REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 23, 2025
FROM
SHARON NEVINS, Director, Department of Aging and Adult Services
SUBJECT
Title
Amendment to Contract with VRC Companies, LLC DBA Vital Records Control for Digitizing In-Home Supportive Services Case Files
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Contract No. 24-961 with VRC Companies, LLC DBA Vital Records Control, to continue digitization of In-Home Supportive Services case files, with no change in contract amount of $1,100,000, extending the contract term through the end of the fiscal year, for a total contract period of October 8, 2024 through June 30, 2026.
(Presenter: Sharon Nevins, Director, 891-3917)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The contract amount of $1,100,000 is funded 50% Federal ($550,000) and 50% State ($550,000). Adequate appropriation and revenue have been included in the Human Services Administrative Claim 2025-26 budget.
BACKGROUND INFORMATION
The Department of Aging and Adult Services (DAAS) has been working toward becoming paperless since 2021. To work toward achieving the goal of paperless files, DAAS must ensure compliance with the protection of personal information and data of all In-Home Supportive Services (IHSS) recipients, including securing the confidentiality of any data related to the IHSS program, in accordance with State and Federal guidelines.
Pursuant to All County Letter 20-02, DAAS was required to inform the California Department of Social Services (CDSS) of the implementation of new systems, applications, and/or ancillary tools that would interface directly with data from the Case Management, Informa...
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