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SOCIAL SERVICES
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Requested Action(s)
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a) AGREEMENT - Request approval and authorization for the Director to sign the agreement with Record Xpress of California, LLC dba Access for the purpose of providing secure records storage and management services, including controlled file retrieval, return, and transport, and secure on-site document, and other media, destruction and shredding services, at the rates listed in Exhibit “C” with maximum compensation not to exceed $80,000, effective 8/1/24 and shall terminate 7/31/27
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Financial Impact:
One-third of this contract cost is budgeted for FY 2024/25 in account 53140, Household Expense. An additional one-third is budgeted for FY 2025/26 in the same account. This cost would be considered a generic cost and allocated to all Social Services programs for reimbursement by Social Services Federal and State allocations, through the Social Services County Expense Claim. The County share is paid with 2011 Realignment and 1991 Realignment. No County General Fund is requested.
Background Information:
Social Services, with County Counsel’s assistance, has been in negotiations with this contractor since July 2024. The contractor and County recently reached an agreement, allowing this contract to move forward.
The Department of Social Services stores case files and other documents according to the Records Retention Policy. Most records are kept for seven (7) years. Child Welfare case information must be stored for 28 years and Adoption files are kept indefinitely. Access has provided storage and management services for Social Services since 2009. In addition, Access provides shredding services, including onsite shredding of sensitive documents.