TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 2 to Agreement No. 170548B with Iron Mountain Information Management, LLC
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 170548B with Iron Mountain Information Management, LLC., increasing appropriations by $20,000 for a new maximum of $75,000 per year, for continued offsite tape storage and asset disposition services. (Fiscal impact: $75,000 Expense, ITS Fund, Budgeted; Discretionary)
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BACKGROUND
Iron Mountain offers solutions including information and asset storage, records management, data centers, data management and secure shredding. The company’s services include storing and protecting business documents, tape backup, electronic files, medical data and other assets. Napa County had previously done business with Vanguard Vaults, a data storage company in Sacramento, prior to Iron Mountain acquiring the company in 2007. In 2009, the Napa County Recorder-County Clerk’s office contracted with Iron Mountain for the offsite storage of microfilm of Official Records of the Recorder-County Clerk.
On October 2016, Napa County’s Information Technology Services Division (ITS) entered into an agreement with an appropriation amount of $25,000 per year, to continue utilizing Iron Mountain’s offsite tape vaulting services. The agreement included a business associate agreement (BAA), which is a contract between Health Insurance Portability and Accountability Act (HIPAA) covered entity and a HIPAA business associate to protect personal health information (PHI) in accordance with HIPAA guidelines.
On August 20, 2019, the Board approved a Statement of Work to Agreement No. 170548B with Iron Mountain Information Management, LLC. to increase the appropriation amount of $30,000 per year for offsite tape storage and asset disposition services.
On November 7, 2023, the Board approved Amendment No. 1 to Agreement No. 170548B to increase appropriations to a new maximum of $55,000 per year, effective March 1, 2023, for continued offsite tape storage and asset disposition services and included outstanding costs unpaid due to the $30,000 appropriation cap and contract renewal negotiations. Effective date was backdated to March due to changes in personnel, delays in authority clearance, access to appropriate personnel, and amendment negotiations.
Charges are based on the size and quantity of tapes stored and associated transportation costs. Initially, average costs were approximately $1,600 per month. However, due to County needs and increased rate schedules, monthly storage costs have increased to as much as $3,700 per month, with anticipated costs and usage increases. The Sheriff’s office accounts for a portion of the increase, shrinking their tape storage footprint is a slow process due to evidence retention requirements. Service charges are subject to change upon thirty days written notice to the County. The agreement will continue to renew annually on October 1st for additional one-year terms.
Today’s requested action is for the approval of Amendment No. 2 to Agreement No. 170548B to increase appropriations to a new maximum of $75,000 per year for continued offsite tape storage and asset disposition services and to include outstanding costs unpaid from the previous fiscal year delayed by the contract renewal negotiations and close of the fiscal year prior to approval of Amendment No. 1.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Information Technology Services, Infrastructure and Operations, Subdivision 42000-02. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The offsite tape storage services provided by Iron Mountain are vital and there are no local vendors who can perform the services required. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Agreement will continue to be included in future fiscal year budgets and may be affected by inflation and additional tape storage and tape destruction needs. |
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Consequences if not approved: |
If not approved and offsite tape storage services are no longer available, critical business information would not be protected offsite and the ability to recover data could be impacted. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.