To: Board of Supervisors
From: Kristin Connelly, Clerk-Recorder
Report Title: Contract Amendment with Pacific Storage Company, Inc. 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 increase the payment limit by $70,000 to a new payment limit of $170,000, and extend the term through June 30, 2027, for the climate-controlled and secured 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. for off-site climate-controlled storage of approximately 20,000 rolls of microfilm. These include all 1st generation archival masters of Official Records dating from 1850 to the present. 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.
The original contract began in June 2018, and the current contract is valid through June 4, 2026, with a payment limit of $100,000. This contract is being procured with a sole source justification.
CONSEQUENCE OF NEGATIVE ACTION:
The Department would need to identify another vendor to provide climate-controlled secured 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.