July 28, 2026
Finance Department
DATE: July 28, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Nickie Mastay, Deputy City Manager, Internal Services
Emily Combs, Director of Finance
Mubeen Qader, Deputy Director of Finance
Antonio Banuelos, Accounting Manager
Ofelia Alvarez, Senior Buyer
Subject: Contracts with CoroData Records Management and Iron Mountain, Inc. to Provide Off-site Records Storage and
Retrieval Services
FINANCIAL IMPACT: The proposed $210,000 expenditure for off-site records storage and retrieval services is included within the
approved Fiscal Year 2026-2027 General Fund Capital
budget. Actual annual expenditures for these services
total approximately $140,000 City-wide, and the budget
will support the updated agreements within the
established funding levels (Account String:
20136031-400708-23006).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City currently utilizes CoroData Records
Management and Iron Mountain, Inc. to provide off-site
records storage and retrieval services for multiple City departments. These services are necessary to support
the City's Records Retention Program and maintain
access to official City records. City staff are negotiating updated contract terms and pricing with both vendors.
City Council approval is needed to authorize the City
Manager to negotiate and execute agreements once
negotiations are complete
AGENDA
REPORT
July 28, 2026
RECOMMENDED ACTION:
ADOPT a resolution to APPROVE sole-source
agreements with CoroData Records Management and
Iron Mountain, Inc. for off-site records storage and
retrieval services, each in an amount not to exceed
$210,000 for an initial three-year term from July 1, 2026, through June 30, 2029, with two additional one-year
extension options for a total potential amount not to
exceed $350,000 per vendor, subject to approval as to
form by the City Attorney, and AUTHORIZE the City
Manager, or their designee, to negotiate and execute the agreements and any necessary amendments within the
approved not-to-exceed amounts – Finance Department
(Nickie Mastay/Emily Combs/Mubeen Qader/Antonio
Banuelos/Ofelia Alvarez 510-620-6699).
DISCUSSION:
The City stores a substantial volume of archival records at facilities operated by CoroData Records Management and Iron Mountain, Inc. These records include administrative, financial, legal, personnel, public safety, and other official City records that must be retained in accordance with the City's Records Retention Schedule.
Due to limited storage capacity at City facilities, the use of off-site records storage services remains necessary to support City operations and compliance with applicable records retention requirements. Continuity of records management services is critical to ensure records remain secure, accessible, and available for retrieval when needed for operational, legal, audit, and public records request purposes.
City staff evaluated alternatives to continuing services with the current providers.
Relocating records to a different storage vendor would require the transportation, inventory reconciliation, indexing, and re-cataloging of records currently stored off-site.
These activities would result in significant one-time costs and operational disruptions that would outweigh any potential benefit of changing providers. In addition, transferring records could increase the risk of misplaced or inaccessible records during the transition process.
The City’s records are already stored within CoroData and Iron Mountain facilities, and relocating them would require significant transportation, inventory reconciliation, re-indexing, and re-cataloging efforts. These activities would introduce substantial one-time costs and cause operational disruptions that outweigh any potential benefit of moving to a different vendor. In addition, transferring records increases the risk of misplaced or inaccessible materials during the transition process. For these reasons, continuing services with the current providers is considered the most efficient and cost-effective approach and supports the City’s operational and record-management needs.
July 28, 2026
City staff are currently negotiating final contract terms, service levels, and pricing with both vendors. Since negotiations are ongoing, finalized agreements are not yet available for City Council consideration. Therefore, City staff recommend that the City Council authorize the City Manager or designee to negotiate and execute agreements with CoroData Records Management and Iron Mountain, Inc. for off-site records storage and retrieval services, subject to City Attorney approval as to form and within the approved not-to-exceed amounts.
City staff recommend City Council adopt the resolution authorizing the City Manager or designee to negotiate and execute agreements with CoroData Records Management and Iron Mountain, Inc. for off-site records storage and retrieval services on a sole- source basis in an amount not to exceed $210,000 per vendor for an initial term of July 1, 2026, through June 30, 2029, with the option to extend each agreement for an additional two years for a total not-to-exceed amount of $350,000 per vendor, and to execute any necessary amendments within the approved not-to-exceed amounts, subject to approval as to form by the City Attorney.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution