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Requesting Authorization to Award RFB No. 22-23-60, Annual Contract for Shredding Services to Pacific Storage Co. (Pacific Shredding) in an amount not to exceed $17,000 per year.
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Deadline for Action: 10/2/2023
Submitting Department: Finance and Technology Services
Contact Name and Phone Number: Elizabeth Forrester- Management Analyst x4476 Renee Nagel- Finance & Technology Director x4375
Department Recommendation: Award RFB No. 22-23-60, Annual Contract for Shredding Services to Pacific Storage Co. (Pacific Shredding) in an amount not to exceed $17,000 per year. Initial term will be 12 months, with options to renew for four additional one-year terms.
Awarded contractor may request subsequent price adjustments on contract renewals as outlined in the contract. Price adjustments will be governed by the unadjusted figures of the U.S. Bureau of Labor Statistics, Consumer Price Index for All Urban Consumers (CPI-U) U.S. City Average, All Items. In no instance shall the price increase exceed 5%.
Background Discussion:
Various Departments within the City require on-site shredding services and have utilized these types of services for many years. The current contract has expired and therefore, a Request for Bids was issued per purchasing policy.
This bid was advertised in the Visalia Times Delta on 7/27/23 and 8/2/23; notifications were mailed to 21 shredding companies; advertised on Purchasing’s webpage and broadcast to additional matching vendors via Bidnetdirect.com
A non-mantadory pre-bid meeting was held and two Vendors attended: Pena’s Disposal and Metro Record. It was emphasized that the awarded Vendor must be NAID Certified for secure data destruction and records management. Awarded Vendor must also have capability to cross-cut shred documents as well as destroy media including hard drives, flash media, optical, audio, VHS, cell phones and CD’s and provide City with certification of shredding.
On 8/23/23 the City received two bids as follows:
|
Bidding Agency |
Location |
Total Annual Cost |
|
Pacific Storage Co./Pacific Shredding |
Fresno, CA |
$15,705.20 |
|
Pena’s Disposal |
Cutler, CA |
$26,765.34 |
Pacific Storage Co. was the lowest bidder and meets the criteria listed in City’s bid, including the required certifications. They are also the City’s current shredding services vendor and have provided excellent service.
The low bid is a total annual cost of $15,705.20, however the City may require occasional special pick-ups, therefore staff is requesting to enter into a contract for an amount not to exceed $17,000 per year.
Fiscal Impact:
$17,000 annually
Prior Council Action: none
Other: N/A
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award the annual contract for shredding services to Pacific Storage Co. in an amount not to exceed $17,000 annually.
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Environmental Assessment Status: n/a
CEQA Review: n/a
Attachments: 1. RFB 22-23-60, 2. Copy of Low Bid, 3. Sample Contract