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HomeMy WebLinkAbout07.b.01.a. CA SML Records Management Consulting Services - Contract Renewal Option No. 2 Final EXECUTIVE SUMMARY AGENDA ITEM: Proposed Renewal of Agreement with SML, Inc. (SML) for Records Management Consulting Services Date: April 10, 2025 BACKGROUND: The Records Management Consulting Services agreement with SML expires on April 30, 2025. However, the terms of this contract allow for the renewal of an additional one (1) year term, contingent upon mutual agreement of both parties. SML has expressed interest in renewing this agreement for another year. If approved, the renewal term will begin May 1, 2025, and expire on April 30, 2026. BUDGET IMPACT: Staff budgeted$40,000 for Records Management Consulting Services in FY 2024/2025. RECOMMENDATION: Staff respectfully requests the Board of Supervisors approve the renewal of the Records Management Consulting Services Agreement with SML, Inc. to provide on-going records management services to CCUA. ATTACHMENTS: Records Management Consulting Services—Contract Renewal Option No. 2 //DP(Author) //DP,AW,AE(Review) //KR(Final) SL SML, Inc. Information Analysis, Design, Planning and Training Post Office Box 484 Vero Beach, FL 32961 813.528.2705 mattdaugherty@msn.com www.smlinfo.net Steve M.Lewis Matt Daugherty President Executive Vice President Judy L.Lewis,C.P.A. Vice President and CFO April 1, 2025 Re: Records Management Consulting Services— Contract Renewal Option No. 2 To Whom It May Concern, The initial contract term for the aforementioned project expires April 30, 2025. Under the terms and conditions of the contract, CCUA would like to exercise renewal option No. 2 for an additional one (1) year term. If accepted and approved, this renewal term will begin May 1, 2025 and expire on April 30, 2026. Please sign below if a renewal of our current contract is acceptable to CCUA. Clay County Utility Authority: By: Jeremy D.Johnston,MBA,PE Executive Director Print Name and Title SML, Inc.: 4 By: Matt Daugherty, ice resident/Consultant—SML, Inc. PROFESSIONAL SERVICES AGREEMENT This Agreement is entered this 1st day of May , 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: 411111111 `I B : - Jeremy D.Johnston.P.E.M.B.A. 0.411. Print Name and Title Executive Director SML,Inc.: By: -.74 Matt Daugherty, Vic Pres' ent/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 mattdauahertvnmsn.com www.smlinfo.net •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 a(�clayutility.orq 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, -7K4L-b 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 1St day of May , 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: 41111I� B : � ��� Jeremy D.Johnston.P.E.M.B.A. am Print Name and Title Executive Director SML,Inc.: By: -74 Matt Daugherty, Vic Presi nt/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 mattdaughcrtv'a'msn.com www.smlinfo.net 411111 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: krichardsonaclayutility.orq 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 1B-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, 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 1st day of May , 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: in° B : .�rr��.�.a_ - Jeremy D.Johnston,PF_.M_BA 0.1111 Print Name and Title Executive Director SML, Inc.: By: -74 Matt Daugherty, Vice Presi nt/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 inattdaughertv(dmmii.cnm www.smlinfo.net 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: krichardsonP,clayutility.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, 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 CLAY COUNTY UTILITY AUTHORITY STANDARD ADDENDUM TO ALL CONTRACTS AND AGREEMENTS Any other provisions of the contract or agreement to which this Standard Addendum (herein so called) is attached to the contrary notwithstanding, the parties specifically agree that—the provisions hereinafter set forth will apply exclusively with respect to the matters addressed, whether addressed in said contract or agreement or not, and shall be deemed an integral part of said contract or agreement as if duly set out therein, having a force and effect of equal or superior dignity, as applicable, with the provisions thereof; provided, that if the provisions of the contract or agreement address a particular matter in a manner which results in a lower cost to the Authority than this Standard Addendum, then such provisions of the contract or agreement shall control and supersede the applicable provisions hereof(as used herein, the term "Contractor"means the vendor or other party in the contract or agreement providing construction, labor, materials, professional services, and/or equipment to the Authority thereunder; the term "Utility", "Authority", "CCUA", "Customer", "Client", or any variation thereof means Clay County Utility Authority, a political subdivision of the State of Florida, or any other name or label set forth in the contract or agreement identifying such entity). 1. All payments for services rendered, or supplies, materials, equipment and the like constructed, delivered or installed under the contract or agreement (the "Work") shall be made by the Authority in accordance with the Local Government Prompt Payment Act (the "Act"). Upon receipt of a proper statement, invoice or draw request the Authority shall have the number of days provided in the Act in which to make payment. 2. Any work or professional services subcontracted for by the Contractor for which the Authority has agreed to reimburse the Contractor shall not be marked-up, but shall be payable by the Authority only in the exact amount reasonably incurred by the Contractor. No other such subcontracted services shall be reimbursed. 3. In the event the contract or agreement is for professional services, charged on a time basis, the Authority shall not be billed or invoiced for time spent traveling to and from the Contractor's offices or other points of dispatch of its subcontractors, employees, officers or agents in connection with the services being rendered, other than as provided for in the agreement. 4. The Authority shall not be liable to reimburse the Contractor for any courier service, telephone, facsimile or postage charges incurred by the Contractor, except as follows, and then only in the exact amount incurred by the Contractor [if the space below is left blank then "NONE" is deemed to have been inserted therein]:NONE 5. The Authority shall not be liable to reimburse the Contractor for any copying expenses incurred by the Contractor except as follows, and then only at $0.05 per page [if the space below is left blank then "NONE" is deemed to have been inserted therein]: NONE 6. If and only if travel and per diem expenses are addressed in the contract or agreement in a manner which expressly provides for the Authority to reimburse the Contractor for the same, then the Authority shall reimburse the Contractor only for those travel and per diem expenses reasonably incurred and only in accordance with the provisions of Section 112.061, Florida Statutes. In the event the Contractor has need to utilize hotel accommodations or common carrier services, the Authority shall reimburse the Contractor for his, her or its reasonable expense incurred thereby provided prior approval of the Executive Director of the Authority, or his or her designee, is obtained. Standard Addendum to All Contracts and Agreements (Rev.2020)-CCUA Page 1 7. With respect to drawings and/or plans prepared on behalf of the Authority by the Contractor under the contract or agreement, unless specifically provided otherwise therein, complete sets of such drawings and/or plans shall be reproduced by the Contractor without cost to the Authority for all bidders requesting the same, and five complete sets of such drawings and/or plans shall be reproduced and delivered to the Authority without cost. 8. With respect to any indemnification by the Authority provided under the contract or agreement, any such indemnification shall be subject to and within the limitations set forth in Section 768.28, Florida Statutes, and to any other limitations, restrictions and prohibitions that may be provided by law, and shall not be deemed to operate as a waiver of the Authority's sovereign immunity. 9. In that the Authority is a governmental agency exempt from sales tax, the Authority shall pay no such taxes, any other provisions of the contract or agreement to the contrary notwithstanding. The Authority shall provide proof of its exempt status upon reasonable request. 10. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, the same shall not automatically renew but shall be renewed only upon subsequent written agreement of the parties. 11. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, no transportation surcharges shall apply, and no policies of the Contractor available on the Contractor's website or retained in the Contractor's office are incorporated by reference nor shall be deemed to be part of the contract or agreement, unless the same is attached to the contract or agreement, and separately signed by the duly authorized signor for the Authority. 12. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, the Authority's entry into the contract or agreement with Contractor does not give Contractor any preferential status, "most favored nations" status, nor right of first refusal to any renewal or for any other contract or agreement to provide other goods and/or services to the Authority. 13. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, the Authority, by written notice to Contractor, may terminate the contract or agreement in whole or in part when the Authority determines in the Authority's sole discretion that it is in the Authority's interest to do so. Contractor shall not furnish any product, goods, or services after it receives the notice of termination from the Authority, except as necessary to complete the continued portion of the contract or agreement, if any. Contractor shall not be entitled to recover any cancellation charges or lost profits in the event of such termination by the Authority. Contractor shall be entitled to reimbursement for Contractor's costs, charges or fees incurred or expended pursuant to the contract or agreement,but not yet reimbursed or compensated by the Authority,up until the date of termination. 14. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, the contract or agreement will be governed and construed in accordance with the laws of the State of Florida without giving effect to principles of conflict of laws. Both parties agree to submit to jurisdiction in Florida and further agree that any cause of action arising under this Agreement shall be required to be brought in state court in Clay County,Florida,or in Federal Court in and for the Middle District of Florida, Jacksonville Division. 15. Any pre-printed provisions of the contract or agreement to the contrary notwithstanding, The Florida Public Records Act and Article I, Section 24 of the Florida Constitution ("Florida Public Records Laws"), are broadly interpreted, construed, and applied to the Authority and, as may be required by statutory and case law, the Contractor. The Authority's timely lawful compliance with the Florida Standard Addendum to All Contracts and Agreements (Rev.2020)-CCUA Page 2 Public Records Laws is required at all times, and any such compliance with the provisions thereof shall not constitute any default or failure of performance, nor excuse any covenant made or performance due from, the Contractor under the contract or agreement. Under no circumstances shall the Authority be required to provide notice to the Contractor, nor be required to consult with the Contractor, prior to the Authority's acting in lawful compliance with the Florida Public Records Laws. 16. The Authority's performance of this contract or agreement shall be contingent upon and subject to the existence of lawfully appropriated public funds for each fiscal year(i.e., October 1 through and including the next following September 0) of the Authority. Dated Effective AerI 1 c2 ,2023 Cla County U ' 't thority: By: my ton, '.E.,M.B.A. ecut ve D ecto Contractor: Steve M.Lewis, Inc.(DBA SML, Inc) Ort/)„'/4ion / Ai1ar.Lgnem Signature Matt Daugherty,CRM Printed Name Executive Vice President Position/Title Standard Addendum to All Contracts and Agreements (Rev.2020) -CCUA Page 3