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File #: 18-0266    Version: 1
Type: Agenda Item Status: Approved
File created: 2/6/2018 In control: Board of Supervisors
On agenda: 5/8/2018 Final action: 5/8/2018
Title: Chief Administrative Office, Procurement and Contracts Division, on behalf of Information Technologies, Planning and Building, and Recorder-Clerk recommending the Board approve and authorize the Purchasing Agent to sign Agreements 2548, 2601, and 2602 with Iron Mountain Information Management, LLC in the combined amount of $17,000, for the first year, with an effective date retroactive to December 1, 2017 and a one (1) year initial term which shall automatically renew for additional one (1) month terms, for the provision of records and media storage. (Est. Time: 5 Min.) FUNDING: General and Non-General Funds.
Attachments: 1. A - Agreement No. 2548 - IT, 2. B - Agreement No. 2601 - P&B, 3. C - Agreement No. 2602 - RC
Related files: 19-0944, 20-0827, 20-0087, 21-1866
Title
Chief Administrative Office, Procurement and Contracts Division, on behalf of Information Technologies, Planning and Building, and Recorder-Clerk recommending the Board approve and authorize the Purchasing Agent to sign Agreements 2548, 2601, and 2602 with Iron Mountain Information Management, LLC in the combined amount of $17,000, for the first year, with an effective date retroactive to December 1, 2017 and a one (1) year initial term which shall automatically renew for additional one (1) month terms, for the provision of records and media storage. (Est. Time: 5 Min.)

FUNDING: General and Non-General Funds.
Body
DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts Division, on behalf of Information Technologies, Planning and Building, and Recorder-Clerk recommending the Board approve and authorize the Purchasing Agent to sign Agreements 2548, 2601, and 2602 with Iron Mountain Information Management, LLC in the combined amount of $17,000, with an effective date retroactive to December 1, 2017 and a one (1) year initial term which shall automatically renew for additional one (1) month terms, for the provision of records and media storage.

DISCUSSION / BACKGROUND
The County has been contracting with Iron Mountain since 2007 for off-site climate controlled storage of documents and data tapes. Historically, each department had its own agreement. In 2011, Procurement and Contracts merged the services utilized by each department under one County-wide agreement. The terms of the combined agreement allowed for an annual increase to the compensation of an amount not to exceed 4% over the previous year. In 2015, Procurement and Contracts negotiated new terms with Iron Mountain which resulted in a new County-wide agreement with set pricing for the first year and an annual increase not to exceed 1.5% over the previous year. However, Iron Mountain would only agree to these terms for a three (3) year period.

During the term of this A...

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