PILLAR: Fiscally Sound
AGENDA DATE: June 24, 2026
COUNCIL DISTRICT(S): N/A
DEPARTMENT: City Secretary’s Office
PRIORITY: Government Efficiency
______________________________________________________________________
SUBJECT
Title
Authorize a five-year cooperative purchasing agreement for commercial records storage, retrieval and reference services for the City Secretary’s Office with Iron Mountain Information Management, LLC, through the OMNIA Partners cooperative agreement - Estimated amount of $2,269,444.48 - Financing: General Fund (subject to annual appropriations) (see Fiscal Information)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement
This service price agreement will provide commercial records storage, retrieval, and reference services for City records. Commercial records storage was first implemented in 1992 after the records center located in City Hall reached full capacity. Since that time, commercial storage services have been necessary to supplement the City’s records management operations by providing additional storage capacity, as well as efficient reference and retrieval services.
In addition, commercial records storage provides a secure, climate-controlled environment for the preservation of long-term and permanent records. Off-site storage also enhances disaster prevention and recovery protection by maintaining records outside of City Hall. Currently, approximately 80,000 boxes are stored off-site in facilities equipped with essential environmental and security controls, including air conditioning, humidity regulation, and specialized non-paper media vault storage areas protected by fire suppression systems.
Dallas City Charter, Chapter IIIA, Section 3 (3) requires the City Secretary’s Office to operate the records storage facility for the storage of City records. The Texas Local Government Code, the Texas Penal Code, the Texas Open Records Act, the Dallas City Code and the Dallas City Charter require the preservation of local government records until disposition of such records is authorized in accordance with the Texas Local Government Records Act of 1989, as amended.
The OMNIA Partners cooperative agreement is authorized by chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271102 of the Texas local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 12, 2020, the City Council authorized a five-year service contract for commercial records storage, retrieval and reference services for the City Secretary’s Office with Iron Mountain Information Management, LLC by Resolution No. 20-1155.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
General Fund |
$427,460.24 |
$440,284.05 |
$1,401,700.19 |
Future City Secretary's Office budget requests may include additional funding for the five-year service contract authorized by this action.
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$2,269,448.48 |
Other Services |
N/A |
N/A |
N/A |
|
• M/WBE goal waived due to no M/WBE availability |
|
• Iron Mountain Information Management, LLC - Non-Local; Workforce - 27.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER/EXECUTIVE
Iron Mountain Information Management, LLC
85 New Hampshire Avenue, Suite 150,
Portsmouth, NH 03801-2926
William Meaney, President