Agenda

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C. 62

To:	Board of Supervisors
From:	Joe Valentine, Employment & Human Services Director
Date:	December 13, 2011

Contra

Costa

County

Subject:

Contract with Metropolitan Van & Storage for Records and Furniture Storage

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 12/13/2011

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Earl Maciel 3-1648

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: December 13, 2011
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 $300,000 to provide archival records storage and office furniture and equipment storage for the period February 1, 2012 through January 31, 2013.

FISCAL IMPACT:

$300,000: 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 files the the EHSD. Contractor also provide storage space for office furniture and equipment.

In 2009 EHSD issued a Request for Proposal (RFP) for archival records and furniture storage. At that time, 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 carton (approximately $600,000), stocking fees of new contract, and charges of new contractor to enter inventory into 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:

The Employment and Human Services Department will be unable to store department records and equipment off site and will incur a tremendous expense to bring items in-house.

CHILDREN'S IMPACT STATEMENT:

None