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HomeMy WebLinkAboutIRON MOUNTAIN INFORMATION MANAGEMENT, LLC (2) NSURANCE ON FILE 11Pt?•K MAY PROCEED N-2019.238 YIL INSURANCE EXPIRES - GL,a ,tv WC: l/-/-,2Q CLERK OF COl1l!VCIL DATE pvU82019 6 . RR (D AGREEMENT WITH IRON MOUNTAIN INFORMATION MANAGEMENT,LLC TO PROVIDE DOCUMENT STORAGE ikxeivah- in AND MANAGEMENT SERVICES THIS AGREEMENT is made and entered into on this 14th day of October, 2019 by and between Iron Mountain Information Management, LLC ("Consultant"), a Delaware Limited Liability Company and the City of Santa Ana,a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California("City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of document storage and management services. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth,the parties agree as follows: I. SCOPE OF SERVICES Consultant shall perform during the teini of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in the Program Pricing Schedule, attached hereto as Exhibit A and incorporated by reference. 2. COMPENSATION a. City agrees to pay,and Consultant agrees to accept as total payment for its services for City,the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed fifty thousand dollars($50,000)during the term of this Agreement. b. Payment by City shall be made within forty-five(45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals,which may reasonably be expected by City. Page 1 of 7 3. TERM This Agreement shall commence on the date first written above and continue for a five(5) year period until October 13,2024,unless terminated earlier in accordance with Section 15,below. The term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however,the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services.Consultant shall pay all salaries and wages,employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes, 5. RESERVED 6. INSURANCE Prior to undertaking performance of work under this Agreement,Consultant shall maintain and shall require its subcontractors, if any,to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s)and shall include,but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property,resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including,without limitation,acts involving vehicles. The amounts of insurance shall be the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of$1,000,000 per occurrence,with$2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City,but only to the extent of iron Mountain's liabilities under the agreement; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance,or equivalent form,with a combined single limit of$1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker's Compensation Insurance, In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required Page 2 of to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits of$1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Notice of cancellation shall he provided in accordance with policy provisions. f if Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for,the City shall have the right,at the City's election, to forthwith terminate this Agreement, Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents,employees,contractors,special counsel,and representatives from liability: (1)for personal injury,damages,just compensation,restitution,judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which 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 (2) from any claim that personal injury, damages,just compensation, restitution,judicial or equitable relief is due 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 events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify,hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution,judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may 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, the above indemnity shall be limited, to the extent required 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. Page 3ot7 8. RESERVED 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three(3) years, or for any longer period required by law, from 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 City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents,proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 1D. CONFIDENTIALITY If Consultant receives from the City 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 of like importance,but in no event less than reasonable care. "Confidential Information"shall include all nonpublic information, Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that(a)has been disclosed in publicly available sources;(b)is,through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality;(d)is required to be disclosed by operation of law; or(e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect,which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race,color, creed,religion,sex,marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations, Page 4 of 7 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written,between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail, This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to,the terms and conditions hereof,shall not bind or obligate Consultant or the City,Each party to this Agreement acknowledges that no representations, inducements, promises or agreements,orally or otherwise, have been made by any party, or anyone acting on behalf of any party,which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event,Consultant shall be entitled to receive and the City shall pay Consultant compensation for all 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 Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City 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. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving 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,nor shall any waiver constitute a continuing waiver unless the writing so specifies. Page 5 of 7 17. JURISDICTION-VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County,California, shall be the venue for any action or proceeding that may be brought or arise out of,in connection with or by reason of this Agreement. 18, PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits,approvals,waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice,tender,demand,delivery,or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail,postage prepaid,or sent by fax or other telegraphic communication in the manner provided in this Section,to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza(M-30) P.O. Box 1988 Santa Ma,CA 92702-I988 Fax: 714-647-6956 With courtesy copies to: Executive Director,Human Resources City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ma,California 92702 To Consultant: Iron Mountain Information Management, LLC One Federal Street Boston, MA 02110 Page 6 of 7 N-2019-238 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly 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-four(24)hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such City or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA 7 /�/////J/� Daisy `:'" `Gomez Ate<. Kris ine Ridge Clerk of the Council - City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney IRON MOUNTAIN INFORMATION MANAGEMENT LLC. ;) kt5gbek. i'r1141-4A-./ /9,1->i By:I4ta.r A, Laura A. R ssini S t-r 6,' -e Senior Ass" Cant City Attorney Title: T err t. c r-'I P L!•l',eft F'J,rC c'l•C{e- RECON ENDED FOR ROYAL: Approved as to Farm and Legal Content: Iron Mountain Legal Department Steven Ph in Kathleen Cronin,Legal Generalist Executive i ector, Human Resources Date:October Crt ofSa 9 Customer:Cin•of Scam Ana Page 7 of 7 EXHIBIT A STATEMENT OF WORK AND PRICING 2 A IRON MOUNTAIN' a is ri < r, 4t 3 I.j -r-,xr 1 i r.. 4l o STATEMENT OF WORK a STATEMENT OF WORK City of Santa Ana Department of Risk Management Claim file box and listing Version 2019.09060238 September 2019 0063400001DK3aVAAT Submitted To: Samantha Lambert I Risk Management Supervisor I slambert@santa-ana.org 1714-647-6959 Submitted By: Colin Johnson I Business Development Executive I colin.johnson@ironmountain.corn 15622936709 Prepared By: Francisco Martinez I Project Supervisor I Francisco.martinez@ironmountain.com I(714)981-1576 lronMountain.com I Confidential 97238 Page 1 Change Control P P ► ► P P P P P ► P . . . . . P P P ► ►► P P P ► P P P P ► P ► ► P ► ► P P P ► P P P ► ► A Change Control documents any changes to the resource requirements,engagement scope or schedule that materially change Iron Mountain's estimated fees and must be mutually agreed ("Change.Contror). A Change Control will require a review of the SOW and financial arrangements as follows: • Each party must mutually agree to any changes to the SOW scope or deliverables and review the workday Impact based on an agreed estimating model. Iron Mountain will determine the cost impact based on the additional work required. • Any mutually agreed and approved changes to the SOW scope or deliverables will be reflected in addenda to this SOW, or in a new SOW, which shall be duly executed by each party. SAFE MATERIALS AND PREMISES P ► ► P P ► P ► ► P P to. ► ► P ► P P ► P ►P P P ► P ► P P ► PPP P P P P ► ► ► P ► PPP *- Customer shall not store with Iron Mountain (or place in shredding bins) any material that is highly flammable, may attract vermin or insects, is otherwise dangerous or unsafe to store or handle, or is regulated by federal or state law or regulation relating to the environment or hazardous materials, Customer shall not store(or place in shredding bins)negotiable Instruments,jewelry,check stock or other items that have intrinsic value. Customer shall only place paper-based materials in the shredding bins. Customer warrants and covenants that its premises where Iron Mountain employees perform services (including pickups and deliveries)are and shall be free of hazardous substances or dangerous conditions. Customer shall reimburse Iron Mountain for damage to equipment or injury to personnel resulting from Customer's breach of this Section. Scope P P P P P ► ► ► P ► ► P ► ► P P P ► P P ►P ► P P ► P P P ►P ► . . . . . P ► ► ► PPPP ► Scope information Is for assumption purposes only. Collection, transport, end receipt of an estimated 205 cartons (246 cubic feet) of Customer records located at 20 Civic Center Piz Fl 4, Santa Ana, CA. Iron Mountain will pack an estimated 240 LF of files from open shelf environment shelving. Ali files will be packed following strict sequence order and capturing range outside of box. All boxes will be labeled with GREEN RFD Labels indicating indexing is required. It is estimated 205 boxes will be packed from this collection. It is estimated that each packed carton will hold approximately 10.5 flies. In total this project is estimated to include a total of 2160 files, Within 7 days of receipt of signed Statement of Work, Iron Mountain will contact Customer to schedule execution of the workflow described herein. Workflow ► ► ► P ► PPPPPPPPPPPPPPPPPPPPP ► ► PPP ► PPPPPPPPPPPPPP IronMountalnt cam I Confidential 9721E1 Page Unless otherwise stated, Iron Mountain will follow standard operating procedures for all standard workflows including, but not limited to, transportation, Inbound/outbound processing, inventory staging, and archival destruction. All work associated with this SOW will take place during standard Iron Mountain operating hours, 8AM — 5PM Monday through Friday {local time — excluding Iron Mountain holidays), unless otherwise specified and mutually agreed upon. These services will be executed in a mutuallyagreed upon service window based on the availability of iron Mountain project teams while accommodating any service restrictions noted by Customer. Upon arrival at the Customer's location, Iron Mountain will provide identification and ask for the designated Manager on Duty(MOD)or other specified Customer contact. The Customer will be required to escort Iron Mountain to the location of the records requiring service. in the event the location is not ready for service,an additional billable service visit may be required. The Iron Mountain project team will pack the records into standard Iron Mountain RFID ready storage cartons. If a Customer chooses to use non-RFID ready cartons, separately purchased Iron Mountain REID labels will be applied to the face of each storage carton to ensure proper disposition and chain of custody. Iron Mountain will prepare transmittals using descriptive data on the exterior of the carton. In the event that descriptive data is not available on the exterior of the carton Iron Mountain will open the carton to gather range information using the first end last files In the carton. In the event that required data elements are not available, the Customer MOD or other designated Customer contact will be available to assist. Customer expects the following fields to be captured from the exterior of the carton, if applicable: Major Description/Minor Description/Date Range/Alpha Range I Destruction Date During the pickup process, the Iron Mountain courier will confirm receipt of each carton by scanning the barcode label associated to each carton. Cartons will be staged for transport and, prior to departure,the Iron Mountain courier will require the Customer MOD or designated Customer contact to confirm the carton quantity and provide signature to release the Inventory. To ensure chain of custody, cartons without a barcode cannot be collected. A follow-up service date will be scheduled once these Items are ready for pickup. Upon arrival at the Iron Mountain record center, each carton will be processed following the established Iron Mountain standard operating procedure for receipt and entry. Each file will be listed in accordance with the Descriptive Data Requirements noted below. Individual File Listing rates include keying two fields from the exterior of the file (on a file label or folder tab) Into SafeKeeperPius. Iron Mountain will make reasonable attempts to locate required data if the data is not readily available on the exterior of the file. Additional charges apply for all time spent searching the file for required data. If the required data cannot be located Iron Mountain will key"Not Available" In place of the missing data. File Description 1: Last Name, First Name File Description 2: Claim# File Description 3: Date of Injury HaiMouniafn.com I conrrdonlral 97238 Page 4 Customer authorizes Iron Mountain to handle Individual File Listing Exceptions in the following manner. in the event that Iron Mountain locates records that cannot be file listed, Iron Mountain will key "Miscellaneous File" In File Description 1 for each instance. In the event that Iron Mountain encounters an entire carton that cannot be listed, Iron Mountain will contact primary point of contact for this Statement of Work for resolution. Upon request carton may be shipped to Customer at current contract rates. IranMountalacoot I Confidential 07238 Page 5 SCHEDULE A: PROGRAM PRICING SCHEDULE ►►►Y►►PIP►►►II-►Ir.►►►Y►Y►►►►►►►p►►►►►►►P►►►p►PA►A►►Ir.P►►►►►P►P►►►p► RECORDS MANAGEMENT This Records Management Pricing Schedule is incorporated into and made part of the Customer Agreement '('Agreement")between Iron Mountain Information Management,LLC,(the"Company"or"Iron Mountain")and City of Santa Ana(the"Customer"). Please see our Customer Information Center at Ironmountain.com/supporuhow-it-works fora Glossary with definitions of the terms used in this Pricing Schedule and more detail regarding our services,standard processes,end billing practices. In addition,restrictions apply to volume and/or slated tlmeframes 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 Won Mountain and the Customer for the accounts noted below. All 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 bath parties;(II)the Agreement Effective Date:or(ill)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 et the end of the month. CITY OF SANTA ANA District Name/Number: Multi-District Customer Ds: See Table 3 Year Term • Year 1 —July 1, 2019—June 30, 202D • Year 2—July 1, 2020—June 30, 2021 • Year 3—July 1, 2021 —June 30, 2022 CUSTOMER ID TABLE ►►►P►YAY►►Y►PPP►►►►p►►►►►pp►►►YY►►►►►►frP)Th ►►►rP►►►►►►►►►►PPa.► Customer Account ID Customer Name 23G6G CITY OF SANTA ANA ironmountain.com 11,600.899.IRON(4766) Page A.1 IRON MOUNTAIN RECORDS MANAGEMENT P►P1►►l PYP►YFPh►P}b PPYPPPP►►►►PYPP►hhYPP►►l►Yi}Yb►►Y►PY}P!}►►Pi PRICING FOR CORE SERVICES Standard Storage and Services(SEE;hnnulclalmnn,ountein.00mnacordefglossary/FOR SERVICE DEPINMONs) sn 4r Q' i 2 P3:01-„ s e4 t 4i ti�ser$tttarf.°ki"�':t 2�"`,���'"'x,.av� .`a�h��'.:����'-�'.,'��'ear ,'<�.,ur�Yea�2�r���Y�e�f.`,3" rPorZY. ;1:811 vn 1e24. 74t7S Carton Storage $0207 $0.213 $0.220 Cubic Foot Carton Storage,New $0,207 -. $0.213 $0.220 Cubic Foot Receiving and Entering-Carton $1.84 $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 Flle Regular Raffle-Carton $1.96 $2.02 $2.08 Cubic Foot Regular Refile-File to Carton $2.76 $2.84 $2.93 File Archival Destruction-Carton $2.60 $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 $2.78 $2.86 Cubic Foot Trip Charge,Next Day,Zone 2 $35.32 $36.38 $37.47 Visit plus Handling Charge Trip Charge,Next Day.Zane 3 $41.32 $42.66 $43.84 Visit plus Handling Charge Trip Charge,Next Day,Zone 4 $47.32 $48.74 $50.20- V• isit plus Handling Charge Trip Charge,Next Day,Zane Metro $24.32 $25.05 $25.80 Visit plus Handling Charge Trip Charge,Next Day,Zane 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 MO:http:frplc,honmountaln.com/reoordslgiossaiyr FortSMVICa I5KINIT10NS) rbDuson ions3", ', �„ti«e'u' * 4F LAL, t .A + > li-V .Vi,;4"r4a' nY". 5 11n)' E 4Y 'nd�'d's,#�"v tfi1.".: ;,iF s,C„iu VZ:: ?x -Yeat�Akot4X igit'Iva-,W 3> .,J�x .ti , +rt"`k"�i rd dS".§aaa`.3pf Archival Destruction-File from Carton $2.34 $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 CF plus Regular Retrieval Charge Rush Retrieval-Carton $7.65 $7.88 $8.12' C• ubic Foot Rush Retrieval-File from Carton $10.20 $10.51 $10.82 - Pile Regular Interfile-Carton $9.30 $9.55 $9.87 Each Half Day Delivery $48.33 $49.78 $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-WeekendsMHoitdays/After Hours $238.39 $245.54 $252.91 V• isit plus Handling Charge Miscellaneous Services-Labor $68.65 $70.71 $72.83 Hour Re-boxing Charge $5.89 $8.07 $6.25 Labor Plus New Carton ironmounialn.com 11.800.899.IRON(4766) Page A.2 Other Program Pees Mt:httpdfcic,tronmountain,00mfrecordalglossary/FFFOR SERVICE SUMMONS) vc195C�'�tS,INLViC r,VAC` w�`'v�� il;MI `'l�zit 6 tOAracc tv!? -V2IVeflrgre ,f"; B&,targag 3r h a t `w, i sg: teeSe .,m'a1 t`ir a t:rte.,P :uSm "P FY Administrative Fee(Summary Billing) 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 Fuel Surcharge le applied monthly based upon changes in the price of diesel fuel as published by the US Department of Energy. This charge is calculated monlhly and included as a percentage of transportation related service charges.The current monthly Fuel Surcharge information can be found at bithibl Jc,Uon1Regrialin-c9m1FuOOyr&haege Custom Storage and Services(See:httpolcfc.Ironmountein.omtrscordslgtosnary(FOR SERVICE DEFINITIQNS) zfert, -bT„ ;.. v,;f a�. sys P " ,,. rls�Ke2i1era t" aYrwS'e :73P7` ' Wes lPion r+ Yo�j et° aih. r-u:lTalyk; :t Outside Courierfeustomer Representative $6.20 $6.39 $6.58 Transportation Visit Handling 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 $0.62 $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 LettertLegal $5.85 $5.06 $6.21 Each#251 SW Attached Lid $3.95 $4.07 $4.19 Each Image on Demand-Digital Images Scanned(in $0.25 $0.28 $0.27 Image excess of the first 50 Images) Image on Demand-Imaging Minimum(includes first 50 images) $25.00 $25.75 $26.52 Order Image on Demand-Hourly Labor $68.65 570,71 $72.63 Hour Image on Demand Professional Services $278.50 $286,86 $295.46 Hour Professional Services $278.50 $286.86 $295.46 Hour Note:Image on Demand is not available In all markets. If the customer's requirements differ from those described In Image on Demand-Overview within the Glossary of the Customer Information Center(Mina/ob.Ironmounlain torn/rec,rd&olossarvt,then custom services are available and must be described in an agreed upon statement of work. ironmountain.com 1.800.899.IRON(4766) Page A.3 ADDITIONAL DEAL TERMS ►►►PP►PP►►►►PPP►►P►P PPPPPP►PPPhP P►►PPP►P►►►A►►►►PPP►►►►►PPP►►►► C''^ r:" x M��sT „ 5"),W hm 'n 03 s 95-'F:47.51 Zr �i'Fa,e; eLI15,,,P,ZYZ arm 71, .Fmna vr� �'3 <f 'St'a 'Y✓ v�` > y firx : ,>4qY ' + v''r�3•' '' �;y ay'� ` ' 'SS 'cS"'1. , x>;rrylj �� Diu M,13v jg fr .�.. J 1y3r n$ � h, fS i a ru.�rcw > n 9" 59 y`a'EsF��'x !InEdl "-Pfit sYf- rs"r j' 'h a�,+s tlf'i`>'8k+na t`'?-(r •♦ z, ,'xy,,; , 5 ar' u v ,.' J R+j , t J, 9 C t `" �f1, _ty¢t s S �"5' r -�;.>t'- a s�s 9 410 J��J� , (�F'�42J. t'�+SzYGv." �tilxr 2�,R3 L i�tr>t r2 �� r1tA`k'�';�+r' �i� ,hi rhN����b R' 'v� rlk7,t fho{3 v 1 2 {V{, fi 1YA14n}`f i`'� fF p y isdµ'i ` +�P�%i� .+'J ; efi" 3 'y� C; C", `t.re3Yr }'k 4, Y:t^7G Multi year The pricing offered In this Schedule A for each year of the agreement has been outlined Pricing above. Upon anniversary date Iron Mountain will automatically apply pricing for the new ear as outlined above. *w. TRANSPORTATION SERVICES P►►►►►►►►PPP►►►PPP►P►►►P►►►►►►►P►►►►►►►►►►►►►►►►►►►►►►►P►►P►►►► PICKUP & DELIVERY NEXT DAY DELIVERY Order by 3:00 PM for delivery next Business Day HALF DAY DELIVERY Order by 10:00 AM for delivery earns 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, WEEKENOSIHOLIDAYS/AFTER HOURS Delivery within 4 hours of placement of Order, REGULAR PICKUP Pickup orders placed before 4:00 PM on a Business Day will be picked up within the following two Business Days. ironmountain.com 1 1.800.899.IRON(4760) Page A.4 RUSH PICKUP, BUSINESS DAY Pickup orders placed before 4:00 pm on a Business Day will be picked upon the following Business Day. Additional Services beyond those listed In this Pricing Schedule are available. For service descriptions,please go to Additional Services at etc.ironmeuntain.com/additlonnaiservices. RECORDS MANAGEMENT - STANDARD IMAGE ON DEMAND (IOD) }}►►}►>}}R►}Y►YYY►>►►P}>YYYY►►►Y►►►►►►►►Y►►Yb Y►►}►>►►►YY►►b►Y►► 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(100)t —The IOD scan rate Includes up to 8-minutes of total labor for each tile 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.Rush 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 requester via email. —Activation of IOD service is required before art 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 customer's requirements differ from those described in this Schedule A or the description contained in 'Image on Demand—Overview"within the glossary of the Customer Information Center (http:f!cto.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,ratite,disposition,or physical delivery of source documentation.Rates for these services are based on customers 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 1.800.800.IRON(4766) Page A.5 A`c CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 10/28/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT MARSH USA,INC. NAME: 501 MERRITT 7 PHONE FAX (A/C,No.Ext): (A/C,No): NORWALK,CT 06856 E-MAILDRLSS: Attn:Norwalk.certrequest@marsh.com Fax:212-948-0929 INSURERS)AFFORDING COVERAGE NAIC# CN102809999-GAW--19-20 INSURER A:ACE American Insurance Company 22667 INSURED INSURER B:Indemnity Insurance Company of North America 43575 IRON MOUNTAIN'INCORPORATED ONE FEDERAL STREET INSURER C:ACE Fire Underwriters Ins.Co. 20702 BOSTON,MA 02110 N-2019-238 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: NYC-009768471-22 REVISION NUMBER: 17 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM1DD/YYYY)I(MMIDD/YYYY) LIMITS A X I COMMERCIAL GENERAL LIABILITY HDOG71234307 11/01/2019 . 11101/2020 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) $ 1,000,000 MED EXP(Any one person) $ 25,000 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY PRO- JECT LOC PRODUCTS-COMP/OP AGG $ 1,000,000 OTHER: $ A AUTOMOBILE LIABILITY ISA H25292674 11/01/2019 11/01/2020 ' COMBINED SINGLE LIMIT $ 2,000,000 ( X ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident $ AUTOS ONLY AUTOS ) HIRED NON-OWNED PROPERTY DAMAGE ,AUTOS ONLY ,AUTOS ONLY (Per accident) $ I $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ I DED l RETENTION$ I$ 8 j WORKERS COMPENSATION I I WLR C66038737(AOS) 11/01/2019 1.1/01/2020 x PER I OTH- !AND EMPLOYERS'LIABILITY STATUTE ER A ANYPROPRIETORIPARTNERIEXECUTIVE YIN WLR C66038774(AZ,CA,MA) 11/01/2019 11/01/2020 1,000,000 OFFICERNEMBEREXCLUDED? N N/A E.L.EACH ACCIDENT $ C (Mandatory in NH) SCF C66038816(WI) 11/01/2019 !11/01/2020 E.L.DISEASE-EAEMPLOYEE'$ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below I E.L.DISEASE-POLICY LIMIT I$ 1,000,000 I i I DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Certificate holder is included as an additional insured on the general liability policy but only as relates to services and limits required by written contract or agreement. This insurance is primary and non-contributory over any existing insurance as it pertains to the general liability and limited to liability arising out of the operations of the named insured and where required by written contract. S' E i<<. APPROVED ; °y/1F�4r�r'El- & '� )t: i,.72:i1 E1• • ENT DIVtStON ' CERTIFICATE HOLDER r CANCELLATION THE CITY OF SANTA ANA l �� SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ATTN:LYNDA KELLY J�e THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 CIVIC CENTER PLAZA ACCORDANCE WITH THE POLICY PROVISIONS. SANTA ANA,CA 92701 SAMANTH M. UlVIDERT AUTHORIZED REPRESENTATIVE of Marsh USA Inc. Sam Baliga ©1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD NOTICE OF COMPLIANCE CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor Iron Mountain Incorporated Name: Project N-2019-238 Number: Project Agreement With Iron Mountain Information Management, LLC To Provide Name: Document Storage And Management Services The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: POLICY EXPIRATION TYPE OF INSURANCE COI DATE FILE NAME NUMBER DATE City of Santa Ana_10299176_IRON AUTOMOBILE LIABILITY ISAH10770087 11/01/2023 10/25/2022 MOUNTAIN INCORPORATED (1).pdf City of Santa Ana_11177776_IRON GENERAL LIABILITY HDOG47359661 11/01/2023 10/25/2022 MOUNTAIN INCORPORATED (2).pdf City of Santa Ana_10299176_IRON WORKERS COMPENSATION AND SCFC50740924WI 11/01/2023 10/25/2022 MOUNTAIN EMPLOYERS' LIABILITY INCORPORATED (1).pdf Thank you, City of Santa Ana Risk Management Division in partnership with CTrax Plus Services Team 1/12/2023 11:35 AM NOTICE OF COMPLIANCE CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL Contractor Iron Mountain Incorporated Name: Project N-2019-238 Number: Project Agreement With Iron Mountain Information Management, LLC Name: To Provide Document Storage And Management Services The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the insurance requirements. No further action is required at this time. The compliant coverage(s) are: POLICY EXPIRATION COI TYPE OF INSURANCE FILE NAME NUMBER DATE DATE City of Santa Ana_11177776_IRON AUTOMOBILE LIABILITY ISAH10773970 11/01/2024 11/03/2023 MOUNTAIN INCORPORATED.pdf City of Santa Ana_11177776_IRON GENERAL LIABILITY HDOG47360079 11/01/2024 11/03/2023 MOUNTAIN INCORPORATED.pdf City of Santa WORKERS Ana_11177776_IRON COMPENSATION AND SCFC5073965AWI 11/01/2024 11/03/2023 MOUNTAIN EMPLOYERS' LIABILITY INCORPORATED.pdf