Item HA3 - Agreement with Iron Mountain, LLC

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Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services record centers comply with established company standards and with all appropriate building, fire and safety, electrical, mechanical, and other regulatory codes. Professional Moving and Storing Records (Exhibit I, General, items b, c, d and Record Storage, item g)) Iron Mountain’s chain of custody practices mitigate any risk associated with the movement of SAHA and COSA’s records to and from Iron Mountain’s facilities. We mitigate the risk of exposure and damage to all records in our storage facilities by applying strict standards regarding structural integrity in the design of our records centers and storage systems and through employee training and strict adherence to procedures governing the transportation, handling, and storage of customer materials. We require employees who operate equipment within a record center to be trained and certified in its operation. Our storage system design has built-in protections against carton damage and is interconnected throughout the record center, providing extra structural integrity. Iron Mountain’s process to prepare boxes for transport is an important element to prevent the damage or deterioration of the boxes or material contained within the boxes. To prevent crushing, we will prepare each pallet of boxes in a standard cross 8-block formation with 48 boxes per pallet. This is a best practice for shipping boxes that has proven to be effective in reducing movement and damage when transporting boxes plus ensuring safety. Any re-boxing required will be performed by SAHA and COSA with no charge. Once the City’s boxes are relocated to Iron Mountain’s facility, all source materials will be stored in a manner that continues to prevent damage or other deterioration. As noted in the Scope of Services, Records Storage, item g, we confirm that the City’s records will be stored four (4) inches off the ground. In the event there are any loose records, Iron Mountain will communicate with designated stakeholders for SAHA and COSA for how to proceed. Adding or Removing Departments (Exhibit I, General, item e) We offer COSA Departments the ability to add or remove accounts (Departments) as needed through the term of the contract. At any point, Iron Mountain can add additional inventory to our record centers. Removal of any boxes are subject to the permanent withdrawal fees outlined in our price proposal. Within IMConnect, our customer portal, the City can create, modify and manage users and privileges across divisions, departments, and locations. Additional information on IMConnect’s capabilities are outlined on page 12. Pest Inspection Services (Exhibit I, General, item k) As part of our operating procedures, Iron Mountain contracts with various local companies for pest inspection or treatment services. For most locations, pest inspections are performed every other month. We will provide SAHA and COSA proof of treatment on a semi-annual basis. Vehicles and Qualified Staff (Exhibit I, General, item g) Iron Mountain will provide all necessary vehicles, and qualified staff and clerical support to perform the services required by SAHA and COSA. To ensure the safety and security of our customer’s material in transit, our vehicles feature a patented InControl Transportation System that utilizes real- time wireless scanning technology to validate pickup and delivery transactions. Our patented security controls mitigate transportation workflow errors and include the items identified in Figure 3: Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.7