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2021/03/03 Corodata Records Management, Inc. City of Menifee Offsite Records Storage Services Provider
1 Memo To: Sarah Manwaring, City Clerk From: Roxy Burns, Records Technician Margarita Cornejo, Financial Services Manager Cc: Maritsa Ramirez, Accounting Assistant Re: City of Menifee Offsite Records Storage Services Provider Summary Recommendation: Proceed with negotiating contract with Corodata Records Management, Inc. for City secured offsite records storage (and related services) following the procurement/solicitation process completed for price quotes to receive such services. This will require coordination/notification of intent to not renew contract with Docu-Trust. Based on the existing contract’s autorenewal clause the existing agreement is auto-renewed through February 2022. Cancellation/notification would be required sixty (60) days in advance, by 12/1/2021. Should the City prefer to terminate the agreement earlier, staff will need to contact Docu-Trust to determine any applicable penalties/fees. Project Background & Purpose Historically and since incorporation, the City of Menifee has needed and continues to need secure offsite document storage services. The purpose of this project was to: 1. Evaluate existing secure offsite document storage services use/need 2. Obtain pricing from alternative service providers of such service 3. Analyze/review price quotes received 4. Make a recommendation of service provider(s) for future City secured offsite document storage and related services needs. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 2 By undergoing a competitive procurement/solicitation of price quotes process, staff will be able to determine the most cost effective and efficient provider for such services. Evaluation of Existing Services (Docu-Trust): While the City Clerk’s office has been proactively working with departments in moving to digital/paperless document storage (with an ultimate goal of implementing Laserfiche), there is a current need, and staff foresees a continued need, albeit in reduced amounts, for offsite document storage. Since incorporation, the City has utilized Docu-Trust (located in San Bernardino) for offsite secure document storage services. A Storage and Service Agreement (Attachment 1) with Docu-Trust, effective 2/3/2009 was executed on 2/5/2009. The terms of the existing agreement with Docu-Trust indicate: “Unless sooner terminated as provided herein, the term of this agreement shall continue for 1 year and so long thereafter until the Authorized Representative gives Docu-Trust reasonable advanced written notice of a termination date (al least thirty days) and an address for delivery of the Stored Materials, the Agreement and all of its schedules, attachments and addenda will automatically renew for an addition successive term equal to the term of the agreement. CLIENT acknowledges that Docu-Trust must reserve space for storage of its deposits in its buildings. All fees associated with the cancelation of this agreement including storage must be paid in advance. Contracted sixty day notice of cancelation will begin with receipt of the payment in full.” Procurement/Solicitation Process for Request for Quotes: In early February, in coordination with the Finance Department, the City Clerk’s office requested prices quotes from services providers for the offsite document storage services. A total of three (3)responses were received including: Firm Name Quote/Proposal Received (Click to View) Corodata Records Management Inc. SEE ATTACHED Docu-Trust (current service provider) SEE ATTACHED Iron Mountain SEE ATTACHED DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 3 Analysis/Review of Price Quotes Received: Following receipt of the quotes from the three (3) companies listed above, staff has reviewed and discussed responses in conjunction with the Finance Department, including the following elements: - Pricing for Services - Location of Service Provider - Qualifications of the service provider In the review of the quotes, location and qualifications for all three (3) vendors are equal, as all have similar general locations (within Inland Empire). When it comes to pricing, Corodata’s pricing is consistently and overall less than the both Iron Mountain and Docu-Trust. Iron Mountain’s pricing schedule is significantly higher than the other two (2) providers, with pricing often nearly double the other two (2). The following table summarizes key pricing differences across the principal services requested. Service Description Summary Corodata Docu-Trust Iron- Mountain Storage Services Corodata is consistently and overall cheaper than DocuTrust and Iron Mountain Retrieval & Refiling Corodata is slightly cheaper approximately $.50 than DocuTrust. Iron Mountain significantly more than other two. Express Delivery Services Docu-Trust is cheaper by $30 compared to Corodata ($64) for same day delivery. Regular Delivery Services Corodata is cheaper ($16) than DocuTrust ($19.25). Iron Mountain is most expensive option. Destruction Services Corodata is cheaper by $1 than DocuTrust. Iron Mountain is most expensive option. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 4 Staff Peer Review: Staff Name Agree with Recommendation Disagree with Recommendation Rachel Kleinpeter, Office Specialist ☐☐ Valeria Mendoza, Administrative Assistant ☐☐ DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 X X ATTACHMENT 1DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Schedule A Records Management Rate Sheet STORAGE RATES CARTONS RATE / 30 DAYS Minimum Monthly Storage Charge Standard Record Storage Carton Plan Carton Transfercase (legal or letter) Climate Controlled Vault Storage (per box, up to 10x12x15) Corostuff Small Crate (crate rental included) Corostuff Med Crate (crate rental included) Corostuff Lrg Crate (crate rental included) SERVICES Retrieve / Refile Container (per container) Retrieve / Refile Filefolder (per filefolder) Search for File (per filefolder) Container Added Filefolder Added (charge when retrieving filefolder for first time) Permanent Removal (retrieval not included) Corostuff Crate restock/cleaning Copying (per page) Standard Carton Destruction (retrieval not included) Special Projects Labor (per hour) MATERIALS Standard Record Storage Carton (10x12x15) Plan Carton (8x8x42) Cor-O-Seals (20 per pack) TRANSPORTATION Record Storage Carton Non-Standard Carton (transfer, odd size cartons) Filefolders Trip Charge - Scheduled Trip Charge - Unscheduled Service Trip Charge - 4 Hour Rush Trip Charge - Emergency Service Rush Retrieval (per container or filefolder - added to rush trip charge) SCAN ON DEMAND Corovault™ Basic (single user license, includes 1 GB storage) Handling (per 50 pages) Imaging (per image) 1 Hour Rush Handling (per 50 pages) 1 Hour Rush Imaging (per image) RATE $50.00 $0.20 $0.35 $0.55 $1.75 $2.50 $3.25 $2.00 $2.25 $2.25 $1.10 $0.50 $3.95 $0.50 $4.25 $39.00 $2.50 $6.00 $19.99 $2.00 $2.50 $0.80 $16.00 $44.00 $64.00 $250.00 $3.75 $9.00 / MONTH $5.00 $0.12 $20.00 $0.24 gy $4.95 $5.00 Service Area Schedule ________________________________________________________________________________________ rev 5920B 020119 5920B Note: Additional services for which a specific rate is not listed will be offered at negotiated rate. Corodata reserves the right to apply an energy charge to each invoice. The above rates are valid for 90 days from date of the quote. Marshall Commons Account Executive Phone: (408) 428-1100 x1116 Mobile: (408) 230-8810 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee: Request for Price/Quotation (Informal Bid Request for Supplies, Equipment, Non-Professional Services between $5,000 - $50,000) City of Menifee – 29714 Haun Road, Menifee CA 92586 – Phone: (951) 672-6777 – www.cityofmenifee.us Project Name: City of Menifee Offsite Storage Goods/Service Requested (Short Description): Offsite storage for City of Menifee records not eligible for destruction. Requested By: Roxy Burns Department: City Clerk Date Requested: 1/7/2021 Response Deadline (Date & Time): January 19, 2021 at 3:00 p.m Clarification of specifications is to be directed to: Margarita Cornejo Accepted Response Methods: ☒ Email: rburns@cityofmenifee.us ☐ Mail: City of Menifee (Must be received by Response Deadline Indicated in Request) Attn: 29714 Haun Road Menifee, CA 92586 ☐ In- Person: City of Menifee (Must be received by Response Deadline Indicated in Request) Attn: 29714 Haun Road Menifee, CA 92586 Goods, Equipment, Services Requested Detail/Specifications: - Provide ongoing offsite storage for the City of Menifee’s records. - Provide pick-up services for the City’s files kept in offsite storage. - Provide delivery services on a weekly basis. - Provide destruction of records which meet retention The following table provides a summary of the services requested by vehicles: Insurance Requirements: (selected vendor/service provider to provide insurance certificates during Purchase Order/Contract process) ☒ General Liability* ☐ Automobile Insurance* ☒ Worker’s Compensation ☐ N/A * City of Menifee must be listed as additional insured Funding Source(s): ☒ Local funds: ☐ Other Funding: ☐ Federal: __________________________________ ☐ State: _____________________________ DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee: Request for Price/Quotation (Informal Bid Request for Supplies, Equipment, Non-Professional Services between $5,000 - $50,000) City of Menifee – 29714 Haun Road, Menifee CA 92586 – Phone: (951) 672-6777 – www.cityofmenifee.us (Specify) (Specify) Subject to Prevailing Wages Requirements: (Construction, alteration, demolition, installation, maintenance, or repair work) ☐ Yes ☒ No Attachments: ADDITIONAL TERMS & CONDITIONS FIRM QUOTATION: All quotations shall remain firm for at least ninety (90) days. TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically identified in the quotation it will be assumed that they are included in the total quoted. TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary permits and licenses, unless otherwise specified herein. SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing quality and style. Bidders are invited to quote their equals. Alternate offers are to be supported by literature, which fully describes items that you are bidding. No exceptions to or deviations from this specification will be considered unless each exception or deviation is specifically stated by the bidder, in the designated places. If no exceptions or deviations are shown, the bidder will be required to furnish items exactly as specified herein. The burden of proof of compliance with this specification is the responsibility of the bidder. Time of delivery is a part of the consideration and must be stated in definite terms and must be adhered to. F.O.B. Point shall be destination or freight charges must be stated. Each item shall be separately bid. Prices should be stated in units specified herein. All applicable charges must be quoted; charges on invoice not quoted herein will be disallowed. All bids must be dated and signed with the firm’s name and by an authorized officer or employee. Bids received after the closing date/time will NOT be considered. The City of Menifee reserves the right to reject any and all bids and to waive informalities or irregularities in bids. After award, all bids shall be open to public inspection. The City of Menifee assumes no responsibility for the confidentiality of information offered in a bid. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee: Request for Price/Quotation (Informal Bid Request for Supplies, Equipment, Non-Professional Services between $5,000 - $50,000) City of Menifee – 29714 Haun Road, Menifee CA 92586 – Phone: (951) 672-6777 – www.cityofmenifee.us Bidder Response Form Project Name: City of Menifee Offsite Storage Response Deadline: January 19, 2021 at 3:00 p.m Goods/Service Requested (Short Description): Offsite storage for City of Menifee records not eligible for destruction. Please note, response to this Request for Price/Quotation is not an offer, or a binding contract. A contract will be established only when the vendor or service provider accepts an offer from the City of Menifee. Once the City has selected a vendor or service provider , the selected entity MUST receive a Purchase Order (PO) from the City before the vendor/service provide can proceed with the request. Company Name: _________________________________________________________________________________________ Address: _________________________________________________________________________________________________ City: _____________________________________________ State: _________________ Zip Code:______________________ Email Address: __________________________________________________ Phone: _________________________________ Applicable License(s): ☐ N/A Description: ____________________________ License Number: _________________ DIR Registration Number* (#): __________________________ ☐ N/A * Required for projects which involve construction, alteration, demolition, installation, maintenance, or repair work that requires payment of prevailing wages AND are greater than $25,000 for new construction, alteration, installation, demolition or repair OR greater than $15,000 for maintenance work Price/Quote for Requested Goods/Services: Description Unit Type (Lump Sum or Each) Unit Quantity $ Amount Corodata Records Management, Inc. 2621 Research Drive Corona CA 92882 mcommons@corodata.com 951-817-6800 x1116 each $.201.2cu' box Plan Carton 8" x 8" x 42"each $.35 Transfercase Legal or Letter each $.55 Records Storage Carton Retrieve/refile container Any size each $2.00 Retrieve/refile file Any size each $2.25 Container added Any size each $1.10 Any size each $.50Filefolder added Carton Destruction 1.2cu' box each $4.25 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee: Request for Price/Quotation (Informal Bid Request for Supplies, Equipment, Non-Professional Services between $5,000 - $50,000) City of Menifee – 29714 Haun Road, Menifee CA 92586 – Phone: (951) 672-6777 – www.cityofmenifee.us Description Unit Type (Lump Sum or Each) Unit Quantity $ Amount TOTAL $ Additional Quote Details (inclusions/exclusion etc): Additional Attachments (Optional): Please briefly describe any attachments included with the response. Permanent Removal Any size container each $3.95 Special Project Labor Per Hour $39.00 Records Storage Carton 1.2cu' box each Plan Carton 8" x 8" x 42"each $2.50 + tax $6.00 + tax Transportation handling 1.2cu' box each $2.00 Transportation handling Non-standard box each $2.50 Transportation handling Filefolder each $.80 Trip Charge--scheduled Next day round-trip $16.00 Trip Charge--unscheduled $44.00 Trip Charge--same day 4 hour rush round-trip $64.00 Trip Charge--Emergency After hours $250.00 round-trip Rush retrieval All items each $3.75 Minimum charge for storage $50.00 (covers first 200 standard rs cartons)No Administration FeeNo Additional Service MinimumsNo Gas or Energy Surcharge First 3 months of pickups from City locations or current vendor--FREEFirst 12 months of storage--FREEFirst 25 new boxes--FREEBar codes--FREEUse of web-based Records Storage Portal--FREE Statement of Qualification: Overview of Corodata and service offerings Schedule A Rates: Full listing of all rates including those listed above California Towns, Cities & Counties partnered with Corodata: Including services provided Virtual Tour of our facility: https://youtu.be/2ZCxHHN2mNM DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee: Request for Price/Quotation (Informal Bid Request for Supplies, Equipment, Non-Professional Services between $5,000 - $50,000) City of Menifee – 29714 Haun Road, Menifee CA 92586 – Phone: (951) 672-6777 – www.cityofmenifee.us Contact Person: __________________________________________________________________________________________ Title: _____________________________________________________________________________________________________ Undersigned agrees to furnish the commodity or services stipulated above, any addendum(s) issued, and any applicable attachments at the price and terms stated within the request. In addition undersigned agrees to provide any applicable insurance requirements as identified with this request. Authorized Signature: ________________________________________________________ Date: _________________ Please Return Response to: mcornejo@cityofmenifee.us Marshall Commons, IGP, INFO Senior Account Executive with Corodata since 1998 1/7/2021 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Corodata’s Statement of Qualification One Company for All Things Data Related prepared for DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 1 CONTENT Introduction 2 Key Achievements 3 About Corodata 4 Executive Summary 6 Facility Description 7 Industry Certifications 8 Contingency Plan 9 Destruction Process 11 Cost Comparison 12 Client Portal 13 NAID Certificate DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 1Introduction INTRODUCTION Corodata is the largest privately owned records management company in California, servicing over 10,000 clients throughout the state and nation through our affiliated networks. We have been in business for over 70 years, with many of our employees and clients celebrating 10, 20, and 30 year anniversaries with us. We have five locations throughout the state servicing the Silicon Valley, San Francisco, San Diego,Inland Empire, and Los Angeles areas. We satisfy our client’s information management goals by providing the following services: records storage, document destruction, imaging, data protection, and cloud services. We have established ourselves as a leading information governance company in industries such as legal, healthcare, financial, as well as within our state government agencies. We are NAID and HIPAA certified. In addition to servicing companies within California, Corodata has an established relationship with the local cities, towns, counties, and financial institutions within the state. Corodata regularly saves organizations time, space, and most importantly money when they begin to work with us through our commitment of personable service coupled with clients’ individual needs. We routinely save clients’ working with our competitors at least 40% on their monthly bill by switching to Corodata. Many clients benefit from our month to month agreements while we continue to earn their business each month through our service and expertise. Our relationship with our clients is a top priority for us at Corodata. All employees receive regular training and refresher courses designed to keep us informed and on top of regulatory guidelines on information governance. Corodata partnered with industry experts to provide yearly training on HIPAA guidelines and best practices for handling client files with the highest level of security. Our dedication to our employee training and coaching allows clients to feel confident their information is protected. We believe any independent analysis will find that no competitor can match Corodata’s level of excellence across a wide variety of criteria: Accountability Corodata self-performs all work. Account executives are the primary points of contact between the clients and Corodata, ultimately responsible for client satisfaction. Our “flat” organizational structure enables clients and employees to easily communicate at any level, from driver to ownership. Customer Satisfaction Because this is our most important goal, we consistently survey our customers for performance feedback and seek continuous improvement. Over the past three years, we have scored between 9.2 and 9.7 on a scale of 10 in customer satisfaction surveys DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 2Key Achievements KEY ACHIEVEMENTS Staying true to our local roots, Corodata is committed to helping our clients keep our state green for generations to come. In August of 2015, we had the pleasure of having our Escondido facility certified by the U.S Green Building Council as a Leader in Energy and Environmental Design (LEED). This honor is an example of our dedication to the environment and ensuring our business does not harm our home. Corodata is a certified Bay Area Green Business because of our constant efforts to reduce our environmental footprint. Through the use of our energy efficient trucks which provide a 58% reduction in carbon monoxide, destroyed materials recycled to the extent markets will allow, and providing clients with our own file boxes made from recycled material, Corodata continues to strive to reduce our impact on the environment. Corodata was one of the first information management companies to be certified Privacy+ by the Professional Records & Information Services Management (PRISM) association. We voluntarily participate in this program to publicly show our commitment to information management for our clients. Corodata’s document destruction service is NAID AAA certified through the National Association for Information Destruction association. All locations must pass regular audits to be compliant with certification guidelines such as location security, chain of custody, and disposal of destroyed materials. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 3About Corodata ABOUT CORODATA Corodata has been in business for over 70 years with roots based in Coronado Island as a moving and storage company. As information technology and specialized equipment erupted onto the scene in California, we stood head and shoulders above the ordinary movers with our know-how and ingenuity. In the 1980s, we noticed our clients had needs beyond standard warehousing and needed off site, organized, inventoried, and ultra- secure storage information governance. With this in mind, Corovan Records Management was created, the focus being shifted to records storage. We continued to grow and improve; matching our client’s evolving needs. Corovan Records added shredding, climate control rooms, and service professionals. Through our introduction into the records and moving industry and our continuous dedication to keeping up with industry and client needs, Corodata can take care of virtually any storage or service need. Since branching beyond Coronado Island, Corodata has taken home in the centers of California’s business areas: Silicon Valley, San Francisco Bay Area, San Diego, and Orange County. Corodata's Orange County Facility Corodata’s Corona campus services the Los Angeles, Orange County, and Riverside business communities on a daily basis. Notable in Corona, are the 15+ digital camera feeds which are recorded and archived, the code-compliant fire suppression system, staffed front entrance, secure access rooms and the various security restrictions and protocols. Our Corona facility is staffed with Corodata employees who know our clients by name, the routes to their businesses, and each client’s individual needs. You will know the people that service your account, and we will know your needs. With service members working well into their second decade with Corodata all the way up to the newest employees, Corodata’s team has been hand- selected for their commitment to service excellence, and thoroughly screened to handle your confidential information. Just like Corodata’s other locations, the Corona office passes all monthly audits with flying colors and hosts various prospect tours, showing our dedication to the highest level of security. The Corona warehouse is 183,000 square feet. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 4Executive Summary EXECUTIVE SUMMARY This response to the Client’s Request for Proposal articulates reasons why Corodata is uniquely qualified to provide off-site data storage services. However, the single most compelling benefit we offer cannot be quantified or documented. It is the peace of mind that comes from knowing that the Client’s data is safe and secure; compliant with relevant legal requirements and industry standards for the secure handling of the data; in the custody of a company that is flexible and easy to work with; and ready to deliver the data immediately when wanted or needed. Safe, Secure, and Compliant Corodata’s state-of-the-art vaults guarantee that data is safe from the many risks to data, such as natural disasters, employee error or dishonesty, internal systems failure, and external threats such as power outages, viruses, and hacking. Our Chain of Custody process is best-in-class for the industry, ensuring that data is safe and accurately inventoried whether in the vault or in transit. Our vehicles are equipped with GPS and automatic door locking. Our records centers include 24/7 surveillance, alarm systems, and strict access permissions in order to ensure security. Corodata’s certifications and third-party audits demonstrate that we are compliant with relevant legal requirements and industry standards for the secure handling of the data. Easy to Work With Corodata’s team — which undergoes a comprehensive back ground check and training program is experienced, friendly , and easy to work with. We personally help our clients manage data or select a fully automated approach. We provide a variety of custom reports and inventories that will meet any requirement of our clients to provide documentation. Available Our web-based management software, TapeTrack, enables 24/7/365 access to the client’s data. Also, we believe no competitor can match Corodata’s level of excellence across a wide variety of criteria. In fact, we can state categorically that our processes, vaults,, and records centers meet or exceed the rating of those of Iron Mountain, our primary competitor. Customer Satisfaction Because this is our most important goal, we consistently survey our customers for performance feedback and seek continuous improvement. Over the past three years, we have ranged between 9.2 and 9.5 on a scale of 10 in customer satisfaction. Quality of Employees Corodata has invested heavily in recruiting and hiring processes, compensation programs, and career advancement opportunities to build a company committed to having the best labor force and the highest retention/lowest turnover rate in the industry. Corodata has made a significant commitment to ensure our customers are served by the best trained, most skilled information management team available. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Employees participate in mandatory weekly classes, on-the-job training, and evaluation on an on-going basis. Management Corodata owners and managers are directly involved in the day-to-day operations of the company. Our management team has more than 200 years of combined experience across every service line –– offering the deepest expertise in the industry. Accountability Corodata self-performs all work. Our account managers are the primary points of contact between the client and Corodata, ultimately responsible for client satisfaction. Our “flat” organizational structure enables clients and employees to easily communicate with ownership. Six Sigma Corodata's commitment to eliminating mistakes, continuous improvement , and total customer satisfaction is reflected in our investment in Six Sigma, the client-focused, scientific, data driven system of management adopted by many Fortune 100 companies as they strive for perfection. Corodata has completed more 25 projects in areas such as on-time performance, safety, security, and efficiency. Green Initiatives Corodata is dedicated to being an industry leader in a Green environment and a business partner for organizations concerned with sustainability. Our methods, procedures, and equipment save energy, lower costs, and minimize our impact on the environment; they help our clients achieve their sustainability goals. Financial Stability We have one of the strongest financial positions in the industry, ensuring competitive rates, service stability, and the ability to “ramp up” for peak periods, while still reinvesting in technology, training, and infrastructure. Industry Leadership We are active members of numerous organizations dedicated to the continuous growth and improvement in the industry. They include: · Professional Records & Information Services Management (PRISM) · American Records Management Association (ARMA) · National Association for Information Destruction (NAID) · National Records Centers (NRC) · International Facility Management Association (IFMA) · American Society for Industrial Security (ASIS) We are excited about the opportunity to provide services that will exceed the Client’s expectations. We know that by selecting Corodata, The Client will have peace of mind knowing that its records are safe and secure, and at its fingertips. We truly desire and respectfully ask for your business! 5Executive Summary DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 6Facility Description POLICY & PROCEDURES All services for the Client will be delivered from our Corona, Firelock Vault equipped, facility located at 2621 Research Drive, Corona, California. Total floor space is 164,000 square feet, served by 25 employees. The following are the specifics of both the records center and the vault. Specifics of the Records Centers Facility Security Systems Corodata employs a third party provider for 24/7 fire and burglar alarm monitoring. Our doors are wired with touch plate sensors and timers that limit the time doors can remain open. Access control systems requiring two credentials (card and code) are used extensively throughout the facility. Windows are wired for sound and motion detection. Closed circuit video cameras provide surveillance that is recorded on DVRs and can be viewed by managers either on-site at the records center or remotely via the internet. Access Security Only authorized Corodata employees with badges are allowed in the storage facilities unescorted. Visitors are required to sign in, agree to a Non-Disclosure policy, receive a badge and be escorted by a Corodata employee. The names of authorized personnel must be on a signature card signed by the client. We never open any closed media box without the client’s permission. No client material may leave the facility without the signature of an authorized client representative. Staffing Corodata does not utilize sub-contractors. Instead, Corodata records center staff. Corodata records center staff must undergo an extensive recruiting, hiring and training process. It consists of multiple interviews, starting with our Hiring Manager, and a screening process of background checks, reference checks, social security verification, driving records, and education verification. We also require a physical and drug testing. We determine a candidate’ s eligibility to work in the United States by participation in Homeland Security ’ s E-Verify program. Physical Protection Corodata ’ s facilities are state-of-the art, designed for maximum safety of our employees and visitors, our clients ’ business continuity, and the protection of client assets in the event of fire, earthquake or other disaster to ensure. Our buildings are made of concrete tilt-up construction. We use seismically engineered racking (shelving) and fire control systems that meet or exceed all mandated safety codes and industry standards for these systems. Availability of Data Our records centers are opened from 8 a.m. to 5 p.m. Monday through Friday. Clients may request their media on a 24/7/365 basis by phone, fax, email, web portal, and our after-hours hotline. Clients can also link their tape backup tracking software to Corodata’s, enabling access and retrieval through an on-line interface between systems. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 7Industry Certifications INDUSTRY CERTIFICATIONS Type II SSAE 18 This certification, given by third party auditors, ensures clients that Corodata has the processes and controls to help clients comply with federal regula- tions for handling and safeguarding confidential customer and employee information. The Audit of Certification was performed by Kirkpatrick Ross. Health Insurance Portability and Accountability Act (HIPAA) Compliant Corodata processes for safe handling, storing, and destruction of private health information meet the requirements set by HIPAA. We help our health care clients comply with HIPAA’s requirement that they take reasonable and appropriate administrative, technical, and physical safeguards to assure the confidentiality, integrity, and availability of electronic protected health infor- mation. National Association for Information Destruction (NAID) Certification The NAID Certification Program establishes standards for a secure destruc- tion process including operational security, employee hiring and screening, the destruction process, responsible disposal, and insurance. Payment Card Industry Data Security Standard (PCI) Compliant Corodata complies with the technical and operational requirements of the PCI to protect the data of our clients who pay by credit card. Professional Records and Information Services Management (PRISM) Certification Corodata has met the standards for certification for commitment to protect- ing the privacy of information entrusted to them by their clients. The certifi- cation is awarded by the PRISM Privacy+ Program. PRISM is an international trade organization. California Green Business Certified Corodata is certified as a result of our commitment to industry leadership to- wards a Green environment. Our methods, procedures and equipment make us a unique business partner for clients whose goals include sustainability and preserving the environment. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 8Contingency Plan CONTINGENCY PLAN Under normal day-to-day circumstances, our clients know that Records Centers built specifically for records storage ensures the safety and security of their records. However, not every day is normal. Corodata has made significant efforts to give our clients peace of mind that their records will be safe and secure in any disaster (flood, major fire, earthquake) or emergency (power outage, small fire, disruption in communications). We have Disaster and Emergency Recovery plans customized for each of our business offices and Records Centers to be prepared to respond effectively. Additionally, in the event of a disaster, this plan will help us meet the obligation we have to our clients and the affected communities. It is customized to reflect the unique features of each office and Records Center, based on a core approach to leadership, training, business continuation, and Records Center design and construction. Our full plan runs 70 pages. For your convenience, we provide this summary of the plan’s contents. Leadership In 1994, Corodata initiated a formal safety program under the leadership of a full-time Safety Director. One aspect of the Director’s responsibilities is conducting regularly scheduled disaster drills at every Corodata business office and Records Center. An Emergency Response Team of as many as a dozen key leaders (based on the facility) is assigned specific areas of responsibility, such as attending to injuries, property damage and disruption, hazardous conditions, internal and external communications, and accessing resources. Training Every employee participates in disaster and emergency preparedness. Employees of each business office and Records Center participate in disaster and emergency drills on a regularly scheduled basis, so they are prepared to take actions necessary to address the situation. Business Continuation After the safety of people and records, the most important goal of our plan is to prevent disruption to our clients’ businesses. Our plan incorporates the leveraging of our facilities for the benefit of the location of a disaster or emergency. For example, if the Pt. Richmond facility is incapacitated for a period, the San Jose records center would be employed. Employees of nearby offices would be called upon to help if needed. Records Center Design and Construction The Records Centers are designed for the maximum safety of our employees in their daily tasks and both employees and our clients’ records. Our buildings are made of concrete tilt- up construction. We use seismically engineered racking (shelving) and fire control systems that meet or exceed all mandated safety codes and industry standards for these systems. We regularly consult with an independent consultant to advise us on the latest and best fire prevention strategies. This plan is tested yearly. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 9Destruction Process DESTRUCTION PROCESS Ensure that your records are properly destroyed by using Corodata's renowned destruction services. Clients assign retention dates to their records in our records centers. The client has the ability to run a report at any time to see what boxes are ready for review for potential destruction. The client would then determine if it wishes to continue to store the records or to purge their records,(to order their destruction via shredding). Corodata has built in an extra level of pre-destruction authorization from the client to ensure that the correct records are destroyed . Corodata’s process includes two ( 2 ) client verifications, four ( 4 ) outbound barcode scans, and four ( 4 ) internal verifications. 01. Corodata prepares a Document Destruction Authorization Form (internally, the “pre-work order”) listing the barcodes of the records to be destroyed. The form is sent to the client and must be returned to Corodata with the signatures of two representatives authorized by the client to order files and boxes to be destroyed. 02. Upon receipt of the signed pre-work order , a standard work order is created and presented to the Records Center Manager for approval. 03. The boxes are then removed from the shelves and placed in a staging area, where the boxes barcodes are scanned (“audited”) and compared with the work order for accuracy. 04 The contents of the boxes are then dumped into our secure 64-gallon bins. The bins are wheeled into a secured area where the material is shred to National Association for Information Destruction (NAID) standards. The shredded materials are combined and baled with other shredded materials, and then 100% recycled. 05. The shredded materials are then fully recycled. 06. At the end of the process, Corodata will issue a Certificate of Destruction. The certificate is available to the client 24 hours after the destruction is complete via the Portal. A certificate will also be sent the client with the monthly invoice. Corodata utilizes NAID industry standard destruction equipment and processes for our shredded material at all times . For plant-shred materials, we currently use an Alleghany 100 HP (Model 30-500C) with 5/8” blades. For mobile shredding, materials are shred by ShredFast Pierce and Tear using 5/8” blades . DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 10Destruction Process Flow DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 12Client Portal CLIENT PORTAL O’Neil Software’s RSWeb.NET offers a password- protected, web-based portal for clients to access its inventory database 24/7/365 for real-time information on every aspect of its account. Clients can: Perform queries based on the information fields, edit the information in the fields, add new records into inventory, and save their own inventory lists. Have total control over services, including work order requests (pickup, delivery, imaging, storage, shredding etc.), ordering materials and supplies, and managing the life-cycle of records. Create comprehensive, customizable reports based on any combination of data in the fields. Examples include Key Performance Indicators (KPIs) inventory management, document destruction, retention scheduling, invoicing such as up-to-date environmental impact reports (Green Metrics), printable certificates of destruction, and online bill presentation and payment. Corodata offers unlimited training and support at no charge, totally at the client’s convenience. The client may choose to have Corodata come to its office, to visit our Records Center, or participate remotely in a “GoTo” Meeting. As long as our partnership lasts, training and support is always available. Regardless of how the client utilizes their options, a Customer Service Representative dedicated to the client’s account will be happy to provide assistance. Corodata has the necessary capacity to be flexible in the face of changing client needs. The portal is available to all clients at no charge. Customer Service Each facility has multiple, local dedicated customer service staff for that region. Ruth Hadden would be your main point of contact helping you with any day to day needs. Contact Corodata with the confidence that any service request will be completed within 24 to 48 hours. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Dedicated Account Executive DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Alameda County Housing Authority All services Alameda County IT Department Data Protection Albany P.D.Shredding Alhambra Shredding American Canyon Records Storage Atherton Shredding Avalon Shredding Azusa Data Protection Baldwin Park Records Storage Buena Park Scanning Calabasas Records Storage Calistoga Shredding Capitola Shredding Carlsbad All Services Carlsbad P.D.Records Storage & Shredding Carson (In contract phase)Records Storage Chino Shredding Claremont Records Storage & Shredding Clayton Shredding Clayton P.D.Shredding Colma Records Storage & Shredding Colton Shredding Concord All services Contra Costa County Health Services Data Protection Coronado Shredding Coronado P.D.Shredding Corte Madera P.D.Shredding Cypress Data Protection Del Mar All Services Desert Hot Springs Records Storage Dixon Records Storage & Shredding Dublin Shredding East Palo Alto Shredding El Cerrito Shredding El Cerrito P.D.Shredding Encinitas Records Storage Escondido Shredding Foster City All services Galt Records Storage Half Moon Bay Records Storage Hawthorne Records Storage Hayward Shredding & Data Protection Hercules All services Huntington Beach Shredding Huntington Beach P.D.Shredding Imperial Beach Records Storage & Data Protection La Habra Shredding DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 La Mesa Records Storage La Mesa P.D.Records Storage La Mirada Shredding Lake Elsinore Records Storage Larkspur Shredding Livermore (in contract phase)Records Storage Los Altos Shredding Los Altos Hills Shredding Los Gatos All services Los Gatos P.D.Records Storage & Shredding Manhattan Beach Records Storage Manteca Records Storage & Scanning Marin County Health & Human Services Records Storage Marin County HR Department Records Storage Martinez Records Storage Martinez P.D.Shredding Milpitas Records Storage Mission Viejo Shredding Montclair Records Storage & Shredding Monte Sereno Shredding Monte Sereno P.D.Shredding Monterey County Housing Authority Records Storage Moreno Valley Records Storage Mountain View Shredding Murrieta Records Storage Napa Records Storage & Shredding Napa P.D.Records Storage & Shredding Newark Shredding Newport Beach Records Storage Newport Beach P.D.Data Protection Norwalk Records Storage Oakland All Services Oakland P.D.Records Storage Oakland Housing Authority All services Pacifica Records Storage Palm Springs Records Storage Palomar Community College District Records Storage Piedmont Records Storage Pittsburg Data Protection Poway All Services Rancho Cucamonga Data Protection Redwood City Shredding Richmond All services Richmond P.D.Shredding Rio Vista Records Storage San Bernadino Data Protection San Diego Construction Mgmt & Field Services Division Records Storage DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 San Diego County Records Storage San Diego County Regional Airport Authority Records Storage & Data Protection San Diego Police Records Storage San Dimas Records Storage & Shredding San Francisco County Housing Authority Shredding San Leandro Shredding San Marino Shredding San Mateo Records Storage San Mateo County All services San Mateo County Community College District Shredding San Mateo County Sheriff Records Storage San Pablo Shredding San Rafael P.D.Records Storage San Ramon Records Storage & Shredding Santa Clara Records Storage Santa Cruz County Superior Courts Records Storage Santa Cruz P.D.Shredding Santa Rosa Records Storage & Scanning Santee Records Storage & Shredding Saratoga Records Storage & Shredding Seal Beach Records Storage Seaside Records Storage Seaside P. D.Records Storage Solana Beach Records Storage South Pasadena Records Storage & Shredding South San Francisco Records Storage & Shredding Sunnyvale Shredding Temple City Shredding Tustin Shredding Twin Cities P.D. (Corte Madera)Shredding Union City P.D.Records Storage Vallejo Sanitation & Flood Control District Data Protection Walnut Records Storage Walnut Creek Records Storage Whittier Shredding Woodside Records Storage & Scanning Yorba Linda Records Storage & Data Protection DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 City of Menifee March 3, 2021 Dear Margarita Cornejo, Great news - Your proposal for Iron Mountain services is ready! Thank you for your interest in our Storage A la carte solution, Please let me know if you have any questions. Thank you very much, Ryan Mease IRON MOUNTAIN Email: ryan.mease@ironmountain.com Phone: (610) 495-3554 www.IronMountain.com PRESERVE AND PROTECT WHAT MATTERS Managing your records manually is time consuming, takes up valuable space and makes it difficult to stay compliant with regulations. Most importantly, it puts your business and your customer’s information at risk. What if you could securely store your documents at a local facility, have access to a support team 24/7 and have the ability to customize your program for current and future needs? WHY STORE RECORDS OFFSITE? Repurpose real estate and leverage the space to run your business Manage information growth and scale on-demand Protect your businesses and your customers’ information from disaster WITH IRON MOUNTAIN® RECORDS STORAGE SERVICES, YOU'LL HAVE A LOCAL AND CONVENIENT SOLUTION FOR OFFSITE DOCUMENT STORAGE AND RETRIEVAL THAT WILL HELP YOU EFFECTIVELY STORE, MANAGE, SAFEGUARD AND RETRIEVE YOUR VITAL BUSINESS RECORDS. YOU'LL ENSURE THAT YOU KEEP WHAT YOU NEED, AND CAN GAIN ACCESS TO IT WHEN AND HOW YOU NEED TO. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 WHY IRON MOUNTAIN FOR OVER 60 YEARS, MORE THAN 156,000 BUSINESSES HAVE TRUSTED IRON MOUNTAIN TO SAFEGUARD THEIR INFORMATION AND FREE UP THEIR OFFICE OR SELF-STORAGE SPACE. HERE’S WHY. CONVENIENT RECORDS STORAGE. Securely store your records and business items locally. No more hassles with packing and hauling boxes to a storage unit or trying to find a box in a packed basement. OFFSITE DOESN’T MEAN OFFLINE. Iron Mountain Connect™ is a secure online hub that helps you manage your program. Use this tool to find the records you need fast with our innovative search technology. Use Iron Mountain ConnectTM to place an order to retrieve records; request a records pickup and order supplies. RIGHT SIZE YOUR SERVICE. Whether you’re looking to store just a few boxes or an entire warehouse of records, there is an affordable package that can fit your business and grow alongside it. WHAT’S INCLUDED CONVENIENT ONLINE INVOICING AND PAYMENT With Iron Mountain’s easy to use online invoicing and payment service, you can easily manage your account at the click of a button. HOW IT WORKS An Iron Mountain Specialist will reach out to you in order to set up your BillTrust account. Invoicing and payment for your account will be conducted through BillTrust.com, a secure, online invoice hub. Auto pay will be set up in Bill trust, using a credit card or Electronic Funds Transfer (EFT). You can log in to manage your invoices 24/7. An email notification will be sent when a new invoice is posted to your account and all payments are processed online.* *Customers can request that a paper invoice be mailed in addition to their electronic invoices. RECORDS MANAGEMENT: HOW IT WORKS DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 ironmountain.com | 1 (800) 899 4766 (IRON) Page 6 Iron Mountain RFID-Ready Boxes New in 2015, our most popular storage boxes* will come RFID-ready so you can have an easier path to Inventory Governance at no additional charge. RFID-ready boxes come with a pre-applied label containing an activated RFID chip that is pre-associated to the barcode, creating the industry’s first and only RFID-ready box. They also come with a “buddy label” that you can easily peel and affix to your personal inventory sheet before sending offsite. You’ll automatically be set up for your immediate or future inventory auditing needs,** with the latest asset tracking technology built into the box, eliminating the need to apply the labels yourself. Using RFID technology, you’ll receive faster location services with no line of sight required. With an RFID reader, you can also leverage our open source label to find your box quickly whether it be at your location or in transit with a third party. For legacy records, you still have the choice of conducting audits via physical scan, or we can do an RFID label application project for your existing inventory. RFID labels are also sold separately for non-RFID-ready box types. *Our most popular box types are 1.2 cf and 2.4 cf in the US and 1.2 in Canada. **Additional charges apply for auditing requests. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 IM-5000 rev. 02/12/2018 © 2018 Iron Mountain Incorporated Page 1 of 4 C USTOMER A GREEMENT IRON MOUNTAIN INFORMATION MANAGEMENT, LLC Address of Iron Mountain Branch/District Office: FOR IRON MOUNTAIN PURPOSES ONLY Account Number: NAICS Code: Branch/District Cost Ctr. No.: Contract Effective Date: dl.da3/3/2021n.2 CUSTOMER: City of Menifee BILLING ADDRESS (If Different): Street Address: 29714 Haun Road Street or Box No.: dl.ccstreet2.2 City: Menifee State: CA Zip + 4: 92586 City: dl.ccity2.2 State: dlst2.2 Zip + 4: dl.czip2.2 Primary Contact and Title: Margarita Cornejo Financial Services Manager Billing Contact: dl.billingcontact.2 Telephone: 9517233716 E-mail: mcornejo@cityofmenifee.us Fax: Telephone: dl.bcphone.2 E-mail: dl.bcemail.2 Fax: dl.bcfax.2 Iron Mountain Information Management, LLC (“Iron Mountain” or “IM”) will perform the services described on schedules annexed to this Agreement, either physically or by reference (each a “Schedule”), and Customer will pay IM for such services according to the rates and provisions in the Schedules. All services will be provided subject to this Agreement, which consists of this page, the Basic Terms and Conditions, the Sch edules and the Glossary of terms that can be found at http://cic.ironmountain.com. VALUE OF DEPOSITS. Customer declares, for the purposes of this Agreement, that (a) with respect to hard-copy (paper) records, other materials, microfilm and microfiche stored pursuant to this Agreement, the value of such stored items is $1.00 per carton, li near foot of open- shelf files, container or other storage unit, and (b) with respect to round reel tape, audio tape, video tape, film, data tape, cartridges or cassettes or other non-paper media stored pursuant to this Agreement, the value of such stored items is equal to the cost of replacing the physical media. Customer acknowledges that it has declined to declare an excess valuation, for which an excess valuation fee would have been charged. LIMITATION OF LIABILITY. IM’s liability, if any, for loss or destruction of, or damage to, materials stored with IM (“Deposi ts”) is limited to the value of each Deposit as described above, or as otherwise set forth herein. IM’s maximum liability with respect to services not related to storage is the amount paid by Customer for a discrete project or, if the loss is related to service of an ongoing and continu ing nature, 6 months of fees paid by Customer for such service. Other limitations on IM’s and/or Customer’s liability are set forth on the following pages. CUSTOMER: City of Menifee I RON M OUNTAIN Individual Signing: [print name] dl.fullname.2 Individual Signing: [print name] dl.fullname.3 Signature: dl.signhere.2 Signature: dl.signhere.3 Title: dl.title.2 Title: dl.title.3 Signing Date: dl.datesign.2 Signing Date: dl.datesign.3 In order to keep Customer apprised of IM’s service offerings, new regulations that may be of interest to customers and similar information, IM will add Customer’s representative to its informational mailing list, if an email address is provided above, to receive newsletters and communications through email or postal delivery. Customer may elect to unsubscribe any time after receiving the first newsletter or communication. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 IM-5000 rev. 02/12/2018 © 2018 Iron Mountain Incorporated Page 2 of 4 BASIC TERMS AND CONDITIONS The following terms and conditions shall apply to this Agreement. 1. Term. The term of this Agreement shall commence on the date of Customer’s signature or, if later, the Effective Date set forth on the first page of this Agreement. The initial term of this Agreement shall continue for one (1) year after commencement. Upon expiration of the initial term, the term will continue with automatic renewals for additional one (1) year terms, unless written notice of non -renewal is delivered by either party to the other not less than thirty (30) days prior to the expiration date. In the event that IM continues to hold Deposits after the expiration or termination of this Agreement, the terms of this Agreement shall continue to apply until all Deposits have been removed from IM’s facility, except that IM may adjust rates upon thirty (30) days’ written notice. 2. Charges. Rates and charges shall be as specified in the Pricing Schedule (Schedule A) and/or other Schedules. Rates and charges for storage and services shall remain fixed for the first 1 year of this Agreement, and may thereafter be changed at any time by IM upon thirty (30) days’ written notice. Transportation surcharges apply and change monthly without notice in accordance with IM’s fuel surcharge policy, which may be found at http://www.ironmountain.com/support/how-it-works/resources/transportation/fuel-surcharge/us-fuel-surcharge. 3. Customer Instructions. Customer warrants that it is the owner or legal custodian of the Deposits and has full authority to store and direct their disposition in accordance with this Agreement. IM will perform services pursuant to the direction of Customer’s agent(s) identified pursuant to IM’s standards. Authority granted to any persons on standard authorization forms shall constitute Customer’s representation that the identified persons have full authority to order any service, including disposal or removal of Deposits. Such orders may be given in person, by telephone or in writing (fax, email or hard-copy). Customer releases IM from all liability related to the destruction of materials pursuant to Customer’s authorization. 4. Operational Procedures. Customer shall comply with IM’s reasonable operational requirements, as modified from time to time, regarding cartons, carton integrity, delivery/pickup/account closing volumes, preparation for pickup, security, secure shredding protocols, access and similar matters. Extraordinary volume requests (defined as 125% of the average volume over the immediately preceding three month period) may involve additional costs, such as overtime, which Customer will pay at IM’s overtime rates, provided Customer consents to such costs in advance. 5. Force Majeure. Neither party shall be liable for delay or inability to perform caused by acts of God, governmental actions, labor unrest, acts of terrorism, riots, unusual traffic delays or other causes beyond its reasonable control. 6. Governmental Orders. IM is authorized to comply with any subpoena or similar order related to the Deposits, at Customer’s expense, provided that IM notifies Customer promptly upon receipt thereof, unless such notice is prohibited by law. IM will cooperate with Customer’s efforts to quash or limit any subpoena, at Customer’s expense. 7. Confidentiality. "Confidential Information" means any information concerning or relating to the property, business and affairs of the party disclosing such information that is furnished to the receiving party, and regarding this Agreement, its Schedules and IM’s processes and procedures; except for information that was previously known to the receiving party free of any obligation to keep it confidential, is subsequently made public by the disclosing party or is disclosed by a third party having a legal right to make such disclosure. Confidential Information shall be used only in the manner contemplated by this Agreement and shall not be intentionally disclosed to third parties without the disclosing party’s written consent, except as authorized in Section 6. IM shall not obtain any rights of any sort in or to the Confidential Information of Customer contained in Deposits. IM shall implement and maintain reasonable safeguards designed to protect Customer’s Confidential Information. 8. Limitation of Liability. a. Liability for Loss or Damage to Deposits. IM shall not be liable for any loss or destruction of, or damage to, Deposits, including costs resulting from a loss of a Deposit constituting a breach of data security or confidentiality, unless such loss or damage resulted from IM’s negligence. If liable, the amount of IM’s liability is limited as provided on the first page hereof. Deposits are not insured by IM against loss or damage, however caused. Customer may insure Deposits through third-party insurers for any amount. Customer shall cause its insurers of Deposits to waive any right of subrogation against IM. If Deposits are placed in the custody of a third- party carrier for transportation, the carrier shall be solely responsible for any loss or destruction of, or damage to, such Deposits while in the custody of the carrier. b. Liability for Non-Storage Services. With respect to services not related to the storage of Deposits, IM shall not be liable for any loss or default, including direct damages resulting from a breach of data security or confidentiality, unless such loss or default is due to the negligence of IM. IM shall not be liable for the loss of contents of shredding bins unless and until the contents are in the custody and control of IM and only to the extent caused by IM’s negligence. If liable under this subsection (b), the amount of IM’s liability is limited as provided on the first page hereof. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 IM-5000 rev. 02/12/2018 © 2018 Iron Mountain Incorporated Page 3 of 4 c. No Consequential Damages. In no event shall either party be liable for any consequential, incidental, special or punitive damages, or for loss of profits or loss of data, regardless of whether an action is brought in tort, contract or under any other theory. 9. ITAR/EAR Compliance. Customer represents that the Deposits stored by Iron Mountain pursuant to this Agreement do not contain technical information regarding defense articles or defense services within the meaning of the International Traffic in Arms Regulations (22 CFR 120) or technical data within the meaning of the Export Administration Regulations (15 CFR 730 -774) (cumulatively, “controlled information”), and acknowledges that Iron Mountain will not handle such materials under its plan for compliance with export controls. Notwithstanding, if Customer notifies Iron Mountain that any of its Deposits contain controlled information, Iron Mountain will apply its Plan for compliance with export controls, and Customer acknowledges that special storage and service rates may apply. 10. Non-Custodial Status. Unless IM shall have explicitly agreed in writing, IM’s performance of services shall not cause IM to be deemed a “custodian” of records or “designee” of Customer under state or federal law with respect to such records. 11. Notice of Claims. Claims by Customer must be presented in writing within a reasonable time, in no event longer than ninety (90) days after delivery or return of the Deposits to Customer , or ninety (90) days after Customer is notified of loss, damage or destruction to part or all of the Deposits. 12. Notice of Loss. When Deposits have been lost, damaged or destroyed, IM shall, upon confirmation of the event, report the matter in writing to Customer. 13. Payment Terms. Payment terms are net, thirty (30) days. Customer shall be liable for late charges totaling half a percent (0.5%) per month of the outstanding balance. At any time during the term of this Agreement, IM may require Customer to enroll in electronic payment (including auto-pay) at no additional charge to Customer if: (i) Customer fails to pay its charges pursuant to the payment terms herein; or (ii) Customer’s annual ac count charges meet IM’s requirement for electronic payment. Prior to delivery of Deposits upon expiration, termination, or substantial withdrawal, IM may require full payment in advance. 14. Customer Default. If Customer fails to pay IM’s charges (other than disputed charges) sixty (60) days after the date of an invoice, IM may suspend service. If Customer fails to pay IM’s charges (other than disputed charges) for three (3) months or longer, IM may securely destroy Deposits, provided IM shall have provided ninety (90) days’ written notice to Customer and Customer shall pay IM’s standard price for such destruction. A final notice will be sent to Customer ten (10) days prior to secure destruction of the Deposits. IM shall have other rights and remedies as may be provided by law. In the event IM takes any actions pursuant to this Section 14, it shall have no liability to Customer or anyone claiming by or through Customer. 15. Termination. Either party may terminate this Agreement upon written notice to the other party in the event that the other party materially breaches the Agreement and fails to cure such default within forty-five (45) days after written notice of such default, subject to payment of the fees/charges set forth in the applicable Schedule(s). 16. Safe Materials and Premises. Customer shall not store with IM or place in shredding bins any material that is highly flammable, may attract vermin or insects, is otherwise dangerous or unsafe to store or handle, or is regulated by federal or state law or regulation relating to the environment or hazardous materials. Customer shall not store (or place in shredding bins) negotiable instruments, jewelry, check stock or other items that have intrinsic value. Customer shall only place paper-based materials in the shredding bins. Customer warrants and covenants that its premises where IM employees perform services (including pickups and deliveries) are and shall be free of hazardous substances or dangerous conditions. Customer shall reimburse IM for damage to equipment or injury to personnel resulting from Customer’s breach of this Section 16. 17. Purchase Orders. In the event that Customer issues a purchase order to IM covering the services provided under this Agreement, any terms and conditions set forth in the purchase order which are in addition to or establish conflicting terms and conditions to those set forth in this Agreement are expressly rejected by IM. 18. Miscellaneous. IM may subcontract its obligations under this Agreement, in whole or in part, to an affiliate. Neither party may assign this Agreement in whole or in part, except to an affiliate, without the prior written consent of the other party. An affiliate means any entity controlling, controlled by, under common control with, or havi ng a common parent with IM or Customer. Any notice made pursuant to this Agreement may be given in writing at the addresses set out on the first page hereof until written notice of a change of address has been received. Notices to IM shall be sent to the attention of its General Manager. IM may exercise all rights granted to warehousemen by the Uniform Commercial Code as adopted in the state where the Deposits are stored. In the event of inconsistency between these Basic Terms and Conditions and a Schedule, the Basic Terms and Conditions shall prevail as to the services covered thereby. Customer represents and covenants that upon the Effective Date of this Agreement and throughout the term of this Agreement, that: (i) it is not identified on any restricted party lists; or located in countries identified on any DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 IM-5000 rev. 02/12/2018 © 2018 Iron Mountain Incorporated Page 4 of 4 restricted country lists; or using the goods or services for any restricted end uses; including those promulgated by the U.S. Departments of State, Commerce and Treasury; and (ii) it is and shall remain compliant with all laws and regulations applicable to its performance under this Agreement, including but not limited to export control and economic sanctions, will not take any action that will cause Iron Mountain to be in violation of such laws and regulations, and will not require Iron Mountain to directly or indirectly take any action that might cause it to be in violation of such laws and regulations. Customer will not provide Iron Mountain any goods, software, services and/or technical data subject to export controls and controlled at a level other than EAR99/AT. This Agreement shall be governed by the laws of the state in which Customer’s office identified in this Agreement is located except for conflicts of laws principles. 19. Entire Agreement. The terms contained in this Agreement, together with any schedules and/or statements of work, constitute the entire understanding of the parties with respect to the transactions and matters contemplated hereby and supersede all previous communications, representations, agreements and understandings relating to the services provided by IM to Customer with respect to the subject matter hereof. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Schedule A: PROGRAM PRICING SCHE DULE Records Management This Records Management Pricing Schedule is incorporated into and made part of the Customer Agreement (“Agreement”) between Iron Mountain Information Management LLC, (the “Company” or “Iron Mountain”) and City of Menifee, (the “Customer”). List Price is the standard Iron Mountain price for a given service. Please see our Customer Information Center at cic.ironmountain.com for a Glossary with definitions of the terms used in this Pricing Schedule and more detail regarding our services, standard processes, an d billing practices. In addition, restrictions apply to volume and/or stated timeframes for some service transaction types and these may be found in the Glossary under each service type. This Records Management Pricing Schedule supersedes and terminates an y prior Records Management Pricing Schedule and/or Schedule A existing between Iron Mountain and the Customer for the accounts noted below. All other Records Management services not specifically listed on this Schedule A will be charged at Iron Mountain’s then current rates. dl.schedule2accountname.1 District Name/Number: | Customer No. Effective Date: 3/3/2021 .1 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 List Prices (as of 3/3/2021) STANDARD STORAGE AND SERVICES (see http://cic.ironmountain.com/records/glossary for service definitions) DESCRIPTION CURRENT LIST PRICE PER Carton Storage $0.41 Cubic Foot Receiving and Entering - Carton $2.87 Cubic Foot Regular Retrieval - Carton $3.61 Cubic Foot Regular Retrieval - File from Carton $4.83 File Regular Refile - Carton $3.61 Cubic Foot Regular Refile - File to Carton $4.83 File Archival Destruction - Carton $4.38 CF plus Regular Retrieval Charge Permanent Withdrawal - Carton $7.70 CF plus Regular Retrieval Charge Permanent Withdrawal - File from Carton $3.90 File plus Regular Retrieval Charge Next Day Delivery $33.81 Visit plus Handling Charge Regular Pickup $33.81 Visit plus Handling Charge Handling Charge $3.29 Cubic Foot PREMIUM STORAGE AND SERVICES (see http://cic.ironmountain.com/records/glossary for service definitions) DESCRIPTION CURRENT LIST PRICE PER Rush Retrieval - Carton $7.65 Cubic Foot Rush Retrieval - File from Carton $10.20 File Regular Interfile - Carton $9.30 Each Half Day Delivery $66.75 Visit plus Handling Charge Rush Delivery - Business Day $132.30 Visit plus Handling Charge Rush Delivery - Weekends/Holidays/After Hours $265.70 Visit plus Handling Charge Rush Pickup - Business Day $132.30 Visit plus Handling Charge Archival Destruction - File from Carton $5.85 File plus Regular Retrieval Charge Miscellaneous Services - Labor $68.65 Hour Re-Boxing Charge $6.90 Labor plus New Carton Cost OTHER PROGRAM FEES (see http://cic.ironmountain.com/records/glossary for service definitions) DESCRIPTION CURRENT LIST PRICE PER Administrative Fee (Summary Billing) $31.95 Account ID per Month Administrative Fee (Detailed Billing) $79.75 Account ID per Month Fuel Surcharge * Transportation Visit *A Fuel Surcharge is applied monthly based upon changes in the price of diesel fuel as published by the US Department of Energy. This charge is calculated monthly and included as a percentage of transportation related service charges. The current monthly Fuel Surcharge information can be found at http://cic.ironmountain.com/FuelSurcharge. DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Custom Pricing CUSTOM STORAGE AND SERVICES (see http://cic.ironmountain.com/records/glossary for service definitions) DESCRIPTION CURRENT LIST PRICE PER Initial Move - Carton $0.00 Cubic Foot Initial Move - Individual Listing $0.80 File Initial Move - Labor $65.35 Hour Individual Listing $0.80 File Storage Minimum $797.00 Month Minimum Service Order Charge $17.40 Order Image on Demand - Imaging Minimum (includes first 50 images) $24.90 Order Image on Demand - Digital Images Scanned (in excess of the first 50 images) $0.30 Image Image on Demand - Hourly Labor $68.65 Hour Image on Demand - Professional Services $307.10 Hour RFID Z Label $0.60 File RFID T Label $0.60 File **Note: Storage Minimum will not apply during the first 30 days following the effective date of your Agreement. Following this grace period, one of the accounts under this schedule designated by Customer will be assessed a Storage Minimum if the aggregate storage charges for the account(s) under this Schedule is less than the amount specified, even if no records have been moved into an Iron Mountain storage facility. Image on Demand is not available in all markets. If the customer's requirements differ from those described in "Image on Demand - Overview" within the glossary of the Customer Information Center (http://cic.ironmountain.com/records/glossary), then custom services are available and must be described in an agreed upon statement of work. Additional Services beyond those listed in this Pricing Schedule are available. For service descriptions, please go to Additional Services at cic.ironmountain.com/additionalservices. Initial Move Initial Move prices apply for the services listed for Items received during the startup process (Initial Move) of a new customer program and applies to all initial volume received by Iron Mountain within three (3) months of the date of the date of the Agreement. dl.approve.1 dl.decline.1 DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140 Access Authorization Form dl.cba.2 New Records Management dl.cbb.2 Update Customer Number/ID Customer Name City of Menifee Division ID dl.cbdiv.2 All Divisions Department ID dl.cbdep.2 All Departments Access #1: Authorized Contact Name: dl.authcont1a.2 Phone Number: dl.phone1a.2 Email Address: dl.email1a.2 *Password (optional): dl.pass1a.2 Department (if department specific/restricted): dl.dept1a.2 Authorized Destruction: dl.authdrop1a.2 Access #2: Authorized Contact Name: dl.authcont2a.2 Phone Number: dl.phone2a.2 Email Address: dl.email2a.2 *Password (optional): dl.pass2a.2 Department (if department specific/restricted): dl.dept2a.2 Authorized Destruction: dl.authdrop2a.2 *Password security is optional. Passwords can be any alphanumeric combination up to 10 characters. Authorized by: dl.signhere.2 Phone Number/Ext: dl.phonenumber.2 ***Strict Authorization will apply*** = Only the names listed will have access to the account information Authorized Users ***Minimum of two authorized users required*** If the account is Department Restricted, a minimum of two authorized users is required for each Department ID DocuSign Envelope ID: F028B88D-F1EE-4F79-A571-8DFD7DE80140