Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: February 13, 2024
SUBJECT: ASSIGNMENT AGREEMENT WITH VITAL RECORDS CONTROL
FOR RECORDS SERVICES
DEPARTMENT: Administrative Services
PRESENTER: Benny Ives
RECOMMENDED ACTION
City Council:
1. Approve the assignment agreement with Vital Records Control.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City Clerk serves as the official custodian of all City of Santa Clarita (City) records and is charged with the overall responsibility for maintaining records related to City business. The City’s current inventory consists of approximately 2,900 boxes, an equivalent of 3,900 cubic feet. For space-savings and security purposes, the City has traditionally contracted with an outside vendor for records storage and destruction services. Most recently, at the December 14, 2021, regular meeting, City Council approved a five-year contract with File Keepers, LLC, for said services. Subsequently, Vital Records Control (VRC) assumed responsibility of the contract after a merger with File Keepers, LLC.
After successful negotiations regarding contract terms, VRC agreed to all obligations and requirements of the original File Keepers, LLC, agreement. The recommendation is to formally assign the original agreement to VRC in light of its merger with File Keepers, LLC.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in the Fiscal Year 2023-24 budget to support the contract.