PILLAR: Fiscally Sound
AGENDA DATE: June 24, 2026
COUNCIL DISTRICT(S): N/A
DEPARTMENT: City Secretary's Office
PRIORITY: Government Efficiency
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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)
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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...
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