Agenda

Return

C. 26

To:	Board of Supervisors
From:	Kathy Gallagher, Employment & Human Services Director
Date:	January 12, 2016

Contra

Costa

County

Subject:

Contract with Metropolitan Van and Storage

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 01/12/2016

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Vickie Kaplan, 3-1514

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: January 12, 2016
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Employment and Human Services Director, or designee, to execute a contract with Metropolitan Van and Storage, Inc., in an amount not to exceed $750,000 to provide archival records storage and office furniture and equipment storage for a two year period from February 1, 2016 through January 31, 2018.

FISCAL IMPACT:

$750,000: Administrative Overhead (10% County; 45% State; 45% Federal).

BACKGROUND:

Contractor has been providing archival records storage and furniture storage services to the Employment and Human Services Department (EHSD) for a number of years. Contractor stores, retrieves, and maintains EHSD files. Contractor also provides storage space for office furniture and equipment. Contractor continues to provide services in an acceptable manner.

BACKGROUND: (CONT'D)

In 2009, EHSD issued a Request for Proposal (RFP) for archival records and furniture storage. At that time, the Contractor stored over 200,000 cartons of stored media (800,000 individual files). The department discovered, as a result of this RFP, that the cost to move files and furniture to another facility would be cost prohibitive including such costs as a fee of $3.00 per box to pull cartons (approximately $600,000), stocking fees of new contract, and charges of new contractor to enter inventory into a computer system. EHSD determined that for the immediate future, it will be more cost effective to continue with the current contractor.

CONSEQUENCE OF NEGATIVE ACTION:

EHSD will be unable to maintain archival records.

CHILDREN'S IMPACT STATEMENT:

None.