The Clerk-Recorder contracts with Pacific Storage Company to provide secure climate-controlled facilities to accommodate the department's thirteen 2500 lbs. fireproof safes containing microfilm records. Pacific Storage Company stores department records in state of the art facilities, utilizes online inventory systems, and provides responsive customer service. The department selected Pacific Records Storage as the best available option for these services through its established track record. The pricing schedule remains unchanged since the original 2018 agreement.  
  
The original 2018 agreement (contract #48008) with Pacific Storage Company was extended to terminate on June 4, 2024, however that agreement eventually reached its payment limit and could not be amended further due to a clerical error with the contractor's identifying details. Another agreement was executed effective October 1, 2022 (contract #4973000), however this agreement created a lapse in contractual protections for the County from June 4 through September 30, 2022 pending the prior agreement's cancelation. This prompted the proposed new agreement, backdated to June 4, 2022, to correct the previous oversight and maintain continual contractual protections for the County's stored records. The contract has been approved as to legal form. It differs from the County's standard form in that it limits the contractor's liability to capped rates for losses that result from contractor's negligence and does not require the contractor to provide legal defense for the County.

Should the Board not authorize the recommended action, the Department would need to attempt to identify another local and trustworthy provider for climate controlled storage. Costs and liability associated with relocating stored microfilm to a new vendor could be substantial. There would also be the potential for higher rates charged for services, and/or lower quality of services rendered.