SR 06-26-2018 3G
City Council
Report
City Council Meeting: June 26, 2018
Agenda Item: 3.G
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To: Mayor and City Council
From: Denise Anderson-Warren, City Clerk, Records and Election Services
Department
Subject: Award Request for Proposal for Citywide Records Storage Services
Recommended Action
Staff recommends that the City Council:
1. Award Request for Proposal #154 to Filekeepers, LLC, a California-based
company, for citywide offsite records storage services;
2. Authorize the City Manager to negotiate and execute an agreement with
Filekeepers, LLC, in an amount not to exceed $350,000 for five years, with five
additional one-year renewal options with the same terms and conditions for a
total amount not to exceed $700,000 over a 10-year period with future year
funding contingent on Council budget approval.
Executive Summary
The Records and Elections Services Department (City Clerk’s Office) is responsible for
managing and preserving all City records that are inactive and must be retained in
accordance with the City’s Records Retention Schedule and all legal requirements.
Since the early 1980’s, FileKeepers has provided services for offsite storage and
records retrieval of all inactive records for the City of Santa Monica in order to comply
with local and legal requirements. A formal competitive process was conducted to
ensure the City receives the best value for goods and services and staff recommends
FileKeepers, LLC as the best proposal.
Discussion
The City retains off-site storage services to ensure we are retaining our legal, financial
and historical records, among others, in accordance with federal and state laws. In
considering a new offsite storage provider, the City Clerk’s Office took into account
many factors in evaluating the vendors, such as: facilities’ distance from the city, cost,
cut-off time to place next day orders, and the permanent removal fee. The permanent
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removal fee factored heavily in the decision to select a vendor. All offsite storage
providers have a permanent removal fee when a box is requested to be removed from
their facility. The cost alone for removing 13,919 boxes in storage with the current
vendor, for the purpose of changing vendors, is $5.99 per box and would cost
$83,374.81.
Vendor/Consultant Selection
On March 1, 2018, the City published a Request for Proposals (RFP) to furnish and
provide offsite records storage services in accordance with City specifications. The
RFP was posted on the City’s on-line bidding site, and the notice was published in the
Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. Thirty-one vendors downloaded the proposal forms and three vendors
submitted proposals: FileKeepers, Iron Mountain and United.
The City Clerk, the City Attorney, and Rent Control offices reviewed the three proposals.
The evaluation process was in accordance with the criteria outlined in SMMC 2.24.072,
including experience and technical competence, ability to meet work plan and timelines,
quality control, cost of services, stability and references, and the permanent removal
fee. Based on this criteria, staff recommends FileKeepers, LLC, the lowest bidder, as
the best bidder.
Financial Impacts and Budget Actions
The contract to be awarded to FileKeepers, LLC for an amount not to exceed $700,000
over a 10-year period. Funds of $70,000 for the first year are available in the FY 2018-
19 budget in the City Clerk’s Office. The contract will be charged to account
01211.555060 (01110001.552010 in Tyler/Munis). Future year funding is contingent on
Council budget approval.
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Prepared By: David Willis, Records Management Coordinator
Approved
Forwarded to Council
Attachments:
A. Oaks Form
REFERENCE:
Agreement No. 10704
(CCS)