FROM: James D. Herberg, General Manager
Originator: Lorenzo Tyner, Assistant General Manager
SUBJECT:
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RECORDS MANAGEMENT IMPLEMENTATION - TRUSTED SYSTEM
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Professional Consultant Services Agreement with ECS Imaging, Inc. to provide implementation services for a Records Management System, Specification No. CS-2020-1199BD, for an amount not to exceed $150,949;
B. Approve a contingency of $ 22,642 (15%); and
C. Approve four (4) optional one-year maintenance renewals of $14,164 per year.
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BACKGROUND
As part of the General Manager's workplan, the Orange County Sanitation District (Sanitation District) will be implementing Phase I of a Records Management System which will include a Trusted System functionality to preserve vital records.
Phase I will include the migration of Board Services documents to the system. Content will be browsable and searchable through a public facing portal. Phase I will also include the creation of a Human Resources repository with security measures in place to protect Personally Identifiable Information. The system will integrate and interface with Granicus govMeeting Legistar, NeoGov Insight, and NeoGov Onboard used by Board Services and Human Resources.
The consultant will be responsible for implementing the software, hardware, and database configuration, documentation, and training for the Trusted System functionality as defined by the California Secretary of State (SOS).
RELEVANT STANDARDS
* Comply with California Code of Regulations Title 2. Division 7. Chapter 15. Trustworthy Electronic Document or Record Preservation
* Comply with transparency and communications requirements, including the Brown Act
* California Government Code ?4526: Select the "best qualified firm" and "negotiate fair and equitable fees"
PROBLEM
A comprehensive Records Management and Trusted System Needs Assessment, including ...
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