Title
Off-Site Records Management and Destruction Services (Ordinance S-48819)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Iron Mountain, Inc. to obtain Off-Site Records Management and Destruction Services for the Information Technology Services Department and in support of various other departments. The aggregate contract value will not exceed $90,000. Further request to authorize the City Controller to disburse all funds related to this item. Also request waiver of the requirements in Phoenix City Code 42-18.
Report
Summary
The City has ongoing requirements for off-site records management. Secured storage is a key component for the protection of highly sensitive information. Backup data also plays a critical role in the City's ability to restore operations in the event of a disaster or disruption. Off-site records management services with Iron Mountain, Inc. will protect our data by ensuring that data is properly stored, protected, and retrievable as needed, when needed, including destruction of documents and media.
The City is transitioning from a tape-based recovery solution to cloud-based services. Until departments are ready to migrate to the cloud, these services are crucial to our daily operations.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of a Determination Memo for Special Circumstances. Iron Mountain has been providing off-site records management services since 2013 as part of the City's business continuity and regulatory compliance requirements.
Contract Term
The contract will begin on or about June 16, 2022, through Dec. 31, 2023.
Financial Impact
The aggregate contract value will not exceed $90,000. Funds are available in various City departments' operating budgets.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Information Technology Services Department.