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Agenda Item
ASR
Control 14-000938 |
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MEETING DATE: |
06/17/14 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
County Executive Office (Approved) |
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Department contact
person(s): |
Rob Richardson (714) 834-3481 |
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Elsa Rivera (714) 567-7312 |
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Subject: Off Site Data Storage &
Retrieval - Iron Mountain
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
N/A |
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Staffing Impact: No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Purchasing Agent or his authorized Deputy to extend Interim Regional Cooperative Agreement (RCA) MA-017-13012098 with Iron Mountain Information Management, LLC for Off-Site Data Storage and Retrieval Services effective July 1, 2014 through December 31, 2014. There is no monetary value associated at the RCA level. |
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2. |
Approve the attached list of twelve (12) department contracts to extend Interim Subordinate Agreements against the RCA MA-017-13012098 with Iron Mountain Information Management, LLC for Off-Site Data Storage and Retrieval Services effective July 1, 2014 through December 31, 2014. |
SUMMARY:
County Procurement Office requests authorization to extend interim RCA MA-017-13012098 and subordinate agreements on behalf of the departments/agencies with Iron Mountain for Off-Site Data Storage and Retrieval Services for the period of July 1, 2014 through December 31, 2014.
BACKGROUND INFORMATION:
On September 21, 2006, the County Procurement Office (CPO) released IFB 12Z0000008 for Off-Site Data and Retrieval Services. Iron Mountain Information Management, Inc. was awarded contract X1000000356 commencing July 1, 2007 through June 30, 2008. CPO then issued Amendment Number One to renew contract X2000000356 through June 30, 2009, followed by Amendment Number Two to renew contract X3000000356 through June 30, 2010. In Amendment Number Three, Contract X3000000356 was issued as MA-017-10012414 and renewed through June 30, 2011. Amendment Number Four allowed the contract to be renewed through June 30, 2012 as Contract MA-017-11011883. The following year, Amendment Number Five renewed the agreement through June 30, 2013.
On March 7, 2013, the County Procurement Office (CPO) released an Information For Bid (IFB) 017-559134-10 for Off-site Data Storage and Retrieval Services. The solicitation was completed and awarded to Williams Data Management. On April 25, 2013, CPO received a protest from Iron Mountain, the incumbent. Iron Mountain claimed that the weighting methodology used did not take into account the actual usage of the current contract causing a misrepresentation in the cost. The County usage was incorporated into the cost calculations which confirmed Iron Mountain’s claim. CPO made the business decision to cancel the IFB and issue an interim agreement, MA-017-13012098, with Iron Mountain from July 1, 2013 through December 31, 2013 to allow time to rebid.
CPO met with several end users and decided to issue a Request For Proposal (RFP) for Off-Site Data Storage and Retrieval Services. On September 27, 2013, CPO released RFP 017-559145-NB which was later withdrawn on February 6, 2014 after review, and determined it was in the County’s best interest to rebid the contract. In October 2013, CPO extended interim agreement MA-017-13012098 through March 31, 2014 while bidding RFP 017-559145-NB.
In March 2014, interim agreement MA-017-13012098 was extended through June 30, 2014 to allow time to rebid. On March 6, 2014, CPO released RFP 017-559418-NB. After discussions with the Evaluation Panel and consultation with County Counsel, staff’s recommendation to the Board is that the contract be rebid.
Under Board policy, County service contracts should not exceed five years in length (six years with extension under CPM § 3.3112) unless approved by the Board. CPO is requesting approval to extend beyond six years the interim RCA MA-017-13012098 and subordinate agreements on behalf of the departments/agencies with Iron Mountain for Off-Site Data Storage and Retrieval Services. The proposed interim contract shall be for the period of July 1, 2014 through December 31, 2014, which will allow time to release a new RFP and award a new contract.
FINANCIAL IMPACT:
N/A
STAFFING IMPACT:
N/A
EXHIBIT(S):
Attachment A - Regional Cooperative Agreement
MA-017-13012098 Amendment #3
Attachment B - Regional Cooperative Agreement MA-017-13012098 Redline Version
Attachment C – List of Subordinate Agreements – Iron Mountain
Attachment D - County Subordinate Agreements - Iron Mountain
Attachment E - County Subordinate Agreements - Iron Mountain - Redline