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Home My WebLink AboutAgreements/Contracts - BOCCGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: BOCC REQUEST SUBMITTED BY: B VASQUEZ / B LUTZ DATE: 7/11/2024 PHONE: CONTACT PERSON ATTENDING ROUNDTABLE: B VASQUEZ / B LUTZ CONFIDENTIAL INFORMATION: DYES ® NO If necessary, was this document reviewed by accounting? ❑ YES 0 NO ❑ N/A If necessary, was this document reviewed by legal? ❑ YES 0 NO ❑ N/A DATE OF ACTION - APPROVE: DENIED ABSTAIN D1: D2: �z D3: 4/23/24 DEFERRED OR CONTINUED TO: WITHDRAWN - E / Agreement /Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ABPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution El Recommendation ❑Professional Sery/Consultant ❑Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB Request to proceed with MG Consulting Services LLC., torovide LEAN services es re: Records Retention, Laserfiche, and Electronic Workflow. Estimated costs for services is $4773.73 If necessary, was this document reviewed by accounting? ❑ YES 0 NO ❑ N/A If necessary, was this document reviewed by legal? ❑ YES 0 NO ❑ N/A DATE OF ACTION - APPROVE: DENIED ABSTAIN D1: D2: �z D3: 4/23/24 DEFERRED OR CONTINUED TO: WITHDRAWN - July 11, 2024 GRANT COUNTY OFFICE OF THE BOARD OF COUNTY COMMISSIONERS P 0 Box 37 EPHRATA WA 9B823 (509) 754-201 1 We are requesting approval to proceed and utilize services provided by MG Consulting Services LLC. MG Consulting Services will provide support and direction in the following g areas using the LEAN method. • Printed Records — Records Retention/Organization (Overview for new employees) • Organizational Foundation for Electronic Records to be held in the Laserfiche repository • Assist in the development and p design of electronic workflow in Laserflche • Assist in transferring materials from the County "N:" drive to Sharepoint. Estimated costs would include: • 24 hours of services at the hourly rate of $175 — $41200.00. • Hotel 3 -night accommodations — $353.73 • Mileage — $220.00 o Estimated Total = $41773.73 We are proposing to use the Historical Preservation Fund # 00 1. 13 5 as this all correlates to the Historical Preservation of County Commissioner Records. Our goal is to continue the momentum with implementing an electronic workflowp rocess as well as streamlining and organizing our current filing and records retention system. This will allow for a more fluid agenda process as well as a strong preservation system for all the County Commissioners records. Danny E. Stone Rob Jones Cindy Carter District 1 "To 2 District 3 TO MEET CURRENT AND FUTURE NEEDS SERVING TOGETHER WITH PUBLIC AND PRIVATE ENTITIES? WHILE FOSTERING A RESPECTFUL AND SUCCESSFUL WORK ENVIRONMENT." Proposal of Services The scope of services for a contract between the Grant County Commissioners Office and MG Consulting Services LLC may include the following work related to records management, assigned as needed: g g t. Print Records - Retention/ Organization - Services may include such tasks as: a. Create custom destruction/archival logs for the county's future use. b. Reviewing paper files that are currently held on or off site. c. Creating destruction log paperwork for each box of paper records. d. Coordinate with the WA State Archives on Records to offer or review. e. Assist with finding quotes for any scanning projects that may be required. f. Organization of previous destruction logs and records. g. Saving all print and electronic destruction logs in County's records management system for easy searching and retrieval. h. Create and document future policies and/or standards to follow for the management of print records. 2. Electronic Records on Internal Network - Retention/Organization -Services may include such tasks as: a. Review/reorganize/destroy electronic files currently saved on internal network. b. Creating destruction log paperwork for any items that have met their retention. c. Organizing additional records in a way that will allow for easy import into the County's records management system. d. Assist in the transfer of files to the State Archives, where applicable. e. Create and document future standards to follow for the management of electronic records. 3. Future Electronic Records —Organizational Foundation for Electronic Records to be Held in Laserfiche —Services may include such tasks as: a. Help establish a folder structure for electronic files. b. Mapping retention for all document types to be held in the County's records management system. c. Build Records Retention properties and provide instructions on records retention automation/workflows. d. Creating/ Defining metadata and templates for any document types identified. e. Designing workflow processes regarding automation of filing for the county to provide to their Laserfiche Vendor to build and implement. f. Create and document future standards to follow for Laserfiche records management. (Page 1 of 2) Megan Gregor I Megan@MeganGregorConsulting.com 1 847-858-6210 Proposal of Services, cont. 4. Assist with Design and Structure of Public Public Facing Documents Laserfiche — Services may include such tasks as: a. Assist the County in creating a more streamlined Agenda Management process, using Laserfiche and automation. b. Create transparent folder structure for external browsing on files utilizing shortcuts laymen's terms for folders, and any other direction provided by the County. Y c. Assist in building search forms that produce accurate and applicable results. d. Assist in designing a webpage or the public to access any public facing documents. Additional Considerations • The county must agree to provide the consultant with unattended access to any electronic file locations. This can be provided via VPN/ Server Access, Cloud access for Laserfiche, or through g a county issued computer for temporary use for the duration of this project. • Additional services related to Records Management may be added to the scope of work as they arise; if this happens, they will be documented and agreed to via email by bothp arties. Fee Schedule All services provided by MG Consulting Services LLC for the duration of this contract are charged at an hourly rate of X175 per hour. In the instance that the Client would like for MG Consulting Services LLC to travel on-site travel fees will be charged in accordance with applicable lodging, meals & incidentals, and mileage rates for the preferred on-site location. (Page 2 of 2) T_0 �v Megan Gregor Megan@MeganGregorConsulting.com 847-858-6210 �r�