REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 26, 2023
FROM
PETE MENDOZA, Interim Director, Purchasing Department
SUBJECT
Title
Amendment to Contract with Vital Records Control, Inc. for Offsite Record/Data Storage and Retrieval Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 11 to Contract No. 12-677 with Vital Records Control, Inc. for offsite record/data storage and retrieval services, for an average annual cost of $536,000, extending the contract term by 18 months, for a total contract term of September 15, 2015, through March 14, 2025.
(Presenter: Pete Mendoza, Interim Director, 387-2073)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The impact on each department's budget is based upon the need for services. Departments that require record/data storage and retrieval services are responsible for ensuring there is adequate funding in the respective budgets for the level of requested services. The annual spend for this contract is $536,000 based on the average of the last three years.
BACKGROUND INFORMATION
The Purchasing Department (Purchasing) maintains a Countywide contract with Vital Records Control, Inc. (Vital Records) for offsite record/data storage and retrieval services, which will expire on September 14, 2023. Approval of Amendment No. 11 will extend the contract with Vital Records for offsite record/data storage and retrieval services, by 18 months, for a total contract period September 15, 2015, through March 14, 2024. Purchasing is currently negotiating a contract with the vendor recommended for award for this service. It is anticipated that a new contract will be executed by December 2024. Once a contract...
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