REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 23, 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
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 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 add additional contractor responsibilities and revise Schedule A fixed rates, increasing the total agreement amount by $15,800,000, from an original agreement amount of not to exceed $4,200,000 to a new not to exceed amount of $20,000,000, with no change to the contract term of October 22, 2024 through October 21, 2031, with three one-year options to extend.
(Presenter: Stephenie Shea, Acting Director, 387-4811)
Body
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 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. Spending over the past year for digitization services amounted to $298,813, however, it is anticipated that digitization services will be the largest service in dollar volume provided under the Three Party Agreement No. 24-1004 (Agreement) with Corodata and Konica Minolta Business Solutions USA, Inc. (Konica). Several departments are focusing on digitization and engaging with Konica for larger projects in the near future. Based on these engagements to date, Konica expects the estimated project costs for digitization for the following departments:
|
Department |
Approximate Project Cost |
|
Land Use Services |
$2,000,000 |
|
Probation Department |
$2,000,000 |
|
Department Behavioral Health |
$1,200,000 |
|
Public Defender |
$1,500,000 |
|
Arrowhead Regional Medical Center |
$10,500,000 |
|
Department of Child Support Services |
$16,000 |
|
San Bernardino County Fire Protection District |
$40,000 |
The actual expenditures will be based on actual services provided. Additional reporting and observation are needed over the course of the Agreement to accurately predict an annual spend in future years.
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 the Agreement to provide document storage, retrieval, and digitization services, 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.
Following implementation of the Agreement, the Purchasing Department identified several terms in the Agreement requiring updates to better protect the County and support ongoing operational needs such as avoidance of permanent withdrawal fees and establishing more secure language regarding hosting and data-handling.
Approval of the recommended Amendment will revise 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, an issue that has historically resulted in significant transition costs for County departments. The Amendment also establishes a minimum transfer requirement to maintain continuity of operations during vendor transitions and update hosting and data-handling language to ensure stronger safeguards for County records.
The Amendment will also update the fixed rates listed in Schedule A. Due to the higher-than-anticipated volume of carton X-ray requests, the vendor is unable to continue honoring the lower rate initially proposed. A rate adjustment of $0.04 is necessary to ensure continued access to this specialized service at the volume required by County departments while the County continues to transfer documents from the previous vendor, Vital Records, Inc, over the next few years.
Finally, demand for digitization services has exceeded early projections as County departments work to reduce physical storage and transition to digital recordkeeping. Large-scale digitization projects often require high-value quotes depending on document volume and special handling needs. Maintaining the current annual cap would restrict County departments from undertaking these needed digital conversion projects. Overall costs are expected to decrease over time as physical storage needs decline, and fewer large-scale imports are needed. To date, these services have been utilized by the Department of Public Works including the Flood Control District, Probation, Library, and Real Estate Services Department.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Adam Ebright, Deputy County Counsel, 387-4229) on June 5, 2026; Department of Risk Management (Stephanie Pacheco, Staff Analyst II, 386-9039) on June 3, 2026; Arrowhead Regional Medical Center (Andrew Goldfrach, Chief Executive Officer, 580-6150) on June 3, 2026; Land Use Services Department (Thomas Bustamonte, Assistant Director, 387-5365) on June 2, 2026; and County Finance and Administration (Erika Rodarte, Administrative Analyst III, 387-4919) on June 2, 2026.