Agenda

Return

C. 33

To:	Board of Supervisors
From:	Anna Roth, Health Services Director
Date:	May 23, 2023

Contra

Costa

County

Subject:

Contract #26-539-7 with Record Xpress of California, LLC

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/23/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Jaspreet Benepal, 925-370-5501
cc:	L Walker M Wilhelm

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: May 23, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Health Services Director, or designee, to execute, on behalf of the County Contract #26-539-7 with Record Xpress of California, LLC, a limited liability company, including mutual indemnification, in an amount not to exceed $950,000, to provide off-site storage, retrieval, destruction and management of documents and records for Contra Costa Regional Medical Center (CCRMC) and other designated Health Services Department divisions, for the period July 1, 2023 through June 30, 2026.

FISCAL IMPACT:

This contract will result in contractual service expenditures of up to $950,000 and will be funded 100% by Hospital Enterprise Fund I revenues. This contract includes a rate increase.

BACKGROUND:

Contra Costa County Health Services Department requires document storage and management services for patient medical records and other Department documents. This contractor provides 24 hours per day/7 days per week pick-up and retrieval services, management of the process of storage, retrieval, and re-file of all hard-copy and radiological records, as well as secured destruction of records held in storage. A Request for Proposal (RFP) was conducted in 2018 and Record Xpress of California, LLC was selected for their location and pricing. Record Xpress of California, LLC location and pricing continue to be the best option for the Department, and transitioning to another vendor would require significant costs to move stored files. The Department has therefore justified the need to continue with this vendor as a single source for these particular Departmental storage services.

On June 16, 2020, the Board of Supervisors approved Contract #26-539-6 with Record Xpress of California, LLC, in an amount not to exceed $900,000, for the provision of off-site storage, retrieval, destruction and document management for services for CCRMC and other Health Services divisions, for the period from July 1, 2020 through June 30, 2023.

Approval of Contract #26-539-7 will allow this contractor to continue providing document storage and management services through June 30, 2026. This contract includes mutual indemnification language.

CONSEQUENCE OF NEGATIVE ACTION:

If this contract is not approved, the County’s Health Services Department will not have access to this contractor's document storage and retrieval services, including patient records.