To: Board of Supervisors
From: Karen Caoile, Director of Risk Management
Report Title: Purchase Order with Caltronics
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Director of Risk Management, to execute a purchase order amendment with Caltronics to increase the payment limit by $17,965 to a new payment limit of $35,930 to provide secure cloud faxing and extend the term through March 31, 2026.
FISCAL IMPACT:
Costs are included in the Department’s FY24-25 and FY25-26 budget.
BACKGROUND:
The Risk Management Department utilizes Caltronics’ Core Fax and XM SendSecure cloud faxing system allowing the Department to receive a high volume of electronic faxes. The vendor’s General Terms and Conditions of the purchase order include both a limitation of liability and an indemnification provision approved by County Counsel. The current purchase order with Caltronics is for $17,965 and expires April 17, 2025. The extension will be valid through March 31, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
The Risk Management Department receives a high volume of faxes daily from multiple sources and will not be able to meet its responsibilities regarding Workers’ Compensation and Liability claims, and Safety and Equal Employment Opportunity reports/investigations.