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Home My WebLink About FULL AGENDA_2019-08-20HOUSING AUTHORITY SPECIAL MEETING AGENDA AUGUST 20, 2019 CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, California 5:45 p.m. (Immediately following the City Council Closed Session Meeting) Vicente Sarmiento Authority Member - Ward 1 V SarmientokSanta-ana.or Jose Solorio Authority Member - Ward 3 JSolorio&Santa-ana. org Juan Villegas Chair Pro Tern - Ward 5 JVillegasksanta-ana. org Miguel A. Pulido Chairperson Authority Member telephone: 714-647-6900 Agenda item inquiries: 714-647-6520 David Penaloza Authority Member - Ward 2 DP enalozaksanta-ana. org Vacant Authority Member - Ward 4 Cecilia Iglesias Authority Member — Ward 6 CIglesiaskSanta-ana. org Sonia R. Carvalho Steven A. Mendoza Daisy Gomez Authority General Counsel Executive Director Recording Secretary NOTE. Ifyou need special assistance to participate in this Council meeting, please contact Michael Ortiz, City ADA Program Coordinator, at (714) 647-5624. Please call prior to the meeting date, to allow the City, enough time to make reasonable arrangements for accessibility to this meeting. [Americans with Disabilities Act, Title Il, 28 CFR 35.102] Basic Housing Authority Meeting Information Five -Year Strategic Plan (2014-2019) Detailed information at: http://www.santa-ana.org/strategic-planning/ Vision, Mission and Guiding Principles - The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The vision, mission and guiding principles (values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow. Vision - The dynamic center of Orange County which is acclaimed for our: -Investment in youth -Safe and healthy community -Neighborhood pride -Thriving economic climate -Enriched and diverse culture -Quality government services Mission - To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents." Guiding Principles -Collaboration -Efficiency -Equity -Excellence -Fiscal Responsibility -Innovation -Transparency Strategic Plan Goals/Objectives/Strategies: Goal 1 - Community Safety Goal 2 - Youth, Education, Recreation Goal 3 - Economic Development Goal 4 - City Financial Stability Goal 5 - Community Health, Livability, Engagement & Sustainability Goal 6 - Community Facilities & Infrastructure Goal 7 - Team Santa Ana Code of Ethics and Conduct - The people of the City of Santa Ana, at an election held on February 5, 2008, approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. A copy of the City's Code can be found on the Clerk of the Council's webpage. The following are the core values expressed: Integrity - Honesty - Responsibility - Fairness - Accountability - Respect - Efficiency Agenda Information - The agenda descriptions provide the public with a general summary of the items of business to be considered by the Authority. The Authority is not limited in any way by the "Recommended Action" and may take any action which the Authority deems to be appropriate on an agenda item. Except as otherwise provided by law, no action shall be taken on any item not listed on the agenda. Public Comments/Public Input - Pursuant to Government Code Sec. 54954.3, the public may address the Housing Authority and any other legislative body scheduled to meet on same day and time on any and all matters within the City of Santa Ana's jurisdiction. At the discretion of the Chair, at the first Public Comment portion of the meeting, all comments may be considered jointly. The public will be given the opportunity to speak on any and all matters contained on any of the Consent Calendar and Business Calendar items and/or on issues of public interest within the jurisdiction of the City. For public hearings, members of the public shall be given three (3) minutes for each duly noticed hearing (unless the matter is continued prior to taking public testimony). All requests to speak shall be submitted in writing to the Clerk of the Council at the beginning of the meeting and before Public Comments begin. Speaker forms will be available at the meeting. REQUESTS TO SPEAK SHALL NOT BE ACCEPTED AFTER THE PUBLIC COMMENT SESSION BEGINS WITHOUT PERMISSION OF THE CHAIR. When speaking, all persons addressing the Legislative Body shall follow the rules of decorum as detailed on the back of the speaker form. The presiding officer shall have the power and responsibility to enforce decorum and order of the meeting as set forth in Section 2-104(c) of the Santa Ana Municipal Code. Consent Calendar - All matters listed under the Consent Calendar are considered to be routine by the Housing Authority and will be enacted by one motion without discussion unless a member of the Authority "pulls" an item(s) from the consent calendar for a separate vote. Senate Bill 343 - As required by Senate Bill 343, any non -confidential writings or documents provided to a majority of the Housing Authority members regarding any item on this agenda will be made available for public inspection in the Clerk of the Council Office during normal business hours. Agenda & Minutes - Staff reports and documents relating to each agenda item are on file in the Office of the Clerk of the Council and are available for public inspection during regular business hours, 8:00 a.m. — 5:00 p.m., Monday through Thursday and alternate Fridays. The Clerk's office is located in City Hall, 20 Civic Center Plaza, Room 809, Santa Ana, California, (714) 647-6520. Authority meeting agendas, staff reports, and Minutes are available the Friday before an Authority meeting at the following website address: www.santa-ana.org Televised Meeting Schedule - All regular meetings will be televised and available for viewing on the City's cable channel. Meetings held in the Council Chamber or other designated locations which are televised live on CTV3 Time Warner Cable will be cablecast Mondays at 6:00 p.m., Tuesdays immediately following the meeting at 9:00 a.m., Wednesdays at 6:00 p.m., and Sundays at 1:00 p.m. Meetings held in locations that do not have a live cable feed will be videotaped and shown on CTV3 the day after the meeting. DVD copies of the meetings for loan will be available for public circulation at the Santa Ana Main Library the day after a meeting. HOUSING AUTHORITY AGENDA 2 AUGUST 20, 2019 1. 2. 3. CITY OF SANTANA HOUSING AUTHORITY SPECIAL MEETING AUGUST 20, 2019 CALL TO ORDER CHAIRPERSON PULIDO HOUSING AUTHORITY BOARD MEMBERS: IGLESIAS, PENALOZA, SARMIENTO SOLORIO, VILLEGAS, WARD 4 AUTHORITY MEMBER VACANT Executive Director, Authority General Counsel, Recording Secretary PUBLIC COMMENT ON AGENDA ITEMS AND ITEMS OF PUBLIC INTEREST (Refer to page 2 "Public Input" for description.) CONSENT CALENDAR RECOMMENDED ACTION: Approve staff recommendation on Consent Calendar Items: 1 through 3. REGULAR MEETING MINUTES OF JULY 2, 2019 {STRATEGIC PLAN NO. 5, 11 RECOMMENDED ACTION.• EXCUSED ABSENCES RECOMMENDEDACTION.- Approve Minutes. Excuse absent Housing Authority Member(s). RECEIVE AND FILE QUARTERLY REPORT FOR HOUSING CHOICE VOUCHER PROGRAM APRIL 2019 — JUNE 2019 {STRATEGIC PLAN NO. 5,31 RECOMMENDEDACTION.• Receive and file the Quarterly Report for the Housing Choice Voucher Program for the period of April 2019 — June 2019. *** END OF CONSENT CALENDAR *** HOUSING AUTHORITY AGENDA 3 AUGUST 20, 2019 BUSINESS CALENDAR 4. 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, 11 RECOMMENDEDACTION: 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. *** END OF BUSINESS CALENDAR *** COMMENTS 5. HOUSING AUTHORITY MEMBER COMMENTS AT THIS TIME Housing Authority members may comment on non -agenda matters and ask questions of or give directions to staff. NO action may be taken on non -agenda items unless authorized by law. ADIOURNMENT HOUSING AUTHORITY AGENDA 4 AUGUST 20, 2019 CALLED TO ORDER MINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY AGENCY SANTA ANA, CALIFORNIA J U LY 2, 2019 COUNCIL CHAMBER 22 CIVIC CENTER PLAZA SANTA ANA, CA 7:23 PM ATTENDANCE AUTHORITY MEMBERS Present: MIGUEL A. PULIDO, Chair JUAN VILLEGAS, Chair Pro Tern CECILIA IGLESIAS DAVID PENALOZA JOSE SOLORIO AUTHORITY MEMBERS Absent: VICENTE SARMIENTO WARD 4 VACANT* STAFF Present: KRISTINE RIDGE, City Manager SONIA R. CARVALHO, City Attorney NORMA MITRE, Acting Authority Secretary CALL TO ORDER CHAIRPERSON PULIDO HOUSING AUTHORITY BOARD MEMBERS: IGLESIAS, PENALOZA, SARMIENTO, SOLORIO, VILLEGAS, WARD 4 AUTHORITY MEMBER VACANT Executive Director, Authority General Counsel, Recording Secretary * Ward 4 councilmember representative resigned on Friday, March 1, 2019. PUBLIC COMMENT — None CONSENT CALENDAR RECOMMENDED ACTION: Approve staff recommendation on Consent Calendar Items: 1 through 4. HOUSING AUTHORITY MINUTES 1 1-1 JULY 2, 2019 MOTION: Villegas SECOND: Solorio VOTE: AYES: Iglesias, Penaloza, Pulido, Solorio, Villegas (5) NOES: None (0) ABSTAIN: None (0) ABSENT: Sarmiento (1) * Ward 4 representative vacant. 1. REGULAR MEETING MINUTES OF JUNE 4, 2019 {STRATEGIC PLAN NO. 5, 11 MOTION: Approve Minutes. 2. EXCUSED ABSENCES MOTION: Excuse absence of Housing Authority Member Sarmiento. 3. CONSIDER APPROVAL OF AGREEMENT WITH NAN MCKAY AND ASSOCIATES FOR REASONABLE RENT DETERMINATION SOFTWARE NOT TO EXCEED $23,922 OVER 3 YEARS {STRATEGIC PLAN NO. 4, 11 At its regular meeting on Jun 26, 2019, the Community Redevelopment and Housing Commission (CRHC) recommended approval of the action above by a vote of 8:0 (Garcia absent). MOTION: Authorize the Executive Director of the Housing Authority and Recording Secretary to execute an agreement with Nan McKay and Associates to provide reasonable rent determination software for the Housing Choice Voucher Program (GoSection8.com) in an amount not to exceed $23,922, for a three-year term beginning July 2, 2019 through June 30, 2022, subject to non -substantive changes approved by the Executive Director and the Housing Authority General Counsel. 4. CONSIDER APPROVAL OF AGREEMENT WITH NATIONAL CREDIT REPORTING FOR CRIMINAL BACKGROUND CHECKS NOT TO EXCEED $45,000 OVER 3 YEARS {STRATEGIC PLAN NO. 4, 11 At its regular meeting on Jun 26, 2019, the Community Redevelopment and Housing Commission (CRHC) recommended approval of the action above by a vote of 8:0 (Garcia absent). HOUSING AUTHORITY AGENDA 2 JULY 2, 2019 1-2 MOTION: Authorize the Executive Director of the Housing Authority and Recording Secretary to execute an agreement with National Credit Reporting to conduct criminal background checks for the Housing Choice Voucher Program applicants and participants in an amount not to exceed $45,000, for a three-year term beginning August 1, 2019 through July 31, 2022, subject to non -substantive changes approved by the Executive Director and the Housing Authority General Counsel. *** END OF CONSENT CALENDAR *** BUSINESS CALENDAR JOINT SESSION OF THE CITY COUNCIL AND THE HOUSING AUTHORITY AGENCY 5. JOINT SESSION - AUTHORIZE ISSUANCE OF FISCAL YEAR 19-20 REQUEST FOR PROPOSALS FOR AFFORDABLE HOUSING DEVELOPMENT {STRATEGIC PLAN NO. 5, 3} At its regular meeting on May 22, 2019 the Community Redevelopment and Housing Commission recommended that the City Council and Housing Authority approve the recommended action by a vote of 4-0 (Aguinaga, Frazier, Tardif, Vasquez and Garcia absent). MOTION: Authorize the City Manager to release a Fiscal Year 19-20 (FY 19-20) Request for Proposals seeking proposals to develop affordable rental and ownership project(s) in the City of Santa Ana with funding from the Inclusionary Housing Fund, HOME Investment Partnerships Program, Community Development Block Grant Program, and Rental Rehabilitation Program. MOTION: Iglesias SECOND: Villegas VOTE: AYES: Iglesias, Penaloza, Pulido, Solorio, Villegas(5) NOES: None (0) ABSTAIN: None (0) ABSENT: Sarmiento (1) * Ward 4 representative vacant. * Motion for Joint Item 5 was considered and voted on at the Regular Open meeting, Joint Item 80A. HOUSING AUTHORITY AGENDA 3 JULY 2, 2019 1-3 6. JOINT SESSION - APPROVE A PRE -COMMITMENT OF $3,971,440 OF AFFORDABLE HOUSING FUNDS AND AUTHORIZE NEGOTIATIONS OF A SIXTY-TWO YEAR GROUND LEASE TO THE RELATED COMPANIES OF CALIFORNIA AND A COMMUNITY OF FRIENDS FOR THE DEVELOPMENT OF THE CROSSROADS AT WASHINGTON PROJECT {STRATEGIC PLAN NO. 5, 3C} At its regular meeting on May 22, 2019 the Community Redevelopment and Housing Commission recommended that the City Council and Housing Authority approve the recommended actions by a vote of 8-0 (Garcia absent). HOUSING AUTHORITY MOTION: 1. Authorize the Executive Director of the Housing Authority and the Recording Secretary to execute a pre -commitment letter with The Related Companies of California ("Related") and A Community of Friends ("ACOF") as the service provider to enter into negotiations for a sixty-two (62) year ground -lease of 1126 E. Washington Ave for the development of the Crossroads at Washington affordable housing project located at 1126 and 1146 E. Washington Avenue, Santa Ana, CA 92701, (APNs 398-092-13 and 398-092-14), subject to non - substantive changes approved by the Executive Director of the Housing Authority and Authority General Counsel. 2. Authorize the Executive Director of the Housing Authority and the Recording Secretary to enter into negotiations on a Tenants in Common agreement, or similar document, and any other required actions necessary to draft that Tenants in Common agreement with the County of Orange for the joint ownership and development of the Crossroads at Washington affordable housing project located at 1126 and 1146 E. Washington Avenue, Santa Ana, CA 92701 (APNs 398-092-13 and 398-092-14). 3. Authorize the Executive Director of the Housing Authority and the Recording Secretary to enter into negotiations on a Joint Powers Agreement, or similar document, and any other required actions necessary for the properties to be held as Tenants in Common with the County of Orange for the joint ownership and development of the Crossroads at Washington affordable housing project located at 1126 and 1146 E. Washington Avenue, Santa Ana, CA 92701 (APNs 398-092-13 and 398-092-14). CITY COUNCIL MOTION: Authorize the City Manager and the Clerk of the Council to execute a pre -commitment letter with The Related Companies of California ("Related") and A Community of Friends ("ACOF") as the service provider for $3,971,440 in affordable housing funds consisting of $963,951 in Neighborhood Stabilization Program funds and $3,007,489 in HOME Investment Partnerships Program funds, for the HOUSING AUTHORITY AGENDA 4 JULY 2, 2019 1-4 7 development of the Crossroads at Washington affordable housing project located at 1126 and 1146 E. Washington Avenue, Santa Ana, CA 92701, (APNs 398-092-13 and 398-092-14), subject to non -substantive changes approved by the City Manager and City Attorney. MOTION: Iglesias SECOND: Solorio VOTE: AYES: Iglesias, Penaloza, Pulido, Solorio, Villegas(5) NOES: None (0) ABSTAIN: None (0) ABSENT: Sarmiento (1) * Ward 4 representative vacant. * Motion for Joint Item 6 was considered and voted on at the Regular Open meeting, Joint Item 80B. JOINT SESSION - FIRST AMENDMENT TO REGINA HOUSE LOAN AGREEMENT AND AFFORDABLE HOUSING COVENANTS {STRATEGIC PLAN NO. 5,31 At its regular meeting on Jun 26, 2019, the Community Redevelopment and Housing Commission (CRHC) recommended approval of the action above by a vote of 8:0 (Garcia absent). HOUSING AUTHORITY MOTION: Authorize the Executive Director of the Housing Authority and the Recording Secretary to execute a First Amendment to the Regina House Loan Agreement and Affordable Housing Covenants with Mercy House Living Centers, formerly known as Mercy House Transitional Living Centers, to modify the Regina House transitional housing program to become a permanent housing facility serving large families, subject to non -substantive changes approved by the Executive Director of the Housing Authority and Authority General Counsel. CITY COUNCIL MOTION: Authorize the City Manager and the Clerk of the Council to execute a First Amendment to the Regina House Loan Agreement and Affordable Housing Covenants with Mercy House Living Centers, formerly known as Mercy House Transitional Living Centers, to modify the Regina House transitional housing program to become a permanent housing facility serving large families, subject to non -substantive changes approved by the City Manager and City Attorney (AGMT No. 2019-108). HOUSING AUTHORITY AGENDA 5 JULY 2, 2019 1-5 MOTION: Villegas SECOND: Solorio VOTE: AYES: Iglesias, Penaloza, Pulido, Solorio, Villegas(5) NOES: None (0) ABSTAIN: None (0) ABSENT: Sarmiento (1) * Ward 4 representative vacant. * Motion for Joint Item 7 was considered and voted on at the Regular Open meeting, Joint Item 80C. *** END OF BUSINESS CALENDAR *** COMMENTS 8. HOUSING AUTHORITY MEMBER COMMENTS — None. ADJOURNMENT — 7:24 PM Norma Mitre, Acting Recording Secretary HOUSING AUTHORITY AGENDA 6 JULY 2, 2019 1-6 REQUEST FOR HOUSING AUTHORITY ACTION MEETING DATE: AUGUST 20, 2019 TITLE: RECEIVE AND FILE QUARTERLY REPORT FOR HOUSING CHOICE VOUCHER PROGRAM APRIL 2019 — JUNE 2019 (STRATEGIC PLAN NO. 5,3) �!a — NA_� EXECUTIVE DIRECTOR RECOMMENDED ACTION RECORDING SECRETARY USE ONLY: APPROVED ❑ As Recommended ❑ As Amended CONTINUED TO Receive and file the Quarterly Report for the Housing Choice Voucher Program for the period of April 2019 — June 2019. 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 7:0 (Urzua and Garcia absent). DISCUSSION The April 2019 — June 2019 Quarterly Report for the Housing Choice Voucher (HCV) Program provides statistics for the day-to-day activities of the Santa Ana Housing Authority. The report is divided into three sections: Applicants, Participants, and Production. Applicants The Santa Ana Housing Authority accepted applications from July 1, 2015 through July 30, 2015 and received a total of 16,375 applications. A random lottery procedure was used and the Santa Ana Housing Authority accepted 5,000 of the 16,375 applications to establish a 2015 HCV Waiting List. Charts 1 and 2 depict the characteristics of those applicants currently on the Waiting List. As of June 2019 there are 2,905 applicants on the 2015 HCV Waiting List. Chart 1 illustrates the percentage of applicants on the 2015 HCV Waiting List who live or work in Santa Ana. These applicants are given a preference on the Waiting List together with U.S. Military Veterans, 1. Residency Preference Work inSanta ft a 29°% Veteran 1% L ve i n Santa 1% Ana 78% 3-1 Quarterly Report for Housing Choice Voucher Program August 20, 2019 Page 2 Chart 2 illustrates the number of applicants by total household size. The majority of applicants on the Waiting List consist of only one or two household members. Over half of all applicants (1,545 of the 2,905 applicants or 54%) have one or two member households and would qualify for a one -bedroom voucher. The Santa Ana Housing Authority's occupancy policy is one bedroom for every two family members.. Participants At the end of the reporting period, there were 2,615 households receiving rental assistance from the Housing Authority. Chart 3 illustrates participating families, sorted by number of family members. Over three -fourths (81 %) of families receiving assistance have three or fewer members. Chart 4 illustrates the family type for program participants. Over half (65%) of participating households have elderly and/or disabled members. ["Other" consists of households that are non -elderly, non -disabled, with no minor children.] 2. Household Size 900 �767 778 800 - 700 s 600 500 400 300 200 100 - Z8-4 1 0 1 2 3 4 5 6 7 8 9 10 11 12a 4 Pei 9 3 Persons 15% 3. Family Size _ _ 7 Persnns 'soils 2 Persons 27% 4. Family Type Other Family 14% 21% Disabled 13% Elderly 52% 1 Person 39% 3-2 Quarterly Report for Housing Choice Voucher Program August 20, 2019 Page 3 5. Income as Percent of Median Below 80%of-I Below 50%of Median, 3 % Median,161A wooBelow 30°%of Median, 78% Chart 5 depicts participants by percentage of Orange County median income. As of 2019, the County's median income is $94,950 per year for a family of four. Approximately 78% of families on the program earn less than 30% of the median income, which is $35,600 per year for a family of four. Participants' incomes come from a variety of sources, as illustrated in Chart 6. A total of 43% of participating families have income from employment. Participating families pay a portion of their monthly rent based upon their income and the payment standard for their unit. The Housing Authority pays the difference between the tenant's portion and the contract rent. This payment is the Housing Assistance Payment (HAP). The average HAP for April through June was $1,066, Production HQS Inspections: At least once every two years, the Housing Authority must inspect each assisted -unit to ensure it meets HUD's Housing Quality Standards (HQS) in compliance with the federal regulations. From April to June a total of 380 inspections and re -inspections of our assisted - units were performed of which 89 inspections failed. Chart 7 illustrates the number of inspections performed on a monthly basis during the reporting period. 3-3 G. Sources of Income 70% 60% 50% 43% 40% 30% 6% 20% 10% 129 65% With any wages With any Welfare With any SS/SSI 7. HQS Inspections 11% u With any other income 128 127 ' 126 125 —6 48 . 124 l 123 124T 122 April May June Quarterly Report for Housing Choice Voucher Program August 20, 2019 Page 4 Recertifications 1 Interims: Each year, the Housing Authority must re -certify every assisted -family to verify the family is still eligible for assistance. In addition, when a participant's income changes, an interim examination must be performed. During the reporting period, a total of 855 recertifications and interims were conducted. Chart 8 illustrates the number of recertifications and interims performed. Other Change of Unit: These actions are completed when a family moves to a different rental unit. of unit actions were processed during the reporting period. 8. Re -exams & Interims 350 300 250 200 114 150 100 50 0 - April Twenty-five change New Admissions: This action is completed when a family is admitted to the HCV Program. Seventeen new admissions were processed during the reporting period. End of Participation: This action is completed when the family is no longer interested in participating in the program, the family becomes deceased, the family is no longer eligible for the program, or the family is terminated from the program due to program violations. Twenty-three end of participations were processed during the reported period. Data is not readily available on the cause of each termination. Expired Vouchers: This action is completed when an applicant is unable to locate a unit within the timeframe of the voucher and all extensions have been exhausted or no extension is requested. There were seven expired vouchers processed during the reporting period. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal # 5 - Community Health, Livability, Engagement & Sustainabiiity, Objective # 3 (Facilitate diverse housing opportunities and support efforts to preserve and improve the livability of Santa Ana neighborhoods). FISCAL IMPACT There is no fiscal impact associated with this action. Judson Brown Housing Division Manager Community Development Agency 3-4 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 Agreement with Iron Mountain August 20, 2019 Page 2 The bids and cost for services by each vendor were reviewed by three employees from the Housing Authority. The bid from Iron Mountain was selected based upon several factors including innovative technology for requesting and shredding files, and a flat fee when requesting boxes. Iron Mountain has been awarded multiple safeguarding awards and abides by the strictest standards making an example to the industry. The lowest cost bid from Penn was not selected because their firm could not offer the same standards of security and customer service as Iron Mountain. Iron Mountain was founded in 1951 and provides services to 32 countries. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, it provides speedy and accurate service to their customers. The three-year term of the agreement would begin on August 20, 2019 (Exhibit 1). STRATEGIC PLAN ALIGNMENT Approval of this item assists the City in meeting Goal #4 - Fiscal Sustainability, Objective #1 (Maintain a stable, efficient and transparent financial environment). FISCAL IMPACT Funds are available for FY 2019-20 and will be budgeted in future fiscal year budgets for estimated expenditures in the Housing Authority Vouchers -Administrative Fees account as follows, subject to change: Fiscal Year Accounting Unit -- Fund Description Accounting Unit, Amount Account # Account Description FY 19-20 14018760-62300 Housing Authority — Voucher Admin Contract Services- $15,000 Professional FY 20-21 14018760-62300 Housing Authority — Voucher Admin Contract Services- $15,000 Professional FY 21-22 rl018760-62300 Housing Authority — Voucher Admin Contract Services- $15,000 Professional Total Contract Amount $45,000 Judson Brown Housing Division Manager Community Development Agency Exhibit APPROVED AS TO FUNDS AND ACCOUNTS Kathryn Downs, CPA Executive Director Finance and Management Services Agency 1. Agreement with Iron Mountain 4-2 EXHIBIT 1 CONSULTANT AGREEMENT 1!0V$1NG'.AUT!10R1TY OF THE CITY OF SANTA ANA T141S AGREEMENT is. made and entered into on: this day of 2019 by and between Iron Mountain Information Managernerit, LLC ("Consultarte).. and -the Hbusirfg.Aufhority of the City of S.anta,Ana, a public body., corporate, and Politic. ("Authority").. RECITALS A. ., rhe Authority desires to- retain:a consultant -having special skill and knolxledge.:iii the field of document management services,, B, Consultant represents that Gohsuitant is able -and willing to -provide such services to the Authority, C. In undertaking the performance of this. Agreement, Consultant. represents. that it is knoWledgeahlc in its field 'add that -any services performed by, Consultant under this Agreement will. be.-performed.in:cOMP tray compliance with such standards asL reasonably be expected from a professional. consulting.firm in the field, NOW THEREFORE, inconsideration of the mutual and respective promises, and subject to :the terins and conditions hereinafter set forth, the parties agree as follows: L. SCOPE .OF SERVICES Consultant shall p' eirfotift- during the term of this, Agroehient, -.the''wsks -and obligations including. all labor, materials,. tools; equipment, andineldentAl customary work requited to fully and adequately pornplete the services described and set forth in the Prdgrarn Pricing: Schedule, attached hereto as Exhibit -A and incorporated by ri-.ference.. Z. COMPENSATION a, Authority agrees. to pay' and Consultant agrees to Accept as total payment fot its1 services for Authority, the rate's- and chargi;s. identified. in Exhibit A. The total sum ,to be expended widet this Agreement -sh-all not :exceed forty-Pive thousand -doll'ars ($45;-900.00) during the: of this.A.g.reeme .e rif. b... Payment by.. Authority -.shall be made within forty-five (45) days fblloyvjng receipt of proper invoice oice -evidericing work performed, -subject L to AiAhority accounting procedures. Payment need. not be, made for work that fails t , o meet the standards of Nrfoftnance'set -forth inthe-Reoitals, which may t6iisdhablybe.expected by Authority, This Agreement shallbommcrIpe -on.the date first written above And terminate on June-30, 20227 unless terminated earlier in accordance with Sqc.tion. 15, below. The term of jh-i$Agreemeni indy-be extended upon a. writing exe6uted by the Citv'Managerdqd the City Attomey. ]Page I of 4-3 EXHIBIT 1 .4, INDEPENDENY CONTRACTOR Co'nsult4ni shall., during the. -trifire - term "of - this Agreernehti be., construed to be an independent contractor and not an employee of the Authority. This Agreement is- not intended. nor shallit be. construed to creAeah employer -employee relationship,.--ft joint venture relationship, or to allow:the Authorlty'to 'exercise discretion or c6rittol over the professional manner in which Consultant -peTformsjhc services. whic.h..are. the subject matter of this. Agreement'. -however. the krvkcs- to be provided by Consulfant sbC be. provided in it manner consistent with all applicable standards and regulatibris -governing such services. Consultant shall.payall salaries- and wages,. employer's social cial security taxes, unemployment insurance and similar taxes relatingto -employeea. and shall bere8ponsible.,for all app licable 5. RESERVED G. INS.URANCE Prior to undertakiag performance of -work-, under. thi . s Agreement, Consultant shall maintain and shall require it subcontractors, if.any, to obtain and hiainTaininsuiance, as clescrib.dd below a. Cominercidl General Liability Insutance. Consultant shall maintain commercial liability.in8Vrarice naming the AuffiofifyL its officers,, employees-, agents, ,general Authority; volunteers ,and xcpjrcsQntafives as:additi.onal Linsured(s).andshall include, but: not be litnited to protection against claims arising froth bodily and personal. injury, including death- resdti.ng- tberffr= :apd,damagc to propQry,. Tesulting from any 4ct 0r:00turrence arising- out of Consultant's .op&rationq'iri the performance of this -Agreement; -h-icludhig, without. limitation, acts involving lving vehicles. The araounts.of ,insurance - shall be the following: singlo lirnit coverage , applying to bodily and personal injury; 'Including death resulting therefiom, and property damage, in the - tdtal.amount 6f.$.I.,00.0,000per.occurrence,: kith $2.,00.0,000.i.'nthe: aggregate. Such ' insurance shall (a) name 'th- Authority, its officers, employees; agents- and. representatives as additional -insured(s): (b) be primary and -not-coritributory with respect to - insuianct oi self insurance progarha maintained by the Authority, but. .only to :the , ex , t6:rit'of lroq-MouinW.in's liabilities under the agrqeme,nt; and (c) contain Standard separation of insureds provisions. b- Dusihess -autorn obilie liability insurance, 6r equivalent form, -,A>ith- a combined single limit of "$1,000,000'per occurrence, S.up.h..insurance: shall include coverage for - owned, hite.d and nbn-awned autoiiiobiles, 0, Worker's Compensation l9surancb. In. accordance with the 'provisions of'Sectio-n. 530 :of Labor Co.de,'Consultant,.'if-C'nsultant:has any employee&, is -required to be insured. against liability for worker's- compensation or to undertake'.- self- insurance. Prior to .commencing the, Performance- pf"the. work under this Agreement, Consultant agree&- to obtain and maintain any employer's liability insurance with limits- of $1,060,000 per accid'ent. d. The fol-towing requirements. reriients. apply to the insurance to be provided by Consultant owsilaftt to thi's section, Page.2 of 8 M EXHIBIT 1 i. Consultant: shall maintain all :insurance requited above in full force and effect forthe entire penod.covered by this Agreement. ii. Certificates of `insurance-sliall be furnished to -the. Authority upon execution of this Agreement -and shall: be approved by the Authority. iii. Certificates.andpolioies shall state that the policies shall not be canceled or reduced in.coverage or changed in another material aspect -without tliirty (30) days: prior written notice to the Authority. iti,. Consultant shall. supply Authority with a. fully exeduted additional; insured endorsement. f. 'If Consultant fails or refuses -:to produce or mairitain-theJnsurarice required by this section or. fails ar.refuses to fulm. ish the:Authority with required:proof .1hatinsurance. has. been procured. and is in force and paid foi, the, Authority shall have the right, at the Authority's.election, to forthwith terminate this Agreement. Such termination ,shall.not affeet.'Consultar►fs right to be paid for its time,.and materials. expended -prior to :notification -of termination. Consultant waives: the fight to receive .compensation and agrees to indemnify the Authority for -any work perfdirned prior -td approval of insurance by -the Authority, 7.. INDEMNIFICATION Consultant agrees to. defend, and. shall indemnify and hold harmless the Authority,. its officers,.d�ents, employees; contractors, special counsel, and representatives from liability; (1) for personal injury, damages,.just compensation, restitution, judicial or equitable -relief -arising ouf of claims for personal injury, including death, and claims for propdrty, damage, ,%-vhich may arise,from 'the negligent -operations :of the Consultant, its subcontractors; agents, employees, or other persons. acting on its behalf which relates -to the services -described in section 1 of this Agreement; and. t?-), from any claim that.personal-injury; damages; just.comperisatioaa, restitution; ji dicial.br equitable relief is clue by reason .of the :terms of. or effects arising from this Agreement. This indemnity and. hold harmless -agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, -or alleged. -to have been suffered, by reason -of the-everits referred to in this Section. or by reason of the terms-of;.or effects; arising from. this Agreement. The Consultant further agrees to indemriify,.hbld .harmless, 'and pay 'all cosfs for the defense of the. Authority,. including fees and costs for special counsel to be selected -by the Authority,. regarding any action by a third party 'challenging the validity of this Agreement, or asserting that personal injury, damages, just. cotnpensatiort, restitution, judicial. or. equitabl.e-.relzef duo, to. personal .ot property rights arises by reason .of the tenths of, or.- effects arising from this Agreement. Authority ina' make all .reasonable decisions 'with respect to its representation -in any legal proceeding. Notwithstanding the foregoing,. -to. the extent Consultant's services, are subject to Civil. Code. section 2782.8, thb.ab6Ve indemnity"shall belimited,.te the cxtentrequired by Civil Code Section '2782.8,. to claims that arise. out. of, pertain to,..or relate to the negligence; recklessness, or willful misconduct of the Consultant. 8: RESERVED Page 3. of 8 4-5 EXHIBIT 1 9.. RECORDS Consultant shall keep records and invoices i connection with the work to' be- performed under this Agreement. ConsuItaht shall maintain complete: and accurate records: with. respec-t to the costs incurred under this Agreement and any services, expenditures, Eind..disbursements: charged to the Authority.for a minimum.period of three (3) years; or for any longer period required by. �lavv.. frorri the date of final payment to Consultant under this Agreement. All such records and invoices .shall. be clearly identifiable, Consultant shall allow a. representative of the Authority to esatrhine, audit, and make transcripts or. copies. of such records and any otber'docutnelats created .Pursuant to.this Agreement during. regular busiriess hours. Consultant shall alloSv inspection of:all -wort-,; data, documents, proceedings, and activities related io.ihis .Agreement for a period of three (3) years from the date of final paymeht to 'Consultant under this Agreement.. 10 CONFIDENTIALITY If Consultant. receives frohi the .Authority information which due to the nature of such information. is reasonably understood to be confidential and/or proprietary; Consultant agrees that it shall not use; or disclose such .information except in the performance of this Agreement, and further agrees to exercise the same degree.. of care. it uses -to protect its own information oflike importance; but:zn no.event less that/ reasonable care.. ".Confidential Information" shall include all rionpublic. information. Confidential information includes. not only written information, but. also information transferred orally, visually,. electrnniaally, . or by other means. Confide'ntial information disclosed to either party by oily subsidiary and/or agent -oft other party is coti�ered by this Agreement: The foregoing obligations ofhon-use and -nondisclosure shall not apply to any information that -(a) has been,disclosed in publicly available -sources; (b) as, through no fault of the Consultant disclosed in-.a.publidly available source; (c) is.iri rightful possession of the Consultant Without 4n obligation of confidentiality; (d) is required to. be disclosed. by operation of law; -or (e) is.indepeiideittly developed by the Consultant wifhout reference to information disclosed by the. .Authority. 11.. -CONFLICT OF INTEREST CLAUSE. -Cpnsultant.covenants that .it presently"has no- interests and shall not have interests, -direct or iridireet, which would conflict in any mariner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION .Consultant shall.not.discritnihate because ofrace, solar; creed; religion,zex, firarital status, :sexual orientation, -age,. national. -origin, ancestry, or disability, as. defined. and. prohibited .by applicable law. ih the recruitment, selection, training, utilization,.pcpmotiok.tehiiiiiation or other employment related activities: Consultant.4f irrris that it is anequalopportunity employer and shall comply withal[ applicable fi deral.'state and local laws and regulations, Page I of 8 4-6 EXHIBIT 1 13., EXC,L.USIVI<TY AND AMENDMENT This Agreement .represents the complete and exclusive statement between 1he Authority and Consultant,,arad.supeisedes any and: all other agreements, oral. or written, between. the parties. In the m, erit of a conflict between -the tcrrris of this Agreement and any attachments. hereto, the terms. of this Agreement shall prevail: This Agreement may not be modif ed :except by written instrument signed by the Authority and by an authorized representati� e of.Consultant. Th&parties agree that any terms or conditions. of anypurchase -order or other. instrument that are inconsistent with, or in addition to, the termg. and conditions.:hererif; shall.nat.liind or. obligate -Consultant or the Authority. Each party to this Agreement :acknowledges that no representations, inducemcrits, .promises or. agreements .orally or otherwise, have been made by any.party, or anyone acting-.ori behalfof-a' 'patty, which is not eiribodied.:herein, U. ASSIGNMENT Inasmuch as. this Agreement is. intended to secure -the specialized services of C.onsultant,. Consultant: may not assign, transfer, delegate; or siibeontlract any interest Herein without the prior written consent -of the Authority and any such assignment, transfer, delegation or subcontraet -Mthout the Authority's prior -written consent :slsall be considered null. -.and void,..Notbing in this ,A.greement shall be construed to limit.the Authority's ability to have any of the services which are the. subject .to, this Agreement performed by Authority p.ar;sonnel or by ather consultants retained by Authority: 15. TERMINATION This Agreement.rnay be. terminated by the Authority upon. thirty (30) days written .notice oftermination: In siich`e'vent; Carisultant-shAl be entitled to. .receivc.and the . Authority -shall pay Consultant compensation-fbuall services performed by Consultant. prior to: receipt of such -notice of termination, subject to the following conditions: a. As a condition of such payment; the. Fxecuth c Director may require Consultant to deliver to !be Authority all work product(g) completed as of such date, -and in such case such work product shall be the property of the, Auttioxity unless Prohibited by law, and Consultant consents. to the Authority `.s use thereof for such purposes as =the Authority deems appropriate. b. Payment, need. not be made- .for work which fails to .meet. the standard of performance specified in the Recitals of this Agreement. 167 WAIVER No. waiver of breach, failure of ariy -eoridition, or aiiy right: or remedy contained in or granted byth.e provisions of this Agreementshall'be effective unless. it is -in. wrriiing -and si.gned.:by the. party:waivixig the breach, failure,.right or remedy. No waiver of any breach, failure or right, or remedy shall .be deemed a waiver of any :other breach, failure, right or remedy, whether or not similar, for shall. any waiver constitiite,-4'continuing waiver unless the writing so specifies.. Page. 5 of S 4-7 EXHIBIT 1 17. JURISDICTION - VENUE This -Agreemio,nt'hasbecin executed and delivered.intheStAte of'Calif6m.ia and.thc:validity, inteipretation, Performance, and enforcement bfany of the clauses of this Agreement shall -be determined and governed by the laws of the 5tatc:of California. Bothpartiesfurther agree that Omnge County, California, shall be the venue: for -any action or proceeding that maybe brought or arise. out of, in cQwiection with -or by reason: of -this Agreement.. I.S. PAOFES,SIONALLICENSES Consultant shall, throughout theterm. of this A.greenfent. maintain all necessary libenses,. permits, -approv6ls, -waivers, and exemptions neeessary. for tho provision of the.services hereunder .and required by- �he laws and regulations of the Uni*,Statcs, the State. of California, the Ci qy of Santa Ana,and all. other goverriniental agencies. Consultant shall. notify the Authority immediately and in writing of its inability to. oblain.or.matintain such permits, licenses, approvals, waivers, and. extmptions, .9did inability shall -beca-asefor termination of this Agreement. 1-9. NOTICE An notice, tender, demand, delivery, or -other compuinication -pursuant to -this A&neetnent Tn shall be, in -writing, and shall be dcorheed to be ptoperl':given if'delivered in person oi mailed by - first class or certified mail., postage, prepaid, .or sent by fax -or other telegraphic communication in the- manhet provided in this Sec'tlbri; to the folloWing. pergbris;-, To Atithority; Clerk: of the City Council' il' City of Santa Ana 20 Clvic.'Center Plaza (M-30) P.O. Box 1988- Santa. Ana, CA: 92702198 8 Fax: 7 14- -647-6956 With. courtesy.copies, to: Ex'ecutive DireUor, CDA City of Santa. Ana .2'0 Civic Center Plaza P.O. Box I Santa: Aria; California 92702 Ta ConWitant Iron Mountain Info.tmation Management, LLC One.`Feaeral Street Boston, MA. 02110 Page G-of 8 M EXHIBIT 1 A party may -change: its Addi6ss by:givinig noticeinWriting- to the other Party. Thereafter, -any commatapadon shall be:addressed and transmittedto the. no,,.v addiess. If sent. by mail, communication shall be effective or deemed1d -have been,Ov6n 'three- (3) days after .it has been. :deposited - in the Uifted 'States mail, duty registered or -certified, with postage,prepaid; and addressed as set forth above. If sent by fax, communication shall'be effective or deemed. . to have been given twenty-fotir'(.24) hours Afte'r the time set forth on the transtriissionreport 'fi;suedbythc transmitting faoslinlle machine; :addressed as get forth above. For purposes of calculating these: time frames, weekends, e4eral, state, County or City holid4ys.shall be excluded. 21 MIS.CELLANEOU-8- PROVISIONS. a. Each undersigned represents -.and warrants that its, signature h&citi 6616w has: the power, authority and: Tight to bind, their respective parties to each of L the terms of this Agreefticht, and. shall indemnify Authority fullYl incluidingreasonable costs and Attorn.ey'sfees, for any injuries or damages to Authoriq., in the event that such authority 'at power is riot, -in fact, held. by the signatory pr is withdrawn, b, All Fxhibits refetetTeed. he.tein and. attached -hereto shall be incorporatedI as if fully set forth in the body of this Agreement. (Sigvatvr&s Pnj&71ovVingpdgd.,1 Page 7.of 8 Me EXHIBIT 1 IN WITNESS WHEREOF, the-patties,hereto have executed this Agreement 1he date and vearfirst 'Abovb written. ATTEST: DAISY GOMEZ Clerk of the Ccuitci I APPROVED AS TO -FORM: SUNIA.R. CARVALHO City Attorney By. Rpan "odg�5 Assistant City Attorney RECOMMENDED FOR APPROVAL: STEVEN A. MENDOZA Executive. Director CominunityDe'veloPment Age -hay HOUSING AUTHORITY 'OF 'THE CITY OF S, ANTA AN, A KRISTINE RIDGE City Manager CONSUtTANT.-. (name.) Tax, ID9 4 7'1 mvad as to FeroandLegitl Content:. lfcri Ma.untain Legal Department pJarkel. Stcher, Corpornre Cawual -Date: Xuly 25,2019 Cuvomiir: Hawing Authority, cif the City of Santa Aha Page 8 of 8- 4-10 EXHIBIT 1 EXHIBIT A PROGRAM PRICING SCHEDULE 4-11 EXHIBIT 1 SCHEDULE A: PROGRAM PRICING SCHEDULE i1110.* r.►►l.►dlWM.►-►.►►.8'.*.i..►W0,.►P►..IsRDY.Ir..0-►0-.1>iY►..1 .®.),-5. �-k. RECORDS MANAGEMENT This Records Management Pricing Schedule is incorporated into and made part of the Customer Agreement ("Agreement") between Iran Mountain Information Management, LLC, (the "Company" or "Iron Mountain") and City of Santa Ana (the "Customer"). Please see our Customer Information Center at ironmountain.camisupport/how-it-works for a Glossary with definitions of the terms used in this Pricing Schedule and more detail regarding our services, standard processes, and billing practices. In addition, restrictions apply to volume and/or stated timeframes for some service transaction types and these may be found in the Glossary under each service type. This Records Management Pricing Schedule supersedes and terminates any prior Records Management Schedule and/or Schedule A existing between Iron Mountain and the Customer for the accounts noted below. Afl other Records Management services not specifically listed on the Schedule A will be charged at Iron Mountain's then current rates. Notwithstanding anything to the contrary in the Agreement, the pricing set forth in this Schedule or the Agreement will be effective on the later of (i) the date on which the Agreement is signed by both parties; (ii) the Agreement Effective Date; or (iii) the Effective Date of this Schedule. In accordance with Iron Mountain's standard billing practices, Iron Mountain shall invoice Customer at the rates and charges set forth in this Schedule beginning on the first day of the monthly Billing Cycle in which such date falls, or the following Billing Cycle if the date falls at the end of the month. CITY OF SANTA A.N District Name/Number: Multi -District I Customer IDs: See Table 3 Year Term • Year 1 — July 1, 2019 — June 30, 2020 • Year 2 — July 1, 2020 — June 30, 2021 • Year 3 — July 1, 2021 — June 30, 2022 CUSTOMER ID TABLE �, j�l...D...t...i>PP. .t�^D,I"r'�, D�r............P...P�.�.Z�,0-..0�-�-.6�.P..k,.1-�.J�go- .11^ Customer Account ID Customer Name 23G6G CITY OF SANTA ANA ironmountain.com 1 1.800.899.IRON (4766) Page A.1 4-12 EXHIBIT 1 IRON MOUNTAIN RECORDS MANAGEMENT i"Z, �-�.'^6�t''3- Y-0.:^I&P- l-l' �-rn iv WII.'�-**- b- 0-0. 0. 0- 1� IP 0. b.-l.-. 10�!-]�'-P�"W ' 1�-�'�- �-t-. i-)�.Tr'0.0. 0-1-I. T Tlb' PRICING FOR CORE SERVICES Standard Storage and Services (SEE: http:llcic.ironmountain.comlrecordslglossary! FOR SERVICE DEFINITION$) Carton Storage $0.207 $0.213 $0.220 Cubic Foot Carton Storage, New $0.207 $0,213 $0.220 Cubic Foot Receiving and Entering - Carton $1.64 $1.69 $1.74 Cubic Foot Regular Retrieval - Carton $1.96 $2.02 $2.08 Cubic Foot Regular Retrieval - File from Carton $2.76 $2.84 $2.93 File Regular Refile - Carton $1.96 $2.02 $2.08 Cubic Foot Regular Refile - File to Carton $2.76 $2.84 $2.93 File Archival Destruction - Carton $2.50 $2.58 $2.65 CF plus Regular Retrieval Charge Next Day Delivery $19.32 $19.90 $20.50 Visit plus Handling Charge Trip Charge, Pickup $19.32 $19.90 $20.50 Visit plus Handling Charge Handling Charge $2.70 $2.76 $2.86 Cubic Foot Trip Charge, Next Day, Zone 2 $35.32 $36.38 $37.47 Visit plus Handling Charge Trip Charge, Next Day, Zone 3 $41.32 $42.56 $43.84 Visit plus Handling Charge Trip Charge, Next Day, Zone 4 $47.32 $48,74 $50.20 Visit plus Handling Charge Trip Charge, Next Day, Zone Metro $24.32 $25.05 $25.80 Visit plus Handling Charge Trip Charge, Next Day, Zone Metro NY $31.32 $32.26 $33.23 Visit plus Handling Charge Trip Charge, Pickup, Zone 2 $35.32 $36.38 $37.47 Visit plus Handling Charge Trip Charge, Pickup, Zone 3 $41.32 $42.56 $43.84 Visit plus Handling Charge Trip Charge, Pickup, Zone 4 $47.32 $48.74 $50,20 Visit plus Handling Charge Trip Charge, Pickup, Zone Metro $24.32 $25.05 $25.80 Visit plus Handling Charge Trip Charge, Pickup, Zone Metro NY $31.32 $32.26 $33.23 Visit plus Handling Charge Premium Storage and Services (SEE: http:l/cic.lrQnmountaln.rom/recordriglossaryf FOR SERVICE DEFINITIONS) Archival Destruction - File from Carton $2,34 1 $2.41 $2.48 File plus Regular Retrieval Charge Permanent Withdrawal - File from Carton $3.55 $3.66 $3.77 File plus Regular Retrieval Charge Permanent Withdrawal - Carton $3.94 $4.06 $4.18 CIF plus Regular Retrieval Charge Rush Retrieval - Carton $7.65 $7.88 $8,12 Cubic Foot Rush Retrieval - File from Carton $10.20 $10.51 $10.82 File Regular Interfile - Carton $9,30 $9.58 $9,87 Each Half Day Delivery $48.33 $49.76 $51.27 Visit plus Handling Charge Rush Delivery - Business Day $58.83 $60.59 $62,41 Visit plus Handling Charge Rush Pickup - Business Day $58.83 $60.59 $62.41 Visit plus Handling Charge Rush Delivery - Weekends/Holidays/After Hours $238,39 $245.54 $252.91 Visit plus Handling Charge Miscellaneous Services - Labor $68.65 $70.71 $72,83 Hour Re -boxing Charge $5.89 $6.07 $6.25 Labor Plus New Carton iron mountain.com 11.8t00.899.IRON (4766) Page A.2 4-13 EXHIBIT 1 Other Program Fees (SEE: http:llcic.ironmountain.comlrecordslglossary! FOR SERVICE DEFINITIONS) Administrative Fee (SummaryBilling)Waived Waived Waived Account ID per Month Administrative Fee (Detailed Billing) Waived Waived Waived Account ID per Month Fuel Surcharge Transportation Visit Note: Minimum Storage accounts are not charged a monthly Administrative Fee, Note: A Fuei Surcharge is applied rnonthly based upon changes in the price of diesel fuel as published by the US Department of Energy. This charge is calculated monthly and included as a percentage oftransportation related service charges. The current monthly Fuel Surcharae information can be found at http:{Icic.ironmountain.com/FuelSurcharge Custom Storage and Services {SEE: http:llcic.ironmountain.comlrecordslglossary) FOR SERVICE DEFINITIONS) Outside CourierlCustonier Representative Handling $6 20 $6.39 $6 58 Transportation Visit Storage Minimum $163.13 $168.02 $173.06 Account ID per Month Minimum Service Order Charge $15.75 $16.22 $16.71 Order Individual List/Indexing $0.80 $0.82 $0.85 File RFID Z Label $0.60 $0.62 $0.64 Each RFID T Label $0.60 $0.62 $0.64 Each Standard Letter/Legal $4.30 $4.43 $4.56 Each Auto -Fold Letter/Legal $5.85 $6.03 $6.21 Each #251 Std Attached Lid $3.95 $4.07 $4.19 Each Image on Demand - Digital Images Scanned (in excess of the first 50 images) $0.25 $0.26 $0.27 Image Image on Demand - Imaging Minimum (includes first 50 images) $25.00 $25.75 $26.52 Order Image on Demand - Hourly Labor $68,65 $70.71 $72.83 Hour Image on Demand Professional Services $278.50 $286.86 $295.46 Hour Professional Services $278,50 $286.66 $295.46 1 Hour Note: Image on Demand is not available in all markets. If the customer's requirements d€ffer from those described in Image oil Demand - Overview within the Glossary of the Customer Information Center (htip:llcic.ironmountain.com/records/glossanr), then custom services are available and must be described in an agreed upon statement of work. ironmountain.com 11.800.899.IRON (4766) Page A.3 4-14 EXHIBIT 1 ADDITIONAL DEAL TERMS ►►►►►►R"dY0-►ICY►►►►►►ffirs►s'►I-►►►►).0.►►l►►►►►►►i)iirFi► to- i-/►►A-s►►►P"►h►R> TRANSPORTATION SERVICES PICKUP & DELIVERY NEXT DAY UELME Y Order by 3:00 PM for delivery next Business Day HALF DAY DELIVERY Order by 10:00 AM for delivery same Business Day; or Order by 3:00 PM for delivery next Business Day by 12:00 PM. RUSH DELIVERY, BUSINESS DAY Delivery within 3 hours of placement of Order (for Orders received not later than 2:00 PM) on a Business Day. RUSH DELIVERY, WEEK EN1 f;..I0 L I D')&Af,,;1Ai--1• ' lg-IOwr, Delivery within 4 hours of placement of Order. Pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days. ironmountain.com I 1.800.899.IRON (4766) Page A.4 4-15 EXHIBIT 1 LUSH PICKUP, BUSINESS DAY Pickup orders placed before 4:00 pm on a Business Day will be picked up on the following Business Day. Additional Services beyond those listed in this Pricing Schedule are available. For service descriptions, please go to Additional Services at cic.ironmountain.com/additionalservices. RECORDS MANAGEMENT - STANDARD IMAGE ON DEMAND (IOD) :,1;- r►erg o.►0.►s,*►Ws*r►r►s►►®*s►0.wO..b-n�►WWI►►►-r►*►r►►0-e►l►ame�-►r1.0-* This pricing included in this schedule applies specifically to the conversion on (stored) business records. Due to the complexity inherent to document conversion, additional document types may be subject to additional and/or specific pricing. Document Conversion using Image on Demand (IOD): The IOD scan rate includes up to 8-minutes of total labor for each file requested for IOD conversion, covering document preparation, scanning, quality control, standard indexing, scanning non -letter legal documents and reassembly. — Conversion work that exceeds 8-minutes per file will be charged an hourly rate in 15-minute increments (per order). — Flatbed Scanning may be required and will be invoiced at the current photocopy rate. — Standard Image on Demand Services are only available as a next day service, mush or half day services are considered Custom Image on Demand Services that require a separate statement of work and subject to geographical availability. — Digital images and indexing data will be made available through a hyperlink delivered to the requestor via email. Activation of IOD service is required before an order can be placed. — All pages contained in the file will be scanned. — Digital images will be scanned at 300 DPI, in black and white as a PDF multi -page image. — If the customers requirements differ from those described in this Schedule A or the description contained in "Image on Demand — Overviews" within the glossary of the Customer Information Center (http://cic.ironmountain.com), then those requirements are considered Custom Image on Demand Services and must be described in a separate, agreed upon statement of work. Damaged, illegible and/or odd sized documents will be scanned using a flatbed scanner, a fee will be charged for every image generated at Iron Mountain's current photocopy rate. Rates defined above do not include charges for retrieval, refile, disposition, or physical delivery of source documentation. Rates for these services are based on customer's existing rates, All other services, not specifically listed herein or quoted on a separate Schedule A, will be charged at Iron Mountain's then current rates. ironmountain.com 11.800.899.IRON (4766) Page A.5 4-16