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To:	Contra Costa County Housing Authority Board of Commissioners
From:	Joseph Villarreal, Housing Authority
Date:	March 8, 2022

Contra

Costa

County

Subject:

CONTRACT WITH IRON MOUNTAIN INFORMATION MANAGEMENT, LLC TO PROVIDE DOCUMENT IMAGING SERVICES FOR ALL TENANT FILES FOR THE HOUSING CHOICE VOUCHER PROGR

Action of Board On: 03/08/2022

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, Commissioner
Candace Andersen, Commissioner
Diane Burgis, Commissioner
Karen Mitchoff, Commissioner
Federal D. Glover, Commissioner
Cynthia Jordan, Commissioner

ABSENT:

Joanne Segura, Commissioner

Contact:

925-957-8028

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: March 8, 2022
,

BY:	, Deputy

RECOMMENDATIONS

APPROVE and AUTHORIZE the Executive Director of the Housing Authority, or designee, to execute a contract with Iron Mountain Information Management, LLC to provide document imaging services for all tenant files for the Housing Choice Voucher program and the Public Housing program.

BACKGROUND

HACCC has been a paper-oriented business since it was founded in 1942. Since then, entire storerooms have been dedicated to the storage of tenant files, financial records, and development documentation. These records have gotten old, fragile and volatile during the many decades of their existence. Moreover, they have taken up thousands of square feet in space throughout HACCC properties that could be used for other purposes.

BACKGROUND (CONT'D)

In addition, these stored documents are vulnerable to fire, water damage and misplacement. Modern storage systems are migrating from hard document storage to cloud-based electronic storage that will be accessible from anywhere in the County or world. Electronic data is much easier to secure and easily protected from natural disasters that have plagued California over the past few years. With offsite data storage and onsite access, back-ups to back-ups are possible with minimal effort on behalf of the entire agency.

HACCC has already added a document imaging system for all housing programs that is integrated into our Yardi software. This document imaging system will ensure that families have greater access to online certifications and applications moving forward. However, the software provider, Yardi, does not have the capacity to scan the historical records from their tenant files.

Accordingly, HACCC reached out to several document imaging companies to gauge their interest in the task. Iron Mountain not only expressed interest, but had active contracts in Portland, OR that HACCC could use to meet its procurement requirements for competitive pricing. After negotiating terms of the contract, HACCC has reached agreement to proceed with Iron Mountain Information Management, LLC to complete a back-scan of all tenant files in the HCV and Public Housing programs. Iron Mountain is known to HACCC as it is currently contracted with the agency to do day-to-day shredding services for private tenant records as needed. In addition, they are contracted with HACCC to do offsite data storage for our agency servers.

The project will be broken up into two sections. Part one will scan approximately 10,000 files and index each file to the appropriate household so that HACCC will retain the historical data that exists with all households. This part of the project is not to exceed (NTE) $328,000 and expected to be completed within the 16-month term of the contract. Part two of the project will be to retain all records for emergency access and to meet HUD-required retention policies for 36 months. After the HUD required retention period of 36 months, Iron Mountain shall shred all documents as required by HUD. This part of the project is not to exceed $48,000. The total NTE amount is $376,000 and expected to be in place through May 31, 2026, to ensure proper completion and shredding of all documents.

FISCAL IMPACT

All costs will be paid in part from HCV administrative fees and administrative fee reserves and public housing operating costs based on the proration of files applicable to each program. The contract stipulates that all fees are to be in an amount not to exceed $376,000 for all document imaging services.

CONSEQUENCE OF NEGATIVE ACTION

If the Board fails to approve Iron Mountain Information Management, LLC to provide document imaging services for all tenant files for the Housing Choice Voucher program and the Public Housing program, HACCC shall be required to continue to use paper systems that will pose safety and security concerns and occupy needed space throughout the agency.