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HomeMy WebLinkAboutC-5812 - PSA for Document and Media Destruction ServicesIm Go AMENDMENT NO. ONE TO lI) PROFESSIONAL SERVICES AGREEMENT 1 WITH SHRED CONFIDENTIAL, INC. FOR DOCUMENT AND MEDIA DESTRUCTION SERVICES THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT ("Amendment No. One") is made and entered into as of this 15th day of June, 2016 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and SHRED CONFIDENTIAL, INC., a California corporation ("Consultant"), whose address is 1198 Pacific Coast Highway, Suite D246, Seal Beach, CA 90740, and is made with reference to the following: RECITALS A. On April 3, 2014, City and Consultant entered into a Professional Services Agreement ("Agreement") for Document and Media Destruction Services. B. Since entering into the Agreement, Consultant was asked to perform a higher volume of Work than was originally anticipated. Such Work includes Document and Media Destruction Services. C. The parties desire to enter into this Amendment No. One to reflect these additional Services or Work not anticipated in the Agreement, to increase the total compensation and to change the Consultant's contact for notices under the Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. COMPENSATION TO CONSULTANT Exhibit B to the Agreement shall be amended in its entirety and replaced with the Schedule of Billing Rates, attached hereto as Exhibit B-1 and incorporated herein by reference. Any reference to Exhibit B in the Agreement shall hereafter refer to Exhibit B-1 attached hereto. Section 4.1 of the Agreement is amended in its entirety and replaced with the following: "City shall pay Consultant for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B-1 and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Twenty Thousand Dollars and 001100 ($120,000.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City." The total amended compensation reflects Consultant's additional compensation for additional Services to be performed in accordance with this Amendment No. One, including all reimbursable items and subconsultant fees, in an amount not to exceed Eighty Thousand Dollars and 001100 ($80,000.00). 2. NOTICES Section 25.2 of the Agreement is amended in its entirety and replaced with the following: "All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Marlene Burns, Finance Administrative Assistant Finance Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. [SIGNATURES ON NEXT PAGE] Shred Confidential. Inc. Page 2 IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORN Y'S OFFICE Date: (wK& EM Aaron C. Harp City Attorney ATTEST: �� Date: By: AOWU'bm�' Leilani I. Brow City Clerk �EWPpA CITY OF NEWPORT BEACH, a California municipal corporation Date: Lk, By: C: _ if a n DaveKfff City Manager CONSULTANT: Shred Confidential, Inc., a California corporation Date: Signed in Counterpart Bv: Michael Corwin President / Secretary [END OF SIGNATURES] Attachments: Exhibit B-1 — Schedule of Billing Rates Shred Confidential, Inc. Page 3 IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be executed on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, CITY ATTORNJEY'S OFFICE a California municipal corporation Date: Date: /G� r (' r ` By: Aaron C. HarpDave Kiff City Attorney d° N'' City Manager ATTEST: CONSULTANT: Shred Confidential, Inc., a Date: California c r orat'on Date: S / By: By: Leilani I. Brown Michael Corwi City Clerk President / Secretary [END OF SIGNATURES] Attachments: Exhibit B-1 — Schedule of Billing Rates Shred Confidential, Inc. Page 3 EXHIBIT B-1 SCHEDULE OF BILLING RATES Shred Confidential, Inc. Page B-1 EXHIBIT B-1— SCHEDULE OF BILLING RATES Contractor shall provide on-site document and media destruction services in accordance with the Scope of Services (Exhibit A). Contractor shall be compensated commensurate to the rates found in this Exhibit. The City reserves the right, at any time during the term of this Agreement, to change the quantity, size or location of containers. In the event of such requests, Contractor shall scale and adjust the corresponding monthly charges. Recurring/Regularly Scheduled Services The following is pricing for regularly scheduled, recurring console pickups and document destruction services for the following two (2) locations that have a determined destruction frequency. Pricing provided includes labor, equipment, supervision and transportation. Location Address Consoles Frequency ONSITE Cost per Visit ONSITE Monthly Cost Civic Center 100 Civic Center Drive 14 Bi -Weekly $73.50 $159.25 Police Department 870 Santa Barbara Drive 14 Weekly $73.50 $318.50 TOTAL ANNUAL RECURRING SERVICE CHARGE $5,733.00 As -Needed Consoles The following is pricing for document destruction services for the following two (2) locations that have consoles but require services only on an as -needed basis. Pricing provided includes labor, equipment, supervision and transportation. Location Address Consoles Frequency ONSITE $95.00/14 boxes Cost per Visit Utilities Yard 949 West 16`" Street 1 As -Needed $25.00 Lifeguard Headquarters 70 Newport Pier 1 As -Needed $25.00 As -Needed Miscellaneous Media Destruction The following is pricing for media destruction services requested on an as -needed basis for locations without a bin. Pricing provided includes labor, equipment, supervision and transportation. Rate Type Quantity ONSITE Cost per Unit of Measurement Base Rate First 14 Standard Boxes $95.00/14 boxes EXHIBIT B-1— SCHEDULE OF BILLING RATES Material Rate (After First 14 Boxes) 001-050 Standard Boxes $4.00/box 3% (after first year of agreement) 051-150 Standard Boxes $3.75/box Computer Hard Drives 151-250 Standard Boxes $2.75/box $60.00/64 -gallon bin 251+ Standard Boxes $2.50/box *Additional $.25/box for each tier for File Drawer Boxes (10" x 12" x 24") Miscellaneous Fees and Surcharges Fee/Surcharge Type Fee/Surcharge Amount/Percentage Gasoline Surcharge 3% (after first year of agreement) Extra Material (On Scheduled Service Day) $3.25/box Computer Hard Drives $5.00/hard drive ($75 minimum) Misc. Media (CDs, tapes, etc.) $60.00/64 -gallon bin Loose Materials (any paper materials not in a standard box) $28.00/64 -gallon bin US Post Office Mailed Reports $10.00/report Off -Schedule Service Visit $35.00/visit Over -Filled Consoles $5.00/console N PROFESSIONAL SERVICES AGREEMENT V WITH SHRED CONFIDENTIAL, INC. FOR DOCUMENT AND MEDIA DESTRUCTION SERVICES THIS PROFESSIONAL SERVICES AGREEMENT ( "Agreement') is made and entered into as of this 3rd day of April, 2014 ( "Effective Date'), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ( "City"), and SHRED CONFIDENTIAL, INC., a California corporation ( "Consultant'), whose address is 1198 Pacific Coast Highway, Suite D246, Seal Beach, CA 90740, and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant to provide Document and Media Destruction Services ( "Project'). C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the professional services described in this Agreement. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the Effective Date, and shall terminate on April 30, 2019, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference ( "Services" or "Work "). City may elect to delete certain Services within the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE 3.1 Time is of the essence in the performance of Services under this Agreement and Consultant shall perform the Services in accordance with the schedule included in Exhibit A. In the absence of a specific schedule, the Services shall be performed to completion in a diligent and timely manner. The failure by Consultant to strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely manner may result in termination of this Agreement by City. 3.2 Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice within two (2) calendar days of the occurrence causing the delay to the other party so that all delays can be addressed. 3.3 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator as defined herein not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.4 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by hand - delivery or mail. 4. COMPENSATION TO CONSULTANT 4.1 City shall pay Consultant for the Services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Forty Thousand Dollars and 00 /100 ($40,000.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.2 Upon the first anniversary of the Effective Date and upon each anniversary of the Effective Date thereafter, the billing rates set forth in Exhibit B ( "Billing Rates') shall be adjusted in proportion to changes in the Consumer Price Index, subject to the maximum adjustment set forth below. Such adjustment shall be made by multiplying the Billing Rates in Exhibit B by a fraction, the numerator of which is the value of the Consumer Price Index for the calendar month three (3) months preceding the calendar month for which such adjustment is to be made, and the denominator of which is the value of the Consumer Price Index for the same calendar month immediately prior to Effective Date. The Consumer Price Index to be used in such calculation is the "Consumer Price Index, All Items, 1982 -84 =100 for All Urban Consumers (CPI -U) ", for the Los Angeles- Riverside - Orange County Metropolitan Area, published by the United States Department of Labor, Bureau of Labor Statistics. If both an official index and one or more unofficial indices are published, the official index shall be used. If said Consumer Price Index is no longer published at the adjustment date, it shall be constructed by conversion tables included in such new index. In no event, however, shall the amount payable under this Agreement be reduced below the Billing Shred Confidential, Inc. Page 2 Rates in effect immediately preceding such adjustment. The maximum adjustment increase to the Billing Rates, for any year where an adjustment is made pursuant to this Section, shall not exceed 2.5% of the Billing Rates in effect immediately preceding such adjustment. 4.3 Consultant shall submit monthly invoices to City describing the Work performed the preceding month. Consultant's bills shall include the name of the person who performed the Work, a brief description of the Services performed and/or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar days after approval of the monthly invoice by City staff. 4.4 City shall reimburse Consultant only for those costs or expenses specifically identified in Exhibit B to this Agreement or specifically approved in writing in advance by City. 4.5 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER 5.1 Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Chris Goodwin to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 5.2 Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 5.3 If Consultant is performing inspection services for City, the Project Manager and any other assigned staff shall be equipped with a cellular phone to communicate with City staff. The Project Manager's cellular phone number shall be provided to City. Shred Confidential, Inc. Page 3 6. ADMINISTRATION This Agreement will be administered by the Finance Department. City's Finance Administrative Support Services Coordinator or designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES To assist Consultant in the execution of its responsibilities under this Agreement, City agrees to provide access to and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's Work schedule. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with the highest professional standards. For purposes of this Agreement, the phrase "highest professional standards" shall mean those standards of practice recognized by one (1) or more first - class firms performing similar work under similar circumstances. 8.2 All Services shall be performed by qualified and experienced personnel who are not employed by City. By delivery of completed Work, Consultant certifies that the Work conforms to the requirements of this Agreement, all applicable federal, state and local laws, and the highest professional standard. 8.3 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force and effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.4 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS 9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to Shred Confidential, Inc. Page 4 property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims'), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent, reckless, and /or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable, or any or all of them). 9.2 Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the Work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. No civil service status or other right of employment shall accrue to Consultant or its employees. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the Work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance of the Work or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the Services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in Shred Confidential, Inc. Page 5 order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement or for other periods as specified in this Agreement, policies of insurance of the type, amounts, terms and conditions described in the Insurance Requirements attached hereto as Exhibit C, and incorporated herein by reference. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or syndicate or co- tenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. 16. SUBCONTRACTING The subcontractors authorized by City, if any, to perform Work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall create any contractual relationship between City and any subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. City is an intended beneficiary of any Work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and City. Except as specifically authorized herein, the Services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS 17.1 Each and every report, draft, map, record, plan, document and other writing produced, including but not limited to, websites, blogs, social media accounts and applications (hereinafter "Documents'), prepared or caused to be prepared by Shred Confidential, Inc. Page 6 Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Additionally, all material posted in cyberspace by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents, including all logins and password information to City upon prior written request. 17.2 Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant, and City assumes full responsibility, for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 17.3 All written documents shall be transmitted to City in formats compatible with Microsoft Office and /or viewable with Adobe Acrobat. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City expressly authorizes in writing the release of information. 19. INTELLECTUAL PROPERTY INDEMNITY Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement or alleged infringement of any United States' letters patent, trademark, or copyright, including costs, contained in Consultant's Documents provided under this Agreement. 20. RECORDS Consultant shall keep records and invoices in connection with the Services to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Shred Confidential, Inc. Page 7 Consultant shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 21. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue Work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this Section is intended to limit City's rights under the law or any other sections of this Agreement. 23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 24. CONFLICTS OF INTEREST 24.1 Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 24.2 If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 25. NOTICES 25.1 All notices, demands, requests or approvals, including any change in mailing address, to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third Shred Confidential, Inc. Page 8 business day after the deposit thereof in the United States mail, postage prepaid, first - class mail, addressed as hereinafter provided. 25.2 All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Tammie Frederickson, Finance Administrative Support Services Coordinator Finance Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 25.3 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: Chris Goodwin Shred Confidential, Inc. 1198 Pacific Coast Highway, Suite D246 Seal Beach, CA 90740 26. CLAIMS Unless a shorter time is specified elsewhere in this Agreement, before making its final request for payment under this Agreement, Consultant shall submit to City, in writing, all claims for compensation under or arising out of this Agreement. Consultant's acceptance of the final payment shall constitute a waiver of all claims for compensation under or arising out of this Agreement except those previously made in writing and identified by Consultant in writing as unsettled at the time of its final request for payment. Consultant and City expressly agree that in addition to any claims filing requirements set forth in the Agreement, Consultant shall be required to file any claim Consultant may have against City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 27. TERMINATION 27.1 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Shred Confidential, Inc. Page 9 27.2 Notwithstanding the above provisions, City shall have the right, at its sole and absolute discretion and without cause, of terminating this Agreement at any time by giving no less than seven (7) calendar days' prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for Services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 28. STANDARD PROVISIONS 28.1 Recitals. City and Consultant acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. 28.2 Compliance with all Laws. Consultant shall, at its own cost and expense, comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 28.3 Waiver. A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 28.4 Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 28.5 Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 28.6 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 28.7 Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 28.8 Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. Shred Confidential, Inc. Page 10 28.9 Controlling Law and Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. 28.10 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, age or any other impermissible basis under law. 28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorneys' fees. 28.12 Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one (1) and the same instrument. [SIGNATURES ON NEXT PAGE] Shred Confidential, Inc. Page 11 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, CITY ATTORNEY'S OFFICE a California municipal corporation Date: Date: I - By: � r By: Aaron C.Vlarp Dan Matusiewicz City Attorney Finance Director/Treasure =' ATTEST:/ �o �� CONSULTANT: Shred Confidential, Inc., a Date: California rpora ion Date:, /,2-0 A/t- Leilani By: By: � I. Brown Michael Co in City Clerk _,.0,,.,,` President / Secretary F [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements Shred Confidential, Inc. Page 12 EXHIBIT A SCOPE OF SERVICES Contractor shall provide secure shredding services for the City of Newport Beach, on behalf of its various departments, for the City's confidential and sensitive documents and media. Unless provided otherwise in this Agreement, Contractor shall provide services in accordance with industry standards commensurate for the shredding and proper disposal of confidential and sensitive documents. To that end: 1. CONTRACTOR RESPONSIBILITIES AND PROVISIONS Contractor shall: 1.1 Conduct all document and media destruction services on an "on -site' basis, hereby defined as services performed at a location immediately proximate to the document and media collection points at City facilities. Documents and media may be located in Contractor - provided bins or in banker boxes or other storage medium designated by the City; 1.2 Perform document and media destruction services using truck - mounted shredding machines capable of shredding a minimum of one thousand, five hundred (1,500) pounds of documents per hour. The shredding machines shall be capable of shredding printed materials and badges and shall meet the highest safety and security standards. The shredding machines shall be capable of conducting all shredding operations with attached staples, paper clips, and other customary attachment devices without jamming and the need for any sorting, separating, or handling of documents by the Contractor. The shredding machines shall also be capable of shredding large documents such as blueprints. All shredding operations shall be conducted in a manner that is approved by the City; 1.3 Provide lockable, consoles, measuring a minimum of 32 gallons in volume, unless otherwise specifically requested by the City, for the purpose of document storage pending destruction. All deposited media shall not be retrievable from the containers which shall be clearly marked "CONFIDENTIAL ". Each container shall have a barcode affixed that shall be scanned by the Contractor during each pickup. During the term of the agreement the City reserves the right to increase or decrease the amount of containers necessary to meet the needs of the City. Additionally, existing containers may need to be relocated or moved within the City during the term of the agreement. The lockable consoles are the property of the Contractor and shall be provided to the City at no cost. At the end of the term of the Agreement, the consoles shall be removed by the Contractor at no charge to the City; 1.4 Furnish a Certificate of Destruction to the requesting department. Certificates shall be provided on the same day of service; 1.5 Ensure that while on duty, all Contractor staff members wear Contractor - issued uniforms; and Shred Confidential, Inc. Page A -1 1.6 Only assign personnel to the City's Police Department that have already been individually pre- screened by the Police Department. 2. DOCUMENT AND MEDIA DESTRUCTION METHODOLOGY Contractor shall adhere to the following procedures in the provision of document and media destruction services: 2.1 Contractor's representative ( "representative ") will service each container in the customer's facility by un- locking the security container placed within the City's facilities, un- hooking the nylon bag and emptying the contents of the nylon bag into a 64 gallon plastic container on wheels ( "cart"). When the cart is filled to capacity or the service is completed, the representative will lock the cart and push it to the shred truck. The cart must remain locked until the representative has reached the shred truck. At the Shred Truck the representative will unlock the cart and attach it (the cart) to the lifting device and empty the contents onto the shredding equipment; 2.2 The collection cart may be unlocked during the collection process, but must be locked once it has been filled to capacity or when the service is completed; 2.3 During the collection process, the representative shall never transfer any material from one container to another (to make it full) without authorization from the City's primary contact. Even if authorization is granted, the representative may request a representative from the City to witness any transferring of material from one container to another; 2.4 The representative shall never handle the material once it is in the collection container. However, because the material sometimes adheres to the sides of the collection container, the representative may release that material from the sides of the container and then repeat the process of emptying the material onto the shredding equipment. This process is to ensure that all material has been destroyed and that the collection cart is empty prior to leaving the City's facilities; 2.5 All material must be collected from each security container, including material that has fallen on the floor of the security container; 2.6 All security containers must be locked and tested (by pulling on the locked door) after servicing. The representative shall repair and /or replace any security container if the container is damaged and/or un- lockable. If the representative does not have the necessary equipment to either replace or repair the damaged security container, then he/she will take the security container out of service and immediately notify his /her supervisor and the main customer contact. A replacement container shall be ordered immediately; 2.7 The representative must never leave any material unattended outside the customer facility after he /she has collected it from the customer; Shred Confidential, Inc. Page A -2 2.8 The representative shall never let any individual have access to the security container or allow an individual to view the contents of any security container unless authorized by the main customer contact; 2.9 The representative will comply with customer requests so long as they do not jeopardize the security of the service. The representative will immediately speak with the president if there is a question on whether to proceed with the request; and 2.1.0 The representative will never collect material left outside the security container, unless authorization is given by the main customer contact, an authorized employee and /or the material is clearly marked with the words `TO BE DESTROYED /SHRED" along with the date to be destroyed. 3. DOCUMENT AND MEDIA TYPES AND DESTRUCTION PROTOCOL 3.1 Destruction Bins: Contractor shall empty designated destruction bins and provide transportation and destruction services. These services shall be performed on an established recurring schedule to be determined by each location with the retained Contractor; 3.2 Banker Boxes: Contractor shall collect document boxes from designated storage locations and provide transportation and destruction services. While most documents are stored in Banker Boxes the City reserves the right to arrange documents in boxes of any size or bundles of any orientation. These services shall be performed strictly on an as- needed basis as requested by the City; 3.3 Media Destruction: Media (other than documents) that may need to be transported and destroyed as part of this Project include the following: Computer hard drives; CD- ROM /DVD -ROM disks; Video cassette tapes; Flash drives; Memory cards; and Other portable digital storage media. Shred Confidential, Inc. Page A-3 4. LISTING OF CITY LOCATIONS AND DESTRUCTION NEEDS Location Address Consoles Fre uenc Civic Center 100 Civic Center 13 Bi- Weekly Drive Police Department 870 Santa Barbara 14 Weekly Drive Utilities Yard 949 West 16 Street 1 As- Needed Lifeguard 70 Newport Pier 1 As- Needed Headquarters Corporate Yard 592 Superior Avenue 0 (Only as- As- Needed needed Central Library 1000 Avocado 0 (Only as- As- Needed Avenue needed The City reserves the right, at any time during the term of this Agreement, to change the quantity, size or location of containers. In the event of such requests, Contractor shall scale and adjust the corresponding monthly charges. 5. PROJECT ADMINISTRATIVE REQUIREMENTS Contractor shall: 5.1 Designate a single point of contact such as Account Manager that can be contacted by the City for all issues regarding this project; 5.2 Invoice the City monthly on a department -by- department basis, as designated by the City. Each department invoice shall reflect any and all department activity for the preceding month, including recurring and as- needed document and media destruction services; 5.3 Recycle all destroyed documents and when possible, media; and 5.4 Enable a City- designated representative to witness shredding services, upon request. Shred Confidential, Inc. Page A -4 EXHIBIT B SCHEDULE OF BILLING RATES Contractor shall provide on -site document and media destruction services in accordance with the Scope of Services (Exhibit A). Contractor shall be compensated commensurate to the rates found in this Exhibit. The City reserves the right, at any time during the term of this Agreement, to change the quantity, size or location of containers. In the event of such requests, Contractor shall scale and adjust the corresponding monthly charges. Recurring /Regularly Scheduled Services The following is pricing for regularly scheduled, recurring console pickups and document destruction services for the following two (2) locations that have a determined destruction frequency. Pricing provided includes labor, equipment, su ervision and transportation. Location Address Consoles Frequency ONSITE Cost per Visit ONSITE Monthly Cost Civic Center 100 Civic Center Drive 13 Bi- Weekly $68.25 $147.88 Police Department 870 Santa Barbara Drive 14 Weekly $73.50 $318.50 TOTAL ANNUAL RECURRING SERVICE CHARGE $25.00 $5,596.56. As- Needed Consoles The following is pricing for document destruction services for the following two (2) locations that have consoles but require services only on an as- needed basis. Pricing provided includes labor, equipment, supervision and trnnsnnrtntinn Location Address Consoles Frequency ONSITE $3.75 (Minimum $50 charge) Computer Hard Drives $5.00 /hard drive ($75 minimum) Misc. Media (CDs, tapes, etc.) Cost per Visit Utilities Yard 949 West 16`h Street 1 As- Needed $25.00 Lifeguard Headquarters 70 Newport Pier 1 As- Needed $25.00 As- Needed Miscellaneous Media Destruction The following is pricing for media destruction services requested on an as- needed basis for locations without a bin Pricino orovided includes labor a ui ment su ervision and transportation Location Unit of Measurement ONSITE Cost per Unit of Measurement Various Standard Banker Box: 10 x 12 x 15 $3.75 (Minimum $50 charge) Miscellaneous Fees and Surcharges Fee /Surcharge Type Fee /Surcharge Amount /Percentage Gasoline Surcharge 3% (after first year of agreement) Extra Material (On Scheduled Service Day) $3.25 /box Computer Hard Drives $5.00 /hard drive ($75 minimum) Misc. Media (CDs, tapes, etc.) $60.00/64- gallon bin Shred Confidential, Inc. Page B -1 EXHIBIT C INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES 1. Provision of Insurance. Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. Consultant agrees to provide insurance in accordance with requirements set forth here. If Consultant uses existing coverage to comply and that coverage does not meet these requirements, Consultant agrees to amend, supplement or endorse the existing coverage. 2. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 3. Coverage Requirements. A. Workers' Compensation Insurance. Consultant shall maintain Workers' Compensation Insurance, statutory limits, and Employer's Liability Insurance with limits of at least one million dollars ($1,000,000) each accident for bodily injury by accident and each employee for bodily injury by disease in accordance with the laws of the State of California, Section 3700 of the Labor Code. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers. B. General Liability Insurance. Consultant shall maintain commercial general liability insurance, and if necessary umbrella liability insurance, with coverage at least as broad as provided by Insurance Services Office form CG 00 01, in an amount not less than one million dollars ($1,000,000) per occurrence, one million dollars ($1,000,000) general aggregate. The policy shall cover liability arising from premises, operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract) with no endorsement or modification limiting the scope of coverage for liability assumed under a contract. C. Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented Shred Confidential, Inc. Page C -1 vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. 4. Other Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions: A. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers from each of its subconsultants. B. Additional Insured Status. All liability policies including general liability, excess liability, pollution liability, and automobile liability, if required, but not including professional liability, shall provide or be endorsed to provide that City and its officers, officials, employees, and agents shall be included as insureds under such policies. C. Primary and Non Contributory. All liability coverage shall apply on a primary basis and shall not require contribution from any insurance or self - insurance maintained by City. D. Notice of Cancellation. All policies shall provide City with thirty (30) calendar days notice of cancellation (except for nonpayment for which ten (10) calendar days notice is required) or nonrenewal of coverage for each required coverage. 5. Additional Agreements Between the Parties. The parties hereby agree to the following: A. Evidence of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation and other endorsements as specified herein for each coverage. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time. B. City's Right to Revise Requirements. City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant sixty (60) calendar days advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation. Shred Confidential, Inc. Page C -2 C. Enforcement of Agreement Provisions. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non - compliance with any requirement imposes no additional obligations on City nor does it waive any rights hereunder. D. Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. E. Self- insured Retentions. Any self- insured retentions must be declared to and approved by City. City reserves the right to require that self- insured retentions be eliminated, lowered, or replaced by a deductible. Self - insurance will not be considered to comply with these requirements unless approved by City. F. City Remedies for Non - Compliance. If Consultant or any subconsultant fails to provide and maintain insurance as required herein, then City shall have the right but not the obligation, to purchase such insurance, to terminate this Agreement, or to suspend Consultant's right to proceed until proper evidence of insurance is provided. Any amounts paid by City shall, at City's sole option, be deducted from amounts payable to Consultant or reimbursed by Consultant upon demand. G. Timely Notice of Claims. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor's performance under this Contract, and that involve or may involve coverage under any of the required liability policies. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. H. Consultant's Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. Shred Confidential, Inc. Page C -3