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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 5, 2016 <br />CLERK OF COUNCIL USE ONLY: <br />TITLE: APPROVED <br />AGREEMENT WITH THIRDWAVE CI As Recommended <br />As <br />CORPORATION FOR DIGITAL RECORDS ❑ Or Amended <br />[] Ordinance on 1 "Reading <br />MANAGEMENT CONSULTING SERVICES 71 Ordinance on a "d Reading <br />{STRATEGIC PLAN NO. 7, 3A} ❑ Implementing Resolution <br />© Set Public Hearing For_ <br />III_,tl .�L� .ail <br />RECOMMENDED ACTION <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with ThirdWave <br />Corporation, for a term beginning April 5, 2016 through June 30, 2017, to provide digital records <br />management consulting services, in an amount not to exceed $74,370, subject to nonsubstantive <br />changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Public Works Agency is developing a strategy to establish a protocol for digital processing and <br />storage of all agency communications, documents, and project files. The Agency is interested in <br />contracting with a records consultant expert for these services. <br />The consultant will be required to perform a three -phase process that includes a Needs <br />Assessment, System Design, and Implementation Plan. During the Needs Assessment, the <br />consultant will conduct an unbiased and objective assessment of the Public Works Agency's <br />records management business practices. This assessment will also include stored documents and <br />files, to determine imaging opportunities for the purpose of storage elimination and improved <br />operational efficiency. The System Design phase will provide recommendations for the appropriate <br />hardware /software, staff skills, and governance structures to support the workflows identified in the <br />needs assessment. The consultant will develop a roadmap identifying projects required to execute <br />the proposed strategy. The final phase of the Implementation Plan will require the consultant to <br />detail the relevant findings of the Needs Assessment outlining time and cost schedules necessary <br />for the Agency to achieve the goals of digital records management. <br />25D -1 <br />