HomeMy WebLinkAbout2016-10-25 - AGENDA REPORTS - RECORDS STORAGE SERVICES (2)Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: October 25, 2016
SUBJECT: RECORDS STORAGE SERVICES
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council:
1. Award five-year contract to Iron Mountain, Inc. for records storage services in an amount not
to exceed $25,000, and authorize a 10 percent contingency of $2,500 for a total amount not
to exceed $27,500 per year, plus annual 3% increases.
2. Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the award in the event that issues of impossibility of performance arise or in the event
that additional services are offered during the term of the contract, and execute all
documents, subject to City Attorney approval.
BACKGROUND
The City Clerk serves as the official custodian of all City records and is charged with the overall
responsibility for maintaining records related to City business.
The City of Santa Clarita (City) contracts with Iron Mountain, Inc. (Iron Mountain) for records
storage services and destruction of inactive records. The contract with Iron Mountain expires
January 31, 2017. There are approximately 3,300 boxes, an equivalent of 4,400 cubic feet, in
storage with Iron Mountain. The annual contract is based on storage, retrieval, and destruction
services. Over the last three fiscal years, the City has paid approximately $67,000: Fiscal Year
(FY) 2013-14 totaled $19,746; FY 2014-15, $23,216; and FY 2015-16, $23,682. This cost varies
from year to year based on the City's level of activity. Increased levels of service and activities
cannot be projected as they include, but are not limited to, the accession of new records due to
annexations and public projects, as well as retrievals due to public records requests.
In 2013, before entering into the present contract, the City Clerk's Office conducted a Request
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for Proposal (RFP) process for records storage and destruction services. An analysis
demonstrated comparable pricing with the City's then -current contract with Iron Mountain.
However, the one-time cost to close out the service from Iron Mountain and withdraw all City
boxes totaled nearly $15,000, plus an additional $5,000 for transportation costs. Today, due to
the increase in the number of boxes and cubic feet, withdrawal from Iron Mountain would cost
approximately $17,000, plus an additional $5,000 for transportation costs.
Should the City change storage vendors, each of the 40 City's staff records coordinators would
require re-training on the transfer process and new inventory tracking software. There is a
certain amount of risk in relocating the City's records inventory from one vendor to another.
Loss of records due to mismanagement, theft, or damage during the transfer could have negative
impacts on the City's ability to provide services, enforcement activities, or meet legal
obligations.
Iron Mountain consistently meets the needs and expectations of City staff. The City has a
satisfactory customer service level from account representatives and customer care consultants.
There is no reason to assume the same consistent level of service will not continue. Staff
recommends continuing to contract with Iron Mountain based on cost, compatibility, and
resources.
ALTERNATIVE ACTION
1. Direct staff to conduct an RFP process, and identify a funding source for the one-time
cost of approximately $22,000 to permanently remove records from the current vendor.
2. Other direction as determined by City Council.
FISCAL IMPACT
Funds for this expenditure for Fiscal Year 2016-17 have been budgeted in various accounts and
are apportioned based on use of services by various City divisions.
ATTACHMENTS
Cost to Close Account and Permanent Withdraw from Iron Mountain
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5.a
Cost to permanently withdraw all inventory and close account.
The highlighted charges apply to the permanent withdraw with delivery process. If the contract cancelled and the
inventory was removed in the expiring month the total charges would be approximately $21,837.1333. This does not ;n
include any balance due at the time of close.
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PROPOSED CHARGES:
(This section must be
completed by the IMRM Contracts Administration.)
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UNIT OF
BILL
EXTEN -a
SERVICE
QUANTITY
RATE
MEASURE
CODE
AMOL Ou
W
Retrieval
4052.70 @
$
1.75 per
CF
0122
$
7,092
Destruction -
shredding
@
$
per
$
- ti
Permanent Withdrawal
4355.10 @
$
2.333 per
CF
0335
$
10,16( .S
ca
Account Closing
@
$
per
$
r
0
0
Closing Costs Sub -Total:
17252.6733
Transportation
o
Handling
4052.70 @
$
1.110 per
CF
0220
$
41498
E
Transportation
7.00 @
$
12.280 per
TRIP
0211
$
0
85.9
3
PROPOSED TOTAL
CHARGES:
$
21,837. 1
-a
(Not Includir xes)
TAX:
$
—
TOTAL OUTSTANDING INVOICE AMOUNT:
$
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TOTAL TO CLOSE
ACCOUNT:
$
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