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5 <br /> <br />PROPOSAL FOR PHASE I - Inventory of Inactive Records <br /> <br />This proposal presents the first step toward control over storage of in- <br />active records in administrative offices of the city of Pleasanton. <br /> <br />When implemented, Phase I will provide city management with an up-to- <br />date records control schedule which will permit timely elimination of <br />obsolete records. It will also facilitate transfer of inactive records <br />from prime office space to low-cost storage through the use of standard, <br />light weight, unitized containers. <br /> <br />Scope <br /> <br />Phase I includes: <br /> <br />1. Complete inventory of all inactive records now in the <br /> storage areas inspected by RSA. <br />2. Preparation of obsolete records for disposal according <br /> to federal and state regulations. <br />3. Transfer of all retained records to standard "Tote Boxes". <br />4. Storage of these records in the best available space. <br />5. Preparation of a records control schedule of all inactive <br /> records. <br />6. A follow up visit to monitor program effectiveness 6 - 9 <br /> months after completion of the project. <br /> <br />Supplies Required <br /> <br />Records Storage Boxes - 500 units <br /> <br />These standard "Tote Boxes" are used throughout the records <br />management profession as the least expensive, most efficient <br />and convenient containers for inactive records. <br /> <br />Estimated cost for 500 tote boxes @$1.25 each: $625 + shipping <br /> <br />Estimated cost for stationery supplies: $350 <br /> <br />Duration <br /> <br />It is estimated that the project will be completed in approx- <br />imately 6 - 8 weeks. <br /> <br />Professional Fee <br /> <br />The entire project will be under direct supervision by a <br />principal consultant of RSA at a cost of $8,100. <br /> <br />Professional fees are firm fora period of 6 months from <br />the date of this proposal. <br /> <br /> <br />