Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide as-needed confidential document and electronic waste destruction services, as Agreement 10418, requires specialty skills and qualifications not expressly identified in County classifications, in accordance with County ordinance code 3.13.030 (B);
2) Award Request for Proposals 2025-0174 to CEAR, LLC doing business as California Electronic Asset Recovery;
3) Approve and authorize the Purchasing Agent to execute Agreement for Services 10418 with CEAR, LLC dba California Electronic Asset Recovery, for a total agreement amount of $150,000, for a term to become effective upon execution by both parties and expiring three years thereafter, to provide as-needed confidential document and electronic waste destruction services; and
4) Authorize the Purchasing Agent to execute amendments relating to Agreement 10418, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: Various, as departments have included appropriations for document and electronic waste destruction services in their respective budgets.
Body
DISCUSSION / BACKGROUND
On February 19, 2026, the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) #2025-0174 for Confidential Document and E-Waste Destruction Services in accordance with County Procurement Policy C-17.
The County received three responsive proposals, a panel of County staff evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented with an emphasis on each organization's experience, qualifications and commitment to the project, as well as key personnel, proposed work plan, references, and cost. The top-ranked proposer was CEAR, LLC dba California Electronic Asset Recovery.
ALTERNATIVES
The Board could choose not to approve the agreement, creating a void in services for many departments throughout the County.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources Risk Management Division
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Agreement for Services 10418 will be funded by both General Fund and Non-General Funds, as each County department using this Agreement is responsible for ensuring that sufficient appropriations are included in their current fiscal year operating budget and will be included in future budgets throughout the term of this Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent