Item HA-3 - Amendment to the Agreement for Document Imaging Services

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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,