Title
Resolution authorizing a contract with Vanguard Archives, Franklin Park, Illinois, for the lease of offsite record storage facilities for Lake County, Illinois, in the estimated annual amount of $112,000.
Staff Summary
• Lake County currently utilizes approximately 35,000 cubic feet of storage. An estimated 32,000 cubic feet consists of standard size banker boxes (1.2 cubic feet per box), with the remaining 3,000 cubic feet consisting of larger banker boxes (2.4 cubic feet per box) and pallets of miscellaneous County records. These boxes contain records for various departments who are required to preserve these records in accordance with the state’s retention schedule.
• The current contract for offsite record storage for Lake County is expiring.
• There is a need to establish a contract with a qualified professional firm to provide offsite record storage for the County’s files.
• Request for Proposals (RFP) were sent to 15 vendors; sealed RFP’s were received from six vendors; and three firms were interviewed.
• An interdepartmental evaluation committee comprised of the Finance and Administrative Services Department, State’s Attorney’s Office, Public Defender’s Office, and Recorder of Deeds interviewed three finalist firms and based on the evaluation criteria in the RFP identified Vanguard Archives of Franklin Park, Illinois, the most qualified firm.
• Lake County desires to enter into a two-year contract with three, one-year renewal options, with Vanguard Archives, Franklin Park, Illinois, for offsite record storage facilities for Lake County in the annual amount of $112,000.
• Funds are provided for in the fiscal year (FY) 2017 budget and the contract will be managed by the Finance and Administrative Services Department.
Body
RESOLUTION
WHEREAS, in accordance with Section 5-102 of the Lake County Purchasing Ordinance, proposals were called for by publication for offsite record storage for Lake County; and
WHEREAS, after said publication, Request for Proposals (RFP) were extended to 15 vendors; and
WHEREAS, sealed proposals were received from six vendors and opened in the County Building, Waukegan, Illinois, on September 21, 2017, at 2:00 p.m.; and
WHEREAS, based on the criteria set forth in the RFP’s, an interdepartmental evaluation committee selected Vanguard Archives, Franklin Park, Illinois, the most qualified firm.
NOW, THEREFORE, BE IT RESOLVED, by this County Board of Lake County, Illinois, that the Purchasing Agent is hereby authorized to enter into a contract with Vanguard Archives, Franklin Park, Illinois, in the estimated annual amount of $112,000, for offsite record storage for Lake County charging the costs to various accounts for a two-year contract, plus renewal options.
DATED at Waukegan, Illinois, on November 14, 2017.