14-D — Bellflower City Council, May 13, 2024

14-D
TO: Honorable Mayor and Members of the City Council

ATTENTION: Ryan Smoot, City Manager

FROM: Mayra Ochiqui, City Clerk

SUBJECT: Consideration and possible action to 1) award an agreement to Corodata Records Management, Inc. (Corodata) and authorize the City Manager to execute Agreement File No. 1043 with Corodata, in a form approved by the City Attorney, for Records Storage Services; and 2) approve a budget amendment to appropriate an additional $33,000 in Account No. 010-43620-1200 for fiscal year 2024-25 for the permanent removal of records from the current vendor.

DATE: May 13, 2024

EXECUTIVE SUMMARY

On February 9, 2024, staff released a Request for Proposals (RFP) for Records Storage, Retrieval, and Destruction Services, which sought proposals from qualified vendors to provide services for offsite storage, retrieval, and destruction of business records. After receiving one proposal and going through a review and rating process, staff is recommending Corodata for the service agreement based on its experience with records storage services, understanding of the specific requirements of our needs, and its competitive fee structure. A budget amendment is requested to cover some of the costs associated with removing the City’s inventory of records from the current provider.

RECOMMENDATION TO CITY COUNCIL

1) Award an agreement to Corodata and authorize the City Manager to execute Agreement File No. 1043, in a form approved by the City Attorney;

2) Approve a budget amendment to appropriate an additional $33,000 in Account No. 010-43620-1200 for fiscal year 2024-25 for the permanent removal of records from the current vendor; or

3) Alternatively, discuss and take other action related to this item.

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Staff Report – Records Storage Services
May 13, 2024

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FISCAL IMPACT

Permanent removal of records from the City’s current storage vendor (Iron Mountain) for transfer to the proposed new storage vendor (Corodata) is estimated to be $83,000 (based on approximately 3,500 cubic feet of records). $50,000 is allocated in the City Clerk’s Office budget for Records Management services in Account No. 010-43620-1200.

The proposed vendor is offering the City 12 months of free storage of our current inventory and transition of our current inventory to the new facility to help alleviate the cost of removing and transferring our records from the current vendor’s facilities. A budget amendment to the FY 2024-25 operating budget is needed to allocate an additional $33,000 in Records Management Account No. 010-43620-1200 for the permanent removal and transfer of the records from the current vendor. There are sufficient funds in the records management budget accounts for storage of newly created boxes of records, annual destruction, and the general management of records for FY 2024-25 (estimated at under $2,500).

DISCUSSION

The City Clerk is responsible for the Citywide Records Management Program, which includes the preservation of historic and vital records, proper retention and destruction of records in accordance with the City’s retention schedule, and the overall management of City records. Over the last several years, the City Clerk’s Office has been focused on the improvement of the Records Management Program. The destruction of obsolete City records is now on an annual schedule. The citywide records retention schedule is on a biennial review/update schedule to ensure compliance with applicable laws and is also now managed by internal staff and reviewed by the City Attorney’s Office instead of a consultant. The next matter of priority is updating the long-standing agreement for offsite records storage and survey the market to ensure the City is receiving quality service at the best price.

The City contracted with Pearce Leahy Archives January 1, 1999, for records storage services. In the Spring of 2000, the company merged with Iron Mountain Records Management, LLC, which is the City’s current provider and stores approximately 1,600 boxes (3,000 – 3,500 cubic feet) of City records in commercial facilities. The majority of records stored are related to property, such as building permits and plans, and are to be retained permanently pursuant to the City’s adopted retention schedule. Over the term of the agreement, the current vendor’s fees have steadily increased and new vendors for similar services have come into the market.

City Clerk’s Office staff issued a Request for Proposals (RFP) on February 9, 2024, for records storage and related services with a due date of March 8, 2024. The RFP was advertised on the City’s website and sent out to vendors on the applicable vendor list, including the City’s current vendor. By the due date, the City received one proposal from Corodata Records Management, Inc. (Corodata). An evaluation committee comprised of City staff from various departments reviewed the proposal, toured the storage facility located in Corona, and determined that Corodata is capable of providing superior records management services suitable to the City’s needs.

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Staff Report – Records Storage Services
May 13, 2024

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DISCUSSION – Continued

Services to be provided in the new agreement include offsite storage, delivery of stored records upon request, pickup of new/refiled records upon request, access to an inventory tracking system, permanent removal and destruction of records upon request, and transition services for the City’s current records inventory. Local client-cities listed as references for Corodata include Norwalk, Yorba Linda, and Newport Beach. All three City Clerk’s Offices were contacted and stated that they are pleased with Corodata’s services.

Corodata’s proposal includes 12 months of free storage to mitigate the costs of the permanent removal of records from the current vendor, as well as three months of free pickups to transfer records from any City location in addition to the full inventory of records with the current vendor. The following table of routine services for a standard size box (1.2 cubic feet) was prepared to compare the proposed vendor’s fees to the City’s current vendor’s fees:

Category Corodata Records
Management, Inc.

Iron Mountain Information
Management, LLC

1. Standard Size Box Storage $0.20 / box $0.95 / box

2. Receiving, Indexing, Handling &
Data Processing $1.10 / box $6.71 receiving/entering / box $7.64 handling / box

3. Box Retrieval (including any cost
related to box retrieval) $2.50 / box $8.16 / box

4. Box Refile (including any cost
related to box refile) $2.50 / box $8.16 / box

5. Standard Destruction (including
any cost related to standard
destruction)
$2.50 retrieval / box
$4.50 destruction / box
$8.16 retrieval / box
$12.40 destruction / box
$7.64 handling / box

6. Permanent Removal (including
any cost related to permanent
removal)
$2.50 retrieval / box
$4.45 withdrawal / box
$8.16 retrieval / box
$12.38 withdrawal / box
$7.64 handling / box

7. Regular Delivery and Pickup
(including any cost related to
delivery/pickup)
$25.00 / visit
$2.50 handling / visit
$65.60 / visit
$7.64 handling / box

8. Administrative Fee Free $70.80 / month

The City Clerk’s Office will oversee the transfer of City records from the current provider to the new provider, as well as ongoing records management services under the new vendor. Although Corodata is offering a substantial discount to mitigate the fees associated with the permanent removal of the City’s records inventory from the current vendor, an additional $33,000 will be needed to complete the transfer of records. There are sufficient funds in the records management budget accounts for storage of newly created boxes of records, annual destruction, and the general management of records for FY 2024-2025 (estimated at under $2,500).

ATTACHMENTS

1. RFP No. CC-2024-01 for Records Storage, Retrieval, and Destruction Services……...4

2. Agreement File No. 1043 with Corodata Records Management, Inc. ....................... 32 -3-

REQUEST FOR PROPOSALS
NO. CC-2024-01

FOR RECORDS STORAGE, RETRIEVAL, AND

DESTRUCTION SERVICES
[OPTIONAL ADDITIVE BID: SCANNING SERVICES]

RELEASED: FRIDAY, FEBRUARY 9, 2024
SUBMITTALS DUE BY: FRIDAY, MARCH 8, 2024 BY 11:00 A.M.

CITY OF BELLFLOWER
CITY CLERK’S OFFICE
16600 CIVIC CENTER DRIVE
BELLFLOWER, CA 90706
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REQUEST FOR PROPOSALS

Sealed proposals must be received before 11:00 a.m. on Friday, March 8, 2024, by the City Clerk’s Office for the City of Bellflower, 16600 Civic Center Dr., Bellflower, CA 90706 for records storage, retrieval, and destruction services. There is an optional additive bid for scanning services.

Parties interested in obtaining a Request for Proposals (RFP) package (at no cost) should contact the:

City Clerk’s Office
16600 Civic Center Drive
Bellflower, CA 90706
Or via telephone at (562) 804-1424, ext. 2220

Please refer to specifications for complete details and bid requirements. The specifications in this notice are a part of any contract awarded in accordance with this RFP.

Contact:

Mayra Ochiqui, City Clerk
(562) 804-1424, ext. 2222
[email protected]

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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CITY OF BELLFLOWER

REQUEST FOR PROPOSALS
PROPOSAL NO. CC-2024-01

PROPOSALS ARE DUE: NOT LATER THAN 11:00 AM on Friday, March 8, 2024.

The City of Bellflower (City) invites sealed proposals for: records storage, retrieval, and destruction services. There is an optional additive bid for scanning services.

1. Return original of Proposal to:

City of Bellflower
City Clerk’s Office
16600 Civic Center Dr.

Bellflower, CA 90706

2. Proposer must honor proposal prices for sixty (60) days.

3. Proposals must include this Proposal form and be signed by the vendor's authorized representative.

4. Award of a contract will be made by the City Council based upon the criteria set forth in this Request for Proposals (RFP) and will be made based upon the best qualified proposer rather than lowest price.

5. Submitted proposals are public records and may be subject to public inspection.

PROPOSER TO READ

I have read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above.

__________________________ ________________________________ Company Address

____________________________ ________________________________ Name (Print) Signature

____________________________ ________________________________ Company Phone No. Title of Person Signing Bid

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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PROPOSAL INSTRUCTIONS

1. Submitting Proposals. (a) Proposals must include this form, in its entirety, in a sealed envelope with the wording “Proposal,” proposal number and closing date marked on the outside; (b) Proposals/corrections received after the closing time will not be opened. The City is not responsible for proposals not properly marked and delivered. Upon award, all submissions become a matter of public record.

2. Additive Bid: There is an optional “Additive Bid” in this RFP to achieve the maximum project scope without limiting proposals for the critical project scope.

Responding to this portion of the bid is optional; however, responses will be considered as part of the proposal. Please note that the additive bid will not be considered as part of the “cost” component when evaluating the proposals. All portions of the “Additive Bid” will be clearly labeled.

3. Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal. The City has the option of accepting or rejecting any alternative proposal.

4. Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency.

5. Preparation. All proposals must be typed or written in black ink. Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal.

6. Rejection. The City may reject any or all proposals and waive irregularity in any proposal.

7. Default. In case of default by the vendor of any of the conditions of this proposal or contract resulting from this proposal, the vendor agrees that the City may procure the services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by the City will be considered the prevailing market price at the time such purchase is made.

8. Assignment. No assignment by the vendor of contract or any part hereof, or of funds to be received hereunder, is binding upon the City unless the City gave written consent before such assignment.

9. Sub-contractors. The Bidder must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

10. Indemnification. The extent of a successful contractor’s obligation to indemnify and defend the City is set forth in the sample contract attached to this RFP.

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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11. Bonds. When deemed necessary by the City, bid bonds must be furnished by all proposers in the amount of at least 10% of the bid to guarantee that proposers will enter into contract to furnish goods at prices stated. Likewise, a Performance Bond must be required of the successful proposer when stated in the specification (cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond).

12. Insurance. This is a contract involving services and the City requires insurance.

Insurance must be primary insurance and must name the City of Bellflower as an additional insured. Proof of insurance in the following amounts must be provided prior to contract signing; liability in the amount of $2,000,000, automotive in the amount of $1,000,000, and worker’s compensation in accordance with California law. Specific insurance requirements are set forth in the sample contract.

BIDDERS MUST SIGN AND RETURN EXHIBIT A, INSURANCE
REQUIREMENTS, WITH THEIR PROPOSAL.

13. On-Site Inspection. Aside from the on-site inspection to be conducted during the mandatory pre-proposal meeting, prospective bidders may request to conduct an on-site inspection by providing at least 48-hrs advance notice to the City’s City Clerk.

14. Off-Site Inspection. During the RFP evaluation process, the City reserves the right to conduct an off-site inspection at the prospective bidder’s facility(ies) to inspect the facility and equipment to be utilized by the prospective bidder.

15. Proposal Rejection. The City may reject the proposal of any proposer who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any proposer who is in default of the payment of taxes, licenses or other monies due to the City of Bellflower.

16. Contract Pricing. Except as otherwise provided, price proposals must remain consistent through the term of this contract.

17. Proposal Questions.

Questions should be forwarded on letterhead to:

City of Bellflower
Mayra Ochiqui, City Clerk
16600 Civic Center Dr.

Bellflower, CA 90706
[email protected]

The last day to submit questions regarding the RFP or to conduct site visits at the City’s facilities will be the Friday before the proposals are due. -8-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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18. Signature Verification Form. BIDDERS MUST SIGN AND RETURN EXHIBIT B, SIGNATURE VERIFICATION FORM, WITH THEIR PROPOSAL.

CONTRACT SAMPLE

The successful bidder will be required to enter into the sample contract that is attached as Exhibit “E.”

STATEMENT OF WORK AND FORMAT

The City of Bellflower (City) requests proposals for the following purpose according to the terms and conditions attached. In the preparation of this Request for Proposal s (RFP) the words "Bidder," "Contractor," “Vendor”, “Firm”, “Company”, and "Consultant" are used interchangeably.

1. Purpose: General services to provide offsite storage, retrieval, and destruction of business records. OPTIONAL ADDITIVE BID: General services to provide document conversion and scanning services of various files for use in Laserfiche Web Client 11.0.2401.14, or newer document imaging system and repository.

2. Proposal Schedule: Following is a tentative schedule of events:

ADDITIVE BID: Pre-Proposal Meeting / On-site Inspection

A pre-proposal meeting will be held on Friday, February 23, 2024, for the Additive Bid only, as follows:

10:00 a.m. – Bellflower City Hall, Council Chambers, 16600 Civic Center Dr., Bellflower, CA 90706

If submitting an Additive Bid, attendance at the meeting is mandatory. The meeting will be held to show prospective bidders the types of documents to be scanned. No Additive Bid submittal will be accepted from any bidders who fail to attend the pre-proposal meeting. With the exception of questions received at the pre-proposal meeting / on-site inspection, all other questions must be submitted in writing via letter or e-mail to:

Mayra Ochiqui, City Clerk
16600 Civic Center Dr.

Bellflower, CA 90706
[email protected]

Proposal Requirements

Three copies of the proposal must be received by the City as set forth on the first page.
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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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Evaluation of Proposals

The proposals will be reviewed by City staff during the week of March 11, 2024.

Proposals will be evaluated based on the following qualifications criteria. Please note that the additive bid will not be considered as part of the “cost” component when evaluating the proposals.

Evaluation Factor Points
1 Contractor’s understanding of scope of work 15
2 Contractor’s approach to performing the tasks defined in the scope of work
15 3 Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization 25 4 Meaningful experience providing records storage, retrieval, scanning, and destruction services, including demonstrating completion of similar services
25 5 Cost 20
Total 100

Contract Award

Interviews of the highest qualified bidders as determined by the City may be required. The successful contractor will be selected based upon the qualifications criteria set forth above and the City’s sole discretion. The City is under no obligation to contract with any applicant.

3. Introduction/Background: The City Clerk is responsible for the Citywide Records Management Program and the storage of a majority of its records. The City currently stores approximately 3,000 – 3,500 cubic feet (1,600 boxes) off-site with an offsite records storage vendor in a commercial facility. The estimate of annual activity is:

Added: 150 – 300 cubic feet (125 – 250 boxes)
Destroyed: 150 – 300 cubic feet (125 – 250 boxes)
Retrieved/Refiled: 60 – 120 cubic feet (50 – 100 boxes)

ADDITIVE BID: The City also keeps paper copies of various City records, such as building permits, planning permits, and plans, which are required to be archived and readily accessible to City staff and the public for a specified period of time. Document sizes include, but are not limited to, 8 ½’’ x 11’’, 8 ½’’ x 14 ’’, 11’’ x 17’’, 18’’ x 24’’, 24’’ x 36’’, 30’’ x 42’’, 36’’ x 48’’, and other odd -sizes.

Documents may be printed or handwritten text, both single/double -sided, folded, stapled, wrinkled, and faded. The City currently uses Laserfiche Web Client Version 11.0.2401.14 as its records database/repository. The estimated monthly scanning activity is: 1,000 images.
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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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4. Objective(s)/Work Products: The City intends to obtain services for off-site storage, which includes the delivery of stored records, pickup of new/refiled records, inventory tracking, permanent removal of records, destruction of stored records upon request, transition services for all stored records, and ongoing document scanning.

ADDITIVE BID: The City intends to obtain services for document scanning services, which includes the scanning and conversion of documents for use in Laserfiche Web Client Version 11.0.2401.14 , or newer document imaging system and repository.

5. Required Qualifications/Work Statement: Vendor must be capable of providing the following services:

1) Vendor must primarily, regularly and continuously engage in the business of providing records storage, transportation, and destruction services.

2) Transition Phases: Vendor must assume responsibility for the transfer of all the City’s records from current storage vendor’s facilities and enter or convert data from City’s existing inventory into the new indexing system, including bar coding, labeling, data entry, and inventorying of boxes. It is highly desirable for vendor to pay for or otherwise subsidize the permanent removal fees that will be incurred during the transition phase from current vendor.

3) Record Storage: Vendor must provide storage facilities that are highly secured and environmentally controlled for the off-site storage of the City’s records, in which weather, fire, or other potential risks will be avoided. The City’s records may include, but are not limited to, paper, vinyl maps, tapes, cassettes, disks, and CD’s. Storage facility must accommodate various types and sizes of storage containers/boxes such as, but not limited to, standard letter (1.2 cubic feet) and legal-size (3.6 cubic feet) boxes and architectural blueprint storage (various sizes). Vendor must allow the City to provide its own storage boxes.

4) Record Pickup and Delivery: Vendor must provide secure pickup, archival, retrieval, and delivery of records, as requested. The vendor will deliver and pickup requested boxes and/or files during the City’s regular business hours of 8:00 a.m. to 5:30 p.m., Monday through Thursday, and 8:00 a.m. to 4:30 p.m. on Fridays, excluding holidays and alternative Fridays. The vendor must combine delivery and pickup of records into one trip, when applicable. Vendor must provide next-day and same-day delivery service upon request, but delivery must be no later than 48-hours from the time a request is received.

5) Record Destruction: Vendor must destroy records, in accordance with instructions from the City Clerk and provide a certificate of destruction. The certificate of destruction must clearly specify which records were destroyed and certify the date and time of destruction.
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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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6) Web-based System: Vendor must provide a web-based system that will allow the City to update inventory information and schedule orders for records pickup, retrieval, and destruction. The system must be searchable and provide a method to generate a variety of reports.

7) Billing: Vendor must provide monthly detailed and itemized billing.

Required Qualifications/Work Statement – ADDITIVE BID (optional): Vendor must be capable of providing the following services:

1) Preparations and Handling: Vendor must prepare the documents for scanning; including disassembling (un-stapling), scanning, and reassembling (re-stapling) all documents in the manner and order in which they were received. Vendor must provide labor, equipment, tools, fuel, materials, insurance, bonds, supervision, and all other items needed to deliver exceptional document conversion and scanning services, acceptable to the City’s standards.

2) Scanning Requirements: Vendor must scan all documents on a one-to-one scale in color, grayscale, or black and white, depending on the need, with a resolution of 300 dpi in a TIFF format compatible with Laserfiche Web Client Version 11.0.2401.14 or newer document imaging system and repository.

3) Indexing: Vendor must index and OCR (Optical Character Recognition) all scanned files using the City’s standardized nomenclature and input data accordingly in Laserfiche templates, as provided by staff.

4) Quality Control: Vendor must quality control all scanned images to ensure quality and accuracy and re-scan all necessary documents at no additional cost in the event of unsatisfactory work or errors.

5) Urgent Delivery: Vendor must ensure next working day delivery of any document(s) that is out for scanning services that may be requested by City staff.

6) Delivery of Receivables: Vendor must create a searchable database and provide receivables via Laserfiche briefcase or similar compatible method, utilizing Laserfiche Web Client Version 11.0.2401.14 or newer document imaging system and repository as the platform.

7) Billing: Vendor must provide monthly detailed and itemized billing.

6. Time Schedule:

The initial term of this Agreement will be for a period of 3 years, beginning July 1, 2024 and ending June 30, 2027.
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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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8. Response Submittal Requirements.

(a) CONTENTS OF PROPOSAL

Submitted proposals must follow the format outlined below and all requested information must be supplied. Failure to submit proposals in the required format will result in elimination from proposal evaluation.

FORMAT

Each proposal must be submitted in two parts:

Part I must relate to the Technical Proposal
Part II must relate to the Cost Proposal

PART I - TECHNICAL PROPOSAL [Submit those with boxes checked below]

☒Cover Letter - Must include the name, address, and telephone number of the company, and be signed by the person or persons authorized to represent the firm.

☒Table of Contents - Clearly identify material contained in the proposal by section and page number.

☒Introduction - Contents to be determined by contractor.

☒Project Analysis - Provide an explanation and interpretation of the challenges identified in this RFP.

☒Objective, Scope, Nature of Proposed Program - Describe the overall approach to the challenges, including the objective and scope of work to be performed by the contractor.

☒Work Program - Describe the work or tasks to be performed.

☒Methodology - Describe the methodology and techniques to be employed.

☒Project Management - Describe the proposed management structure, organization of contracting group, and facilities available.

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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☒Assigned Personnel - Identify the principals having primary responsibility for implementing the proposal. Discuss their professional and academic backgrounds.

Provide a summary of similar work they have previously performed. List the amount of time, on a continuous basis, that each principal will spend on this project. Describe the responsibilities and capacity of the technical personnel involved. Substitution of project manager and/or lead personnel will not be permitted without prior written approval of the City.

☒Schedule - List the proposed schedule of activities including labor hours.

☒Program Monitoring - Describe the quality control procedures to be utilized during the project to ensure conformance with the scope of work.

☒City Resources - Describe any City services and staff resources needed to supplement contractor activities to achieve identified objective(s).

☒Subcontractors - If subcontractors are to be used, identify each of them in the proposal. Describe the work to be performed by them and the number of hours or the percentage of time they will devote to the project. Provide a list of their assigned staff, their qualifications, relationship to project management, schedule, costs, and hourly rates.

☒Contractor Capability and References - Provide a summary of the firm's relevant background experience. Discuss the applicability of such experience to this RFP. Include examples of projects completed for other similar agencies that are of a similar nature and a contact person for each of those clients.

☒Alternative Proposals - Provide statements of alternative proposals, if any, labeled "Alternative Proposal Number One, Alternative Proposal Number Two," etc. The format of each alternative proposal submitted may be abbreviated to address just the following:
a. Work Program
b. Methodology
c. Assigned Personnel

☒Conflict of Interest - Address possible conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. Although the bidder will not be automatically disqualified by reason of work performed for other parties, the City reserves the right to consider the nature and extent of such work in evaluating the proposal.

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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☒Sample of Work Product – Provide a website address where the City can preview the sample web-based inventory system.

ADDITIVE BID (optional): Provide a website address, or access to files, where the City can preview scanned images to display quality of work. Include a sample USB or CD/Disk to confirm the Vendor is capable of providing receivables via USB or CD/DVD, using Laserfiche Web Client Version 11.0.2401.14 as the platform, in a format that will automatically sort the indexed files into the City’s existing Laserfiche database when uploaded. See below for a sample of the existing Laserfiche database file structure. Attached to this RFP are two “Test” documents (“Test Building Permit File” and “Test Planning Case File”) to be indexed as provided on each document and prepared on a USB or CD/DVD as stated above. The Sample of Work Product must be included with the proposal if responding to the Additive Bid.

PART II - COST PROPOSAL [Submit those with boxes checked below]

Name and Address: The Cost Proposal must list the name and complete address of the bidder in the upper, left-hand corner.

Cost Proposal:

☒The Cost/Price format for the proposal must be as outlined in the Agreement for services.

☒Total cost must be clearly indicated in the Cost Proposal.

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☒Costs must be itemized per the agreement for services.

Charges for supplies, equipment, travel, and subcontractors will be paid at cost.

It is expected that general, overhead, and administrative costs are included in the hourly rate for labor. Bids submitted will be held to the total cost given in the response quote. It will be assumed that all contingencies and/or anticipated escalations are included. No additional funds will be paid above and beyond the original quote given by the selected bidder.

(b) PROPOSAL SUBMISSION

All proposals must be submitted according to specifications set forth in Section 8 (a) - Contents of Proposal and this section. Failure to adhere to these specifications may be cause for rejection of proposal.

I. Signature. An authorized representative of the bidder MUST sign all proposals.

II. Due Date. The proposer must submit THREE (3) complete copies of the proposal in a sealed envelope, plainly marked in the upper, left -hand corner with the name and address of the bidder and the words "Request for Proposal s No. CC-2024-01 – Records Storage, Retrieval, and Destruction Services (Optional Additive Bid for Scanning Services).”

Late bids/proposals will not be accepted. Any correction or resubmission done by the proposer will not extend the submittal due date.

III. Addenda. City may modify the proposal and/or issue supplementary information or guidelines relating to the RFP during the proposal preparation period.

IV. Rejection. A proposal may be deemed nonresponsive and may be immediately rejected if:

- It is received at any time after the exact date and time set for receipt of proposals and/or;
- It is not prepared in the format prescribed and/or;
- It is signed by an individual not authorized to represent the firm.

V. Disposition of Proposals. The City reserves the right to reject any or all proposals. All responses become the property of the City. One copy of the proposal must be retained for City files. Additional copies and materials will be returned only if requested and at the bidder's expense.

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VI. Proposal Changes. Once submitted, proposals, including the composition of the contracting team, cannot be altered without the prior written consent of the City. All proposals constitute an offer to the City and may not be withdrawn for a period of sixty (60) days after the last day to accept proposals.

Proposals will be evaluated on the following criteria:

1. Contractor’s understanding of scope of work.

2. Contractor’s approach to performing the tasks defined in the scope of work.

3. Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization

4. Meaningful experience providing records storage, retrieval, scanning, and destruction services, including demonstrating successful completion of similar services.

5. Cost.

During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break, for clarification purposes only. No new material will be permitted at this time.

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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

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EXHIBIT A

INSURANCE REQUIREMENTS
[MUST BE SUBMITTED WITH PROJECT PROPOSAL]

To be awarded this contract, the successful bidder must procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits

Commercial general liability $2,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement

Commercial general liability insurance must meet or exceed the requirements of the most recent ISO-CGL Form Number. The amount of insurance set forth above must be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies must be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.

Professional liability coverage must be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” the Consultant must continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated (“extended insurance”). Such extended insurance must have the same coverage and limits as the policy that was in effect during the term of this Agreement, and cover the Consultant for all claims made by the City arising out of any errors or omissions of the Consultant, or its officers, employees or agents during the time this Agreement was in effect.

Automobile coverage must be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).

The Consultant must furnish to the City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by the City from time to time. Insurance must be placed with admitted insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage.

-18-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 14 of 19 ends

Exhibit A: Insurance Requirements – Continued

The Consultant will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.

By signing this form, the bidder certifies that it has read, understands, and will comply with these insurance requirements if it is selected as the City’s consultant. Failure to provide this form may render the bidder’s proposal “nonresponsive.”

______________ __________________________
Date Bidder

-19-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 15 of 19 ends

EXHIBIT B - SIGNATURE VERIFICATION FORM

Thank you for doing business with the City of Bellflower. Please note that the City requires verification that the person executing a contract has signature authority.

Signature requirements for contracts vary depending on whether a vendor conducts business in the capacity of a corporation, general partnership, limited partnership, or as an individual. When the contract is with a corporation, California Corporations Code § 313 requires the contract to be signed by: (a) one officer from the corporation’s “operational group” consisting of the chairman of the board, the president, or any vice president; and (b) one officer from the corporation’s “financial group” consisting of the secretary, or assistant secretary, or the chief financial officer or any assistant treasurer.

Alternatively, the board of directors for the corporation can delegate signature authority to a particular individual or individuals. This is generally memorialized in a form of a resolution adopted by the board of directors. When the contract is with a consultant conducting business as a general partnership or limited partnership, the contract should be signed by at least one general partner having authority to enter into the contract on behalf of the partnership. When the contract is with an individual, that individual must sign the contract.

To ensure that the City’s contracts are valid, this Signature Verification Form must be completed by vendors/contractors/consultants providing services to the City of Bellflower.

By completing this form, the person listed below has the authority to sign all legal binding agreements with the City of Bellflower on behalf of the company/organization listed below. If a corporation, attach a copy of the document demonstrating signature authority to this form.

The City of Bellflower greatly appreciates your cooperation.

Date:

Type of Company/Organization:

Company/Organization Name:

Name:

Title:

Signature:

Please send the completed form to the following address:

City of Bellflower
City Clerk’s Office
16600 Civic Center Drive
Bellflower, CA 90706
[email protected]
-20-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 16 of 19 ends

EXHIBIT C - COST PROPOSAL
For pricing calculation and comparison, please use the estimated quantity set forth below. The City anticipates transferring and storing approximately 3,400 cubic feet (1,600 boxes) from our current off-site vendor. In addition, please include your complete proposed rate/fee schedule.

*All quantity and price, unless noted, shall be based on 1.2 cubic feet per box or unit.

INITIAL TRANSFER
Item
No. Category Estimated
Quantity
Per Unit
Cost
Total
Amount

1. Receiving and Data Processing 3,400 cu ft.
(1,600 boxes) $ $

2. Bar Code Labels 1,600 labels $ $

3. Transportation (from current off-site vendor
to proposer’s facility)
3,400 cu ft.
(1,600 boxes) $ $
SUBTOTAL: $

MONTHLY SERVICE CHARGES
Item
No. Category Estimated
Quantity
Per Unit
Cost
Total
Amount

1. Standard Size Box Storage Per cubic foot
(Per box) $ $

2. Oversized Box Storage (larger than 1.2
cubic feet)
Per cubic foot
(Per box) $ $

3. Receiving, Indexing, Handling & Data
Processing
Per cubic foot
(Per box) $ $

4. Box Retrieval (include any cost related to
box retrieval)
Per cubic foot
(Per box) $ $

5. File Retrieval (include any cost related to
file retrieval) Per file $ $

6. Box Refile (include any cost related to box
refile)
Per cubic foot
(Per box) $ $

7. File Refile (include any cost related to file
refile) Per file $ $

8. Standard Destruction (include any cost
related to standard destruction)
Per cubic foot
(Per box) $ $

9. Permanent Removal (include any cost
related to permanent removal)
Per cubic foot
(Per box) $ $

10. Image on Demand Per image $ $

11. Computer Reports Per report $ $

12. Bar Code Labels Per label $ $

13. Regular Delivery and Pickup (include any
cost related to delivery/pickup) Per visit $ $

14. Rush Delivery and Pickup (include any cost
related to rush delivery/pickup) Per visit $ $

15. Administrative Fee (if any) Per month $ $

-21-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 17 of 19 ends

Exhibit C: Cost Proposal – Continued

ADDITIVE BID (OPTIONAL): SCANNING CHARGES

For pricing calculation and comparison, please use the estimated quantity set forth below. In addition, please include your complete proposed rate/fee schedule.

AS-NEEDED, ONGOING SCANNING SERVICES (MONTHLY)

Item
No. Description Estimated
Qty.

Unit Price Total
Amount

1. Document preparation up to legal size
(price per page)
1,000
pages $ $

2. Black & white document scanning
services up to legal size 500 pages $ $

3. Color document scanning services up
to legal size 500 pages $ $

4. Document preparation up to ANSI E
size (price per page) 400 pages $ $

5. Black & white document scanning
services up to ANSI E size 200 pages $ $

6. Color Document Scanning Services up
to ANSI E size 200 pages $ $

7. Indexing of documents (price per
document/file)
1 document/
file
$ $ N/A

8. Archival USB drive or CD/DVD
(if needed to transfer images)
1 USB/
CD/DVD $ $ N/A

9. Pick-up / Delivery (per trip) 1 trip $ $ N/A
TOTAL: $

-22-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 18 of 19 ends

ADDITIVE BID - EXHIBIT D

SAMPLE WORK PRODUCT – TEST DOCUMENTS

[BEGINS ON NEXT PAGE]

-23-

TEST – BUILDING PERMIT FILE FOR
RFP NO. CC-2022-01
Department: Building & Safety Division Retention Period: Permanent General Description
of Records: Building Permit Files (Alondra Boulevard to Belfair Street) Destruction
Eligibility Date: Permanent
FOR CITY CLERK’S OFFICE USE
Box No.BSXXX
SKU No.BSXXX

ITEM
NO. DESCRIPTION OF SPECIFIC RECORDS OR FILES

INCLUSIVE DATES

IN FILE

FROM TO

AUTHORITY TO TRANSFER INACTIVE RECORDS

AND RECORDS INVENTORY LIST
1 Index as: 10300 Alondra Boulevard – APN: 7017-002-036 (TEST)

I AUTHORIZE THE RECORDS CONTAINED HEREIN TO BE TRANSFERRED TO THE OFFSITE STORAGE FACILITY AND CITY COUNCIL APPROVED RECORDS RETENTION APPLIED.

Approved: Date:
(Department Head)

Approved: Date:
(City Clerk)

Approved: Date:
(City Manager)
-24-

TEST – PLANNING CASE FILE FOR
RFP NO. CC-2022-1
Department: Planning Division Retention Period: Permanent General Description
of Records: Planning Case Files (Alondra Boulevard to Belmont Street) Destruction
Eligibility Date: Permanent
FOR CITY CLERK’S OFFICE USE
Box No.PLXXX
SKU No.PLXXX

ITEM
NO. DESCRIPTION OF SPECIFIC RECORDS OR FILES

INCLUSIVE DATES

IN FILE

FROM TO

AUTHORITY TO TRANSFER INACTIVE RECORDS

AND RECORDS INVENTORY LIST
1 Index as: 9140 Alondra Boulevard – APN: 7105-002-012 (TEST)

I AUTHORIZE THE RECORDS CONTAINED HEREIN TO BE TRANSFERRED TO THE OFFSITE STORAGE FACILITY AND CITY COUNCIL APPROVED RECORDS RETENTION APPLIED.

Approved: Date:
(Department Head)

Approved: Date:
(City Clerk)

Approved: Date:
(City Manager)
-25-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 19 of 19 ends

EXHIBIT E

SAMPLE CONTRACT

[BEGINS ON NEXT PAGE]

-26-

AGREEMENT FILE NO. XXX

SERVICES AGREEMENT

BETWEEN

THE CITY OF BELLFLOWER AND
[CONTRACTOR’S NAME]
FOR [INSERT TYPE OF SERVICES]
DATE:

Below you will find a checklist relating to Insurance and other requirements that are required for doing business with the City of Bellflower. Only those items checked -off are MANDATORY, however if your standard policies exceed the minimum requirements please include.

Commercial general liability insurance must meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth below will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.

☐ Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $2,000,000 per occurrence. ☐ Auto Liability, including owned, non-owned and hired vehicles with at least:
☐ $1,000,000 combined limit.
☐ $100,000 - 300,000 per occurrence.
☐ As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company.
☐ Workers’ Compensation Insurance : as required by State Statute. (Not needed if Self- employed with no employees and CONTRACTOR signs statement to this effect.)

☐ Business License: The CONTRACTOR shall agree to have a current City of Bellflower license on file at City Hall or purchase said license (at no cost to the City).

☐ Permits: Plans must be approved and permit(s) issued (no fee) by the Planning Department, if appropriate. Call the Building & Safety Division at (562) 804-1424, ext. 2006 if you have questions.

☐ Copy of valid picture I.D. (Driver’s license etc.)

PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED

AND ON FILE, PRIOR TO THE ISSUANCE OF A CITY PURCHASE ORDER AND COMMENCEMENT OF THE SERVICES.

Page 1 of 2 ends

-27-

City of Bellflower
Agreement File No. XXX
[Contractor’s Name]

Page 2 of 2 ends

Submitted by (complete all blanks):

CONTRACTOR CITY CONTACT
Name, Title: Name, Title:

Company Name: City of Bellflower
Street Address: 16600 Civic Center Drive
Bellflower, CA 90706
Phone: Phone: (562) 804-1424
Fax: Fax: (562) 925-8660
Email: Email:

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.

CITY OF BELLFLOWER CONTRACTOR

_____________________________ ____________________________ Ryan Smoot, City Manager Name, Title

ATTEST:

_____________________________
Mayra Ochiqui, City Clerk

APPROVED AS TO FORM:

_____________________________
Karl H. Berger, City Attorney

ATTACHMENTS:

Exhibit A - Terms and Conditions
Exhibit B – Term, Fee Schedule, and Scope of Services

-28-

CITY OF BELLFLOWER
AGREEMENT FILE NO. XXX

EXHIBIT A – TERMS AND CONDITIONS

1. GENERALLY. The materials, supplies, or services (collectively, “Purchase”) covered by this purchase order (“order”) must be furnished by Seller subject to all the terms and conditions contained in this order which Seller, in accepting this order, agrees to be bound by and comply with in all particulars. No other terms or conditions are binding upon the parties unless subsequently agreed to in writing. Written acceptance or shipment of all or any portion of the Purchase covered by this order constitutes unqualified acceptance of all terms and conditions in this order. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specified the Purchase ordered, the price, and the delivery, and then only to the extent that such terms are consistent with the terms and conditions of this order.

2. INSPECTION. The Purchase furnished must be exactly as specified in this order, free from all defects in Seller’s performance, design, workmanship, and materials, and, except as otherwise provided, is subject to inspection and test by City at all times and places. If, before final acceptance, any Purchase is found to be incomplete, or not as specified, City may reject it, require Seller to correct it without charge, or require delivery of such Purchase at a reduction in price that is equitable under the circumstances. If seller is unable or refuses to correct such items within a time deemed reasonable by City, City may terminate the order in whole or in part. Seller bears all risks as to rejected Purchases and, in addition to any costs for which Seller may become liable to City under other provisions of this order, must reimburse City for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted Purchases. Notwithstanding City’s acceptance of any Purchase, Seller is liable for latent defects, fraud, or such gross mistakes as constitute fraud.

If such changes affect the cost of or the time required for performance of this order, an equitable adjustment in the price or delivery or both must be made. No change by Seller is allowed without City’s written approval. Any claim by Seller for an adjustment under this section must be made in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless City waives this condition in writing. Nothing in this section excuses Seller from proceeding with performance of the order as changed.

4. TERMINATION. City may terminate this order at any time, either verbally or in writing, with or without cause. Should termination occur, City will pay Seller as full performance until such termination the unit or pro rata order price for the performed and accepted portion of the Purchase.

City may provide written notice of termination for Seller’s default if Seller refuses or fails to comply with this order. If Seller does not cure such failure within a reasonable time period, or fails to perform the Purchase within the time specified (or allowed by extension), Seller will be liable to City for any excess costs incurred by City.

5. TIME EXTENSION. City may extend the time for completion if, in City’s sole determination, Seller was delayed because of causes beyond Seller’s control and without Seller’s fault or negligence. In the event delay was caused by City, Seller’s sole remedy is limited to recovering money actually and necessarily expended by Seller because of the delay; there is no right to recover anticipated profit.

6. REMEDIES CUMULATIVE. City’s rights and remedies under this order are not exclusive and are in addition to any rights and remedies provided by law.

7. TITLE. Title to materials and supplies purchased under this order pass directly from Seller to City upon City’s written acceptance following an actual inspection and City’s opportunity to reject.

8. PAYMENT. City will pay Seller after receiving acceptable invoices for materials and supplies delivered and accepted or services rendered and accepted. City will not pay cartage, shipping, packaging or boxing expenses unless specified in this order. Drafts will not be honored.

-29-

City of Bellflower
Agreement File No. XXX
Exhibit A – Terms and Conditions

Page 2 of 2 ends

9. INDEMNIFICATION. Seller agrees to indemnify and hold City harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the Purchase or the order, or their performance, except for such loss or damage arising from City’s sole negligence or willful misconduct. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of the Purchase or order, or their performance, Seller will defend City (at City’s request and with counsel satisfactory to City) and indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section “City” includes City’s officers, elected officials, and employees. It is expressly understood and agreed that the foregoing provisions will survive termination of this order. The requirements as to the types and limits of insurance coverage to be maintained by Seller, and any approval of such insurance by City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by Seller pursuant to this order, including, without limitation, to the provisions concerning indemnification.

10. WARRANTY. Seller agrees that the Purchase is covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar supplies or services, or such other more favorable warranties as is specified in this order. Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.

11. ASSIGNMENT. City may assign this order. Except as to any payment due under this order, Seller may not assign or subcontract the order without City’s written approval. Should City give consent, it will not relieve Seller from any obligations under this order and any transferee or subcontractor will be considered Seller’s agent.

12. INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.

13. PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for performing this order.

14. INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed.

Seller will be free to contract for similar service to be performed for other employers while under contract with City. Seller is not an agent or employee of City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Any provision in this order that may appear to give City the right to direct Seller as to the details of doing the work or to exercise a measure of control over the work means that Seller will follow the direction of the City as to end results of the work only.

15. WAIVER. City’s review or acceptance of, or payment for, work product prepared by Seller under this order will not be construed to operate as a waiver of any rights City may have under this Agreement or of any cause of action arising from Seller’s performance. A waiver by City of any breach of any term, covenant, or condition contained in this order will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this order, whether of the same or different character.

16. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

17. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment.

CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.

-30-

CITY OF BELLFLOWER
AGREEMENT FILE NO. XXX

EXHIBIT B – TERM, FEE SCHEDULE, AND SCOPE OF SERVICES

Term: [Insert term]

Total Compensation: [Insert total compensation for the length of the term]

[Attached Fee Schedule and Scope of Services OR insert them below]

-31-

AGREEMENT FILE NO. 1043

SERVICES AGREEMENT

BETWEEN

THE CITY OF BELLFLOWER AND
CORODATA RECORDS MANAGEMENT, INC.

FOR RECORDS STORAGE SERVICES
DATE: MAY 13, 2024

Below you will find a checklist relating to Insurance and other requirements that are required for doing business with the City of Bellflower. Only those items checked-off are MANDATORY, however if your standard policies exceed the minimum requirements please include.

Commercial general liability insurance must meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth below will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.

☒ Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $2,000,000 per occurrence. ☒ Auto Liability, including owned, non-owned and hired vehicles with at least:
☒ $1,000,000 combined limit.
☐ $100,000 - 300,000 per occurrence.
☐ As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company.
☒ Workers’ Compensation Insurance: as required by State Statute. (Not needed if Self- employed with no employees and CONTRACTOR signs statement to this effect.)

☐ Business License: The CONTRACTOR shall agree to have a current City of Bellflower license on file at City Hall or purchase said license (at no cost to the City).

☐ Permits: Plans must be approved and permit(s) issued (no fee) by the Planning Department, if appropriate. Call the Building & Safety Division at (562) 804-1424, ext. 2006 if you have questions.

☐ Copy of valid picture I.D. (Driver’s license etc.)

PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED

AND ON FILE, PRIOR TO THE ISSUANCE OF A CITY PURCHASE ORDER AND COMMENCEMENT OF THE SERVICES.

Page 1 of 2 ends

-32-

City of Bellflower
Agreement File No. 1043
Corodata Records Management, Inc.

Page 2 of 2 ends

Submitted by (complete all blanks):

CONTRACTOR CITY CONTACT
Name, Title: Marshall Commons, Senior
Account Executive Name, Title: Mayra Ochiqui, City Clerk Company Name: Corodata Records
Management, Inc. City of Bellflower
Street Address:12375 Kerran St.,
Poway, CA 92064
16600 Civic Center Drive
Bellflower, CA 90706
Phone: (951) 817-6800, ext. 1116 Phone: (562) 804-1424, ext. 2222 Fax: Fax: (562) 925-8660
Email: [email protected] Email: [email protected]

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.

CITY OF BELLFLOWER CORODATA RECORDS MANAGEMENT, INC.

_____________________________ ______________________________________ Ryan Smoot, City Manager Ken Stender, Vice President, General Manager

______________________________________
Chris Albright, Director of Finance and
Financial Operations
ATTEST:

_____________________________
Mayra Ochiqui, City Clerk

APPROVED AS TO FORM:

_____________________________
Karl H. Berger, City Attorney

ATTACHMENTS:

Exhibit A – Terms and Conditions
Exhibit B – Term, Fee Schedule and Scope of Services and Fee Schedule Exhibit C – Scope of Services and Fee Schedule for Media Records Storage -33-

CITY OF BELLFLOWER
AGREEMENT FILE NO. 1043

EXHIBIT A – TERMS AND CONDITIONS

6. REMEDIES CUMULATIVE. City’s rights and remedies under this order are not exclusive and are in addition to any rights and remedies provided by law.

-34-

City of Bellflower
Agreement File No. 1043
Exhibit A – Terms and Conditions

Page 2 of 2 ends

12. INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.

13. PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for performing this order.

14. INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed.

CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.

18. LIMITATION OF LIABILITY. Not withstanding the foregoing, CONTRACTOR’S maximum Liability for any and all claims under the terms set forth above in this Agreement, will not exceed the fees received by CONTRACTOR under this Agreement during the forty-eight (48) month period prior to claim.
-35-

CITY OF BELLFLOWER
AGREEMENT FILE NO. 1043

EXHIBIT B – TERM, FEE SCHEDULE, AND SCOPE OF SERVICES

Term: The term of this Agreement will be for a period of 3 years, beginning July 1, 2024 and ending June 30, 2027. This Agreement will automatically renew, on an annual basis, on its anniversary date unless otherwise terminated.

[Fee Schedule and Scope of Services are attached.]

-36-

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Things Data Related Off-site information at your fingertips Presented to:

City of Bellflower
Mayra Ochiqui, City Clerk
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Marshall Commons & Robbin Fortier
Senior Account Executives
Corodata Records Management, Inc.-37-

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Part I - Technical Proposal
Cover Letter
Corodata Records Management, Inc.

Corodata now serves most of California. The Corona Records Center serves Orange County, Los Angeles, and Inland Empire and will serve as the storage facility for the City of Bellflower.

Corporate Headquarters:
12375 Kerran Street I Poway, CA 92064
T. 858.748.1100 F. 858.748.9506
Corona Facility:
2621 Research Drive I Corona, CA 92882
T. 951.817.6800 F. 951.549.1697
Proposal prepared by:

Marshall Commons, IGP
mcommons(c corodata.com
951.817.6800 x1116
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Signature Date
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Off-site information at your fingertips
Family Owned and Operated Since 1948 1:1Records Management 11 Shredding a Imaging Q Data Protection 2 -38-

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Presented to: 1
Part I — Technical Proposal 2
Cover Letter 2
Proposal prepared by: 2
Introduction 4
Project Analysis 4
Objective & Scope of Work 5
Work Program 7
Methodology 8
Project Management 8
Assigned Personnel 9
Schedule 11
Program Monitoring 12
City Resources 12
Contractor Capability and References 13
References 18
Part II — Cost Proposal 20
Exhibit C—Cost Proposal 20
Schedule A—Corodata Full Rate Sheet 21
Exhibits: 22
Sample Contract Terms &Conditions 22
Proposed Agreement Statement 22
Insurance Requirements 24
Signature Verification Forms 26
Family Owned and Operated Since 1948 B Records Management [] Shredding ill, Imaging CI Data Protection 3 -39-

i icorodata
Olt-site.ntormatron at your tngertips
Introduction
Founded in 1948 as a California based family-owned company, Corodata has been serving our clients now for 75 years. As supporting members of the City Clerk's Association of California (CCAC), League of California Cities, California Special District Association (CSDA) and the California Law Enforcement Association of Records Supervisors (C.L.E.A.R.S.), Corodata has a wealth of experience supporting the public entities. In 2008 when we began to focus on California's towns, cities, and counties, we were partnered with just 23. Today we are the leading vendor in this space supporting nearly 150. With 2 strategically located facilities in Poway and Corona we are able to service the counties of San Diego, Riverside, San Bernardino, Orange & Los Angeles in Southern California and our San Jose and Pt. Richmond facilities in the north serve the Greater San Francisco Bay Area and outlying communities in Monterey County, Sonoma County, Napa County, El Dorado and San Joaquin Counties. Whether we are bringing in a small town with 300 boxes or a large county with nearly 250,000 boxes, Corodata has the manpower (over 160 full-time employers), equipment, and facilities to accomplish the task.

Project Analysis
After a thorough review of your Request for Proposal, we at Corodata Records Management, Inc. (Corodata) can state without equivocation that we are the best choice for all of City of Bellflower's record management needs. Our uniquely qualified staff and facilities endow Corodata with a clear edge over competing RIM service providers. By choosing Corodata, you are choosing the peace of mind that comes with knowing your valuable data is safe, secure, and always available.

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Today, Corodata is the largest independent and privately owned records management firm in California serving 12,000+ clients & generating $45 million in revenues in 2023.

Our clients range from sole proprietors with a few containers to Fortune 500 companies with tens of thousands of containers. We store over eight (8) million containers in four regional records centers throughout California. Approximately 12% of that inventory is for municipalities.

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Hcorodata
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The #1 challenge in transitioning to a new vendor is the quality of the current inventory. Bellflower has been with your current vendor for many years. It is not uncommon to find that information sent to your vendor does not always make it to the data base prepared by them on your behalf. There is also the possibility of the information being sent by various city employees being inconsistent in its thoroughness. In order to have a clean transition, we recommend that the city review the current inventory. If there are boxes that are not clearly identified, please highlight those. We can request that those boxes are picked up first as a batch and either delivered to a city location for review before coming to Corodata or we can pick them up and stage them here for city employees to review before shelving.

Objective & Scope of Work
Corodata shall perform all services required to maintain storage of City of Bellflower's records contained in standard-size boxes and transfer containers, including retrieval services and any additional services at the rates provided in Schedule A Rates hereto.

CONTRACTOR SHALL:

1.Respond to all requests for service from only authorized City representatives. Any changes to the authorized personnel list will be in writing and agreed upon by both parties.

2.Respond to all requests by the next business day for all requests received by 4:00 p.m. Pacific Time from only authorized City personnel.

3.Perform all services during normal business hours,unless otherwise agreed to by both Parties.

4.Provide the physical address of the storage facility utilized for storing any City boxes to the employees on the authorized personnel list and provide an immediate update in the event of any change in the storage facility.

5.Provide a storage facility equipped with a fire suppression system.

6.Provide a storage facility with a 24-hour security system.

7.Provide adequate available capacity for storage within the facility for all city-provided storage boxes.

8.Obtain confirmation from city-authorized personnel prior to pulling storage boxes for destruction that contain documents owned by the City of Bellflower. Only upon receipt of written confirmation from city-authorized personnel shall the Contractor complete the request to pull storage boxes for destruction. The Contractor shall also provide a Certificate of Destruction on the completion of every request made to pull storage boxes for destruction.

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9.Provide an inventory system that provides the city with the capability to physically identify all containers and an audit trail for control purposes.

10. Provide an activity report via email upon request. This report shall include the following information:
i. Vendors assigned location number.
ii. Box content description(provided by Auditor-Controller on transfer list) iii. Vendors assigned box number.
iv. Date received.
v. Status of box; In, Out,Destroyed,Permed Out or Pending vi. Current total count of cartons

11. Provide confidentiality of all programs and records pursuant to all statutory laws relating to privacy and confidentiality as now in existence or as hereafter concerning any and all persons referred to the Contractor by the City shall be considered confidential and kept confidential by Contractor and Contractor's staff, agents and employees. Upon request of the City, the Contractor's staff may be required to sign and return a confidentiality statement from each person having access to data while in the Contractor's possession.

12. Replace or cause to be repaired,at no cost to the city,any damage to city storage boxes caused by the Contractor's negligence within 10 business days.

13. Not remove any bar codes or identifying labels used or provided by the Contractor in performing the services under this Contract. These materials shall be deemed property of the city, whether held in storage or pulled permanently from the Contractor's facility, without any further cost to the City.

14. Follow City personnel's directions in an emergency while on City property. During such an emergency,the Contractor shall take appropriate steps to protect and safeguard City property.

15. City may request additional as needed,pricing for such services shall be as listed on the Contractor's Price List(Schedule A Rates).

CITY OBLIGATIONS
At its sole discretion, City will replace storage boxes damaged due to City's fault.

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Ott-site information at your fingertips
Work Program
Corodata self-performs transitions of boxes from other vendors or client locations to our records centers with experienced Corodata management and experienced transition staff.

Consistent with our Chain of Custody process, records are bar coded, cross-referenced with the clients' inventory, scanned, palletized, transferred to the records center and shelved. The client may maintain its own identification concurrently with the bar code entered by Corodata.

Corodata will provide reports on the transition.

During the transition, the client's records are available 100% of the time. We provide a weekly report of the records for which we take custody. Corodata has staff resources capable of moving 8,000 boxes per day. As with all our services, we implement the transition with our own employees (we never subcontract this work). Our only limitation is the speed at which the current vendor or the client makes the records available to us. The following is a typical transition chart:

SUGGESTED TRANSITION PLAN Duration Week1 Week? We Oa vtek continreta
a
Completion

SMTWIFSSMTWT F SS M T W T FSSMTWT F S
Gerera I Introduction Sdays
Kid<Off ruleeting 1day
Assign Account Man e r 1 d ay
Submit Insurance Certificates 1 day
Obtain Campus Maps 1 day
Schedule Meet w/Key Personnel 2 days
Oriental onto Current Process Sdays
Meet w/Key Personnel 5 days
Web Training Sdays
Ass ign Barco des 1 d ay
Storage Transition Plan 4days
Determine Pickup Schedule 1 day
Assign Crew 1 day
Copy of Current Inventory List 1 day
Copy of"Priortized Inventory" 1 day
Prepare Pid<up Report Template 1 day
AocountirJBilling Process 7Days
Schedule Meeting 1 day
Prep Dummy Invoice forApproval 1 day
Begin Project Duration
Monitor Progress Duration
Submit Pickup Report Weekly
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Off-site mformafron at von fingenmps
Methodology
We ask to be provided with a soft copy of the current inventory. As boxes are retrieved from the current vendor, their bar code will be scanned as an alternate ID. Our bar code will serve as the primary tracking of each box. We will import the full inventory into our Web-based portal retaining all pertinent data for the client. Each day we will send an inventory listing of the boxes that we have retrieved.

Project Management
Robbin and Marshall will serve as your account executives. All initial requests should be made through the order desk: [email protected] These can be sent in by email.

Ideally Bellflower's team will use the CoroHub to make requests providing a record and instant verification of each request. Making a copy of these is also suggested as it will simplify auditing your monthly invoice as you will be able to marry up each request with the service listed on the invoice.

The entire team listed as "Assigned Personnel" (below) are always available to the city for assistance as needed. When requesting new services such as ongoing shredding at city sites, large volume scanning, or vaulted, climate-controlled storage of back-up media, please contact your account executives first.

Family Owned and Operated Since 1948 Records Management1:1 Shredding 0 Imaging CI Data Protection 8 -44-

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Assigned Personnel
Marshall Commons, IGP, INFO He will make all the resources of Corodata available to the City to ensure total satisfaction with Corodata's performance.

Since 1998, Marshall has been providing Corodata clients with the most economically beneficial options for secure records storage, document destruction, and vaulted, climate- controlled off-site data storage and rotation. He is responsible for evaluating the client's situation to propose the best solutions for information management. Marshall has earned the distinction of being a certified Information Governance Professional. He is qualified to provide professional training and implementation of Generally Accepted Recordkeeping Principles, services, budgets, and Retention Guidelines. California's towns, cities, and counties are his main focus here at Corodata. He is a supporting member of the CCAC City Clerk's Association of California) as well as the California League of Cities. Marshall has also been a guest presenter for many local and regional city clerk meetings.

Just since the beginning of the year Marshall has signed the cities of St. Helena who was storing on site and San Leandro whose vendor was recently acquired by VRC. He is also currently transitioning the City of Palo Alto from GRM, their current vendor. In Southern California, the City of West Hollywood, who was with File Keepers but acquired by VRC as well,just selected him. Having completed the negotiations, their contract goes to City Council on March 18th for approval.

He is currently serving as the Chair of the Chapter Advisory Committee of ARMA International (Association of Records Managers and Administrators). He has served on the Boards of three chapters in California being elected as President of two of them.

Marshall holds a Bachelor of Arts in Communications and Theology (1981)from William Jessup University. He studied for a year abroad at the University of Graz, Austria and his master's work was in the field of Intercultural Studies.

Marshall may be contacted at:

Direct Line: 951-817-6800 extension 1116
Cell Phone: 408- 230-8810
Email: mcommonscorodata.com
Family Owned and Operated Since 1948 Records Management 5hreddng ® Imaging Q DataProtedion 9 -45-

Elcorodata
Off-site,nrormatron at your fingertips
Robbin Fortier, will serve as the local Account Executive, and as such, will be the single point of contact. With Marshall she will meet with the Client's key personnel on a regular basis (at least quarterly) to formulate KPls, discuss client satisfaction survey results, identify lessons learned and service improvements that can be made, etc.

Since 1990, Robbin has been providing Corodata clients with exceptional service earning herself numerous CoroStar awards. With over 30 years of experience Robbin is able to address any need our clients may have.

She is a member of Women in Technology and ARMA. She has served on the Boards of both the Orange County and Greater Los Angeles chapters. Holding most positions including President.

Robbin holds a Bachelor of Science in Business & Information Systems as well as having earned her MBA.

Robbin may be contacted at:

Direct Line: 951-817-6800 extension 2230
Cell Phone: 714- 614-5068
Email: rfortier(a corodata.com
Heriberto "Eddie" Ramirez, Manager--Operations will oversee and manage the Admin and Operations teams providing records storage and shredding services. Eddie has over 20 years of experience with Corodata in numerous roles. He is certified in HIPAA as are 100% of Corodata personnel.

Eddie may be contacted at:

Direct Line: 951-817-6815
Email: hramirez(acorodata.com
Jose Guzman, Customer Service Manager will interface with the city for the purpose of training authorized users on Corodata's RS Web Portal, assist in processing all retrieval and delivery requests and create and send reports as needed. Jose is certified in HIPAA and all company procedures.

Jose may be contacted at:

Direct Line: 951-817-6825
Email: jquzmancorodata.com
Roger Aguilera, Supervisor Transportation will oversee the transportation team printing all work orders, routing the drivers, and expediting rush deliveries. Roger also has many years of experience with Corodata and is a valuable team member.

Roger may be contacted at:

Direct Line: 951-817-6838
Email: raquilera(acorodata.com
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Hcorodata
Off-site information at your fngertios
Schedule
Once the contract is finalized, the city's account we be established. Our admin team will send out bar codes for any boxes located on city sites, 25 free boxes as a thank you and a welcome packet which includes a procedure manual.

Once the Security/Authorization forms are received, each user will be set-up with access to our Coro-Portal and hub. Training will be scheduled with our team. This can be done live in Bellflower, here in the Corona office or via the web. We would invite your team to come here so that we can also give you a tour of our facility.

The following transfer plan has been helpful to many other clients that have made a transition to Corodata:

1. Finalize the Agreement with Corodata and send a copy of the P.O. if applicable.

2. Give Vendor 30-day notice of intent to close the account. (Some vendors require more.)

3. Request complete electronic inventory from Vendor and submit soft copy to Corodata.

4. Provide Corodata with a list of all sub-accounts and key contacts.

5. Get all users listed on Corodata Security Form and complete applications (one per user) for Corodata account set up for RS Web.

6. Schedule RS Web training for designated users.

7. Notify users that all new storage goes to Corodata as of this date:

8. Begin sending all new inventory to Corodata as of date above.

9. Distribute current inventory to each department and ask them to identify what can be destroyed without transferring to Corodata or bringing back for review.

10. If a box is being destroyed, mark the inventory sheets accordingly.

11. If uncertain you want a box destroyed, in other words if you need to review the contents, start a list but take no action at this time*.

12. Provide Vendor with the lists of the inventory marked for destruction.

13. Confirm destruction of all inventories so designated.

14. Request final invoice from Vendor.

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E•]corodata
Off-srte rnror ,atron at your fingertips

15. Make final payment to Vendor.

16. Upon receipt of release date from Vendor, schedule Corodata to pick up and provide letter of Authorization for our driver on City Letterhead
Once the transfer to Corodata is complete all the boxes that were in doubt can be retrieved for review and either destroyed or returned to Corodata for storage. A more economic option would be to go to Corodata and examine the box on site, and/or destroy it there.

Program Monitoring
Following each pickup from your current vendor, a list will be sent to the designated city representative. Since all current bar codes are scanned, there is no down-time in the transition. City boxes will be available from day one as needed.

The records storage admin team will copy in your city reps and Corodata managers so that are parties are kept in the loop throughout the transition. At the completion of all pickups, an audit will be conducted comparing what was received with what was identified within the inventory. A report will be sent to the city. It has been our experience, especially with the city's current vendor, that not all boxes are initially located and made available. We have also discovered in many cases that some boxes are located in your vendor's facilities in San Diego and even Northern California for clients that are in the L.A. area.

With regular quarterly check-ins, your city reps will be able to ensure that Beliflower's needs are being met.

City Resources
We will want key authorized contacts for both destruction as well as service requests. Once trained on the CoroHub portal, we would ask that all box descriptions be listed there for accuracy and timeliness. The portal can be customized to the city's needs identifying required fiends and even importing of the city retention schedule. Other than that, Corodata will handle everything.

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Ncorodata
ON-site mlarmatron at your(rigertips
Contractor Capability and References
Corodata is at the forefront of records management industry excellence. Our accomplishments include:

Transitioning over 1400 clients from competitors since 2011.

Developing a best-in-class Chain of Custody process consistent with the quality controls that meet the standards of SSAE 18 Type II certification and HIPAA compliance.

Designing purpose-built secure record storage centers. Each facility possesses maximal security features, to protect against both natural disasters and human malfeasance.

Developing the most intensive hiring process in the industry, comprising thorough interviews and background checks to ensure our employees are honest, dependable, efficient, and personable.

Creating the most intensive training program in the industry.

We believe that any objective review of records management would conclude that Corodata possesses significant advantages over competing RIM providers.

Corodata offers a fair, transparent, predictable, and simple pricing structure that eliminates hidden and unexpected charges. All services are included and are clearly delineated on our invoices. Clients approve all work before being invoiced. Unlike our competitors, Corodata does not...

Require minimum service levels; our clients pay only for the services provided.

Use subcontractors; we deliver our services with locally based staff.

Use a corporate-wide call center; we have assigned every client a dedicated customer service representative. This ensures a rapid response to all client queries and needs.

As a family-owned business, our philosophy is always to do what is right rather than what is expedient. We are in business for the long run and strive for deliberate, consistent growth.

Our philosophy is to...

Provide the best service at the best price.

Provide intelligent management of services through technology.

Implement safety programs that prevent costly incidents, damage, injuries, and manage our risk and our client's risk.

We are excited about this opportunity to provide services that will exceed your expectations.

Our goal is to be seen by the City of Bellflower as an extension of your records management team and to build a long and mutually rewarding partnership.

We truly desire and respectfully ask for your business! Family Owned and Operated Since 1948 I:I Records Management Shredding 4111, Imaging 0 Data Protection 13 -49-

icorodata
Off-site information at your fingertips
Storage and Retrieval:

Corodata provides safe, secure, cost-effective, and inventoried storage of paper records.

Corodata employs a client-customized O'Neil Software the industry leader in records management for our inventory and other operations. At the heart of the system is a unique reference number for each box (and individual files within the boxes, if desired).

This application enables us to employ a best-in-class Chain of Custody process. Modeled after that of FedEx, it includes scanning the barcode to capture the date, time, and location the records were handled, and the Corodata employee who handled the records.

The chain of custody provides an audit trail that confirms that the clients' records, although not in their physical control, have not been corrupted or compromised. Corodata meets the highest standards for the handling and safeguarding of confidential information that has significant financial and legal implications as the following compliances and certifications demonstrate:

Type II SSAE 18: Independent certification of compliance with federal regulations for handling and safeguarding confidential customer and employee information.

Professional Records and Information Services Management (PRISM) Privacy+ Certification: Commitment to protecting the privacy of information entrusted to Corodata by their clients.

Health Insurance Portability and Accountability Act (HIPAA) Compliant:

Safe handling, storing, and destruction of private health information meet the requirements set by HIPAA.

We offer several options for capturing descriptive information about each box and file, including password, protected access to the inventory management system which provides clients' total control, and access to their records 24/7/365. The client is in full control of the information in the inventory and how it is input. Input options include:

A transmittal form (provided to the client by Corodata)which includes fields the client wishes to track. The information is entered into the Corodata inventory database by our administrative staff. This can be submitted via fax or email to our administrative staff.

An Excel file that can be imported by Corodata. We map the client's fields into our database so that there is never a need for duplicate entries. This provides the additional benefit of an electronic backup for the client.

Our password-protected web access to the inventory database.

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Oft-site mtomiatron at your fingertips
Secure Shredding:

Ensure that your records are properly destroyed by using Corodata's renowned destruction services. Clients assign retention dates to their records in our records centers. The client has the ability to run a report at any time to see what boxes are ready for review for potential destruction. The client would then determine if they wished to continue to store the records or to purge their records (to order their destruction via shredding). Corodata has built-in an extra level of pre-destruction authorization from the client to ensure that the correct records are destroyed.

Corodata's process includes two (2) client verifications, four(4) outbound barcode scans, and four (4) internal verifications.

1. Corodata prepares a Document Destruction Authorization Form (internally, the pre-work order") listing the barcodes of the records to be destroyed. The form is sent to the client and must be returned to Corodata with the signatures of two representatives authorized by the client to order files and boxes to be destroyed.

2. Upon receipt of the signed pre-work order, a standard work order is created and presented to the Records Center Manager for approval.

3. The boxes are then removed from the shelves and placed in a staging area, where the box bar codes are scanned ("audited") and compared with the work order for accuracy.

4. The contents of the boxes are then dumped into our secure 64-gallon bins. The bins are wheeled into a secured area where the material is shred to National Association for Information Destruction (NAID) standards. The shredded materials are combined and baled with other shredded materials.

5. The shredded materials are then fully recycled.

6. At the end of the process, Corodata will issue a Certificate of Destruction. The certificate is available to the client 24 hour's after the destruction is complete via the Portal. A certificate will also be sent to the client with the monthly invoice.

Corodata utilizes NAID industry-standard destruction equipment and processes for our shredded material at all times. For plant-shred materials, we currently use an Alleghany 100 HP (Model 30-500C)with 5/8" blades. For mobile shredding, materials are shredded by ShredFast Pierce and Tear using 5/ 8" blades.

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iicorodata
Off-site Wm-matron at you'I7ngertios
Scanning:

Corodata provides scan-on-demand services. When a file is needed, rather than physically delivering it, we can digitize the document and upload it to our CoroVault. From there the city will be able to retrieve and import into your own electronic content management system. If the document was needed to fulfill a Public Records Request, the digitized file can be redacted as needed and sent directly to the individual making the request. This process is less expensive than physical delivery and since COVID, the most popular choice of retrieval for California's city clerks. Our trusted digital repository is encrypted and password protect to ensure the integrity and security of all data. Corodata's document scanning services can be customized to meet your needs. Our commitment to secure storage, economically reasonable services, decades of expertise, and personal, local customer service allows us to provide the highest level of document scanning services for our clients.

Retrieval Requirements:

Our regular operating hours are 8 a.m. to 5 p.m. The chart below confirms that Corodata can meet the City of West Hollywood requirements.

ORDER PLACED ORDER FULFILLED
By 4 pm Next business day by 5 pm
Rush Same Day Service Option 1: Two (2) hour
Option 2: Four(4) hour
Emergency Within three (3) hours of the order
Hours of Operation 8 am to 5 pm Monday-Friday
During pickup and delivery, our drivers and records center staff scan the bar codes whenever the records are in their possession. We perform four scans (called "audits") when we transport records to ("delivery") and from ("pickup") our client's location - twice as many audits as our major competitors.

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Off-site wrfomkat on at your 17ngertips
Deliverables/Reports:

O'Neil Software's RSWeb.NET offers a password-protected, web-based portal for clients to access their inventory database 24/7/365 for real-time information on every aspect of their account:

Clients can:

Perform queries based on the information fields, edit the information in the fields, add new records into inventory, and save their own inventory lists.

Have total control over services, including work order requests (pickup, delivery, imaging, storage, shredding, etc.), ordering materials and supplies, and managing the life cycle of records.

Create comprehensive, customizable reports based on any combination of data in the fields. Examples include Key Performance Indicators (KPIs) inventory management, document destruction, retention scheduling, invoicing such as up-to- date environmental impact reports (Green Metrics), printable certificates of destruction, and online bill presentation and payment.

Corodata offers unlimited training and support at no charge, totally at the client's convenience. The client may choose to have Corodata come to their office, to visit our Records Center, or participate remotely in a "GoTo" Meeting. As long as our partnership lasts, training and support is always available. Regardless of how the client utilizes their options, a Customer Service Representative dedicated to the client's account will be happy to provide assistance. Corodata has the necessary capacity to be flexible in the face of changing client needs.

The portal is available to all clients at no charge.

Customer Service
Each facility has multiple, local, dedicated customer service staff for that region. Contact Corodata with the confidence that any service request will be completed right away.

Any information in the database is available for customized reporting and querying to any of our authorized staff. We have internal reporting and querying tools to facilitate this so that our customer service personnel can respond promptly to any specific report or data needs for our clients.

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Oft-site information at your ringerGos
References

1. City of Norwalk
12700 Norwalk Boulevard
Norwalk, CA 90650
Theresa Devoy, City Clerk
tdevoy(a norwalkca.gov
562) 929-5720
Records storage client since 2016; came in from Iron Mountain

2. City of Yorba Linda
4845 Casa Loma Avenue PO Box 87014
Yorba Linda, CA 92886
Marcia Brown, City Clerk
mbrownyorbalindaca.qov
714) 961-7150
Records Storage, Shredding and Data Protection Client since 2017; came in from Iron Mountain

3. City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Jennifer Nelson, Assistant City Clerk
jnelson(a newportbeachca.t:o\
949) 644-3005
Records Storage and Data Protection Client since 2012; came in from Iron Mountain Family Owned and Operated Since 1948 RecordsManagement El Shredding Imaging O Data Protection 18 -54-

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Sample Activity Report
Cartons Cartons Cartons Pickup/Delivery Boxes
Month Cartons Trips
Added Retrieved Refiled Cartons Purchased
Jun_2023 27190 378 133 109 9 447 200
May_2023 26932 700 49 67 11 812 600
Apr_2023 26610 569 50 38 15 658 400
Barcodes Perms
Cartons
File Adds
Files Files Files Pickup
Workorders
Destroyed Refiled Retrieved Delivery
300 4 0 0 5 0 5 27
600 4 120 0 0 0 0 41
465 0 372 5 0 0 5 34
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Hcorodata
Off-site information at your fingertlo'
Part II - Cost Proposal
Exhibit C - Cost Proposal
For pricing calculation and comparison, please use the estimated quantity set forth below. The City anticipates transferring and storing approximately 3,400 cubic feet 1,600 boxes) from our current off-site vendor. In addition, please include your complete proposed rate/fee schedule.

All quantity and price, unless noted, shall be based on 1.2 cubic feet per box or unit.

INITIAL TRANSFER'
Item Estimated Per Unit Total
No. Category Quantity Cost Amount

1. Receiving and Data Processing
3,400 cu ft. $
0 0A1,600 boxes)__

2. Bar Code Labels 1,600 labels $0 o
Transportation (from current off-site vendor 3,400 cu ft. 3'
to proposer's facility) 1,600 boxes) $0 0
SUBTOTAL: $0

MONTHLY SERVICE CHARGES
Item Estimated Per Unit Total
CategoryNo. Quantity Cost Amount

1. Standard Size Box Storage
Per cubic foot $
Per box) 20 20
Oversized Box Storage (larger than 1.2 Per cubic foot

2. cubic feet) All transfers, letter & legal Per box) $.55 55 3 Receiving, Indexing, Handling & Data Per cubic foot $ Processing Per box) 1.10 1.10
Box Retrieval (include any cost related to Per cubic foot

4. box retrieval) Per box) $2.50 2.50
5 File Retrieval (include any cost related to
Per file
file retrieval) 3.00 3.00
Box Refile (include any cost related to box Per cubic foot

6. refile) Per box) $2.50 2.50
File Refile (include any cost related to file7. Per file refile) 3.00 3.00
8 Standard Destruction (include any cost Per cubic foot $2.50 pull 2.50 pull related to standard destruction) Incl. pull cPer box) 4.50 shred 4.50 shred 9 Permanent Removal (include any cost 1 Per cubic foot $2.50 pull 2.50 pull related to permanent removal) Incl. pull Per box)4.45 perm out 4.45 perm out

10. Image on Demand $5/set-up per 50 pgs. +Per image $.14 14

11. Computer Reports Free Per report $0 0

12. Bar Code Labels Free Per label $0 0
uck13. Rost relattedular llvery and
to delivery/pickup)
Pp (include any Per visit $

25.00 500handlhandling $2 handling50uck0
14 Rush Delivery and Pickup (include any cost
Per visit $69.50 truck $69.50 truck
related to rush delivery/pickup) 2 hour 5.00 handling 5.00 handling

15. Administrative Fee (if any) Per month $0 0 Note Corodata will provide 3 months of free pickups to bring everything in from any City location in addition to the full inventory located with the current vendor, In addition, Corodata will providel2 months free storage to help cover the cost of the permanent removal from the current vendor.0
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wcorodata
OM-site Information at your fingertips
Schedule A - Corodata Full Rate Sheet
Schedule A
Minimum Monthly Storage Charge 50.00
Standard Record Storage Carton 0.20
Plan Carton 0.35
Transfer case(legal or letter) 0.55
Climate Controlled Vault Storage(per box,up to 10x12x15) 5.00 Corostuff Small Crate(crate rental included) 1.75
Corostuff Medium Crate(crate rental included) 2.50
Corostuff Large Crate (crate rental included) 3.25

SERVICES
Retrieve/Refile Container(per container) 2.50
Retrieve/Refile File folder(per file folder) 3.00
Search for File (per file folder) 3.50
Container Added 1.10
File folder Added (charge when retrieving file folder for first time) 0.50 Permanent Removal (retrieval not included) 4.45
Corostuff Crate restock/cleaning 4.95
Copying (per page) 0.50
Standard Carton Destruction (retrieval not included) 4.50 Special Projects Labor(per hour, vehicle not included) 45.00

MATERIALS
Standard Record Storage Carton (10x12x15)2.75
Plan Carton (8x8x42) 6.50
Cor-O-Seals(20 per pack) 19.99

TRANSPORTATION
Record Storage Carton 2.50
Non-Standard Carton (transfer, odd size cartons) 4.50 File folders 1.00
Trip Charge-Next Day 25.00
Trip Charge-4 Hour Rush 45.00
Trip Charge-2 Hour Rush 69.50
Trip Charge-Emergency Service 300.00
Rush Retrieval(per container or file folder-added to rush trip charge) 5.00

SCANNING AND DIGITAL SERVICES
Digital Services including Corolink text notification,order tracking and Corovault image storage 3.95/mo.

Scan on Demand Handling(per 50 pages) 5.00
Scan on Demand Imaging(per image) 0.14
Scan on Demand 1 Hour Rush Handling(per 50 pages) 20.00 Scan on Demand 1 Hour Rush Imaging(per image) 0.28 Service Area Schedule
rev 6320A 030123
Digital Services will be automatically set up for the account.Clients can opt out of Digital Services and the associated benefits at any time by simply contacting customer service.

Note: Corodata will provide the transition at no cost to the city.

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Exhibits:

Sample Contract Terms & Conditions...

Proposed Agreement Statement
Please note proposed addition to terms following item 17 at the end of the terms and conditions.

CITY OF BELLFLOWER
AGREEMENT FILE NO. XXX
EXHIBIT A —TERMS AND CONDITIONS
1 GENERALLY. The materials, supplies, or services (collectively, "Purchase") covered by this purchase order (" order") must be furnished by Seller subject to all the terms and conditions contained in this order which Seller, in accepting this order, agrees to be bound by and comply with in all particulars. No other terms or conditions are binding upon the parties unless subsequently agreed to in writing. Written acceptance or shipment of all or any portion of the Purchase covered by this order constitutes unqualified acceptance of all terms and conditions in this order. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specified the Purchase ordered, the price, and the delivery, and then only to the extent that such terms are consistent with the terms and conditions of this order.

2. INSPECTION. The Purchase furnished must be exactly as specified in this order, free from all defects in Seller's performance, design, workmanship, and materials, and, except as otherwise provided, is subject to inspection and test by City at all times and places. If. before final acceptance, any Purchase is found to be incomplete, or not as specified, City may reject it, require Seller to correct it without charge, or require delivery of such Purchase at a reduction in price that is equitable under the circumstances. If seller is unable or refuses to correct such items within a time deemed reasonable by City, City may terminate the order in whole or in part. Seller bears all risks as to rejected Purchases and, in addition to any costs for which Seller may become liable to City under other provisions of this order, must reimburse City for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted Purchases. Notwithstanding City's acceptance of any Purchase. Seller is liable for latent defects, fraud, or such gross mistakes as constitute fraud.

3. CHANGES. City may make changes within the general scope of this order in drawings and specifications for specially manufactured supplies, place of delivery, method of shipment or packing of the order by giving notice to Seller and subsequently confirming such changes in writing If such changes affect the cost of or the time required for performance of this order, an equitable adjustment in the price or delivery or both must be made. No change by Seller is allowed without City's written approval. Any claim by Seller for an adjustment under this section must be made in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless City waives this condition in writing. Nothing in this section excuses Seller from proceeding with performance of the order as changed.

City may provide written notice of termination for Seller's default if Seller refuses or fails to comply with this order. If Seller does not cure such failure within a reasonable time period, or fails to perform the Purchase within the time specified (or allowed by extension), Seller will be liable to City for any excess costs incurred by City.

5. TIME EXTENSION. City may extend the time for completion if, in City's sole determination, Seller was delayed because of causes beyond Seller's control and without Seller's fault or negligence. In the event delay was caused by City, Seller's sole remedy is limited to recovering money actually and necessarily expended by Seller because of the delay; there is no right to recover anticipated profit

6. REMEDIES CUMULATIVE. City's rights and remedies under this order are not exclusive and are in addition to any rights and remedies provided by law.

7. TITLE. Title to materials and supplies purchased under this order pass directly from Seller to City upon City's written acceptance following an actual inspection and City's opportunity to reject. 8 PAYMENT. City will pay Seller after receiving acceptable invoices for materials and supplies delivered and accepted or services rendered and accepted. City will not pay cartage, shipping, packaging or boxing expenses unless specified in this order. Drafts will not be honored.

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Elcorodata

9. INDEMNIFICATION. Seller agrees to indemnify and hold City harmless from and against any claim, action. damages, costs (including, without limitation, attorney's fees), injuries, or liability. arising out of the Purchase or the order, or their performance, except for such loss or damage arising from City's sole negligence or willful misconduct. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not. arising out of the Purchase or order, or their performance. Seller will defend City (at City's request and with counsel satisfactory to City) and indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section ''City' includes City's officers. elected officials. and employees. It is expressly understood and agreed that the foregoing provisions will survive termination of this order. The requirements as to the types and limits of insurance coverage to be maintained by Seller, and any approval of such insurance by City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by Seller pursuant to this order. including, without limitation, to the provisions concerning indemnification.

10. WARRANTY Seller agrees that the Purchase is covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar supplies or services, or such other more favorable warranties as is specified in this order. Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.

11. ASSIGNMENT. City may assign this order. Except as to any payment due under this order. Seller may not assign or subcontract the order without City's written approval. Should City give consent, it will not relieve Seller from any obligations under this order and any transferee or subcontractor will be considered Seller's agent.

12. INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.

13. PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for performing this order.

14. INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed.

15. WAIVER. City's review or acceptance of, or payment for, work product prepared by Seller under this order will not be construed to operate as a waiver of any rights City may have under this Agreement or of any cause of action arising from Seller's performance. A waiver by City of any breach of any term, covenant, or condition contained in this order will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant. or condition contained in this order. whether of the same or different character.

16. INTERPRETATION. This Agreement was drafted in. and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

CITY's Manager, or designee, may execute any such amendment on behalf of CITY.

Limitation of Liability: Not withstanding the foregoing, CONTRACTOR'S maximum Liability for any and all claims under the terms set forth above in this Agreement, shall not exceed the fees received by CONTRACTOR under this Agreement during twelve (12) month period prior to the claim.

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Insurance Requirements
City of Bellflower
RFP No. CC-2024-01 : Records Storage, Retrieval, Scanning, and Destruction Services

Page 13 of 19 ends

EXHIBIT A

INSURANCE REQUIREMENTS
MUST BE SUBMITTED WITH PROJECT PROPOSAL]
To be awarded this contract, the successful bidder must procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits
Commercial general liability 2,000,000
Business automobile liability 1 ,000, 000
Workers compensation Statutory requirement
Commercial general liability insurance must meet or exceed the requirements of the most recent ISO-CGL Form Number. The amount of insurance set forth above must be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies must be endorsed to name the City, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.

Professional liability coverage must be on an `occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a claims made basis," the Consultant must continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated ("extended insurance"). Such extended insurance must have the same coverage and limits as the policy that was in effect during the term of this Agreement, and cover the Consultant for all claims made by the City arising out of any errors or omissions of the Consultant, or its officers, employees or agents during the time this Agreement was in effect.

Automobile coverage must be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).

The Consultant must furnish to the City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by the City from time to time. Insurance must be placed with admitted insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage.

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Exhibit A: Insurance Requirements — Continued
The Consultant will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions.

By signing this form, the bidder certifies that it has read, understands, and will comply with these insurance requirements if it is selected as the City's consultant. Failure to provide this form may render the bidder's proposal "nonresponsive." 3/ 7/202416Th
Date Bidd
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City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 15 of 19 ends

EXHIBIT B -SIGNATURE VERIFICATION FORM
Thank you for doing business with the City of Bellflower. Please note that the City requires verification that the person executing a contract has signature authority.

Signature requirements for contracts vary depending on whether a vendor conducts business in the capacity of a corporation, general partnership, limited partnership, or as an individual. When the contract is with a corporation, California Corporations Code § 313 requires the contract to be signed by: (a) one officer from the corporation's operational group" consisting of the chairman of the board, the president, or any vice president; and (b) one officer from the corporation's "financial group" consisting of the secretary, or assistant secretary, or the chief financial officer or any assistant treasurer.

To ensure that the City's contracts are valid, this Signature Verification Form must be completed by vendors/contractors/consultants providing services to the City of Bellflower.

The City of Bellflower greatly appreciates your cooperation.

Date:3/7/2024
Type of Company/Organization: S Corp
Company/Organization Name: Corodata Records Management, Inc.

Name: Chris Albright
Title: Director of.finance and Financial Operations
Signature:

Please send the completed form to the following address:

City of Bellflower
City Clerk's Office
16600 Civic Center Drive
Bellflower, CA 90706
cclerkbellflower.orqcx
-62-

City of Bellflower
RFP No. CC-2024-01: Records Storage, Retrieval, Scanning, and Destruction Services

Page 15 of 19 ends

EXHIBIT B - SIGNATURE VERIFICATION FORM
Thank you for doing business with the City of Bellflower. Please note that the City requires verification that the person executing a contract has signature authority.

Signature requirements for contracts vary depending on whether a vendor conducts business in the capacity of a corporation, general partnership, limited partnership, or as an individual. When the contract is with a corporation, California Corporations Code § 313 requires the contract to be signed by: (a) one officer from the corporation's operational group" consisting of the chairman of the board, the president, or any vice president; and (b) one officer from the corporation's "financial group" consisting of the secretary, or assistant secretary, or the chief financial officer or any assistant treasurer.

To ensure that the City's contracts are valid, this Signature Verification Form must be completed by vendors/contractors/consultants providing services to the City of Bellflower.

The City of Bellflower greatly appreciates your cooperation.

Date:3/7/2024
Type of Company/Organization: S Corp
Company/Organization Name: Corodata Records Management, Inc.

Name: Ken Stender
Title: Vice President, General Manager
Signature:

Please send the completed form to the following address:

City of Bellflower
City Clerk's Office
16600 Civic Center Drive
Bellflower, CA 90706
cclerk(a bellflower.orq
-63-

Quote 4/16/2024
Qty Amount
Base Admin/Facility/Technology Fee 60.00 /month 1 60.00$ Storage Rates
Tape, CD, Thumb Drive, etc (minimum of 20 tapes)0.50 ea/month Hard Drive (minimum of 20 hard drives)1.00 ea/month
Regular Storage Media Container (up to 1.0 cu ft. )12.00 ea/month 6 72.00$ Large Storage Media Container (1.1 to 2.0 cu ft.)24.00 ea/month File Storage Container (1.2 cubic foot)10.00 ea/month
Tape Transportation Containers
Tape Transportation Container - (must have for slotted tapes/hd)12.00 ea/month Library Services
Tape Movement (pull or slot)0.54 /each
Hard Drive Movement (pull or slot)3.00 /each
Rotation/Storage Container Movement (pull or re-shelve container)3.75 /each 4 15.00$ Transport Container Handling 3.75 /each 4 15.00$
Destroy Hard Drive ($50.00 minimum)8.00 /each
Destroy Tape ($50.00 minimum)0.82 /each
Trip Charges
Scheduled or Next Day 33.75 /trip 2 67.50$
4 Hour Rush or Service Window 81.00 /trip
2 Hour Rush or Service Window 118.00 /trip
Emergency Service (after hours or immediate dispatch)344.00 /trip 4 Hour Service Window for Weekly Service 94.00 /month
4 Hour Service Window for Daily Service 368.00 /month
Software & Other Options
Tapetrack Lite 0.00 /month 1 -$
Tapetrack Tapemaster 79.00 /month
Tapetrack Synchronization 79.00 /month
Account Set up Fee 150.00 /one time
Library Projects 78.00 /hour
Energy Charge 6%13.77$
243.27$
Note: Additional services for which a specific rate is not listed will be offered at a negotiated rate. Corodata reserves the right to apply an energy charge to each invoice.

Q6n
Estimated Monthly Charge
City of Bellflower
-64-

Bellflower City CouncilMay 13, 2024

Bellflower City Council
May 13, 2024