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HomeMy WebLinkAboutHANDOUT SML Inc. Executive Summary Final Revised Handout EXECUTIVE SUMMARY AGENDA ITEM: Proposed agreement with SML, Inc. (SML) for Records Management Consulting Services Date: April 13,2023 BACKGROUND: Staff requests authorization to engage SML for Records Management Consulting Services. SML services shall include but not limited to review CCUA's paper records to identify and mark records eligible for disposal based on the State of Florida records retention schedules and develop a Records Management Plan compliant with Section 257.36 Florida Statute. The Records Management Plan shall establish key components including CCUA access internally and externally,retention,disposition,and preservation. Staff determined the rates below are fair, competitive, and reasonable. • Disposal Eligibility Identification Services - $22,000 • Records Management Plan- $26,500 • Ongoing Consultant Services,as needed-$2,200 per onsite visit or$300 per billable hour(one hour minimum) Currently, CCUA maintains a lease on seven(7)variable sized storage units at Life Storage located at 1709 Blanding Blvd., totaling approximately$2,600 per month. These units are utilized for additional storage for paper records.During the FY 2022/2023 budget process,the Human Resources Department requested funds to begin transitioning historical paper records to a digital format and eliminate the storage units. All paper records identified for retention will be digitized with a separate vendor and contract. Section 17, last sentence, of Chapter 94-491,Laws of Florida, Special Acts of 1994, states: "Nothing in this section shall be deemed to prevent the authority from hiring or retaining such engineers, attorneys, financial experts, or other technicians as it shall determine, in its discretion, or from undertaking any construction work with its own resources, without any such public advertisement." CCUA's current purchasing policy Section 6.F. states: "Professional services, as permitted under Section 17 of Chapter 94-491,are excluded from the public advertisement and competitive bidding requirements.Except in the case of an emergency,as described in section A. above, such services shall be approved in advance by the Board of Supervisors. BUDGET: //DP(Author) //DP,AT,AB,KR(Review) //KR(Final) Staff budgeted$98,000 in the budget for FY 2022/2023. RECOMMENDATION: Staff respectfully requests the Board of Supervisors approval of the Records Management Consulting Services with SML, Inc. to provide on-going records management services to CCUA. ATTACHMENTS: Disposal Eligibility Identification Proposal and Statement of Qualifications Records Management Plan Proposal and Statement of Qualifications Records Management Consulting Services Proposal and Statement of Qualifications //DP(Author) //DP,AT,AB,KR(Review) //KR(Final) 0 PROFESSIONAL SERVICES AGREEMENT This Agreement is entered this day of , 2023, by and between SML, Inc. (Consultant) and the Clay County Utility Authority(CCUA). RECITALS: A. CCUA is in need of Records Management Services as described in Records Management Consulting Services: Disposal Eligibility Identification Proposal and Statement of Qualifications dated February 26, 2023 (Attached). B. Consultant possesses all necessary qualifications and expertise to perform the Services. C. CCUA wishes to engage the services of the Consultant, and Consultant wishes to perform the services for CCUA, under the terms and conditions set forth herein and as indicated in Records Management Consulting Services: Disposal Eligibility Identification Proposal and Statement of Qualifications dated February 26, 2023 (Attached). NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, Consultant and CCUA agree as follows: TERMS: 1. RECITALS: The recitals are true and correct and are hereby incorporated into and made a part of the Agreement. 2. TERM: The term of this Agreement shall commence on the date hereof and continue for a period of One (1) Year. This Agreement may be renewed for Two (2) additional one (1)year periods as mutually agreed upon by the parties. 3. QUALIFICATION: Consultant represents and warrants to CCUA he possesses all qualifications and expertise required for the performance of the Services and all personnel assigned to perform the Services are and shall be, at all times during the term hereof, fully qualified and trained to perform the tasks assigned to each. 4. COMPENSATION: The amount of compensation payable by CCUA to the Consultant shall be made as follows and in accordance with Records Management Consulting Services: Disposal Eligibility Identification Proposal and Statement of Qualifications dated February 26, 2023 (Attached). Records Management Consulting Services are billed at contracted daily rate per number of business days(not to exceed eight-hours)that consultant is on-site as described in Records Management Consulting Services: Disposal Eligibility Identification Proposal and Statement of Qualifications dated February 26, 2023 (Attached). All payments shall be made within thirty (30) days after receipt of Consultant's invoice. 5. COMPLIANCE WITH FEDERAL,STATE AND LOCAL LAWS: Consultant understands this Agreement is subject to certain laws and regulations, including laws pertaining to public records,conflict of interest,record keeping,etc. CCUA and Consultant agree to comply with and observe all applicable federal, state and local laws, rules, regulations, codes and ordinances, as they may be amended from time to time. 6. NON-DISCRIMINATION: Consultant represents and warrants to CCUA Consultant does not and will not engage in discriminatory practices and there shall be no discrimination relating to Consultant's performance under this Agreement because race, color, sex, religion, age, handicap, marital status or national origin. 7. ASSIGNMENT: This Agreement shall not be assigned by Consultant, in whole or in part, without the prior written consent of CCUA, which may be withheld or conditioned, at CCUA's sole discretion. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized,this the day and year above written. Clay County Utility Authority: By: Print Name and Title SML, Inc.: By: Matt Daugherty, Vice President/Consultant— SML, Inc. 2 Records Management Consulting Services :•Disposal Eligibility Identification For the Clay County Utility Authority Middleburg, Florida February 26, 2023 Matt Daugherty, Executive Vice President Post Office Box 484 Vero Beach,Florida 32961 813.528.2705 mattdaughertyWmsn.com www.smlinfo.net 11114 SML, INC. Information Analysis,Design,Planning and Training February 26, 2023 Kimberly I. Richardson Chief Human Resources Officer Clay County Utility Authority 3176 Old Jennings Road Middleburg, FL 32068 Emailed: krichardson@clayutility.org Ms. Richardson, It was very nice meeting with everyone last week. I appreciate your interest in our services and your dedication to improving your records management program. This document serves to clarify the scope of services and the fee for Disposal Eligibility Identification Services to assist the Clay County Utility Authority (CCUA) in processing records stored at Life Storage, 1709 Blanding Blvd, Middleburg, FL 32068. The goal of these services is to identify records that are eligible for disposal pursuant to Florida Department of State records retention requirements and Rule 1 B-24, Florida Administrative Code. SML, Inc. will: A. Create an Agency-Wide Records Disposition Document as required by Rule 1 B-24, Florida Administrative Code. B. Review paper records to identify and mark records eligible for disposal based on State of Florida records retention schedules. CCUA will: A. Provide SML, Inc., with access to current written inventory/index of stored records to facilitate review. B. Be available for questions relating to stored records and CCUA business processes. The fee for these services will be calculated using our current daily consulting rate of$2,200.00 per business day (not to exceed eight hours) which sum includes all related travel and expenses. As discussed, we will start with 10 days of services for a total cost of $22,000.00. SML, Inc. has worked with numerous agencies on similar projects. This includes the City of North Lauderdale Community Development Department where our efforts resulted in the identification and documentation for disposal of 164.45 cubic feet of records. A similar project with the Pompano Beach CRA resulted in the processing of 300 cubic feet of records including the disposal of over 100 cubic feet of records. Numerous references are available upon request. I have over twenty years of professional experience managing Florida Public Records. I am a Certified Records Manager (CRM) through the Institute of Certified Records Managers (ICRM). Immediately prior to my position with SML, Inc, I served as Records Analyst in the Records and Information Management Program of the Florida Department of State, State Library and Archives providing records management technical assistance to all levels of Public Agencies; developing statewide policies and procedures; assisting in the operation of the State Records Center and conducting regional seminars on Public Records Law and Public Records Management. I hold a Master of Arts degree in Public History/Historical Administration from Florida State University with a concentration in Historic Records and Archives Management. Consultants at SML, Inc., bring over forty years of professional experience working with nearly every type and size of agency. We provide innovative and comprehensive records and information management consulting services to government agencies and the private sector including Comprehensive Records and Information Management Planning; Records Retention Services; Disposition Services; Email Management; Training; Policy and Procedure Development; Facilities Management; Records Storage; a full range of Imaging Services and Compliance Monitoring. Additionally, we regularly conduct 12-hour seminars for CEU's at FSU, USF, and FAU on Public Records Law and Public Records Management. These seminars are certified for credit by the IIMC for the Certified Municipal Clerk and Master Municipal Clerk program and ongoing education. We also conduct public records courses as part of the Florida Department of Revenue College for Tax Collectors and Property Appraisers and the Florida Association of Code Enforcement certification program. I look forward to working with you on this project. Please give me a call to discuss any of this you wish. Sincerely, Matt Daugherty Executive Vice President Cc: Steve Lewis List of Recent Florida Clients: Municipalities Counties City of Clermont Bay Co. Board of County Commission City of Coconut Creek Collier Co. School Board City of DeBary City of Doral State Agencies/Universities City of Eagle Lake Florida Atlantic University City of Fruitland Park Florida Department of Revenue City of Ft. Myers Florida Gulf Coast University City of Groveland Florida State University City of Gulfport University of Central Florida City of Holmes Beach University of South Florida City of Indian Rocks Beach City of Jacksonville Beach Other Town of Lady Lake Central Florida Expressway Authority City of Madeira Beach Constangy, Brooks, Smith & Prophete City of Margate Florida Association of City Clerks City of North Lauderdale Florida Association of Code City of Plant City Enforcement City of Pompano Beach CRA Florida Government Finance Officers City of Seminole Association City of South Daytona Florida Tax Collectors Association PROFESSIONAL SERVICES AGREEMENT This Agreement is entered this day of , 2023, by and between SML, Inc. (Consultant) and the Clay County Utility Authority(CCUA). RECITALS: A. CCUA is in need of Records Management Services as described in Records Management Plan Proposal and Statement of Qualifications dated March 10, 2023 (Attached) B. Consultant possesses all necessary qualifications and expertise to perform the Services. C. CCUA wishes to engage the services of the Consultant, and Consultant wishes to perform the services for CCUA, under the terms and conditions set forth herein and as indicated in Records Management Plan Proposal and Statement of Qualifications dated March 10, 2023 (Attached). NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, Consultant and CCUA agree as follows: TERMS: 1. RECITALS: The recitals are true and correct and are hereby incorporated into and made a part of the Agreement. 2. TERM: The term of this Agreement shall commence on the date hereof and continue for a period of Three (3) Years. 3. QUALIFICATION: Consultant represents and warrants to CCUA he possesses all qualifications and expertise required for the performance of the Services and all personnel assigned to perform the Services are and shall be, at all times during the term hereof, fully qualified and trained to perform the tasks assigned to each. 4. COMPENSATION: The amount of compensation payable by CCUA to the Consultant shall be made as follows and in accordance with Records Management Plan Proposal and Statement of Qualifications dated March 10, 2023 (Attached). All payments shall be made within thirty (30) days after receipt of Consultant's invoice. 5. COMPLIANCE WITH FEDERAL,STATE AND LOCAL LAWS: Consultant understands this Agreement is subject to certain laws and regulations, including laws pertaining to public records,conflict of interest,record keeping,etc. CCUA and Consultant agree to comply with and observe all applicable federal, state and local laws, rules, regulations, codes and ordinances, as they may be amended from time to time. 6. NON-DISCRIMINATION: Consultant represents and warrants to CCUA Consultant does not and will not engage in discriminatory practices and there shall be no discrimination relating to Consultant's performance under this Agreement because race, color, sex, religion, age, handicap, marital status or national origin. 7. ASSIGNMENT: This Agreement shall not be assigned by Consultant, in whole or in part, without the prior written consent of CCUA, which may be withheld or conditioned, at CCUA's sole discretion. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized,this the day and year above written. Clay County Utility Authority: By: Print Name and Title SML, Inc.: By: Matt Daugherty, Vice President/Consultant— SML, Inc. 2 Records Management Plan For the Clay County Utility Authority Middleburg, Florida Proposal and Statement of Qualifications March 10, 2023 Matt Daugherty, CRM Executive Vice President Post Office Box 484,Vero Beach,Florida 32961 813.528.2705 mattdaughertyna,msn.com_ www.smlinfo.net 10 SML INC. Information Analysis,Design,Planning and Training March 10, 2023 Kimberly I. Richardson Chief Human Resources Officer Clay County Utility Authority 3176 Old Jennings Road Middleburg, FL 32068 Emailed: krichardson@clayutility.org Ms. Richardson, It was very nice speaking with you last month. I appreciate your interest in our services and your dedication to improving your records management program. I am pleased to propose development of a written, agency-wide, comprehensive Records Management Plan. This document serves to clarify the scope of these services, general timeline, and related fees. I. COMPREHENSIVE RECORDS PROGRAM GOALS: Section 257.36, Florida Statute mandates every public agency establish and maintain a records management program to ensure the economical and efficient management of agency information. To meet this mandate, a records program must be formalized and administered with key components established in writing. All decision- making affecting the management of information, either directly or indirectly (e.g. policy/procedure development, technology implementation, etc.) should consider the agency's Records Management Program standards and goals. A. ACCESS 1. Internal — management access to both active and inactive records in an accurate and timely fashion to facilitate government processes. 2. External — management access to both active and inactive records in an accurate and timely fashion to facilitate public records request. B. RETENTION 1. Retention of records in accordance with all local, state and federal requirements. 2. Retention of all records under secure conditions, preventing unauthorized access by both employees and third parties 2 C. DISPOSITION 1. Timely destruction of records at the end of their retention period in a secure manner. 2. Disposition documentation pursuant to state requirements. D. PRESERVATION 1. Protection of all records from physical calamity and decay. i. Provision for disaster recovery, vital records protection 2. Conversion of long-term retention records to an appropriate preservation device. 3. Storage of all records under secure conditions, preventing unauthorized access by both employees and third parties. II. DEVELOPMENT OF A RECORDS MANAGEMENT PLAN SML will develop and deliver a written Records Management Plan. This includes two digital copies (one in PDF format and one in MS Word) and if requested, a hard copy to be delivered via UPS. The plan will be comprehensive, systematic, legally sufficient, and efficient in its approach. The plan will be based on general requirements and specific data relative to CCUA and its operations. The plan will be long-range, describing in detail steps to be taken to achieve all comprehensive records program goals listed above. The plan will address the following: • Records Management Program • Electronic Communications Goals and Approach • Social Media • Program Implementation • Storage & Security • Program Administration • Filing Systems • Program Maintenance • Public Records Access (Public • Training Records Request) • Public Records Definitions • Exemptions • Public Agency Status • Agency Specific Records • Categorization of Data Collections Issues • Scheduling • Policies & Procedures • Disposition • Contracts Management • Format & Media Selection • Imaging 3 The plan will include: • Narrative explanations, and recommendations. • A detailed implementation narrative and project checklist. • An executive summary. • Applicable Draft Policies and Procedures • Applicable bid specifications for implementation. • A disposition procedure for all Public Records in accordance with Rule Chapter 1 B-24, F.A.C. • A filing system matrix together with an automated file code tracking system and/or boxed record index, word searchable, written to Microsoft Excel. • Detailed scheduling, disposition and imaging options to include destruction, microfilm and digital imaging in accordance with Rule Chapter 1 B-26, F.A.C. • Organization structure recommendations related to record operations. • An email policy for retention and disposition. • An Agency-Wide Disposition List for Agency Public Records in accordance with Rule Chapter 1 B-24, F.A.C. based on a record series title inventory. • A training outline and training manual to be used by personnel with record responsibilities. • A list of references and published sources used during preparation. Traditional data collection and analysis techniques will be employed including but not limited to, on-site interviews with relevant staff; hands on evaluation of high density and key record collections; review and analysis of existing policy and procedures. A review and analysis of record management operations will be made resulting in a comprehensive narrative records management plan. Except for clerical functions, I will perform all related project activities. All data analysis and recommendations will be my personal responsibility. Project Scope & Timeframe: 1. On-site Data Collection — Three to Five Days 2. Off-site Data Collection, Data Analysis, Agency-Wide Disposition List Creation, and Writing of Records Management Plan —Thirty to Sixty Days The fee for the on-site visit, data collection and analysis, creation of an agency wide disposition list and writing of the Plan is $26,500.00 inclusive, one half billable upon completion of the on-site data collection and the second half billable upon delivery of the Plan narrative. This fee is inclusive of any travel expenses from my office in St. Augustine, FL. 3. Management Presentation - Following the delivery of the plan, I will return to present findings and recommendations to management. This will give the agency an opportunity to discuss recommendations. Management presentation must be scheduled and completed within six months of delivery of the plan narrative. 4 4. Agency-Wide Training (Optional) - If requested and scheduled within six months of the delivery of the Records Plan, I will provide a one-day, six-hour training at no additional cost (training is separate from project billing). 5. Future Plan Updates - Updating of the Plan every three years to remain legally compliant and current with technology and agency business process changes is recommended. If procured within the three-year period, updates will be billed at 25% of the initial Plan fee. III. PROFESSIONAL EXPERIENCE SML, Inc. has worked with numerous agencies on similar projects. Most recently, I completed comprehensive records management plans for the City of Jacksonville Beach, the City of Plant City and the City of Groveland. We maintain long working relationships through onsite consulting with many clients continuing to assist and monitor implementation of plan recommendations. This includes the City of Margate, the City of Coconut Creek, Central Florida Expressway Authority, the City of Gulfport, and the City of Clermont where we have processed and disposed of 12,932.86 cubic feet of paper records to date. Numerous references are available upon request. I have over twenty years of professional experience managing Florida Public Records. I am a Certified Records Manager (CRM) through the Institute of Certified Records Managers (ICRM). Immediately prior to my position with SML, Inc, I served as Records Analyst in the Records and Information Management Program of the Florida Department of State, State Library and Archives providing records management technical assistance to all levels of Public Agencies; developing statewide policies and procedures; assisting in the operation of the State Records Center and conducting regional seminars on Public Records Law and Public Records Management. I hold a Master of Arts degree in Public History/Historical Administration from Florida State University with a concentration in Records and Archives Management. Our consultants bring over forty years of professional experience working with nearly every type and size of agency. We provide innovative and comprehensive records and information management consulting services to government agencies and the private sector including Comprehensive Records and Information Management Planning; Records Retention Services; Disposition Services; Email Management; Training; Policy and Procedure Development; Facilities Management; Records Storage; a full range of Imaging Services and Compliance Monitoring. Additionally, we regularly conduct 12-hour seminars for CEU's at FSU, UCF, FAU and FIU on Public Records Law and Public Records Management. These seminars are certified for credit by the IIMC for the Certified Municipal Clerk and Master Municipal Clerk program and ongoing education. We also conduct public records courses as part of the Florida Department of Revenue College for 5 Tax Collectors and Property Appraisers and the Florida Association of Code Enforcement certification program. I appreciate the opportunity to work with you towards a successful records management program. Please give me a call to discuss any of this you wish. Sincerely, -9K9u÷y. Matt Daugherty, CRM Executive Vice President — SML, Inc. Cc: Steve Lewis 6 List of Recent Florida Clients: Municipalities Counties City of Clermont Bay Co. Board of County Commission City of Coconut Creek Collier Co. School Board City of DeBary City of Doral State Agencies/Universities City of Eagle Lake Florida Atlantic University City of Fruitland Park Florida Department of Revenue City of Ft. Myers Florida Gulf Coast University City of Groveland Florida State University City of Gulfport University of Central Florida City of Holmes Beach University of South Florida City of Indian Rocks Beach City of Jacksonville Beach Other Town of Lady Lake Central Florida Expressway Authority City of Madeira Beach Constangy, Brooks, Smith & Prophete City of Margate Florida Association of City Clerks City of North Lauderdale Florida Association of Code City of Plant City Enforcement City of Pompano Beach CRA Florida Government Finance Officers City of Seminole Association City of South Daytona Florida Tax Collectors Association 7 PROFESSIONAL SERVICES AGREEMENT This Agreement is entered this day of , 2023, by and between SML, Inc. (Consultant) and the Clay County Utility Authority(CCUA). RECITALS: A. CCUA is in need of Records Management Services as described in Records Management Consulting Services Proposal and Statement of Qualifications dated March 10, 2023 (Attached) B. Consultant possesses all necessary qualifications and expertise to perform the Services. C. CCUA wishes to engage the services of the Consultant, and Consultant wishes to perform the services for CCUA, under the terms and conditions set forth herein and as indicated in Records Management Consulting Services Proposal and Statement of Qualifications dated March 10, 2023 (Attached) NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, Consultant and CCUA agree as follows: TERMS: 1. RECITALS: The recitals are true and correct and are hereby incorporated into and made a part of the Agreement. 2. TERM: The term of this Agreement shall commence on the date hereof and continue for a period of One (1) Year. This Agreement may be renewed for Two (2) additional one (1)year periods as mutually agreed upon by the parties. 3. QUALIFICATION: Consultant represents and warrants to CCUA he possesses all qualifications and expertise required for the performance of the Services and all personnel assigned to perform the Services are and shall be, at all times during the term hereof, fully qualified and trained to perform the tasks assigned to each. 4. COMPENSATION: The amount of compensation payable by CCUA to the Consultant shall be made as follows and in accordance with Records Management Consulting Services Proposal and Statement of Qualifications dated March 10, 2023 (Attached) Records Management Consulting Services are billed at contracted daily rate per number of business days(not to exceed eight-hours)that consultant is on-site as described in Records Management Consulting Services Proposal and Statement of Qualifications dated March 10, 2023 (Attached) All payments shall be made within thirty (30) days after receipt of Consultant's invoice. 5. COMPLIANCE WITH FEDERAL,STATE AND LOCAL LAWS: Consultant understands this Agreement is subject to certain laws and regulations, including laws pertaining to public records,conflict of interest,record keeping,etc. CCUA and Consultant agree to comply with and observe all applicable federal, state and local laws, rules, regulations, codes and ordinances, as they may be amended from time to time. 6. NON-DISCRIMINATION: Consultant represents and warrants to CCUA Consultant does not and will not engage in discriminatory practices and there shall be no discrimination relating to Consultant's performance under this Agreement because race, color, sex, religion, age, handicap, marital status or national origin. 7. ASSIGNMENT: This Agreement shall not be assigned by Consultant, in whole or in part, without the prior written consent of CCUA, which may be withheld or conditioned, at CCUA's sole discretion. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized,this the day and year above written. Clay County Utility Authority: By: Print Name and Title SML, Inc.: By: Matt Daugherty, Vice President/Consultant—SML, Inc. 2 Records Management Consulting Services For the Clay County Utility Authority Middleburg, Florida Proposal and Statement of Qualifications March 10, 2023 Matt Daugherty, CRM Executive Vice President Post Office Box 484,Vero Beach,Florida 32961 813.528.2705 mattdaugherty@msn.com www.smlinfo.net iliPSML INC. Information Analysis,Design,Planning and Training March 10, 2023 Kimberly I. Richardson Chief Human Resources Officer Clay County Utility Authority 3176 Old Jennings Road Middleburg, FL 32068 Emailed: krichardsonclayutility.orq Ms. Richardson, It was very nice meeting with everyone last month. I appreciate your interest in our services and your dedication to improving your records management program. This document serves to clarify the scope of services and the fee for Records Management Consulting Services to assist the Clay County Utility Authority (CCUA) in implementing improvements to and maintaining your Records Management Program. Section 257.36, Florida Statute mandates every public agency to establish and maintain a records management program to ensure the economical and efficient management of agency information. To meet this mandate, a records program must be formalized and administered with key components established in writing. All decision- making affecting the management of information, either directly or indirectly (e.g. policy/procedure development, technology implementation, etc.) should consider the agency's Records Management Program standards and goals. I. ONSITE CONSULTING SERVICES Consulting services would include technical assistance of nearly any records related service including, but not limited to: • Records management project planning and oversight • Records collection and storage area review • Identification and documentation of records eligible for destruction • Indexing and organization services • Electronic records review • Filing system design and implementation • Professional staff training • Assistance with the integration of technology and changing standards in the Florida Administrative Codes - specifically, Rule Chapter 1 B-26, • Assistance selecting service providers together with compliance monitoring, • Policy and Procedure development The fee for onsite consulting services is $2,200.00 per business day (not to exceed eight hours) billed per visit. This sum includes any and all related travel costs. The agency may procure as many dates necessary (providing for consultant scheduling availability) to achieve records management program project goals. II. OFFSITE CONSULTING SERVICES SML, Inc., will provide offsite consulting services to include technical assistance requiring research and/or written deliverables. Off-site consulting services may be conducted via phone and/or email. The fee for this service is $300.00 per hour billable per month. A minimum of thirty minutes will be billed for each session. PROFESSIONAL EXPERIENCE SML, Inc., continues to consult with agencies around the state. This includes the City of Clermont where we have disposed of 12,932.86 cubic feet of paper records and 240.70 GB of digital data to date. We maintain annual consulting services as proposed for a number of agencies including the Central Florida Expressway Authority, City of Coconut Creek, the City of Margate, and the City of Gulfport. Numerous references are available upon request. I have over twenty years of professional experience managing Florida Public Records. I am a Certified Records Manager (CRM) through the Institute of Certified Records Managers (ICRM). Immediately prior to my position with SML, Inc, I served as Records Analyst in the Records and Information Management Program of the Florida Department of State, State Library and Archives providing records management technical assistance to all levels of Public Agencies; developing statewide policies and procedures; assisting in the operation of the State Records Center and conducting regional seminars on Public Records Law and Public Records Management. I hold a Master of Arts degree in Public History/Historical Administration from Florida State University with a concentration in Historic Records and Archives Management. Consultants at SML, Inc., bring over forty years of professional experience working with nearly every type and size of agency. We provide innovative and comprehensive records and information management consulting services to government agencies and the private sector including Comprehensive Records and Information Management Planning; Records Retention Services; Disposition Services; Email Management; Training; Policy and Procedure Development; Facilities Management; Records Storage; a full range of Imaging Services and Compliance Monitoring. Additionally, we regularly conduct 12-hour seminars for CEU's at FSU, USF, and FAU on Public Records Law and Public Records Management. These seminars are certified for credit by the IIMC for the Certified Municipal Clerk and Master Municipal Clerk program and ongoing education. We also conduct public records courses as part of the Florida Department of Revenue College for Tax Collectors and Property Appraisers and the Florida Association of Code Enforcement certification program. I appreciate the opportunity to work with you towards a successful records management program. Please give me a call to discuss any of this you wish. Sincerely, -7K44/7. Matt Daugherty Cc: Steve Lewis List of Recent Florida Clients: Municipalities Counties City of Clermont Bay Co. Board of County Commission City of Coconut Creek Collier Co. School Board City of DeBary City of Doral State Agencies/Universities City of Eagle Lake Florida Atlantic University City of Fruitland Park Florida Department of Revenue City of Ft. Myers Florida Gulf Coast University City of Groveland Florida State University City of Gulfport University of Central Florida City of Holmes Beach University of South Florida City of Indian Rocks Beach City of Jacksonville Beach Other Town of Lady Lake Central Florida Expressway Authority City of Madeira Beach Constangy, Brooks, Smith & Prophete City of Margate Florida Association of City Clerks City of North Lauderdale Florida Association of Code City of Plant City Enforcement City of Pompano Beach CRA Florida Government Finance Officers City of Seminole Association City of South Daytona Florida Tax Collectors Association Darrin Parker From: Grady Williams <grady@floridaelder.com> Sent: Tuesday, April 4, 2023 7:55 AM To: Darrin Parker Subject: Re: FW: Records Management Consulting Services Proposals - SML, Inc. This Message Is From an External Sender This message came from outside your organization. Darrin, I'm good with proceeding with this agreement, based on the use of our current version of the CCUA Standard Addendum which Kim had provided to the vendor. Regards, /s/Grady H. Williams, Jr, authorized digital signature Grady H Williams, Jr., LL.M., Attorney Florida Joint Public Policy Task Force for the Elderly and Disabled Past President& Board of Directors, Academy of Florida Elder Attorneys Officer& Board of Directors, ElderSource (NE FL AAA&DRC) Past President, Clay County Bar Association Martindale-Hubbell Rated AV° Preeminent' Grady H. Williams, Jr., LL.M. Attorneys at Law, P.A. Kingsley Village Professional Center 1543 Kingsley Ave., Bldg. 5 Orange Park, FL 32073 Office: 904-264-8800 Mobile/Text: 904-813-9785 Fax: 904-264-0155 Designated eService Addresses: grady@floridaelder.com (primary); Paula@floridaelder.com and renee@floridaelder.com (both secondary) Firm Website: http://www.floridaelder.com/ Saint Augustine Office: Near the Intersection of U.S. 1 and King Street 179 King Street Saint Augustine, FL 32084 Connect with us via social media: Aj + in ' • IP Subscribe to our newsletters: i http://attorney.elderlawanswers.com/newsletter/actions/subscribe/c/739/cs/6e4c93 52d49ed368ff17480fdfac9681 On Mon,Apr 3, 2023 at 4:10 PM Darrin Parker<dgparker@clayutility.org>wrote: Good Afternoon Grady: See attached for your review and comments. This does appear to fit under our"professional services" Special Act. Thanks for all of your help. Darrin G. Parker M 904-445-9958 P 904-213-2474 Contract& Procurement E dgparker@clayutility.org Specialist Clay County Utility Authority 3176 Old Jennings Road Middleburg, Florida 32068 www.clayutility.orq Gr���TY AU7Hol` From: Kimberly Richardson <krichardson@clayutility.org> Sent: Saturday,April 1, 2023 11:52 AM To: Darrin Parker<dgparker@clayutility.org> Cc:Jeremy Johnston <iiohnston@clayutility.o g> Subject: FW: Records Management Consulting Services Proposals-SML, Inc. Darrin, please see the attached contract for professional services. Matt Daugherty, with SML, Inc. will be assisting CCUA with digitizing our current records and develop a records management plan going forward. We budgeted approximately $98,000 this year for records management services. I would like to go ahead and get you to review the contracts so that we can get the Board's approval. I sent him a copy of the Standard Addendum to All Contracts and there were no issues. 2 Please let me know what additional information is needed from me. Kimberly I. Richardson Chief Human Resources Officer Office: (904) 213-2437 Fax: (904) 213-2438yo G rAUYH�s C This e-mail message and any documents attached to it are confidential and may contain information that is protected from disclosure by various federal and state laws, including the HIPAA privacy rule (45 C.F.R., Part 164). This information is intended to be used solely by the entity or individual to whom this message is addressed. If you are not the intended recipient, be advised that any use, dissemination, forwarding, printing, or copying of this message without the sender's written permission is strictly prohibited and may be unlawful. Accordingly, if you have received this message in error, please notify the sender immediately by return e-mail or call (904) 213-2437, and then delete this message. From: Matt Daugherty<mattdaugherty@msn.com> Sent: Saturday,April 1, 2023 9:37 AM To: Kimberly Richardson <krichardson@clayutility.org> Subject: RE: Records Management Consulting Services Proposals-SML, Inc. Kimberly, I hope that you are enjoying your weekend.As requested, I have attached draft agreements for services that we have discussed and I have proposed. I've also attached the previous emails that I sent with the related proposals. Please let me know if you have any questions or if there is any additional information that you might require for approval. I am excited at the prospect of working with you and CCUA. Have a nice weekend. Sincerely, Matt 3 Matt Daugherty, CRM Executive Vice-President Post Office Box 484 Vero Beach,Florida 32961 813.528.2705 mattdaugherty@msn.com www.smlinfo.net SML, INC. Information Analysis,Design,Planning and Training From: Matt Daugherty Sent: Monday, March 27, 2023 3:46 PM To: Kimberly Richardson <krichardson@clayutility.org> Cc:stevemlewis@msn.com Subject: RE: Records Management Consulting Services Proposals-SML, Inc. Hi Kimberly, That's great news. I'll be in touch with the requested contracts. Additionally, my corporate office reviewed the addendum and there are no questions. Have a great day. Sincerely, Matt Matt Daugherty, CRM Executive Vice-President Post Office Box 484 4 Vero Beach,Florida 32961 813.528.2705 mattdaugherty@msn.com www.smlinfo.net 111610 SML, INC. Information Analysis,Design,Planning and Training From: Kimberly Richardson <krichardson@clayutility.org> Sent: Monday, March 27, 2023 1:53 PM To: Matt Daugherty<mattdaugherty@msn.com> Cc:stevemlewis@msn.com Subject: RE: Records Management Consulting Services Proposals-SML, Inc. Good afternoon, Matt! I spoke to Jeremy this morning and we would like to move forward. However, we will need our Board's approval first. Could you send a contract for both proposals at your earliest convenience? I have also attached our Standard Addendum to All Contracts Agreement. Please take time to review and note if you have any questions. Thank you, Kimberly I. Richardson Chief Human Resources Officer Office: (904) 213-2437 Fax: (904) 213-2438 `spy coc�Nr` ''YAUTIj This e-mail message and any documents attached to it are confidential and may contain information that is protected from disclosure by various federal and state laws, including the HIPAA privacy rule (45 C.F.R., Part 164). This information is intended to 5 be used solely by the entity or individual to whom this message is addressed. If you are not the intended recipient, be advised that any use, dissemination, forwarding, printing, or copying of this message without the sender's written permission is strictly prohibited and may be unlawful. Accordingly, if you have received this message in error, please notify the sender immediately by return e-mail or call (904) 213-2437, and then delete this message. From: Matt Daugherty<mattdaugherty@msn.com> Sent: Friday, March 10, 2023 9:55 AM To: Kimberly Richardson <krichardson@clayutility.org> Cc: stevemlewis@msn.com Subject: Records Management Consulting Services Proposals-SML, Inc. Kimberly, I hope this finds you well. During our discussion last month, you asked me to send you a summary of our discussion and proposals for records management consulting services to assist you in the ongoing management of CCUA records. This is in addition to the proposal for review of your storage units which was delivered February 27. To summarize our discussion last month: • SML, Inc., can provide ongoing records management consulting CCUA and to you in your role as Records Management Liaison Officer (RMLO) for the agency. These consulting service include on-site and off-site advisement, as well as project planning, oversight, and implementation as described in the attached proposals. • CCUA would like to ensure that agency records are: 1. Accessible for Public Records Request and internal access. This includes ensuring proper inventorying and organization. 2. Categorized and maintained for the applicable Department of State retention requirements pursuant to Rule 1 B-24, Florida Administrative Code. 3. Documented and disposed of according to Department of State retention times and pursuant to Rule 1 B-24, Florida Administrative Code. 4. Imaged and maintained electronically, when appropriate. 6 • CCUA would like to utilize Laserfiche as a central repository for the management of public records. This will require: 1. Identification of records appropriate for digital imaging. 2. Set up of Laserfiche to receive records appropriately, including the creation of templates, workflows, and metadata standards. 3. Efficient and accurate Digital conversion pursuant to state electronic recordkeeping standards. CCUA would like to formalize the agency records management program going forward, with assistance from SML, Inc. To assist CCUA in achieving this goal, I've attached two proposals for your consideration: 1. Records Management Plan: Development of a written Comprehensive Records Management Plans to serve as policy manual and guide to implementing strategic improvements to Public Records Management across the entire agency. This is a comprehensive project of review and analysis, resulting in written consultant recommendations and improvement strategies. 2. Records Management Consulting Services (as described in the proposal) I'm confident that these services will be beneficial to you in your important role as RMLO for CCUA. I'm available to discuss any of this that you wish and thank you again for the opportunity to meet with everyone. Have a nice weekend. Sincerely, Matt Matt Daugherty, CRM Executive Vice-President Post Office Box 484 7 Vero Beach,Florida 32961 813.528.2705 mattdaugherty@msn.com www.smlinfo.net INC .SML, Information Analysis, Design, Planning and Training We invite you to take a survey on this interaction: https://www.surveymonkey.com/r/VYJ37RZ Florida has a very broad Public Records Law. Virtually all written communications to or from CCUA and its employees are public record and are subject to disclosure to the public and media upon request. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public-records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing. The information contained in this email and/or attachment(s) may be confidential and intended solely for the use of the individual or entity to whom it is addressed. We invite you to take a survey on this interaction: https://www.surveymonkey.com/r/VYJ37RZ Florida has a very broad Public Records Law. Virtually all written communications to or from CCUA and its employees are public record and are subject to disclosure to the public and media upon request. Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public-records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.The information contained in this email and/or attachment(s) may be confidential and intended solely for the use of the individual or entity to whom it is addressed. 8