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File #: 20-434    Name: DocuTeam LLC Agreement with Public Defender
Type: General Agenda Item Status: Passed - Public Defender's Office
File created: 5/20/2020 In control: Board of Supervisors
On agenda: 5/26/2020 Final action: 5/26/2020
Title: a. Approve and authorize the Contracts Purchasing Officer to sign an Agreement with The Docu Team LLC for document management, storage, search and retrieval of Public Defender records in the amount of $50,000 for a three year term, retroactive to December 1, 2019 through November 30, 2022. b. Authorize the Contracts Purchasing Officer to execute up to three (3) additional amendments extending the Agreement by one (1) year each, subject to County Counsel review, where additional costs per year do not exceed 10% ($5,000) of the amended contract amount per amendment and the amendments do not significantly alter the scope of work.
Attachments: 1. Board Report, 2. The DocuTeam_Standard Agreement, 3. Exhibit A_The DocuTeam, 4. Item No. 12 Completed Board Order
Title
a. Approve and authorize the Contracts Purchasing Officer to sign an Agreement with The Docu Team LLC for document management, storage, search and retrieval of Public Defender records in the amount of $50,000 for a three year term, retroactive to December 1, 2019 through November 30, 2022.
b. Authorize the Contracts Purchasing Officer to execute up to three (3) additional amendments extending the Agreement by one (1) year each, subject to County Counsel review, where additional costs per year do not exceed 10% ($5,000) of the amended contract amount per amendment and the amendments do not significantly alter the scope of work.

Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts Purchasing Officer to sign an Agreement with The Docu Team LLC for document management, storage, search and retrieval of Public Defender records in the amount of $50,000 for a three year term, retroactive to December 1, 2019 through November 30, 2022.
b. Authorize the Contracts Purchasing Officer to execute up to three (3) additional amendments extending the Agreement by one (1) year each, subject to County Counsel review, where additional costs per year do not exceed 10% ($5,000) of the amended contract amount per amendment and the amendments do not significantly alter the scope of work.

SUMMARY:
The Public Defender office contracted with Offsite Records in 2007 to manage, store, retrieve and search closed client records. Records Retention Center, operated by the county, also serves our department with document storage however it only manages purged files prior to 2007. Due to our rapid demands and time constraints, the office could not continue using the county's records service. Our archives are requested on a daily to weekly basis and must be retrieved within hours of the request in order to prepare our attorneys adequately for court.

In February 2020, the Public Defender's Office was notified of the change in owne...

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