To: Board of Supervisors
From: Kristin Connelly, Clerk-Recorder
Report Title: Contract Extension for Microfilm Storage
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Clerk-Recorder, or designee, to execute a contract amendment with Pacific Storage Company, Inc., to extend the term from June 4, 2024 through June 4, 2026, and increase the payment limit of the agreement by $10,000 to a new payment limit of $100,000 for the climate controlled and secure storage of the Department’s microfilm records.
FISCAL IMPACT:
There is no fiscal impact to the County General Fund. This agreement is funded by the dedicated Recorder Modernization Trust Fund (2451).
BACKGROUND:
The Clerk-Recorder contracts with Pacific Storage Company, Inc., to store thirteen 2500 lbs. fireproof sages containing microfilm records in a secure, climate-controlled facility. The agreement also provides access to the contractor’s remotely accessible online inventory management system. Pacific Storage Company, Inc., was originally selected by the Department for its established track record and has continually provided responsive and timely customer service.
This agreement has a modified indemnity clause, limits the contractor’s liability for losses that result from contractor’s negligence, and does not require the contractor to provide legal defense for the County.
CONSEQUENCE OF NEGATIVE ACTION:
The Department would need to identify another vendor to provide climate-controlled secure storage, costs and liability associated with relocating the stored microfilm to a new contractor could be substantial and include the risk of lower-quality service or high rates charged.