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Agreement with Iron Mountain <br />August 20, 2019 <br />Page 2 <br />The bids and cost for services by each vendor were reviewed by three employees from the <br />Housing Authority. The bid from Iron Mountain was selected based upon several factors <br />including innovative technology for requesting and shredding files, and a flat fee when requesting <br />boxes. Iron Mountain has been awarded multiple safeguarding awards and abides by the strictest <br />standards making an example to the industry. The lowest cost bid from Penn was not selected <br />because their firm could not offer the same standards of security and customer service as Iron <br />Mountain. <br />Iron Mountain was founded in 1951 and provides services to 32 countries. Iron Mountain stores <br />and protects billions of information assets, including business documents. Using modern <br />technology and various checkpoint systems, it provides speedy and accurate service to their <br />customers. The three-year term of the agreement would begin on August 20, 2019 (Exhibit 1). <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item assists the City in meeting Goal #4 - Fiscal Sustainability, Objective #1 <br />(Maintain a stable, efficient and transparent financial environment). <br />FISCAL IMPACT <br />Funds are available for FY 2019-20 and will be budgeted in future fiscal year budgets for <br />estimated expenditures in the Housing Authority Vouchers -Administrative Fees account as <br />follows, subject to change: <br />Fiscal Year <br />Accounting Unit -- <br />Fund Description <br />Accounting Unit, <br />Amount <br />Account # <br />Account Description <br />FY 19-20 <br />14018760-62300 <br />Housing Authority — Voucher Admin <br />Contract Services- <br />$15,000 <br />Professional <br />FY 20-21 <br />14018760-62300 <br />Housing Authority — Voucher Admin <br />Contract Services- <br />$15,000 <br />Professional <br />FY 21-22 <br />rl018760-62300 <br />Housing Authority — Voucher Admin <br />Contract Services- <br />$15,000 <br />Professional <br />Total Contract Amount <br />$45,000 <br />Judson Brown <br />Housing Division Manager <br />Community Development Agency <br />Exhibit <br />APPROVED AS TO FUNDS AND ACCOUNTS <br />Kathryn Downs, CPA <br />Executive Director <br />Finance and Management Services Agency <br />1. Agreement with Iron Mountain <br />4-2 <br />