HomeMy WebLinkAboutContract 31711 IRON RY.MO CITY SECRETA
The Leader in Records&Informadon Management CONTRACT TA
CUSTOMER AGREEMENT i
IRON MOUNTAIN INFORMATION MANAGEMENT,INC. (check one):
❑Iron Mountain Records ®Iron Mountain Off-Site ❑ Iron Mountain/National ❑ Iron Mountain Secure
Management Division Data Protection Division Underground Storage Division Shredding Division
Address of Iron Mountain Branch/District Office:
P. O. Box 185879 f103Efi #LY
Richland Hills, TX 76181 Account Number: SIC Code:
Branch/District Cost Ctr.No.:74/44233
Contract Effective Date: 1,2005
CUSTOMER: Bn,I,uvG ADDREss(If Different):
City of Fort Worth
Street Address: 1000 Throckmorton,Lower Level Street or Boa No.:
City: Fort Worth State: Zip+4: City: State: Zip+4:
TX 76102
Primary Contact and Title: Billing Contact.
Beatrice DeRoyos,IT Services Specialist
Telephone: 817-392-6640 Fax: Telephone: Fax:
e-mail: Beatrice.deboyos@fortworthgov.org 817,871-8654 email:
The Iron Mountain Information Management,Inc.division checked above,as the contracting entity("Iron Mountain"),will perform the services described
on schedules annexed to this Agreement either physically or by reference(each a"Schedule"),and Customer will pay Iron Mountain for such services
according to the rates and provisions in the Schedules. All services will be provided subject to the terms and editions set forth herein and in any
Schedule.
VALUE OF DEPOSITS. Customer declares, for the purposes of this Agreement, that (a)with respect to hard-copy records, microfilm and
microfiche stored pursuant to this Agreement,the value of such stored items is$1.00 per carton,linear foot of open-shelf files, container or other
hard-copy storage unit,and(b)with respect to round reel tape,audio tape,video tape,film,data cartridges or data cassettes or other non-paper
media stored pursuant to this Agreement, the value of such stored items is limited to the cost of replacing the physical media. Customer
acknowledges that it has declined to declare an excess valuation,for which an excess valuation fee would have been charged
LIMITATION OF LIABILITY. Iron Mountain's liability, if any, for loss or destruction of or damage to materials stored with Iron Mountain
("Deposits") Is limited to the value of each Deposit as described above, or as otherwise set forth on the reverse side hereof Iron Mountain
reserves the right to provide replacement of media for which liability is limited to replacement cost rather than payment of replacement cost. Iron
Mountain's maximum liability with respect to services not related to storage is the amount paid by Customer for a discrete project or,if the loss is
related to service of an ongoing and continuing nature, six months of fees paid by Customer for such service. Other limitations on Iron
Mountain's liability are set forth on the following pages.
CUSTOMER: IRON MOUNTAIN
CITY OF FORT WORTH
IndividIndividual Signing:
[print naual me] h f1 (7 f [print name] 1
Y ILU f `
Signature: Signature:
RONALD C. ACKERMAN
Title: ` Tide:
boaSigning Date: Signing Date:
t,
*Sections Amended:6,14,15,16,17 OKIi'ii �r
IM 35 Rev.07/20^.,, (L«cu c) C 2004 Iron Mountain Incorporated 1''tee 1 of 4
Ot fix.
STANDARD TERMS AND CONDITIONS
(Based on terns and conditions promulgated by Professional Records & Information Services Management)
The following terms and conditions shall apply to this Agreement.
1. Term. The term of this Agreement shall commence on the date of Customer's signature or, if later, the Effective Date
set forth on the first page of this Agreement. The initial term of this Agreement shall continue for one (1) year after
commencement, unless otherwise set forth in a Schedule. Unless otherwise provided in a Schedule. upon expiration of
the initial term, the term will continue with automatic renewals for additional one (1) year terms, unless written notice
of non-renewal is delivered by either parte to the other not less than thirty(30) days prior to the expiration date. In the
event that Iron Mountain continues to hold Deposits after the expiration or termination of this Agreement, the terms of
this Agreement shall continue to apply until all of Customer's Deposits have been removed from Iron Mountain's
facility. except that Iron Mountain may adjust rates upon thirty(30)days' notice.
2. Charges. Rates and charges shall be as specified in Schedules. Unless otherwise provided in a Schedule: (i) rates for
storage shall remain fixed for the first year of this Agreement, and may thereafter be changed at any time upon
thirty (30)days' written notice, and (ii) rates for services may be adjusted by Iron Mountain at any time.
3. Principal Records Services Provider. The charges for records management and storage set forth in the Schedules
are predicated upon the expectation that Customer will utilize Iron Mountain as its primary commercial provider of
records service and storage(for paper and/or magnetic media, as applicable)for Customer's locations identified on the
Schedules, including accretion in records. during the term of this Agreement. In the event that Customer does not so
utilize Iron Mountain's services, Iron Mountain reserves the right to adjust rates and charges to the standard list rates
and charges then applicable to the services provided by Iron Mountain to Customer.
4. Authorization; Customer Instructions. Deposits may be delivered pursuant to direction of Customers agent(s)
identified pursuant to Iron Mountain's standards. Authority granted to any persons on standard authorization forms
shall constitute Customer's representation that the identified persons have full authority to order any service for, or
disposal or removal of, Customer's Deposits. Such orders may be given in person, by telephone or in writing (fax,
electronically or hard-copy).
5. Operational Procedures. Customer shall comply with Iron Mountain's reasonable operational requirements, as
modified from time to time, regarding containers, delivery/pick-up volumes, security, access and similar matters.
Customer acknowledges that volume requests that exceed one hundred twenty-five percent(125%) of normal volume
may require Iron Mountain to incur additional costs, which Customer will pay at Iron Mountain's overtime rates.
provided that Iron Mountain shall have advised Customer thereof in advance.
6. Force Majeure. Neither Customer nor Iron Mountain shall be liable for delay or inability to perform caused by acts
of God, governmental actions, labor unrest. acts of terrorism. riots, unusual traffic delays or other causes beyond its
control.
7. Governmental Orders. Iron Mountain is authorized to comply with any subpoena or similar order related to the
Deposits, provided that Iron Mountain notifies Customer promptly upon receipt thereof, unless such notice is
prohibited by law. Customer shall pay Iron Mountain's reasonable charges for such compliance. Iron Mountain will
cooperate with Customer's efforts to quash or limit any subpoena, at Customer's expense.
8. Confidentiality. "Confidential Information" means any information concerning or relating to the property, business
and affairs of Customer that is furnished to Iron Mountain, except for information that was previously known to Iron
Mountain free of any obligation to keep it confidential, is subsequently made public by Customer or is disclosed by a
third party having a legal right to make such disclosure. Confidential Information shall be held in confidence by Iron
Mountain and shall be used only in the manner contemplated by this Agreement. Iron Mountain shall use the same
degree of care to safeguard Confidential Information as it utilizes to safeguard its own confidential information.
9. Liability in Event of Loss of Deposits. Iron Mountain shall not be liable for any loss or destruction of, or damage to,
Deposits, however caused, unless such loss or damage resulted from the failure by Iron Mountain to exercise such care
as a reasonably careful person would exercise under like circumstances; Iron Mountain is not liable for loss or damage
which could not have been avoided by the exercise of such care. If liable, the amount of Iron Mountains damages is
limited as provided on the first page hereof. Deposits are not insured by Iron Mountain against loss or damage,
however caused. Customer may insure Deposits through third-part' insurers for any amount, including amounts in
excess of the limitation of liabilitv. Customer shall cause its insurers of Deposits to waive any right of subrogation
against Iron Mountain. If Deposits are placed in the custody of a common carrier for ranspertaUonrthe common
i•J
*Sections Amended: 6,14, 15, 16, 17 +'�;�
IN4-35 Rev.07/2004 (Electronic) 2(X)4 Iron Mountain Incorporated �1►�+[ J!; 5 Til
of 4
. � it
carrier shall be solely responsible for any loss or destruction of, or damage to, such Deposits while in the custody of
the common carrier.
10. No Product Warranty. Iron Mountain hereby assigns to Customer any manufacturers" warranties applicable to any
products sold by Iron Mountain pursuant to this Agreement. Iron Mountain provides no warranties related to products
sold. WITH RESPECT TO PRODUCTS SOLD BY IRON MOUNTAIN TO CUSTOMER, IRON MOUNTAIN
MAKES NO EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, IMPLIED
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
11. Liability with Respect to Non-Storage Services. With respect to services not related to storage of Deposits
including but not limited to Secure Shredding services, Iron Mountain'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 Customer to Iron Mountain 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 Customer to Iron Mountain for the performance of such services during the immediately
preceding six-month period. With respect to Secure Shredding services, Iron Mountain shall not be responsible or
liable in anv manner whatsoever for the release or loss of any materials deposited in bins or otherwise delivered to it
for secure shredding unless the release or loss is due to Iron Mountain's negligence or willful misconduct.
12. No Consequential Damages, etc. In no event shall either party be liable for any consequential, incidental, special or
punitive damages, regardless of whether an action is brought in tort,contract or any other theory.
13. Notice of Claims. Claims by Customer must be presented in writing within a reasonable time, and in no event longer
than ninety (90)days after delivery or return of the Deposits to Customer or ninety(90)days after Customer is notified
that loss, damage or destruction to part or all of the Deposits has occurred.
14. Filing of Actions. No action may be maintained against Iron Mountain for loss, damage or destruction of Deposits,
unless timely written claim has been given as provided in Section 13.
15. Notice of Loss. When Deposits have been lost, damaged or destroyed, notice thereof may be given by mailing a
certified letter (return receipt requested) to Customer. In the event notice of loss, damage or destruction is given by
certified letter, the time limitation for presentation of a claim and commencement of action or suit begins on the date
of Customer's receipt of such notice. Notice is considered given upon mailing.
16. Payment. Payment terms are net,thirty-(30) days. Subject to the limitations set forth in this section, if Customer fails
to pay Iron Mountain"s charges (other than disputed charges) within forty-five (45) days after the date of an invoice,
Iron Mountain may, at its option: (a) refuse access to Deposits, (b) suspend service, (c) redeliver Deposits to
Customer or (d)terminate this Agreement. Customer shall be liable for late charges at the rate of fifteen percent
(15%) per annum, compounded monthly, on unpaid balances and all expenses incurred in collection. If Customer is
consistently delinquent (defined as being late in the payment of any three (3) or more undisputed invoices in a 12-
month period) and/or upon the expiration or termination of this Agreement, Iron Mountain may require payment by
certified check prior to performance of services, including delivery of Deposits. Upon default by Customer, Iron
Mountain shall have other rights and remedies as may be provided by law. In the event Iron Mountain takes any
actions pursuant to this Section, it shall have no liability to Customer or anyone claiming by or through Customer. In
the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable by any means
whatsoever in any fiscal period for payments due under this contract, then Customer will immediately notiAl Iron
Mountain in writing of such occurrence and this contract shall be terminated on the last day of the fiscal period for
which appropriations were received without penalty or expense to Customer, except to the portions for which funds
shall have been appropriated and budgeted or are otherwise available.
17. Ownership Warranty. Customer warrants that it is the owner or legal custodian of the Deposits and has full
authority to store the Deposits and direct their disposition in accordance with the terms of this Agreement. Customer
shall reimburse Iron Mountain for any expenses reasonably incurred by Iron Mountain by reason of Iron Mountain's
compliance with the instructions of Customer in the event of a dispute concerning the ownership, custody_ or
disposition of Deposits stored by Customer with Iron Mountain.
18. Restrictions on Stored Material; Customer Premises. Customer shall not store with Iron Mountain nor deliver to
Iron Mountain for secure shredding any material that is highly flammable, explosive,toxic or otherwise dangerous or
unsafe to store or handle, or any material which is regulated under any federal or state law or regulation relating to the
environment or hazardous materials. Customer shall not store negotiable instruments, jewelry, check stock or other
items that have intrinsic value. All Customer's premises where Iron Mountain's employees perform services or make
deliveries hereunder shall be free of hazardous substances and any other hazardous or dangerous conditions.
19. Software License. If access to or use of Iron Mountain inventory management software and computer programs (the
"Software") is provided hereunder, Iron Mountain hereby grants Customer a limited, nonexclusive license to use the
Software solely in conjunction with records storage services provided by Iron Mountain during the terra of this
Agreement. Customer acknowledges that all Software and the inventory managemen e
�I'A 'D
*Sections Amended: 6,14,15,16,17 �' ��02
IM-35 Rev.07/2004 (Electronic) 2004 Iron Mountain Incorporated e 3 f 4
, ��, fix,
Software belong to Iron Mountain. During the term of this Agreement, Iron Mountain shall have the exclusive right to
use Deposit inventory information to provide records management services to Customer, upon expiration of this
Agreement, Iron Mountain shall have the right to maintain inventory information for record-keeping purposes.
20. Modifications to Add Customer Locations, Services. In the event that Customer locations or lines of service are
added to or deleted from this Agreement, the term of this Agreement shall not change unless the parties so agree.
Pricing adjustments for all Customer's locations and/or services under this Agreement may be made on dates pricing
adjustments are permitted under Section 2, regardless of the dates when new locations or services are added. Any
modification of Customer locations serviced or lines of services provided will be pursuant to an amendment of this
Agreement or a Schedule.
21. Performance of Services by Other Divisions. Certain lines of service may be performed by another Division of Iron
Mountain Information Management, Inc. other than the Division identified at the head of this Agreement. In such
event, such Division will perform such service as a subcontractor to Iron Mountain. The subcontracting entity may
invoice Customer directly, but Iron Mountain will remain liable for all services performed for Customer.
22. Purchase Orders. In the event that Customer issues a purchase order to Iron Mountain subsequent to the execution of
this Agreement, Iron Mountain accepts such purchase order on the express condition that any terms and conditions set
forth in the purchase order which constitute terms and conditions which are in addition to those set forth in this
Agreement or which establish conflicting terms and conditions to those set forth in this Agreement are expressly
rejected by Iron Mountain.
23. Miscellaneous. This Agreement binds the successors and assigns of the respective parties and cannot be changed
orally. This Agreement may not be assigned by the Customer (other than to an affiliate which shall assume the
obligations of its assignor by written instrument) without the written consent of Iron Mountain. which shall not be
unreasonably withheld or delayed. Any notice made pursuant to this Agreement may be given in writing at the
addresses set out on the first page hereof until written notice of a change of address has been received. Notices to Iron
Mountain shall be sent to the attention of its General Manager at such address. Iron Mountain shall have, and may
exercise, all rights granted to warehousemen by the Uniform Commercial Code as adopted in the state where the
Deposits are stored. In the event of inconsistency between these printed Terms and Conditions and the terms of a
Schedule, the Schedule shall prevail.
Approved as to Fonn and Legal Content: /r�
Iron Mountain Legal I?epartment APPROVED AS TO
FORM AND LEGALITY:
Name: Chip Lems_ Contracts Specialist
Date: 2/223/05 ASSIS NT CITY ATTORNEY
Customer:CM of fort Worth
Attested By:
Marty Hendri-
City Secretary
Conthoria5tioi
*Sections Amended: 6,14, 15, 16, 17 �p� gpI � �
IN4-35 Rev.07/2004 (Electronic) 2(x)4 Iron Mountain Incorporated CJS i Ql ge of 4
FT. WITH, TEX,
Confidential– I'crt�e I
SCHEDULE A — MEDIA VAULTING— PROPRI ETA R1
IN FOR�1,k 11 ON
NB 6-(u
This Schedule A is made part of the Customer Agreement between Iron Mountain Off-Site Data
Protection, a division of Iron Mountain Information Management, Inc., (the "Company") and Citv of Fort
Worth, (the "Customer").
The pricing set forth in this Schedule A, shall commence on the date of the Customer's signature on the
Customer Agreement or, if later,the Contract Effective Date located on the front side of the Customer
Agreement.
This Media Vaulting Schedule A supersedes and terminates any prior Media Vaulting Schedule A
existing between Company and Customer.
Customer City of Fort Worth
Contact Beatrice De Hovos
E-mail Beatnce.dehovos ri forhvorthgov.org
Telephone (817) 392-6640
Address 1000 Throckmorton Lower Level
Fort Worth, TX, 76102
Servicing Branch Location—Fort Worth - Fort Worth, TX
Acceptance Clause—Rates contained within this Schedule A are valid for acceptance by Customer only
for a period of 90 days from February 23, 2005 or upon execution of the Customer Agreement, whichever
date is earlier.
Transportation
Description Price Per Admin Code
Scheduled Service $27.00 Trip TRANSTRI00
Scheduled Same Place $10.00 Trip TRANSTBD2
Scheduled Same Location $15.00 Trip TRANSTBDI
Standard Special–Emergency«ithin 24 hours. $75.00 Trip SPECLST000
Critical Special–Emergency within 3 hours or less. $90.00 Trip SPECLEM000
Holiday Service Premium $75.00 Holiday HOLIDAY000
Out of Service Territory Premium $1.25 Mile TRANSTBD3
Vaulting
Description Price Per Admin Code
Slotted Media-Active $0.300 Slot VAULTA1000
Transport Containers $6.00 Transport TRANSCONT
Temporary Transport Container Fee $1.00 Each per Day TRANSRENTL
Closed Containers(Small) $13.00 Container CONTSMALL
Closed Containers(Medium) $24.00 Container CONTMED
Closed Containers(Large) $36.00 Container CONTLARGE
on ident1Ql-. ;�'r ,'1'/tel , !:'C i .1.�!"J."'�., 1 7" i\ Pgge 2
Closed Containers(X-Large) $40.00 Container CONTXL
Closed Carts $150.00 Cart CARTS
Media Management
Description Price Per Admin Code
Handling-Transport Containers and Carts $1.00 Item HANDL04000
Media Handling-Active(with electronic file) $0.250 Item HANDL01000
Other Monthly Fees
Description Price Per Admin Code
Administrative Fee $20.00 Month MAINTADMIN
Other Products and Services
Description Price Per Admin Code
Media Destruction Per Quote OTHERDD000
Management Services during normal business hours $35.00 Hour LABOR02000
Management Services after normal business hours $45.00 Hour LABOR07000
Custom Bar Code Labels Bar Code MAINTLABEL
Security Clips $1.50 Clip MAINTCLIPS
Data Products—Replacement/head cleaning tapes, furniture,eq.,etc. Per Scope DPQUOTE
Disaster Recover} Readiness Services Per Scope DRSVCS
Library'Moves Per Scope LIBMOVES
Services during normal business hours, 8:30 AM to 5:00 PM, excluding holidays.
Transportation Notes:
(i.)Scheduled Service transportation is defined as pickup,delivery service between the hours of 8:30 AM and 5:00 PM that is within the structure
of an existing Iron Mountain route and is no further than 30 miles one way(defined as Service Territory)from the servicing Iron Mountain
branch.This charge does not cover dedicated runs or customized runs that require more than one(1)Iron Mountain Service Representative.
(ii)Scheduled Same Place transportation is only offered in conjunction with a Scheduled Service trip when the customer requires multiple service
points(more than one account number or department)that are serviced at the same time and on the same floor as the original Scheduled Service
trip.
(iii)Scheduled Same Location transportation is only offered in conjunction with a Scheduled Service trip when the customer requires multiple
service points(more than one account number or department)that are serviced at the same time and within the same building(different floor)or
on the same corporate campus as the original Scheduled Service trip.
(iv)Standard Special is defined as a priority delivery that is guaranteed to occur within 24 hours of the original customer phone notification for
service location within the local branch's Service Territory as defined in Section(i).Timing is based on client need.
(v.)Critical Special is defined as a high priority delivery that is guaranteed to occur within 2 hours of the original customer phone notification for
service location within the local branch's Service Territory as defined in Section(i). Timing is based on client need.
(vi.)Holiday Service Premium is a charge,in addition to the"Scheduled"trip rate,for service needed on all recognized Iron Mountain holidays.
These include:New Year's Day,Martin Luther Ding Jr.Day,Presidents'Day,Memorial Day.Independence Day,Labor Day,Thanksgiving
Day,and Christmas Day.
(vii.)Out of Service Territory Premium is a surcharge added to the"Scheduled"trip rate for each additional mile beyond the 60 mile roundtrip
(30 miles one way)Service Territory of the Iron Mountain facility defined in Section(i).
CITY S10-%Wy
n. Ta.
i % . „ I . - . Page 3
(viii.)Any single customer that requires more than 20 minutes per pickup/delivery 10 service on a regular,recurring basis is subject to additional
charge which will be negotiated and added to the Scheduled Service trip rate.
Faulting Notes:
(i.)Individual Vaulted Media—Slotted media is billed in increments of 20 slots based on slot rack utilization within a calendar month.
(ii.)Closed Container Vaulting- Please refer to the Container Categorization List below for a listing of commonly used containers grouped by
size,not capacity.Containers not found on this list will be quoted on an individual basis through assignment to one of these categories unless the
container is even larger than the r-Large category,in which case,it will he quoted on an individualized basis.
(ii.)Temporary Transport Containers are availahle upon request and utilized when the customer's media rotation levels exceed the capacity of the
transports permanently assigned to their account.
(iv.)Vaulting is the service of storing Customer's computer media at off-site facilities. The fee for vaulting services is based predominately on
the size,shape,volume and type of media Customers choose for off-site storage. Unless otherwise stated in this agreement,all containers are
owned by Iron Mountain. Iron Mountain reserves the right to exchange containers of the same storage capacity at any time and without
notification.
Media Management Notes:
(i.)Individual Media Handling is the movement of individually managed media in or out of an Iron Mountain facility.Individual Media Handling
fees are billed on a per item basis or at an hourly charge based on 300 items handled per hour. Individual Media Handling includes the
verification,both inbound and outbound,of each item against an electronic or printed listing. Accounts handling less than 200 items per month
may be charged for one(l)hour of Management Service at the hourly rate found in the"Other Products and Services"section.
(ii.)Customers must provide.in a timely manner,file documentation(picking,distribution and inventory lists)in correct sequence so media can
he processed in timely manner. Customers that transmit electronic listings may pay a lower"Individual Media Handling"fee.
(ii)Closed Container Handling and Transport Container Handling is the movement of any closed or transport container in or out of the Iron
Mountain facility.Closed Container Handling and Transport Container Handling fees are billed on a per item basis.
Other Monthly Fee Notes:
Administrative Fee is the monthly fee,per account,for the maintenance and supply of client-issued Authorization Cards,transmittals,standard
reports,and other administrative services associated with the management of each account.
Other Products and Services Notes:
Cancellation Fee—if the Agreement is terminated early by the Customer for reasons other than the Company's breach of the Agreement,the
Customer shall pay in advance of media delivery the monthly average of the last six(6)months of invoices multiplied by the remaining months in
the Agreement.
Media Destruction is the charge to confidentially destroy Customer tape media-as requested.
Management Services fee is the hourly charge for services generally provided upon request or for services other than those associated with
standard transactions listed in this Schedule A(i.e.special projects,media labeling,audits,etc.).This fee may apply when"Individual Media
Handling"is less than 200 tapes handled per month.
Disaster Recovery(DR)Services are available and associated with the picking,packing,verification,distribution of open and closed media for
disaster recovery related events or exercises.The variety of DR requirements dictates that these events/requirements are quoted locally,as
required.Many DR related activities incorporate expenses unique to each event.Additional DR cost considerations could include such items as
dedicated transportation,aircraft charter,supervision,hot site staffing,etc.
Mmunum Storage Commitment:
The storage and service charges set firth in the Agreement are established upon the expectation that the storage volume levels and service activity
frequency anticipated by the parties at the inception of the Agreement will not decline materially during the term of the Agreement. In the event
that the Customer's(i.)storage volume levels are reduced by more than twenty percent(200o)during the Term of the Agreement or if(ii.)the
service activity frequency is reduced by more than twenty percent(200o)over the average monthly service activity frequency for the prior six(6)
month period,Iron Mountain reserves the right to adjust rates and charges to the rates and charges then applicable to the services provided by
Iron Mountain.
Container Categorization List:
Closed Containers(Small) Closed Containers(Large)
Container-3480 Cartridge (Capacity 10) Container-Document
Container-3480 Cartridge (Capacity=20) Container-Microfilm (Large)
Container-4 mm Tape (Capacity—20) Container-Multi Utility (1-Large Large)
Container-8 mm Tape (Capacity=20) Container-Optical Disk
Container-Audio Cassette Container-Plastic(Large)
Container-CD ROM
Container-DLT (Capacity—20) Closed Containers(f'-Large)
Container-DLT (Capacity=5) Container-PIastic(1-Large)
Container-DLT(Capacity—14-Turtle)
CitiHAU
. WITH, TES,
' I pqge 4
Container-Floppy Disk 3 1/2" Closed('arts
Container-Floppy Disk 5 1/4"(Capacity=4 boxes)
Container-Floppy Disk 8"(Capacity—4 boxes) Cart-Cartridge 3480(Capacity -360)
Container-Iron Mountain Muhl Media Cart-Cartridge 3480(Capacity-480)
Container-Microfilm (Small) Cart-Cartridge Clipper 3480
Container-Multi Utility (Medium/Small) Cart-Cartridge DR 3480(Capacity=240)
Container-Multi Utility (Small X-Small) Cart-Document
Container-Single Tape Carl-Round Reel(Capacity= 120)
Container-Tub(Small)
Closed Containers(Wedium)
Container-3480 Cartridge (Capacity=40)
Container-Data Cartridge/Streamer
Container-Magstar
Container-Multi Utility (Large, Medium)
Container-Round Reel
Container-Tub(Medium)
Term:
The Term("Term")of the Agreement,of which this Schedule A is a part,shall commence on the date of the Customer's signature or,if later,the
Contract Effective Date located on the front side of the Customer Agreement and continue for: 3 year(s)("Initial Term").Upon expiration of the
Initial Term,the Term will continue with automatic renewals for additional successive one(1)year terms,unless written notice of non-renewal is
delivered by either party to the other not less than thirty(30)days prior to the expiration dale of the then current Term.Storage rates shall remain
fixed for the first year of this Agreement,and as of each anniversary of the ElTective Date thereafter,the Company will increase rates for storage
and services provided under this Agreement.
The increase in rates over the previous year by the Company to Customer will be based on the percentages set forth below and will be rounded up
to the nearest whole cent as follows:
Year 2: 5.00°o
Year 3: 5.0006
General Notes
• Questions?Contact: Colette Bliobenes, (214) 729-0200, colette_bliobenes��ironmountain.com.
• Monthly estimate is based on a 4.33-week month. Services are billed as they are used, not on a flat
fee basis, so the City only pays for what they use. It's also based on 201 tapes --the price per tape to
store is good up to 500 tapes. Additional protected storage after 500 tapes will qualify for additional
discounts. Closed Container Storage services can be used along with Open Media services.
• Iron Mountain provides additional services such as greatly reduced prices on replacement tapes and
other Data Products, confidential destruction, Disaster Recovery Support Services, and paper record
storage to name just a few other services -all from one Vendor.
• Pricing INCLUDES the free use of SecureSync secure web interface-a portal directly into Iron
Mountain's SecureBase system,giving The City direct access to their account,the ability to place
orders online, adjust their Authorized User ID List at their leisure, and the ability to create and
maintain a full DR Plan as well as DR Test-all online and at no additional cost to The City.
Off
R. CITY, TEX.
Media Vaulting Monthly Cost Estimate—est. based on daily service, and a 4.33-week month:
Admin Total Price
Description Code Price Per Qty per Month
Transportation
Scheduled Service—Monday thru Friday TRANSTR100 $27.00 Trip 21.65 $584.55
Total Transportation Monthly Cost Estimate S584.55
Vaulting
Slotted Media—Active(price good up to 500 tapes) VAULTA 1000 $0.300 Slot 201 $60.30
Transport Containers
*Transport-DLT(Capacity=20) CONTRP5000 $6.00 Transport 2 $12.00
Total Vaulting Monthly Cost Estimate S72.30
Media Management
Handling-Transport Containers and Carts HANDL04000 $1.00 Item 43.3 $43.30
Media Handling-Active(with electronic file)estimated
on 30 tapes going in/out each service day. HANDL01000 $0.250 Item 649.52 $162.38
Administrative Fee MAINTADMIN $20.00 Month 1 $20.00
Total Media Management Monthly Cost Estimate S225.68
Total Media Vaulting Monthly Cost Estimate $882.53
The estimate listed above is based on expected volume and activity levels. The actual storage volume and service
activity,will impact monthiv billing..111 slotted media is billed in increments of 20 slots.
City of Fort Worth Iron Mountain
Individual Si n a)-(Ck Individual Signing_,,
SignatureSignature n n w n n n An l C Q A
Titletun , 05t)is , e A I
VICE-PRESIDENT
T
Signing Date �'�" d'� Signing Date_ Ley / le
Selling
Selling Branch Admin to Complete:
Pricing Contract No. Account No.
Contract Effective Date
I hw m/m,11111,floll twilt(ilot"i 11"r 'm is 11C'li!"CC)? l 11ii)l'U1;1' wid( in. "'i Fol'i I3 Orth.
Attested By:
APPROVED AS TO
FORM AND LEGALITY.
/J Marty Hendri.
FY Secretary1 'Jiti�' �
ASSISTANT CITY A TO NEY
r
ITE SE��ff"Uy
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 3/24/2005
DATE: Thursday, March 24, 2005
LOG NAME: 13PO4-0164 REFERENCE NO.: IP-10106
SUBJECT:
Authorize Purchase Agreement for Offsite Magnetic Tape Storage with Iron Mountain Offsite Data
Protection (Iron Mountain Records Management) for the Information Technology Solutions
Department
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize a purchase agreement for offsite magnetic tape storage with Iron Mountain Offsite Data
Protection (Iron Mountain Records Management) for the IT Solutions Department; and
2. Authorize this agreement to begin April 1, 2005 and expire March 31, 2006, with options to renew for
three additional one-year periods.
DISCUSSION:
In August 2004, the City of Fort Worth issued a Request for Proposals (RFP) for the provision of off-site
storage and courier services to pickup and deliver magnetic tapes for the City's mainframe computer and
network servers. The purpose of the proposal was to obtain a vendor who could provide turnkey services
that included these major elements: 1. courier services; 2. a facility with certain security, environmental, fire
detection and extinguishing standards; 3. after hours accessibility; 4. facility distance from City Hall; and 5.
bonded employees. The elements for rating the vendor responses were developed after an inquiry process
by IT Solutions staff to 15 cities and the Gartner Group. The process allowed the City to develop a rating
scale based on best practices used by other governmental entities.
There were two respondents to the RFP, Iron Mountain and Safeguard. Each vendor submitted complete
responses and a team of four IT Solutions employees evaluated each vendor response. The selection of
the vendor was based on the criteria listed above. A comparison of the vendors revealed that Iron Mountain
has been providing these services over 52 years as compared to about two years for Safeguard. Iron
Mountain's facility was unmarked, had a high level of security and met all environmental and fire
detection/extinguishing needs. Iron Mountain provides secure drive-in bays for the loading and unloading of
the tapes. This feature was not available through Safeguard. The Safeguard facility was a relatively small
room (vault) inside a facility marked with the vendor name. Safeguard's provision for security for its facility
was not as well developed. The distance from City Hall to the vendor location is a consideration for potential
disaster issues. Iron Mountain's facility is approximately eight miles from City Hall, while the Safeguard
facility is only about 2 miles. Another important factor was the staffing at the vendor facility. Iron Mountain is
a 24 hour per day, 365 days per year operation. Safeguard is open from 7:30 a.m. to 5:30 p.m. Monday
through Friday. The last element compared was whether the vendor employees were bonded. Iron
Mountain employees are already bonded, while Safeguard indicated if required, it would bond its
employees.
Logname: 13PO4-0164 Page 1 of 2
After the review of the proposals and the site evaluations, the recommended vendor selection for this RFP
is Iron Mountain. In every category except pricing, Iron Mountain rated higher than Safeguard. Iron
Mountain's estimated cost to provide the service is $10,600-per year. Safeguard's estimated cost to provide
the service is $6,600 per year. With all the factors combined, Iron Mountain provides the safest solution and
best value for the City.
BID ADVERTISEMENT - The Request for Proposals was advertised in the Commercial Recorder on August
4 and 11, 2004.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing
Division and approved by the M/WBE Office because the purchase of goods or services is from sources
where subcontracting or supplier opportunities are negligible.
RENEWAL OPTIONS - This agreement may be renewed for up to three successive one-year terms at the
City's option. This action does not require specific City Council approval provided that the City Council has
appropriated sufficient funds to satisfy the City's obligations during the renewal term.
FISCAL INFORMATIONICERTIFICATION:
The Finance Director certifies that funds are available in the current operating budget, as appropriated, of
the Information Systems Fund.
BQN\04-0164\LGS
TO Fund/Account/Centers FROM Fund/Account/Centers
P168 539120 0043020 $10.584.00
Submitted for City Manager's Office by: Richard Zavala (Acting) (6222)
Originating Department Head: Jim Keyes (8517)
Pete Anderson (8781)
Additional Information Con Robert Combs (8357)Contact: Pete Anderson (8781)
Logname: 13PO4-0164 Page 2 of 2