Loading...
HomeMy WebLinkAboutItem HA-3 - Amendment to the Agreement for Document Imaging Services Community Development Agency www.santa-ana.org/cd Item # 3 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 4, 2025 TOPIC: First Amendment to Agreement with Iron Mountain Information Management, LLC AGENDA TITLE First Amendment to the Agreement with Iron Mountain Information Management, LLC for Digital Conversion and Document Imaging Services for the Housing Authority (Non- General Fund) RECOMMENDED ACTION Authorize the Executive Director of the Housing Authority to execute a First Amendment to increase the amount of the Agreement with Iron Mountain Information Management, LLC for digital conversion and document imaging services by $150,000, for a new total amount not to exceed $292,700 for the current contract term expiring December 31, 2026, and two remaining one-year extensions (Contingent upon approval of City Council Item # 12) (Agreement No. A-2025-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION On December 5, 2023, City Council authorized the City Manager and the Executive Director of the Santa Ana Housing Authority (“Housing Authority”) to execute an agreement with Iron Mountain Information Management, LLC (“Iron Mountain”) to provide offsite document storage of City of Santa Ana (“City”) and Housing Authority records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one-year extensions (Exhibit 1). The purpose of this agreement is to ensure secure and compliant storage of records in accordance with the City’s Records Retention Schedule and applicable federal and state requirements. Specifically, Iron Mountain stores participant and applicant files for the Housing Authority, as well as other records and documents stored by the Finance and Management Services Agency (“FMSA”) and Community Development Agency (“CDA”). For the Housing Authority, Iron Mountain stores current and past applicant and participant records for a period of three years from the date of termination or denial of assistance. For FMSA and CDA, Iron Mountain stores various financial records and grant documents in accordance with the City’s Records Retention Schedule. First Amendment to Agreement with Iron Mountain Information Management, LLC November 4, 2025 Page 2 5 4 0 1 The Housing Authority now seeks approval for a First Amendment to this Agreement to include the digital conversion of existing paper records currently stored on-site in the Housing Authority’s offices (Exhibit 2). The cost of this additional service is $113,180, but staff is requesting to increase the annual amount of the Agreement by $150,000 in case there are unanticipated cost increases during the project. Converting approximately 1,650 physical files (representing about 732,600 pages) into searchable digital images will streamline records management and enhance the efficiency of the Housing Authority’s operations. The original Request for Proposals (RFP) for this Agreement issued on July 19, 2023, included the digital conversion of existing paper records under Page 19 of the RFP. Iron Mountain was awarded its Agreement with the City and Housing Authority due to its proposal to RFP #23-109A, in which Iron Mountain was selected due to its resources and expertise in digital conversion and document imaging services. Said services were part of Exhibit A to the Agreement and were included within the original scope of services. Currently, physical files and records are stored and accessed manually, which can cause delays and inefficiencies. Digitization will enable authorized staff to securely access files electronically, reducing delays associated with manual retrieval and improving customer service delivery for program participants and applicants. The additional $150,000 will be funded through Housing Authority funds. However, the City is also a signatory to the Agreement that includes both the City and Housing Authority. Therefore, the City Manager is required to execute the First Amendment together with the Executive Director of the Housing Authority. Under the proposed First Amendment, Iron Mountain will provide comprehensive digital conversion services including document preparation, scanning, quality assurance, indexing, and secure electronic delivery in accordance with the statement of work attached to the First Amendment as Exhibit A-1. Upon completion, the digitized records will be transferred to an encrypted storage device, and the original hard copy records will be stored at Iron Mountain’s secured facility pending authorization for destruction in compliance with the City’s retention policies. The reason for staff to recommend this First Amendment is because the Housing Authority does not have the administrative capacity to manually scan and digitize approximately 1,650 paper files. This task requires larger equipment and specialization. This project also supports the City’s long-term operational goals by reducing dependence on physical storage space. The repurposed file room space at the Housing Authority office on the first floor of City Hall will accommodate new staffing needs and provide capacity for a small conference area to improve collaboration and service coordination. Overall, the proposed amendment advances record accessibility, digital transformation, and operational efficiency within the Housing Authority’s administrative functions. Iron Mountain will safeguard personal client information throughout the digitization process. Iron Mountain adheres to stringent security protocols that comply with industry standards such as HIPAA and SOC 2. These protocols include secure access controls, First Amendment to Agreement with Iron Mountain Information Management, LLC November 4, 2025 Page 3 5 4 0 1 date encryption, continuous system monitoring, and rigorous physical security at digitizing facilities. All personnel undergo background checks and receive ongoing training on privacy and data security. Documents are securely tracked during intake, processing, and return. These measures ensure that client information is protected from unauthorized access while enabling improved record accessibility through secure digital solutions. Iron Mountain was founded in 1951 and provides services to more than 225,000 customers around the world and hundreds of public sector agencies across the United States. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, Iron Mountain provides efficient and effective services to their customers. FISCAL IMPACT Funds are budgeted and available in the following account for Fiscal Year 2025-26. The amount reflected below includes the current contract balance of $52,993 plus the additional request of $150,000. It is anticipated that the majority of the $150,000 will be spent during Fiscal Year 2025-26. Any remaining balance of the contract will be budgeted as needed in future fiscal years. Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount FY 2025-26 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional $202,993 Total:$202,993 EXHIBIT(S) 1.Staff Report from December 5, 2023 2. First Amendment to Agreement with Iron Mountain Submitted By: Michael L. Garcia, Executive Director, Community Development Agency Approved By: Alvaro Nuñez, City Manager Community Development Agency www.santa-ana.org/community-development Item # 3 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Agreement with Iron Mountain Information Management, LLC AGENDA TITLE Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency (Non-General Fund) RECOMMENDED ACTION Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one- year extensions, subject to non-substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Housing Authority of the City of Santa Ana (Housing Authority) is required to preserve Housing Choice Voucher Program applicant and participant records for a period of three years from the date of termination or denial of assistance. To comply with this requirement, the Housing Authority currently used Iron Mountain Information Management, LLC to store and archive files. The Housing Authority 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 administrative capacity to efficiently manage and maintain the records compared to an outside storage facility that will more efficiently manage the records. As required by the City of Santa Ana Records Retention Schedule, the Finance and Management Services Agency (FMSA) is also required to retain various records and documents for the periods stated within the policy. FMSA is unable to store the numerous records and documents at City Hall due to the lack of sufficient storage space and administrative capacity. Therefore, In order to comply with this requirement, FMSA utilizes an offsite storage facility that has the storage capacity, expertise, and resources to store, archive, retrieve, and destroy such records and documents. Exhibit 1 Agreement with Iron Mountain, LLC December 5, 2023 Page 2 3 8 4 5 In addition, the Community Development Agency (CDA) is in need of a new offsite storage facility to store documents related to the former Redevelopment Agency, Enterprise and Empowerment Zone, Community Development Block Grant (CDBG) Program, and other miscellaneous documents. To meet the offsite document storage needs for the Housing Authority, FMSA, and CDA, on July 19, 2023, staff issued a Request for Proposals (RFP # 23-109A) for document storage and imaging services (Exhibit 1) for the Housing Authority, CDA, and FMSA. Responses to the RFP were accepted until August 10, 2023. The City received bids from Corodata and Iron Mountain Information Management, LLC Iron Mountain). The bids were reviewed by three staff from the Housing Authority and one staff from CDA. The review panel reviewed the two bids and Iron Mountain was selected based upon several factors including innovative technology for requesting files and shredding files and their experience and background in document storage. Iron Mountain was founded in 1951 and provides services to more than 225,000 customers around the world and hundreds of public sector agencies across the United States. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, Iron Mountain provides efficient and effective services to their customers. The three-year term of the agreement would begin on January 1, 2024 (Exhibit 2). FISCAL IMPACT Funds will be budgeted in the following fiscal years as follows, subject to change. The remaining balance will be budgeted from non-Housing Authority funds. Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional 20,000 FY 2023-24 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional 5,000 Total:$25,000 FY 2024-25 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional 25,000 Exhibit 1 Agreement with Iron Mountain, LLC December 5, 2023 Page 3 3 8 4 5 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional 5,000 Total:$30,000 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional 20,000 FY 2025-26 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional 3,900 Total:$23,900 EXHIBIT(S) 1. Request for Proposals (RFP # 23-109A) 2. Agreement with Iron Mountain Information Management, LLC Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager Exhibit 1 FIRST AMENDMENT TO AGREEMENT WITH IRON MOUNTAIN INFORMATION MANAGEMENT, LLC FOR DIGITAL CONVERSION AND DOCUMENT IMAGING SERVICES THIS FIRST AMENDMENT to the above-referenced agreement is entered into on November 4, 2025, by and between Iron Mountain Information Management, LLC, a Delaware limited liability company (“Consultant”), the Housing Authority of the City of Santa Ana, a public body, corporate and politic, 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 parties entered into Agreement No. A-2023-223 (“Agreement”) dated January 1, 2024 to provide document storage and imaging services. The term of the Agreement runs for a three (3) year period until December 31, 2026, with an option to extend the term of the Agreement for up to two (2) one (1) year extensions. The Agreement is current and in- effect. B.Consultant was awarded its Agreement with the City due to its proposal to Request for Proposal #23-109A, in which Consultant was selected due to its resources and expertise in digital conversion and document imaging services. Said services were part of Exhibit A to the Agreement. C.City located a large amount of paper files from the Housing Authority which, when converted to digital format, would create greater efficiency for review and access. In addition, the time, expense, and resources to handle the digital conversion are within the scope of services provided by Consultant. D.The parties now wish to amend the Agreement to increase the total not-to exceed amount to the compensation of the Agreement to pay the digital conversion of files from the Housing Authority. No other changes are contemplated by this Amendment. The Parties therefore agree: 1.Section 2a, Compensation, is hereby amended to increase the total compensation by $150,000 to cover costs and services detailed in Exhibit A-1 to this First Amendment to the Agreement. The total not-to-exceed amount for this Agreement shall not exceed $292,700. 2.Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. [signature page to follow] EXHIBIT 2 EXHIBIT 2 ironmountain.com | 1.800.899.IRON (4766) Page 1 of 18 Public Sector Master SOW Form Rev. 7/13/2023 This Statement of Work (“SOW”) is a proposal by Iron Mountain Information Management, LLC (“Iron Mountain”, “IRM” or “IM”) to perform the services described herein, including the pricing, assumptions, and terms and conditions that will apply to a contract resulting from this SOW. Throughout this SOW, certain provisions have been selected for incorporation herein either by (i) check of a clause(s) that is presented in full, or (ii) check of a link to static, dated clause or clauses incorporated by reference. In both instances (i) and (ii), such provisions are material to this SOW and applicable to a contract resulting from this SOW. Customer Information (“Customer”): City of Santa Ana Housing Authority 20 Civic Center Plaza, 1st Floor Santa Ana, CA 92702 Maria Hodson Case Digitization Date of SOW: 10/16/2025 v2 IMGS/SLED Number: SLED0005587 Project #: PR-022300 Proposal Validity Period: The terms and fees quoted under this SOW will only remain valid for acceptance by Customer until 12/31/25. Thereafter, Iron Mountain may modify the fees or terms and require a modified SOW. Iron Mountain Contacts: CONFIDENTIALITY This submission includes information that shall not be duplicated, used or disclosed — in whole or in part — for any purpose other than to evaluate this submission. Contains Iron Mountain confidential and proprietary information © 2025. Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks are the property of their respective owners. Heidi Vierkant SLED Account Executive heidi.vierkant@ironmountain.com 704-906-2600 Exhibit A-1 to the First AmendmentA-2023-223 EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 2 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Table of Contents Section 1: Introduction and Technical Statement of Work/ Performance Schedule Section 2: Pricing and Assumptions Section 3: Terms and Conditions Section 4: Acknowledgement/Acceptance EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 3 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Section 1 Introduction and Technical Statement of Work/ Performance Schedule Digital Conversion Iron Mountain provides customers full digital transformation services including document preparation, scanning of textual and graphical documents into digital data, quality assurance, indexing, document reassembly, and digital delivery of data to a new media. Controlled Material Customer will not provide Iron Mountain with any Deposits (including goods, software, services, and/or technical data) that contain technical information regarding defense articles or defense services within the meaning of the U.S. International Traffic in Arms Regulations (“ITAR”), or technical data within the meaning of the U.S. Export Administration Regulations (“EAR”), or are otherwise subject to export restrictions under applicable export control regulations, including ITAR and the EAR. If during the term of the Agreement Customer determines that it can no longer comply with this Section, Customer must immediately notify Iron Mountain in writing. Customer shall take no action that causes Iron Mountain to be non- compliant with applicable export control laws and regulations as it relates to the Deposits. Digitization Description Customer seeks a cost-effective, outsourced solution to manage the digitization to digital images. Business Hours The digitization part of this project will be completed by Iron Mountain during normal business hours: Monday through Friday 8:00 AM to 5:00 PM local time excluding weekends and holidays. Project Details Digitization Type The following are the types of documents/originals to be digitized: Estimated Percentage of Volume Media Type 90% Paper: 8.5x11 10% Paper: 8.5x14 5% of pages have receipt attached Project Type This digitization project consists of the following: ● Backfile EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 4 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Turnaround Requirements Please note: Turnaround time is defined by the time Iron Mountain receives the documents for processing to the time the digitized images and data are made available to Customer. ▪ Backfile turnaround requirements will be mutually agreed upon during the implementation of this solution, unless otherwise specified. ▪ A test box was not digitized for this project as a representative sample of the Customer's documents. All processing assumptions contained herein are based directly upon the information provided by the Customer. The above SLA applies only to the maximum volume amounts specified within this SOW. Items exceeding that maximum will be processed within the SLA if possible; however, will not count against Iron Mountain’s achievements to the SLA. Documents over the maximum volume amount will be processed the following business day in a “First-In First-Out” (FIFO) order. Logistics Location 1 The information below refers to records/documents stored at the location listed below: City of Santa Ana ATTN: Maria Hodson 20 Civic Center Plaza, 1st Floor Santa Ana, CA 92702 Additional Details ▪ Documents/records will be made available to Iron Mountain all at one time. ▪ The estimated number of boxes is 370. Volume Fluctuations ▪ Volume is not expected to fluctuate. Expected Volumes Hard Copy Backfile Number of Files 1,650 Average Documents per File 6 Average Pages per Document 61.7 Percentage of Duplexed Pages 20% Estimated Total Number of Images 732,600 EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 5 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Preparation Document Preparation Requirements Document preparation includes the removal of all fasteners and bindings, flattening bent corners, document orientation, making minor repairs, repositioning of smaller documents, inserting applicable separator sheets and tearing tri-folds when necessary. Document Prep Performed By Documents will be prepared by Iron Mountain prior to digitization according to the details outlined in the following section. ▪ This project has been identified as requiring standard preparation. Standard preparation is defined as having moderately fastened documents (<1 fastener per 5 pages); 95% bond paper, remaining office-type documents; 95%+ standard size (5% other); and <1% requiring repair or mounting to carrier sheet. ▪ The documents for digitization are in good condition. Separation Details ▪ Separation will be at the file & document levels for the backfile digitization. ▪ Separation will be achieved by inserting standard Iron Mountain separator sheets. ▪ Iron Mountain will insert the applicable separator sheets. ▪ Iron Mountain will maintain the order of the documents in a given box, digitizing from the first page to the last page. We will not rearrange the documents prior to digitization. Disposition of Originals ▪ The documents post digitization will be inbound to the Iron Mountain Record Center for safekeeping until the destruction approval notification has been received from the Customer. All standard storage pricing would apply. Digitizing Digitizing Requirements This section outlines the setup of the scanner and related functions for all hard copy digitization. All digitizing will be performed in duplex mode set with automatic blank page deletion at 5kb or less per page. Images over 5kb that contain no appreciable information will not be considered rejects. Iron Mountain standard digitizing features, including deskewing, automatic brightness, density and threshold settings, despeckle, auto orientation and edge cleanup, are done through an automated process. The output of the automated process will be accepted as is unless otherwise noted in the Quality Assurance section. Digitizing Details ▪ Section 1 documents will be digitized in color, remaining Sections 2-6 will be digitized in black and white. The scanners used for this project will have the following capabilities: ▪ Production (Automatic Document Feed) EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 6 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Quality Assurance Quality Assurance Requirements Quality Control consists of a paper to image comparison, a review of image quality, and document separation. The level of quality control selected for this project is identified below. ▪ Iron Mountain will perform statistical quality control utilizing the ANSI/ASQC (American National Standards Institute/American Society for Quality Control) standard Z1.4 at a 1.0 Acceptable Quality Level (AQL) to establish the sample size(s), acceptance, rejection and re-sampling parameters. Indexing Indexing creates necessary metadata fields to support standard search functionality to access the documents. ▪ Double key verification will be performed on the appropriate fields as identified in the indexing table. ▪ Customer will provide examples of the documentation with index fields identified prior to implementation of project. Samples will be complete and representative of documents Iron Mountain will receive during the course of the project. Any document type or variation not included in this sample will be indexed at best effort, but not applicable to Iron Mountain quality requirements. ▪ For manually indexed fields, Iron Mountain will only capture data present on image. Blank or default values will be provided for missing or illegible data as defined by Customer. Index Fields Primary Field? Index Field Name Basis Keyed/ OCR No. of Char Fixed Length? Req Format Verify No File Type (Housing or Portability) Per File Manual 2 Yes Yes Alpha Yes No Date Per File Manual 8 Yes Yes Date MM-DD- YYYY Yes Yes Unique Identifier Per File Manual 10 No Yes Alpha- Numeric Yes No Section (1-6) Per Document Manual 1 No Yes Alpha- Numeric Yes Reassembly This section provides the reassembly details of the original hard copy material post digitization. ▪ The project requires simple reassembly. The digitized documents will be placed back in the original file folder without applying any fasteners. Hard Copy and Digital Release The following information outlines the disposition of the original hard copy materials as well as the requirements for the digitized image destination and image format. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 7 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Hard Copy Release Details ▪ The documents post digitization will be inbound to the Iron Mountain Record Center for safekeeping until the destruction approval notification has been received from the Customer. All standard storage pricing would apply. Digital Release Details ▪ The image output will be Searchable PDF. ▪ Released images will be at 300 DPI. ▪ The index output will be a .CSV file. ▪ There will be one index file created for this entire project. A record will be created within the index file for each image file delivered for the project. ▪ Foldering is not required for this project. ▪ The image and index files will be released to an encrypted external hard drive supplied by Iron Mountain. Customer's Technical Contact, as shown in this SOW, will receive the encryption key via email. ▪ Files will be delivered in a single release, following completion of the project. Additional Project Requirements Customer Review and Notification Period - Post Processing Error Correction Timeline It is of benefit to both Parties to discover any errors quickly to avoid their duplication in on-going work. Customer will review the program and/or process then promptly notify Iron Mountain of any alterations and or corrections that they deem necessary. During the first month of this project, Iron Mountain requests that Customer review work within one week. Any necessary rescanning services will be provided at no charge for items identified by Customer within a maximum two-week timeframe. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 8 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Special Project Services Iron Mountain provides customers specialized project services for work such as packaging services, transmittal preparation, file packing and purging, re-labeling, re-boxing, data capture/indexing, data entry, and transportation. Project Scope and Workflow Collection, transport, transmittal preparation, and receipt of an estimated 370 cartons (444 cubic feet) of Customer records located at 20 Civic Center Plaza, Santa Ana CA 92701. Iron Mountain will pack an estimated 2000 files in an estimated 370 storage cartons. Cartons will be transferred to an Iron Mountain facility in the Los Angeles market. This service will require 2 dedicated transportation trips. Once arrived at Iron Mountain, the 370 cartons will be barcoded, Inbounded, transmittal prepped, then retrieved and transported to the Cerritos CA Imaging facility. The pricing for imaging of the documents is not included in this SOW. Upon receipt of signed Statement of Work, Iron Mountain will contact Customer to schedule execution of the workflow described herein. 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 mutually agreed 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 RFID labels will be applied to the face of each storage carton to ensure proper disposition and chain of custody. Customer expects the following fields to be captured, if applicable: Major Description / Minor Description / Date Range / Alpha Range / 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. 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. In the event that a carton arrives without RFID labels, a RFID label will be affixed, by Iron Mountain, at the customer’s billable rate. Upon inbound completion, each carton will be placed into archival inventory through the putaway process. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 9 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Out of Scope Work Any and all services not described under “Project Scope and Workflow” above are excluded from the scope of this SOW. Customer Obligations ● Customer shall not store with Iron Mountain 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 negotiable instruments, jewelry, check stock or other items that have intrinsic value. ● 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. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 10 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Section 1 (continued) (Checked statement applies to this SOW) ☒ NIST-800-171 or NIST-800-53 is not in scope of this proposal. If the Customer elects to add NIST SP 800-171 or NIST SP 800-53 requirements, it will be a change under the Changes clause of the applicable terms and conditions incorporated herein, for which IM will be entitled to an equitable adjustment. ☒ Period of Performance: The term of this order shall commence on the Effective Date of this SOW and shall continue for one (1) year after commencement. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 11 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Digital Conversion Solution Fees: General Section 2 Pricing and Assumptions Pricing is based on the project assumptions shown herein. These prices are only for the services and products outlined in this SOW; any Records and Information Management service fees are in addition to this SOW’s fees and are covered in a separate Pricing Schedule or Statement of Work pursuant to Customer’s separate agreement for Records and Information Management services. Any other services not outlined herein, or in any other SOW, shall be provided at Iron Mountain's then-current rates. Iron Mountain cannot be held responsible for any delays caused by Customer or for incorrect information provided by Customer. Such delays may impact Iron Mountain’s ability to perform the services and may result in additional charges. Volumes are assumed to be correct based on the detail provided by the Customer. All pricing is shown in US Dollars and is payable in US Dollars and does not include taxes. Please note that all prices quoted to you are exclusive of taxes, which may be charged in addition to the quoted price. The applicable taxes will be determined based on the location where the services are performed. The Customer is responsible for paying any sales, use, value added, or similar tax required by applicable law in connection with the services provided, and such taxes will be added to the fees charged. The sections below provide the fees due as detailed within this SOW. ▪ Setup and One-Time Fees will be invoiced in the first billing period following the Effective Date. ▪ Recurring services will be invoiced the first billing period after the setup has been invoiced, regardless of the usability of the Solution, which will depend jointly on the complexity of the solution and the commitment of resources by both Iron Mountain and the Customer. All fees, unless explicitly defined, will be billed through Iron Mountain. Fees for Digitization Services This is a project estimate of the number of images. Customer will be invoiced on the actual number of images digitized. Iron Mountain cannot be held responsible for any delays caused by Customer or for incorrect information provided by Customer. Such delays may impact Iron Mountain’s ability to perform the services and may result in additional charges. Under this SOW, the Customer agrees to pay 80% of the price, even if the total digitization volume at the end of the Term is smaller than the contracted volume. Any service performed after this period shall be considered outside of the project scope of this SOW and will be quoted separately and outlined under an additional Statement of Work or a Change Order to this SOW. Any difference between the actual amount billed and the Minimum Commit for all Backfile related project services will be invoiced in full no sooner than thirty (30) days after the end of backfile project. For all Day Forward related project services, any difference between the actual amount billed each month and the monthly Minimum Commitment will be invoiced in full on a monthly basis once the project is considered "in production". EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 12 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Pricing Details No. Service Offering Unit Unit Price Number of Units Unit Price Total 1 Document Preparation - Standard Image $0.040 732,600 $29,304.00 2 Standard Scanning - Tier 3 Image $0.065 732,600 $47,619.00 3 Scan Resolution - 300dpi - Standard Image $0.006 732,600 $4,395.60 4 Document Classification - Standard 6-10 Doc Types Image $0.007 732,600 $5,128.20 5 Indexing - Standard Keystroke $0.008 85,800 $686.40 6 Quality Assurance - With Clean-up Image $0.011 732,600 $8,058.60 7 Image Output - Searchable PDF Image $0.005 732,600 $3,663.00 8 Document Reassembly - Simple Image $0.004 732,600 $2,930.40 9 Color Setup - Regular-size paper Project $384.760 1 $384.76 Estimated Total $102,169.96 *Blended PPI $0.139 *Per image rate for budgetary purposes only. Customer will be invoiced based on actual quantities of tasks performed. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 13 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Special Project Services Pricing Total Price (excluding taxes): $11,010.74 Bill Code Description Quantity Rate Unit of Measure Extended Price Transport Handling Charge 444 $3.00 CF $1,332.00 Regular Pickup -Zone 2 2 $39.90 Trip $79.80 Miscellaneous Services – Hourly Labor 48 $76.520 Hour $3,672.96 Standard Letter/Legal 370 $4.790 Each $1772.30 Rfid T Label 370 $0.672 Each $248.64 Miscellaneous Services – Hourly Labor (Transmittal Prep) 15 $76.520 Hour $1,147.80 Receiving and Entering - Carton 444 $1.830 CF $812.52 Regular Retrieval - Carton 444 $2.190 CF $972.36 Regular Refile - Carton 444 $2.190 CF $972.36 Digitization Total Project Services Total Project Total Totals $102,169.96 $11,010.74 $113,180.70 EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 14 of 18 Public Sector Master SOW Form Rev. 5/21/2024 General Assumptions This SOW is based on the following General assumptions. ● 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. Notwithstanding anything in any contract between Customer and Iron Mountain to the contrary, Customer acknowledges and expressly agrees that Iron Mountain’s procedures involve (i) automated metadata extraction, (ii) temporary storage of such metadata in a cloud-hosted environment located in United States hosted by Google and exclusively managed by Iron Mountain; and (iii) quality control performed by Iron Mountain personnel located in India, Iron Mountain Services Private Limited. ● 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. ● The services will be executed in a mutually agreed upon service window based on the availability of Iron Mountain project teams while accommodating any service restrictions noted by Customer. ● Projects requiring timeline acceleration are subject to additional charges. ● The total charges are an estimate only and will be determined based on actual services provided. Should any of the assumptions above prove incorrect, the parties acknowledge that this will likely affect the project duration, price and/or quality. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 15 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Section 2 (continued) (Checked statement applies to this SOW) ☒ Firm Fixed Unit Pricing and Firm Fixed Price Labor Task: For the avoidance of doubt, Iron Mountain will perform services and will invoice non-hourly labor tasks monthly on a Firm Fixed Unit Price per task basis for actual quantities of tasks performed. For tasks identified as hourly labor, Iron Mountain will perform and invoice firm fixed-priced labor tasks at the total rate for the completed task irrespective of actual labor hours incurred to perform the completed task. ☒ Taxes: Customer will be invoiced and will pay all sales, use, property, ad valorem, value added, or similar taxes imposed as a result of the services, except for any corporate business taxes, franchise taxes, taxes based on Iron Mountain’s income and/or gross receipts, withholding taxes, and personnel-related taxes. If Customer is exempt from a tax noted on an invoice, Customer will provide Iron Mountain with a valid exemption certificate. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 16 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Section 3 Terms and Conditions Note: Linked terms and conditions are dated for version control and dated linked versions remain static. At the request of the Customer, hard copies of the checked terms and conditions will be attached to this SOW for ease of reference. Checked Terms and Conditions are applicable to this SOW and the Contract resulting from it. ☐ Master Agreement between Iron Mountain Information Management, LLC and the Housing Authority of the City of Santa Ana dated January 1, 2024. Contract number A-2023-223. Negotiation Thresholds. Unless Iron Mountain and Customer have previously negotiated and currently have an agreement in place for the services describe in Section 1 hereof, Iron Mountain will not negotiate terms and conditions for a contract resulting from this SOW for a contract or modification valued at less than $25,000 ($10,000 if, in Iron Mountain’s sole discretion, the Customer’s operational/technical/compliance requirements are materially different from those of the Customer’s current agreement.) Changes. Requests by Customer for changes in specifications, place or time of performance, or other performance or delivery requirements, including without limitation the assumptions upon which pricing is based, must be accepted by Iron Mountain, and will entitle Iron Mountain to an equitable adjustment in the price or performance schedule or both. Order of Precedence. In the event of inconsistency or conflict, the terms of this SOW, including those incorporated by reference, will have precedence over the terms and conditions of a Purchase Order, Task Order or other Customer documentation related to the subject matter of this SOW. EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 17 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Other Terms or Conditions: Any Purchase Order issued as a result of this SOW must include the following language: "Iron Mountain's performance of services under this Purchase Order will be subject to the terms and conditions of Consultant Agreement by and between the Housing Authority of the City of Santa Ana ("Customer") and Iron Mountain Information Management, LLC ("Iron Mountain") effective as of January 1, 2024 (the "Agreement"). All additional or inconsistent terms and conditions in this Purchase Order, except with respect to price, quantity, and location-specific terms, are expressly rejected by the parties." EXHIBIT 2 Use or disclosure of data contained in this page is subject to the restriction on the title page of this proposal. ironmountain.com | 1.800.899.IRON (4766) Page 18 of 18 Public Sector Master SOW Form Rev. 5/21/2024 Section 4 Acknowledgement/ Acceptance (Checked statement applies to this SOW) ☒ State or Local Government, or Higher Education Customer Customer and Iron Mountain through their respective authorized representative, signify their agreement to and acceptance of this SOW by their signatures below, effective as of the later date of execution (the “Effective Date”). Customer: City of Santa Ana Housing Authority Iron Mountain Authorized Signature: Authorized Signature: Name of Individual Signing (Print): Name of Individual Signing (Print): Title: Title: Signing Date: Signing Date: EXHIBIT 2