To: Board of Supervisors
From: Dr. Grant Colfax, Health Services Director
Report Title: Contract #26-539-8 with Record Xpress of California, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute, on behalf of the County Contract #26-539-8 with Record Xpress of California, LLC, a limited liability company, in an amount not to exceed $350,000, to provide off-site storage, retrieval, destruction and management of documents and records for Contra Costa Regional Medical Center (CCRMC), Contra Costa Health Centers and other County-designated Health Services Department Divisions, for the period July 1, 2026 through June 30, 2027.
FISCAL IMPACT:
Approval of this Contract will result in contractual service expenditures of up to $350,000 and will be funded 100% by Hospital Enterprise Fund I revenues.
BACKGROUND:
Contra Costa County Health Services Department requires document storage and management services for patient medical records and other Department documents. Contractor provides 24 hours per day/7 days per week pick-up and retrieval services, management of the process of storage, retrieval, and re-file of all hard-copy and radiological records, as well as secured destruction of records held in storage. Record Xpress of California, LLC has been providing services to the County since August 2005.
This Contract is entered into under and subject to the following legal authorities: California Government Code §§ 26227 and 31000. This Contract was approved by Health Services Personnel to ensure there is no conflict with labor relations. CCRMC’s Quality Management, Utilization Management and Contract Monitor Staff meet on a regular basis to ensure monitoring and performance measures in the Contract are upheld. This Contractor was approved by the Public Works Department’s Purchasing Division on April 22, 2026.
On May 23, 2023, the Board of Supervisors approved Contract #26-539-7 with Record Xpress of California, LLC, in an amount not to exceed $950,000, for the provision of off-site storage, retrieval, destruction and document management services for CCRMC, Contra Costa Health Centers and other County-designated Health Services Department Divisions, for the period July 1, 2023 through June 30, 2026.
Approval of Contract #26-539-8 will allow the Contractor to continue providing document storage and management services through June 30, 2027. This Contract includes a mutual indemnification provision, which requires the County to indemnify and hold harmless the Contractor from any loss or damage to the County’s own property or records stored in Contractor’s facility caused by the County’s own negligence in preparing or disclosing its records to be held for secured destruction. The Contract also includes a limitation of liability provision which limits the Contractor’s liability to $10,000,000 for the unauthorized use or disclosure of confidential information.
CONSEQUENCE OF NEGATIVE ACTION:
If this Contract is not approved, County’s Health Services Department will not have access to document storage and retrieval services, including for patient records.