City in developing their disaster
recovery plan.
It should be noted that retention periods should be articulated in the City's
document imaging system (the retention period applies no matter what media the
record is stored in). Employees must know how long to keep different records
series prior to scanning them so they can design a method to purge them from
the document imaging system.
Deliverables:
• Two days of on-site meetings with all departments
• Records Retention Schedules for each department
• One retention schedule for records common to all departments
• Index to retention schedules
• Draft resolution of adoption
• Draft staff report
Total Cost, Including Travel: $4,900
Agreement-Gladwell Final 3
• Prof•onal Services Agreement
OPTION 2: CITY CLERK DEPARTMENT RETENTION SCHEDULE
This option would develop a records retention schedule for the City Clerks
Department only. Although less expensive, the City would not be able to
interactively decide how to handle Contract support documents (e.g., insurance,
change orders, RFPs, successful proposals, etc.), Department-level personnel
files, time cards, etc.
Deliverables:
• One two-hour on-site meeting with the City Clerk's department
• Records Retention Schedules for the City Clerk's Department
• Draft resolution of adoption
• Draft staff report
Total Cost, Including Travel: $500
Agreement-Gladwell Final 4
• Profel•Tonal Services Agreement
METHODOLOGY
All work is performed by the President of Gladwell Governmental Services, Inc.
Assignments are not delegated to less skilled personnel or subcontractors,
assuring the project is well coordinated without communication problems or
scheduling conflicts among various consultants and their other projects. In
addition, this also assures the highest quality work.
The consultant proposes to build on the progress already made in the
organization, ensuring consistency and high levels of development for the
project.
The project will be structured to increase participation, expedite results, minimize
costs and ensure the successful implementation of an excellent program by
temporarily employing the skills and knowledge of the contractor as needed.
This approach is customized for Seal Beach to ensure the program:
• Provides a "one-time fix";
• Is interactive, producing a high level of participation and ownership;
• Matches the organization's values and structure;
• Provides appropriate solutions;
• Can be implemented quickly;
• Will achieve long-term viability; and
• Has the highest cost/benefit ratio and return on investment.
Drafts of all work will be released to City of Seal Beach during the course of the
project. Seal Beach will have an opportunity to edit and comment on these
drafts, assuring that (1) the City will maintain control of the project, and (2) the
current work of the organization supports the final program. In addition, on-site
visits, e-mail, and telephone communications will keep City of Seal Beach
appraised of the work progress.
The consultant will provide the computer facilities, forms and equipment
necessary to complete the work in this proposal. A resident workspace will be
necessary when the consultant is on-site with access to computer systems, a
photocopier, and City of Seal Beach staff for information.
"...a records management program is actually a money saver - a
protection against ineffective operations. It is even more significant
as a safeguard against disaster and lawsuits"
-ICMA (International City/County Management Association)
Agreement-Gladwell Final 5
• Profelonal Services Agreement
RESUME
SUMMARY
Diane R. Gladwell is a Certified Municipal Clerk with over twenty years
experience managing in public and private sectors. Recipient of multiple awards
recognizing excellence in municipal clerk administration. Facilitator, author and
instructor for document imaging, best practices and reengineering in over 75
organizations, including AIIM, ARMA and COMDEX.
PROFESSIONAL BACKGROUND
Gladwell Governmental Services, Inc. 1989
to present
President
Clients have included over 80 California Cities, Counties and Special Districts;
VISA Corporation; City and County of Kansas City, Kansas; Saint Paul,
Minnesota; the International Institute of Municipal Clerks (IIMC); and the City
Clerks Association of California (CCAC). Projects have included:
1. Organization-wide and Department-level Records Management Programs:
Retention Schedules, Procedures, Manuals and Training
2. EDMS / Document Imaging / Optical Disk System Acquisition or Remediation
3. Educational Programs and Publications in Technology, Business Process
Reengineering,
Best Practices, Records Management and other subjects.
4. Facilitation of Business Process Reengineering.
5. Elections Management.
City of San Luis Obispo 1992 to 1995
City Clerk
As a member of the management team, responsible for records management,
election administration, municipal code maintenance, FPPC disclosures, special
event permits, City Council support, and coordination of over 20 boards and
commissions for the City of San Luis Obispo. Administration of the agenda
process and all public notification and advertisement.
Received the Presidents Award of Distinction for Excellence in Organization and
Administration from the California Clerks Association (1994). Reduced expenses
by 22% while increasing services to the public; developed "InfOSLO"
computerized information kiosk, electronic advertising and electronic agendas;
reengineered all programs and processes in the Division.
Agreement-Gladwell Final 6
• Profe3•tonal Services Agreement
City of Glendale 1989 to 1992
Assistant City Clerk
As a member of management, responsible for records management, election
administration, municipal code maintenance, FPPC disclosures, business
licensing, film permits and special events for Glendale (population 187,000).
Supervised Council and Redevelopment Agency agendas, packets and minutes
preparation as required; administrated publication and mailing of legal notices,
bids, and process claims for the City. Develop, presented and administrated City
Clerk annual budget of $800,000. Acted as Public Information Officer for the City
during emergencies (Glendale fire, storm damage). Supervised a staff of nine
who serve a culturally diverse community.
Developed, implemented, and administrated a Citywide records management
program based on optical disk technology, which has received international,
national and state awards for exceptional records management programs.
Food 4 Less / Market Basket/ Viva / Boys Markets 1980-1989
Credit Management Services Supervisor
Administered payment systems and collections for a chain of 50 grocery stores
(over five million transactions annually.) Records management for payment
transactions, criminal and civil incidents for chain. A key member of the
management team that developed and implemented computerized Electronic
Funds Transfer for checks and credit cards as well as several custom
applications to track returned items and issue check cashing cards. Budget
development and administration for four Divisions representing expenditures of
over $8,000,000.
EDUCATION
Pacific Southern University, Los Angeles: Bachelor of Science, Business
Administration
California Polytechnic University, Pomona: Business administration courses
Citrus College, Azusa: Associate of Science, Business Administration
UCLA: Business management courses
Institution de Technologico, Yucatan, Mexico: Attended institute as a foreign
exchange student
ESRI Geographic Information Systems (GIS) training
HONORS
Olsten Award for Excellence in Records Management Programs;
Association of Records Management Administrators (ARMA)
Agreement-Gladwell Final 7
• Profe3 Tonal Services Agreement
President's Award of Distinction for Excellence in Organization and
Administration;
City Clerks Association of California (CCAC)
Records Management Award for Exceptional Municipal Programs Utilizing
Alternative Technologies;
International Institute of Municipal Clerks (IIMC)
President's Award for Excellence in Public Presentations and Published Articles;
City Clerks Association of California (CCAC);
(3) Honorary Service Awards (California PTA for Outstanding Service to Youth
and Community)
Rotary, International, Lake Arrowhead Club: Special Service Award ("Old Fire"
Sticker Project
which raised over $20,000 for fire victims)
Life Member: Delta Mu Delta, Alpha Gamma Sigma, and California Scholarship
Federation
Listed in Who's Who of Executives and Professionals
PRESENTATIONS AND PUBLICATIONS
COMDEX
AIIM (Association for Information and Image Management)
ARMA (Association of Records Mangers and Administrators)
IIMC (International Institute of Municipal Clerks)
CCAC (City Clerks Association of California)
Washington State Clerks Association
County of Los Angeles
Government Technology Conference
Author: Document Imaging
Efficient Filing
Funding Records Management Projects
Elections Management and Benchmarkinq
Various articles published by ARMA, ICMA, IIMC and
NAGARA
PROFESSIONAL MEMBERSHIPS
ARMA, International (Association for Information Management Professionals)
California Association of Clerks and Elections Officials
City Clerks Association of California (Past First Vice President, Past Second Vice
President)
International Institute of Municipal Clerks (Past Chair, Resource Committee,
Membership Task Force)
Agreement-Gladwell Final 8
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•
October 25, 2004
Diane R. Gladwell, CMC, President
Gladwell Governmental Services, Inc.
PO Box 62
1028 Tirol Lane
Lake Arrowhead, CA 92352-0062
RE: Letter Agreement for Records Management Consultant Services
Dear Ms. Gladwell:
It is the intent of this correspondence to establish, by letter agreement (hereinafter
"Agreement"), a contractual relationship between the City of Seal Beach (hereinafter
"City") and your company (hereinafter "Consultant") to perform an independent analysis
of the records management practices in the City's City Clerk Department (hereinafter
"Project"). This Agreement is intended to require a complete and finished Project and
anything necessary to complete the Project properly and in accordance with the law and
lawful governmental regulations shall be performed by the Consultant whether set out
specifically in this Agreement or not.
City agrees to pay Consultant a flat fee of Seven Hundred Dollars ($700) (hereinafter
"Contract Sum") for completing the Project described in Exhibit "A". In no event shall
Consultant's total billings exceed the Contract Sum without prior written authorization by
the City. City shall make payment to Consultant within thirty (30) days after approval
by City of an itemized invoice prepared and furnished by Consultant.
The City and Consultant both acknowledge their respective duties and responsibilities.
As a condition to this agreement, Consultant agrees to maintain at all times throughout
the entire term of this Letter Agreement the following policies of insurance:
a) General Liability Insurance. For all operation of the Consultant or any sub-
contractor in performing the work provided for herein, the
Consultant or any subcontractor in performing the work provided for herein,
the Consultant shall obtain and maintain in full force and effect throughout the
entire term of this Agreement, a broad form comprehensive general liability
• •
(occurrence) policy within a minimum limit of One Million Dollars ($1,000,000)
aggregate and One Million Dollars ($1,000,000) per occurrence for bodily
injury and property damage. The insurance shall protect the applicant and
the City form any claim for damages for bodily injury, including accidental
death, as well as from any claim for property damage which may arise from
operation performed by the applicant, its agents, employees and/or sub-
grantees. Copies of the policies or endorsements evidencing the required
insurance coverage shall be filed with the City Clerk prior to beginning work.
b) Automotive Insurance. A policy of comprehensive automobile liability
insurance written on a per occurrence basis with a single limit liability in the
amount of $500,000 bodily injury and property damage. Said policy shall
include coverage for owned, non-owned, leased and hired cars.
In addition to the coverage described above, Consultant agrees to hold harmless,
indemnify, and defend City, it officers, employees, agents, representatives, and
successors-in-interest against any and all loss, damage, cost, or expenses which City,
its officers, employees, agents, representatives, and successors-in interest may incur o
be required to pay by reason of any injury or property damage caused or incurred by
Consultant, its employees, subcontractors, or agents in the performance of this Letter
Agreement. The parties intend that Consultant shall perform the services requires by
this Letter Agreement as an independent Consultant engaged by City and not as an
officer, employee or agent of City.
The term of this Agreement is for a period of Sixty (60) days commencing November 12,
2004. The City reserves the right to terminate this Letter Agreement by providing a
written "Notice of Termination" to Consultant at least five (5) days prior to the date of
termination specified in said Notice. However, in no event shall this Letter Agreement
remain valid past January 12, 2005 unless otherwise extended by written approval of
the City.
Should this Letter Agreement be acceptable to you, please sign this letter at the space
provided and return the original to this office. A copy of this correspondence will be
mailed back to you for your records.
If you have any questions or need further clarification regarding this matter, please
contact me at your earliest convenience.
Sincerely,
•' n Bahorski, City Manager
/ity of Seal Beach
• •
In Agreement:
Gladwell Governmental Services, Inc.
By: 1a/14LC.
ne R. Gladwell, CorC
President
Date I t
Attachment — Exhibit "A"
•
EXHIBIT "A"
EXECUTIVE SUMMARY
A recent Coopers & Lybrand study showed that records and
information systems
often represent 50% of the total cost of doing business, and
the average office makes 19 copies of each document.
Average Costs:
• $20 to file each document
• $1.50 to retrieve each document
($20 x 19 copies = $380 to file)
The average office loses 1 out of 20 office documents.
It then costs:
• $120 to search for the document
• $250 to recreate it, if lost
(1 lost document = $370)
This proposal will result in the following benefits to the City of Seal Beach:
1. Will ensure resources are focused to produce the maximum benefit for the City
2. Improve efficiency and consistency
3. Improve response times and customer service levels
4. Provide an efficient"action plan" for future years
The President of Gladwell Governmental Services, Inc., Diane R. Gladwell, is a Certified
Municipal Clerk that has developed records management programs for numerous
municipal governments. Ms Gladwell was a City Clerk for six years, and has an
excellent knowledge of government operations and document imaging. She is
recognized as a leading expert in records management and has an excellent knowledge
of the industry, products and vendors as well as hands-on user and administration
experience with many systems. Ms. Gladwell is the author of several publications on
records management and document imaging, and is a noted speaker (including AIIM,
ARMA, and COMDEX). In addition, Ms. Gladwell has received multiple awards for
document imaging / records management and administration.
The consultant has no vendor affiliations, and therefore can provide objective advice
and recommendations.
• •
METHODOLOGY
All work is performed by the President of Gladwell Governmental Services, Inc.
Assignments are not delegated to less skilled personnel or subcontractors, assuring the
project is well-coordinated without communication problems or scheduling conflicts
among various consultants and their other projects. In addition, this also assures the
highest quality work.
The consultant proposes to build on the progress already made in the organization,
ensuring consistency and high levels of development for the project.
The project will be structured to increase participation, expedite results, minimize costs
and ensure the successful implementation of an excellent program by temporarily
employing the skills and knowledge of the contractor as needed.
This approach is customized for Seal Beach to ensure the program:
• Provides a "one-time fix";
• Is interactive, producing a high level of participation and ownership;
• Matches the organization's values and structure;
• Provides appropriate solutions;
• Can be implemented quickly;
• Will achieve long-term viability; and
• Has the highest cost/benefit ratio and return on investment.
Drafts of all work will be released to City of Seal Beach during the course of the project.
Seal Beach will have an opportunity to edit and comment on these drafts, assuring that
(1) the City will maintain control of the project, and (2) the current work of the
organization supports the final program. In addition, on-site visits, e-mail, and
telephone communications will keep City of Seal Beach appraised of the work progress.
The consultant will provide the computer facilities, forms and equipment necessary to
complete the work in this proposal. A resident workspace will be necessary when the
consultant is on-site with access to computer systems, a photocopier, and City of Seal
Beach staff for information.
"...a records management program is actually a money saver - a protection
against ineffective operations. It is even more significant as a safeguard
against disaster and lawsuits"
-ICMA (International City/County Management Association)
• •
PROJECT DESCRIPTION
RECORDS MANAGEMENT NEEDS ASSESSMENT AND ACTION PLAN
The consultant will provide on-site analysis of the City Clerk's records management
program, providing customized advice, training, discussion of "Best Practices" of other
cities, and various alternatives. The consultant will provide a written needs assessment
with findings and recommendations, providing an "action plan" the city can follow to
increase efficiency. The findings and recommendations will be presented in prioritized
order and will include budget estimates, if an investment is required to achieve the
recommendation.
Deliverables:
• One half day of on-site meeting and analysis;
• Records Management Needs Assessment and Action Plan,
Total Cost, Including Travel: $700
• •
RESUME
SUMMARY
Diane R. Gladwell is a Certified Municipal Clerk with over twenty years experience
managing in public and private sectors. Recipient of multiple awards recognizing
excellence in municipal clerk administration. Facilitator,_ author and instructor for
document imaging, best practices and reengineering in over 80 organizations, including
AIIM, ARMA and COMDEX.
PROFESSIONAL BACKGROUND
Gladwell Governmental Services, Inc. 1989 to present
President
Clients have included over 80 California Cities and Counties; VISA Corporation; City
and County of Kansas City, Kansas; Saint Paul, Minnesota; the International Institute of
Municipal Clerks (INC); and the City Clerks Association of California (CCAC). Projects
have included:
1. Organization-wide and Department-level Records Management Programs:
Retention Schedules, Procedures, Manuals and Training
2. Document Imaging (Optical Disk) System Acquisition or Remediation
3. Educational Programs and Publications in Technology, Business Process
Reengineering,
Best Practices, Records Management and other subjects.
4. Facilitation of Business Process Reengineering.
5. Elections Management.
City of San Luis Obispo 1992 to 1995
City Clerk
As a member of the management team, responsible for records management, election
administration, municipal code maintenance, FPPC disclosures, special event permits,
City Council support, and coordination of over 20 boards and commissions for the City
of San Luis Obispo. Administration of the agenda process and all public notification and
advertisement.
Received the Presidents Award of Distinction for Excellence in Organization and
Administration from the California Clerks Association (1994). Reduced expenses by
22% while increasing services to the public; developed "InfoSLO" computerized
information kiosk, electronic advertising and electronic agendas; reengineered all
programs and processes in the Division.
• •
City of Glendale 1989 to 1992
Assistant City Clerk
As a member of management, responsible for records management, election
administration, municipal code maintenance, FPPC disclosures, business licensing, film
permits and special events for Glendale (population 187,000). Supervised Council and
Redevelopment Agency agendas, packets and minutes preparation as required;
administrated publication and mailing of legal notices, bids, and process claims for the
City. Develop, presented and administrated City Clerk annual budget of $800,000.
Acted as Public Information Officer for the City during emergencies (Glendale fire, storm
damage). Supervised a staff of nine who serve a culturally diverse community.
Developed, implemented, and administrated a citywide records management program
based on optical disk technology that has received international, national and state
awards for exceptional records management programs.
Food 4 Less / Market Basket / Viva / Boys Markets 1980 to 1989
Credit Management Services Supervisor
Administered payment systems and collections for a chain of 50 grocery stores (over
five million transactions annually.) Records management for payment transactions,
criminal and civil incidents for chain. A key member of the management team that
developed and implemented computerized Electronic Funds Transfer for checks and
credit cards as well as several custom applications to track returned items and issue
check cashing cards. Budget development and administration for four Divisions
representing expenditures of over $8,000,000.
EDUCATION
Pacific Southern University, Los Angeles: Bachelor of Science, Business Administration
California Polytechnic University, Pomona: Business administration courses
Citrus College, Azusa: Associate of Science, Business Administration
UCLA: Business management courses
Institution de Technologico, Yucatan, Mexico: Attended institute as a foreign exchange
student
ESRI Geographic Information Systems (GIS) training
HONORS
Olsten Award for Excellence in Records Management Programs;
Association of Records Management Administrators (ARMA)
President's Award of Distinction for Excellence in Organization and Administration;
City Clerks Association of California (CCAC)
Records Management Award for Exceptional Municipal Programs Utilizing Alternative
Technologies;
International Institute of Municipal Clerks (IIMC)
President's Award for Excellence in Public Presentations and Published Articles;
• •
City Clerks Association of California (CCAC);
Rotary, International, Lake Arrowhead Chapter: Special Service Award ("Old Fire"
Sticker Project—which raised over$20,000 for fire victims)
(3) Honorary Service Awards (California PTA, for outstanding service to youth
and community)
Life Member Delta Mu Delta, Alpha Gamma Sigma and California Scholarship
Federation
Listed in Who's Who of Executives and Professionals
PRESENTATIONS AND PUBLICATIONS
COMDEX
AIIM (Association for Information and Image Management)
ARMA (Association of Records Mangers and Administrators)
IIMC (International Institute of Municipal Clerks)
CCAC (City Clerks Association of California)
Government Technology Conference
Co-Author Punch card Ballot Counting Procedures and Guidelines
Author: Document Imaging
Efficient Filing
Funding Records Management Projects
Elections Management and Performance Measurement
Various articles published by ARMA, ICMA, IIMC and NAGARA
PROFESSIONAL MEMBERSHIPS
Association of Records Managers and Administrators
Califomia Association of Clerks and Elections Officials
City Clerks Association of California (Past First Vice President, Past Second Vice
President)
International Institute of Municipal Clerks (Past Chair, Resource Committee,
Membership Task Force)