Report to Mayor and City Council
Tuesday, August 18, 2020
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A CUSTOMER AGREEMENT WITH IRON MOUNTAIN INFORMATION MANAGEMENT, LLC FOR CONTINUED DOCUMENT STORAGE AND RETRIEVAL SERVICES
Body
I. SUMMARY
Since the City of Carson's incorporation in 1968, there has been a need for storage of documents in addition to what is provided at City Hall. In 1986, the City retained a document storage provider known as Metro Business Archives ("MBA") to provide this service, as reflected by a partially-executed "Storage and Service Contract" between the City and MBA dated February 14, 1986 (Exhibit No. 1) (the "1986 agreement"). However, the contract on file with the City is executed by the vendor but not the City.
MBA's interest in the 1986 agreement was subsequently acquired by Iron Mountain Information Management, LLC ("IM"), a global leader in storage and information management services. Since then, IM has been providing reliable document storage services to the City. However, the City has no record of assignment of the 1986 agreement to IM, nor of any notice to the City of such assignment. City staff only recently became aware of the lack of a fully-executed agreement after the Purchasing Manager discovered the issue while processing Purchase Orders for services.
Even though IM considers the 1986 agreement a valid contract between IM and the City and the contract is automatically renewed every year, there is a need for a more current, formalized, and properly-executed agreement to govern the relationship between the City and IM relative to the City's off-site storage of documents and records. The proposed Agreement will serve this purpose.
Staff recommends that the Council approve the proposed Agreement with IM (Exhibit No. 2) for the foregoing purpose and to allow for continuity of service while the City explores more permanent options for retention of documents. The cost to provide this service is approximately $16...
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