Title
Document Management Services
Action
Action:
A. Approve contracts for document management services for a term of three years with the following:
- Iron Mountain, Inc.,
- Patterson Pope, Inc.,
- Distribution Technology dba Record Storage Systems, and
B. Authorize the City Manager to renew the contracts for up to two, one-year terms with possible price adjustments and to amend the contracts consistent with the purpose for which the contracts were approved.
Body
Staff Resource(s):
Cheryl Wright, Contracting and Procurement
Explanation
§ The city utilizes a network of trusted vendors to provide comprehensive scanning, storage, and shredding services, ensuring secure document digitization, efficient records management, and compliant disposal of sensitive materials. This approach enhances operational efficiency, improves information accessibility, and supports regulatory compliance.
§ On March 4, 2025, the city issued a Request for Proposals (RFP) on behalf of the City of Charlotte’s Cooperative Purchasing Alliance (CCPA) and participating public agencies; seven responses were received.
§ The companies selected best meet the city’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements.
§ CCPA contracts are designed to benefit all entities required to comply with state purchasing laws, including cities, counties, public and private schools, colleges and universities, non-profits, and governmental entities by leveraging aggregate purchasing volume to secure better pricing.
§ At renewal, potential price adjustments may be considered based on legitimate and justified increases in the cost of doing business. The ability to consider price adjustments also allows the city to accept decreases, if warranted.
§ Annual aggregate expenditures are estimated to be $1,200,000.
Charlotte Business INClusion
Cooperative purchasing contracts leverage contracts established by other governmental agencies and do not involve the city conducting a bidding process and are thus exempt from CBI Program goals. Subcontracting opportunities are typically not feasible under cooperative purchasing arrangements.
Fiscal Note
Funding: Various Departments Operating Budgets