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<br />1.10 Project Document Assembly <br /> <br />The consultant shall assemble the work product for proper filing and closing if requested by the City <br />in compliance with Section 20 of the Contract for a lump sum fee of$6,000. <br /> <br />Task 2 <br /> <br />Project and Administrative Record <br /> <br />2.1 Project Record Initiation <br /> <br />The ECT shall prepare a draft Document and Administrative Record Management Plan. The draft <br />Plan shall be provided to the City and ERMT for review. The ECT shall prepare the final Document <br />and Administrative Record Management Plan for distribution to the City, ERMT, and appropriate <br />members of the ECT. <br /> <br />The ECT shall create the Project Record/Administrative Record database. The database shall include: <br />mailing lists, correspondence, technical reports, published documents, references, maps, computer <br />runs, and other supporting documentation not covered by copyright laws, necessary for the legal <br />record. The database shall be recorded in chronological order with a sequential number assigned to <br />each document, the date of the document, the originator of the document, the recipient of the <br />document, the subject of the document, the type of document, and inclusive pages of the document. <br />The documents referenced in the database shall be maintained as both electronic and hard copies. <br />Three hard copy libraries shall be maintained, one for the City, one for the Federal lead agency, and <br />one for the ECT. <br /> <br />The ECT shall coordinate with the City and ERMT in identifying and collecting documents <br />appropriate for inclusion in the Project Record. Upon receipt of the documents, the ECT shall enter <br />the documents in the database. <br /> <br />2.2 Program Portal <br /> <br />The ECT shall establish maintain files on the web portal for the internal use of the ERMT and ECT. <br />The portal includes folders for document storage, calendar, and address book. <br /> <br />2.3 Project Record Maintenance <br /> <br />The ECT shall maintain the Project Record on a daily basis throughout the project. Documents <br />appropriate for the Administrative Record shall be identified and coded in the database. The database <br />shall include: mailing lists, correspondence, technical reports, published documents, references, maps, <br />computer runs, and other supporting documentation not covered by copyright laws, necessary for the <br />legal record. The database shall be recorded in chronological order with a sequential number <br />assigned to each document, the date of the document, the originator of the document, the recipient of <br />the document, the subject of the document, the type of document, and inclusive pages of the <br />document. The documents referenced in the database shall be maintained as both electronic and hard <br />copies. Three hard copy libraries shall be maintained, one for the City, one for the Federal lead <br />agency, and one for the ECT. Administrative Record training sessions will occur to ensure that <br />project documents are correctly identified, categorized, named, and filed. Training will be held for <br />staff, City personnel, and agency personnel the City wishes to include. <br /> <br />Saltworks Environmental Program Task Order No. GQ..t. 002 <br /> <br />Page 5 <br />