PROG ID: POCNBK3A DATE: 07/16/09 STATE OF ALABAMA DEPARTMENT OF FINANCE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SHREDDING SERVICES (ON-SITE) CONTRACT T-NUMBER....... : T022 USAGE.......... : STATEWIDE CONTRACT PERIOD......... : MARCH 13, 2009 TO SEPTEMBER 30, 2010 SOLICITATION NO : 2180482 CONTRACT BUYER...... : RAY BRESSLER BUYER PHONE.. : (334) 242-4670 PURCHASING NUMBER......... : (334) 242-7250 FAX NUMBER... : (334) 242-4419 DATE PRINTED. : 07/16/09 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 2 FAMILIARIZE YOURSELF WITH THIS CONTRACT AND THE TERMS AND CONDITIONS REGARDING THE RESPONSIBILITIES OF THE STATE AND THE VENDORS. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IT IS THE RESPONSIBILITY OF THE ORDERING AGENCY TO MAKE SURE THAT * * ALL OF THE INFORMATION SUBMITTED ON THEIR REQUISITION IS CORRECT. * * ALWAYS BE SURE TO RECHECK YOUR COMMODITY NUMBERS. AS SOON AS YOUR * * PURCHASE ORDER ARRIVES, CHECK IT FOR ACCURACY. IF THERE ARE ANY * * DISCREPANCIES, PLEASE NOTIFY THE VENDOR FIRST, THEN CONTACT THE * * BUYER LISTED ON THE FRONT OF THIS CONTRACT AS SOON AS POSSIBLE. * * IN MOST INSTANCES, PROBLEMS CAN BE CORRECTED. * * * * COMPLAINTS MUST BE DOCUMENTED & SUBMITTED TO THE BUYER IN WRITING.* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ************************ AGENCY INSTRUCTIONS ************************* AGENCIES NEED TO ENTER A CONTRACT RELEASE ("REL") REQUISITION AND ENTER THE NUMBER OF POUNDS ("LB") DESIRED TO ENCUMBER. ONE PURCHASE ORDER MAY BE SET UP FOR THE ENTIRE FISCAL YEAR. THE VALID PERIOD SHOULD BE ENTERED ON THE LAST LINE OF THE REQUISITION. PURCHASE ORDER CHANGES ("POC") MAY BE ENTERED IN SNAP BY THE AGENCY TO INCREASE THE ENCUMBRANCE AS NEEDED. MANUAL AGENCIES WILL NEED TO COMPLETE A FORM 1200 AND SUBMIT IT TO STATE PURCHASING TO INCREASE ENCUMBRANCES. ONCE AN ACCOUNT HAS BEEN ESTABLISHED, FUTURE FISCAL YEAR REQUISITIONS SHOULD HAVE THE AGENCY'S ACCOUNT NUMBER ENTERED ON THE LAST LINE OF THE REQUISITION. ********************************************************************** SOLICITATION NUMBER : 2180482 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 3 PURPOSE: ESTABLISH A CONTRACT FOR SHREDDING SERVICES FOR ALL STATE AGENCIES. CONTRACT PRICES ARE AVAILABLE TO ALL LOCAL GOVERNMENTAL AGENCIES AND SCHOOLS. ASSIGNMENT OF CONTRACT: TO ASSIGN, SUBLET OR TRANSFER ANY CONTRACT RESULTING FROM THIS SOLICITATION, THE VENDOR'S WRITTEN REQUEST MUST BE APPROVED BY THE STATE PURCHASING DIRECTOR. SERVICE: SERVICE IS TO BE PROVIDED TO VARIOUS LOCATIONS THROUGHOUT THE 67 COUNTIES IN ALABAMA. THE EXACT LOCATIONS AND QUANTITIES WILL BE PROVIDED BY THE ORDERING AGENCY. CHARGES: BID PRICES MUST INCLUDE ALL CHARGES - ADDITIONAL FEES OR SURCHARGES FOR FUEL OR OTHER ITEMS MUST NOT BE SHOWN SEPARATELY ON THE ITB OR INVOICES. REQUESTS FOR PAYMENT FOR ANY CHARGES BEYOND THE "PER POUND" PRICE BID WILL BE REJECTED. CONTRACT PERIOD: ESTABLISH A 12 MONTH CONTRACT WITH AN OPTION TO EXTEND FOR A SECOND, THIRD, FOURTH, AND FIFTH 12 MONTH PERIOD WITH THE SAME PRICING, TERMS AND CONDITIONS. THE SECOND, THIRD, FOURTH, OR FIFTH 12 MONTH PERIOD, IF AGREED BY BOTH PARTIES, WOULD BEGIN THE DAY AFTER THE FIRST, SECOND, THIRD, OR FOURTH 12 MONTH PERIOD EXPIRES. ANY SUCCESSIVE EXTENSION MUST HAVE WRITTEN APPROVAL OF BOTH THE STATE AND VENDOR NO LATER THAN 30 DAYS PRIOR TO EXPIRATION OF THE PREVIOUS 12 MONTH PERIOD. ORDERING PROCESS: DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 4 PURCHASES FOR STATE AGENCIES WILL BE MADE BY CONTRACT RELEASE ORDERS SHOWING SPECIFIC SHIPPING INFORMATION. CITIES, COUNTIES, SCHOOL SYSTEMS AND OTHER POLITICAL SUBDIVISIONS WILL BE RESPONSIBLE FOR ISSUING THEIR OWN PURCHASE ORDERS DIRECTLY TO THE VENDOR. SECURITY STATEMENT: VENDOR SHALL ENSURE THAT PERSONNEL INVOLVED WITH ANY STATE AGENCY PROJECT SHALL BE ADVISED OF AND ACKNOWLEGE THE CONFIDENTIAL NATURE OF INFORMATION CONTAINED IN STATE FILES, THE SAFEGUARDS REQUIRED AND CRIMINAL AND CIVIL SANCTIONS OF NON-COMPLIANCE IN FEDERAL AND STATE STATUTES. IF REQUESTED BY THE AGENCY, THE VENDOR MUST AGREE TO SIGN A STATEMENT REGARDING CONFIDENTIALITY AND DISCLOSURE. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 5 ********************* SPECIFICATIONS FOR 962D69 ********************** SHREDDING SERVICES (ON-SITE) ON-SITE SHREDDING: SHREDDING MUST BE DONE ON-SITE AT THE REQUESTING AGENCY'S LOCATION. AAA CERTIFICATION: AWARDED VENDOR(S) MUST BE AAA CERTIFIED BY NAID (NATIONAL ASSOCIATION FOR INFORMATION DESTRUCTION INC.) OR SIMILAR ORGANIZATION FOR THE DURATION OF THE CONTRACT. BOTH PAPER/PRINTED MEDIA (PIERCE & TEAR) AND MICRO MEDIA ENDORSEMENTS MUST BE OBTAINED/KEPT. * IF ORGANIZATION CERTIFICATION IS NOT UNDER NAID, DOCUMENTATION MUST BE PROVIDED THAT THE CERTIFICATION CRITERIA MEETS OR EXCEEDS NAID'S STANDARDS. FAILURE TO KEEP NAID/SIMILAR ORGANIZATION CERTIFICATION WILL RESULT IN BID REJECTION/CANCELLATION OF CONTRACT. SHREDDING SIZE: SHREDDING MUST BE DONE AT HIGH-SECURITY STANDARDS AND MUST MEET NAID'S STANDARDS FOR PAPER/PRINTED MEDIA (PIERCE & TEAR) AND MICRO MEDIA AND MUST MEET ANY AND ALL HIPAA AND FACTA REQUIREMENTS. MATERIALS MUST BE SHRED SO THAT ANY INFORMATION CONTAINED WITHIN THE MATERIALS CANNOT BE READ OR RECONSTRUCTED. CONTAINERS: AWARDED VENDOR(S) MUST PROVIDE LOCKING CONTAINERS TO ALL AGENCIES WHO UTILIZE THIS CONTRACT. A MINIMUM OF THREE SIZES OF CONTAINERS MUST BE AVAILABLE: APPX. 35 - 45 GALLON, APPX. 55 - 65 GALLON, AND APPX. 75 - 100 GALLON. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 6 MATERIALS TO BE SHREDDED: AWARDED VENDOR(S) WILL BE RESPONSIBLE TO SHRED VARIOUS TYPES OF MEDIA, INCLUDING, BUT NOT LIMITED TO: PAPER, COMPACT DISK, MAGNETIC TAPE, MICROFILM, AND MIXED MEDIA. BINDER AND PAPER CLIPS MUST ALSO BE ACCEPTABLE FOR SHREDDING. CERTIFICATE OF DESTRUCTION: AWARDED VENDOR(S) MUST, UPON COMPLETETION OF EACH JOB, PROVIDE THE AGENCY WITH A CERTIFICATE OF DESTRUCTION. CERTIFICATE OF INSURANCE: AWARDED VENDOR(S) MUST MAINTAIN AND PROVIDE DOCUMENTATION OF HAVING A MINIMUM OF $2,000,000.00 GENERAL LIABILITY INSURANCE, AS PER NAID'S STANDARDS. PROOF OF COVERAGE MUST BE MAINTAINED FOR THE DURATION OF THE CONTRACT. INSPECTION: THE STATE OF ALABAMA RESERVES THE RIGHT TO MAKE INSPECTION OF THE AWARDED VENDOR(S) FACILITIES AND EQUIPMENT BEFORE OR DURING THE CONTRACT PERIOD. FINAL DISPOSITION OF MATERIALS: ALL MATERIALS SHREDDED FOR THE STATE OF ALABAMA MUST BE RECYCLED - SENDING SHREDDED MATERIALS TO A LANDFILL IS UNACCEPTABLE. WRITTEN DOCUMENTATION OF FINAL DISPOSITION MAY BE REQUESTED BY STATE PURCHASING AND MUST BE FURNISHED BY THE AWARDED VENDOR(S) WITHIN TWO WEEKS OF REQUEST. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD CONTRACT VENDORS PAGE: 7 CONTRACT VENDOR NUMBER CONTACT PERSON TERMS AND NUMBER NAME AND ADDRESS PHONE NUMBERS/FAX DELIVERY 4009781 311703809-03 RON POE NONE CINTAS CORPORATION 205-403-0911 21 DAYS ARO 877-973-2811 5679 COMMERCE BLVD E MOBILE AL 36619 205-403-0913 4010752 262170824-00 CATHY PITTS NET 3GS LLC DBA/ SAFE SHREDDING 334-834-7012 30 DAYS ARO 800-448-4162 9202 S NORTHSHORE DR #201 KNOXVILLE TN 37922 334-613-2965 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 8 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 4009781 00001 962-69-090103 .09000 311703809-03 NONE LB CINTAS CORPORATION SHREDDING SERVICES, AS PER 962D69 SPECS, FOR THE FOLLOWING COUNTIES: COLBERT FAYETTE FRANKLIN LAMAR LAUDERDALE LAWRENCE LIMESTONE MARION TUSCALOOSA WALKER WINSTON _____ LB. MINIMUM PER PICK UP 400 LB. MINIMUM PER PICK UP 4009781 00002 962-69-090104 .09000 311703809-03 NONE LB CINTAS CORPORATION SHREDDING SERVICES, AS PER 962D69 SPECS, FOR THE FOLLOWING COUNTIES: BLOUNT CALHOUN CHEROKEE CLEBURNE CULLMAN DEKALB ETOWAH JACKSON MADISON MARSHALL MORGAN DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 9 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME ST. CLAIR TALLADEGA _____ LB. MINIMUM PER PICK UP 400 LB. MINIMUM PER PICK UP 4010752 00003 962-69-090105 .09000 262170824-00 NET LB 3GS LLC DBA/ SAFE SHREDDING SHREDDING SERVICES, AS PER 962D69 SPECS, FOR THE FOLLOWING COUNTIES: BIBB CHAMBERS CHILTON CLAY COOSA GREENE HALE JEFFERSON PERRY PICKENS RANDOLPH SHELBY SUMTER TALLAPOOSA _____ LB. MINIMUM PER PICK UP 0 LB. MINIMUM PER PICK UP 4010752 00004 962-69-090106 .07500 262170824-00 NET LB 3GS LLC DBA/ SAFE SHREDDING SHREDDING SERVICES, AS PER 962D69 SPECS, FOR THE FOLLOWING COUNTIES: AUTAUGA DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 10 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME BULLOCK BUTLER CHOCTAW CRENSHAW DALLAS ELMORE LEE LOWNDES MACON MARENGO MONTGOMERY PIKE RUSSELL WILCOX _____ LB. MINIMUM PER PICK UP 0 LB. MINIMUM PER PICK UP 4009781 00005 962-69-090107 .09000 311703809-03 NONE LB CINTAS CORPORATION SHREDDING SERVICES, AS PER 962D69 SPECS, FOR THE FOLLOWING COUNTIES: BALDWIN BARBOUR CLARKE COFFEE CONECUH COVINGTON DALE ESCAMBIA GENEVA HENRY HOUSTON MOBILE MONROE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 11 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME WASHINGTON _____ LB. MINIMUM PER PICK UP 400 LB. MINIMUM PER PICK UP DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IF YOU NEED ASSISTANCE CONCERNING THIS CONTRACT, PLEASE CONTACT THE BUYER LISTED ON THE COVER PAGE. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * THIS CONTRACT CONTAINS 12 PAGES.