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HomeMy WebLinkAboutCI Information Management - City-Wide Shredding Services utilizing WA State Contract 03124 with CI Information900 South Dayton St PO Box 7346 Kennewick, WA 99336 Phone: (509)586-6090 Fax: (509)585-1443 CI-lnfoManagier enLcorn Prepared for Christina Payer 509.576.6696 christina.payer@yakimawa.gov CIIM Shred Service Agreement Services & Pricing Date: 08 / 07 / 2025 Prepared by: BrandiHolt BrandiH a@Ci-infomanagement.cOrn Shred c©Cl-InfoManegement.c©m Office: 509-586-6090 x 1380 Cell: 509-551-9469 City of Yakima 129 North 2nd Street Yakima, WA, 98901 services & Pricing (Pricing noted is all inclusive per WA DES Contract No. 03'24) 20g Recurring Service (un-staged) Office Cn , .r3.:. Recurring Orssite Shred 0 Schedule A 32g Recurring Service (un-staged) Container tainer Recurring Ce s(tr;" Shred Sefvi Schedule A. QTY 4 Price $7.00 $7.00 64g Recurring Service (un-staged) 0Gallon Container ; ,.cony Onrsge I`v3t,-..o k., wtj € ,..... .'rt. (- i .,, ;rw r"l ,.'t. t,=.. Rod chargecl Schedule A.. -The bin quantity shown a cal„rf 0c b)e to On -site 64 gallon Purge Service (optional by request) 196' 1t :;LtmenPurge _ holK al.l ed of 5.. (64 ",,.m{:3ip Tech -Digital Media Destruction (optional by request) Ottlitstto Destruction or ruHeittellarteetis Tech ;toms eta Dtaltrrat9trtiote red art $11.25 Hard Drive Destruction (optional by request) ti r -and Destruction of Hard Drives. ` .,ire , ate Drives or Mobite [war s 0oatrrr tt t r iMe(; art ii f u g rr�rnises ar off -site (lp`arrt Lrased) t t our er'tiferi S a;rtrrc f a �ilit .Fir€cer Micro -Media Destruction (optional by request) mi=crorzdar. `.ii:,rol ie e & ()attar felicroModuitt Device Dismantle Fee (optional) $9.25 $0.70 $1.20 $0.85 $1.00 CI information Management is a division of Columbia Ability Alliance, a nonprofit organization founded in 1963 (formerly known as Columbia Industries). CI Information Management helps fund Columbia AbilityAlliance's mission to support and co bi6 empower individuals with unique abilities and life barriers, to foster their independence and help them achieve personal success. CIIM Shred Service Agreement Services & Pricing Terms of Service By initialing, I acknowledge that I have read and agreed to the CIIM Terms of Service included in this document and also available online at CI-InfoManagement.comiShred-TOS . • I agree to do business with CIIM electronically. = Any exceptions to the current Terms of Service must be mutually agreed upon and outlined on this document, = The CIIM Terms of Service may be periodically updated and updates will be communicated in writing via email or mailed correspondence. Client hereby aknowledges and agrees that it must have a valid Contract Usage Agreement registered with the WA State Department of Enterprise Serivces to be deemed as eligible to purchase goods and services under Contract No.03124. CI Information Management (CIIM) will provide shredding and destruction services as outlined in the CIIM Shred Service Agreement. By signing below, Client hereby represents that they have read, understood and agreed to the CIIM Shred Terms of Service and ttjafthe undersic rted fibs full authority to execute this Agreement on behalf of the Client. ` iaa = 6raud[ #rrlf- 19 l 08 12©25 Client Signature 5 CITY CONTRACT NO Date RESOLUTION tJ CIIM Rep Signature Date CI Information Management is a division of Columbia Ability Alliance, a nonprofit organization founded in 1963 (formerly known as Columbia Industries). Cl Information Management helps fund Columbia AbilityAlliance's mission to support and g {� empower individuals with unique abilities and life barriers, to foster their independence and help them achieve personal cow lia success. rat, ion A Columbia Industries Company 900 S. Dayton St. P© Box 7346 Kennewick, WA 99336 Phone: (509) 586-6090 Fax: (509) 585-1443 scrvice gcishrecLcorn ci ir�irr[ anagement.com CHHM Shred Service Agreement Schedule A SERVICE AT THE TIME OF THE AGREEMENT Schedule A outlines the service at the time of the Agreement between CI Information Management 'CIIM' (Company) and City_ of Yakima (Client). Upon mutual agreement, Client and Company may adjust bin quantities, frequencies and/ or service locations at any point during the term. Client agrees to provide Company with a minimum of thirty (30) days written notice in advance of any material change in Client's service requirements or volumes. 96g 64g 32g 20g Location/Department Location Address 7 Finance Dept. Harman Center HR Dept. HR - MiCare Clinic Legal Dept. Municipal Court Public Works (Admin) Kary Annex Bldg. 2 SunComm 911 Communications Utility Services Yakima Air Terminal Yakima Police Dept, 200 S, 3rd St. Yakima, WA 98901 129 N 2nd St. Yakima, WA 98901 101 N 65th Ave. Yakima WA 98908 129 N 2nd St. Yakima, WA 98901 103 S 3rd Yaki WA 98901 200 S. 3rd St. Yakima, WA 98901 200 S. 3rd St. Yakima, WA 98901 2301 Fruitvale Blvd. Yakima, WA 98902 .............. Dept. Contact Jennifer Tippett 509-576-6771 Frequency 4 weeks Leslie Richards 4 weeks 509-576-6402 4 weeks Mayra Navarro 509-576-6612 Mayra Navarro 4 weeks 509-576-6612 Patricia Martinez Weekly 509-575-6031 Eva Heitzman Weekly 509-575-6592 Diondra Navarette 4 weeks 509-576-6442 2403 S 18th St. Union Gap, WA 98903 Becky Shrank 4 weeks 509-575-3536 129 N 2nd St. Yakima, WA 98901 Anabel Chavez 4 weeks 509-517-0606 2406 W Washington Ave. STE B Yakima, WA Shelby Barrett 12 weeks 98903 509-576-6383 Kelsey Donaldson 2 weeks 509-576-6671 NOTICE REGARDING CONTAINER SIZES AND SUBSTITUTIONS: Secure Shred Container types, sizes and dimensions may differ slightly between shred service companies. CIIM primarily utilizes 64 gal bins, 32 gal bins, and 20 gallon Consoles. CIIM's rolling bins (some companies call them 'totes') are light gray with padlocks. Our 20 Gallon Office Console is a non -rolling cabinet with hanging bag inside and keylock access. *Company shall be entitled to utilize 64 gallon containers in subsitution of 96 gallon containers should 96 gallon cantainers become unavailable, Company shall notify the Client if a container substitution is warranted, at no additional cost to Client. Cl Support, LLC DBA CI Information Management 900 South Dayton St PO Box 7346 Kennewick, WA 99336 CIIM: Shred Terms of Service Phone: (509)586-6090 Fax: (509)585-1443 1-3r�l:ziitiivs<s�cr�7 �r8.com 411-1t7Io c1:,inaiz.t ciu.cofl 1. TERM. The CIIM Shred Service Agreement ("Agreement") will be in effect as of the date signed by both parties ("Effective Date") and shall remain in effect for three (3) years, with automatic renewal for successive one-year terms, unless written notice of nonrenewal is delivered by either party to the other not less than sixty (60) days prior to date of expiration of such tern. 2. DESCRIPTION OF SERVICES. • CI Support. LLC DBA Cl lnfotniation Management ("Company") shall furnish secure bins or containers to the City of Yakima ("Client"), as provided on the CIIM Shred Service Agreement, for the exclusive purpose of depositing into such containers, confidential wastepaper and other materials Company agrees to accept for shredding ("Shred Materials"). • Company will provide services to the Client for the secure destruction of rned.ia or materials that is reasonably in accordance with Company's written and published guidelines, if Client acknowledges that Company may dispose of the Shred Materials by shredding "pierce and tear", disintegrating, incinerating or any other means that are generally accepted in the industry for disposing of similar materials ("Services"). References herein to "shredding" shall be understood to include all such methods of disposal. • Client acknowledges that Client's Shred Materials may be commingled with shred materials of others and that Client's Shred Materials may be recycled after they are shredded. • The Services may be performed as part of a. regular schedule, as set forth on the Agreement, or pursuant to specific requests from Client. Client agrees to be available for service to take place as set forth on the Agreement or notify Company of a need to reschedule at least two (2) business days prior to arranged service dates. Failure to notify Company will result in service charges as set forth on the Agreement. • Client agrees to provide Company with a minimum of thirty (30) days advance written notice of any material change in Client's service requirements or volumes.. • Company shall be entitled to utilize the services of subcontractors selected by Company upon written notice to Client. 3. PRICING. • Client agrees to pay Company for its services as set forth in the "Services & Pricing" section of the CIIM Shred Service Agreement and in accordance with the Washington Department of Enterprise Services Contract No.03124 - Digital Storage Media and Document Destruction under "Exhibit C Bid Price" • Client agrees to pay all invoices within thirty (30) calendar days following the date of the invoice. • Client agrees to be responsible for or to reimburse Company for any third -party costs required by Client or parties associated with Client (including, without limitation, invoicing services, or facility access security requirements). If Company incurs any such costs in the performance of services for the Client, Client agrees to reimburse Company for such costs as they are incurred. If the Client terminates the Agreement prior to the completion of the Initial Term, Client must immediately pay Company, all unpaid invoices, and 3 months of additional. service fees. Fees for early termination shall be calculated based on the average invoice incun-ed by Client for the prior six months of the Agreement, or all prior months of the Agreement, whichever is fewer. If the Client fails to pay the charges when due, Client shall be liable for late charges at the greater rate of 18% per annum or the maximum amount allowed by law. Client shall also be iia.ble for all expenses incurred in collecting charges which are in arrears, including reasonable attorneys' fees. 4. SHREDDING. orma on CIIM: Shred Terms of Service Client acknowledges that it is aware of its obligation to properly dispose of "Consumer information" ("CI"), "Personally Identifiable Information" ("PII"), Protected Health Information ("PHI") and any other information and data the disposal. of which is regulated by any state and federal laws or regulations governing disposal of information, including without limitation, those commonly known as "FACTA", "GLBA", "HIPAA" and "HITECH", "SOX" or similar state and federal laws ("Privacy Laws"). Client is solely responsible for reviewing Privacy Laws to determine if shredding is adequate under the Privacy Laws to which the Shred Material may be subject. Company makes no representation, warranty, certification, or agreement as to the compliance of shredding or the services with Privacy Laws. Client agrees that all bins, consoles, and other items supplied by Company for use by Client in connection with the services are the property of Company. If Client fails to return all such items in working condition at the completion. of the services or if any such items are damaged or lost, Client agrees to reimburse Company for their replacement cost. Client shall be responsible for, and agrees to hold Company harmless from, all contractual restrictions that govern Client and all applicable laws and regulations, including but not limited to environmental laws and contractual restrictions and laws governing the confidentiality, retention and disposition of information contained in the Shred Materials. Client warrants that it is the owner, legal custodian, Data Controller or otherwise has the right to deliver For shredding all materials Client provides Company hereunder. Client acknowledges transfer of custody and authorizes the destruction of any material given to or gathered by a representative of Company. Client acknowledges that it has irrevocably authorized. Company to dispose of the Shred Materials by shredding and that Shred Materials cannot be returned to the Client or the Data Subject. Any Data Subject Inquiries or other requests regarding material collected for destruction will be responded to as such, 5. PROHIBITED ITEMS. Client shall not deliver to Company pursuant to the Agreement anything other than Shred Materials, including without limitation any of the following: • non -paper products, including cardboard, metal, plastic, or other office refuse • any material considered toxic or dangerous or which is regulated under any federal or state law or regulation relating to hazardous materials • any negotiable instruments Client shall be responsible for all damages caused by any unapproved items including without limitations any time or cost associated with removing items or repairing equipment. 6. CONFIDENTIALITY. Company shall implement and maintain reasonable safeguards designed to protect the confidentiality of Client's information contained in the Shred Material and shall not intentionally disclose such information to third parties without Client's written consent. 7. LIMITATION OF LIABILITY. • Company shall not be liable for any loss or damage to shred material, however caused, unless such loss or damage resulted from the failure by company to exercise such care in regard thereto as a reasonably careful person would exercise in like circumstances. Company's maximum liability under the Agreement for a'l] claims shall not exceed the aggregate amounts paid by client with respect to services provided at the client's location during the six (6) months preceding the event which gives rise to a claim. In no event shall company be liable for any consequential, incidental, special, punitive, or similar types of damages, regardless of whether the action is brought in tort, contract, or any other theory. 8. INDEMNIFICATION: Unless caused by the gross negligence or intentional acts of the Company or its subcontractors, Client agrees to fully indemnify and hold harmless the Company, its affiliates, and subsidiaries,. its and their officers, employees and agents for any liability, cost or expense, including reasonable attorneys' CIIM: Shred Terms of Service fees and costs, that the Company may suffer or incur because of claims, demands, costs or, judgments against it arising out of its services under the Agreement. 9. MISCELLA.NE©US. • The Agreement and Terms of Service ("Terms"), to include all attached and referenced schedules and appendixes constitute the entire Agreement between Company and Client ("the Parties") with respect to the subject matter of the Agreement. No change, waiver, or discharge of the Agreement or Terms shall be valid unless in writing and executed by the party against whom such change, waiver, or discharge is sought to be enforced. The Agreement shall be binding on the parties and their respective successors and assigns. Company shall have the right, upon written notice to Client, to assign the Agreement and its obligations hereunder in connection with the sale, transfer, or assignment of all or substantially all the stock or assets of Company. Every provision of the Agreement is intended to be severable. If any term or provision is illegal, invalid, or unenforceable, there shall be added automatically as part of the Agreement, a provision as similar in terms as necessary to render such provision legal, valid, and enforceable. The Agreement shall be constructed in accordance with the laws of Washington State without giving effect to its conflict of laws or principles. • Each party shall be excused from any delay or failure in performance under the Agreement for any period if and to the extent that such delay or failure is caused by acts of God, governmental actions, labor unrest, riots, unusual traffic delays or other causes beyond its control. Client agrees to retain Company on an exclusive basis at all facilities covered by the Agreement for the term of the Agreement. All notices under the Agreement shall be in writing. Unless delivered personally, all notices shall be delivered to the appropriate email, or mailing address as noted herein, or as otherwise noted in writing in accordance with this provision. Notices shall be effective upon receipt. Client agrees that Company shall be entitled to include on its invoices, and that Client agrees to pay any tax on the services or goods provided under the Agreement, provided that, in no event, shall Client be obligated to pay any such taxes related to the income of Company. In the event any taxing authority assesses any such tax on the services or goods retroactively, Client agrees to submit such tax payments to Company promptly following written notice thereof by Company. Any provisions that by its nature or terms should survive following a termination or expiration of the Agreement shall survive to give full effect to the intended effect of such provision. The Shred Terms of Service may be periodically amended or updated upon mutual agreement of the Parties and such updates or amendments will be communicated in writing via email. Washington Slate DEPARTMENT OF ENTERPRISE SERVICES Contract No. 03124 Digital Storage Media and Document Destruction S Category 2: On/Off-Site Paper Destruction and Purging Contr tf Service A Gallon Bin Staged Gallon Bin 65 Gallon On -staged Staged n 65 Galion Bin Lin -staged 95 Galion Sin Staged CI Support, LLC dba Cl Information ngement Yakima County 4,45 $ 7.00 $ 9.25 ClSuppo C dba CI Info ion anage AddiiIona Services 0i"ered Onsite 65 Gallon bin Purge CiSupport CI Support CdbaC CdbaC nformation Management nformation Management Cl Support, LLC dba CI Information Management hite Dog Shredding Company (dba Proshred Seattle) Harold LeMay Enterprises dba LeMay Mobile Shredding Service Area Region Olympic Region Southwest Region Northwest Region North Central Region South Central Region Eastern Region pe bin 20 Gallon Consote -staged per console 20 Gallon Console -un-staged per console Private/Public Shred Event per hour Drop-off in Tukwila On Cali Shred Service per Box 35 Gallon 65 Gallon Counties Within Each Region 2 4.4 7.00 150.00 .Clallam, Grays Harbor, Kitsap, Jefferson, and Mason counties 6.00 150.00 Clark, Cowlitz, Lewis, Pacific, Skamania, Thurston, and Wahkiakum counties Island, King, Pierce, San Juan, Skagit, Snohomish, and Whatcom counties Chelan, Douglas, Grant, Kittitas, and Okanogan counties Asotin, Benton, Columbia, Franklin, Garfield, Klickitat, Walla Walla, and Yakima counties Adams, Ferry, Lincoln, Pend Oreille, Spokane, Stevens and Whitman counties 11.25 11.75 iervices ontractor Vr`in Basins erviees day i rbile Shredding rite og dding C©m... Service Area Northwest Region Okanogan County Olympic Region Pierce County Snohomish County 95 Galion Bin Uri -staged 5 Gallon Temporary Bin 65 Galion Temporary Bi 11.75 $ 12.5 12.5© On/off-site 95 Gallon paper Temporary destruction - Bin Purging Per Box 12.50 $ 3.25