HomeMy WebLinkAboutAgenda Statement 1983/08/30 Item 15 COUNCIL AGENDA STATEMENT
Item15
Meeting Date 8/30/83
ITEM TITLE: Resolution /437Approving agreement with Secured Storage for
storing City' s microfilm cartridges
SUBMITTED BY: City Clerk (4/5ths Vote: Yes No )
City Manager
We are presently storing 90 cartridges of microfilmed City records in our
office . The cartridges are duplications of original films being used in
this office. There is a need to store the films at a location away from
City Hall and its immediate area so that in case of any disaster, the City 's
records will be preserved.
RECOMMENDATION: Approve the agreement with Secured Storage of Tahoe City,
California to store the City 's microfilm cartridges .
DISCUSSION: We have 90 duplicate microfilm tapes of City records con-
sisting of Council resolutions , ordinances , minutes and minutes of various
boards and commissions .
For sometime now, we have been looking for a location to store the tapes .
In contacting the banks in the City, they charge $60 for one safety deposit
drawer ( we would need six - $350 a year) ; however , the banks indicated no
interest in storing the City's tapes . Bekins Van and Storage charge $15
a month per cardboard box - we would need two boxes at a cost of $360 year.
The nearest and largest underground storage facility is located at Tahoe
City, California. This storage facility is used by many cities in California
as well as throughout the United States . Several branches of the military
also use this underground vault. The facility is called "Secured Storage"
and their charge for storage is $40 per year for one-half cubic feet. Our
ninety tapes will take two boxes - $80 per year . A one-time charge of
$3 . 50 is made for the special storage boxes - we would need two boxes .
The tapes can be shipped to the facility by United Parcel Service and if
retrieval of any tape is necessary, they will ship it to us the same way.
Storing our tapes at this facility is not only the least expensive way to
go but it is the most secure .
FISCAL IMPACT: First year : $ 80 .00 storage charge (for 2 boxes)
7 .0 0 special boxes (2)
25 .00 approximate UPS charge plus insurance
$112 .00
The second and on-going years will be the same except for
the UPS . Storage of additional tapes will be $40 +$3 . 50
for each box .
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Form A-113 (Rev. 11/79) '' _--- --- - �-
Form No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount $ Fund
Purpose
Bidder
Director of Finance
The City of Chula Vista
Date By
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $ 112.00
Director of Finance
The City of Chula Vista
Date 8/30/83 By
Fund 100-0160-5213 Dept./Activity City Clerk
Purpose Agreement with Secured Storage for Storing City's microfilm cartridges
Bidder Secured Storage
Certificate No. 20