COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

DATE:

June 11, 2007

BOARD MEETING DATE:

June 26, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Waiver of the RFP Process and Agreement with Iron Mountain, Inc. for off-site data protection and storage services, from July 1, 2007 through June 30, 2012, in an amount not to exceed $250,000

RECOMMENDATION:

Adopt a resolution:

(1)

waiving the Request for Proposal process;

(2)

authorizing the execution of an agreement with Iron Mountain, Inc. for off-site data protection and storage services, for the term of July 1, 2007 through June 30, 2012, in an amount not to exceed $250,000; and

(3)

authorizing the Assessor-County Clerk-Recorder or his designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This agreement will allow the Department to meets its statutory duty to preserve and secure its historical microfilm archive of official property transaction records.

Performance Measure(s):

Measure

FY 2006-07
Actual

FY 2007-08
Target

Number of containers delivered and securely stored each month

12

12

Number of “Critical Special” deliveries each month

1

1

BACKGROUND:

The County Recorder produces a microfilm copy of all real estate transaction records on microfilm for purposes of historical preservation. The original microfilm is stored off-site, in a secure, archival quality, facility outside of the Bay Area. A copy of the microfilm is used in-house by public customers for research purposes.

Since early 1990, Iron Mountain has performed well for this Department, transporting, storing, and securing the film archive containers. It serves other Departments as well.

To monitor performance, our staff periodically inspect the Iron Mountain facility and the microfilm archive, to confirm adequate protection against fire, theft, and other risks.

DISCUSSION:

This five-year agreement represents a comprehensive plan for the continued protection and preservation of the Department’s historical microfilm. Benefits will extend to the public for generations to come.

We believe that a waiver of the Request for Proposal process is appropriate as it will best serve the County’s interests in mitigating the risks and costs associated with a discontinuity of service and relocation of the archive materials.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

This agreement has been reviewed and approved by County Counsel. The County Manager has waived the three-year contract term limit. Risk Management has approved the contractor’s insurance.

FISCAL IMPACT:

There is no increase in per-year cost or per-container cost. Under the current contract, set to expire June 30, 2007, we incurred invoices totaling an unanticipated $20,000 during January-June 2007, due to an unforeseen one-time spike in archive materials. The cost of those invoices has been assumed under this new agreement, without late payment penalty. There will be no Net County Cost. Budgeted funds from the Recorder’s Micrographics Trust Fund Account will fully offset all costs.