REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
August 20, 2019
FROM
JASON ANDERSON, District Attorney
SUBJECT
Title
Amendment to Contract with Docu-Trust for Document Storage Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1, to Contract No. 16-632 with Laguna Vault, LLC (dba Docu-Trust) to provide records storage services increasing the contract by $156,000, from $234,000 to an amount not to exceed $390,000 and exercise both one-year options to extend from September 1, 2016 to August 31, 2021.
(Presenter: Michael Fermin, Assistant District Attorney, 382-3662)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
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 total amended contract cost will not exceed $390,000 over the five-year term. Appropriation for document storage services is included in the District Attorney's (Department) 2019-20 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Department currently stores approximately 15,000 boxes of sensitive and confidential case files with Laguna Vault, LLC (Docu-Trust) at a local storage facility. Some of these files must be stored indefinitely. The Department has six office locations and each office is responsible for coordinating their location's requests to store and retrieve boxes. Due to the number and sensitive nature of the files, the Department must ensure files are indexed, stored, retrieved, and refiled accurately. Docu-Trust has been providing these file storage services for the Department since 2011.
On June 14, 2016 (Item No. 58), the Board of Supervisors (Board) authorized the Purchasing Agent to issue a purchase order to Docu-Trust in the amount of $75,000 to provide file storage services for the period of Sep...
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