4 - AGREEMENT_WITH_IRON_MOUNTAIN_2019-08-20

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REQUEST FOR HOUSING AUTHORITY ACTION MEETING DATE: AUGUST 20, 2019 TITLE: CONSIDER APPROVAL OF AGREEMENT WITH IRON MOUNTAIN FOR OFFSITE STORAGE OF HOUSING CHOICE VOUCHER PROGRAM RECORDS NOT TO EXCEED $45,000 OVER 3 YEARS (STRATEGIC PLAN NO. 4, 1) EXECUTIVE DIRECTOR RECOMMENDED ACTION RECORDING SECRETARY USE ONLY: APPROVED ❑ As Recommended ❑ As Amended CONTINUED TO Authorize the Executive Director of the Housing Authority and Recording Secretary to execute an agreement with Iron Mountain to provide offsite storage of Housing Choice Voucher Program records in an amount not to exceed $45,000, for a three-year term beginning August 20, 2019 through June 30, 2022, subject to non -substantive changes approved by the Executive Director and the Housing Authority General Counsel. COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION RECOMMENDATION At its regular meeting on June 26, 2019, the Community Redevelopment and Housing Commission (CRHC) recommended approval of the action above by a vote of 8:0 (Garcia absent). DISCUSSION The Housing Authority of the City of Santa Ana (SAHA) is required to preserve Housing Choice Voucher Program applicant and participant records for a period of three years from the date of termination of assistance. To comply with this requirement, SAHA uses an offsite storage facility to store and archive files. SAHA is unable to store the records in City Hall because of the volume of records, the lack of storage space, and the infrastructure required to store hundreds of confidential files. SAHA also does not have the staff capacity to manage and maintain the records compared to an outside storage facility that will pick-up and transport files. For this purpose, SAHA requested and received bids from the following firms: Firm Cost for Services Corodata $.26 cents per 1.2 cu. ft. Penn $.18 cents per 1.2 cu. ft. Iron Mountain $.20 cents per 1.2 cu.ft. 4-1