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HomeMy WebLinkAboutR-02-0008J-02-014 1/2/02 1`2 RESOLUTION N0. A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE ACQUISITION OF MOBILE SHREDDING SERVICES FOR ON SITE SHREDDING OF CONFIDENTIAL DOCUMENTS THAT ARE NOT PUBLIC RECORDS FOR THE DEPARTMENT OF POLICE FROM SHRED -IT MIAMI, UNDER EXISTING STATE OF FLORIDA SNAPS II AGREEMENT NO. 9912023-2, EFFECTIVE UNTIL JUNE 14, 2002, AND ANY EXTENSIONS, IN AN ANNUAL AMOUNT NOT TO EXCEED $7,800; ALLOCATING FUNDS FROM THE POLICE GENERAL OPERATING BUDGET. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The acquisition of mobile shredding services for on site shredding of confidential documents that are not public records for the department of police from Shred -IL Miami, under existing State of Florida SNAPS II Agreement No. 9912023-2, effective until June 14, 2002, and to any extensions, in an annual amount not to exceed $7,800, is approved, with funds allocated from the Police General Operating Budget. CITx�,ty°q �+COMMISSION jp" ri ResaSu�ion Zoo. 1i • i'tie • s Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor. 1/ PASSED AND ADOPTED this 10th day of January 2002. MANUEL A. DIAZ OR APPROVED AS TO FORM AND CORRECTNESS: ALE ANDRO VILA LLO� ` I Y ATTORNEY W5899:tr:LB 1� If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 TO CITY OF MIAMI, FLORIDA CA=7 INTER -OFFICE MEMORANDUM The Honorable Mayor and Members oATE : DEC z 7 2�,) of the City Commission FROM.r Carlos A. Gimenez City Manager RECOMMENDATION SUWECT : Proposed Resolution REFERENCES: Procure Mobile Shredding Services ENCLOSURES: Protective Equipment FILE: It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the procurement of Mobile Shredding Services, from Shred -it Miami, a non-local/non-minority vendor, under existing State of Florida SNAPS II Agreement No. 9912023-2, effective until June 14, 2002, subject to further exter�ions by the &;Ae of Florida, in an annual amount not to exceed $7,800. Funding is available from the Police General Operating Budget, Account Code No'. 001000.290201.6.270. BACKGROUND The Police Department's paper shredder is twenty-seven (27) years old, broken and beyond repair. Two proposals were considered to meet the department's need for destruction of confidential documents. The first proposal is for the purchase of a new shredder to replace the broken one. It is estimated that a new shredder will cost $25,999, plus shipping and handling. The second proposal is for on-site mobile shredding services at an annual cost of $7,800. This service is available under an existing State of Florida SNAPS II Agreement. Under this agreement, Shred - it of Miami will provide on-site shredding of confidential documents, along with disposal and removal of shredded material. Shred -it of Miami's proposal is the most advantageous and cost effective for the department. 1 u01 11 CAG /Ir 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Carlos A. Gimenez DEC 0 6 2001 TO : DATE: FILE City Manager FROM : tinj Chief of Po SUBJECT: Purchase of Mobile Shredding Services REFERENCES: ENCLOSURE& The Police Department has verified that funds are available with the Department of Management & Budget to procure Mobile Shredding Services, from Shred -it Miami, under existing State of Florida SNAPS II Agreement No. 9912023-2, effective until June 14, 2002, subject to further extensions by the State of Florida, in an annual amount not to exceed $7,800. Funding is available from the Police General Operating Budget, Account Code No. 001000.290201.6.270. BUDGETARY REVIEW & APPROVAL r Linda M. Haskins Director Department of Management & Budget Ipi %J,�ll RM/1VRIHM/1r ',} " -1 1 .. i._1 1 i "__� u'.1 ��Wliemi Gabe —.� Time ;hl4i, availabie in account rur �er O 00. o _, 7D Vieriltly: 5IGNATU E fa I SNAPS II - SNAPS Agreement Page 1 of 1 a*ftWe. search i directory 1 contact us 1411 1 subscribe 1 tour I help Services Business & Industry > Search > SNAPS Search Form > SNAPS Agreement Agriculture Business & SNAPS AGREEMENT TITLE: SHREDDING - MOBILE Industry AGREEMENT NUMBER :9912023 -2 Calendars & TERM OF AGREEMENT: Events Begin date: 06-15-2000 Community Resources End date: 06-14-2001 Consumer Renewal Begin date: 06-15-2001 Assistance Renewal End date: W Disaster Management VENDOR: Education Elders SHRED IT MIAMI 1500 NW IST ST UNIT 1 D Employment DANIA, FL 33004 Environment SPURS NO: F980517899-001 Health & Human MBE CODE: NON -MINORITY (A) SeryICBS CONTACT: TERRI RECKNOR FX 954-920-4730 PHONE: 9549204733 Licensing & Permitting COMMODITY CLASS: 991 COMMODITY GROUP: 698 Public Safety DELIVERY: 1-5 days ARO - WARRANTY: Science & Technology APPROVED PRICE SCHEDULE & DATE: 1.) Price list eff. 10199 Expire date: 06-14-2002 Transportation CONTACT VENDOR FOR COPY OF PRICE SCHEDULE. & CONTRACT INFORMATION. Mobile on site document destruction service and recycling. Copyright© 2000 State Of Florida Privacy Statement %r'0 b .r http://fcn.state.fl.uslowa snapslowalsnaps_www.agreements.show?agree—number str=9912023 () 8 11/6/2001 SNAPS II - SNAPS Vendor Record 0 0 Page 1 of 1 *a Tw search I directory I contact us 1411 1 subscribe I tour I help Services Business & Industry > Search > SNAPS Search Form > SNAPS Vendor Record Agriculture Business & SNAPS Vendor Record Industry Calendars & Events Name SHRED IT MIAMI Community Address 1500 NW 1 ST ST UNIT 1 D Resources City, State Zip DANIA, FL 33004 Consumer Status DMS REGISTERED Assistance Minority Code NON -MINORITY Disaster Management Contact Name TERRI RECKNOR FX 954-920-4730 Education Phone Number 9549204733 Fax Number Elders E-mail address Empioyment Environment Web Page Health & Human Services E -Mail Help Desk Licensing & Permitting Public Safety Science & Technology Transportation Copyright© 2000 State Of Florida Privaoy Statement - http://fcn.state.fl.us/owa snaps/owa/snaps_www.vendors,show?vendor type_str=F&vendor num_str=98C... 11/6/2001 SNAPS II - Results of Agreement Query Page 1 of 1 • i Services Agriculture Busigess & Industry CAlendars & Ev_ _ ents Community Resources Consume Assistance Disaster Minagement Education E ders Empioyment Environment Health &_HtIman Services Licensing & Permitting Public Safety Science 8� Technology Transportation search I directory 1 contact us 1411 1 subscribe 1 tour 1 help Business & Industry > Search > SNAPS Search Form > Results of Agreement Query Red = Renewed Dates Vendor number SNAPS number Class Group Title Begin date End date 1=980517899 9912023-2 991 698 SHREDDING JUN JUN 001 - MOBILE 15,2001 14,2002 PRICE SNAPS SHRED IT MIA�UI Schedule(4)Agreement New Search SNAPS found 9 agreement(s) matching your query. E -Mail Help Desk Copyright© 2000 State Of Florida Privacy Statement F http://fcn.state.fl.usIowa snaps/owa/snaps_vwvw.agreements.list 11/6/2001 SNAPS Ii - Agreement Price Schedw) 0 Page 1 of 1 TM search I directory 1 contact us 1411 1 subscribe I tour i help Services Business & Industry > Search > SNAPS Search Form > Agreement Price Schedule(s) Agriculture Business& Industry Agreement Price Schedule(s) Calendars & Events SHRED IT MIAMI Vendor number: F 980517899 001 Community Resources Sequence Description Expire bate Consumer 1 Price list eff. 10199 JUN 14, 2002 Assistance Disaster Description: Management Mobile on site document destruction service and recycling. Education Elders Ordering Limits: Employment State agencies may issue single purchase orders or State Purchasing VISA card Environment procurements up to Category II, and total cumulatively up to Category IV in an agreement year. Total agency -wide acquisitions during each year of the agreement shall not exceed Health & Human the threshold amount for Category IV, except that acquisitions by agencies with Services decentralized purchasing functions shall be considered on the basis of each purchasing office that maintains full-time purchasing staff. Licensing.8 Permittinu SPURS Users Note: Public Safety . Use Commodity Class: 991 and Commodity Group: 698 for this SNAPS - II agreement. Science & If you require three digit Item and/or Detail levels for the Commodity Code please call Technology (850)487-2442. Transportation • Enter the SNAPS - Il agreement number in the "Quote/Bid No./Contract No." field as follows: SNAPS - II No. 9992023 -2 • Enter "N" in the "Purchase Code" field. E -Mail Help Desk Copyright© 2000 State Of Florida Privacy Statement tl Cp, lr� 0 http://fcn.state.fl.usIowa snapslowalsnaps_www.price_schedules.show?agree_number str=-9912023 11/6/2001 0 MOBILE PAPER SHREDDING A RECYCLlW • PRICE SCHEDULE -effective 10/1/99 SHRED -IT has consistently proven to companies that we can reduce their costs while eliminating the time required to destroy confidential materials. STANDARD RATE Paper Products $3.85/per minute $75.00 minimum Plastic 8s or Contaminates $4.85/per minute STATE SNAPS AGREEMENT Paper Products $2.95/per minute $55.00 minimum Plastic & / or Contaminates $3,95/per minute The State of Florida discounted rate will not be less than 101%. The minimum site fee will be $55.00 with an actual billing rate of $2.95 per minute for paper, other products being billed at $3.95 with minimum of $75.00. Discount for state is equivalent to 23% off the standard rate. PdnW On R—j" Paper Shred -it Miami 1500N. W. 181 Sdee4 Unit 1D Dania, Florida 33004 Tel: (954} 9204733 ; " k a`" •': Fax. (954) 920-473 '\ 1.800.69 -SHRED hredwit MOBILE PAPER SHREDDING A RECYCLING October 3, 2001 Miami Police Department 400 N.W. 2 Ave. Miami, Fl. 33128 Dear Ofc. Garcia: Thank you for allowing Shred -it the opportunity to meet with you and discuss the secure destruction of your confidential documents,_ Shred-it is North America's largest on-site shredding company. Our state-of-the-art shredding truck crosscut shreds 1,000-1,200 pounds of confidential documents per hour. Upon completion we will provide a Certificate of Destruction confirming that all documents have been securely destroyed. Following is our proposal for your facility after your review should you have any questions please contact me at 954-914-0359. Re ds, Vivian M. Tejo/Marlenee o Sales Supervisor/Territory Manager Attachment 0 - 0S Shred -1t Mlsml 15aQ N W. rat street, unit ID Dania, Florida 330044 Tel.' (954).920-4733 Fax. (954)920-47.90 1 -800.69 -SHRED D Printed on Rowded Paper P October 3, 2001 Miami Police Department 400 N.W. 2 Ave. Miami, Fl. 33125 Dear Ofc. Garcia: PROPOSAL FOR CITY OF MIAMI POLICE, DEPARTMENT On behalf of Shred -it, it's our pleasure to submit a recommendation for the protection and destruction of your confidential materials. Based on the information we discussed and the walk-through the following is a breakdown by department and the cost each time service is rendered. Shred -it is currently under the SNAPS agreement No. 9912023-1. Wyarment Number of Consoles Cost Field & Operations 1 $50.00 Communications(currently being serviced) 3 $50.00 Records 3 $50.00 Central Patrol 1 $50.00 Budget/Personnel 2 $50.00 Special Investigation 0 0 Division Chief Admin. 1 $50.00 Internal Affairs ? Chief Office 1 $50.00 4th Floor Closet 1(bin) $50.00 Div. Chief Criminal Invistigation 1 $50.00 Domestic Violence 1 $50.00 Auto Theftl'Warrants/ Homicide 2 $50.00 2nd Floor Closet 2(bins) $100.00 Our state-of-the-art shredding truck shreds approximately 1,000-1,200 pounds of paper per hour. Upon completion you are provided with a Certificate of Destruction. � I �� Shred -!t 0 75oo N. w 1st Street, Unit ID Dania, Florida 33004 Tel: (954) 920-4733 Fax.' (954) 920.4730 1-800-69-SHRED on Recycled Paper 09 Initially I have estimated that you will need our service bi- weekly. However we will monitor you for thirty days to make sure that service schedule is sufficient. What we have seen in the past is that the first two services are heavy due to personnel cleaning out files. Our service includes the foilowin --100% increase in security with "on-site" destruction --Certificate of Destruction at completion of each service - No Charge --Disposal and removal of shredded material - No Charge --Annual tracking of your Environmental contribution - No Charge --The professionalism and outstanding service which has made Shred -it the world's largest on-site shredding and recycling company! Thank you for the opportunity serve your needs. Vivian M. Tejo Sales Supervisor r� � JUL—i372001 13:43 FLORIDA DEPARTMENT OF MANAGEMENT SERVICES JEB BUSH Governor YNTHIA A. HENDERSON Secretary MyFkvkfa. com TN State Purchasing 4050 Esplanade Way suite 350 Tallahassee, Florida 32399-0950 Telephone: 850-48"440 Fax: 850-414-6122 Internet: v, ww. MyFlorlda. corNdms vvww. MyFlorida. Corn WSTATE PURCHASING July 13, 2001 Mr. Ron OfWa Shred -it Miiaral 1500 NW First St. #1D Dania, FL 33004 s5o4s72442 Post -I':• Fax Note 671 flats 7 I pa°gesy Ta ; Fr 7 Fax 9r" Fax 9 7. RE: SNAPS 1I Agreement #9912023-1 Shredding -Mobile Dear Mr. Ofiara: Your SNAPS 11 agreement has mat the condi tions for contract renewal. For your convenience, the relevant language from Pantgraph 24 is cited below: "Sales -at the end of the 1 u.year must be a mit Umum of $25,000 to be considered for renewal. However, if sales at the -end. of the I' year ares less than $25,000 but more than $15,000, the agreement may be -renewed if the vendor pro vides sufficient written justification; e.g.' copy(ies) of purchase orders) recently issue([, letter(s) from prospective purchasers indicating an intent to issue a purchase order.. etc. If the $ I5,000 milestone is not suet, and justification not provided, the agreement will be terminated and the vendor may not apply for another SNAPS II agreement for an identical or similar commodity or service.". If your company is willing to renew the subjact SNAPS II agreement for an additional year (Level Two) at the same prices, terms and conditions, please complete the information below and return this letter within two weeks of the date above. If you wish to exercise'the option to increase pricing as allowed in Paragraph 24, cited below, you must submit the required docume ntation for consideration with this signed and dated letter. . ."If there has been a general increase ofprice;; throughout the industry, confirmed by a certified letter from the vendor, the State rest:rves the right to accept an increase, not to exceed four (4%) percent of current net agreement pricing for each additional year of the renewal period. The renewal paragraph of the agrwment allows for price.revisions at the time of renewal. If revisions are required, dit cumentation must be provided justifying these revisions and a new price schedule provided." The attached revised Page 7 of the agreement must be signed, dated and returned with your acceptance of this renewal. Please submit ycur acceptance of this option for renewal within two weeks of the date of this letter. To insure there will not be a lapse.in the -agreement, you may fax this letter and Page 7 to 850.487242. Acceptance of your agreement for renewal is subject to final approval of the Director of State Purchasing. If you have any questions, please call 1. 800..,'0. SNAPS (1.800.507.7277). Yours truly, Gwen Baker SNAPS II Administrator Attachment ACC TANCE: ianua gnaturo" � (Typed Signature) (U)e) S€L-13-2001 13:44 � STATE PURCHASING . 85e4872442 P.02i02 pending the vendor may, at its option and expense procure for the State the right to continue use of, replace or modily the article to render it non -infringing. Itnone of the alternatives :ire reasonably available, the Stater agrees to return the article on request to the vendor and receive reimbursement, if arvf, as may be determined by a court of competent Jurisdiction. if the vendor uses any design, device, or materials covered by letters, patent or copyright, It Is mutaally agreed and understood without exception that the proposed pricat shall include all royalties or costs arising from the use of such' design„device or materials In any way involved with the work. � 27. PUBLIC RECORDS: Any material submitted will become a public document pursuant to Section 118.07, Florida Statutes. This includes material, Vial the vendor might consider to be confidential, or a trade secret. Any claim of confidentiality Is waived upon submission, effective after opening pursuant to Section 1'19.07, Florida Statutes. 28. PRICE SCHEDULE: The integrity of the approved price schedules mast be maintained at all times. The penalty for violating the approved price schedule is immediate cancellation try State Purchasing. 29. ORDERING INSTRUCTIONS: Proposers must include complete and detailed ordering Instructions, including their Statewide Purchasing Subsystem (SPARS) vendor number for invc-icing dealers, on the form provided. A vendor mus, be registered with the Department of Management Services (have a SPURS number) before a SNAPS 11 agreement is established. 30. NOTICE TO VENDOR: The employment of unauthorized alien:; by any vendor is considered a violation of section 247A(e) of the Immigration and Nationalization Act. If the vendor knowingly employs unauthorized aliens, such violation shalt be -cause -for unilateral cancellation- of the agreement. w: 31. PUBLIC ENTITY CRIMES: A person or affiliate who has been placed on the convicted vendor list following a convic- tion for a public entity crime may not submit a proposal for an agreement to provide any goods or services to a public entity, may not submit a proposal for an agreement with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform wo. k as a contractor, supplier, subcontractor, or consultant under an agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount 3rovided in s. 287.017 for CATEGORY 11 for a period of 36 months from the date of being placed on .the convicted vendor list. 32. RESPONSIBII.IMES: (a) Prior to award, the vendor must provide copies of Invoices or purchase orders of the commodity or service being offered, or certification why invoices or purchase orders are not ilvailable. (b) The vendor must provide an original quality, or legible and scannable, copy of the price sheet with an effective date with this application. In the event the terms and conditions of any sale by G. vendor to an agency or other eligible user other than price reduction, is in conflict with the terms and conditions of the SNAPS It agreement, the SNAPS H terms and condi :ions shall take precedence and govern. DISCRDAINATION: An entity or affiliate who has peen placed on the discriminatory . vendor list may not submit a bid on a contract to provide good or services to a public entity, may not submit a bid on a contract with a pubic entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any .)ublic entity, and may not transact business with any public entity. Initials /1--r- Date _�7/3 0 Company Name SffTz�D — 7 ai 9 � qw - y F', _. 12/12/2001 02:49 3052078096 VIVIAN 7EJO PAGE 02 Mr. Glenn Marcos Assistant Purchasing Director City of Miami 444 S.W. 2nd Avenue, 6th Floor Miami, Fl. 33130 Dear Mr. Marcos_ E December 11, 2001 It is understood that the City of Miami has a desire to "Piggyback" the State of Florida SNAPS II Agreement for Mobile Shredding Services between SHRED IT ML4MI AND THE STATE OF ,FLORIDA. Pursuant to the City of Miami's request, SMILED IT MIAMI hereby agrees to offer the City of Miami, Mobile Shredding Services, under the same price(s), terms and conditions as Strut of Florida's SNAPS II Agreement No. 9912023-2, Mobile Shredding Services, per agreement commencing on June 15, 2001, with approved extension period effectively terminating June 14, 2002, byb the STATE OF FLORIDA. All references to SNAPS U Agreement No. 9912023-2, Mobile Shreddiag Services Shall also pertain to the City of Miami, Florida. Please do not hesitate to contact we if you have any questions. Sincerely, i - Vivian M_ Tejo Sales Supervisor Prmw W P44M d Paw a/mdat 4rAww 15W N. W fa! BElar[ MW 7L) Dente, Plbrld� J000�1 F, 4730 1-800%V,&WD D n_Y '4 0 0 • AWARD UNDER STATE OF FLORIDA - CONTRACT NO. 9912023-2 ITEM: Mobile Shredding Services DEPARTMENT: Police TYPE OF PURCHASE: Term REASON: The Department of Police has a need for mobile shredding services. The department's paper shredder is old, broken and beyond repair. RECOMMENDATION: It is recommended that award be made to Shred -it Miami for the procurement of mobile shredder, awarded under existing State of Florida Contract No. 9912023-2, effective through June 14, 2002, subject to any extensions thereto by the State of Florida, for the Department of Police, in an annual amount not to exceed $7,800; allocating funds therefor from the Police General Operating Budget. Direct of Pur t asing /z �f6 i ate AwardSwteContracts 1 " 7