ITB # 2025-003 City Wide Shredding Services.pdf

CITY OF SALEM

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VA 24153

PHONE (540) 375-3063 FAX (540) 375-4057

DATE: JUNE 11, 2024

BIDS WILL BE RECEIVED BY THE CITY OF SALEM IN THE PURCHASING DEPARTMENT, LOCATED AT 114 NORTH BROAD STREET, P.O. BOX 869, SALEM, VIRGINIA 24153. ANY QUESTIONS CONCERNING THIS INVITATION TO BID (ITB) SHOULD BE DIRECTED TO MICHELLE BRAXTON, PURCHASING MANAGER AT

(540) 375-3063 OR BY EMAIL AT LMBRAXTON@SALEMVA.GOV.

INVITATION TO BID #: 2025-003

BID DESCRIPTION: CITY WIDE SHREDDING SERVICES

DATE AND TIME BID DUE: JULY 11, 2024 AT 3:00 P.M.

TO BE CONSIDERED, RETURN ONE (1) ORIGINAL AND TWO (2) COPIES, IN A SEALED ENVELOPE, CLEARLY MARKED “ATTN:

PURCHASING DEPARTMENT - ITB # 2025-003 – CITY WIDE SHREDDING SERVICES” WITH YOUR COMPANY NAME AND THE DATE/TIME

BID IS DUE. ANY BID RECEIVED AFTER THE ABOVE DATE AND TIME FOR SUBMITTAL, WHETHER BY MAIL OR OTHERWISE, WILL BE MARKED

“LATE” AND RETAINED UNOPENED IN THE PROCUREMENT FILE. FAXED OR EMAILED BIDS ARE NOT ACCEPTABLE.

AWARD WILL BE MADE IN THE BEST INTEREST OF THE CITY OF SALEM, THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS, TO WAIVE INFORMALITIES, AND TO PURCHASE ANY PART OF, OR THE WHOLE OF, THE ITEMS AND/OR SERVICES LISTED IN THIS INVITATION TO BID.

NO BID MAY BE WITHDRAWN AFTER OPENING EXCEPT FOR CLERICAL ERRORS, AS SET FORTH IN SECTION 2.2-4330 OF THE VIRGINIA CODE. BIDDER MUST

GIVE THE CITY A NOTICE IN WRITING OF THE REQUEST TO WITHDRAW A BID WITHIN TWO (2) BUSINESS DAYS AFTER THE CONCLUSION OF THE BID OPENING.

ALL BIDS SHALL BE F.O.B. SALEM, VIRGINIA, AND SHALL INCLUDE THE EARLIEST DELIVERY DATE.

THE CITY OF SALEM WILL FURNISH A TAX EXEMPTION CERTIFICATE, AND NO BID SHALL INCLUDE ANY FEDERAL OR STATE TAXES.

TERMS ARE NET 30 UNLESS OTHERWISE STATED IN THIS INVITATION TO BID.

THE CITY OF SALEM DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS.

BIDDER ACKNOWLEDGEMENT & DATA SHEET

DATE:

LEGAL NAME OF BUSINESS (PRINT):

ADDRESS:

AUTHORIZED SIGNATURE:

PRINT OR TYPE AUTHORIZED SIGNATURE NAME & TITLE:

PHONE NUMBER: FAX NUMBER:

EMAIL ADDRESS:

VA CONTRACTOR’S LICENSE #:

VIRGINIA STATE CORPORATION COMMISSION (SCC) ID #:

BUSINESS LICENSE #:

BY SIGNING THIS INVITATION TO BID (ITB), THE BIDDER ACKNOWLEDGES THAT HE/SHE FULLY UNDERSTANDS THIS ITB AND

THAT IT MEETS OR EXCEEDS ALL SPECIFICATIONS LISTED OR REFERENCED.

mailto:lmbraxton@salemva.gov

ITB # 2025-003

CITY WIDE SHREDDING SERVICES

I. GENERAL INFORMATION:

The City of Salem, Virginia, is requesting sealed bids from qualified Bidders to provide the collection and shredding of paper and other mixed media containing both confidential and non-confidential or personal information on-site at various City departments within the City of Salem, in accordance with Invitation to Bid (ITB) # 2025-003.

This Invitation to Bid consists of the following (including any Addendums that the City may issue). Each Bidder should carefully read and review ALL documents:

1. All Sections of Invitation to Bid # 2025-003

2. Bid Data Sheet (Attachment A)

3. General Terms and Conditions (Attachment B)

The City of Salem invites any qualified Bidder to respond to this ITB by submitting a Bid for such work, service, and/or items consistent with the terms and conditions herein set forth.

II. INSTRUCTIONS TO BIDDERS:

A. Sealed Bids shall be received by Michelle Braxton of the City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153 by 3:00 p.m., on Thursday, July 11, 2024. Bidders shall submit one (1) original and two (2) copies of their bid in a sealed envelope clearly marked on the outside with the company’s name and “Attn: Purchasing Department - ITB # 2025-003 – City Wide Shredding Services.

Any bids received after the mentioned time and date will be marked “late” and retained unopened in the procurement file. Faxed or emailed bids will not be accepted.

At this time, the contents of all bids will be read aloud and made public for the information of Bidders and other interested parties who may be present in person or by representative.

B. Each Bidder is solely responsible for ensuring that they have the current, complete version of the Bid documents, including any addendum(s), before submitting. The City is not responsible for any Bid documents obtained from any source other than the City.

C. Bid submittal must include:

1. Bidder Acknowledgment & Data Sheet, Page 1 of this ITB

2. Bid Data Sheet (Attachment A), Page 6 of this ITB

3. Proof of NAID AAA Certification

D. For questions regarding this bid, please contact:

Michelle Braxton, Purchasing Manager P.O. Box 869

Salem, VA 24153 Telephone: 540-375-3063

Fax: 540-375-4057 Email: lmbraxton@salemva.gov

E. All questions and clarifications must be submitted in writing by 3:00 p.m. on June 21, 2024.

F. All Bids must be signed by an authorized representative on the forms provided with this Bid. No changes are to be made to the Bid Form. Any changes to Bid amounts must be initialed.

G. The Successful Bidder shall be responsible for the removal of all waste and cleanness of all work.

H. The City’s procedures for withdrawal of bids (construction or other than construction) is that set forth in Section 2.2-4330 of the Virginia Code.

I. Each Bidder is advised that the Ethics in Public Contracting and Conflicts of Interests Act of the Code of Virginia applies to this Bid. Such information should be provided with the Bid response.

mailto:lmbraxton@salemva.gov

J. Failure to submit all required pages and information may result in the Bid to be considered non-responsive.

K. It is the sole responsibility of the Bidder for any cost incurred in the preparation and submission of this Bid.

L. A Bidder organized as a stock or non-stock corporation, limited company, business trust or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described herein that enters into a Contract with the City pursuant to the Virginia Public Procurement Act 2.2-4300 et seq. shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50 of the Code of Virginia, to be revoked or cancelled at any time during the term of the Contract. The City may void any Contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. Please contact the SCC to determine whether your firm should register.

III. QUALIFICATIONS REQUIRED:

The Contractor must be NAID AAA Certified and must include a copy of their NAID AAA Certification with their bid submission.

IV. CONTRACT PERIOD:

This contract will be awarded for a period of one (1) year with the option to renew for three (3) additional one (1) year periods upon mutual agreement on costs, if an increase is necessary at the end of each year. The City may terminate the contract, in whole or in part, without cause upon giving thirty (30) days written notice to the vendor.

V. SPECIFICATIONS:

A. The Contractor shall provide all labor, transportation, supervision, equipment, tools, parts and material as necessary to provide on-site shredding services as specified herein.

B. Locations may vary depending on the needs of each department. City reserves the right to add to and/or remove locations as it may deem necessary and appropriate, as well as the ability to add or remove similar, related services to/from this Contract as needed.

C. Security:

1. Contractor shall ensure that all information material remains secured from the moment of retrieval from the City until destruction is accomplished.

2. Upon request, large on-site shredding may be witnessed by one or more City representatives – will be done at the City’s discretion.

3. Contractor may have to sign the Library of Virginia RM-3 Certificate of Records Destruction Form certifying destruction for some records.

D. Document/Material Destruction:

1. All shredding shall be “cross-cut” and material must be reduced to the size of confetti. No “strip shredding” will be allowed.

2. Material to be shred will consist of all types of paper, newsprint, card stock materials, diskettes, CDs, videocassettes, audiotapes, transparencies, microfilm/microfiche, and bound documents.

3. Bound documents will include, but not be limited to velo-bound, gbc bound, hot tape bound and any documents bound with similar materials up to and including the thickness of a telephone book.

4. Material to be shred may include staples, paperclips, “acco” type fasteners, velo-bind strips, binder clips, gbc spiral binding strips, and similar binding material whether plastic, metal or wire.

5. Material will not be sorted.

6. The Contractor shall at no time sort through materials found in the containers.

7. All shredding material shall be delivered to a recycling facility where it will be put to post waste use.

8. Landfill disposal of shredded material is prohibited.

9. No minimum quantity is guaranteed by the City.

E. Equipment:

1. Contractor shall provide containers (shred bins) with locking doors in quantities as requested by the City.

2. Contractor shall place containers with a clear pathway of accessibly for inserting documents.

3. Additional containers may be required as the City’s needs change.

4. Contractor to have capability of providing containers for computer hard drives as needed by the

City.

5. One (1) key to each container shall be furnished to a designated City employee at each container location.

F. Schedule

1. Contractor shall pick up at each location at least once per month, unless otherwise specified by department.

2. For periodic and on call basis the Contractor shall only service the containers once they are completely full.

G. Pricing:

1. Base pricing shall be on a per container basis. Price shall be the same for each container, regardless of material content, volume, weight, or length of time required for shredding.

2. Once the container price is established, the container price shall be used to calculate the price for any other containers in place or placed by the Contractor. For example, if it is determined that a 64 gallon container equals the volume of three (3) of the Contractors standard containers, then the price of that 64 gallon container shall not be more than the standard container price times three (3).

3. The per container price will apply for normal service and requested extra trips.

4. The City will occasionally have a quantity of material above the normal amount in the containers and will require an unscheduled trip to the City location to shred. Pricing for this additional material shall be per standard size paper box (approximately 15” high x 11.5” wide x 17.5” long or 1.22 cubic feet). Price shall be the same for each box, regardless of the material content, volume, weight, or length of time required for shredding

VI. CONTRACT AWARD:

The resulting Contract will be awarded to the lowest responsive and responsible bidder as consistent with the Virginia Procurement Act, the City’s Code, the City’s Procurement Policies and Procedures and other applicable law.

VII. AVAILABILITY OF FUNDS:

It is understood and agreed that the City of Salem shall be bound to any Agreement hereunder only to the extent of the funds available and appropriated or which hereafter become available and appropriated for the purpose of the Agreement.

VIII. SUCCESSFUL BIDDER’S RESPONSIBILITY:

The Successful Bidder shall be responsible for the work to be done and shall assure compliance with all requirements of this Contract. No portion of this work way may be performed by any subcontractor(s).

IX. INVOICES

Invoices for services provided under any resulting Contract shall be submitted to each department individually.

X. INSURANCE REQUIREMENTS:

Insurance in the following amounts will be required:

Type of Insurance Each Occurrence Aggregate

General Liability including Contractual Liability and Completed Operations

$1,000,000 $2,000,000

Automobile Liability $1,000,000 $2,000,000

Workers Compensation Public Liability

Per VA Statute

The Coverage above is to be on an occurrence basis with an insurer licensed to conduct business in the Commonwealth of Virginia. The insurer must have an A. M. Best rating of A- or better. The insurer must list the member locality as an additional insured. The endorsement must be issued by the insurance company. The contract must state the insurance provided in the additional insured endorsement is primary without contribution from other insurance available to the additional insured. A notation on the certificate of insurance referencing the additional insured status is not sufficient.

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ATTACHMENT A

BID DATA SHEET

DATED: JUNE 11, 2024

The City of Salem reserves the right to add or remove similar, related services and locations to/from any resulting Contract, as it may deem necessary and appropriate.

Bid Data Sheet shall include all labor, materials, equipment, tools, and services necessary for to complete the work described in this Invitation to Bid and Contract documents.

Item No. Description Size Rate per Service Visit (Onsite)

1 Small Container 35” standard container

2 Medium Container 64-65 gallon container

3 Large Container 95-96 gallon container

4 Destruction of Electronic Media

E-waste per pound

5 Hard Drives Each

If applicable:

DESCRIPTION BID PRICE PER POUND

Per Pound

*List any additional fees that are not included in above (service charges, pick-up charges, etc.):

ATTACHMENT B

LIST OF LOCATIONS

The City of Salem reserves the right to add or remove locations to/from any resulting Contract, at current Contract pricing, as it may deem necessary and appropriate.

LOCATION STREET ADDRESS

Cardinal Criminal Justice Academy 917 Central Ave, Salem, VA 24153

City Hall (to include Human Resources, Finance, Utility Collections, and other departments/offices as needed for annual document shredding)

114 North Broad Street, Salem, VA 24153

Commonwealth Attorney’s Office 2 E Calhoun Street, Salem, VA 24153

Electric Department 730 West Main Street, Salem, VA 24153

Fire Administration 216 S Broad Street, Salem, VA 24153

General District Courts 2 E Calhoun Street, Salem, VA 24153

Police Department 36 East Calhoun Street, Salem, VA 24153

Registrar’s Office 19 East Clay Street, Salem, VA 24153

Salem Public Library 28 E Main Street, Salem, VA 24153

Streets Department 1228 Indiana Street, Salem, VA 24153

Technology Systems 730 West Main Street, Salem, VA 24153

Water Treatment Plant 1300 Tidewater Street, Salem, VA 24153

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ATTACHMENT C

GENERAL TERMS AND CONDITIONS

Vendor: The general terms and conditions, which follow, apply to all purchases and are an integral part of each purchase order issued by the City of Salem, Virginia unless otherwise specified. Vendors are expected to fully inform themselves of these terms and conditions and failure to do so will be at the vendor’s own risk and relief cannot be secured on the plea of ignorance. Subject to the s tate and local laws and all rules, regulations and limitations imposed by legislation of the federal government.

Acceptance: This purchase order constitutes Buyer’s offer to Seller upon the terms and conditions stated herein and shall become a binding contract based on the terms and conditions set forth herein when it is accepted either by Seller’s acknowledgement or performance.

Entire Agreement: These terms and conditions, any other special conditions and specifications contained in any other documents referenced shall constitute and represent the complete and entire agreement between the Buyer and Seller and supersede all previous communications, either written or verbal with respect to the subject matter of this purchase order.

Changes, additions, deletion: No changes, additions, deletions or substitutions of specifications, terms and conditions, quantity, unit of issue, delivery date, delivery charge or price will be permitted without the prior written approval from the Electric Department or City of Salem.

Contractual Disputes: All claims that may arise under this contract shall be resolved through the procedure set forth in City of Salem’s Purchasing Policy and Procedures Manual Section 4007.

Delivery: Delivery shall be FOB Destination. If otherwise, the exact cost to deliver shall be as shown.

Delivery Date/Time: Deliveries shall be strictly in accordance with the schedule set out or referred to on the purchase order and in exact quantities ordered. Delivery shall be made during the working hours of Monday thru Thursday 7:00 am – 5:30 pm unless otherwise specified or prior approval for another period has been obtained.

Tax Exemption: The City of Salem and Salem City Public Schools are exempt from State Sales Tax and Federal Excise Tax. Do not include tax. The City of Salem Finance Department upon request shall furnish tax Exemption Certificate. The City’s Federal Tax ID number is 54-6001593. This tax-exempt status does not transfer to the contractor for any taxes associated with the work under this contract. The contractor will pay all sales, consumer, use, and other similar taxes required by the law of the place where the work is performed.

Condition of Item: All items delivered shall be new, current model year, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated. Verbal agreements to the contrary shall not be recognized.

Substitutions: No substitutions or cancellations shall be permitted without prior written approval from the City of Salem Purchasing Department.

Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the City all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the City under said contract.

Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers’ Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contractor.

License Requirements: All firms having a business location or office in the City of Salem, Virginia are required to be licensed in accordance with the City’s Business, Professional and Occupational Licensing (BPOL) Tax Ordinance. Wholesale and retail merchants without a business location in the City are exempt from the requirement. Questions concerning the BPOL tax should be directed to the Commissioner of the Revenue, telephone number (540) 375-3019.

Method of Payment: Upon satisfactory delivery of the merchandise or satisfactory completion of the services all invoices and statements shall reference the purchase order number and be submitted to: City of Salem, Finance Department, P.O. Box 869, Salem, Virginia 24153.

The prices and payments shall be full compensation for the labor, tools, equipment, transportation, overhead and all other incidentals necessary to complete the specified terms and conditions.

Anti-Discrimination: By acceptance of the purchase order, all Offerors certify to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and

Section 11-51 of the Virginia Public Procurement Act which provides: During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

Drug Free Work Place: Offerors must comply with Section 2.2-4312 of the VA Public Procurement Act, Drug Free work place.

Insurance: Prior to the start of any work under the contract, the Contractor shall provide to the City, Certificate of Insurance Forms approved by the City and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be: Workers’ Compensation – Standard Workers Compensation Policy Broad Form Comprehensive General Liability -- $1,000,000 Combined Single Limit coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Contractors;

City and Contractor’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.); Automobile Liability - $1,000,000 Combined Single Limit.

Ethics In Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged.

Applicable Law And Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations.

Gifts By Offeror, Contractor Or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for the procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

Material Safety Data Sheets: Material Safety Data Sheets and descriptive literature shall be provided with the bid or delivery for each chemical and/or compound offered and/or purchased.

Sellers Responsibility: Sellers shall examine the Purchase Order and shall exercise their own judgment as to the nature and total amount of all work to be done. No plea of ignorance of conditions that exist or may later exist, or if conditions or difficulties that may be encountered in the work as a result of failure to make the necessary examination and investigation will be accepted as an excuse for any failure or omission on the part of the Seller to fulfill in every detail the requirements of the purchase order, or will be accepted as a basis for any claims whatsoever for extra compensation.

Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, the City, after due oral and written notice, may procure from other sources and hold Contractor responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies, which the City may have.

Assignment: Neither party shall assign the Purchase Order without the prior written consent of the other party nor shall any purchase order be assigned to any party that is debarred from doing business with or in the Commonwealth of Virginia.

Valid Purchase Order: In order for a Purchase Order of the City of Salem to be valid, it must be executed by an authorized person as defined in the Code of the City of Salem, Virginia.

Debarment Status: By accepting Purchase Order, all Offerors certify that they are not currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

Compliance with federal, state, and local laws and federal immigration law; required contract provisions: The City shall provide the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

END OF ITB # 2025-003