Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Jas Sandhar, Director of Procurement
Subject: Agreement with Corodata for Offsite Document Storage Services
RECOMMENDATION:
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Adopt a resolution:
A) Approving and authorizing the Board President to execute an agreement with Corodata Records Management, Inc. to provide document storage and destruction services, for the term of June 2, 2026 through June 1, 2029, with the option to extend the Agreement for two additional one-year terms, in an amount not to exceed $900,000; and
B) Authorizing the County Executive, or designee, to execute contract amendments that modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
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BACKGROUND:
The County has many document storage and destruction needs given both the large number of documents created by County departments and the requirements of the County’s document retention schedules for each department. Such services have been provided by Corodata since 2008. At that time, the County had transitioned the physical storage of paper documents from an internal, County-based Central Records Center to Corodata. In 2008, the County had just over 27,000 file boxes in storage; today that number is over 65,000.
On September 5, 2025, the Procurement Department publicly posted a Request for Proposals (RFP) No. 2026-RFP-1633 for an Offsite Document Storage Service provider, undertaking a competitive solicitation to identify a contractor providing document storage service for use by staff in the County.
The RFP closed on October 8, 2025. Two proposals were received and were reviewed and scored by an evaluation panel.
As a result of the evaluation process, Corodata Records Management, Inc. was selected.
DISCUSSION:
Document storage, by its nature, is a long-term service that the County requires in order to fulfill its records retention obligations. Changing vendors frequently can result in incurring unnecessary fees to transport stored documents between vendors. The County benefits from having a consistent document storage vendor over time.
Corodata is a Statement on Standards for Attestation Engagements no. 16 (SSAE 16) certified service provider that complies with Health Insurance Portability and Accountability Act (HIPAA) standards for handling confidential personal health information.
Corodata has continued to offer high quality services at competitive prices. The relocation of County documents currently in storage to a new vendor’s facility would result in over $200,000 in service costs and would result in significant disruption to departments countywide. Logistically, the transfer of 65,000 file boxes from one storage facility to another would take longer than 14 months to complete.
By continuing with Corodata, the County will prevent disruption of service, receive six months of free storage, and receive a reduced rate of $0.155 per 30 days for the remainder of the contract term.
The County Executive’s Office requests that the Board authorize the County Executive, or designee to execute contract amendments that modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
The County’s Procurement Director has approved a five-year term for this agreement.
The County Attorney’s Office has reviewed and approved the resolution and agreement as to form.
PERFORMANCE MEASURE:
Example Activity Summary 1/1/2025 through 3/31/2025:
|
Carton Activity |
Total Cartons |
Cartons Added |
Cartons Delivered |
Cartons Refilled |
Cartons Removed |
|
San Mateo Office |
58,000 |
880 |
141 |
45 |
78 |
|
Delivery Types |
2 Hour rush |
4 Hour rush |
Next Day |
|
|
|
San Mateo Office |
0 |
1 |
45 |
|
|
Some Common Activity and Measurement Metrics:
§ YTD Spend per Office, Department or User
§ YTD Spend vs Past YTD Spend by Department, Office, or User
§ Carton or Cubic Foot Increase/Decrease
§ Trips per Month per Client, Department or User
§ Delivery by Type - Rush vs. Next Day
o “Rush” requests…cost more than twice as much as preplanned deliveries.
§ Number of Days with Multiple Work Orders (Wasted Trip Charges)
§ Number of Pick Up Only Trips (Wastes Our Round-Trip Feature)
§ Inventory Discrepancy vs Standards (Missing Required Fields)
§ Omitted Required Fields in Database, especially a Destroy Date
§ Boxes in “Out Status”. They should be returned or Permed Out to stop storage charges.
§ Cartons past their proposed destruction date.
§ On-time or missed pickups or deliveries
FISCAL IMPACT:
The initial term of this Agreement is from June 2, 2026 through June 1, 2029, with the option to extend the term for up two years, for an amount not to exceed $900,000. Funds are included in departmental budgets for the current fiscal year and will be included in future year’s budget requests. The savings from remaining with Corodata is estimated to be $91,200 over the life of the contract.