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
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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
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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.
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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
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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.
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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