HomeMy WebLinkAboutCC AG PKT 2006-12-11 #P
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AGENDA REPORT
DATE:
December 11,2006
TO: Honorable Mayor and City Council
THRU: JohnB. Bahorski, City Manager
FROM: Chief Jeff Kirkpatrick, Police Department
SUBJECT: Service Agreement for Records Retention Management
SUMMARY OF REQUEST:
The proposed City Council action will adopt a Resolution to provide monthly document destruction
service to the City.
BACKGROUND:
The City of Seal Beach currently accumulates and stores documents based on a Council approved
Records Retention Policy. One of the steps in that policy is to destroy outdated and unnecessary
documents. Without properly managing these documents, it creates storage burdens.
Current law and the Records Retention Policy allows the City to eliminate documents based upon the
type of record and the legal life of a record. Due to the sensitive nature of some of these documents, it
is proper to destroy them through an approved vendor. While small, individual paper shredders may be
immediately convenient, they are not effective or convenient.
This contract would secure the services of a bonded, certified, and secure professional documents
elimination vendor. The City has solicited three bids from qualified vendors and recommends that
Safeshred provide document destruction services. Safeshred guarantees to provide three (3) sixty-four
(64) gallon lockable security containers and replace them every four (4) weeks for a service charge of
$35 per container. One container will be placed at City Hall and two within the Police Department.
FISCAL IMPACT:
There is a minor fiscal impact to the City. Monies spent for these vendor services will offset the
monies spent on City staff labor to accomplish the same outcome. Monies are currently available
within the Contract Professional Services line items of the City Clerk's office to cover City Hall and its
departments. Monies are similarly available in the Police Department budget. The total Citywide cost
for this service is estimated to be approximately $1,260.00 per year.
Agenda Item No. ..p...
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RECOMMENDATION:
It is recommended that the City Council approve the attached Resolution allowing the City Manager to
contract for regular document destruction.
Jeff Kirkpatrick, Chief of Police
47
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Agenda Item_
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCn.. OF THE CITY OF SEAL
BEACH APPROVING AND AUTIiORlZING THE CITY MANAGER TO
EXECUTE A SERVICE AGREEMENT WITH SAFESHRED
The City Council of the Cily of Seal Beach hereby reanlves as follows:
SECTION 1. The City Council hereby approves the attached Agreemenl
betWeen the Cily and Safeahred.
SECflON 2. The Council hereby directs the City Manager 10 execute Ihe
Agreemenl on behalf of the City.
SECTION 3. The City CletIc ahall certily 10 the passage and adoption of thIS
resolution.
PASSED, APPROVED AND ADOPTED BY THE City Council of Seal Beach, at a
meeting hereof held on the day of . 2006 by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
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MAYOR
ATTEST:
City Clerk
STATE OF CALIFORNIA I
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk for the City of Seal Beach, California, do hereby certify that
the foregoing resolutions is the original copy of Resolution Number_ on file in that
office of tlte City Clerk, pasaed, approved an adopted by the Cily Council of the City of
Seal Beach al a regular meeting hereofheld on the _ day of . 2006.
City Clerk
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PAGE e2ll!2
SAFESHRI:Di~'
CERTIFIED DOCUMENT DESTRUCTION
SERVICE AGREEMENT
Cflmpan)':
Term:
Start:
End:
City of Sl!IIl Beach
J2 Month,
12-1z,,06
12.-11-07
Service:
Secured shredding sm:vir.es - offsite
Police Dcpll!tll'lelll (two 64 I' lJem bins) & City ~I (OIle 64/1 bl..,)
Location:
Equipment:
Type:
Use:
Qual! tity - Size
Billing Rate:
Loekable security cont:liners
Collection and transpo rt of confidential doe. meats
Total of Three (3) 64 gtlllon bins
S35.oo neb per lIervire
Monthly - every 4 wee-It;
SeTVi,(,e F{equenc)~
Other Services:
Setvices not included in this agreement will be negotiated
independent of the lcrm~ herein.
Renewal Polley:
This agreement, after en.j of initial term, will a.utomatically
renew for individual twelve (12) month increments unless
cancelled in writing {see Cancellation Policy).
Safeshred wlll guarantlle the billing rate for the initial
contract term. Safeshrc:d may propose rate adjustments ill
writing within a thirty (30) day period prior to eacb renewal
date of this agreement All proposed changes must be in
\\'tiling and a.greed upon by both parties prior to taking
effect.
Either party may clIllcel :bis agreement by providing
a minimum-of II thirty (30) day written notification prior to
the contract roll-over dale (see Renewal Policy).
Ra1e Adjustments:
Cancellauon Pohcy:
Agreed (!pon B)":
City of Seal Beach
Date"