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Kaizen Infosource PROPOSAL for CITY OF La Quinta March 8, 2019 Kaizen InfoSource LLC 1541 Stoner Avenue, #4 Los Angeles, CA 90025 (805) 231-3026 Kaizen InfoSource Proprietary and Confidential 2 | P a g e INTRODUCTION The City of La Quinta, CA (the “City”) is seeking the professional services of an outside consulting firm in order to revise and modernize the City’s Retention Schedule. The Retention Schedule was last updated in 2013, and the City seeks to update the Retention Schedule and verify all citations and codes. Currently, the City uses Laserfiche as a repository for City records and information. Kaizen has the experience of working with a number of municipal governments in California in developing or updating program governance, policy, Retention Schedule, and/or procedures, as well as implementing technology and identifying the criteria and steps needed to achieve a Trusted System status. The following proposal from Kaizen InfoSource LLC provides the City with the recommended tasks to assist the City in updating the Retention Schedule. ABOUT KAIZEN INFOSOURCE Kaizen InfoSource LLC (“Kaizen”) is a Records and Information Management (RIM) and Records Technology consulting company, founded in 2009, that specializes in creating focused solutions to directly meet the needs and goals of the client both in the near-term and into the future. The Kaizen team of consultants (see Appendix A) to be assigned to the City of La Quinta project has the necessary knowledge and experience to develop right level of governance or rules for system implementation and assist the City in implementing the requirements in all environments. KAIZEN’S APPROACH Kaizen begins each engagement with a “Kickoff Meeting” of key project staff from the client’s organization. In the Kickoff Meeting, Kaizen defines and documents the implementation plan for the project, identifies the key roles and responsibilities, and establishes estimated start dates. This meeting also serves to identify needed resources on behalf of the client (e.g. staff meetings, rooms, etc.), and provides the Kaizen team with the work and assignments needed to calendar and schedule events, as well as to manage the necessary project time commitments. Kaizen InfoSource Proprietary and Confidential 3 | P a g e Kaizen’s methodology and approach in delivering these services stands above other consultants because Kaizen strives to first understand the organization and its culture, as well as to design recommendations that can be applied in an efficient, practical and effective manner. Our team of expert consultants has years of experience that aid in the design of targeted and comprehensive solutions. Approach Kaizen proposes the following approach to revising and modernizing the Retention Schedule. The Retention Schedule designed by Kaizen can also serve as the classification plan for all organization document types. The classification plan or Retention Schedule serves as the baseline for building the folder structure, capturing metadata requirements in any repository. By changing the City’s current Retention Schedule into broader classes of records and minimizing retention triggering events, a folder structure in Laserfiche can mimic the Retention Schedule, enabling the systematic automation of the retention requirements and minimizing user intervention. The goal will be to design a Retention Schedule that supports the needs of the City or departments while applying rules to improve the management of information. Our approach is to conduct a series of interviews with subject matter experts from each department in order to understand what information is being created, received, and stored, as well as understand how City staff perceives their role in relationship to this information. Kaizen will want to understand from the departments, if they are using the current Retention Schedule and find out what improvements they need for continuous compliance. Kaizen will use the information garnered from these interviews to understand and confirm the categories of information for the City. Kaizen will review the requirements and create a single, functionally organized Retention Schedule for the entire City that has a standard style and format and that has been modernized to ensure that requirements can be applied to both paper and electronic records. Kaizen will facilitate the review and adoption of the newly revised Retention Schedule with subject matter experts within each department and assist in the preparation of the Resolution and Staff Report for Council adoption, if requested. Kaizen InfoSource Proprietary and Confidential 4 | P a g e Kaizen also recommends providing a presentation to users on the changes to the Retention Schedule and how to distinguish between records and non-records. Kaizen will also provide the City with a slide presentation that can be used for training employees on the new Retention Schedule. As part of our proposal, Kaizen will deliver the training to the employees in two sessions. Two sessions, one in the morning and one in the afternoon, is to accommodate staffing needs. Deliverable: Updated and modernized Retention Schedule and slide training presentation. Time commitment: The estimated time for this task is two to three months. ASSUMPTIONS Our approach also depends on the following assumptions that, if not met, may change the estimated time table. 1. City has already designated the City Clerk’s Office as the business owner of the Laserfiche system. 2. The City will assign a person to serve as point of contact for Kaizen throughout the project who will coordinate schedules and set up departmental and project team meetings, as needed. REFERENCES/CONTACTS Lisa Blackmon City of Manteca City Clerk lblackmon@ci.manteca.ca.us (209) 456-8011 Marsha Moore City of Concord Marsha.moore@cityofconcord.org (925)671-3085 Britt Avrit City of Lancaster bavrit@cityoflancasterca.org (661)723-6026 Kaizen InfoSource Proprietary and Confidential 5 | P a g e SCHEDULE AND INVESTMENT The project can be started in after contract signing. Kaizen can serve as the project support as long as needed by the City. Task 1 and Task 2 will take approximately 3 to months to complete. INVESTMENT: Revising the Retention Schedule can be completed for a flat rate $16,500 Expenses for travel are in addition to the investments quoted above, will be billed as pass-through only, and will be included on the invoice. Expenses are estimated not to exceed $3,500. Kaizen is a small consulting firm based in California. As needed, our team will be assigned to work on the tasks. One of the partners will be assigned as lead. Communication and project progress reporting from Kaizen to the City will be managed through the lead partner. KAIZEN CONTACT: Helen Streck President and CEO (805) 321-3026 hstreck@2kaizen.com www.2kaizen.com Kaizen InfoSource Proprietary and Confidential 6 | P a g e APPENDIX A – EXPERIENCE OF KAIZEN TEAM Helen Streck / President and CEO Ms. Streck has over 30 years of experience in information management design and implementation for both private corporations and public entities. Streck has also been deposed four times and interviewed by the U.S. Attorney’s office for describing and defending her RIM Program designs and practices. Prior to coming to Kaizen, Streck served as records management consultant for Shook, Hardy & Bacon LLP. She has served as director of corporate records and information management for pharmaceutical companies, and Records Manager and consultant for municipal government agencies and law firms. She has crafted information management program strategies for diverse organizations and built concrete, actionable steps for implementation across a broad spectrum of domestic and international clients. Streck is active in ARMA International where she is a presenter for ARMA at international conferences. In addition, she has published articles in various professional newsletters, and a past contributor to the monthly columnist for the AIIM Infonomics magazine for the Association for Information and Image Management (AIIM). Pilar McAdam, CRM, ERMm / Information Governance Partner Ms. McAdam is a Certified Records Manager with more than 35 years of experience in records and information governance. At Kaizen, Pilar has worked with clients in both the public and private sectors, including municipalities, transit companies, utilities, educational institutions, insurance companies and pharmaceutical organizations. Ms. McAdam has been a Manager of Business Intake & Records at Sheppard Mullin Richter & Hampton, LLP, Team Lead for the Records and Information Management Program at The Boeing Company and corporate Records Manager for Hughes Electronics. Ms. McAdam’s experience includes policy and procedure development, retention scheduling, business process analysis, and coordination of training and compliance programs. Ms. McAdam has also served multiple terms as president of the Greater Los Angeles chapter of ARMA International, four years as a trustee on the board of the ARMA International Educational Foundation and four years as a region coordinator for the Pacific region. Sanger Cushing/Information Governance Consultant Sanger Cushing is the newest addition to Kaizen Infosource as a Consultant who demonstrates successful goal organization and implementation. After spending more than eight years in customer service with various companies, Sanger has the capability to quickly grasp the unique needs of an organization and how to efficiently provide clear solutions to any challenge. While working for Surfer’s Healing, a non-profit camp for children with autism, she designed and implemented a training manual containing policies and procedures. Sanger holds a bachelor’s degree in Human Development from California State University San Marcos. Her experience in research and planning has created the ability to analyze and interpret procedural systems in any dynamic environment. 1 Monika Radeva From:Helen Streck <hstreck@2kaizen.com> Sent:Friday, March 08, 2019 9:34 AM To:Monika Radeva Cc:Helen Streck Subject:RE: La Quinta, CA: Records Retention Schedule Update Attachments:La Quinta Proposal and Quote 20190308.pdf Monika, Thank you for giving Kaizen the opportunity to respond to your RFI. Attached is our proposal. I look forward to speaking with you about the proposal in the near future. Kindest regards, Helen Streck Helen Streck President and CEO (805) 231‐3026 hstreck@2kaizen.com From: Monika Radeva <mradeva@laquintaca.gov> Sent: Thursday, March 07, 2019 3:12 PM To: Helen Streck <hstreck@2kaizen.com> Subject: RE: La Quinta, CA: Records Retention Schedule Update Hi Helen, we are only aiming to update the Retention Schedule at this time, so the quote should be only for that. Thank you. Monika Radeva, CMC | City Clerk City of La Quinta 78495 Calle Tampico, La Quinta, CA 92253 Tel: (760) 777‐7035 MRadeva@laquintaca.gov From: Helen Streck <hstreck@2kaizen.com> Sent: Thursday, March 7, 2019 9:24 AM 2 To: Monika Radeva <mradeva@laquintaca.gov> Cc: Helen Streck <hstreck@2kaizen.com> Subject: RE: La Quinta, CA: Records Retention Schedule Update Monika, Do you want the quote to include updating the manual? The RFI did not state that. Thanks Helen Helen Streck President and CEO (805) 231‐3026 hstreck@2kaizen.com From: Monika Radeva <mradeva@laquintaca.gov> Sent: Tuesday, March 05, 2019 11:17 AM To: Helen Streck <hstreck@2kaizen.com> Cc: Monika Radeva <mradeva@laquintaca.gov> Subject: La Quinta, CA: Records Retention Schedule Update Good morning Helen, I was informed that there are difficulties opening the resolutions through the links below so I have attached the documents in .PDF format. Please let me know if I can be of further assistance. Thank you. Monika Radeva, CMC | City Clerk City of La Quinta 78495 Calle Tampico, La Quinta, CA 92253 Tel: (760) 777‐7035 MRadeva@laquintaca.gov From: Helen Streck <hstreck@2kaizen.com> Sent: Monday, March 4, 2019 7:37 PM To: Monika Radeva <mradeva@laquintaca.gov> Subject: Re: La Quinta, CA: Records Retention Schedule Update Thank you for the notice. I will respond. Helen 3 Sent from my iPad On Mar 4, 2019, at 6:15 PM, Monika Radeva <mradeva@laquintaca.gov> wrote: Good afternoon, The City of La Quinta is seeking proposals to the Request for Information for Record Retention Schedule Update. The deadline for submittals is Monday, March 11, 2019, at 5:00 p.m. Thank you. Monika Radeva, CMC | City Clerk City of La Quinta 78495 Calle Tampico, La Quinta, CA 92253 Tel: (760) 777‐7035 MRadeva@laquintaca.gov From: laquinta@enotify.visioninternet.com <laquinta@enotify.visioninternet.com> Sent: Monday, March 4, 2019 6:11 PM To: Monika Radeva <mradeva@laquintaca.gov> Subject: La Quinta, CA: RECORDS RETENTION SCHEDULE UPDATE Content Updated: This RFP has been previously sent out. RECORDS RETENTION SCHEDULE UPDATE  Department Building and Safety, City Clerk, City Manager, Community Development, Community Services, Finance, Public Works, Senior Services, LQ 2035 General Plan , City Council, Facilities Department, Community Resources, Design & Development  Category Public Works/RFP Subscribers, Administration  RFP Number 20190304  Start Date 03/04/2019 5:46 PM  Close Date 03/11/2019 5:00 PM  RFP Post Status Open CITY OF LA QUINTA REQUEST FOR INFORMATION The purpose for this Request for Information (RFI) is to solicit competitive proposals from qualified persons and/or firms to provide comprehensive records retention consulting services for the City of La Quinta. The City would like to update its current Records Retention Schedule to ensure records efficiency and consistency, and compliance with current federal and state regulations. The City Council adopted the City’s Records Retention Schedule on August 6, 2013 – Council Resolution 2013‐036. Additionally, the City Council adopted the City’s Records Manual on February 16, 2010 – Council Resolution 2010‐016. 4 RFI Issue Date: 03/04/2019 Deadline for proposals: 03/11/2019 at 5:00 p.m. Proposals can be submitted via e‐mail, hand delivery, or mail. All proposals must be submitted by the deadline listed above. Please contact City Clerk Monika Radeva at (760) 777 – 7035 or MRadeva@LaQuintaCA.gov with any questions or additional information. Having trouble viewing this email? View on the website instead. Change your eNotification preference. Unsubscribe from all La Quinta, CA eNotifications. NOTICE: This email message and any attachments hereto may contain confidential information. Any unauthorized review, use, disclosure, or distribution of such information is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy the original message and all copies of it. NOTICE: This email message and any attachments hereto may contain confidential information. Any unauthorized review, use, disclosure, or distribution of such information is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy the original message and all copies of it. NOTICE: This email message and any attachments hereto may contain confidential information. Any unauthorized review, use, disclosure, or distribution of such information is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy the original message and all copies of it.