HomeMy WebLinkAbout2021-12-14 - AGENDA REPORTS - RECORDS STORAGE SERVICESAgenda Item: 15
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: AI1 A11�44_1)
DATE: December 14, 2021
SUBJECT: AWARD CONTRACT FOR RECORDS STORAGE SERVICES
DEPARTMENT: Administrative Services
PRESENTER: Mary Cusick
RECOMMENDED ACTION
City Council:
Approve the use of a "piggyback" contract through the California Multiple Award Schedule
(CMAS) contract 93-18-36-0117A and award a five-year contract to File Keepers, LLC, for
records storage and destruction services in an annual amount of $25,000, with a 10 percent
contingency of $2,500 for a total amount not to exceed $27,500 per year, plus annual
increases equal to the lesser of (a) three percent (3%) of the previous annual prices charged,
or (b) the previous annual prices charged increased by the most current 12-month percent rate
change (non -seasonally adjusted) utilizing the Consumer Price Index for All Urban
Consumers (CPI-U) for the Los Angeles area beginning on the first anniversary.
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, 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 out for records storage and destruction services. The City's inventory consists of
approximately 3,200 boxes, an equivalent of 4,100 cubic feet.
Contract cost is based on storage, retrieval, and destruction services, and the cost varies from
year to year based on the City's level of activity including, but not limited to, the accession of
new records due to annexations and public projects, as well as retrievals due to public records
requests and document conversion processes.
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Staff completed a proactive assessment of the City's current records management services
program. The assessment results explored alternative solutions to build a more cost and time -
efficient program, including a detailed analysis of available cooperative agreements for records
management service providers.
After careful review of the findings, staff recommends awarding File Keepers, LLC, (File
Keepers) a contract for records storage and destruction services in accordance with the CMAS
contract #3-18-36-0017A. The services provided by File Keepers, LLC are comparable with
industry offerings and are competitively priced. The City currently contracts with File Keepers
for records scanning and indexing services, they are highly reputable among other local agencies,
and their software integrates with current City technology. File Keepers staff met with City staff
from the City Clerk's Office to assess the records management needs Citywide. The discussion
also included a coordinated effort among staff and both vendors, for the direct transfer of records
inventory from Iron Mountain to the File Keepers secured facilities.
On July 11, 1995, the City Council approved the use of "piggyback" purchasing. This process
permits the City to place orders against a competitively awarded, existing public agency contract.
The CMAS contract 93-18-36-0017A was solicited and awarded on March 13, 2018, allowing
the City to take advantage of an existing competitive procurement process to contract with File
Keepers for records storage and destruction services.
The CMAS contract with File Keepers provides competitive pricing and highest quality of
customer service to the City, offering the best value on all items.
ALTERNATIVE ACTION
Other direction as determined by City Council.
FISCAL IMPACT
Adequate funds are available in the Fiscal Year 2021-22 budget to support the contract.
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