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 sel...
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