FROM: Barbara Hannah, Chief Counsel
SUBJECT: LCS Record Retrieval Services
RECOMMENDATION:
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Approve a contract for services with LCS Record Retrieval; authorize the Chief Executive Officer to execute an agreement with LCS in a form approved by Chief Counsel.
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BACKGROUND:
As part of SBCERA's disability retirement process, staff utilizes the services of an external vendor to retrieve medical records. With the current vendor, we have experienced delays and inconsistent communication, which have resulted in periodic backlogs. As a result, staff recommends transitioning the retrieval of records to LCS Record Retrieval Services.
As part of a strategic review aimed at enhancing service quality and timeliness, staff initiated a vendor comparison process to evaluate potential improvements to current operations. During this process, staff assessed vendor services based on the following standards:
* Turnaround time;
* Communication and customer service;
* Technology tools;
* Compliance with data protection regulations; and
* Costs and fee structure.
In accordance with the Board's procurement policy, the staff's memorandum to the Board shall provide documentation of the rationale for the procurement, including the methods used to achieve the purposes of this Policy. In any case where a formal procurement process is not used, the staff has ensured that the informal solicitation of quotes was conducted in a manner that is consistent with the Board's expectations for competitive and fair procurement practices.
Specifically, staff underwent an informal solicitation of quotes from four qualified vendors, gathering comprehensive information on pricing, quality, and vendor capability to best meet the project's needs. Based on this evaluation, staff recommends proceeding with the selected vendor because it does not require a flat fee for portal access, unlike at least two other vendors. Additionally, the selected vendor's service allows SBCERA...
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