Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Robert Foucrault, Coroner
Subject: Scanning and Digital File Management Services Agreement with Ripcord, Inc.
RECOMMENDATION:
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Adopt a resolution authorizing and directing the President of the Board of Supervisors to execute an agreement with Ripcord, Inc. for the provision of scanning and digital file management services in an amount not to exceed $350,000 for the term of September 1, 2026 through August 31, 2031.
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BACKGROUND:
The Coroner’s Office is required by statute to investigate and determine the cause and manner of death in all violent, sudden, or unusual deaths in San Mateo County. In the process, physical files and records are maintained and stored in different locations and at an offsite storage facility.
The Coroner’s Office is contracting with Ripcord, Inc. to provide document digitization services by converting physical files into accessible, searchable digital assets aligned with County retention policies. By delivering structured data back to the Coroner’s Office as a service, Ripcord will significantly improve operational efficiency and document retrieval.
DISCUSSION:
On September 5, 2025, San Mateo County’s Procurement Department released a Request for Proposal (RFP) for a Scanning and Digital File Management Services, which services aim to promote efficient document management, improve accessibility, and protect the documents utilizing a cloud management system. The scope of work in the RFP included scanning services and digital file management services in a secure cloud storage system with easy document retrieval by countywide staff.
Ripcord, Inc. was selected pursuant to the RFP.
As a result, staff recommends that the Board approve an agreement with Ripcord, Inc. for the provision of a scanning and digital file management services in an amount not to exceed $350,000 for a term of September 1, 2026 through August 31, 2031 (“Agreement”).
The County Attorney has reviewed and approved as to form the resolution and Agreement.
PERFORMANCE MEASURE:
|
Measure |
Image Count |
|
Non-Homicide Images |
187,815 |
|
Homicide Images |
747,000 |
|
Photo Digitization |
800,000 |
COMMUNITY IMPACT:
Approval of the Agreement with Ripcord, Inc. to provide digitized searchable case files of the Coroner’s Office will help to improve operational efficiency, accessibility, and responsiveness for the benefit of all community members served by the Coroner’s Office.
FISCAL IMPACT:
The Agreement with Ripcord, Inc. has a maximum obligation of $350,000 through August 31, 2031, the cost of which will be included in the FY2026-27, FY2027-28 and FY2028-29 budgets.