HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8333 UTILITIES RECORDS MANAGEMENTRequisition Form
Vendor: Today's Date: May 8, 2019 Requisition No.:
Ship To: Utilities Mgmt Date Entered:
Date Required: May 15, 2019 Date Approved:
Special Instructions: Vendor #570733 Date Denied:
Item # Quantity Unit Description Total Charge Number
1 $47,500.00 460210.521210
$47,500.00
Requested By: Authorized By:
RobinDirector Pierce, Utilities Supervisor, Administration Kevin Gertig, Utilities Executive
Records Management Consulting (Work Order #5)
(Under Contract for RFP 8333 Utilities Records
Management Consulting Services)
Total:
Fortenberry & Associates Inc.
(Kathleen Fortenberry, Owner)
3235 S Granby Way
Aurora, CO 80014
Unit Price
I\ENG\FORMS\$541e270492ba$DA2FDC7AC0BF4CD8AA2B57946B7E2A9A.xls
DocuSign Envelope ID: 71E59B28-5289-43E2-8CC4-24F0F59F5302
570733
62975
5/24/19 mw
Work Order Form Official Purchasing Form
Last updated 10/2017
WORK ORDER FORM
PURSUANT TO A MASTER AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
FORTENBERRY & ASSOCIATES, INC.
WORK ORDER NUMBER: 5
PROJECT TITLE: Utilities Records Assessment Consulting Services Project
ORIGINAL BID/RFP NUMBER & NAME: 8333 Utilities Records Management
Consulting Services
MASTER AGREEMENT EFFECTIVE DATE: August 22, 2016
WORK ORDER COMMENCEMENT DATE: 5/28/2019
WORK ORDER COMPLETION DATE: 12/31/2020
MAXIMUM FEE: (time and reimbursable direct costs): $47,500
PROJECT DESCRIPTION/SCOPE OF SERVICES: 2019 WORK ORDER #5 SCOPE OF WORK
Hours - 380 (estimated) x $125.00/hour = $47,500
The need for travel expense reimbursement to Fort Collins from Aurora for occasional on-site
work is unknown. We anticipate it will be contained within this budget.
Tasks to be completed during Work Order #5: Independent home office work by consultant:
A) Develop Standard Operating Procedures related to records program at Utilities
(estimate 40 hours per SOP-based on industry standard=320 hours). An example
of some SOPs under consideration at this time include:
1) Destruction Authorization
2) Naming Conventions
3) Approved Repositories and Use Cases
4) Managing Records of Separating Employees
5) Folder Structure (Shared Network Drives)
6-8) Others yet to be identified as we get into the work.
B) Revise existing Utilities Records Management Program Policy to streamline and
remove procedural content for development into individual SOPs (some are referred
to above in SOP listing) (estimate that this would be included in the 320 hours since
development of some SOPs may not take the full 40 hours)
C) Develop training modules* for specific employee and managerial audiences
(estimate 60 hours):
1) Senior leadership
2) Records liaison committee/superuser
3) General/new employee
*Utilities project team will be working with City IT to launch this training as an
interactive online training module, so content should be developed with that type of
delivery in mind.
D) Implementation assistance for a new records liaison committee
DocuSign Envelope ID: A680AF21-159D-4F80-A32D-224A9C65D52A
Work Order Form
Official Purchasing Form
Last updated 10/2017
Service Provider agrees to perform the services identified above and on the attached forms in
accordance with the terms and conditions contained herein and in the Master Agreement between
the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement
and this Work Order (including the attached forms) the Master Agreement shall control.
The attached forms consisting of NA ( ) page(s) are hereby accepted and incorporated
herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this
document.
SERVICE PROVIDER: Date:
Kathleen Fortenberry, Fortenberry & Associates LLC
ACCEPTANCE: Date:
Robin Pierce, Supervisor/Admin, Project Manager
REVIEWED: Date:
Ed Bonnette, Senior Buyer
ACCEPTANCE: Date:
Gerry Paul, Purchasing Director
(if greater than $60,000)
DocuSign Envelope ID: A680AF21-159D-4F80-A32D-224A9C65D52A