RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND 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
WHEREAS, the City has ongoing needs to procure off-site records storage and retrieval services for various departments; and
WHEREAS, the City of Richmond maintains a Records Retention Program to ensure compliance with legal, operational, and public records requirements; and
WHEREAS, the City utilizes CoroData Records Management and Iron Mountain, Inc. to provide off-site records storage and retrieval services for multiple City departments; and
WHEREAS, due to limited storage capacity at City facilities, off-site records storage services remain necessary to support City operations and compliance with applicable records retention requirements; and
WHEREAS, the City's records are currently stored at facilities operated by CoroData Records Management and Iron Mountain, Inc.; and
WHEREAS, relocating records to another provider would require transportation, inventory reconciliation, indexing, and re-cataloging of records currently stored off-site, resulting in significant costs and operational disruption; and
WHEREAS, staff has determined that continuing services with the current providers is in the best interest of the City and recommends a sole-source procurement for these services; and
WHEREAS, staff is negotiating final contract terms, service levels, and pricing with both vendors and seeks authorization to execute agreements once negotiations are complete.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Richmond hereby authorizes 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 Two Hundred Ten Thousand Dollars ($210,000) per vendor for an initial three-year term of July 1, 2026 through June 30, 2029.
WHEREAS, the City Council finds that a sole-source procurement for off-site records storage and retrieval services is in the best interest of the City because the costs, operational disruption, and risks associated with transferring records to another provider outweigh the potential benefits of conducting a competitive solicitation.
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager or designee to exercise the option to extend each agreement for up to two additional years, subject to the availability of appropriated funds, for a total not-to-exceed amount of Three Hundred Fifty Thousand Dollars ($350,000) per vendor over the full potential term of the agreements.
BE IT FURTHER RESOLVED that the City Manager or designee is authorized to execute any amendments, extensions, and related documents necessary to carry out the intent of this Resolution, provided that such actions do not exceed the approved not-to-exceed amounts and are approved as to form by the City Attorney.
*****************************
(This section to be completed by Clerk’s Office)
I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a _________ meeting held on _____________ by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
________________________________________
Clerk of the City of Richmond
(SEAL)
Approved:
_______________________________
Mayor
Approved as to form:
____________________________
City Attorney