HomeMy WebLinkAboutIRON MOUNTAIN INFORMATION MANAGEMENT, LLC (3)INSURANCE ON FILE
WORK MAY PROCEED
UNTIL INSURANCE EXPIRES
(-TIQAx
CITY CLE%
0E0 2 2024
AT:
CONSULTANTAGREEMENT
CITY OF SANTA ANA
A-2023-223
THIS AGREEMENT is made and entered into on this 1st day of Jami 2024 by and between
Iron Mountain Information Management, LLC, ("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 (hereinafter collectively referred to as the "City"). City and Consultant shall hereinafter
be referred to as collectively, "the Parties."
RECITALS
A. On July 19, 2023, the City issued a Request for Proposal No. 23-109A ("RFP 23-109A"),
by which it sought qualified consultants to provide special skills and knowledge in the field
of document storage and imaging services.
B. Consultant submitted a responsive proposal that was selected by the City. Consultant
represents that Consultant is able and willing to provide such services to the City that were
described in the scope of work included in the RFP 23-109A.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the Parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Scope of Work, that was included
in RFP 23-109A, which is attached as Exhibit A, attached hereto and incorporated by reference,
and as further described in Consultant's Proposal incorporated herein by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Fee Proposal - Exhibit B. The total amount
to be expended during the term of this Agreement shall not exceed $142,700.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
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3. TERM
This Agreement shall commence on the date first written above for a three (3) year term
with the option for the City to grant up to a two (2) one-year renewals, exercisable by a writing
by the City Manager, City Attorney, and General Counsel for the Housing Authority of the City
of Santa Ana unless terminated earlier in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all reports which are delivered by Consultant under this
Agreement ("Documents & Data"). Consultant represents and warrants that Consultant has the
legal right to deliver any and all Documents & Data. Consultant makes no such representation and
warranty in regard to Documents & Data which were provided to Consultant by the City. City
shall not be limited in any way in its use of the Documents and Data at any time, provided that any
such use not within the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Consultant shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder and the results of that work by the Consultant, his agents,
representatives, employees or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01
covering CGL on an "occurrence" basis, including products and completed operations, property
damage, bodily injury and personal and advertising injury with limits no less than $1,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be
twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor
has no owned autos, hired, (Code 8) and non -owned autos (Code 9), with limit no less than
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$1,000,000 per accident for bodily injury and property damage. (Not required if Consultant will
not be using a vehicle).
3. Workers' Compensation insurance as required by the State of California, with Statutory
Limits, and Employers' Liability insurance with a limit of no less than $1,000,000 per accident for
bodily injury or disease.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown
above, the City requires and shall be entitled to the broader coverage and/or the higher limits
maintained by the Consultant. Any available insurance proceeds in excess of the specified
minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions
The General Liability insurance policies are to contain, or be endorsed to contain, the following
provisions:
Additional Insured Status
The City, its officers, officials, employees, and volunteers are to be covered as additional insureds
on the CGL policy with respect to liability arising out of work or operations performed by or on
behalf of the Consultant including materials, parts, or equipment furnished in connection with such
work or operations. General liability coverage can be provided in the form of an endorsement to
the Consultant's insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available,
through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later
edition is used).
Primary Coverage
For any claims related to this contract, the Consultant's insurance coverage shall be primary
coverage at least as broad as ISO CG 20 01 04 13 as respects the City , its officers, officials,
employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers,
officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except
with notice to the City.
Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said
Consultant may acquire against the City by virtue of the payment of any loss under such insurance.
Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not the City has received a waiver
of subrogation endorsement from the insurer.
Self -Insured Retentions
Self -insured retentions must be declared to the City . The City may require the Consultant to
purchase coverage with a lower retention or provide proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention. The policy
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language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied
by either the named insured or City .
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current
A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
Consultant shall furnish the City with original Certificates of Insurance including all required
amendatory endorsements (or copies of the applicable policy language effecting coverage required
by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all
policy endorsements to City before work begins. However, failure to obtain the required
documents prior to the work beginning shall not waive the Consultant's obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies,
including endorsements required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
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8. INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION
Consultant shall defend and indemnify the City from and against any third party claim,
demand, action or suit brought against City alleging that the services performed under this
Agreement by Consultant infringe the patent, trade secret, copyright or other valid intellectual
property right of such third party and, as Consultant's sole obligation and City's sole and exclusive
remedy, Consultant shall pay for the cost of defense and any amount finally awarded in any
judgment rendered against City by a court of competent jurisdiction. The foregoing Obligations of
Iron Mountain are conditional upon the duty of City to provide Consultant with prompt written
notice of any such claim, suit or demand. City hereby consents and authorizes Consultant to have
and maintain the sole control of the defense of any resulting litigation or settlement thereof.
Consultant shall have no liability or obligation to City with respect to any claim of infringement
or misappropriation in the event and to the extent based upon (i) use of or access to the services in
or from an application or environment or on a platform or with devices not authorized in the
applicable Consultant published documentation or other requirements specified under this
Agreement, (ii) modifications, alterations, combinations or enhancements of the services not
created by Consultant or (iii) any patent, copyright, or trade secret in which City has an interest.
The foregoing indemnification obligations shall not apply in the event and to the extent that the
claim or demand arises as a result of City's negligence, intentional misconduct, or failure to use
the services in accordance with applicable documentation or breach of this Agreement.
If any services are held, or in the Consultant's reasonable opinion could be held, to
constitute an infringement or misappropriation of any third party's intellectual property rights,
Consultant may at its option (a) procure the right for City to continue using or accessing the
services, (b) replace the services with a non -infringing equivalent service or (c) modify the services
to make them non -infringing and without substantially compromising their functionality. This
paragraph states Consultant's entire obligation to City and City's sole and exclusive remedy with
respect to any claims of infringement or misappropriation.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the invoices rendered under this Agreement for any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records during regular business hours -and
upon five business days' notice.
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
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importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the Parties. hi
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The Parties agree that any
terns or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
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be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both Parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
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shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To Housing Authority of the City of Santa Ana:
Attn: Secretary
Housing Authority of the City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
To City of Santa Ana:
City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director,
Community Development Agency
City of Santa Ana
20 Civic Center Plaza (M-27)
P.O. Box 1988
Santa Ana, California 92702
To Consultant:
Iron Mountain Information Management, LLC
One Federal Street
Boston, MA 02110
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
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been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. Limitation on Liability.
Liability for Non -Storage Services. With respect to services not related to the storage of
Deposits, Consultant shall not be liable for any loss or default unless such loss or default is due to
the negligence of Consultant. If liable, the amount of Consultant's maximum liability for any loss
or default shall be: (i) if such loss or default relates to a discrete project, the total fees paid by City
to Consultant for such project; or (ii) if such loss or default arises from services that are of an
ongoing and continuing nature, the total amount of fees paid by City to Consultant for the
performance of such services during the immediately preceding twelve-month period..
No Consequential Damages. In no event shall either party be liable for any consequential,
incidental, special or punitive damages, or for loss of profits or loss of data, regardless of whether
an action is brought in tort, contract or under any other theory.
21. Limited Warranty.
Consultant warrants that the services provided under this Agreement will be performed in
accordance with industry standards as set forth by ANSI/ASQC (American National Standards
Institute/American Society for Quality Control), specifically ANSI/ASQ Z1.4-2004, Sections 4
and 9 incorporated herewith by reference, described in the Consultant's Statement of Work, and
will be provided in substantial conformance with Consultant -supplied documentation applicable
to the services. This warranty is limited and shall not apply to any of the services where the failure
to satisfy this warranty resulted, in whole or in part, from City's improper use of the services. In
the event of Consultant's breach of the foregoing warranty, City's exclusive remedy and
Consultant's entire liability shall be for Consultant to promptly re -perform the applicable services,
at no charge, and bring the performance of the services into compliance with the terms of this
warranty.
The warranties set forth above are the sole and exclusive warranties of Consultant under this
agreement and are in lieu of any and all other warranties, whether express, statutory or implied,
including without limitation the implied warranties of merchantability and fitness for a particular
purpose or use. All such other warranties are hereby disclaimed by Consultant and waived by City.
The existing warranties extend only to City. Consultant will not be liable for any third party claim
or demand against City in connection with this section.
22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective Parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable fees and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
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b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the date and year first
above written.
[signatures on followingpage]
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ATTEST:
Jennifer L 11 �
erk '
ATTEST:
' ��
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney and
Housing Authority General Counsel
Andrea Garcia -Miller
Assistant City Attorney and
Assistant Counsel
RECOMMENDED FOR APPROVAL:
Michael Garcia
Executive Director
Community Development Agency
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CITY OF SANTA ANA
' Z& A
Tom Hatch
Interim City Manager
HOUSING AUTHORITY OF
THE CITY OF SANTA ANA
46414,t�a
Michael Garcia
Executive Director
CONSULTANT: IRON MOUNTAIN
INFORMATION MANAGEMENT, LLC
[-Docu318ned by:
Zi.. A. Ao55r
By: ffleM A. Poggi
Title: Sr Mgr, Public Sector Contracts
SLED0002798
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EXHIBIT A
SCOPE OF SERVICES
Iron Mountain Proposal For
City of Santa Ana
Solicitation No. 23-109A
Submitted To: The City of Santa Ana — Community Duns: 621417633
Development Agency CAGE Code: 1 F2Y7
20 Civic Center Plaza, Santa Ana, CA 92701 IMGS Number: SLED0002978
Submitted By: Iron Mountain Information Management, LLC Submission Date: August 10,
2023
One Federal Street, Boston, MA 02110
This proposal contains had Mountain confidential and proprietary information. Such data are exempt bom FOIA dischosure RO N
under 5 U S.C. § 552 (b)(4).(7), pabte hid from disclosure under IS U S.C. § 1905. and are submitted based on the
understandingthat ncrumbon is being provided under an assurance of confidentiality The data subject to this restriction are MOUNTAIN`
contained in all pages hereof 02023 Iran Mountain Incorporated. reserved Iran rights serIaarq n Mountain the design of the
mountain are registered tracemaMs of Iron Mountain Incorporated in the U.S. and other countres. All othertrademarRS are the
property of (hot respective owners. GOVERNMENT SOLUTIONS
Table of Contents
1.0 Statement of Qualifications(SOQ).............................................
2
a. Cover Letter.................................................................................
2
b. Services Provided........................................................................
3
ProjectObjective..........................................................................
3
ProposedSolution........................................................................
3
Capabilities and Experience.........................................................
4
Outcome.......................................................................................
5
c. Agreement Statement..................................................................
5
d. Firm and Team Experience..........................................................
5
i. Iron Mountain Overview............................................................
5
ii. Iron Mountain Location.............................................................
5
iii. Project Manager......................................................................
6
e. Proposed Work Plan....................................................................
6
i. Approach...................................................................................
6
ii. Suggestions and Special Concerns .......................................
16
iii. Implementation Plan and Deliverables ..................................
16
Change Over/Transition Period .................................................
17
f. References..................................................................................
18
Additional Requirement: Sample Reporting .................................
18
2. Cost Proposal...............................................................................
21
2.1 Cost Proposal with No Permanent Withdrawal Fees Allowed.
21
2.2 Cost Proposal with Permanent Withdrawal Fees Allowed.......
26
2.3 Transition/Change Over from Incumbent Price ........................
32
2.4 Pricing Assumptions.................................................................
32
Certifications Uploaded as Separate Attachment
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaging Services
1.0 Statement of Qualifications (SOQ)
a. Cover Letter
Jacqueline Nguyen, Housing Authority Operations Supervisor
City of Santa Ana — Community Development Agency
20 Civic Center Plaza
Santa Ana, CA 92701
Reference: Request for Proposals No. 23-109A for Document Storage and Imaging
Dear Ms. Nguyen:
Iron Mountain is pleased to submit our proposal to support the City of Santa Ana's Document
Storage and Imaging Services project. As an existing provider to the City of Santa Ana (the City), we
understand your need for an experienced and qualified vendor to provide records management
services. We have an established local presence with six (6) records centers located within 30 miles
of the City Hall. To address the RFP requirements, we offer the City geographical compatibility,
proven processes, more than 70 years' experience, and comprehensive services.
Iron Mountain looks forward to continuing a relationship with the City. Our business entity is a
Limited Liability Corporation, and as outlined in the RFP, our proposal will be considered valid for a
minimum of 180 days from Thursday, August 10, 2023. Should we be the successful Offeror, Iron
Mountain agrees to negotiate the terms and conditions with the City in good faith.
Please note that I am the individual authorized to negotiate on behalf of Iron Mountain. Please
contact me at 202-643-5491 or Janelle.blocker@ironmountain.com should you have any further
questions.
With regards,
nelle Blocker
Contracts Manager, Public Sector
Iron Mountain Government Solutions
b. Services Provided
Project Objective
City of Santa Ana Document Storage
and Imaqinq Services
The City of Santa Ana (the City) is seeking a trusted provider to store their current and future records
for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana's (COSA)
Community Development Agency (CDA), and Finance & Management Services Agency (FMSA)
(collectively COSA). With approximately 1,829 boxes ready for storage, SAHA and COSA require a
provider with secure facilities that are within 30 miles of City Hall while also having capacity for your
future storage needs. In addition to records management services, the City prefers a provider who
can also offer digital conversion services, digital storage, off -site access, and other related services.
Iron Mountain has been a trusted Records Management partner to the City since 2016. As such, Iron
Mountain is well -positioned to continue to meet your records management requirements and help
SAHA and COSA free -up office real estate for boxes currently being stored at your premises. Iron
Mountain offers ideal geographic compatibility, secure chain of custody, a proven retrieval process,
and a tenured operational team. We are a full -service information and records management provider
with capabilities to deliver comprehensive imaging services to digitize your records if needed.
Proposed Solution
Our solution for the City has been designed around your specific goals and information governance.
With a commitment to remain as your trusted information management partner, Iron Mountain will
deliver a records management solution built on integrity, a passion to protect, and service
excellence.
We will use the most cost efficient and effective routes to securely pick up and/or deliver your
records and store them in one of our six (6) facilities that are within a 30 mile radius of the City of
Santa Ana's City Hall. With over 70 years of industry experience and a history of working with the
City for seven (7) years, we offer a proven chain of custody and barcoding system to ensure your
records are protected while in our possession. Our comprehensive records and information
management services include standardized solutions for transportation, retrievals, refiles, interfiling,
rush/critical delivery, indexing, scanning, destruction, carton purchases, and specialized labor.
Key elements of our solution to the City include:
Compatible Geographic Footprint
We offer secure records management storage within 30 miles of the
City Santa Ana's City Hall at our facilities in Pico Rivera, Santa Ana, La
Palma, Cerritos, and Fullerton, California.
Pickup and Delivery Services
We validate that all new items are received with descriptive information.
Whether that information is keyed by us or by the City via Iron Mountain
Connect (IMConnect), we use multiple checks and balances to ensure
quality inventory control. We also offer efficient pick-up and delivery
schedules.
hnn Mountain Government Solutions
City of Santa Ana Document Storage
and maci nq Services
Auditable Chain of Custody
With multiple barcode scan points, we offer proven workflow and
technology -enabled tagging for enhanced visibility and control over your
inventory stored with Iron Mountain.
Easy -to -use Self -Service Tools for On -Demand Reporting
�= Iron Mountain Connect (IMConnect), our proprietary records
x 1 management application, provides a robust cloud -based tool to retrieve
•' i information on your boxes and files. The City will be able to run a host
of informative reports about retention and disposal practices, helping to
evaluate performance and maintain compliance.
Designated Point of Contact for Customer Service
Iron Mountain assigns a Customer Success Manager (CSM) to support
our public sector clients. In an effort to deliver exceptional customer
v service, Tina Lapent will serve as your CSM and be your single point of
contact for any questions or issues on your account. In addition, our
experienced Project Manager is Jose Felix, a 19-year Iron Mountain
veteran based in the Los Anaeles market.
Digitization Services
} Iron Mountain can provide retrievals through our Image on Demand
service which provides a digitized/scanned retrieval solution for paper -
based documentation with secure transfer of the output package to the
destination system.
Capabilities and Experience
Iron Mountain provides our customers with industry best practices, defined processes, and tested
procedures to support the overall management of records and information programs. We support
over 100 public sector agencies in California and understand the importance of maintaining a secure
chain of custody and complying with regulations, governance and compliance mandates such as
HIPAA. In Attachment 8, we have provided references that can validate our performance and our
ability to meet the City's requirements. We have also highlighted our experience in the table below:
Project Secure Chain Transportation i Records Retrievals
I
of Custody Management
State of Arizona
An initial 3000, 000 boxes
moved to iron Mountain from
•
• •
•
multiple departments
Illinois Housing -- --- —
Development Authority • • •
•
Climate -controlled storage for
22,776 boxes including tapes
media, and paper records
Iron Mountain Government Solutions
Project
City of Santa Ana Document Storage
and Imaging Services
Secure Chain Transportation Records
of Custody Management
USPTO
Relocated 2.5 million files From
self -managed facility to Iron • • •
Mountain
Figure 1. Similar Project Experience
Retrievals
40
Outcome
Iron Mountain's commitment to the City is to continue to protect the information you value most, from
everyday to the extraordinary. We will continue to build value with a passion for preserving the
physical, transforming the digital, while respecting the environment.
c. Agreement Statement
In accordance with Section VI. D. EXCEPTIONS of the RFP, Iron Mountain submitted proposed
modifications in the Question and Answer period. Iron Mountain submits this proposal with those
exceptions and should Iron Mountain be the successful Offeror, agrees to enter into good faith
negotiations with the City.
d. Firm and Team Experience
i. Iron Mountain Overview
Founded in 1951, Iron Mountain is a large business and global leader in storage and information
management services, serving more than 225,000 customers around the world. We have
approximately 10,000 employees in the United States and 26,000 employees globally. In California,
we have 1,100 employees, and for the City of Santa Ana, approximately 12 employees will work
directly on this agreement.
Hundreds of public sector agencies across the U.S., 44 of the 50 state governments in the U.S., and
94% of Fortune 1000 companies rely on Iron Mountain as their information management partner.
Our experience, knowledge, and reputation combined make us a leading provider for public sector
agencies. In 2016, we began servicing the City of Santa Ana's records management needs. As we
currently provide services to the City, we look forward to building on our existing relationship and
storing current and additional records for Housing Authority of the City of Santa Ana (SAHA), the
City of Santa Ana's (COSA) Community Development Agency (CDA), and Finance & Management
Services Agency (FMSA), collectively COSA.
ii. Iron Mountain Location
In order to support public sector agencies, Iron Mountain has records management facilities
throughout the United States, and we have six (6) facilities available to support the City. Figure 2
outlines the details of our nearest facilities and headquarters:
Iron Mountain One Federal Street, Boston, MA 02110
Headquarters Phone:800-934-3453
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Irnaginq Services
8700 Mercury Lane, Pico Rivera, CA 90660
Servicing 1915 S Grand Ave, Santa Ana, CA 92705
Addresses for the 6711 Valley View St., La Palma, CA 90623
City of Santa Ana 12958 Midway Place, Cerritos, CA 90703
600 Burning Road, Fullerton, CA 92833
16028 Marquardt Ave., Cerritos, CA 90703
Figure 2. Iron Mountain Addresses
iii. Project Manager
We are committed to providing the City with a support team to deliver an effective records
management and imaging solution. Jose Felix, Operations
Manager, will serve as the Project Manager for SAHA and
COSA. His contact information is: office 619-205-5345 and Jose Felix is a 19-year Iron
mobile 619-778-6644. Jose is a long-term employee of Iron Mountain employee who will
Mountain, having started with the company in 2004 as a Record support the City as a Project
Center Coordinator. After serving in that capacity successfully Manager.
for seven (7) years, he assumed the role of Special Projects 00
Coordinator in 2011 for the San Diego market. In 2017, Jose
was promoted to Operations Supervisor for San Diego in which he was responsible for overseeing
18 employees, two (2) record centers, and the transportation department. In 2021, Jose advanced to
his current role, and he is now responsible for the Los Angeles market as an Operations Manager.
To deliver exceptional customer service, we also assign Customer Success Managers (CSM) to
support our public sector clients. Tina Lapent will serve as your CSM and be available as your point
of contact for any questions or issues. She has been with Iron Mountain for over 12 years and began
as a public sector CSM role in 2022. Tina works with clients in six (6) states and is responsible for
assisting with contract modifications and services changes, as needed. She will provide training and
assistance on our self-service customer portals, such as IMConnect, which offers the City on -
demand tools to generate reporting, request services, and review services.
e. Proposed Work Plan
L Approach
Given our breadth of experience and capabilities, we will provide SAHA and COSA with confidence
to entrust their document storage and digital imaging needs with Iron Mountain. We offer the City a
convenient and compliant document storage program that will securely store your 1,829 boxes and
accommodate any increase in records that may be needed by SAHA and COSA. As outlined in our
Technical Proposal within the sections below, we will provide SAHA and COSA with industry best
practices, defined processes, and tested procedures to support the overall document management
and digital imaging programs needed.
General
Secure Record Centers (Exhibit 1, General, items a and fl
Iron Mountain has six (6) record centers that are within a 30 mile radius of the City of Santa Ana's
City Hall located at 20 Civic Center Plaza. Given the close proximity, we are able to use pick up and
delivery routes that are most cost efficient and effective to SAHA and COSA. All of Iron Mountain's
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaaina Services
record centers comply with established company standards and with all appropriate building, fire and
safety, electrical, mechanical, and other regulatory codes.
Professional Moving and Storing Records (Exhibit 1, General, items b, c, d and Record
Storage, item g))
Iron Mountain's chain of custody practices mitigate any risk associated with the movement of SAHA
and COSA's records to and from Iron Mountain's facilities. We mitigate the risk of exposure and
damage to all records in our storage facilities by applying strict standards regarding structural
integrity in the design of our records centers and storage systems and through employee training
and strict adherence to procedures governing the transportation, handling, and storage of customer
materials. We require employees who operate equipment within a record center to be trained and
certified in its operation. Our storage system design has built-in protections against carton damage
and is interconnected throughout the record center, providing extra structural integrity.
Iron Mountain's process to prepare boxes for transport is an important element to prevent the
damage or deterioration of the boxes or material contained within the boxes. To prevent crushing,
we will prepare each pallet of boxes in a standard cross 8-block formation with 48 boxes per pallet.
This is a best practice for shipping boxes that has proven to be effective in reducing movement and
damage when transporting boxes plus ensuring safety. Any re -boxing required will be performed by
SAHA and COSA with no charge. Once the City's boxes are relocated to Iron Mountain's facility, all
source materials will be stored in a manner that continues to prevent damage or other deterioration.
As noted in the Scope of Services, Records Storage, item g, we confirm that the City's records will
be stored four (4) inches off the ground. In the event there are any loose records, Iron Mountain will
communicate with designated stakeholders for SAHA and COSA for how to proceed.
Adding or Removing Departments (Exhibit 1, General, item e)
We offer COSA Departments the ability to add or remove accounts (Departments) as needed
through the term of the contract. At any point, Iron Mountain can add additional inventory to our
record centers. Removal of any boxes are subject to the permanent withdrawal fees outlined in our
price proposal. Within IMConnect, our customer portal, the City can create, modify and manage
users and privileges across divisions, departments, and locations. Additional information on
IMConnect's capabilities are outlined on page 12.
Pest Inspection Services (Exhibit 1, General, item k)
As part of our operating procedures, Iron Mountain contracts with various local companies for pest
inspection or treatment services. For most locations, pest inspections are performed every other
month. We will provide SAHA and COSA proof of treatment on a semi-annual basis.
Vehicles and Qualified Staff (Exhibit 1, General, item g)
Iron Mountain will provide all necessary vehicles, and qualified staff and clerical support to perform
the services required by SAHA and COSA. To ensure the safety and security of our customer's
material in transit, our vehicles feature a patented InControl Transportation System that utilizes real-
time wireless scanning technology to validate pickup and delivery transactions. Our patented
security controls mitigate transportation workflow errors and include the items identified in Figure 3:
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaging Services
I�i�^II 101 • After market high security cargo door locks
patented Compartmentalized
Cargarm
o
• Factorylocks •Compartmentalized cargo areas
• Basic alarm system Driver proximity controls
• Dual keyignitlonimmic ilizer
• In -motion security detection system
Figure 3. Iron Mountain Transportation Security Controls.
Standard operating procedures are created by our delivery teams in order to support clearly defined
processes that are designed to meet the need for consistent and secure information transport
through error reduction and process integrity. Our qualified drivers are trained to follow careful
procedures during the loading and transport of all customer material to prevent exposure to risk at
any Iron Mountain location. We have instituted a strict loading and unloading process that is
supervised by an Iron Mountain employee and ensures vehicle and facility doors are only unlocked
and opened during the loading and unloading process.
In addition to our team of drivers, record centers are staffed with qualified employees serving in a
variety of roles. Prior to the start of employment, Iron Mountain employees are trained on records
management procedures and policies to ensure safe -keeping of our customers' information. Our
record centers are led by an Operations Manager or Supervisor who oversees the onsite staff. They
participate in regular briefings, support operational tasks, and assist with issue resolution and
remediation. We also have a team of Record Center Coordinators to oversee schedules, processes
and customer requests. To provide services for the City, some of our team members include:
• Jack McMeekin, Operations Manager - 40 • Jose Felix, Operations Manager - 19 years with
years with Iron Mountain Iron Mountain
• Dustin Kalil, Records Management • Jeff Knaus, Transportation Manager - 27 years
Supervisor - 15 years with Iron Mountain with Iron Mountain
• Angel Vega, Records Management Supervisor • Bruce Casey, Transportation Coordinator - 41
- 21 years with Iron Mountain years with Iron Mountain
• Silverio Alonso, Records Management • Fernando Alvarez, Transportation Coordinator -
Supervisor - 7 years with Iron Mountain 18 years with Iron Mountain
Background Check Process (Exhibit 1, General, item j)
Iron Mountain strives to hire and retain the best candidates for all positions. By using stringent pre-
employment screening, we ensure our staff are qualified and prepared to serve our customers with
integrity. In lieu of the criminal records clearance from the State of California Department of Justice,
Iron Mountain will implement our standard background check process which includes the following
elements in Figure 4:
**** *
Drug Identity Employment Motor Vehicle Non -Disclosure Government Criminal Education Work
Screening Verification Verification Review Agreement Terrorist Watch Conviction Search Verification Authorization
(E-MIA) Vor Drlvvs/Coutlern List Review (When A00(Ieablst
Figure 4. Iron Mountain's Background Screening Elements.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and lmaginq Services
Additional details about the background check can be provided upon request. We utilize an
enterprise HR system to maintain a record for all hiring activities, which includes an integrated
interface with our background screening vendor. Iron Mountain employees also undergo recurring
background investigations every three (3) years. Employees sign confidentiality agreements as part
of their employment with Iron Mountain, so SAHA and COSA can be assured that any sensitive
information will be treated as such.
Compliance with HIPAA and OSHA (Exhibit I, General, items h and i)
Iron Mountain's secure facilities, coupled with our chain -of -custody controls, offer an end -to -end
approach to managing and controlling material to ensure compliance with HIPAA regulations. The
HIPAA Privacy Rule requires establishing and implementing measures to ensure the confidentiality,
integrity, and availability of all PHI, while the Security Rule addresses safeguards specific to the
security of electronic Protected Health Information (ePHI). Iron Mountain maintains compliance with
several security standards to protect our customers' data while in our custody including HIPAA
compliance, FISMA compliance, Fed RAMP Ready status, ISO 50001 and 27001 certifications, PCI-
DSS compliance, NIST SP 800-53 compliance, and SOC 2 and SOC 3 compliance.
Iron Mountain is committed to eliminating or controlling workplace hazards that could cause injury or
illness to our employees. This is accomplished through compliance with applicable federal, and state
safety standards, including the Occupational Safety and Health Administration (OSHA) standards
and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). We
maintain a company -wide Safety and Health Program that strives to reduce the incidence of
occupational injury and illness by eliminating or controlling risks associated with our operations, and
ensure compliance with applicable laws and regulatory requirements. As part of our health and
safety program, we continually monitor our performance to determine the effectiveness of the
program. We also prepare and report work -related injuries and illnesses via the OSHA Form 300A.
Records
Pickup Workflow (Exhibit 1, Record Storage, item a)
Iron Mountain's workflows combine standard operating procedures with multiple barcode scan points
to ensure SAHA and COSA records are accurately processed. Highlights of our pickup workflow are
depicted in Figure 5 below:
Zak 21111h, 8 �I; ao r�®
Electronic
Affix Barcoae Driver Arrives Driver Scans Signature
Label Cartons Onsite Captured
Qscan vomrc n„iam. m:missmn er cu:mev
Figure 5. Iron Mountain's Incoming Workflow.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and Imaaino Services
Iron Mountain will provide pick-up and delivery service to SAHA and COSA, and if needed,
additional departments at the same location and same time without additional fees, using the
following SLAB and the SLAs referenced for retrievals:
• Regular Pick -Up: Pick-up will occur one (1) time per week on either Tuesday, Thursday or
Friday.
• Rush Pick -Up: Pick-up orders placed before 3 pm on a business day will be picked up on
the following business day.
Records Retrieval Workflow (Exhibit f, Record Storage, item h)
Iron Mountain's customer portal, IMConnect, provides SAHA and COSA with the ability to request
records to be returned, as required, either by individual files, units of records, or entire containers of
records. To simplify and accelerate the retrieval process, authorized SAHA and COSA users can
use IMConnect to submit service requests for all records stored in Iron Mountain facilities. SAHA and
COSA can retrieve records by phone, fax, or email 24/7/365. All record types are retrieved by
records center staff and sent to the specified SAHA and COSA location in accordance with their
respective service level agreements. In addition, Iron Mountain facilities contain private viewing
areas that SAHA and COSA will have access to for file auditing or reviews if necessary.
Iron Mountain utilizes standard procedures, depicted in Figure 6, and trained personnel to
accurately locate the records for retrieval with an auditable chain of custody.
Individual b venucaelon
File G Scan to
04 Scanned Q PoCMage
Entire 6 Carton
ccanne �� Band
tltY
Q tf
Scanned Applied
Sca Olden Secur (09
Delivery to
Customx Transport
Oon Paint b FeaFilme Tiaras roslon of custody
Figure 6. Iron Mountain Retrieval Workflow.
Our retrieval workflow employs a triple -check process. First, each carton or group of files pulled for
retrieval is tagged with a retrieval label, which is scanned against the original barcode to ensure
order accuracy. We secure the contents of every carton with a security band, scan each carton
again, and load it onto a designated vehicle. Finally, our driver scans the carton a third time at SAHA
and COSA location and captures an electronic signature to verify chain of custody.
We can combine delivery and pick up of records into one trip when appropriate. All requested
retrievals will be delivered in accordance with the following SLAS:
• Standard Delivery: Orders placed by 3 pm will be delivered by 5 pm on the next scheduled
delivery day (no half days)
• Rush: Orders placed by 3 pm will be delivered within 3 hours of receipt of the order on a
business day.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
• Rush (After HourslWeekendlHoliday): Orders placed after 3 pm on a weekend, holiday, or
after business hours will be delivered within 4 hours of receipt of the order.
Barcoding and Chain of Custody (Exhibit 1, Record Storage, items b and c)
Iron Mountain's key tool to successfully provide inventory management begins with our proprietary
inventory tracking system, SafeKeeperPLUS (SKP). SKP Inventory Control module manages the
physical movement of every carton and file in our record centers
by tracking records throughout their life cycle. As cartons are
received at Iron Mountain, they are barcode-scanned into our
system and given a unique identifier that will stay with that
carton for its complete life cycle. New cartons are scanned at the
dock, and again at the unique storage location that corresponds
Iron Mountain scans barcodes
as each item is shelved,
providing rigorous chain of
custody controls.
to the carton barcode. Once a carton Is scanned into SKP, all
further transactions are consequently recorded, building an
ongoing audit trail of activity. SKP provides redundant processing and barcode tracking to location
results in system -driven inventory accuracy and can update the status within 24 hours of activity - or
less.
Barcodes are scanned as each item is shelved. Iron Mountain is one of the few records
management companies to scan each carton into a location. This extra step confirms not only
that cartons have been received at our loading dock, but also that they have been accurately stored
in the storage system. Our record center operations leverage barcode technology to reduce data
entry errors and to validate accuracy as part of our total quality processes as follows:
Carton ID barcode— Each carton is identified with a unique SKP barcode number to allow
Iron Mountain to track carton activity by scanning the ID barcode.
Location ID barcode — All storage locations are barcoded with a unique number cross-
referenced in SKP to a full address indicating capacity, carton size and client ownership. This
extra step confirms that cartons have been received at our loading dock and accurately
stored in the storage system which can guarantee that records are correctly located and
available for efficient retrieval.
• Retrieval label barcode — All items (cartons or files) retrieved from Iron Mountain are
barcoded with retrieval labels. These labels distinguish returning items (refiles) from new
storage items (receiving and entry); they also specify item requestor and mail codes to assist
with delivery directly to the requestor. When items are refiled, Iron Mountain personnel scan
the retrieval labels along with the refile labels and location IDs to ensure accurate refiling. All
retrievals are scanned prior to being retrieved to prevent incorrect cartons are retrieved and
scanned again upon return to ensure they have been returned to the correct records center.
• "File out" card barcode — Two barcode labels are printed for file retrievals. One label is
affixed to the file and the other to a "file out" card. File out cards are placed inside home
cartons when files are retrieved. When a file is refiled, the correct file out card must be
removed and scanned to confirm accurate refiling.
File Indexing and Validation (Exhibit 1, Record Storage, items d and e)
As a part of the transfer of legacy records, SAHA and COSA will be able to migrate historical
metadata for each transitioned box as well as metadata for the unique files contained within boxes. It
SAHA and COSA's existing records have barcodes on the box or file, Iron Mountain will utilize the
box barcodes to perform a'marriage' scan to the new SKP carton ID barcode. Upon receiving a data
upload, this information can be stored in our inventory tracking system, allowing the agency to
search for, and match, boxes or files using their historical information via the IMConnect web portal.
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaqinq Services
Having a real-time, updated inventory of boxes and file locations is essential for information
assurance when SAHA and COSA is requesting file -level retrievals. If there is no existing barcode
and associated upload when records are received at the Iron Mountain facility, Iron Mountain staff
will capture information directly off the box and associate it with the new Iron Mountain identifier (i.e.,
barcode ID) used to track the box in the inventory tracking system.
For any file indexing, Iron Mountain will capture the required file level metadata fields based on
SAHA/COSA needs. The file data can be captured manually or via file barcode scan that Iron
Mountain can provide. Iron Mountain can scan the files received from SAHA/COSA and perform a
cross validation against SAHA/COSA prepared data to ensure the data is accurate representing the
files in the box.
The data capture activity will occur in parallel to the box transition tasks. SAHA and COSA would be
responsible for providing a distinct registry (Note: format will be provided during the project planning
phase) with the historical box metadata, or file listings for individual boxes, that were migrated as
part of that shipment. Once all boxes from the shipment have been ingested by Iron Mountain, an
automated process in the inventory tracking system will be run to add the box and/or file level
information into the system. File indexing and file validation are provided in our price proposal.
Reporting (Exhibit i, Record Storage, item 0
IMConnect will allow SAHA and COSA to view and track their records online. The IMConnect
Record Center will facilitate the location of cartons or files quickly and easily, inventory management,
and a customized search engine. With on -demand reporting, SAHA and COSA can run reports as
needed and view the status of their inventory.
Iron Mountain developed an internal inventory tracking system, SKP, which manages the physical
movement of our customers' records stored within an Iron Mountain facility. The Inventory Control
module within SKIP feeds directly into the customer facing platform, IMConnect. This is
accomplished through built-in quality control checks utilizing barcode technology and redundant
processing at each step in the workflow.
With IMConnect, we offer an easy -to -use self-service for SAHA and COSA authorized users to
search through offsite inventory, request retrievals, and arrange for documents to be quickly
delivered to your locations. As requested in item fin the Scope of Services, samples of reports are
provided under the Section Additional Requirement. Highlights of IMConnect's features are outlined
in Figure 7.
IMConnect Feature IMConnect Benefit
• Easily locate individual records, set of records, or entire
cartons
Query, search, locate a Enterprise -wide view or program -level view of records
• View carton and file transaction history
• Automates the retrieval process by allowing the customer to
Electronic retrievals specify items requested for retrieval
• Easily request cartons or files to be retrieved
Report generation On -demand reporting for quick access to information you
need reduces wait time for manual reports
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and Imaging Services
IMConnect Feature
IMConnect Benefit
• Gain valuable insights by running reports on many categories
including inventory, activity, and financial data
Run reports for time periods based on customer needs such
as quarterly, monthly, annually, etc.
• Identify necessary records
Access to Iron
Mountain services
Provide litigation support
Perform records analysis
Inventory control
• Custom data entry fields
processes
. Custom required fields to capture critical information
Custom data validation
. Add detailed retention schedules, policies, and procedures
for key fields Retention
. Manage and monitor program level retention programs
Management
Figure 7. IMConnect Features and Benefits.
Document Imaging Services and
Iron Mountain's Image on Demand will allow SAHA and COSA to have records in our storage
scanned "on -demand" and made available digitally within hours of the request. Our customers find
this image conversion option to be a cost-effective solution that provides efficient and effective
access to their essential documents without the need to digitalize their entire document repository.
Document Conversion Processes (Exhibit 1, Document Imaging Services and Storage
[Optional], items h, ], and a)
Our digitization capabilities include paper -based materials such as books, journals, newspapers,
manuscripts, loose-leaf notebooks, loose material in file folders, and other archival documents,
maps, and catalog cards. Iron Mountain has the ability to create a tailored document conversion
project to specifically meet SAHA and COSA's paper size needs including 8'/z x 11, 8'/z x 14, 1'
14,and 11x17.
Iron Mountain has implemented Standard Operating Procedures (SOPS) for our Document
Conversion process, which are designed to ensure the accurate digitization of our customers'
documents. Our SOPS include the establishment of documentation for each unique application,
acknowledgement of training for each operator involved in the application, tracking and logging of
tasks and operators, and Quality Assurance (CA) inspections with corresponding corrective actions.
Our Imaging Center staff is thoroughly trained on our procedures, and adherence to the SOPS is
regularly verified through site inspections conducted by our Internal Audit Team.
As depicted in Figure 8, our digitization process includes eight steps to produce the highest quality
results.
h on Mountain Government Solutions City of Santa Ana Document Storage
and Imaging Services
2 3 4
Mal
fo 0 V Inbound Customer Implement Document
Material Customized Preparation Scanning
Workflow
Figure 8. Iron Mountain's Standard Document Conversion Process.
Document Conversion Methodology and Quality Control (Exhibit I, Document Imaging
Services and Storage [Optional], items i, k, m, o, and I)
We will use appropriate technology and equipment to produce the required 200 DPI image. We can
capture the digital image as a TIFF, PDF, or JPG, as directed by SAHA/COSA and use either as a
bi-tonal (2-bit) or grayscale (8-bit per color) capture. Image capture can be applied and maintained
as black and white or color as per your specifications.
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. We
maintain the following quality assurance measures to produce the required images:
• We apply an image quality review to ensure all captured digital images represent the original
document page.
• All document pages are captured on both sides, regardless if there is no content on both
sides.
• All blank pages are removed except for litigation records in which the blank pages are
retained.
• Our Image Enhancement Application is performed on all digital images automatically.
• The digital image is analyzed/corrected for the highest image quality results.
• De -speckling and de -skewing actions are applied to ensure the most readable image results,
along with proper right reading and alignment.
Our Quality Control plan is designed to review and monitor the quality of our customer's information
throughout the entire imaging process. As the work passes through each phase of the imaging
process, it is quality -checked randomly by the unit. Upon reaching the final phase of the imaging
process, SAHA and COSA can be assured that Iron Mountain has taken many precautions to
prevent unacceptable images/indexes. After we deliver the final database to SAHA and COSA, if any
errors are found within one (1) month, they will be corrected at Iron Mountain's expense. For
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaqinq Services
example, backsides containing information but not scanned will be rescanned and inserted into the
multipage file in the correct sequence at no cost to SAHA and COSA other than the per image cost.
Document Conversion Indexing (Exhibit 1, Document Imaging Services and Storage
[Optional], item b)
We create the necessary metadata fields to support standard search functionality to access the
documents or data captured. For the highest achievable indexing accuracy, Iron Mountain applies its
special indexing process (double-blind keying). Double-blind keying of the prime index field (e.g.,
employee ID number) entails two Indexing Technicians keying the same metadata for the record and
polling the results. Any discrepancy is mitigated by the Quality Control Inspector.
Document Conversion Storage (Exhibit 1, Document Imaging Services and Storage
[Optional], items q, n, p, c, d, e, f, g )
Our experienced database engineers are equipped to handle unique customer database
requirements. The database of digital images and associated indices are converted to the required
file format and directory path specified by SAHA and COSA, and then validated to the specifications
before the actual deliveries. The resulting database is then encrypted and burnt onto a secured
external hard drive (or CD, DVD, or other output) as the final product deliverable. Once the project is
complete, we deliver the encrypted database along with the associated indices to the customer.
Iron Mountain offers SAHA and COSA the following best practices we recommend for storing
external hard drives or disks:
• Utilize a climate controlled environment to protect the media from extreme temperatures,
humidity, or dust.
• Media should be in a secure facility to protect against unauthorized access.
• Storage should include fire protection measures such as smoke detectors and fire
suppression systems.
• Incorporate redundancy and backups with duplicate copies in a disparate location.
Regarding the electronic files, our recommendation is to store them in a cloud repository such as
Iron Mountain's Insight solution. Please refer to our price proposal fordetails on InSight. InSight
retains electronic files securely in the cloud with advanced encryption and robust data management
features for easy access and compliance. Key elements aligned with the Scope of Service include:
• When electronic records are successfully uploaded, Iron Mountain's Insight solution notifies
the user through automated alerts and notifications via email or within the platform, ensuring
SAHA and COSA receive real-time updates on data uploads.
• Regarding an ASCII version, this can be accomplished in several different formats including
CSV, XML, Flat File, or the ASCII version. The metadata will be included in the file
referencing the captured image.
• We will build a merge and quality check of the two databases during our implementation
deployment and after rigorous internal and external testing prior to production.
• Prior to the export of image and metadata, we conduct a Quality Assurance process based
on ANSI standards. The data will not be released unless these standards are met.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and Imaoina Services
• All digitized material will be uploaded into Iron Mountain's Insight solution. Insight employs
electronic data replication and offsite storage. Data is securely duplicated from primary
systems to remote servers, thereby creating redundancy (e.g., mirror site).
• All digitized material will be uploaded into Iron Mountain's Insight solution. InSight maintains
a business continuity plan that includes annual verification of disaster scenarios together with
other Iron Mountain critical systems.
• Access to Iron Mountain's Insight solution will be provided for the SAHA/COSA users. The
storage space will be allocated based on the quantity of images uploaded.
ii. Suggestions and Special Concerns
As the City of Santa Ana is a current customer of Iron Mountain, we believe that we offer enhanced
value by being your sole records management provider for current records and any future increases.
By centralizing your document storage needs to one vendor, Iron Mountain offers the City one single
point of contact to streamline your service needs and help expedite new requests, offering an
efficient and flexible model for service. Beyond records management, Iron Mountain is capable of
providing digitization and archival destruction services, thereby reducing your touchpoints to one
single vendor. Helping the City get the best value and save time with procuring information
management services, Iron Mountain stands ready to continue to support your requirements and
expand with any additional service needs and records management increases.
iii. Implementation Plan and Deliverables
An implementation timeline is dependent on the customer's speed and ability to prepare boxes for
moving. Generally Iron Mountain can pick up 400 boxes (8 pallets) per load per day which is
dependent on how quickly the customer can have the boxes ready. For any new material being
moved to Iron Mountain, we will work with the City to develop an agreeable timeline. Once an
agreement is reached to meet SAHA and COSA's stated goals, understanding the necessary steps
to execution becomes the priority. Partnering with your stakeholders, Iron Mountain will facilitate a
pre -implementation session focused on assisting SAHA and COSA to:
• Document overall program/engagement objectives.
• Identify your implementation stakeholders to align with the Iron Mountain team.
• Define any technology -related requirements, including system setups, authorizations, etc.
• Identify potential program/engagement risk concerns, and methods to mitigate each.
• Define and document key measurements for determining program/engagement
implementation success.
• Assistance in program announcement, communication, and training strategy, leveraging
proven Iron Mountain templates and resources in alignment with your internal
communications protocol.
• Define the implementation timeline and expectations.
Iron Mountain's implementation professionals subsequently turn their attention from planning to
execution, acting as both implementation lead and primary liaison between both organizations' key
stakeholders, ensuring the successful and timely fulfillment of your program/engagement. This
includes:
• Tracking/reporting of agreed -upon metrics and activity/volume levels.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and Imaoina Services
Status reviews are conducted through regularly scheduled calls throughout implementation.
Ongoing communication with Iron Mountain markets and assigned local project leads
Conducting post -implementation reviews is a critical step in the overall implementation process,
enabling a review of the execution and communication strategy. This review addresses any
exceptions and reconciliation requirements ensures a seamless and successful transition to the
ongoing relationship management team members and highlights opportunities to implement cost-
effective program changes.
Document Conversion Implementation Plan
All digitization projects follow a comprehensive process designed to ensure quality results. Iron
Mountain has established an extensive implementation process which includes requirements
development with active customer involvement, testing to validate the process and results, and
finally initiation of the production phase of the project. Iron Mountain's implementation process is
designed to produce images for our customers that meet all quality expectations. Before full
production begins, the testing is extended to the customer for review. Upon approval, the solution is
moved to full production. We will provide a detailed implementation plan upon the City exercising an
option to execute a scanning project.
Change Over/Transition Period
As a current provider to the City, any boxes that currently reside at an Iron Mountain record center
will remain in place and no transition would be necessary. However, any new records being
transferred from the City's former vendor will follow our standard transition process. Using our
proven workflow and experience, Iron Mountain can perform one pickup per day at one location with
each truckload containing 400 cartons. The timeline for the process is contingent on how quickly the
former vendor releases the records.
We will initiate our incoming transition of all SAHA and COSA material by scheduling execution of
work flow between 7:00 am -5:00 pm Monday — Friday with the identified SAHA and COSA
Operations Supervisor or Contracting Officer. The final schedule will be determined through
coordination with the Operations Supervisor or Contracting Officer and based upon the actual
identified box count to be transitioned to Iron Mountain's custody.
Iron Mountain will bring empty pallets, plastic wrap, and standard SKP RFID W-Labels to the SAHA
and COSA site for each scheduled pick-up. Upon arrival at the SAHA and COSA facility, Iron
Mountain will retrieve all identified cartons using our standard 8-block pallet stacking process with
the front of the boxes containing the customer's identifiable number facing out. Iron Mountain will
prepare a truck load of pallets which contains ten (10) pallets and each pallet contains 40 cartons.
Upon completion, Iron Mountain will affix our unique SKP RFID W-Label on each carton, ensuring no
SAHA and COSA labels or other pertinent information is covered, and scan each carton into Iron
Mountain's internal tracking database, SKP which is Iron Mountain's internal tool to successfully
provide inventory management. SKP manages the physical movement of every carton and file in our
record centers throughout their lifecycle. Iron Mountain scans every new piece of inventory into our
database to ensure we have an accurate inventory of all of our customer's materials. Iron Mountain
will work with the SAHA and COSA Operations Supervisor or Contracting Officer to determine the
most effective way to transition all SAHA and COSA's historic electronic data to our tracking system.
Iron Mountain Government Solutions
City of Santa Ana Document Storage
After each carton is scanned into Iron Mountain's database, we will wrap each pallet individually and
load them onto Iron Mountain's secured truck. Once each pallet has been loaded onto our truck, we
will capture the signature of an authorized SAHA and COSA employee to confirm the transfer of
inventory from the SAHA and COSA facility into Iron Mountain's custody.
Upon arrival back at the Iron Mountain record center, Iron Mountain's courier will unload the pallets
and scan each carton to the record center inbound dock. If a carton barcode is not scanned to the
inbound dock that was scanned at the SAHA and COSA site, a missing discrepancy will generate
that will require immediate resolution. Conversely, if a carton barcode is scanned at the inbound
dock that was not scanned onto the truck, an unexpected arrival discrepancy will also require
immediate resolution.
Within 24-hours of the arrival scan being performed, Iron Mountain will assign each carton a location
in our record center. This process requires an initial scan of the SKP RFID W-Label and a scan of
the customer identification number to allow each carton to be identified through either Iron
Mountain's internal SKP number or the unique SAHA and COSA number assigned to the carton.
Each pallet received from the SAHA and COSA and inbounded at Iron Mountain's facility will receive
a batch report listing of all cartons on the pallet with their assigned SKP and customer number.
Once the entire load of pallets has been scanned and assigned a location, Iron Mountain generates
a missing location assignment report to identify any carton that received an arrival scan but did not
receive a location assignment scan and conversely received a location assignment scan but had not
received an arrival scan. If there are any discrepancies identified they are immediately resolved.
Within 72 hours of arrival at Iron Mountain's facility, all cartons will be put away in their assigned
location and subsequently scanned which provides an added layer of chain of custody for each item
in our record center. When all cartons have been put away in their assigned location, our Record
Center Specialist will perform a scan of the pallets batch report to identify any carton that was
scanned as part of the location assignment but was not scanned at the identified location. Any
identified discrepancies are immediately resolved. The Iron Mountain Records Management team
produces daily reports monitoring all cartons either that have not been assigned a location or have
not been scanned at their proper location. All material will be accessible in SKP to the Iron Mountain
staff and in our customer facing portal, IMConnect, for retrieval once the material has been given an
arrival scan upon arrival to the Iron Mountain record center.
f. References
Iron Mountain has completed Attachment 8 References and included this form under the
Certifications Section.
Additional Requirement: Sample Reporting
As required from Exhibit 1, Scope of Services, Record Storage, item f, Iron Mountain has provided
sample reports that can be run from IMConnect on the following page. Reports can be created at
time intervals requested by the customer including quarterly, monthly and annually.
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EXHIBIT B
FEE PROPOSAL
Iron f0ountain Government Solutions
2. Cost Proposal
City of Santa Ana Document Storage
Iron Mountain has presented two cost proposals based on the instructions to include a cost proposal
that allows permanent removal (withdrawal) fees and a cost proposal that does not allow permanent
removal (withdrawal) fees.
2.1 Cost Proposal with Permanent Removal (Withdrawal) Fees
Allowed
CLIN
Standard Storage and
Services
0001
Carton Storage
$0.231
$0.231
$0.231
$0.254
$0.267
Cubic Foot
0002
Carton Storage, New
$0.231
$0.231
$0.231
$0.254
$0.267
Cubic Foot
0003
Receiving and Entering -
$1.83
$1.83
$1.83
$2.01
$2.11
Cubic Foot
Carton
0004
Regular Retrieval - Carton
$2.19
$2.19
$2.19
$2.41
$2.53
Cubic Foot
0005
Regular Retrieval - File from
$3.08
$3.08
$3.08
$3.39
$3.56
File
Carton
0006
Regular Refile - Carton
$2.19
$2.19
$2.19
$2.41
$2.53
Cubic Foot
0007
Regular Refile - File to
$3.08
$3.08
$3.08
$3.39
$3.56
File
Carton
CF plus Regular
0008
Archival Destruction -
$2 78
$2 78
$2 78
$3.06
$3.21
Retrieval Charge
Carton
and Handling
Charge
0009
Standard Delivery
$21.54
$21.54
$21.54
$23.69
$24.87
Visit plus
Handlin Char e
0010
Standard Pickup
$21.54
$21.54
$21.54
$23.69
$24.87
Visit plus
Handling Charge
0011
Handling Charge
$3.00
$3.00
$3.00
$3.30
$3.47
Cubic Foot
0012
Trip Charge, Standard
$39.90
$39.90
$39.90
$43.89
$46.08
Visit plus
Delive , Zone 2
Handling Char e
0013
Trip Charge, Standard
$46.02
$46.02
$46.02
$50.62
$53.15
Visit plus
Delivery, Zone 3
Handling Charge
0014
Trip Charge, Standard
$52.14
$52.14
$52.14
$57.35
$60.22
Visit plus
Delivery, Zone 4
Handling Charge
0015
Trip Charge, Standard
$28.68
$28.68
$28.68
$31.55
$33.
Visit plus
Delivery,13 Zone Metro
Handling Charge
0016
Trip Charge, Standard
$36.84
$36.84
$36.84
$40.52
$42.
Visit plus
Delivery,55 Zone Metro NY
Handling Charge
0017
Trip Charge, Standard
$39.90
$39.90
$39.90
$43.89
$46.08
Visit plus
Pickup, Zone 2
Handling Charge
0018
Trip Charge, Standard
$46.02
$46.02
$46.02
$50.62
$53.15
Visit plus
Pickup, Zone 3
Handlin Char e
0019
Trip Charge, Standard
$52.14
$52.14
$52.14
$57.35
$60.22
Visit plus
Pickup, Zone 4
Handling Charge
0020
Trip Charge, Standard
$2868
$28.68
$28.68
$31.55
$33.13
it
Visit plus
Pickup, Zone Metro
Hand lin e
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and Imaoina Services
0021
Trip Charge, Standard
$36.84
$36.84
$36.84
$40.52
$42.55
Visit plus
Pickup, Zone Metro NY
HandlingChar e
CLIN
Premium Storage and Services
File plus Regular
0022
Archival Destruction - File $2 61
$2.61
$2.61
$2.87
$3.01
Retrieval Charge
from Carton
and Handling
Charge
0023
Permanent Withdrawal-
$3.96
$3.96
$3.96
$4.36
$4.58
File plus Regular
File from Carton
Retrieval Charge
0024
Permanent Withdrawal -
$4.39
$4.39
$4.39
$4.83
$5.07
CF plus Regular
Carton
Retrieval Charge
0025
Rush Retrieval - Carton
$8.53
$8.53
$8.53
$9.38
$9.85
Cubic Foot
0026
Rush Retrieval - File from
$11.37
$11.37
$11.37
$12.51
$13.14
File
Carton
0027
Regular lnterfile - Carton
$10.37
$10.37
$10.37
$11.41
$11.98
Each
0028
Delivery - Business
$65.57
$65.57
$65.57
$72.13
$75.74
Visit plus
Handling Charge
Rash
0029
Pickup - Business
$65.57
$65.57
$65.57
$72.13
$75.74
Visit plus
Rash
Handling Charge
Rush Delivery -
Visit plus
0030
Weekends/Holidays/After
$331.50
$331.50
$331.50
$364.65
$382,88
Handling Charge
Hours
0031
Miscellaneous Services-
$76.52
$76.52
$76.52
$84.17
$88.38
Hour
Labor
0032
Re -boxing Charge
$6.57
$6.57
$6.57
$7.23
$7.59
Labor Plus New
Carton
0033
Re -lid Charge
$2.78
$2.78
$2.78
$3.06
$3.21
Labor Plus New
Lid
CLIN
Other Program Fees
Descri'
Year 1
Year 2
Year 3
Year 4
Year 5
P
0034
Administrative Fee
Waived
Waived
Waived
Waived
Account ID per
Month
(SummaryBilling)Waived
0035
Administrative Fee (Detailed
Waived
Waived
Waived
Waived
Waived
Account ID per
Billing)
Month
0036
Fuel Surcharge
Waived
Waived
Waived
Waived
Waived
Transportation
Visit
CLIN
Custom Storage and Services
Year 1
Year 2
Year 3
Year 4
Year 5 ,
, Per
0037
Outside Courier/Customer
$6.910
$6.910
$6.910
$7.601
$7.981
Each
Representative Handling
Iron Mountain Government Solutions
City of Santa Ana Document Storaye
and Imaqinq Services
0038
Storage Minimum
$207.930
$207.930
$207.930
$228.723
$240.159
Account ID per
Month
0039
Minimum Service Order
$17.560
$17.560
$17,560
$19.316
$20.282
Order
Charge
0040
Individual List/Indexing
$0.893
$0.893
$0.893
$0.982
$1.031
File
0041
RFID Z Label
$0.672
$0.672
$0.672
$0.739
$0.776
Each
0042
RFID T Label
$0.672
$0.672
$0,672
$0.739
$0.776
Each
0043
Standard Letter/Legal
$4,790
$4.790
$4.790
$5.269
$5.532
Each
0044
Auto -Fold Letter/Legal
$6.520
$6.520
$6.520
$7,172
$7,531
Each
0045
#251 Std Attached Lid
$4.400
$4.400
$4.400
$4.840
$5.082
Each
0046
Miscellaneous RM Labor
$75.000
$75.000
$75.000
$82.500
$86.625
Hour
DemandCLIN Image on
Image on Demand File
File + Regular
0047
Scan (includes first 15
$6.14
$6.14
$6.14
$6.75
$7.09
Retrieval and
pages)
Refile
0048
Digital Images Scanned (in
$0.22
$0.22
$0.22
$0.24
$0.25
Image
excess of cap)
0049
I a ge Transmission - Next
$0.00
$0.00
$0.00
$0.00
$0.00
Order
0050
page Transmission - Half
$33.37
$33.37
$33.37
$36.71
$38.55
Order
0051
Image Transmission - After
$168.41
$168.41
$168.41
$185.25
$194.51
Order
Hours, Holiday, Weekend
0052
Order Minimum (Image on
$26.29
$26.29
$26.29
$28.92
$30.37
Order
Demand
CLIN
Document Conversion
Description
Year 1
Year 2
Year 3
Year 4
Year 5
Per
0053
Standard Scanning -
$400.000
$400.000
$400.000
$400.000
$400.000
Project
Minimum Fee
0054
Standard Scanning - Tier 1
$0.097
$0.097
$0,097
$0.107
$0.112
Image
(Up to 10,000 images)
0055
Standard Scanning - Tier 2
$0.078
$0.078
$0.078
$0.086
$0.090
Image
(10,001 - 49,999 images)
0056
Standard Scanning - Tier 3
$0.065
$0.065
$0.065
$0.072
$0.075
Image
(50,000 - 1,999,999 images)
Standard Scanning - Tier 4
0057
(2,000,000 - 4,999,999
$0.059
$0.059
$0,059
$0.065
$0.068
Image
images)
Iron Mountain Government Solutions
City of Santa Ana Document Storage
0058
Flatbed Scanning -
$2,500.000
$2,500.000
$2,500.000
$2,500.000
$2,500.000
Project
Minimum Fee
0059
Flatbed Scanning
$0.539
$0.539
$0.539
$0.593
$0.623
Image
0060
Color Setup
$384.760
$384.760
$384.760
$423.236
$465.560
Project
0061
Document Preparation -
$0.022
$0.022
$0.022
$0.024
$0,025
Image
Light
0062
Document Preparation -
$0.040
$0.040
$0.040
$0.044
$0.046
Image
Standard
0063
Document Preparation -
$0.080
$0.080
$0.080
$0.088
$0.092
Image
Heavy
0064
Document Reassembly -
$0.004
$0.004
$0.004
$0.004
$0.004
Image
Simple
0065
Document Reassembly -
$0.017
$0.017
$0.017
$0.019
$0.020
Image
Partial
0066
Document Reassembly-
$0,041
$0.041
$0.041
$0.045
$0.047
Image
Full
0067
Scan Resolution - Standard
$0.006
$0.006
$0.006
$0.007
$0.007
Image
300 DPI
0068
Quality Assurance - 100%
$0,038
$0.038
$0.038
$0.042
$0.044
Image
vs. Imo e
0069
Quality Assurance - With
$0.011
$0.011
$0.011
$0.012
$0.013
Image
Clean-up
0070
Image Output - Searchable
$0.005
$0.005
$0.005
$0.006
$0.006
Image
0071
Indexing - Standard
$0.008
$0.008
$0.008
$0.009
$0.009
Keystroke
0072
Indexing - Flatbed
$0.011
j $0.011
$0.011
$0.012
$0.013
Keystroke
0073
Document Classification -
$0.004
$0.004
$0.004
$0.004
$0.004
Image
Standard 2-5 Doc Types
0074
Document Classification -
$0.007
$0.007
$0.007
$0.008
$0.008
Image
Standard 6-10 Doc Types
0075
Document Classification -
$0.013
$0.013
$0.013
$0.014
$0.015
Image
Standard 11-25 Doc Types
0076
Document Classification -
$0.014
$0.014
$0.014
$0.015
$0.016
Image
Flatbed 2-5 Doc Types
0077
Document Classification -
$0.037
$0.037
$0.037
$0.041
$0.043
Image
Flatbed 6-10 Doc Types
0078
Document Classification -
$0.067
$0.067
$0.067
$0.074
$0.078
Image
Flatbed 11-25 Doc Types
0079
Wide Format B Scanning -
$4,300.000
$4,300.000
$4,300.000
$4,730.000
$4,966.500
Project
Minimum Fee
0080
Wide Format B Scanning
$0.979
$0.979
$0,979
$1.077
$1.131
Image
(Up to12x18
0081
Document Preparation -
$0.100
$0.100
$0.100
$0.110
$0.116
Image
Li ht- Wide Format
0082
Document Preparation -
$0.509
$0.509
$0.509
$0.560
$0.588
Image
Standard - Wide Format
Iron Mountain Government Solutions
City of Santa Ana Document Storage
0083
Document Preparation -
$1.263
$1.263
$1.263
$1.389
$1.458
Image
Heavy - Wide Format
0084
Document Reassembly-
$0.049
$0.049
$0.049
$0,054
$0.057
Image
Simple - Wide Format
0085
Document Reassembly-
$0.105
$0.105
$0.105
$0.116
$0.122
Image
Partial - Wide Format
0086
Document Reassembly-
$0.267
$0.267
$0.267
$0.294
$0.309
Image
Full - Wide Format
0087
Scan Resolution - Wide
$0.690
$0.690
$0.690
$0.759
$0.797
Image
Format B 300 DPI
0088
Quality Assurance - 100%
$0.029
$0.029
$0.029
$0,032
$0.034
Image
vs. Image - Wide Format
0089
Quality Assurance - With
$0.006
$0.006
$0.006
$0,007
$0.007
Image
Clean-up - Wide Format
0090
Image Output - Searchable
$0,005
$0.005
$0.005
$0.006
$0,006
Image
PDF - Wide Format
0091
Indexing - Wide Format
$0.010
$0.010
$0.010
$0.011
$0.012
Keystroke
CLIN
Document Conversion Labor
Categories
Description
Year 1
Year 2
Year 3
Year 4
Year 5
Per
0092
Imaging Data Entry
$41.88
$41.88
$41.88
$46.07
$48.37
Hour
Specialist
0093
Imaging Operations
$99.35
$99.35
$99.35
$109.29
$114.75
Hour
0094
Imaging Production
$56.98
$56.98
$56.98
$62.68
$65.81
Hour
Coordinator
0095
Imaging Production
$39.51
$39.51
$39.51
$43.46
$45.63
Hour
Specialist I
0096
Imaging Production
$41.71
$41.71
$41.71
$45.88
$48.17
Hour
Specialist II
0097
Imaging Production
$64.80
$64.80
$64.80
$71.28
$74.84
Hour
Supervisor
0098
CMS mentation Manager -
$102.81
$102.81
$102.81
$113.09
$118.74
Hour
0099
Software Engineer
$124.23
$124.23
$124.23
$136.65
$143.48
Hour
0100
Principal Software Engineer
j $148.53
$148.53
$148.53
$163.38
$171.55
Hour
CLIN
InSight Content Services Platform
Description
Base Package
Year 1
Year 2
Year 3
Year 4
Year 5
Per
0101
Annual User Subscription -
$9,000.00
$9,000,00
$9,000.00
$9,900.00
$10,395.00
25 Users
Base Package(25 Users)
0102
Overage Fees Per User Per
$30.00
$30.00
$30.00
$33.00
$34.65
Month
Month
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and imaoino Services
Annual Content Under
0103
Management Subscription -
$0.00
$0.00
$0.00
$0.00
$0.00
GBs
Base Package (500 GBs
Storage)
0104
Overage Fees Per 500 GBs
$500.00
$500.00
$500.00
$550.00
$577.50
Month
Per Month
0105
Professional Services
$260.00
$260.00
$260.00
$286.00
$300.30
Hour
Estimated T&M
0106
1 One -Time Setup
$157600,00
$15,600.00
$15,600.00
$17,160.00
$18,018.00
Setup
2.2 Cost Proposal with No Permanent Removal (Withdrawal) Fees
Allowed
StorageCLIN Standard and
Services
Carton Storage
$0.291
$0.291
$0.291
$0.320
$0.335
Cubic Foot
0001
0002
Carton Storage, New
$0.291
$0.291
$0.291
$0.320
$0.335
Cubic Foot
0003
Receiving and Entering -
$1.83
$1.83
$1.83
$2.01
$2.11
Cubic Foot
Carton
0004
Regular Retrieval - Carton
$2.19
$2.19
$2.19
$2.41
$2.53
Cubic Foot
0005
Regular Retrieval - File from
$3.08
$3.08
$3.08
$3.39
$3.56
File
Carton
0006
Regular Refile - Carton
$2.19
$2.19
$2.19
$2.41
$2.53
Cubic Foot
0007
Regular Refile - File to
$3.08
$3.08
$3.08
$3.39
$3.56
File
Carton
CIF plus Regular
Retrieval
0008
Archival Destruction -
$2 78
$2 78
$2.78
$3.06
$3.21
Charge and
Carton
Handling
Charge
Visit plus
0009
Standard Delivery
$21.54
$21.54
$21.54
$23.69
$24.87
Handling
Charge
Visit plus
0010
Standard Pickup
$21.54
$21.54
$21.54
$23.69
$24.87
Handling
Charge
0011
Handling Charge
$3.00
$3.00
$3.00
$3.30
$3.47
Cubic Foot
Visit plus
0012
Trip Charge, Standard
$39.90
$39.90
$39.90
$43.89
$46.08
Handling
Delivery, Zone 2
Charge
Visit plus
0013
Trip Charge, Standard
$46.02
$46.02
$46.02
$50.62
$53.15
Handling
Delivery, Zone 3
Charge
Visit plus
0014
Trip Charge, Standard
$52.14
$52.14
$52.14
$57.35
$60.22
Handling
Delivery, Zone 4
Charge
Iron Mountain Government Solutions
City of Santa Ana Document Storage
0015
Trip Charge, Standard
$28.68
$28.68
$28.68
$31.55
$33.13
Visit plus
Handling
Delivery, Zone Metro
Charge
0016
Trip Charge, Standard
$36.84
$36.84
$36.84
$40.52
$42.55
Visit plus
Handling
Delivery, Zone Metro NY
Charge
0017
Trip Charge, Standard
$39.90
$39.90
$39.90
$43.89
$46.08
Visit plus
Handling
pickup, Zone 2
Charge
0018
Trip Charge, Standard
$46.02
$46.02
$46.02
$50.62
$53.15
Visit plus
Handling
pickup, Zone 3
Charge
0019
Trip Charge, Standard
$52.14
$52.14
$52.14
$57.35
$60.22
Visit plus
Handling
pickup, Zone 4
Charge
0020
Trip Charge, Standard
$28.68
$28.68
$28.68
$31.55
$33.13
Visit plus
Handling
pickup, Zone Metro
Charge
0021
Trip Charge, Standard
$36.84
$36.84
$36.84
$40.52
$42.55
Visit plus
Handling
Pickup, Zone Metro NY
Charge
CLIN
Premium Storage and Services
File plus
Regular
0022
Archival Destruction - File
$2 61
$2.61
$2.61
$2.87
$3.01
Retrieval
from Carton
Charge and
Handling
Charge
0023
Rush Retrieval - Carton
$8.53
$8.53
$8.53
$9.38
$9.85
Cubic Foot
0024
Rush Retrieval - File from
$11.37
$11.37
$11.37
$12.51
$13.14
File
Carton
0025
Regular Interfile - Carton
$10.37
$10.37
$10.37
$11.41
$11.98
Each
0026
Rush Delivery - Business
$65.57
$65.57
$65.57
$72.13
$75.74
Visit plus
Handling
Day
Char e
0027
Rush Pickup -Business
$65.57
$65.57
$65.57
$72.13
$75.74
Visit plus
Handling
Day
Charge
Rush Delivery -
Visit plus
0028
Weekends/Holidays/After
$331.50
$331.50
$331.50
$364.65
$382.88
Handling
Hours
Charge
0029
Miscellaneous Services -
$76.52
$76.52
$76.52
$84.17
1 $88.38
Hour
Labor
0030
Re -boxing Charge
$6.57
$6.57
$6.57
$7.23
$7 59
Labor Plus New
Carton
0031
Re -lid Charge
$2.78
$2.78
$2.78
$3.06
$3.21
Labor Plus New
Lid
Iron Mountain Government Solutions
City of Santa Ana Document Storage
CLIN
Other Program
0032
Administrative Fee
Waived
Waived
Waived
Waived
Waived
Account ID per
(Summary Billing)
Month
0033
Administrative Fee (Detailed
Waived
Waived
Waived
Waived
Waived
Account ID per
Billing)
Month
0034
Fuel Surcharge
Waived
Waived
Waived
Waived
Waived
Transportation
Visit
CLIN
Custom Storage and Services
Description
Year 1
Year 2
Year 3
Year 4
Year 5
Per
0035
Outside Courier/Customer
$6.910
$6.910
$6.910
$7.601
$7.981
Each
Representative Handling
0036
Storage Minimum
$207.930
$207.930
$207.930
$228.723
$240.159
Account ID per
Month
0037
Minimum Service Order
$17.560
$17.560
$17.560
$19.316
$20,282
Order
Charge
0038
Individual List/Indexing
$0.893
$0.893
$0.893
$0.982
$1.031
File
0039
RFID Z Label
$0.672
$0.672
$0.672
$0.739
$0.776
Each
0040
RFID T Label
$0.672
$0.672
$0.672
$0.739
$0.776
Each
0041
Standard Letter/Legal
$4.790
$4.790
$4.790
$5.269
$5.532
Each
0042
Auto -Fold Letter/Legal
$6.520
$6.520
$6.520
$7.172
$7.531
Each
0043
#251 Std Attached Lid
$4.400
$4.400
$4.400
$4.840
$5.082
Each
0044
Miscellaneous RM Labor
$75.000
$75.000
$75.000
$82.500
$86.625
Hour
CLIN
Image on Demand
Description
Year t
Year 2
Year 3
Year 4
Year 5
Per
Image on Demand File
File + Regular
0045
Scan (includes first 15
$6.14
$6.14
$6.14
$6.75
$7.09
Retrieval and
pages)
Refile
0046
Digital Images Scanned (in
$0.22
$0.22
$0.22
$0.24
$0.25
Image
excess of cap)
0047
Image Transmission - Next
$0.00
$0.00
$0.00
$0.00
$0.00
Order
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and linacinq Services
0048
I a ge Transmission - Half
$33.37
$33.37
$33.37
$36.71
$38.55
Order
0049
Image Transmission - After
$168.41
$168.41
$168.41
$185.25
$194.51
Order
Hours, Holiday, Weekend
0050
Order Minimum (Image on
$26.29
$26.29
$26.29
$28.92
$30.37
Order
Demand
CLIN
Document Conversion
0051
Standard Scanning -
$400.000
$400.000
$400.000
$400.000
$400.000
Project
Minimum Fee
0052
Standard Scanning - Tier 1
$0.097
$0.097
$0.097
$0.107
$0.112
Image
(Up to 10,000 images)
0053
Standard Scanning - Tier 2
$0.078
$0.078
$0.078
$0.086
$0.090
Image
(10,001 - 49,999 images)
0054
Standard Scanning - Tier 3
$0.065
$0.065
$0.065
$0.072
$0.075
Image
(50,000 - 1,999,999 images)
Standard Scanning - Tier 4
0055
(2,000,000 - 4,999,999
$0.059
$0.059
$0.059
$0.065
$0,068
Image
images)
0056
Flatbed Scanning -
$2,500.000
$2,500.000
$2,500.000
$2,500.000
$2,500.000
Project
Minimum Fee
0057
Flatbed Scanning
$0.539
$0.539
$0.539
$0.593
$0.623
Image
0058
Color Setup
$384.760
$384.760
$384.760
$423.236
$465.560
Project
0059
Document Preparation -
$0.022
$0.022
$0.022
$0.024
$0.025
Image
Light
0060
Document Preparation -
$0.040
$0.040
$0.040
$0.044
$0.046
Image
Standard
0061
Document Preparation -
$0.080
$0.080
$0.080
$0.088
$0.092
Image
Heavy
0062
Document Reassembly -
$0.004
$0.004
$0.004
$0.004
$0.004
Image
Simple
0063
Document Reassembly -
$0.017
$0.017
$0.017
$0.019
$0.020
Image
Partial
0064
Document Reassembly -
$0.041
$0.041
$0.041
$0.045
$0.047
Image
Full
0065
Scan Resolution - Standard
$0.006
$0.006
$0.006
$0.007
$0.007
Image
300 DPI
0066
Quality Assurance - 100%
$0.038
$0.038
$0.038
$0.042
$0.044
Image
vs. Image
0067
Quality Assurance - With
$0.011
$0.011
$0.011
$0.012
$0.013
mage
Clean-up
0068
Image Output - Searchable
$0.005
$0.005
$0.005
$0.006
$0.006
mage
Iron Mountain Government Solutions
City of Santa Ana Document Storage
0069
Indexing - Standard
$0.008
$0.008
$0.008
$0.009
$0.009
Keystroke
0070
Indexing - Flatbed
$0.011
$0.011
$0.011
$0,012
$0.013
Keystroke
0071
Document Classification -
$0.004
$0.004
$0.004
$0.004
$0.004
Image
Standard 2-5 Doc Types
0072
Document Classification -
$0.007
$0.007
$0.007
$0.008
$0.008
Image
Standard 6-10 Doc Types
0073
Document Classification -
$0.013
$0,013
$0.013
$0.014
$0.015
Image
Standard 11-25 Doc Types
0074
Document Classification -
$0.014
$0.014
$0.014
$0.015
$0.016
Image
Flatbed 2-5 Doc Types
0075
Document Classification -
$0.037
$0.037
$0.037
$0.041
$0.043
Image
Flatbed 6-10 Doc Types
0076
Document Classification -
$0.067
$0.067
$0.067
$0.074
$0.078
Image
Flatbed 11-25 Doc Types
0077
Wide Format B Scanning -
$4,300.000
$4,300.000
$4,300.000
$4,730,000
$4,966.500
Project
Minimum Fee
0078
Wide Format B Scanning
$0.979
$0.979
$0.979
$1.077
$1.131
Image
(Up to12x18
0079
Document Preparation -
$0.100
$0.100
$0.100
$0.110
$0.116
Image
Light - Wide Format
0080
Document Preparation -
$0.509
$0.509
$0.509
$0.560
$0.588
Image
Standard - Wide Format
0081
Document Preparation -
$1.263
$1.263
$1.263
$1.389
$1.458
Image
Heavy - Wide Format
0082
Document Reassembly-
$0.049
$0.049
$0.049
$0.054
$0.057
Image
Simple - Wide Format
0083
Document Reassembly-
$0.105
$0.105
$0.105
$0.116
$0.122
Image
Partial - Wide Format
0084
Document Reassembly -
$0.267
$0.267
$0.267
$0.294
$0.309
Image
Full - Wide Format
0085
Scan Resolution - Wide
$0.690
$0.690
$0.690
$0.759
$0.797
Image
Format B 300 DPI
0086
Quality Assurance - 100%
$0.029
$0.029
$0.029
$0.032
$0.034
Image
vs. Image - Wide Format
0087
Quality Assurance - With
$0.006
$0.006
$0.006
$0.007
$0.007
Image
Clean-up - Wide Format
0088
Image Output - Searchable
$0.005
$0.005
$0.005
$0.006
$0.006
Image
PDF - Wide Format
0089
Indexing - Wide Format
$0.010
$0.010
$0.010
$0.011
$0.012
Keystroke
Iron Mountain Government Solutions
City of Santa Ana Document Storage
DocumentCLIN
Year?
111
0090
Imaging Data Entry
$41,88
$41.88
$41.88
$46.07
$48.37
Hour
Specialist
0091
Imaging Operations
$99.35
$99.35
$99.35
$109.29
$114.75
Hour
0092
Imaging Production
$56.98
$56.98
$56.98
$62.68
$65.81
Hour
Coordinator
0093
Imaging Production
$39.51
$39.51
$39.51
$43.46
$45.63
Hour
Specialist I
0094
Imaging Production
$41.71
$41.71
$41.71
$45.88
$48.17
Hour
Specialist II
0095
Imaging Production
$64.80
$64.80
$64.80
$71.28
$74.84
Hour
Supervisor
0096
pMs mentation Manager-
$102.81
$102.81
$102.81
$113.09
$118.74
Hour
0097
Software Engineer
$124.23
$124.23
$124.23
$136.65
$143.48
Hour
0098
Principal Software Engineer
1148.53
$148.53
$148.53
$163.38
$171.55
Hour
InSight Content Services Platform
PackageCLIN
Base
0099
Annual User Subscription -
$9,000.00
$9,000.00
$9,000.00
$9,900.00
$10,395.00
25 Users
Base Package (25 Users)
0100
Overage Fees Per User Per
$30.00
$30.00
$30.00
$33.00
$34.65
Month
Month
Annual Content Under
0101
Management Subscription -
$0.00
$0.00
$0.00
$0.00
$0.00
GBs
Base Package (500 GBs
Storage)
0102
Overage Fees Per 500 GBs
$500.00
$500.00
$500.00
$550.00
$577.50
Month
Per Month
0103
Professional Services
$260.00
$260.00
$260.00
$286.00
$300.30
Hour
Estimated T&M
0104
1 One -Time Setup
$15,600.00
$15,600.00
$15,600.00
$17,160.00
$18,018.00
Setup
Iron Mountain Government Solutions
City of Santa Ana Document Storage
and linaoino Services
2.3 Transition/Change Over from Incumbent Price
The transition/change over price applies in the event the boxes are currently stored with another
vendor and are transitioned to Iron Mountain.
2.4 Pricing Assumptions
Our pricing is based on the following assumptions
.. ..-
L
Iron Mountain assumes 1,829 standard banker boxes at 1.2 CF, totaling to 2,194.80 CF of
material.
Assuming the materials will be transferred from an incumbent vendor into an Iron Mountain
facility, Iron Mountain will rely on the incumbent vendor's compliance to the 90 Day transition
period outlined in the solicitation.
Document Conversion Assumptions
Pricing for Standard Scanning Tiers 1-4 (CLINs 0054-0057) is the price per image for standard
2 scanning of up to 8.5 x 14 standard paper for varying image volume tiers. Features black & white
scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF
image output, and image release on a DVD, USB or hard drive. 100% autofeed scanning.
Pricing for Flatbed Scanning (CLIN 0059) is the price per image for standard scanning of up to
8.5 x 14 flatbed paper. Features black & white scanning, a scan resolution of 200 dpi, statistical
3 vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB
or hard drive. 100% manual single page flatbed scanning. Upon request, Iron Mountain can
provided pricing for Bound Book scanning if required by the City.
Pricing for Wide Format B Scanning (CLIN 0080) is the price per image for wide format scanning
of 12 x 18 paper for a volume of 1,999,999 images or less. Features black & white scanning, a
4 scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image
output, and image release on a DVD, USB or hard drive. Upon request, Iron Mountain can
provided pricing for other Wide Format sizes if required by the City (E.g., C-18x24, D - 2406, E
- 36x48).
Iron Mountain Government Solutions City of Santa Ana Document Storage
and Imaging Services
The default QA level included within the price per image for Standard. Flatbed, and Wide Format
B Scanning is statistical quality control utilizing the ANSI/ASQC (American National Standards
5
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 for
image, index, and file -level QC.
Smaller papers like sticky notes, small photographs, adding -machine tapes, etc. would be taped
6
down to follow-on carrier pages for scanning. This can be done as 1 item per page or multiple
items per page at customer's direction.
7
No digital conversion of electronic (non -paper) media is expected to be in scope.
No.
InSight Content Services Platform Assumptions
Customers will be charged for capacity overages on a monthly basis, i.e. if a customer goes over
their limit in month 10 of year 1, they will only be charged 3 months overages. Overages are
8
charged on in blocks of 50OGBs, meaning that the customer will incur overage charges for every
additional set of 500GBs (i.e. a customer will be billed overages for one set of 500GBs if they are
25GBs over their limit, and they will be billed overages for two sets of 50OGBs if they are 550GBS
over their limit).
9
InSight Software subscription is billed annually at the start of each contract. Overage charges are
billed monthly in arrears.
Nguyen, Jacqueline
From: City of Santa Ana < certificate- request@ ctraxjdidata.com>
Sent: Tuesday, December 19, 2023 9:41 AM
To: Nguyen, Jacqueline
Subject: Internal Notice of Compliance
NOTICE OF COMPLIANCE
C1i1'S9�AFF:PRIN1" IHSPAGEAN[3iNC.".t.,T.)1)kW['S'!'COiltt;IMF:NT'I't7'r9iiR<1t14IfOFTHEt:f.)CiNC'li,
Contractor Iron Mountain Incorporated
Name:
Project TBD (080)
Number:
Project Consultant Agreement City Of Santa Ana - Iron Mountain
Name:
The Certificate of Insurance (COI) submitted indicates that the coverages are in compliance with the
insurance requirements. No further action is required at this time.
compliant coveraaelsl are:
AUTOMOBILE LIABILITY 15AH10773970 11/01/2024 12/07/2023 COI.pdf
-._. .... _M_...____ __... --- .--- _. _ j.:._..... _ _..._.. . ..
GENERAL. LIABILITY 11DO047360079 11/01/2024 12/07/2023 COI.pdf'
City of Santa
WORKERS COMPENSATION AND i Ana 11177776 IRON
SCFC5073965A WI 11/01/2024 1 11/03/2023
EMPLOYERS' LIABILITY, MOUNTAIN
INCORPORATED.pdf
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
12/19/2023 12:40 PM
I