STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 12, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for commercial records storage, retrieval, and reference services for the City Secretary's Office - Iron Mountain Information Management, LLC, most advantageous proposer of three - Estimated amount of $1,370,793 - Financing: General Fund
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 implemented in 1992 when the record center located in City Hall was filled to capacity. Commercial record storage is needed to supplement the record center's ability to store records and provide information reference and retrieval services. In addition, commercial record storage is used to store long-term and permanent records in a climate controlled and secure environment as well as provides disaster prevention protection, as records are stored away from City Hall. There are approximately 57,500 boxes located off-site with essential environmental and security controls, such as air conditioning and humidity control and a non-paper media vault storage area protected by a fire suppression system.
Dallas City Charter, Chapter IIIA, Section 3 (3) requires the City Secretary's Office to operate the records storage faci...
Click here for full text