DATE:
June 18, 2024
TO:
Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM:
Rachel Molina, City Manager
BY:
Melinda Sayre, Deputy City Manager/City Clerk
Erin Baum, Assistant City Clerk
SUBJECT:
Guardian Records Management and Storage Contract
RECOMMENDED ACTION
It is recommended that the City Council and Board of Directors of the Hesperia Water District authorize the City Manager to approve a three-year contract with Guardian Records Management and Storage (Guardian) for a not-to-exceed contract amount of $60,000, 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) 2023-24. Staff have been pleased with the performance and security of the services offered by Guardian during the term of the contract. Staff is seeking a new three-year contract going forward through FY 2026-27. Guardian has held their pricing through our current contract and the physical transfer of stored records makes changing vendors cost prohibitive.
CITY GOAL SUPPORTED BY THIS ITEM
Financial Health – Maintain a balanced budget and adequate reserves.
FISCAL IMPACT
Funding for this purpose is included in the City Clerk’s annual operating budget.
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