REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  December  12, 2017
CATEGORY:  Consent - General Government-2.

SUBJECT:

Agreement with DataSafe, Inc.

Supervisorial District No. :  All

DEPARTMENT CONTACT:  David Baker, Deputy Assessor-Recorder (530) 225-3600

STAFF REPORT APPROVED BY:  Leslie Morgan, Assessor-Recorder

RECOMMENDATION

Take the following actions regarding an evergreen retroactive agreement with DataSafe, Inc., effective November 15, 2017, for no maximum compensation, to provide records handling and storage: (1) Approve and authorize the Chairman to sign the Records Management Service Agreement with minimum monthly payments of $535; and (2) approve and authorize the Assessor-Recorder to sign: (a) the Authorized Subscriber List; (b) any modifications to the Authorized Subscriber List; and (c) any amendments to the Records Management Service Agreement, including retroactive, which do not cause an increase in the annual amount payable by more than $10,000, and that otherwise comply with Administrative Policy 6-101, Shasta County Contracts Manual.

SUMMARY

N/A

DISCUSSION

This is a new agreement for records management and file storage service provided by DataSafe, Inc. to Shasta County Recorder. The Recorder has approximately 115 boxes stored at the current provider’s location in Sacramento. These boxes will be transferred to DataSafe, Inc.’s location at commencement of the agreement. The initial term of the agreement is three years, then the agreement continues year-to-year until terminated. This new provider will allow the department to save in excess of $3,300 annually.  The agreement is retroactive due to the time necessary to negotiate the terms.  The first month of charges to County will not begin until Datasafe is actually storing items for County.

ALTERNATIVES

The Board may choose not to approve this agreement and direct Recorder to seek other options for these services.

OTHER AGENCY INVOLVEMENT

County Counsel has approved the agreement as to form and Risk Management has approved the agreement. This recommendation has been reviewed by the County Administrative Office.

FINANCING

Funding for this agreement is included in the FY 2017-18 Adopted Budget. There is a positive impact to the General Fund associated with this recommendation as the overall costs are lower than for the previous provider.