To: Sonoma County Board of Supervisors
Department or Agency Name(s): General Services
Staff Name and Phone Number: Linda Rodecap, 707-565-2010
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Blanket Purchase Order Agreement for As-Needed Confidential Material Pickup, Shredding and Disposal
End
Recommended Action:
Recommended action
A) Authorize the Board of Supervisors Chairperson to execute a Blanket Purchase Order Service Agreement with Becoming Independent for confidential material pickup, shredding and disposal services effective December 1, 2019, through November 31, 2020, with the option to extend for four (4) additional one (1) year periods.
B) Authorize the Purchasing Agent, or designee, to issue purchase orders and work requests pursuant to said agreement, contingent on there being sufficient funding for such services.
end
Executive Summary:
The proposed Agreement will make confidential material pickup, shredding, and disposal services available for all County departments and affiliated entities. The Agreement will facilitate ease of payments by the departments using the confidential material pickup, shredding, and disposal services. Currently, the County has a Professional Service Agreement with Shred-It that will expire December 31, 2019.
Discussion:
Background
County departments require routine confidential material pickup, shredding, and disposal services. Departments dealing in highly sensitive and confidential matters must destroy certain materials in a manner that protects integrity of protected information and that complies with the law. Shredding and proper disposal provides the required protection. The proposed Agreement will establish a contract with a qualified vendor for the as-needed confidential material pickup, shredding, and disposal services. Currently, the County has a Blanket Purchase Order with Shred-It. That contract expires December 31, 2019.
Procurement
The Purchasing Division issued a Request for Proposal (RFP) soliciting submittals from two hundred and fifty three vendors for Confidential Material Pickup, Shredding and Disposal. Six (6) responses were received and evaluated based on the following criteria: ability to perform services; professional qualifications; project approach and work schedule; quality of work verified by references; cost relative to scope of services; and locality of the Proposer. Proposals were ranked as follows:
1. Becoming Independent
2. Shredlogix, Inc
3. Iron Mountain
4. United Cerebral Palsy
5. Corodata Shredding
6. Viking Shred, LLC
Becoming Independent was ranked number one in the selection process. The Becoming Independent proposal demonstrated a solid record of service, the ability to perform required work, and had the comparable pricing overall for the services requested. The General Services Purchasing Agent recommends that the County enter into a Blanket Purchase Order Agreement with Becoming Independent for confidential material pickup, shredding, and disposal services.
Prior Board Actions:
March 11, 2014 - BPO Agreement was awarded to Cintas Corporation (later acquired by Shred It).
Fiscal Summary
|
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
|
Budgeted Expenses |
60,000 |
60,000 |
60,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
|
|
|
Narrative Explanation of Fiscal Impacts:
Appropriations for any purchase orders issued pursuant to this Agreement will be contained in the various departments’ budgets. Actual charges are subject to each department’s respective use of the service(s). The estimated cost of these services for County departments is under $60,000 annually. Prior shredding expenses in the past four (4) fiscal years have been as follows: FY 2018/19 $52,249.18, FY 2017/18 $55,812.53, and FY 2016/17 $45,986.92.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
Attachments:
Attachment 1: Becoming Independent Service Agreement
Related Items “On File” with the Clerk of the Board:
Request For Proposal (RFP)