DATE:
February 21, 2023
TO:
Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM:
Nils Bentsen, City Manager
BY:
Melinda Sayre, Director of Government Services/City Clerk Erin Baum, Assistant City Clerk
SUBJECT:
Guardian Records Management and Storage Contract Amendment
RECOMMENDED ACTION
It is recommended that the City Council and Board of Directors of the Hesperia Water District authorize the City Manager to approve an amendment to the existing contract with Guardian Records Management and Storage (Guardian), to extend the current contract for one year, and add an additional $25,200, for a revised not-to-exceed contract amount of $85,200, for the storage, maintenance and destruction of City records.
BACKGROUND
In 2017, the City entered into a three-year contract with Guardian for the storage, maintenance and eventual destruction (where applicable) of City records after the sale of the Eagle Plaza facility where records were previously stored. This contract was renewed as a sole source in 2020 for an additional three years.
ISSUES/ANALYSIS
The current contract with Guardian expires at the end of Fiscal Year (FY) 2022-23. An increase in the contract amount is requested due to an increase in the quantity of records being stored and a backlog of records destruction lingering from COVID-19 closures. Staff has been pleased with the performance and security of the services offered by Guardian during the term of the contract. As records destruction resumes, the quantity of stored records will be reduced and should remain consistent.
FISCAL IMPACT
Funding for records storage, maintenance, and destruction is included in the City Clerk’s annual operating budget. This increase includes $7,200 for the remainder of Fiscal Year 2022-23, and $18,000 for FY 2023-24.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None.
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT