City of Goodyear Procurement Office 1900 N. Civic Square Goodyear, AZ 85395 Phone: 623/882-7879 Request for Quotation

Quotation No: 26-0099 www.goodyearaz.gov Page 1 of 19

Quotation Number: 26-0099

Materials and/or Service: Office Records Storage

Quotation Due Date: February 24, 2026 Time: 2:00 pm (Arizona Time)

Procurement Specialist: Roseann Decker Phone: (623) 882-7879 Email: Roseann.decker@goodyearaz.gov

All Quotes must be received electronically by the specified date and time cited above. Late Offers will not be considered. Quotes will not be publicly opened and read. Offerors are advised to carefully read the entire Quote package. Quotes that do not comply with all Instructions to Offerors may be disqualified.

Quotes can be obtained by downloading from the City of Goodyear’s website:

https://www.goodyearaz.gov/government/departments/finance/procurement-office and following these instructions: Click on the link above, click on Bids/Proposals or you can go directly to goodyearaz.bonfirehub.com.

Should you experience problems downloading the solicitation, contact the procurement staff person at the above email address.

https://www.goodyearaz.gov/government/departments/finance/procurement-office https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fgoodyearaz.bonfirehub.com%2F&data=05%7C01%7CJacque.Behrens%40goodyearaz.gov%7Cad9858bcf81f4b8171ee08dab77c2c4d%7Cd3c15ad314d04259b2a9ef3cfb13278f%7C0%7C0%7C638024041283765091%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Ile2vDzsIQTIR%2BgCktAbPuHiezxfAZDcDnXdmYb%2BjXk%3D&reserved=0

Phone: 623/882-7879 Instructions to Bidders

Quotation No: 26-0099 www.goodyearaz.gov Page 2 of 19

1. PREPRATION OF OFFER

a. Instructions for Preparing and Submitting Response:

1. Quotes shall be submitted through the City of Goodyear’s procurement purchasing portal (Bonfire) website at https://goodyearaz.bonfirehub.com/portal under the appropriate solicitation opportunity.

Submissions submitted elsewhere or under the wrong solicitation will not be considered.

2. Solicitation Amendments: Any changes to the solicitation document will be in the form of a solicitation amendment. Amendments are posted on the City of Goodyear’s purchasing portal (Bonfire) website at https://goodyearaz.bonfirehub.com/portal under the appropriate solicitation opportunity. Interested parties are cautioned to check the purchasing portal (Bonfire) for amendments prior to submitting their proposal. The City will not be held responsible if a vendor fails to receive any amendments issued.

3. The City shall not be responsible for any oral changes to the scope of work or specifications by any employees or officer of the city and interested parties are cautioned not to rely on any such changes.

b. It is the responsibility of all Offerors to examine the entire solicitation package and seek clarification from the responsible procurement staff person of any item or requirement that may not be clear, and to check all responses for accuracy before submitting an offer.

c. All offers shall be on the forms provided in the solicitation package. It is permissible to copy these forms if required. Telegraphic (facsimile) or emailed offers will not be considered.

d. The Offer and Acceptance document shall be returned with the submittal signed by a person authorized to sign. Pricing documents and other documents which require information must be filled out in their entirety. Erasures, interlineations, or other modifications in the offer shall be initialed by the authorized person signing the offer.

e. It is the Offeror’s responsibility to obtain a copy of any addenda relevant to this solicitation. Failure to submit addenda with the solicitation response may be grounds for deeming an offer non-responsive.

f. Offers shall be submitted through the City of Goodyear’s procurement purchasing portal (Bonfire) website at https://goodyearaz.bonfirehub.com/portal.

g. Periods of time, stated as a number of days, shall be calendar days.

h. It is the responsibility of the Offeror to submit an offer at the place and by the time provided in the Quote.

i. Negligence in preparing an offer confers no right of withdrawal after the due date and time of the solicitation. No offer shall be altered, amended, or withdrawn after the specified offer due date and time.

j. List any exceptions to any part of the City’s Terms and Conditions. Exceptions must be clearly noted and identified on a separate page.

k. Offers shall include all costs as described and indicated on the Fee Schedule. The City is exempt from Federal Excise Tax, including the Federal Transportation Tax. Sales tax, if any, shall be indicated as a separate item.

https://goodyearaz.bonfirehub.com/portal https://goodyearaz.bonfirehub.com/portal https://goodyearaz.bonfirehub.com/portal

Phone: 623/882-7879 Instructions to Bidders

Quotation No: 26-0099 www.goodyearaz.gov Page 3 of 19

l. If price is the only consideration, and in case of error in the extension of prices in the solicitation, the unit price shall govern.

m. The City shall not reimburse the cost of developing, presenting, or providing any responses to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner.

n. It is the sole responsibility of Offers to submit any additional agreements that they would like for the City to consider in conjunction with the City’s contract. No agreement submitted after the proposal close date will be considered.

2. INQUIRIES

Any questions related to the solicitation shall be directed to the responsible procurement staff person through Messages/Opportunity Q&A on the City’s procurement portal (Bonfire).

Offerors shall not contact or ask questions of other City staff or the City department for which the requirement is being procured.

Any correspondence related to a solicitation should refer to the solicitation number, page, and paragraph number. All questions must be submitted no later than the date/time indicated on the City’s procurement portal (Bonfire).

Phone: 623/882-7879 Terms and Conditions

Quotation No: 26-0099 www.goodyearaz.gov Page 4 of 19

1. REQUEST FOR QUOTATION (RFQ) REVIEW: Offerors shall carefully review this RFQ for defects and questionable or objectionable material. Offerors' comments concerning defects and questionable or objectionable material in the RFQ must be made in writing and received by the purchasing authority before the date and time set for receipt of quotes. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective quote, upon which award cannot be made, and the resultant exposure of Offerors' prices. Offerors' original comments should be sent to the purchasing authority listed on the front of this RFQ. Late offers will not be accepted.

2. QUOTATION FORMS: Offerors shall use this and attached forms in submitting quotes. A photocopied quote may be submitted.

3. SUBMISSION: Quotations shall be electronically signed where applicable and received at the designated

Purchasing Office no later than as indicated. Emails and facsimiles will not be accepted.

4. QUOTE REJECTION: The City reserves the right to reject any or all quotes, combinations of items, or lot(s), and to waive defects or minor informalities.

5. EXTENSION OF PRICES: In case of error in the extension of prices in the quote, the unit prices will govern;

in a lot bid, the lot prices will govern. Negligence by the vendor in preparing the quotation confers no right for the withdrawal of the quotation after it has been opened.

6. GOODYEAR PROCUREMENT CODE: The Procurement Code § 3-4 is made a part of this document as if fully set forth herein. Note: A copy of the Goodyear Procurement Code is available on the City of Goodyear website www.goodyearaz.gov.

7. PRICES: The Offeror shall state prices in the units of issue on this RFQ. Prices quoted for commodities must be in U.S. funds and include applicable federal duty, brokerage fees, packaging, and transportation cost to the FOB point so that upon transfer of title the commodity can be utilized without further cost. Prices quoted for services must be quoted in U.S. funds and include applicable federal duty, brokerage fee, packaging, and transportation cost so that the services can be provided without further cost. Prices quoted must be exclusive of federal, state, and local taxes. If the Offeror believes that certain taxes are payable by the City, the Offeror must list such taxes separately, directly below the bid price for the affected item. The City is exempt from Federal Excise Tax.

8. PAYMENT FOR CITY PURCHASES: A separate invoice shall be issued for each shipment of material or service performed and no payment will be issued prior to receipt of material and or services and correct invoice indicating the correct Purchase Order number. The City will endeavor to pay within 30 days of receipt of a proper billing for goods or services delivered to the location specified in the RFQ.

9. PAYMENT DISCOUNT: Discounts for prompt payment will not be considered in evaluating the price you quote. However, the City shall be entitled to take advantage of any payment discount(s) offered by the vendor provided payment is made within the discount period. Payment discount periods will be computed from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. Unless freight and other charges are itemized, any discount provided will be taken on full amount of invoice.

10. VENDOR TAX ID NUMBER: If goods or services procured through this RFQ are of a type that is required to be included on a Miscellaneous Tax Statement, as described in the Internal Revenue Code, a valid tax

Quotation No: 26-0099 www.goodyearaz.gov Page 5 of 19 identification number must be provided to the City of Goodyear before payment will be made.

11. INDEMNIFICATION: To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the City, its agents, representatives, officers, directors, officials, and employees from and against all claims, damages, losses, and expenses (including but not limited to attorney fees and costs of litigation), relating to, arising out of, or alleged to have resulted from the acts, errors, mistakes, omissions, work or services of the Contractor, its employees, agents, or any tier of subcontractors in the performance of this Contract. The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph.

12. SEVERABILITY: If any part of this Contract is found by a court to be unenforceable, the remaining provisions shall, nonetheless be enforceable to the extent allowed by law.

13. TITLE: Title passes to the City for each item at FOB destination.

14. COMPLIANCE: In the performance of a contract that results from this RFQ, the contractor must comply with all applicable federal, state, and City regulations, codes, and laws; and be liable for all required insurance, licenses, permits and bonds; and pay all applicable federal, state, and City taxes.

15. SUITABLE MATERIALS: Unless otherwise specified, all materials, supplies or equipment offered by an

Offeror shall be new, unused, and of the latest edition, version, model or crop and of recent manufacture.

16. SPECIFICATIONS: Unless otherwise specified in the RFQ, product brand names or model numbers are examples of the type and quality of product required, and are not statements of preference. If the specifications describing an item conflict with a brand name or model number describing the item, the specifications govern.

Reference to brand name or number does not preclude an offer of a comparable or better product, if full specifications and descriptive literature are provided for the product. Failure to provide such specifications and descriptive literature may be cause for rejection of the offer.

17. FIRM OFFER: For the purpose of award, offers made in accordance with this RFQ must be good and firm for a period of sixty (60) days from the date of quote opening.

18. QUOTE PREPARATION COSTS: The City is not liable for any costs incurred by the Offeror in quote preparation.

19. CONTRACT FUNDING: Offerors are advised that funds are available for the initial purchase and/or the first term of the contract. Payment and performance obligations for succeeding purchases and/or additional terms of the contract are subject to the availability and appropriation of funds.

20. CONFLICT OF INTEREST: A Council member or employee of the City of Goodyear may not seek to acquire, be a party to, or possess a financial interest in, this contract if Council member or employee has the power to take or withhold official action so as to affect the award or execution of the contract.

21. ASSIGNMENT(S): Assignment of rights, duties, or payments under a contract resulting from this RFQ is not permitted unless authorized in writing by the Procurement Manager for the City of Goodyear. Quotes that are conditioned upon the City’s approval of an assignment will be rejected as non-responsive.

Quotation No: 26-0099 www.goodyearaz.gov Page 6 of 19

22. SUBCONTRACTOR(S): Within five (5) working days of notice, the apparent low Offeror must submit a list of the subcontractors that will be used in the performance of the contract. Subcontractors may be added or changed by the contractor if prior written approval is obtained from the procurement officer of the contracting agency. The procurement officer may approve new or different subcontractors at his or her discretion.

23. FORCE MAJEURE: Neither Party shall be in default by reason of any failure in performance of this Contract if such failure arises out of causes beyond their reasonable control and without the fault or negligence of said Party including, unforeseeable Acts of God; terrorism or other acts of public enemy; war and pandemics, epidemics or quarantine restrictions.

If either Party is delayed at any time in the progress of the Work by force majeure, the delayed Party shall notify the other Party in writing of such delay, as soon as is practical, of the commencement thereof and shall specify the causes of such delay in the notice. The notice shall be hand-delivered or mailed certified-return receipt and shall make a specific reference to this provision. The delayed Party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by contract modification for a period of time equal to the time that results or effects of such delay prevent the delayed Party from performing in accordance with this contract.

24. LATE QUOTES: Late quotes are quotes received after the time and date set for receipt of the quotes. Late quotes will not be accepted.

25. CONTRACT TERM: The term of this Contract shall be one (1) year commencing on the effective date, which is the date last signed by both Parties, and may be extended or renewed for consecutive additional one (1) year periods, not to exceed a total of five (5) years, subject to appropriations and mutual agreement of the Parties.

The City has no obligation to extend or renew this contract, and any decision to do so is at the sole discretion of the City.

26. DEFAULT: In case of default by the contractor, for any reason whatsoever, the City of Goodyear may procure the goods or services from another source and hold the contractor responsible for any resulting excess cost and may seek other remedies under law or equity.

27. DISPUTES: Any dispute arising out of this agreement shall be resolved under the laws of Arizona. Any appeal of an administrative order or any original action to enforce any provision of this agreement or to obtain any relief from or remedy in connection with this agreement may be brought only in court for the State of Arizona.

28. CONTINUING OBLIGATION OF CONTRACTOR: Notwithstanding the expiration date of a contract resulting from this RFQ, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance and parts availability requirements have completely expired.

29. CONTINUATION OF SERVICES – ISRAEL: Contractor certifies that it is not currently engaged in, and agrees for the duration of this Contract that it will not engage in a boycott of Israel, as that term is defines in A.R.S. § 35-393.

30. COMPLIANCE WITH HB 2488 UYGHURS; FORCED LABOR; CONTRACTS; PROHIBITION:

Stipulates that a public entity (including a city or town) may not enter into or renew a contract with a company for the acquisition or disposition of supplies, services, goods, information technology or construction unless the

Quotation No: 26-0099 www.goodyearaz.gov Page 7 of 19 contract includes a written certification that the company does not currently, and agrees for the duration of the contract that it will not, use:

• The forced labor of ethnic Uyghurs in the People’s Republic of China;

• Any services or goods produced by the forced labor of ethnic Uyghurs in the People’s Republic of China;

and

• Any suppliers, contractors or subcontractors that use the forced labor or any services or goods produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.

Requires a company, within 5 business days after becoming aware of noncompliance, to notify the public entity that the company is not in compliance with the written certification during the term of the contract.

The bill stipulates that the contract terminates if the company does not provide the public entity with a written certification that the company has remedied the noncompliance within 180 days after notifying the public entity of the noncompliance. Specifies that if the contract termination date occurs before the end of the remedy period, the contract terminates on the contract termination date. The provisions do not apply to a contracts entered into before the general effective date.

31. ORDER DOCUMENTS: Except as specifically allowed under this RFQ, an ordering agency will not sign any vendor contract. The City is not bound by a vendor contract signed by a person who is not specifically authorized to sign for the City under this RFQ. The City of Goodyear Purchase Order is the only order documents that may be used to place orders against the contract(s) resulting from this RFQ.

32. BILLING INSTRUCTIONS: Invoices must be billed address shown on the individual Purchase Order. The

City will make payment after it receives the merchandise or service and the invoice.

33. ADD/CHANGE/DELETE: The City reserves the right to add, change, or delete items to meet the City’s needs throughout the life of the contract.

34. COOPERATIVE STATEMENT: This Contract shall be for the use of the City. In addition, political subdivisions, nonprofit organizations and public health institutions may in its discretion may participate (piggyback) at on this Contract if the Contractor agrees to do so.

35. MODIFICATION OR WAIVER. Any changes, alterations, or modifications to this Contract, including agreed upon interpretation of meaning and other mutually agreed upon conditions provided for in this Contract, shall be made by written amendment executed by all Parties and adopted in the manner by which this Contract was adopted.

36. ENDORSEMENTS/CERTIFICATES OF INSURANCE: The commercial general liability insurance policy and business automobile liability policy shall contain or be endorsed to contain the following provisions: (If insurance is applicable)

36.1 Minimum Scope and Limits of Insurance. Contractors shall obtain and maintain in full force and effect during the life of this Contract, and any warranty period, all of the following minimum scope of insurance coverages with an insurance company duly licensed by the State of Arizona with a current A.M. Best Company, Inc rating of not less than A- or above and a category rating of not less than “VIII” with policies and forms satisfactory to the City. Use of alternative insurers requires prior written approval from City.

Quotation No: 26-0099 www.goodyearaz.gov Page 8 of 19

36.2 Commercial General Liability. Commercial General Liability insurance with a limit of not less than $1,000,000, per occurrence and $2,000,000 in the aggregate. The policy shall include coverage for premises-operations, products-completed operations, contractual liability, bodily injury, and property damage, but shall not be limited to the liability assumed under the indemnification provisions of this Contract. Coverage shall be at least as broad as Insurance Service Office policy form CG 00 01 07 98 or any replacement thereof, and shall be an occurrence-based policy. The Certificate of Insurance for the Commercial General Liability insurance policy shall expressly cover the indemnification obligations required by this Contract. These limits may be met through a combination of primary and excess liability coverage.

36.3 Automobile Liability. Commercial and Business Automobile Liability insurance for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than $1,000,000, combined single limits, per occurrence for bodily injury and property damage. Coverage shall be at least as broad as coverage Code 1 “any auto” under Insurance Service Office policy form CA 00 01 10 01 or any replacement thereof.

36.4 Workers’ Compensation. Workers’ Compensation as required by State and federal law statutes having jurisdiction over its employees engaged in the performance of any Services herein. Contractor agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

36.5 Umbrella/Excess Liability. Contractor and Subcontractor shall maintain Umbrella and Excess Liability insurance with an limit of not less than $2,000,000 per occurrence combined limit Bodily Injury and Property Damage, that “follows form” and applies in excess of the Commercial General Liability, Automobile Liability, and Employer’s Liability, as required above. Primary per occurrence coverage may be used to fulfill this requirement.

36.6 Professional Liability (“E&O”): E&O liability insurance with policy limits of not less than $1,000,000 each claim and $2,000,000 annual aggregate limit. Contractor shall obtain and maintain, such E&O liability insurance during the life of this Contract and for three years after completion of the work hereunder.

36.7 Claim Reporting. Any failure to comply with the claim reporting provisions of the policies or any breach of a policy warranty shall not affect coverage afforded under the policy to protect the City.

36.8 Notice of Cancellation. Each certificate for each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided, canceled, or reduced in coverage by endorsement to limits lower than those required by this Contract, except after prior written consent from the City. Notice will be sent as required herein.

36.9 ADDITIONAL INSUREDS: “The City of Goodyear and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of, or related to, activities performed by or on behalf of the Contractor pursuant to its contract with the City; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; automobiles owned, leased, hired, or borrowed by the Contractor.”

Quotation No: 26-0099 www.goodyearaz.gov Page 9 of 19

36.10 Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of insurer’s liability. Contractor’s policy shall be primary and non-contributory.

36.11 Contractor shall provide the City certificates of insurance as required by this Contract and as described above in a form and content approved by City, prior to performing any services under this Contract. The insurance certificates shall be attached hereto and incorporated hereby by this reference.

36.12 Endorsements. Contractor shall provide City with additional insured endorsements as required by this Contract and as described above. The additional insured endorsement must have either the policy number to which it applies on the endorsement or the declaration page identifying coverage along with the forms page showing the endorsement coverage, prior to performing any services under this Contract. The endorsement shall be attached hereto and incorporated by reference.

37. CYBER NEWORK SECURITY AND PRIVICY LIABILITY: Cyber Network and Privacy Liability insurance with a limit of not less than $2,000,000 per claim. The policy shall include, but not be limited to coverage for all directors, officers, agents and employees of the Contractor losses with respect to network risks (such as data breaches unauthorized access of use, and ID theft of data) invasion of privacy (regardless of the type of media involved in the loss of private information) crisis management identity theft response costs breach notification costs, credit remediation and credit monitoring defense and claims expenses regulatory defense costs plus fines and penalties, cyber extortion, electric data restoration expenses (data assets protection) network business interruption computer fraud coverage funds transfer loss third party fidelity, theft, no requirement for arrest and conviction and loss outside the premises of the named insured.

END OF TERMS AND CONDITIONS

City Of Goodyear Procurement Office

Phone: 623/882-7879 Scope of Work

Quotation No: 26-0099 www.goodyearaz.gov Page 10 of 19

1. Purpose The City of Goodyear (City is soliciting quotations from qualified vendors to provide secure, offsite records storage and related services, The selected Contractor shall furnish all personnel, facilities, equipment, transportation, security, and systems necessary to provide comprehensive records storage, tracking, retrieval, and destruction services in compliance with Arizona laws, including A.R.S. Title 41, and applicable City of Goodyear policies, records retention schedules, confidentiality requirements.

2. General Description of Services The Contractor shall provide full-service offsite storage of boxed paper records and other approved record formats, including but not limited to:

• Provision of barcoded containers and an automated tracking system

• Pickup, delivery and shelving of records

• Secure, environmentally appropriate storage on a continuous basis

• Records retrieval, delivery, and on-site or off-site review services

• Secure destruction of records upon written authorization

Services shall primarily support City departments located within the City of Goodyear, with an emphasis on reliable, timely service to City of Goodyear facilities.

3. Records Pickup, Delivery and Transportation

3.1 Pickup and Delivery Services

The Contractor shall provide scheduled and on demand pickup and delivery of records between City facilities and the Contractor’s storage facility. Services shall include:

• Ability to coordinate pickup and delivery (daily, weekly, biweekly, or monthly, as needed

• Unscheduled pickup and delivery within 48 hours of request

• Emergency or expedited (rush) pickup and delivery services, subject to additional fees

3.2 Transportation Requirements

All records shall be transported in enclosed, locked, and secure vehicles. Vehicles shall be well maintained and designed to protect records from loss, damage, or environmental exposure. Records shall remain secured at all times during transport, including while loading and uploading.

4. Storage Requirements

4.1 Facility Location

The primary storage facility shall be located within the Maricopa County to support efficient service to the City of Goodyear. The City may require disclosure of facility locations for disaster recovery and risk management purposes.

4.2 Security and Protection

The Contractor shall ensure that all records are protected form fire, theft, vandalism, pests, moisture, and environmental hazards. At a minimum, the facility shall include:

Quotation No: 26-0099 www.goodyearaz.gov Page 11 of 19

• Controlled and restricted access limited to authorized Contractor personnel

• Physical security controls at exterior doors and critical interior points

• Fire detection and suppression systems appropriate for records storage

Should any box require replacement, the contractor shall be responsible for replacing the box at the contractor’s expense.

4.3 Environmental Controls

Records shall be stored in conditions suitable for long-term preservation to A.R.S §39-101

• Storage environment must be maintained with minimal fluctuation (temperature± 5ºF; relative humidity ± 6%) Temperature: 70ºF (22ºC) maximum, 55ºF (12.78ºC) minimum Relative Humidity: 60% maximum, 30% minimum. Ideal temperature variation is no more than ± 2ºF;

Ideal Humidity variation is No more than ± 2%.

• Ultraviolet radiation from either sunlight or fluorescent lighting shall be kept at minimum using window shades or paint, ultraviolet filters, the use of lights only during retrieval or filing, or a combination of such methods. Preferably, indirect or incandescent lighting should be used only during retrieval or refilling.

• Air circulation should be adequate to prevent stagnant air. As a minimum, incoming air shall be mechanically filtered through fiberglass filters. Electro-static filters shall not be used. Filters will be serviced at manufacturers’ recommended intervals.

• The storage area shall be free of rodents, insects, and active fungi.

• Records must be stored at least three inches above the floor of the storage area.

• Storage area must be secure and fire protected. No flammable materials or chemicals are to be used or stored in this area. It must also be free of steam or water sources including drains except that any sprinkler or humidifier plumbing must have a shut-off valve located outside the storage area.

• Storage area must be kept clean and relatively dust free.

5. Inventory Control and Tracking The Contractor shall provide a barcode-based, automated inventory management system that allows for accurate tracking of all City records. The system shall:

• Track records from initial pickup through storage, retrieval and destruction

• Allow City-authorized staff to request retrievals and receive status updates

• Support audit and reporting requirements

6. Records Retrieval and Access

6.1 Standard Retrieval

Records requested by the City shall be retrieved and delivered to designated City locations within 48 hours provided the request is submitted in time to meet the Contractor’s route schedule. The Contractor shall notify the City of any anticipated delays.

6.2 Expedited Retrieval

The Contractor shall offer expedited or rush retrieval and delivery services upon request. Any applicable rush service fee shall be identified in the Contractor’s pricing.

Quotation No: 26-0099 www.goodyearaz.gov Page 12 of 19

6.3 On-Site Review

Upon advance notice, the Contractor shall make available a secure on-site viewing area at the storage facility for authorized City personnel to review records.

7. Records Retention and Destruction Upon written authorization from the City, the Contactor shall destroy records in accordance with the City of Goodyear Records Retention Schedule and applicable Arizona laws. Destruction shall be performed in a secure and confidential manner (e.g., shredding), and a Certificate of Destruction shall be provided to the City.

8. Information Security and Confidentiality The Contractor acknowledges that City records may contain confidential, sensitive, or legally protected information. The Contractor shall:

• Maintain strict confidentiality of all City records

• Comply with applicable Arizona data privacy and public records laws

• Prevent unauthorized access, use, or disclosure of City information

• Notify the City within 24 hours of any actual or suspected security incident involving City records

• Cooperate fully with City investigations and mitigation efforts

The City reserves the right inspect Contractor facilities, processes, and records to verify compliance with security and confidentiality requirements.

9. Personnel and Contract Management The Contractor shall provide trained, qualified personnel experienced in records storage and handling.

The Contractor shall designate a single primary point of contract responsible for contract administration, service coordination, and issue resolution.

10. Compliance

All services shall be performed in accordance with:

• Arizona Revised Statues, including A.R.S. Title 41 procurement requirements

• City of Goodyear policies and procedures

• Applicable records management, retention, and public records laws

Failure to comply with these requirements may result in contract termination or other remedies available to the City.

END SCOPE OF WORK

CITY OF GOODYEAR Procurement Office

Phone: 623/882-7879 Fee Schedule

Quotation No: 26-0099 www.goodyearaz.gov Page 13 of 19

Offsite Records Storage and Related Services Vendors shall complete all pricing fields below. All fees shall be all-inclusive unless otherwise noted and shall remain firm and unchanged for the initial contract term.

1. Records Storage Fees

Item No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Standard records storage (paper records)

Per box/per month 1

2 Non-standard box storage (oversized or heavy)

Per box/per month 1

3 Media storage (if applicable) Per box/per month 1

4 Minimum monthly storage charge

(if any)

Monthly 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

TOTAL $

2. Containers and Supplies

Item No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Standard barcoded records box Per box 1

2 Replacement box (damaged or worn)

Per box 1

3 Barcode labels (if priced separately)

Per label 1

4 Other supplies (specify)

Sub-Total $

Quotation No: 26-0099 www.goodyearaz.gov Page 14 of 19

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

TOTAL $

Note: Replacement of boxes damaged through normal handling shall be provided at no cost to the City.

3. Pickup and Delivery Services

Item No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Scheduled pickup or delivery (standard route)

Per trip 1

2 Unscheduled pickup or delivery (within 48 hours)

Per trip 1

3 Fuel or environmental surcharge (if any)

Percentage or flat fee

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

4. Records Retrieval Services

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Standard retrieval (48-hour Service)

Per box 1

2 File-level retrieval (if applicable) Per file 1

3 Refilling/re-shelving after use Per box or file 1

Quotation No: 26-0099 www.goodyearaz.gov Page 15 of 19

4 Delivery of retrieved records Per trip 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

5. Expedited/Rush Services

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Rush retrieval (same day or next business day)

Per box 1

2 Emergency pickup or delivery Per trip 1

3 After-hours or weekend service Per occurrence 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

6. On-site Review Services

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Secure on-site review room Per hour 1

2 On-site staff assistance (if required) Per hour 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

Quotation No: 26-0099 www.goodyearaz.gov Page 16 of 19

7. Destruction Services

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Secure destruction (shredding) Per box 1

2 Certificate of destruction Per certificate 1 Included/

3 Media destruction (if applicable) Per item 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

8. Inventory Management and Reporting

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Inventory management system access for City users

Monthly 1 Included/

2 Standard reports Per Report 1 Included/

3 Custom reports or inventory audits Per hour 1

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

Quotation No: 26-0099 www.goodyearaz.gov Page 17 of 19

9. Other Fees

No.

Description Unit of

Measure

Estimated

Quantity

Unit

Cost

Extended

Cost

1 Implementation/setup fee (if any) One-time

One-time 1

2 Account Management fee (if any) Monthly 1

3 Other (specify)

Sub-Total $

(Although taxes will be paid IF applicable. Do NOT include sales tax in unit price.)

Sales Tax (9.8%)

Note: Clearly identify any fees not listed above on a separate attachment. Failure to disclose additional fees may result in disqualification or the exclusion of such fees from contract consideration.

END FEE SCHEDULE

Phone: 623/882-7879 Offer and Acceptance

Quotation No: 26-0099 www.goodyearaz.gov Page 18 of 19

DESCRIPTION OF SERVICES: Offsite Records Storage

OFFER

To the City of Goodyear: The undersigned Contractor hereby offers and agrees to furnish the Services and/or material(s) in compliance with this Contract, as the term Contract is defined in this document.

By signing and submitting this Offer, Contractor certifies and warrants that Contractor: has read, understands and agrees to comply with the Contract as defined here; has no known, undisclosed conflict of interest; has not made an offer of any gift(s), payment(s) or other consideration to any City employee, elected official who has or may have had a role in the procurement process for this Contract; pursuant to A.R.S. § 41-4401, Contractor and its subcontractors will comply with all immigration laws and regulations that relate to its employees and A.R.S. § 23- 214; and the signatory is an officer or duly authorized agent of the Contractor with full power and authority to submit binding offers for the goods and/or services as specified herein.

Arizona Transaction (Sales):

Arizona Contractor License Number: If applicable Privilege Tax License # City of Goodyear Business Registration No.:

For clarification of this offer contact:

Name:

Telephone:

E-Mail Address:

Sign:

Company Name

Authorized Signature for Offer

Address

Printed Name

City State Zip Code

Title Date

ACCEPTANCE OF OFFER AND CONTRACT AWARD (For City of Goodyear Use Only) Contractor’s Offer is hereby accepted and a Contract awarded by the City. Contractor is now bound to provide the materials and/or services as specified in Scope of Work of this Contract. Contractor shall not start any billable work or provide any material/services until the Contractor receives an executed purchase order or written notice to proceed.

City Manager, City of Goodyear (if applicable)

Attested by:

City Clerk

City of Goodyear, Arizona. Eff. Date:

Procurement Manager

Approved as to form:

City Attorney

City Seal

Phone: 623/882-7879 Offer and Acceptance

Quotation No: 26-0099 www.goodyearaz.gov Page 19 of 19

Please list a minimum of three (3) references from clients similar to the City of Goodyear whom the City may contact:

1 Company:

Contact: Phone:

Address:

Dates/Description of Work

Contract Value:

2 Company:

3 Company:

Note: Use additional pages if necessary.