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Community Development Agency <br />www.santa-ana.org/cd <br />Item # 3 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />November 4, 2025 <br /> <br />TOPIC: First Amendment to Agreement with Iron Mountain Information Management, <br />LLC <br />AGENDA TITLE <br />First Amendment to the Agreement with Iron Mountain Information Management, LLC <br />for Digital Conversion and Document Imaging Services for the Housing Authority (Non- <br />General Fund) <br />RECOMMENDED ACTION <br />Authorize the Executive Director of the Housing Authority to execute a First Amendment <br />to increase the amount of the Agreement with Iron Mountain Information Management, <br />LLC for digital conversion and document imaging services by $150,000, for a new total <br />amount not to exceed $292,700 for the current contract term expiring December 31, <br />2026, and two remaining one-year extensions (Contingent upon approval of City <br />Council Item # 12) (Agreement No. A-2025-XXX). <br />GOVERNMENT CODE §84308 APPLIES: Yes <br />DISCUSSION <br />On December 5, 2023, City Council authorized the City Manager and the Executive <br />Director of the Santa Ana Housing Authority (“Housing Authority”) to execute an <br />agreement with Iron Mountain Information Management, LLC (“Iron Mountain”) to <br />provide offsite document storage of City of Santa Ana (“City”) and Housing Authority <br />records in an amount not to exceed $142,700, for a three-year term beginning January <br />1, 2024 and expiring December 31, 2026 with an option of two one-year extensions <br />(Exhibit 1). The purpose of this agreement is to ensure secure and compliant storage of <br />records in accordance with the City’s Records Retention Schedule and applicable <br />federal and state requirements. Specifically, Iron Mountain stores participant and <br />applicant files for the Housing Authority, as well as other records and documents stored <br />by the Finance and Management Services Agency (“FMSA”) and Community <br />Development Agency (“CDA”). For the Housing Authority, Iron Mountain stores current <br />and past applicant and participant records for a period of three years from the date of <br />termination or denial of assistance. For FMSA and CDA, Iron Mountain stores various <br />financial records and grant documents in accordance with the City’s Records Retention <br />Schedule.