REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 20, 2026
FROM
STEPHENIE SHEA, Acting Director, Purchasing Department
SUBJECT
Title
Amendment to Three Party Agreement with Corodata Records Management, Inc. and Konica Minolta Business Solutions USA, Inc. for Document Storage, Retrieval, and Digitization Services
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RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Three Party Agreement No. 24-1004 with Corodata Records Management, Inc. and Konica Minolta Business Solutions USA, Inc., for document storage, retrieval and digitization services, to revise minor contract terms, with no change to the not-to-exceed value of $20,000,000 or the term of October 22, 2024 through October 21, 2031.
(Presenter: Stephenie Shea, Acting Director, 387-4811)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Foster Sustainable Development Through Strategic Partnerships.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost).
Departments that require record and data storage, retrieval, and digitization services are
responsible for ensuring adequate funding in their respective budgets.
BACKGROUND INFORMATION
On October 22, 2024 (Item No. 43), as the result of Request for Proposals No. AGENCY22-
PURC-4633, the Board of Supervisors approved Agreement No. 24-1004 with Corodata Records Management, Inc. and Konica Minolta Business Solutions USA, Inc., to provide document storage, retrieval, and digitization services for an amount not-to-exceed $600,000 annually, for a total amount not-to-exceed $4,200,000 for the term of October 22, 2024 through October 21, 2031, with three one-year options to extend.
On June 23, 2026 (Item No. 129), the Board of Supervisors approved Amendment No. 1 of the contract, which revised contractor responsibilities to ensure the County is not subject to permanent withdrawal fees in the event a different vendor is selected during a future solicitation, established a minimum transfer requirement to maintain continuity of operations during vendor transitions, updated hosting and data handling language to ensure stronger safeguards for County records, updated the fixed rates, and removed the annual spend cap. Amendment No. 1 increased the total agreement amount by $15,800,000, from an original agreement amount of $4,200,000, to a new not-to-exceed amount of $20,000,000 with no change to the contract term. This increased amount of the Agreement reflected the higher fixed rates and estimated usage for digitization services, which is anticipated to comprise the largest service in dollar volume for the Agreement.
Approval of Amendment No. 2 will revise language in Section C, GENERAL CONTRACT REQUIREMENTS, clause C.12 to replace “Interim Purchasing Director Pete Mendoza” with “The Purchasing Director”. This revision will ensure the accuracy of the contract and direct readers to the correct County representative.
This approval will also revise the language in Section J, NOTICES, to remove “Pete Mendoza, Interim Purchasing Director” from the County’s address.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on September 4, 2026; and County Finance and Administration (Erika Rodarte, Administrative Analyst III, 387-4919) on September 21, 2026.