Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Records, Taxes, and Treasury
Information
Requested Action
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MOTION TO APPROVE First Amendment to Customer Agreement between Broward County and Iron Mountain Information Management, LLC, Agreement No. GEN2124088A1_1, for Content Retention and Protection Services, for the Records, Taxes, and Treasury Division and various other Broward County agencies, to extend the term for an additional five years, and to increase the not-to-exceed threshold amount by $350,000, for a ten-year not-to-exceed threshold amount of $652,500.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions; and Section 21.53, Duration of Contracts, the Board is required to approve all contracts for supplies or services of more than five years.
What Action Accomplishes
Approves the First Amendment to extend the term and increase the not-to-exceed amounts of the Customer Agreement.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE RECORDS, TAXES, AND TREASURY DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
Since 2000, Iron Mountain Information Management, LLC has been the existing provider of records management and storage services and is the only company that can provide the full range of content retention services required by the County. Currently, Iron Mountain Information Management, LLC provides multiple services to the County, which include the following:
• Underground Cold Storage (50° F) in Boyers, Pennsylvania
• Private Vault Underground Storage (70° F) in Boyers, Pennsylvania of the Official Records of Broward County (Microfilm, CDs and DVDs)
• Vault storage for permanent paper records (68° F) and 20 - 30% relative humidity
• Microfilm Auditing Services
• Local Data Storage for Tape Backups
In addition to the Records, Taxes, and Treasury Division, these services are utilized by several County agencies as well as the County's Constitutional Officers.
On December 14, 2010 (Item No. 22), the Board approved the sole source designation to Mountain Information Management, LLC, for Content Retention and Protection Services; and approved the Agreement in the estimated total amount of $500,000.
On November 13, 2013, the Director of Purchasing executed the First Amendment to the Agreement adding Image on Demand, LiveVault Services, and a Business Associates Agreement for additional services.
On December 1, 2015 (Item No. 29), the Board approved the sole source designation to Iron Mountain Information Management, LLC, for Content Retention and Protection Services; and approved the Second Amendment to the Agreement to extend the agreement terms through September 30, 2020.
On October 20, 2020 (Item No. 56), the Board approved the Third Amendment to the Agreement to extend the agreement terms through March 31, 2021.
On March 9, 2021 (Item No. 25), the Board approved the sole source designation to Iron Mountain Information Management, LLC, for Content Retention and Protection Services; and authorized the Director of Purchasing to negotiate and execute an agreement for five years with Iron Mountain Information Management, LLC, in the estimated total amount of $275,000.
Approval of this item extends the terms and conditions of the existing Customer Agreement for an additional five-year term to allow for continued services to ensure the County’s assets are protected. The total not-to-exceed threshold amount of the Agreement is increased by $350,000.
Source of Additional Information
Lisa M. Bailey, Director | Records, Taxes, and Treasury Division, (954) 357-9734
Fiscal Impact
Fiscal Impact/Cost Summary
The First Amendment is for a not-to-exceed amount of $350,000 over a five-year period.