HomeMy WebLinkAbout2015-271 Contract - I-Secure Inc - Police
Contract for GOODS AND SERVICES Less than $25,000
CONTRACTOR: iSecure Information Security
CITY OF T-~
AS H LAND CONTACT: Chris Isabell
20 East Main Street
Ashland, Oregon 97520 MAILING ADDRESS: PO Box 2541, Grants Pass, OR 97528
Telephone: 541/488-6002 (Physical address: 1235 NE 6th Street, Grants Pass OR 97526)
Fax: 541/488-5311
TELEPHONE: 541-479-1425
FAX: 800-884-8410
DATE AGREEMENT PREPARED: September 4, 2015 EMAIL: Chris@i-secure.co
BEGINNING DATE: September 14, 2015 COMPLETION DATE: September 14, 2017
COMPENSATION: Fees per proposal attached as Exhibit C.
GOODS AND SERVICES TO BE PROVIDED: Confidential Document Shreddinq Services - Per attached
Invitation to Bid attached as Exhibit D and croposal submitted by .iSecure Information Security attached as
Exhibit C. On-site confidential document shredding services to be provided for Ashland Police Department,
Ashland Municipal Court and Ashland City Recorder's office. Shredded material will be transported by the
Contractor to an appropriate recycling location.
ADDITIONAL TERMS:
9. (d) This contract may be terminated at anytir,le by the Contractor upon 30 days notice in writing delivered by certified
mail or in person.
Contractor will secure handling, transit, and prompt obliteration of the public records given to Contractor, including full
obliteration of the contents and dates of the documents.
Contractor will not transfer public records or other records given.to Contractor by the City from City offices and will not
sell, transfer or deliver such records to a third party, purposely or by mistake, prior to data obliteration. Data obliteration,
consisting of shredding, will take place at the City offices where the public records are stored.
Contractor hereby undertakes and indemnifies the City against any claims or actions by third parties resulting from
Contractor's failure to protect the confidentiality'of public records.
in the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and Services will be primary and take
precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said rims City of As'iland Contract.
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performan,!:e of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if re, quired to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contra':tor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payme its shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents ;prepared by Contractor pursuant to this contract shall be the property of
City. l
6. Statutory Requirements: ORS 279B.220, '27913.225, 279B.230, 27913.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Livia Wage Requirements: If contractor is rovidin services under this contract and the amount of this contract
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 1 of 6
is $20,142.20 or more, Contractor is required to comply with chapter; 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgment, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This cont act may be terminated at any time.by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such :later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the br(,sach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities' of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contra:t been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete respons;bility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small )usinesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in.the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may )e disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sh2,m regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the admin.strative rules implementing the Statute.
12. Asbestos Abatement License: if required ,nder ORS 468A.710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible fcr the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee of subcontractor and City:
14. Use of Recyclable Products: Contractor shall use recyclable roducts to the maximum extent economical) feasible
Contract for Goods and Services Less than $25,000, Revised 06102/2015, Page 2 of 6
in the performance of the contract work set forth in this document.
15. Default The Contractor shall be in defaui;t of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or ol'ligation it owes under the:Contract; if it loses its QRF status pursuant to
the QRF Rules or loses any license, certif'ate or certification that is; required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvenc~.I; makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single iimit,'•or the equivalent, of not less than $2;000,000 for
each occurrence for Bodily Injury and Property Damage.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000
for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable.
d. Notice of cancellation or chance. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to toe provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsib,e for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: Th's contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to anyjurisdiction's conflict of Laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Count of Jackson County for the Mate of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any Maim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIE,,ITS CONSTITUTE THE, ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MOD FICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, `HALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE. ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEtd, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS 1,'UTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UADERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriations Clause. Funds Availa)le and Authorized: City Ihas sufficient funds currently available and
authorized for expenditure to finance the coats of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's paymen of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable admini atrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriation.', , limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is
required before any work may begin under It its contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 3 of 6
-Contrai;tor: _ City of Ashland
By By
Signature VDepartment Head
Print Name Print Name
12- 2-4
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. j Purchase Order No.
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Contract for Goods and Services Less than $25,000, Revised 0610212015, Page 4 of 6
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a resul of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject :o backup withholding. Contractor further represents and
warrants to City that (a) it has the power,and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professiona standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform ,,.he work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent .
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 carry out the labor or serv'ces at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used fcr the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
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(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insuranceirelating to the labor,or services to be provided.
T
Contractor (Date)
Contract for Goods and Services Less than $25,000, Revised 06/02/2015, Page 5 of 6
i
CITY • ASHLAND, OREGON
EXHIBIT B
City of Ashland
LIVING
WAGE
=Per hour effective June 30, 2015
increases:annually'every June 30 by the
Consumer Price Index)
Employees must be paid a portion of business of their 401 K and IRS eligible
employer, if the employerlhas cafeteria plans (including
living wage:
ten or more employees, and childcare) benefits to the
'has received financial amount of wages received by
assistance for the project'or the employee.
➢ For all hours worked under a ousiness from the City of
service contract between their gshland in excess of ➢ Note: "Employee" does not
employer and the City of $20,142.20. include temporary or part-time
Ashland if the contract employees hired for less than
exceeds $20,142.20 or more. f their employer is the City of 1040 hours in any twelve-
Ashland including the Parks month period. For more
For all hours worked in a and Recreation Department. details on applicability of this
month if the employee spends policy, please see Ashland
50% or more of the n calculating the living wage, Municipal Code Section
employee's time in that month :employers may add the value 3.12.020.
working on a project or of health care, retirement,.
For additional information:
Call the Ashland City Administrator's office at 1'541488-6002 or write to the City Administrator, City Hall,
20 East Main Street, Ashland, OR 97520 or vi Sit the city's website at vvww.ashland.or.us.
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Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all
employees.
CITY OF
ASHLAND
Contract for Goods and Services Less than $.5,000, Revised 06102/2015, Page 6 of 6
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(-;7) ~ l
ite Documept redo
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Service Proposal
City of Ashlar
~d
40 North Mountair` Ashland, OR 97520
July 24, 2015
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INFOR6fATION BEC.VR)TY
PO Box 2541 '
GrantsPass, OR 97528
(541) 479-1425
www.theshredcompany.com
r~ p OnSite Shredding
Documents
1NFOA'6fArlON SECURITY CD ROMs / DVDs
Computer hard drives
Computer back-up tapes
Friday, July 24, 2015 X-Ray / Microfilm / VHS tapes
City of Ashland
Kari Olson
90 N. Mountain Ave.
Ashland, OR 97520
RE: Invitation to Bid-Document Shred ding..Services
Dear Ms. Olson, I
Thank you for asking iSecure to bid on the upcoming 2-year service contract for the City of Ashland. I have
enclosed our proposal with the following contents:
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- Company Overview
- Customer References (in your area)
- Service Fees and Options
- Security Bin Options
- MAID Certification credentials, 2015-2016
- Insurance Certificate
Please let me know if you have any questions. We also have the ability to securely destroy computer hard drives -
on-site or off-site.
Sincerely,
Chris Isabell
President I
I
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A
PO Box 2541
Grants Pass, OR 97528
(541) 479-1425
(800) 884-8410 fax
www.theshredcompany.com
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avrnnau r,°n nacun,rr
CITY of ASHLAND
®nSite Document Destruction Proposal
Quoted 7/2412015
iSecure Service Advantages
Not all shredding services are created equal.
Consider the benefits of working with iSecure Inc.
. .
,A~A1
MAID "AAA" Certified ,
This is the highestsecurity rating mark in our industry, and you can be sure thatyou are receiving the higheststandard of security and
care available. iSecure has continuously maintained certification since April 2006. The National Association of Information Destruction
(MAID) certifies our equipment, procedures and personnel annually. To learn more orto verify our certification status go to the following
web address, vjv,,w.naidonline.oro/certification.htrr 1.
Compliance Support/ Certificates of Destruction
Industry and state and federal regulatory requirements such as HIPAA and FACTA require certain due diligence, selection, and/or
recordkeeping procedures be implemented and maintained. To help you achieve compliance iSecure Inc. provides the documentation
thatyou need, including...
Certificates of Destruction-provided ,t the time of service. We keep duplicates of each certificate.
• HIPAA/FACTA Compliant Agreements -our agreements support the latest regulatory requirements including HITECH and.
Red Flag.
NAiD Certification is accepted as writ-,en selection criteria for due diligence requirements including FACIA.
Closed Chain of Custody
Your confidential material stays in our custodyfrorr the time we shred it to the pulping process-no transfers. This is more secure and
should give you confidence your material is being t andled responsibly and is recycled, not land filled.
100% Recycled
We handle the transfer and recycling of all of yourc,)nfidential paper. Currently our shredded paper is being processed and the
international Paper facility in Eugene, Oregon.
Environmental impact Reporting
At least annually we provide this report which detai'sthe impact your shredding and recycling efforts produces.
12 mo. Service Schedule
In an effort to help you get the most out of yourshr,~dding service we produce annual service calendars for you to post. We stick to our
schedules 99%ofthe time, but in the event we change our schedule you will be called at least 24 hours in advance.
Materials
In addition to paperwe can securely destroy plastic , media (tapes, CDs, x-ray) and hard drives. Special containers are provided for
these materials so we can segregate them from you- confidential paper.
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Office: (511) 479-1425 Fax: (800) 884-8410
PO B,)x 2541 Grants Pass OR 97528
v ww.theshredcompany.com
LvfaALArIaN iCCUIIAY
®ocurient Shredding Proposal
City of Ashland
Proposal Date 7/24/2015 I
iSe
Lure Customer References
The combination of our professionalism, attentive :service and qualitysets us apart for our competitors, but don't take ourword
for it just ask the following customers that are in yourarea
Company Contact' Phone-A
1 Josephine County Courts Kirk Brust 541-476-2309
2 Mid-Rogue Independent Physicians Assoc. (MRIPA) Doug Flow 541-476-4106 9
3 Amerititle Barry Robinson 541-672-6651
4 Oregon DMV Bill Bedsole 541-474-3181
5 Siskiyou County Steve Leal 530-841-2780
6 FirstAmerican Title Insurance Traci Rheinsburg 541-779-7250
7 AmericanWest Bank Heather Casey 541-282-5102
P
Oregon Small Business, Experience & i xpertise
iSecure has grown to be a regional independert company providing records management and on-site destruction services
to, southern Oregon, the Klamath Basin, the Oregon coast, Willamette Valley and northern California. We are a genuine
home-grown Oregon small business endeavor,ind proudly support Oregon-based small business.
Our company launched in May 2005 providing.on-site document destruction in southern Oregon and northern California. In
April 2006 iSecure became the first independel company in Oregon to become NAID AAA Certified. Company president,
Chris Isabell, has served as director and president of the board forthe National Association of Information Destruction (NAID).
Initial and ongoing training concerning privacy issues, secure destruction technology and process, federal and state
regulatory laws [FACIA, HIPAA, HITECH, GLB] is essential to iSecure. Our staff is committed to security and each employee
reviews and signs annually our company Opera':ions Manual restating their understanding and commitment to security
procedures, service and secure destruction.
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Office: (54) 479-1425 Fax: (866) 646-1475
1235 NI 6`h Street, Grants Pass OR 97526
w vw.theshredcompany.com
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rwoeu~rrav seeurtrrr
CITY of ASHLAND
OnSite Document Destruction Proposal - ROUTE SERVICE
Quoted 7124/2015
SERVICE OPTIONS & CHARGES
We charge you based on the number of containers that we en,pty and shred each time we service your location. You have the option to alter yourservice
options including number and type of containers and se vice frequency.
Addres Location Service Cycle Container Type Rate per Containe:
1 City of Ashland Police Dept. Every 2 Weeks 2 ea., 65ga1 Bin $25.00151 Bin
90 North Mountain Ave. $20.00 2nd Bin
Ashland, OR 97520
v
NAlD Certified
OnSite Service Municipal Every 8 or 12 wks. 1 ea., Console
Court $25.00
f
Recorder's Bi-Annually 25.30 ea., 65g. Bins [file boxes]
Office 525.001512
(storage unit) , $15.00 ea. add'I
See'Notes'belowforGeld desvipGons.
OTHER CHARGES
Minimum Stop Charge $25.00-
Fuel Surcharges none
Account Maintenance Fees none
Other Media Types: $8.00 pFr 1.2 cu. fL box of material (i.e. CD ROMs, backup tapes, VHS tapes)
NOTES
1. Service cycles are provided in 1,2,4,8 and 12 week cycles.
2. Rate/Service refers to the rate per container per service. No charge for empty containers.
3. This proposal is active for 90 days from quo'e date.
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Office: (5,A) 479-1425 Fax: (800) 884-8410 j
PO B.x 2541 Grants Pass OR 97528
wAw.theshredcompany.com
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Security Container Options
security Bin
35, 65 and 95 gallon capacities.
Holds approximately 100lbs., 250 lbs. and 400
lbs. of paper respectively. Ideal value where
space allows.
securi Console
For use in professional environments or where
space is an issue. A fax machine or printer may
be placed on top. 36" height. 24" x 20"
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Personal Document
Container (PDC)
With up to 50-70 lbs holding capacity, the PDC is
an idea{ office collection alternative to the Tradi-
tional consoles particularly where frequency is
required and space is limited.
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INFORMATION SECLIRlTY
PO Box 2541, Grants Pass, OR 97528-(5-1) 479-1425-www.theshredcompany.com i
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CITY OF
FORM #2 ASHLI-VND
INVITATION TO BID
INTEPAUDIATE PROCUREMENT
Release date: July 23, 2015
Requested by: Kari Olson:, Purchasing
City of Ashland
90 N. Mountain Avenue
Ashland, OR 97520
Tel: 541488-5254
Fax: 541-488-5320
Email: kar.olson@ashiand.or.us
Bids are due by: 1:00 PM (PST), Wednesday, July 29,201:5
Project name: Confidential Document Shredding
Bids may be faxed, emailed or hand delivered. t:ontractors shall submit bid on their company letterhead. Informal email
bids and/or late bids will not be accepted.
The successful contractor will be required to enter into a contract with the City for the services and provide insurance
certificates in their own name for General Liabi.ity, Automobile and Workers' Compensation. Workers' Compensation
insurance is mandatory. Subcontracting will not be permitted.
SCOPE OF SERVICES
The City of Ashland is requesting proposals for on-site confidential document shredding to be
performed on an as needed basis and/or as required by City departments. The City's intent is to award a
contract that is most advantageous to the City for a term of two (2) Years.
Police Department: The Police Departmen currently maintains two (2) 65-gallon locked roll cart
containers and on-site (curbside) document shredding services are scheduled twice per month (currently
Thursdays). On occasion, the Police Department may call to schedule an additional service call for
document shredding during the month. They appreciate a telephone call 10-15 minutes prior to the arrival
of the service provider so they can have a police department employee readily available upon the arrival
of the service provider and to be present wh :n the documents are shredded.
Municipal Court: The Municipal Court maintains a single 40" locked console container for confidential
documents that require shredding. Every 2-3 months an employee of the court will call to request on-site
(curbside) document shredding services and be present when the documents are shredded.
City Recorder's Office: The City Recorder's office schedules onsite (curbside) document shredding to
be performed at the City rented storage unite.S) twice per year in January and July. The recorder's office
estimates that 7-10 City storage boxes will fill a 65-gallon container and approximates that the contents of
25 to 30 of the 65-gallon containers are shre ided per year.
I
Form #2 - Intermediate Procurement. Invitation to Bid, Trade Services. Page 1 of 2, 7/23/2015 L&L
old &
Mandatorv terms and conditions: Contactor will secure handling, transit, and prompt obliteration of
the. public records given to Contractor, including full obliteration of the contents and dates of the
documents.
Contractor will not transfer public records or other records given to Contractor by the City from City
offices and will not sell, transfer or deliver such records to a third party, purposely or by mistake, prior to
data obliteration. Data obliteration, consisting of shredding, will take place onsite or curbside at the City
offices or storage facilities where the public records are stored and it is mandatory that a representative of
the City be present while the documents ar;° being shredded.
Contractor hereby undertakes and indemni `les the City against any claims or actions by third parties
resulting from Contractor's failure to prote,t the confidentiality of public records.
Please provide an official bid on your co)npanv letterhead, including the following information:
1. Provide contact information for your company, including but not limited to: company name;
contact name(s); physical address cf company; telephone number(s); fax number; and email
address(s) for contact personnel
2. Provide a fee schedule for document shredding and available document storage containers
that can be locked (if containers will be provided at no charge, please include something in
writing stating that the containers can be provided at no charge)
3. Include a written statement stating that the prices provided in the fee schedule will be firm for a
term of two (2) Years
4. Provide photos, descriptions and :sizes of available containers that can be used to temporarily
store confidential records until they can be shredded
5. Provide the davs of the week your company is willing and/or able to perform document
shredding services within the Ashland city limits
6. Provide copies of insurance certificates for the insurance your company consistently maintains
that is relative to the services being,requested, including but not limited to: general liability,
automobile, Workers' Compensatic.n, etc. (Please note that the contract terms will require the
successful bidder to provide insurance certificates with the City of Ashland endorsed as the
additional insured.)
If you have any questions and/or need addit: onal information, please contact Kariann at 541-488-5354.
Due date and time for submitting quotes is i:00 PM (PST), Wednesday. July 29, 2015.
Late quotes will not be considered.
Thank you.
Method of Award_ ORS 279B.070 Inter mediate Procurements. (4) If a contract is awarded, the
contracting agency shall award the contact to the offeror whose quote or proposal will best serve the
interests of the contracting agency, takiYg into account price as well as considerations including, but
not limited to, experience, expertise, product functionality, suitability for a particular purpose and
contractor responsibility tinder ORS 27;',8.110.
G:TUBLIC CONTRACTING (Purchasing)U5 Procu ement FORMS\FORM 92 - WRITTEN SOLICITATIONS - EXAMPLESUTB -
Confidential Document Shredding 07 23 201 5.doc
2
ISECU-1 OP ID: RL
A RD' CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YM
09/22/2015
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORNtATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICAT HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT
Jeff Clark Insurance NAME:
620 S.W. 6th Street P"CONK .541-476-7715 A/c No :541-479-0922
Grants Pass, OR 97526 E-MAIL
ADDRESS:
INSURER AFFORDING COVERAGE NAIC #
iNSURERA; Ore on Auto Insurance Co
INSURED I Secure Inc. INSURER B:
Po Box 2541
Grants Pass, OR 97528 INSURERC:
INSURER D:
INSURER E :
INSURER F:
COVERAGES CERTIFICATE NUMBER, REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY 8E ISSUED OR MAY PERTAIN, THE INSURE NCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
IN
LTR TYPE OF INSURANCE PC'UCY NUMBER MMIDD IMMIDDNYM LIMITS
A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,00
CLAIMS-MADE FRIOCCUR X CIO 174867 04115/2015 0411512016 PREMISES Ea occurrence $ 100,00
LIMITS AT : NCEPTION MED EXP (Any one person) $ 5,00
PERSONAL 8 ADV INJURY $ 1,000,00
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,00
POLICY ❑ PRCO-- [7
LOC
PRODUCTS . COMPIOP AGG $ 2,000,00
OTHER:
$
AUTOMOBILE LIABILITY COMBIN U '-SINGLE LIMIT
aecddom $ 1,000,00
A X ANY AUTO C10174867, 04/1512015 0411512016 BODILY INJURY (Per person) $
ALL OWNED SCHEDULED
AUTOS AUTOS BODILY INJURY (Per acGdent) $
OOSWNED AMA $
NON- PROPERTT5__U9_
HIREDAUTOS AAUT
(Par occident)
$
UMBRELLA UAB X OCCUR
A X EXCESS UAB CLAIMS-MADE C10 174867 0411512015 04115/2016 EACH OCCURRENCE $ 1,000,00
AGGREGATE $ 1,000,00
TED RETENTION $ 3
WORKERS COMPENSATION
EMPLOYERS' LIABILITY Y / N TAT N-
AND X ANY PROPRIETORIPARTNER/EXECUTIVE SAIF 73816 5 06101/2015 0610112016 EL EACH ACCIDENT S
OFFICER/MEMSER EXCLUDED? F-1 NIA
(Mandatory In NH)
EL, DISEASE - EA EMPLOYEE $
If yob describe under
DESCRIPTION OF OPERATIONS WOW E.L. DISEASE - POLICY LIMIT $
A Equipment Floater CIO 174867`. 0411512015 04/1512016
A Property Section C10 174861 04/1512015 04/1512016
I
DESCRIPTION OF OPERATIONS/ LOCATIONS /VEHICLES (ACORD 101, AddWonal'Remarks Schedule, maybe attached K morospace 1s required)
The City of Ashland,OR and its elected officials, officer:; and employees are
added as Add'I Insured (per Master Pak Endt #CG8579 ,5105) but only with
respects to the operations of the insured in accordance with the policy
terms and conditions (Master Pak Endt#CG8579 5105 applies to General
Liablity coverages only)
CERTIFICATE HOLDER CANCELLATION
CITYASH
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
The City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS.
20 E. Main Street
Ashland, OR 97520 AUTOO D REPRES TATn/E
i
®1988-20 RD CORPORA N. All rig is reserved.
ACORD 25 (2014101) The ACORD nam,. and logo are registered marks of ACORD
CIO-17-48-67
I SECURE INC COMMERCIAL GENERAL LIABILITY
04/15/15 CG 8579 05 05
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
GENERAL LIABILITY MASTER PAK PLUSO
FCR CONSTRUCTION
(OREGON)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
i
INDEX
Sub iect
Page
Blanket Additional Insured (Owners, Lessees or Contractors)
2
Fire, Lightning, Explosion and Sprinkler Leakage Damage to Premises You Rent
3
Non-Owned Watercraft
4
Supplementary Payments (Bail Bonds) 4
Personal And Advertising Injury - Electronic Publication Extension
5
Aggregate Limits (Per Location) 5
Aggregate Limits (Per Project) 5
Voluntary Property Damage Coverage
6
Off Premises Care, Custody or Control Coverage
6
Newly Formed or Acquired Organizations
7
Duties in the Event of Occurrence, Offense, Maim or Suit 7
Bodily Injury (Mental Anguish)
8
Waiver of Transfer of Rights of Recovery Against Others
8
Medical Payments 8
Broad Named Insured
i 8
Broadened Mobile Equipment 8
Incidental Malpractice Liability 8
Non-Owned Aircraft
9
Property Damage - Elevators 9
CG 8579 05 05 Includes copyrighted maternal of ISO Properties, Inc., with its permission. Pagel of 9
E sw oo
1. BLANKET ADDITIONAL INSURED (Owners, Lessees Or Contractors)
(Includes a Primary/Non-Contributory p~ovision)
Section If - Who Is An Insured is amended to include as an insured any person or organization whom
you are required to name as an additional insured on this policy in a written contract or written
agreement. The written contract or written agreement must be currently in effect or becoming effective
during the term of this policy and executed prior to the "bodily injury," "property damage" or "personal
and advertising injury-"
A person's.or organization's status as an additional insured under this endorsement ends when your
operations for that additional insured are completed.
The insurance provided the additional i.lsured is limited as follows:
A. The person or organization is only ~.n additional insured with respect to liability caused by your
negligence and:
1. Arising out of real property, as described in a written contract or written agreement, that you
own, rent, lease or occupy; or
2. Caused by your ongoing operations performed for the additional insured.
The insurance provided the additional insured in 1.A.2. aibove does not apply to:
a. Coverage A - Bodily Injur;l and Property Damage Liability., Coverage B - Personal and
Advertising Injury Liability or defense coverage under the Supplementary Payments
arising out of an. architect's, engineer's or surveyor's; rendering of or failure to render any
professional services including:
(1) The preparing, approving, or failing to prepare or approve maps, shop drawings,
opinions, reports, survEys, field orders, change orders or drawings and specifications:
and.
(2) Supervisory, inspection,, architectural or engineering activities.
b. "Bodily injury" or "property damage" occurring after.
(1) All work, including matf:rials, parts or equipment furnished in connection with such work,
on the project (other thain service, maintenance or repairs) that was performed by or on
behalf of the additional insured(s) at the site where the covered operations have been
completed; or
(2) That portion of "yourw;,rk" out of which the injury or damage arises has been put to its
intended use by any person or organization other than another contractor or
subcontractor engaged in performing operations for a principal as part of the same
project.
B. The limits of insurance applicable t,? the additional insured are those specified in a written contract
or written agreement or the limits o` Insurance as stated in the Declarations of this policy and
defined in Section III - Limits Of Insurance of this policy, whichever are less. These limits are
inclusive of and not in addition to tl`e limits of insurance available under this policy.
C_ The insurance provided the additional insured does not apply to the liability resulting from the
negligence of the additional insured.
CG 8579 05 05 Includes copyrighted material of ISO Properties, Inc., Wth its permission. Page 2 of 9
E 588 00
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D. As respects the coverage provided ito the additional insured under this endorsement, Section IV-
Conditions is amended as follows:
9. The following is added to Condition 2. Duties In The Event Of Occurrence, Offense, Claim,
or Suit:
An additional insured under this, endorsement will as sooh as practicable:
a. Give written notice of an "occurrence" or an offense,,that may result in a claim or "suit"
under this insurance to us;
b. Tender the defense and indemnity of any claim or "suit" to all insurers whom also have
insurance available to the additional insured; and
c. Agree to make available any other insurance which the additional insured has for a loss we
cover under this Coverage Part.
2. The following is added to Condition 3. Legal Action Against Us:
We have no duty to defend or ir:demnify an additional insured under this endorsement until we
receive written notice of a claim or "suit" from the additional insured.
3. The following is added to Paragraph a., Primary Insurance of Condition 4. Other Insurance:
If the additional insured's policy bas an Other Insurance provision making its policy excess. and
a Named Insured has agreed in 3 written contract or written agreement to provide the additional
insured coverage on a primary and noncontributory basis:, this policy shall be primary and we
will not seek contribution from tte additional insured's policy for damages we cover.
4. The following is added to Paragraph b., Excess Insurance of Condition 4. Other Insurance:
Except as provided in Paragraph 4.a. Primary Insurance as amended above, any coverage
provided hereundershall be excess over any other valid and collectible insurance available to
the additional insured whether primary, excess, contingent or on any other basis. In the event an
additional insured has other coverage available for an "occurrence" by virtue of also being an
additional insured on other policies, this insurance is excess over those other policies.
2. FIRE, LIGHTNING, EXPLOSION AND ~F''.PRINKLER LEAKAGE DAMAGE TO PREMISES YOU RENT
If Damage To Premises Rented To You under Coverage A is not otherwise excluded from this policy,
the following applies:
A. The last paragraph of 2. Exclusionsiof Section 1- Coverage A is replaced by the following:
If Damage To Premises Rented To You is not otherwise excluded, Exclusions c. through n. do
not apply to damage by fire, lightning, "explosion" or sprinkler leakage to premises while rented to
you or temporarily occupied by you with permission of the owner. A separate limit of insurance
applies to this coverage as described in Section III - Limits Of Insurance.
B. Paragraph 6. of Section III -Limits of insurance is replaced by the following:
6. Subject to 5. above, the higher o;' $300,000 or the Damage To Premises Rented To You Limit
shown in the Summary of Limits and Charges section of this policy is the most we will pay under
Coverage A for damages because of "property damage" to premises rented to you or
temporarily occupied by you with'the permission of the owner arising out of any one fire,
lightning, "explosion" or sprinkler'leakage incident.
i
CG 8579 05 05 Includes copyrighted material or ISO Properties, Inc., with its permission. Page 3 of 9
=_a?ao0
C. Paragraph b_(1)(b} of Condition 4. Other Insurance (Section IV - Conditions) is replaced by the
following:
(1) That is Fire, Lightning, Explosion or Sprinkler Leakage insurance for premises rented to you or
temporarily occupied by you with the permission of the owner,
D. Paragraph 9.a. of the definition of "insured contract" in Section V- Definitions is replaced by the
following:
9. "Insured contract" means:
a. A contract for the lease of ~ remises. However, that portion of the contract for a lease of
premises that indemnifies any person or organization for damages by fire, lightning,
"explosion" or sprinkler leakage to premises while rented to you or temporarily occupied by
you with the permission of :he owner is not an "insured contract";
E. The following definition is added to Section V - Definitions:
"Explosion" means a sudden release of expanding pressure accompanied by a noise, a bursting
forth of material and evidence of the scattering of debris to locations. further than would have
resulted by gravity alone.
"Explosion" does not include any o', the following:
1. Artificially generated electrical current including electrical arcing that disturbs electrical devices,
appliances or wires;
2. Rupture or bursting of water pipes;
3. Explosion of steam boilers, steam pipes, steam engines' or steam turbines owned or leased by
you, or operated under your co itrol; or
4. Rupture or bursting caused by centrifugal force.
3. NON-OWNED WATERCRAFT
Subparagraph g.(2) of Paragraph 2., E cclusions of Section I -Coverage A is replaced by the
following:
(2) A watercraft you do not own that is
(a) Less than 51 feet long; and
(b) Not being used to carry persona or property for a charge;
4. SUPPLEMENTARY PAYMENTS
In the Supplementary Payments - Coverages A and B provision:
The limit for the cost of bail bonds in Paragraph 1.b. is changed from $250 to $1000.
~ t
CG 8579 05 05 Includes copyrighted rr.3terial of ISO Properties, Inc., with its permission. Page 4 of 9
E 590 00
k
5- PERSONAL AND ADVERTISING INJURY -ELECTRONIC PUBLICATION EXTENSION
Paragraphs 14.b., d. and e. of Section V - Definitions are replaced by the following:
b. Malicious prosecution or abuse of process;
d. Oral, written, televised, videotaped or electronic publication of material that slanders or libels a
person or organization or disparages a person's or organization's goods, products or services;
e. Oral, written, televised, videotaped or electronic publication of material that violates a person's right
of privacy;
The following is added to Paragraph 14. "Personal and Advertising Injury" of Section V - Definitions:
h. Discrimination or humiliation that results in injury to the feelings or reputation of a natural person,
but only if such discrimination or humiliation is:
(1) Not done intentionally by or at the direction of:
(a) An insured; or
(b) Any "executive officer" director, stockholder, partner or member of the insured; and
(2) Not directly or indirectly related to the employment, prospective employment or termination of
employment of any person or persons by any insured.
Subparagraphs b. and c. of 2., Exclusions of Section I - Coverage B - Personal And Advertising
Injury Liability are replaced by the following:
b. Material Published With Knowledve Of Falsity
"Personal and advertising injury" arising out of oral, written, televised, videotaped or electronic
publication of material, if done by or at the direction of the insured with knowledge of its falsity;
c. Material Published Prior To Policy Period
"Personal and advertising injury" aris rig out of oral, written, televised, videotaped or electronic
publication of material whose first publication took place before the beginning of the policy period;
6. AGGREGATE LIMITS OF INSURANCE,iPER LOCATION)
The General Aggregate Limit under Sectl.on III Limits Of Insurance applies separately to each of your
"locations" owned by or rented to you or temporarily occupied by you with the permission of the owner.
"Location" means premises involving the same or connecting lots, or premises whose connection is
interrupted only by a street, roadway, waterway or right-of-way of ,a railroad.
7. AGGREGATE LIMITS OF INSURANCE -,PER PROJECT)
The General Aggregate Limit under Secti zn III Limits Of Insurance applies separately to each of your
projects away from premises owned by or rented to you.
i
i
CG 8579 45 05 Includes copyrighted materia; of ISO Properties. Inc., oath its permission,
E5147 00 Page 5 of 9
i
8. VOLUNTARY PROPERTY DAMAGE COVERAGE
At your request, we will pay for "loss" to property of others caused by your business operations. The
most we will pay for this coverage is $5J0 each "occurrence." The "lass" must occur during the policy
period. The "occurrence" must take place in the "coverage territory".
"Loss" means unintended damage or destruction. "Loss" does not mean disappearance, abstraction or
theft.
This coverage does not apply to:
1. Damage arising out of the use of ary "auto";
2. Property you own, occupy, rent or lease from others: or
3. Property on your premises for sale, service, repair or storage.
None of the other policy exclusions app y to this coverage.
If the policy to which this endorsement is attached is written with a property damage liability deductible,
the deductible shall apply to Voluntary Property Damage. The limit. of coverage stated above shall not
be reduced by the amount of this deductible.
9. OFF PREMISES CARE, CUSTODY OF'; CONTROL COVERAGE
A. We will pay those sums that you be,,ome legally obligated to pay as damages because of "property
damage" to personal property of others while in your or your "employees" care, custody or control or
real property of others over which y;I)u or your "employees" are exercising physical control if the
"property damage" arises out of your business operations. This Coverage is-subject to sections B.,
C., D. and E. below.
B. Exclusions
This insurance shall not apply to:
1. "Property damage" of property at premises owned, rented, leased, operated or used by you;
2. "Property damage" of property while in transit;
3. The cost of repairing or replacing:
(a) Any of your work defectivel;it or incorrectly done by you or by others on your behalf; or
(b) Any product manufactured, sold or supplied by you, unless the "property damage" is caused
directly by you after delivery of the product or completion of the work and resulting from a
subsequent undertaking; or
4. "Property damage" of property caused by or arising out of the "products-completed
operations hazard".
C. Limits Of Insurance - The most we, will pay for "property damage" under this Section S. is $25,000
for each "occurrence". The most w6 will pay for the sum of all damages covered under this Section
9. because of "property damage" is an annual aggregate limit of $25,000.
The Limits Of Insurance provided under this Section 9. are inclusive of and not in addition to any
other limits provided in the policy of endorsements attached to it_
D. Deductible - We will not pay for "property damage" in any one "occurrence" until the amount of
"property damage" exceeds $250. 1f the policy to which this endorsement is attached contains a
"property damage" deductible, that deductible shall apply if it is greater than $250.
E. In the event of "property damage" covered by this endorsement, you shalt, if requested by us,
replace the property or furnish the 1r,bor and materials necessary for repairs thereto at your actual
cost, excluding profit or overhead charges.
i
CG 8579 05 05 Includes copyrighted material of ISO Properties, Inc., with its permission. Page & of 9
C 592 63
i
10. NEWLY FORMED OR ACQUIRED OF'GANIZATIONS
A. Paragraph 4. of Section II - Who is An Insured is deleted end replaced by the following:
4. Any business entity acquired b,% you or.incorporated or organized by you under the laws of any
individual state of the United S,:ates of America over which you maintain majority ownership
interest exceeding fifty percent.! Such acquired or newly formed organization will qualify as a
Named Insured if there is no similar insurance available to that entity. However:
a. Coverage underthis provision applies only until the expiration of the policy period in which
the entity was acquired or incorporated or organized by you.
b. Coverage A does not apply to "bodily injury" or "property damage" that occurred before the
entity was acquired or incor'Dorated or organized by you.
c, Coverage B does not apply to "personal and advertising injury" arising out of an offense
committed before the entity was acquired or incorporated or organized by you.
d. Records and descriptions of operations must be maintained by the first Named Insured.
B. This Section 10. does not apply to n awly formed or acquired organizations if coverage is excluded
either by provisions of the Coverage Part or by other endorsement(s) attached to it.
11- DUTIES IN THE EVENT OF OCCURRENCE, OFFENSE, CLAIM OR SUIT
A. The requirements in Section IV - C(,nditions, Paragraph 2.a., that you must see to it that we are
notified of an "occurrence" applies o ily when the "occurrence" is known to:
1. You, if you are an individual,
2. A partner, if you are a partnershi'o;
3. A member or manager, if you are a limited liability company;
4. An executive officer or designee. if you are a corporation,
5. A trustee, if you are a trust; or
6. A designee, if you are any other "'type of organization.
B. The requirements in Section IV - Conditions Paragraph 2.b. that you must see to it that we receive
written notice of a claim or "suit" will not be considered breached unless the breach occurs after
such claim or "suit" is known to:
1. You, if you are an individual;
2. A partner, if you are a partnershif;
3. A member or manager if you area limited liability company;
4. An executive officer or designee, if you are a corporation;
5. A trustee, if you are a trust; or
6. A designee, if you are any othertjlpe of organization.
Knowledge of an "occurrence," claim or "suit" by the agent, servant or "employee" of any insured
shall not in itself constitute knowledge; of the insured unless an officer or designee shall have
received notice from its agent, servant or "employee".
12. BODILY INJURY
Paragraph 3_ of the definition of "bodily injury" in the Section V - definitions is replaced by the
following:
3. "Bodily injury" means bodily injury, sicFness or disease sustained by a person, including mental
anguish or death resulting from any of !hese at any time.
CG 8579 05 05 Includes copyrighted material of ISO Properties, Inc., vdth its permission.
E 593 co Page 7 of 9
1
13. WAIVER OF TRANSFER OF RIGHTS. OF RECOVERY AGAINST OTHERS
We have the right to recover our payments from anyone liable for an injury covered by this policy. We
will not enforce our right against any person or organization for whom you perform work under a written
contract that requires you to obtain this, agreement from us.
This agreement shall not operate directly or indirectly to benefit anyone not named in the agreement.
14. MEDICAL PAYMENTS
If Coverage C Medical Payments is not otherwise excluded, the Medical Expense Limit provided by
this policy shall be the greater of:
A. $10,000; or
B. The amount shown in the Declarations.
15. BROAD NAMED INSURED
Paragraph 2.a.(1)(d) of Section If - Who Is An Insured is replaced by the following:
(d) Arising out of his or her providing ol, failing to provide professional. health care services. However,
this exclusion does not apply to nur3es, emergency medical!technicians or paramedics who are
employed by you to provide media] or paramedical services to your employees.
16. BROADENED MOBILE EQUIPMENT
Paragraph 121(1) of Section V - Definitions is replaced by the following:
(1) Equipment designed primarily for:
(a) Snow removal;
(b) Road maintenance, but not construction or resurfacing; or
(c) Street cleaning provided that vf,~hicles have a Gross Vehicle Weight of 1,000 pounds or greater;
17. INCIDENTAL MALPRACTICE LIABILI`rY
Paragraph 3. of Section V - Definitionn is replaced by the following:
3. "Bodily injury" means bodily injury, ;sickness, disease or "incidental medical malpractice" sustained
by a person, including mental anguish or death resulting from any of these at any time.
The following is added to Section ko - Definitions:
23. "Incidental medical malpractice"' means injury arising out of the negligent rendering or failure to
render medical or paramedical :services to persons by ajny physician, dentist, nurse, emergency
medical technician or paramedic who is employed by y ,u to provide such services to your
employees, provided you are not engaged in the business or occupation of providing any
services referred to in this definition.
118. NON-OWNED AIRCRAFT
The following is added to Subparagraph g. of 2., Exclusions of Section I - Coverage A Bodily Injury
And Property Damage Liability:
(6) An aircraft with a paid crew, that is hired, chartered or loaned but is not owned by any insured.
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19. PROPERTY DAMAGE - ELEVATORS
The following is added to Subparagraph j. of 2., Exclusions of Section i - Coverage A Bodily Injury
And Property Damage Liability:
Paragraphs (3) and (4) of this exclusion do not apply to damages that result from the use of elevators.
All other terms and conditions of your policy remain unchanged.
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CITY OF
. ASHLAND DATE PO NUMBER
20 E MAIN ST. 10/5/2015 13164
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 019791 SHIP TO: City of Ashland - Police Dept.
I-SECURE INC 1155 E MAIN STREET
PO BOX 2541 ASHLAND, OR 97520
GRANTS PASS, OR 97528
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: contact: Lynn Merrifield
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
Shreddinq Services - FY 2016 1,080.00
Every 2 weeks, on-site shred :.ervice for
2 each 65-qallon bins ($25 fclr 1st
bin, $20 for 2nd bin)
Shreddinq Services - FY 2017 1,080.00
Contract for Goods and Services
Beqinninq date: 09/14/2015
Completion date: 09/14/2017
SUBTOTAL 2160.00
BILL To: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 2,160.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 110.06.11.00.602351 2,160.00
Authogx6-d-Signature VENDOR COPY
LIFORM#3 CITY OF
ASHLAND
REQUISITION Date of request: 09/28/2015
Required date for delivery:
Vendor Name H;Pnira nfnrmatinn Sarnrity
Address, City, State, Zip PO Box '.?541 Grants Pass OR 97528
Contact Name & Telephone Number Chris Issbell 541-479-1425 Fax: 800-884-8410 chris@i-secure.co
Fax Number
SOURCING METHOD
❑ Exempt from Comoetitive Bidding ❑ Emergency
❑ Reason for exemption: ® Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approve I by Council: 09/24/2015 ❑ Written quote or proposal attached
❑ Written quote or proposal attached Attach cof council communication If council a roval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) F1 State of Oregon
❑ Direct Award Date approved by Council:
Contract #
El Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicab e Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4 Personal Services $5K to $75K Contract #
PERSONAL SERVICES El Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #9 Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written c jote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approve~A by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
Shredding Services, Every 2 weeks, On-site shred
Service is for 2 65 gal bins ($25 for 1St bin, $20 for 2r 3 bin)
FY 2016-$1080.00 $2160.00
FY 2017-$1080.00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
❑ Per attached quote/proposal TOTAL COST
$2160.00
Project Number - _ _ _ Aca)unt Number 110.06.11.00.602351
Account Number___-__- AccwntNumber -
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve ~ 11 hardware and software purchases:
IT Director Date Support -Yes /No
By signing this requisition form, I t tbe_Cify_' public contra.:ting requirements have been satisfie
Employee:
KRJ~
c Department Head: 4, LjC
b
/ (Equal to or greater than $5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
Funds appropriated for current fiscal year OYESINO Zsy I - / 0/7//_~--
Finance Director- (Equal to oareater than $5,000) Date
Form #3 - Requisition