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
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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
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Firm Website: http://www.floridaelder.com/
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Near the Intersection of U.S. 1 and King Street
179 King Street
Saint Augustine, FL 32084
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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