HomeMy WebLinkAboutMINUTES - 06032014 - C.149RECOMMENDATION(S):
APPROVE and AUTHORIZE the County Clerk-Recorder, or designee, to execute a contract with Pacific Storage
Company in an amount not to exceed $90,000 to provide archival records storage, with modification to the standard
indemnification provision, for the period June 5, 2014 through June 4, 2016 with an option to extend the term for one
additional two-year term.
FISCAL IMPACT:
The contract is 100% funded by dedicated Recorder Modernization funds. There is no General Fund impact.
BACKGROUND:
The County Clerk-Recorder is required to archive vital records and recorded documents onto microfilm and store the
film in a separate facility that meets temperature and humidity controlled environmental standards, in accordance with
American National Standards Institute (ANSI) or the Association for Information and Image Management (AIIM).
Pacific Storage Company will replace the department's current storage facility that can no longer provide adequate
environmental conditions for the County's records. The contract contains a modification to the County's standard
indemnity provision that deletes the County's option to request the contractor defend any suits at its sole cost and
expense, regardless of concurrent negligence or willful misconduct by the County. County Risk Management has
deemed the modification for this contract acceptable.
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD
COMMITTEE
Action of Board On: 06/03/2014 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYES 5 NOES ____
ABSENT ____ ABSTAIN ____
RECUSE ____
Contact: (925) 335-7919
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of
the Board of Supervisors on the date shown.
ATTESTED: June 3, 2014
David J. Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C.149
To:Board of Supervisors
From:Joseph E. Canciamilla, Clerk-Recorder
Date:June 3, 2014
Contra
Costa
County
Subject:Contract for Vital Records and Recorded Document Storage
CONSEQUENCE OF NEGATIVE ACTION:
Failure to relocate the records to an adequate archival facility will mean that County records will be subject to
increased risk of damage or film deterioration.
CHILDREN'S IMPACT STATEMENT:
None.