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File #: 20-818    Version: 1 Name:
Type: Resolution Status: Passed
File created: 9/11/2020 Departments: HUMAN RESOURCES
On agenda: 10/20/2020 Final action: 10/20/2020
Title: Adopt a resolution: A) Authorizing the execution of an agreement with Corodata Records Management, Inc. to provide document storage and destruction services for the term of October 6, 2020 through October 5, 2025, in an amount not to exceed $900,000; and B) Waiving the Request for Proposal (RFP) process; and C) Exempting the agreement from the Living Wage Ordinance.
Attachments: 1. 20201020_r_Agreement with Corodata.pdf, 2. 20201020_a_Agreement with Corodata.docx.pdf
Special Notice / Hearing: None__
Vote Required: Majority

To: Honorable Board of Supervisors
From: Rocio Kiryczun, Human Resources Director
Scott Johnson, Deputy Director, Human Resources
Subject: Agreement with Corodata for Offsite Document Management Services

RECOMMENDATION:
title
Adopt a resolution:

A) Authorizing the execution of an agreement with Corodata Records Management, Inc. to provide document storage and destruction services for the term of October 6, 2020 through October 5, 2025, in an amount not to exceed $900,000; and

B) Waiving the Request for Proposal (RFP) process; and

C) Exempting the agreement from the Living Wage Ordinance.

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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.

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, and 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 ...

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