HomeMy WebLinkAboutItem 4.05 Gladwell Govt Services Amend Agmt
STAFF REPORT CITY CLERK
File # 600-30
CITY COUNCIL
DATE:May 3, 2016
TO:
Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Amendment to Agreement with Gladwell Governmental Services, Inc. to Evaluate
City Documents and Official Records in Preparation for Adherence to the City's
Records Retention Schedule
Prepared by Caroline P. Soto, City Clerk/Records Manager
EXECUTIVE SUMMARY:
The current agreement with Gladwell Governmental Services, Inc. for evaluation of City
documents and official records in preparation for adherence with the City’s Records Retention
Schedule will soon reach its not to exceed amount of $39,000. The proposed amendment to the
agreement would extend the agreement through June 30, 2018, and increase the compensation
by $15,000, to a not-to-exceed amount of $54,000.
FINANCIAL IMPACT:
Sufficient funds have been FYs 16-17 and 17-18 budgets.
RECOMMENDATION:
Resolution
Staff recommends that the City Council adopt the Approving the first Amendment to
the Agreement between the City of Dublin and Gladwell Governmental Services, Inc. for
Assistance in Evaluating City Documents and Official Records.
Reviewed By
Assistant City Manager
DESCRIPTION:
The current agreement with Gladwell Governmental Services, Inc. (GGS) was approved by the
City Council on September 6, 2011 (Attachment 1). The original agreement called for
assistance in evaluating City documents and official records in preparation for adherence to the
City’s Records Retention Schedule. Since then, with GGS assistance, City Staff has
successfully determined the record disposition of hundreds of City documents, plans, and maps.
Staff is expected to continue the processing of records in adherence to the City’s Records
Retention Schedule during this extended period of the contract.
ITEM NO. 4.5
Page 1 of 2
If approved by the City Council, the proposed first Amendment (Attachment 2) would be
effective as of May 8, 2016 and would extend the term of the Agreement through June 30, 2018,
and increase the compensation by $15,000, to a new not-to-exceed amount of $54,000.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Agreement with Gladwell Governmental Services, Inc.
2. Resolution with Amendment to Agreement as Exhibit A
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RESOLUTION NO. XX - 16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
APPROVING AMENDMENT TO AGREEMENT WITH GLADWELL GOVERNMENTAL
SERVICES, INC. FOR ASSISTANCE IN EVALUATING CITY DOCUMENTS AND OFFICIAL
RECORDS
WHEREAS,
the City of Dublin (“City”), State of California, entered into an Agreement
with Gladwell Governmental Services, Inc. (“Consultant”) on September 6, 2011, for assistance
in evaluating City documents and official records in preparation for adherence to the City’s
Records Retention Schedule, for an amount not to exceed $39,000; and
WHEREAS,
City and Consultant now desire to extend the terms of the Agreement an
additional two years, through June 30, 2018, and increase the compensation by $15,000, to a
not-to-exceed amount of $54,000; and
NOW, THEREFORE, BE IT RESOLVED
that the City Council of the City of Dublin does
hereby approve the Amendment to the Agreement with Gladwell Governmental Services, Inc.,
Exhibit A
which is attached hereto as .
BE IT FURTHER RESOLVED
that the City Manager is authorized to execute the
Amendment to the Agreement on behalf of the City Council.
PASSED, APPROVED AND ADOPTED
this ____ day of May, 2016, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
________________________________
City Clerk
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Reso No. XX-16, Adopted 5-07-16, Item X.X
EXHIBIT "A" OF RESOLUTION _____- 16
AMENDMENT TO AGREEMENT
BETWEEN CITY OF DUBLIN AND GLADWELL GOVERNMENTAL SERVICES, INC. FOR
ASSISTANCE IN WITH EVALUATING CITY DOCUMENTS AND OFFICIAL RECORDS
WHEREAS,
the City of Dublin (“City”), State of California, entered into an Agreement
with Gladwell Governmental Services, Inc. (“Consultant”) on September 6, 2011, for assistance
in evaluating City documents and official records in preparation for adherence to the City’s
Records Retention Schedule, for an amount not to exceed $39,000; and
WHEREAS,
City and Consultant now desire to extend the terms of the Agreement an
additional two years until July 31, 2018, and increase the compensation by $15,000, to a not-to-
exceed amount of $54,000.
NOW, THEREFORE,
the parties hereto agree as follows:
Section 1. Extension of Term
The term of the agreement shall be extended to June 30, 2018. Should a new
agreement or amendment to agreement to extend the contract not be entered into by June 30,
2018, then this agreement will automatically extend until a new agreement or amendment to
agreement is entered into or City gives written notice of termination.
Section 2. Compensation
The City hereby increases its compensation by $15,000 and agrees to pay
Consultant a sum not to exceed $54,000.
CITY OF DUBLIN GLADWELL GOVERNMENTAL SERVICES,
INC.
_____________________________ _______________________________
Christopher L. Foss, City Manager Diane Gladwell, President
ATTEST:
_____________________________ Date: __________________________
City Clerk
EXHIBIT A TO RESOLUTION
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