DATE: March 05, 2024
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Pacific Storage Company
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Pacific Storage Company for confidential document shredding and media destruction services, effective March 12, 2024, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $765,376.
REPORT
There is no additional Net County Cost associated with the recommended action, which will authorize the County to contract with Pacific Storage Company for confidential document shredding and media destruction services. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, County departments will not have a cost-effective method to destroy confidential documents and media. Your Board may alternatively choose to award the agreement to the less cost-effective secondary option.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Cost associated with the recommended agreement will not exceed $765,376 for the total possible five-year term and are recovered through charges to user departments. Sufficient appropriations and estimated revenues are included in the Information Technology Org 8905 FY 2023-24 Adopted budget and will be included in future budget requests.
DISCUSSION:
On November 29, 2023, the County of Fresno on behalf of the Internal Services Department issued Request for Quotation (RFQ) No. 24-026 for confidential document shredding and information media destruction services. The response period closed on December 22, 2024, and two (2) vendors responded: Pacific Storage Company and Iron Mountain. Both responses were reviewed for completeness and compliance with the RFQ specifications and Pacific Storage Company was selected for award as the lowest compliant bidder, offering the overall lowest cost for confidential shredding and media destruction.
Departments wishing to use services under the recommended agreement for the destruction of confidential documents and media, shall follow the County’s approved document retention schedules, Administrative Policy 6 regarding records management, and all applicable federal, state, and local record retention and destruction requirements.
Approval of the recommended action will allow Pacific Storage Company to provide confidential document shredding and media destruction services to the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Pacific Storage Company
CAO ANALYST:
Ahla Yang