ADDENDA CONFIRMATION
Addendum #1
Confirmed Dec 5, 2025 8:10 AM by Jennifer Pierce
QUESTIONNAIRE
1. RFP Acknowledgement and Proposal.
RFP ACKNOWLEDGEMENT*
Pass
The party submitting acknowledges receipt of the referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the Proposer indicated in Proposer’s Proposal and Forms provided by the City attached hereto and made a part hereof, this includes any forms for the pricing proposed on the Pricing Schedule.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
2. Proposer Company Information.
PROPOSER COMPANY FULL LEGAL NAME*
Pass
Please provide the full legal name of the company on this proposal. It may already be provided elsewhere, but please provide here to confirm.
Hinderliter, de Llamas & Associates
PROPOSER COMPANY MARKETPLACE (OR DBA) NAME*
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
Pass
Please provide the Company Marketplace Name or DBA (if applicable). It may already be provided elsewhere, but please provide here to confirm.
NOTE: If the company is not operating under an additional name or a dba, then you may state "N/A" here.
HdL Companies
TYPE OF LEGAL ENTITY*
Pass
Is the Proposer Company a Corporation, Limited Liability Company, Partnership, or Sole Proprietorship? If the Proposer Company is something other than one of the above options, please answer "No" here and you will be asked to provide more information after this question.
Yes
TYPE OF LEGAL ENTITY - SELECT*
Pass
Please select which of the following legal entity options under which the Proposer Company operates.
Corporation
LEGAL ENTITY STATE OF REGISTRATION*
Pass
In which State is the Proposer Company registered?
California
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
PROPOSER COMPANY HEADQUARTERS ADDRESS*
Pass
Please provide the full street address for the headquarters of the Proposer Company. Be sure to include the following:
• Full Street Address
• City
• State
• Country
• Postal Code
120 S. State College Blvd., Suite 200, Brea, CA 92821
COMPANY WEBSITE ADDRESS
Pass
Please provide the full company website address for the Proposer Company. www.hdlcompanies.com
PROPOSAL CONTACT PERSON DETAILS*
Pass
Please provide the following information for the Contact person for this proposal:
• Name
• Title
• Phone (Office)
• Phone (Mobile)
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
• Mailing Address (Street Address, City, State, Postal Code) • Fax Number
• Email
Matt Eaton
Director of Cannabis Services
Office Phone: 714.879.5000
Mobile Phone: 970.776.6734
120 S. State College Blvd., Suite 200, Brea, CA 92821
FEDERAL TAXPAYER IDENTIFICATION NUMBER (TIN)*
Pass
Please provide the Proposer Company's Federal Taxpayer Identification Number here. 33-008507
DUNS & BRADSTREET (DUNS) NUMBER
Pass
Please provide the Proposer Company's Duns & Bradstreet (DUNS) Number here. 62-750-1398
PROPOSER OFFICER NAMES AND TITLES*
Pass
Please provide the Names and Titles of the Top Three Proposer Officers in the following manner:
• Full Name, Full Title
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
• Full Name, Full Title
• Full Name, Full Title
Andrew Nickerson, President/CEO
Matt Eaton, Director of Cannabis Services
Elizabeth Eumurian, Audit Manager
YEARS IN BUSINESS*
Pass
For how long has the Proposer Company been in business? Please indicate in number of years. 42 CLOSEST PROPOSER OFFICE*
Pass
Please provide the address for the Proposer Office closest to the City of Modesto. Please be sure to provide:
• Full Street Address
• City
• State
• Country
• Postal Code
HdL Companies, 1111 Herndon Ave., Suite 301 Fresno, CA USA 93720 #12..
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
CITY OF MODESTO BUSINESS LICENSE*
Pass
Does the Proposer Company currently possess a valid City of Modesto Business License? NOTE: An answer of "No", does not exclude the proposal from evaluation as it is not required until the contract begins.
Yes
CITY OF MODESTO BUSINESS LICENSE NUMBER*
Pass
You have indicated that the Proposer Company already possesses a City of Modesto Business License, please provide the business license number here.
1297848
PROPOSER FINANCIAL STATEMENTS*
Pass
Minimum Qualifications are mandatory for proposal consideration, and at a minimum shall include the following:
Financial Stability:
City staff will request financial statements from the proposer whose proposal is determined to best meet the City’s needs, as determined by the selection committee. Within two (2) business days of City request, proposer shall provide a copy of their company’s most recent professionally prepared Financial Statements (Income Statement and Balance Sheet). These statements, if unaudited, shall be accompanied by a cover letter that states the name and title of the preparer, the basis of the financial statement presentation (cash or accrual) and whether these statements have been prepared in accordance with Generally Accepted Accounting Principles for the most recent fiscal year end of the proposer. Audited financial statements shall be submitted in their entirety, including the auditor’s opinion and notes to the financial statements. #12..
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
A separate document shall be provided and signed under penalty of perjury by the proposer’s financial officer or owner that explains the proposer’s inability to provide statements for a fiscal period that ended at least eight (8) months before the required date of submittal, if such inability exists.
One complete set of Financial Statements shall be submitted within two (2) business days of City request. Financial Statements, whether delivered via email, by an employee of the proposer, U.S. Postal Service, courier or package delivery service must be received by the City of Modesto, Purchasing Division within two (2) business days of request. Financial statements delivered via email should be sent to [email protected]. If sent via email, proposer is encouraged to follow-up with a phone call to Carolanne Wattle at (209) 577-5406, to confirm receipt. Failure of proposer to provide requested documents within two (2) business days, may disqualify proposer from further consideration. The City of Modesto assumes no responsibility for delay in the delivery of the Financial Statements to the City.
CITY OF MODESTO, PURCHASING DIVISION
1010 10TH STREET, SUITE 5300
ATTN: Carolanne Wattle
Commercial Cannabis Inspection and Financial Audit Services #RFP-00028 MODESTO, CA 95354
By checking the box below, Proposer confirms that they understand the financial statement requirements as set forth above.
Confirmed
3. Pricing Schedule.
PRICING SCHEDULE*
Pass
Please download the below documents, complete, and upload. • Pricing_Schedule_Form.doc
Completed_Pricing_Schedule_Form.pdf
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
4. City Forms.
PROPOSER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS?*
Pass
Does the Proposer have any exceptions, clarifications, or amendments to this RFP, sample agreement, or its associated specifications? No
PROPOSER CUSTOMER REFERENCES*
Pass
Please download the below documents, complete, and upload. • Proposer_Customer_Reference...
Completed_Proposer_Customer_References_Form.pdf
FINANCIAL INTEREST DISCLOSURE*
Pass
Please download the below documents, complete, and upload. • Financial_Interest_Disclosu...
Signed_Financial_Interest_Disclosure_Form_RFP.pdf
PROPOSER COMPANY HISTORY STATEMENT*
Pass
Please download the below documents, complete, and upload. • Proposer_Company_History_St...
COMPLETED_Proposer_Company_History_Statement.pdf
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
PROPOSER EXPERIENCE AND CERTIFICATIONS*
Pass
Please download the below document, complete, and upload. • _Proposer_Experience_and_Ce...
COMPLETED_Proposer_Experience_and_Certifications_(1).pdf PROPOSER WARRANTY STATEMENTS*
Pass
Please download the below documents, complete, and upload. • Proposer_Warranty_Statement...
Signed_Proposer_Warranty_Statements.pdf
CALIFORNIA LEVINE ACT DISCLOSURE*
Pass
Please download the below documents, complete, and upload. • Modesto_Levine_Act_Statemen...
Signed_Modesto_Levine_Act_Statement_Form.pdf
5. Additional Proposal Items.
ADDITIONAL INFORMATION (IF NEEDED)
Pass
For any additional information requested or required by any of your previously provided answers or as stated within this RFP please upload the additional documentation here.
Completed_Additional_Items_HdL_Companies.pdf
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[HDL COMPANIES] RESPONSE DOCUMENT REPORT
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services [HDL COMPANIES] RESPONSE DOCUMENT REPORT
Request For Proposal - Commercial Cannabis Inspection and Financial Audit Services
SUBMITTAL CONFIRMATION*
Pass
Proposer hereby certifies that all information provided within this submittal is accurate to the best of their knowledge and acknowledges that they have provided proof of their authority to submit a proposal on behalf of the stated Company Name committing them to the information contained within said submittal.
By checking the "please confirm" box below, you certify the above statement.
Confirmed
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PRICING SCHEDULE FORM
All labor, materials, equipment, tools, fuel, licenses, bonds, insurance and other expenses necessary for Proposer to perform the required services shall be included in Proposal pricing. Proposal must be submitted on the below Pricing Schedule provided. No alterations should be made to the pricing schedule. Any exceptions, amendments or adjustments should be noted on the Exceptions, Clarifications, and Amendments Form.
ESTIMATED ANNUAL QTY x UNIT PRICE= EXTENDED PRICE
**In case of discrepancy between a unit price and an extended price, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner.** Item
No.
Item Description Estimated
Annual Qty.
Unit of
Issue
Unit Price Extended Price
A1 Financial Audits 14 Once a Year $ _______________/Service A2 Inspections 14 Once a Year $ _______________/Service A3 On-going Consulting
Services Varies Hourly Rate
$ _______________/Service
A4 $ _______________/Service
A5 $ _______________/Service
A6 $ _______________/Service
A7 $ _______________/Service
A8 $ _______________/Service
A9 $_______________ /Service
A10 $ _______________/Service
ePay 1% Discount off of total Bid if Option (A) is chosen $-(_______________) Total Items: $__________________/Total
Additional Services: $_____________________________________/UOM Payment Terms:
Check which of the following payment terms/methodology Proposer accepts (a description of each can be found in Proposal Form A – RFP Acknowledgement):
$11,000
$2,600
$300 Per Hour
154,000
36,400
TBD
$190,400
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Choose One:
• Option A (Preferred): City of Modesto ePay Payment on Net 30 Day Timing: ___ Choose by checking (√) here. If selected, for bid comparison purposes, Proposer’s pricing will be reduced by the City of Modesto’s average ePay card program rebate percentage; or ePay Email Address: ______________________________
• Option B Manual Check Payment Mailed by US Postal Service First Class Mail Only on Net 45 Day Timing: ___ Choose by checking (√) here.
THE undersigned acknowledges receipt of the referenced RFP and any associated Addenda and offers to furnish the articles and/or services specified, in accordance with the specifications, terms and conditions of this RFP and these Proposal documents, for the pricing indicated on the Pricing Schedule.
Proposer Company Name:
Name of Proposer Signatory:
Signature of Proposer Representative:
Hinderliter, de Llamas & Associates
Andrew Nickerson
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City of
Modesto
Request for Proposal #RFP-00028
COMMERCIAL CANNABIS INSPECTION
AND FINANCIAL AUDIT SERVICES
Additional Cost Details
December 9, 2025
SUBMITTED BY
HdL Companies
120 S. State College Blvd., Ste200
Brea, CA 92821
hdlcompanies.com
CONTACT
Matt Eaton
T: 714.879.5000
E: [email protected]
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Cost Details
This proposal does not include any additional services that are not specifically enumerated herein. The proposal assumes that HdL will not be a part of any enforcement action, appeal, arbitration, or civil litigation resulting from the findings of an inspection and/or audit. Any such additional reports, documentation or assistance that may be required wouldbe in addition to the costs shown in the table below and shall be billed at HdL’s hourly rate. This includes assistance with administrative hearings and/or civil litigation involving cannabis applicants or licensees.
Prices are valid for 120 days from the date of this proposal to allow time for consideration and negotiating a service agreement. Once under contract, prices shall be honored for the initial term of the agreement (up to a maximum of 3 years), with extensions subject to mutually agreeable pricing.
Prices Based on Hourly Rates
The prices in this proposal are calculated based on the hourly rates for each HdL staff member and the anticipated time involved. Any additional services requested by the client that are not specifically described in this proposal would be billed at HdL’s standard hourly rate of $300 per hour. HdL will not exceed the maximum estimated number of hours without first notifying the City and receiving written approval in advance.
Cancellation Fee
In the event that the Client cancels any of the services described after that service has been initiated, HdL shall bill for time and expenses incurred up to that point.
Scope of Service Objectives Estimated
Cost
A1: Conduct Compliance Inspections
One or more inspections per year, as requested by the City $2,600
per inspection
A2: Conduct Financial Audits
Assumes standard 12-month review period
$11,000
per audit
A3: Ongoing Consulting Services
As needed or requested by the City
$300
per hour
TOTAL COST PER BUSINESS, PER YEAR $13,600
TOTAL NOT TO EXCEED, PER YEAR $190,4001
1 Assumes 14 businesses subject to Objectives A1 and A2 each year. This figure may increase or decrease depending on fluctuations in the actual number of businesses subject to each service.
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PROPOSER CUSTOMER REFERENCES FORM
Proposer shall provide a list of five current or former customers able to discuss prior experience with similar type of services requested by the City in the above-referenced RFP. Proposer’s references shall have similar volume and requirements to the City of Modesto’s as described in the above-referenced RFP. Proposers failing to provide references may be deemed as non-responsive.
The City may contact some or all of the references provided in order to determine the Proposer’s performance record on services similar to that described in the above-referenced RFP. The City reserves the right to contact references other than those provided in Proposer’s submission and to use the information gained from them in the award process.
Company Name:
Address:
City, State, Zip Code:
Contact Person:
Email Address:
Telephone Number:
Type of Business or
Governmental
Agency:
Date Range of
Service:
Annual Contract Value $
Company Name:
Address:
City, State, Zip Code:
Contact Person:
Email Address:
Telephone Number:
Type of Business or
Governmental
Agency:
Date Range of
Services:
Annual Contract Value $
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Company Name:
Address:
City, State, Zip Code
Contact Person:
Email Address:
Telephone Number:
Type of Business or
Governmental
Agency:
Date Range of
Services:
Annual Contract Value$
Company Name:
Address:
City, State, Zip Code
Contact Person:
Email Address:
Telephone Number:
Type of Business or
Governmental
Agency:
Date Range of
Services:
Annual Contract Value$
Company Name:
Address:
City, State, Zip Code
Contact Person:
Email Address:
Telephone Number:
Type of Business or
Governmental
Agency:
Date Range of
Services:
Annual Contract Value$
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FINANCIAL INTEREST DISCLOSURE FORM
Any contract award to result from this RFP process and Proposer’s submission of a Proposal therewith will require approval by a majority vote of the City of Modesto’s City Council. In order to have full transparency in any City of Modesto commercial actions, the City Council may not approve an agreement between the City and the Proposer until all persons with a direct or indirect financial interest of greater than $2,000 in the Proposer are identified by name.
Proposer must therefore complete this Financial Interest Disclosure Form, listing by name all parties that have a material financial interest in the agreement, contract or development right.
PLEASE NOTE, any Council action that requires a Financial Interest Disclosure cannot be considered by the City Council until the required reporting is made. That means that City Council agenda items without the disclosure will be removed from the Council agenda.
Financial Interest Disclosure to City of Modesto
Proposer shall identify any person with a financial interest in the Proposer by name, below.
For the purposes of this disclosure, a “Financial Interest” shall have the meaning contained in Modesto Municipal Code section 2-10.02.
Persons having an aggregate economic interest in the Proposer less than two thousand dollars ($2,000.00) at all times prior to final Council action of the proposed contract are not required to be listed on the Financial Interest Disclosure.
Notwithstanding the foregoing, a Financial Interest Disclosure is not required for a Proposer meeting the financial criteria for listing on the New York or the Pacific Stock exchanges unless it is reasonably foreseeable that a City Council decision will increase or decrease that entity's gross revenues or expenses by one million dollars ($1,000,000) or more and the requirements of Modesto Municipal Code Section 2-
10.03(h) are satisfied.
It is the legal obligation of all applicants for approval of an agreement or of an application for development rights to verify in writing, under penalty of perjury, that the identity of each person having a material financial interest in the Proposer is true, correct and complete. By signing below, the applicant understands that this information is provided under penalty of perjury, and that intentionally supplying misinformation or deception may result in either invalidation of the agreement or application, or criminal prosecution for misdemeanor violation of the Modesto Municipal Code, or both. Negligent provision of misinformation shall be grounds for invalidation. In accordance with the Modesto Municipal Code, each applicant has a continuing obligation to maintain the truth, accuracy and completeness of the financial interest disclosure information provided below until after final consideration by the City Council of any matter arising out of or relating to the agreement or application.
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Print Names of Persons Having a Financial Interest in Proposer Receiving this Agreement:
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
By signing this document, I agree to the information contained within.
Proposer Company Name:
Name of Proposer Signatory:
Signature of Proposer Representative:
NONE TO REPORT
Hinderliter, de Llamas & Associates
Andrew Nickerson
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PROPOSER COMPANY HISTORY STATEMENT
Company History Statement - Proposer shall have been in business for a minimum of three continuous years (immediately prior to the time of the City’s solicitation) providing the services described in this Invitation for Proposals (RFP).
The Proposer’s company history overview statement shall be approximately one to three pages in length and inserted below:
Proposer Company Legal Name: Insert Proposer Logo Here (if existent):
Insert Proposer Company History Overview Statement Beginning Here:
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1 PROPOSER EXPERIENCE AND CERTIFICATIONS
Proposer shall provide below a summary covering the following:
A. Experience: The Contractor and its employees directly involved in providing inspections, services and repairs shall have a minimum of three years’ experience providing the types of services requested in this RFP:
i. Identify key personnel and their position within your organization.
Our team of professionals has over 80 years of direct experience establishing and implementing cannabis regulatory and taxation programs, including outreach and education, research and analysis, ordinance development, application processes, cost recovery fees, structuring cannabis business taxes, regulatory compliance, financial audits, and law enforcement training. Our team has conducted over 11,000 cannabis compliance inspections and investigations in California, Colorado and Nevada and have reviewed, scored and processed over 1,700 cannabis business applications in the last six years in California. HdL works for the benefit of public agencies and has no private-sector clients in the cannabis industry.
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2 ii. Provide a biographical summary or resume detailing the experience, level of expertise and qualifications of the key individuals providing the types of services requested herein.
Matt Eaton – Director of Cannabis Services
Matt Eaton is the Director of Cannabis Services at HdL and plays a critical role in implementing the Cannabis Compliance Program for local agencies. Prior to joining the firm, he was a progressive law enforcement professional with 30 years’ experience conducting criminal/regulatory investigations, and corporate/individual background investigations. While working as a Supervisory Investigator at the Colorado Department of Revenue in the Marijuana Enforcement Division (MED), Matt managed criminal investigators and civilian staff in the Denver Metro and Longmont field offices. During his six-year tenure at the MED, he conducted approximately 10,000 criminal investigations and compliance reviews, including regulatory and financial investigations. He is a subject matter expert on track and trace systems and understands the complexity of reviewing data to ensure businesses are in compliance with state and local regulations. Matt was responsible for planning, developing and implementing report and field inspection protocols for the agency. He also played an instrumental role in recommending changes to current regulations and identifying essential language for new legislation in Colorado. Matt is well known for his ability to maintain working relationships with cannabis industry leaders and external stakeholders in resolving issues. Matt received his Bachelor of Science Degree from Biola University and maintained Police Officer Service Training (POST) certification for over 30 years in California and Colorado. He has also served as an adjunct instructor teaching law enforcement principle related to criminology, correctional processes, procedural law, interviews, interrogations and criminal evidence at AIMS Community College in Greeley, Colorado.
Mark Lovelace – Senior Policy Advisor
Mark Lovelace has 23 years of broad experience in public policy, community engagement and advocacy and is recognized as a leader in advancing the statewide discussion of medical and recreational cannabis as a legitimate policy issue in California. Mark served on the Humboldt County Board of Supervisors from 2009 through 2016 where he was instrumental in developing a comprehensive approach to regulating cannabis, including a voter-approved tax on commercial cultivation and an innovative track and trace pilot program. Mark established and co-chaired the Cannabis Working Group for the California State Association of Counties (CSAC) and helped draft CSAC’s cannabis legislative platform. Mark has worked extensively with public agencies and statewide organizations on cannabis issues and has led numerous presentations, workshops and panel discussions. Prior to his time on the Board, he worked for many years as a respected advocate on land use, planning, development, resource management and environmental issues. Mark received his Bachelor of Science degree in Industrial Design from San Jose State University.
Elizabeth Eumurian – Audit Manager
Elizabeth Eumurian manages the HdL cannabis audit team. In her role she oversees the development and refining of HdL's proprietary audit methodology to better identify reporting variances, discrepancies and outliers, and to ensure audit accuracy and consistency. She also reviews audit reports, evaluates cannabis business financial information and assists with special projects. Before becoming manager, Elizabeth conducted cannabis audits for HdL.
Elizabeth previously worked as a senior auditor in the entertainment industry. In this role, she executed testing procedures for targeted audit programs, analyzed findings and prepared audit and compliance reports. She also has experience working for a large financial institution analyzing data for reporting anomalies and performing internal audits. Elizabeth earned her Bachelor of Arts degree from California State University Fullerton and holds a certificate in CannaBusiness from Oaksterdam University.
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3 Brad Schneider – Compliance Manager
Brad Schneider manages HdL’s team of cannabis compliance inspectors to ensure that licensed cannabis businesses are operating within state law and complying with all of their obligations under the terms of their local permit. He oversees the team to ensure that all inspections are conducted on a timely schedule in coordination with the local jurisdiction and that all reports are clear and fully-documented. Brad brings 30 years of experience with the Ontario Police Department where he worked as a detective, background investigator and Sergeant. Brad spearheaded operations within the Narcotics Division, concentrating on identifying and mitigating illegal activities. Following his law enforcement career, he worked in aircraft sales where he managed contracts with state and local government agencies. Brad has broad experience in regulatory compliance from both the public and private sector, ensuring alignment with industry regulations and standards and directing training, safety programs and operational procedures.
Kristi Lervold – Compliance Administrator
Kristi is the Compliance Administrator for HdL’s cannabis team. In this role she conducts prelicense site visits, compliance inspections and background checks while also supporting the cannabis team members, coordinating internal processes, and assisting with client requests, contracts, billing reconciliation and invoicing. Kristi’s 18-year career includes ten years as the administrative assistant to HdL’s CFO, handling various operational responsibilities and supporting financial functions, as well as experience in the occupational health industry, facilitating services for federal, state, and local government clients. Kristi holds a Bachelor’s of Science degree in Business Management with a minor in Business Administration.
B. Certifications: Proposer shall provide copies of all relevant certifications held for both company and any individuals required to perform the services requested herein.
There aren’t any required certifications to provide this service. Hinderliter, de Llamas & Associates is properly registered with the State of California and has been in business since 1983.
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PROPOSER WARRANTY STATEMENTS
As a material part of its Proposal, Proposer shall insert below a written statement detailing any materials and workmanship warranties, terms and conditions in conformance with the specifications and requirements set forth in this RFP.
Notwithstanding any other provisions of this RFP, Proposer warrants that the materials, supplies, or other services furnished under any contract or purchase order resulting from its Proposal shall be on the most suitable grade and meet or exceed the standards set forth in this RFP. Such warranty shall include the following; performance, workmanship, labor, materials, and Proposer design or engineering contributions. If a defect is discovered in any item of the materials, assemblies, components, supplies or services covered in this Proposal, Proposer shall correct at its sole expense, all such defects as are reported within 30 days of City’s final acceptance. Upon expiration of the applicable warranty period, all such liability shall terminate except for fraud or such gross mistakes as amount to fraud, latent defects, or specific failure to comply with the terms or any resultant purchase order.
All materials, parts, labor, assemblies and components shall by subject to the warranty conditions and terms unless specifically exempted in writing by the City of Modesto.
Proposer Company Legal Name: Insert Proposer Logo Here (if existent):
Insert Proposer Warranty Statement Beginning Here:
Not Applicable #12..
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California Levine Act Disclosure
California Government Code Section 84308, also known as the "Levine Act", prohibits City “officers” from participating in any action related to a license, permit, or other entitlement for use (a “proceeding”) if such member accepts, solicits, or directs political contributions from a party to the proceeding or their agent totaling more than $500 while the proceeding is pending before the agency, and for twelve (12) months following the date a decision concerning the proceeding has been made. The Levine Act also requires disclosure of such contribution by a party to the proceeding.
Section 84308(a)(4) of the Levine Act defines an "officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency of officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position; (2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4)Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Modesto City Council Board Members can be found online at: Modesto City Council https://modestogov.com/706/Council-Members (modestogov.com). The party making this certification is responsible for determining whether a recipient of a political contribution is a City officer prior to answering the following questions:
1. Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City officer, in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
2. Do you, or your company, or any agent on behalf of you or your company, anticipate or plan to make any political contribution of more than $500 to any City officer in the twelve (12) months following any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
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Answering YES to either of the questions above does not preclude the City of Modesto from awarding a contract to your firm or taking any subsequent action related to the contract. It may, however, preclude the identified City officer from participating in any actions related to such contract.
HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
_________________ _____________________________
Date Signature of authorized individual
_____________________________
Company/Applicant Name
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Proposal for the City of Modesto 1 | Page
Proposal for Sales and Use Tax Services 1
City of Modesto
Additional Information – RFP No. 00028 23-RFP-011
December 9, 2025
SUBMITTED BY
HdL Companies
120 S. StateCollege Blvd., Ste 200
Brea, CA 92821
hdlcompanies.com
CONTACT
Matt Eaton
T: 714.879.5000
E: [email protected]
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Proposal for the City of Modesto 2 | Page
TRANSMITTAL LETTER.................................................................................................................3 PROPOSED SCOPE OF WORK………...…………..........................................................................4
TABLE OF CONTENTS
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Proposal for the City of Modesto 3 | Page
December 9, 2025
Carolanne Wattle
City of Modesto, Purchasing Division
1010 10th Street, Suite 5300
Modesto, CA 95354
Dear Ms. Wattle,
HdL Companies (HdL) is pleased to submit our proposal for Commercial Cannabis Inspection and Financial Audit Services for the City of Modesto. It would be an honor and privilege to continue to serve you. The enclosed scope of services provides a comprehensive program to provide all services requested in the City’s RFP including cannabis audits, regulatory compliance inspections, cannabis facility application reviews, background checks and additional hours of general subject matter expertise to be used to provide other cannabis-related services as needed or requested by the City.
As you consider continuing your journey with us, rest assured you will receive the same refreshing customer experience, unmatched service delivery, and unparalleled service that our 900+ city, county, and special district clients from across the nation enjoy every day. You can rely on us to understand your needs, deliver on our promises, and thoughtfully serve your community. HdL is an S-Corporation, registered in the State of California.
Our contact information is:
HdL Companies, 120 S. State College Blvd., Suite 200, Brea, CA 92821 Phone: 714.879.5000 Website: hdlcompanies.com
Main Point of Contact: Matt Eaton, Director of Regulatory Compliance, [email protected] HdL understands and agrees to provide all of the services identified in the City’s RFP and described in this proposal. All terms of this proposal shall remain in effect for at least 120 days from the date of this proposal, or until a contract resulting from this RFP has been executed, whichever comes first.
We look forward to the opportunity to partner with the City of Modesto to provide the services as described.
If you have any questions or require additional information, please feel free to contact me by email at [email protected] or our Director of Cannabis Services, Matt Eaton at [email protected] or by phone at 714.879.5000.
Sincerely,
Andrew Nickerson
President/CEO
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Proposal for the City of Modesto 4 | Page
Project Timeline
At the start of the project, HdL’s team will meet with City staff to discuss the approach and expectations, to develop an implementation timeline and determine the City’s desired schedule for each of the services contemplated by this RFP. The project management team will meet and confer on a regular basis with the City’s designated contact person or persons to review the progress of any work products and to discuss any changes in direction or needed details.
Cannabis audits will be scheduled in consultation with the City. The City will provide HdL with a list of all licensed cannabis businesses and will inform HdL when a new cannabis business receives final permission to operate (i.e., through the issuance of a conditional use permit, certificate of occupancy or other indication the business has opened). HdL will then work with the City to schedule annual audits and will coordinate with the City as the time for each service approaches. Annual audits can be scheduled separately for each business based upon their permit issuance date.
If the City prefers, HdL can develop a schedule to conduct annual audits for all businesses at the same time each year (e.g; all audits to be started in Q1 for the previous fiscal year). Any such schedule would be developed in consultation with the City and would be dependent upon the availability of annual tax filings and other reporting information for each business.
HdL’s audit process divides the audit schedule into 4 distinct phases. Phase 1 includes pre-audit work, such as issuance of a notification letter to the business, providing a list of all financial records that will be required and allowing an appropriate timeframe for receipt of those records.
In Phase 2, HdL will conduct an initial review of all records submitted by the business. If the initial review identifies the need for additional documentation, HdL will work with the business to provide the remaining records. Once all necessary documentation has been obtained, HdL shall move forward with Phase 3, which involves a full, detailed review of all required records and the drafting of initial findings.
In Phase 4 HdL will issue a draft report with the initial findings, addressed to the business with a cc to the City. The report shall also recommend any needed adjustments, penalties or other corrective actions. The business will have an appropriate amount of time to review and respond to the draft report. HdL will review any such response and adjust the audit findings if necessary before issuing the final report, which shall be addressed to the City with a cc to the business.
HdL’s audits are typically completed within 60 days from receipt of all requested documentation to issuance of the draft report. This timeline assumes reasonable cooperation by the auditee, which is not within HdL’s control. Delayed responses to any requests for additional information may increase this timeline. The overall timeline from issuance of the audit notification letter to the final report averages 6 to 9 months. This timeline may be increased or decreased depending upon cooperation and responsiveness by the permittee and completeness of the records provided.
Regulatory compliance inspections shall be conducted based on a schedule to be determined in consultation with City staff. HdL will endeavor to conduct inspections of multiple facilities on the same day wherever possible, with a maximum of 5 on any one day. Inspection reports shall be provided to the City no later than 2 weeks (14 days) following the inspection.
Additional inspections requested by the City in response to complaints or previous non-compliance shall be conducted within 2 weeks of receiving the request. Where there is urgency, HdL shall work with the City to schedule inspections at the earliest availability, typically within 3 to 5 days. HdL staff shall be available to assist with additional enforcement efforts as needed or requested by the City.
SCOPE OF WORK
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Proposal for the City of Modesto 5 | Page
The City’s primary role in regard to compliance activities shall be to communicate and enforce HdL’s authority to conduct onsite inspections and to assist with development of an inspection schedule. The City will also inform HdL when additional inspections are requested to address complaints or to follow up on required corrections, or when additional enforcement assistance is desired.
HdL shall distribute the audit and inspection workload among our staff to allow for timely performance. Our workplan and staffing can accommodate additional businesses as they become licensed and functioning over time.
Involvement of City Staff
HdL understands the value and costs associated with staff time and will make every effort to minimize the amount of City staff time necessary to carry out the objectives of this program. The City’s role shall be to provide guidance on City-specific regulations and priorities and to communicate and enforce HdL’s authority to conduct audits on the City’s behalf if a business resists participating.
HdL personnel will initially meet with designated City officials to review all service objectives. Specifically, HdL requests that the City participate in a kickoff meeting to establish audit processes and priorities, be available to answer occasional questions about specific audit concerns and perform invoicing and collection activities after audit reports have been issued.
HdL requests that the City identify a staff member to serve as the primary audit contact for HdL staff. Based on HdL staff’s vast experience of conducting cannabis business license tax audits HdL expects cumulative City time required to be on average no more than thirty minutes per business.
Project Staffing
The work outlined by this proposal will be managed by HdL’s Directorof Cannabis Services, Matt Eaton, who is one of the state’s most experienced cannabis regulatory professionals. Matt will oversee all aspects of the proposed workplan and will be the primary contact person for coordinating work with the City. Matt has previous experience as a Supervisory Criminal Investigator with the Colorado Department of Revenue’s Marijuana Enforcement Division, through which he conducted thousands of criminal investigations and compliance audits of cannabis businesses. This experience makes him ideally qualified to oversee the review, regulation and enforcement of licensed cannabis businesses.
Matt will be primarily assisted by Audit Manager Elizabeth Eumurian and Compliance Manager Brad Schneider. Elizabeth will work directly with the City in regard to cannabis audits and will lead HdL’s 8-person audit team. Elizabeth will work with the City to develop a work schedule for conducting audits of all licensed cannabis businesses in the City on an annual basis and will assign audit staff as needed to complete all audits in a timely manner.
Brad will lead HdL’s 3-person compliance team. Brad will consult with the City to develop the desired schedule for conducting regulatory compliance inspections and will coordinate with the City as the time for each inspection approaches.
Matt Eaton will directly oversee the review of cannabis facility applications and will assign applications to team members based upon the number of applications and staff availability. Matt will also oversee all background checks, assisted by Compliance Administrator Kristi Lervold.
Matt, Brad and Elizabeth will each meet and confer with the City as needed to ensure that all work is satisfactory and is being conducted in accordance with the delivery schedule to be developed in coordination with the City. This team will also be available to respond to questions or inquiries from the City as needed and to resolve any issues that may arise.
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Proposal for the City of Modesto 6 | Page
HdL shall dedicate an appropriate number of staff to ensure all services are provided in a timely manner. It is anticipated that all HdL staff identified shall remain with the company for the duration of this project. HdL shall immediately notify the City of any changes in staff assigned to this project and will adjust staffing levels as needed to ensure timely delivery of all work products.
Work Plan
Conduct Compliance Inspections
HdL will conduct one or more on-site compliance inspections annually, as requested by the City, for each permitted cannabis business to determine compliance with State and/or local laws. If HdL identifies any noncompliant activities, we will provide the City with a recommended appropriate action to address the deficiency and to ensure future compliance by the permittee.
The cost for these services includes all of the following:
• Notifying permittee of pending inspection
• On-site inspection to ensure that each business complies with all State and local laws and regulatory protocols for all of the following:
o Inventory management
o Cash handling procedures
o Access control
o Video surveillance
o Product safety
o Alarm system maintenance and safety
o Lock standards
o Packaging and labeling
o Waste management
o Transportation documentation
o Surveillance equipment maintenance
o Occupational badges
o Business records
o Other items as necessary to ensure compliance with laws o
• Preparation of a draft report detailing the findings of the inspection and providing recommendations for improvement where needed. If the inspection identifies any violations of law or other non-compliance issues, then HdL will prepare a notice to comply as an included part of the report. • All travel costs associated with the inspection, assuming a minimum of four inspections per day. If fewer than four inspections are requested, HdL will charge for travel based upon hourly rates, or a flat fee to be determined in consultation with City.
• All phone, email and other communications involved in preparing for, scheduling and coordinating the inspections and providing the report.
Facilities greater than 30,000 square feet will be subject to an additional cost at HdL’s hourly rate to account for the additional time involved in conducting inspections, documenting issues of non-compliance and preparing reports. HdL will notify the City in advance if additional hourly charges are necessary to complete the inspection.
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Proposal for the City of Modesto 7 | Page
Issuance of the inspection report constitutes completion of this service. The cost for this service does not include any follow-up re-inspection or review of any documents provided to address or contest any findings of non-compliance, nor does it include any assistance with administrative appeals, litigation, cannabis tax policy questions or guidance, or other services not directly associated with conducting the inspection. Any such additional services requested by the City would be subject to agreement by HdL and would be billed at HdL’s standard hourly rate.
Conduct Financial Audits
HdL will conduct an annual revenue audit of each cannabis business to verify the accuracy of the revenue reported and remitted to the City during the review period and will recommend a tax adjustment should the audit reveal any variances in reported revenue. As part of the audit process, HdL will conduct a risk-based review of each business using our proprietary methodology, which was developed to specifically address the unique challenges associated with auditing the cannabis industry. Our methodology allows audit staff to cross-analyze multiple business records to identify reporting variances, discrepancies and outliers to produce the most accurate measure of gross receipts on behalf of the City.
To initiate the process, the City shall provide HdL with a list of all licensed cannabis businesses subject to audit. HdL shall work with the City to determine the appropriate review period for each business and to develop a schedule for conducting all audits. As the time for each audit approaches, HdL will prepare a notification letter informing the licensee of the impending audit and providing a list of all records and documentation the business is required to provide, including remote access to the business’s point-of-sale (POS) system where applicable. HdL recommends that the notification letter be sent by the City to communicate HdL’s authority to conduct the audit and to encourage cooperation by the business. The full annual audit shall include:
• Review Point-of-Sale (POS) and/or accounting system reports • Review inventory system (subject to METRC data)
• Analyze and compare POS/accounting data with other available data sources, including:
o City cannabis tax returns
o State and Federal tax returns
o METRC sales and inventory data
o CDTFA data
o Bank statements
o Sales receipts
o Other financial documents as available
• Identify any variances or over/under reporting
• Calculate any taxes or fees due to the City
• Prepare and issue report
Where cannabis cultivation is taxed on a square-footage basis, the audit shall include one annual site inspection to verify compliance with maximum permitted canopy area. Square footage audits may also consider documented findings from inspections by the City, DCC or other agencies, where available.
A business that holds multiple state cannabis licenses shall be considered a single business for audit purposes, provided that all licenses are held and operated under the same name, ownership, location, and a single tax ID number. Any variation may indicate separate business entities requiring separate audits. Any such determination shall be made on a case-by-case basis in consultation with the City.
HdL will provide a draft audit report to the commercial cannabis business. The business will be given an appropriate opportunity to respond to the report or provide supplemental information to address any disagreement with the findings. HdL will review any additional documentation provided by the business and will adjust the tax/fee assessment as appropriate prior to issuing the final report to the City. #12..
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Proposal for the City of Modesto 8 | Page
Issuance of the final report constitutes completion of the audit.
The cost for this service assumes a standard 12-month review period. The cost for a longer term shall be increased per each additional 6-month period (2 fiscal quarters). Pricing available upon request. This cost also assumes reasonable cooperation from the licensee. Non-cooperation by the licensee may result in additional charges at HdL’s hourly rate, or in termination of the audit and potential enforcement action by the City. Any such action or additional charges would be determined in consultation with the City.
The cost does not include any review or revision to the audit after the final report has been issued to the City, nor does it include any assistance with collections or enforcement of audit findings, administrative appeals, litigation, cannabis tax policy questions or guidance, or other services not directly associated with preparing the revenue audit report. Any such additional services requested by the City would subject to agreement by HdL and would be billed at HdL’s standard hourly rate.
Conflicts of Interest and Non-Disclosure
HdL Companies works for the benefit of public agencies and has no private-sector clients in the cannabis industry. All cannabis business information will be kept confidential by HdL and will not be shared internally beyond those HdL employees who are required to have access for purposes of conducting the work contemplated herein, or for administrative purposes as necessary.
Delays
The ability to perform and complete our engagement consistent with the estimated fee included above depends upon the quality of client and business records and the timeliness of client and business personnel in providing information and responding to our requests. To assist with this process, HdL will provide itemized requests that identify the information clients and businesses will need to prepare and provide before and during our engagement, as well as the requested delivery date for those items. A lack of preparation, including not providing this information in an accurate and timely manner, unanticipated audit efforts, and/or untimely assistance by client and business personnel may result in an increase in our fees, billing our fees up front, and/or a delay in the completion of our engagement.
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EXHIBIT C: INSURANCE REQUIREMENTS FOR SERVICES
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees or subconsultants.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. (Not required if consultant provides written verification, it has no employees)
4. Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
If the consultant maintains broader coverage and/or higher limits than the minimums shown above, the City of Modesto requires and shall be entitled to the broader coverage and/or the higher limits maintained by the consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Modesto.
Umbrella or Excess Coverage
The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this agreement.
This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and noncontributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted.
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The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City of Modesto, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations.
General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance with coverage equal to ISO form CG 2010. If Completed Operations endorsement is required, a separate endorsement equal to ISO form CG 2037 is required.
Primary Coverage
The Additional Insured coverage under the Consultant’s policy shall be “primary and non-contributory” and will not seek contribution from the City’s insurance or self-insurance and shall be at least as broad as CG 20 01 04 13. The City of Modesto does not accept endorsements limiting the Consultant’s insurance coverage to the sole negligence of the Named Insured.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City of Modesto.
Waiver of Subrogation
Consultant hereby grants to City of Modesto a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City of Modesto by virtue of the payment of any loss under such insurance.
Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Modesto has received a waiver of subrogation endorsement from the insurer.
Self-Insured Retentions
All Self-insured retentions must be disclosed to Risk Management for approval and shall not reduce the limits of liability. The City of Modesto may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Any and all deductibles and SIRs shall be the sole responsibility of Consultant or subconsultant who procured such insurance and shall not apply to the Indemnified Additional Insured Parties.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City of Modesto.
Claims Made Policies (applicable to Professional Liability only) If any of the required policies provide claims-made coverage:
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1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
Verification of Coverage
Consultant shall furnish the City of Modesto with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements are to be received and approved by the City of Modesto Risk Services before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City of Modesto reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later.
Subconsultants
Consultant shall require and verify that all subconsultant, or other parties hired for this work, purchase and maintain coverage for indemnity and insurance requirements as least as broad as specified in this agreement to the extent they apply to the scope of the subconsultant’s work with the same certificate of insurance requirements and naming as additional insureds all parties to this contract.
Special Risks or Circumstances
City of Modesto reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Certificate Holder Address
Proper address for mailing certificates, endorsements and notices shall be:
City of Modesto
Attn: Risk Management
1010 10th Street
Modesto, CA 95354
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City of Modesto, CA
Finance
DeAnna Christensen, Director of Finance
PO BOX 642, Modesto, CA 95353
EVALUATION TABULATION
RFP No. RFP-00028
Commercial Cannabis Inspection and Financial Audit Services RESPONSE DEADLINE: December 9, 2025 at 11:00 am
Report Generated: Friday, February 20, 2026
AGGREGATE SCORES SUMMARY
Vendor Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Total Score (Max Score 100)
HdL Companies 88.1 84.1 95.1 89.1 85.1 88.34
Booth Management
Consulting, LLC
85 93 96 76 78 85.6
Tetra Growth
Systems, LLC
79.9 81.9 89.9 81.9 77.9 82.33
SCI Consulting Group 66.5 71.5 78.5 80.5 55.5 70.48
Harshwal &
Company, LLP
63.3 80.3 89.3 70.3 42.3 69.07
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CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
May 12, 2026
Date: April 28, 2026
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: DeAnna Christensen, Director of Finance
SUBJECT: Document Storage Services Agreement
CONTACT: Dianne Love, Purchasing Manager, [email protected], 209-571-5164
DESCRIPTION:
Consider approving an Agreement for the furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA for a total amount not to exceed $330,805 over five (5) years. (Funding Source: Various Funds)
STRATEGIC PLAN ELEMENT:
This item supports the City of Modesto 2025-2026 Strategic Plan focus of Governance and Service Delivery under Goal H: Achieve Long-Term Financial Sustainability.
BACKGROUND:
The City of Modesto is required to maintain various City documents based on the Records Retention Policy established for each department. Due to limited space within the City’s onsite work locations, the City utilizes an offsite storage facility to maintain record storage, comply with retention policy, and allow for the ability to retrieve documents, when needed, for all City departments. All City departments actively review the respective department documents to evaluate the retention period and determine if any of the boxes stored off-site can be destroyed. As of January 2026, the City had approximately 3,500 boxes that currently are retained in offsite storage with the current vendor, Pacific Storage Company.
On June 23, 2020, under Resolution 2020-262, approving the Award of Bid and Agreement for Document Storage Services to Pacific Storage Company, Modesto, CA for a two (2) year agreement with three (3) one-year extension options, for an annual #13..
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City Council, May 12, 2026
Document Storage Services Agreement
estimated cost of $55,000 and a total amount not to exceed $275,000 over five (5) years.
On June 12, 2024, the City Manager approved a First Amendment with Pacific Storage Company to execute the one-year extension to the termination date to June 30, 2025.
On May 29, 2025, the City Manager approved a Second Amendment with Pacific Storage Company to execute an extension to the termination date to June 30, 2026, which is the current termination date for this Agreement.
DISCUSSION:
On April 30, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for Document Storage Services. On May 21, 2025, the Purchasing Division issued Invitation for Bids (IFB)-00024 for the furnishing of Document Storage Services on the City’s OpenGov public bidding website under various commodity codes.1 Due to clarification on the pricing schedule, the Purchasing Division rejected the bids to capture more detail on the pricing schedule for the new bid. On November 12, 2025, the Purchasing Division re-issued Invitation for Bids (IFB)-00024RB for the furnishing of Document Storage Services on the City’s OpenGov public bidding website under the same commodity codes. 384 Prospective bidders were notified online which included two (2) local vendors. Two (2) companies downloaded the IFB document from OpenGov.
On December 9, 2025, bids were formally opened in the City Clerk’s office and broadcast via Microsoft Teams Livestream. Two (2) chose to respond, there was one (1) local bid received. Based on providing the lowest responsive and responsible bid, City staff recommended to award for the furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA for a two (2) year agreement with (3) three oneyear extension options, for an estimated annual amount of $61,698 and a total amount not to exceed $330,805 over five (5) years.
Modesto Municipal Section 8-3.203 requires all purchases, which meet or exceed $100,000 for material, equipment or contractual services to be formally bid. Based on providing the lowest responsive and responsible bid which conforms to the Modesto Municipal Code, 8-3.203 City staff recommends the award of bid for the furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA.
FISCAL IMPACT:
Sufficient funds are budgeted for Fiscal Year 2025-26 for this service as part of each City department’s budget. For future years, the departments will continue to budget for this service needed. Below is the spending history with the current agreement with Pacific Storage Company.
1 42553 – Lockers, Storage (For Coats, Hats and Baggage) (includes Foot Locker Type), 96295 – Warehousing and Storage Services (Not Storage Space Rental) (includes Farm Product Storage in Silos and Grain Elevators), 97170 – Storage Space, Rental or Lease
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City Council, May 12, 2026
Document Storage Services Agreement
Below is the breakdown of the Proposed new Agreement and Funding Source funding the five (5) year Agreement. The increase is capturing a price increase under the new agreement and during this agreement period, Finance will be working with departments to evaluate if any documents should be permanently removed due to the City’s retention policy.
Agreement
Period
Amount
Year 1 $61,698
Year 2 $61,698
Year 3 $65,277
Year 4 $69,063
Year 5 $73,069
Total $330,805
Agreement Period Amount
Year 1 $ 32,322
Year 2 $ 19,431
Year 3 $ 23,750
Year 4 $ 28,695
Year 5 $ 30,566
Year 6 $ 24,097
Total $ 158,861
Fund Description Agreement Amount
General Fund $ 166,764
Housing Fund $ 27,336
Capital Improvement Fund $ 28,231
Surface Transportation Fund $ 2,884
Infrastructure Financing Program Administration $ 9,063 Water Fund $ 23,766
Wastewater Fund $ 15,461
Solid Waste Fund $ 14,774
Green Waste Fund $ 1,986
Insurance Administration Fund $ 27,853
Insurance - Workers Compensation Fund $ 59
Fleet Fund $ 299
Employee Benefits Fund $ 12,329
Total $ 330,805
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City Council, May 12, 2026
Document Storage Services Agreement
The overall agreement total was calculated by forecasting Consumer Price Index (CPI)2 percentage increases based on an average of the CPI index over the last twelve (12) months. City staff project annual increases based on this estimated forecast. Annual increases will be calculated using the current CPI index at the time of the requested increase.
CEQA/NEPA REQUIREMENTS:
This item does not constitute a “project” within the meaning of California Environmental Quality Act (CEQA) Guidelines Section 15378 and requires no environmental review.
COMMITTEE RECOMMENDATION:
This item was then presented to the Finance Committee on April 27, 2026, and the Committee recommended forwarding the item to Council for approval.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the Award of Bid and Agreement for the furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA for two (2) year agreement with three (3) one-year extension options, for an estimated annual amount of $66,161 and a total amount not to exceed $330,805 over five (5) years; and authorizing the City Manager, or his designee, to execute the Agreement.
Approved by:
DeAnna Christensen, Director of Finance
Joseph P. Lopez, City Manager
Attachments:
1. Resolution
2. Agreement – Pacific Storage Company
3. Exhibit B– IFB Response – Pacific Storage
4. Exhibit C - IFB
5. Exhibit D – Insurance
6. Exhibit E – Pricing
7. Cost Abstract
2 https://www.bls.gov/regions/west/news-release/consumerpriceindex_west.htm #13..
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05/12/2026/FIN/DLove/Item X 1 2026-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2026-
RESOLUTION APPROVING THE AWARD OF BID AND AGREEMENT FOR
THE FURNISHING OF DOCUMENT STORAGE SERVICES TO PACIFIC
STORAGE COMPANY, MODESTO, CA FOR A TWO (2) YEAR AGREEMENT WITH THREE (3) ONE-YEAR EXTENSION OPTIONS, FOR AN ESTIMATED ANNUAL AMOUNT OF $66,161, AND A TOTAL AMOUNT NOT TO EXCEED $330,805 OVER FIVE (5) YEARS; AND AUTHORIZING THE CITY MANAGER,
OR HIS DESIGNEE, TO EXECUTE THE AGREEMENT
WHEREAS, the City of Modesto is required to maintain various City documents based on the Records Retention Policy established for each department; and
WHEREAS, due to limited space within the City’s onsite work locations, the City utilizes an offsite storage facility to maintain record storage, comply with retention policy, and allow for the ability to retrieve documents, when needed, for all City departments; and
WHEREAS, all City departments actively review the respective department documents to evaluate the retention period and determine if any of the boxes stored off-site can be destroyed; and
WHEREAS, on April 30, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for Document Storage Services; and
WHEREAS, on May 21, 2025, the Purchasing Division issued Invitation for Bids (IFB)-00024 for the furnishing of Document Storage Services on the City’s OpenGov public bidding website under various commodity codes; and #13..
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05/12/2026/FIN/DLove/Item X 2 2026-XX
WHEREAS, due to clarification on the pricing schedule, the Purchasing Division rejected the bids to capture more detail on the pricing schedule for the new bid; and
WHEREAS, on November 12, 2025, the Purchasing Division re-issued Invitation for Bids (IFB)-00024RB for the furnishing of Document Storage Services on the City’s OpenGov public bidding website under the same commodity codes; and
WHEREAS, 384 Prospective bidders were notified online which included two (2) local vendors and two (2) companies downloaded the IFB document from OpenGov; and
WHEREAS, on December 9, 2025, bids were formally opened in the City Clerk’s office and broadcast via Microsoft Teams Livestream; and WHEREAS, two (2) chose to respond, there was one (1) local bid received; and
Modesto Municipal Section 8-3.203 requires all purchases, which meet or exceed $100,000 for material, equipment or contractual services to be formally bid; and
WHEREAS, based on providing the lowest responsive and responsible bid which conforms to the Modesto Municipal Code, 8-3.203 City staff recommends the award of bid for the furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Award of Bid and Agreement for the #13..
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05/12/2026/FIN/DLove/Item X 3 2026-XX
furnishing of Document Storage Services to Pacific Storage Company, Modesto, CA for two (2) year agreement with three (3) one-year extension options, for an estimated annual amount of $66,161 and a total amount not to exceed $330,805 over five (5) years.
BE IT FURTHER RESOLVED, the City Manager, or his designee, is authorized to execute the Agreement, in a form approved by the City Attorney. #13..
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05/12/2026/FIN/DLove/Item X 4 2026-XX
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 12th day of May, 2026, by Councilmember _____, who moved its adoption, which motion being duly seconded by Councilmember _____, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
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1 ANNUAL AGREEMENT FOR
DOCUMENT STORAGE SERVICES – AGREEMENT #322465
This agreement, hereinafter called AGREEMENT, made and entered into in the City of Modesto, State of California, this _______ day of ________________, 2026, by and between the City of Modesto, a municipal corporation of the State of California, hereinafter called CITY, and Pacific Storage Company, a California corporation, hereinafter called CONTRACTOR.
W I T N E S E T H:
WHEREAS, the Modesto City Council adopted Resolution No. 2026 - ______ authorizing the Award of Bid and agreement for the furnishing of Document Storage Services to CONTRACTOR, attached hereto as Exhibit “A” and made a part hereof, and
WHEREAS, the CONTRACTOR provided a responsive and responsible submittal that best meets the CITY needs, attached hereto as Exhibit “B” and made a part hereof, and WHEREAS, the CITY and CONTRACTOR shall enter into an agreement for the furnishing of Document Storage Services as described in IFB-00024RB, attached hereto as Exhibit “C” and made a part hereof (hereinafter called IFB).
NOW, THEREFORE, the parties hereto mutually agree as follows:
1. THE WORK:
A. CONTRACTOR shall furnish all labor, materials, equipment, fuel, tools, licenses, and insurance necessary to perform and complete the required work as specified in Exhibit “B”, and in strict accordance with the conditions of the complete AGREEMENT.
B. CONTRACTOR shall do and perform the work contemplated hereby in a good workmanlike manner under the direction of and to the satisfaction of the CITY Representative. #13..
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2 C. CONTRACTOR shall maintain proper insurance with the CITY for the duration of the AGREEMENT.
D. CONTRACTOR shall maintain a CITY business license for the duration of the AGREEMENT.
E. CONTRACTOR shall furnish said services at the following AGREEMENT rates for an estimated annual amount of $66,161. The total amount paid by CITY to CONTRACTOR over the full term of the AGREEMENT shall not exceed $330,805. Unless the services provided are for a lump sum or flat fee, fees for work performed by CONTRACTOR on an hourly basis shall not exceed the amounts shown on Bid attached hereto as Exhibit "B".
F. The AGREEMENT pricing is attached hereto as Exhibit "E". Pricing during AGREEMENT Year one and two shall be as set forth in Exhibit "E", attached hereto and made a part hereof by this reference.
2. CITY REPRESENTATIVE:
CITY Representative is: Carol Wattle, [email protected] Purchasing Representative: Carol Wattle, [email protected] The CITY Representative is not authorized to commit the CITY to changes in specifications, requirements, or scope of work, changes in price(s), period of performance or delivery date(s) or method of shipment. Changes of a contractual or business nature shall be effective only by written change to the AGREEMENT, issued by the City of Modesto, Purchasing Division.
3. CONTRACTOR CONTACT:
Archie Strauman
(209) 320-6600
[email protected]
4. TERM OF AGREEMENT:
The term of the AGREEMENT shall be for a period of two (2) years, with three (3) one-year extension options at the sole discretion of CITY, for a total of up to five (5) years.
Year 1: July 1, 2026 through June 30, 2027
Year 2: July 1, 2027 through June 30, 2028
Year 3: July 1, 2028 through June 30, 2029
Year 4: July 1, 2029 through June 30, 2030
Year 5: July 1, 2030 through June 30, 2031
Price increases for any subsequent AGREEMENT years following the second year shall not exceed the percentage change in the Consumer Price Index (CPI) for West Urban Area in any one AGREEMENT year and shall be negotiated through the Purchasing Division. Requests for price increases shall be #13..
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3 submitted by CONTRACTOR in writing, ninety (90) days prior to the annual anniversary date of the AGREEMENT to be effective for the subsequent year.
Price adjustments for diesel fuel fluctuations may be considered. Thirty (30) day written notice is required for consideration. Any price adjustment shall be negotiated through the Purchasing Division and approved at the sole discretion of the CITY.
The index used to determine price adjustments on diesel fuel shall come from the Energy Information Administration Website: HTTPS://WWW.EIA.GOV/PETROLEUM/GASDIESEL/, California data.
5. INSURANCE REQUIREMENTS:
During the term of this AGREEMENT, CONTRACTOR shall maintain in full force and effect at its own cost and expense the insurance coverage as set forth in the attached Exhibit (D) to this AGREEMENT and shall otherwise comply with the other provisions of Exhibit (D) to this AGREEMENT. The city utilizes a software program “PINS Advantage” where vendor is responsible for uploading and maintaining updated insurance.
6. PAYMENT:
CONTRACTOR shall invoice CITY not less than once per month based on the cost for services performed and reimbursable costs incurred prior to the invoice date. All invoices shall be paid in full the following payment terms within thirty days after completion and acceptance of the Services by the CITY, and receipt of a properly prepared invoice, CITY will pay CONTRACTOR by Net 30 terms via CITY's ePay Program.
The CITY is exempt from payment of Federal Excise Tax, and all invoices shall be exclusive of such excise tax.
Invoice to: City of Modesto
Attn: Accounts Payable
P.O. Box 642
Modesto, CA 95353
Email to: [email protected]
At a minimum, invoices shall state the following:
• This AGREEMENT number 322465
• CITY department/division name and address
• Billing period
• Service hours worked day and week
• Unit price, extended price, sales tax and total
7. INDEMNITY:
The CONTRACTOR shall hold the CITY, its agents, officials, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, #13..
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4 judgments or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising directly or indirectly out of any negligent or intentional act or omission of CONTRACTOR, or its agents, officials, officers, employees, or volunteers relating to or during the performance of its obligations under this AGREEMENT, except for claims arising from the willful or active negligence of the City. CONTRACTOR’s obligation to defend, indemnify, and hold the CITY, its agents, officials, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this AGREEMENT for CONTRACTOR to procure and maintain a policy of insurance.
8. VENUE & GOVERNING LAW:
Venue for any dispute or claim arising or related to this AGREEMENT its performance, breach, or interpretation (including issues about its validity or enforceability), shall be exclusively in the Superior Court of Stanislaus County or the United States District Court for the Eastern District of California.
This AGREEMENT shall be deemed made in, governed by, performed in, and construed and enforced in accordance with the laws of the State of California, without giving effect to its conflicts of laws provisions or principles.
9. ATTORNEY'S FEES:
If a party to this AGREEMENT brings any action, including an action for declaratory relief, to enforce or interpret the provision of this AGREEMENT, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.
10. COMMENCEMENT AND COMPLETION OF THE WORK:
The work contemplated herein shall be commenced as immediately after the agreement administrator receives and has on file:
A. Proofs of insurance (approved by CITY Risk Manager); and B. Resolution No.2026 - _______;
C. CONTRACTOR Bid submittal;
D. IFB-00024RB;
E. Contractor’s City of Modesto business license
11. TERMINATION OF SERVICES:
Termination for Default: In the event either party fails to perform under this AGREEMENT or breaches any condition contained herein, the other party shall notify in writing the breaching party of the nonperformance. Within 10 days after receipt of notification, the breaching party shall correct any nonperformance to the reasonable satisfaction of the non-breaching party, or such other time as may be identified in the notice. Failure to correct any non-performance shall allow the non-breaching party to terminate this AGREEMENT for cause.
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5 Termination by City for Convenience: The City may also terminate this AGREEMENT the Contractor's performance under the Agreement, either in whole or in part, at its own discretion and without cause.
Post-Termination Procedure
Upon receipt of a written notice of termination pursuant to either of the foregoing paragraphs, the CONTRACTOR shall:
A. Cease its work as directed in the notice of termination as of the termination date and see to it that its employees, subcontractors and agents are notified of such termination and act as specified in the notice of termination;
B. Terminate all orders and subcontracts except as necessary to complete any portion of the SERVICES that are not terminated;
C. If directed in writing by the CITY to do so, assign all right, title and interest in subcontracts and materials in progress to CITY, in which case the CITY will have the right at its discretion to settle, or pay any or all claims arising out of the termination of such, but in no event shall recovery by any CONTRACTOR or subcontractor include lost profits for portions of the SERVICES not completed or undertaken, including materials not delivered; D. Deliver or otherwise make available to the CITY all data, drawings, specifications, reports, estimates, summaries and such other information and material as may have been accumulated by the CONTRACTOR in performing the SERVICES whether completed or in process; E. Settle outstanding liabilities and claims, subject to the approval of CITY; F. Complete performance of such part of the SERVICES as has not been terminated; G. Take such other actions as may be necessary, or as may be directed by the CITY for the protection and preservation of the SERVICES and/or property related to the SERVICES; H. If CITY so requests, and at CITY's cost, CONTRACTOR shall provide sufficient oral or written status reports to make CITY reasonably aware of the status of CONTRACTOR’s work on the SERVICES.
I. CONTRACTOR understands and agrees that CITY may, in CITY’s sole discretion, refuse to pay CONTRACTOR for that portion of CONTRACTOR's SERVICES which were performed by CONTRACTOR on the project prior to the termination date and which remain unacceptable and/or not useful to CONTRACTOR as of the termination date.
J. CITY will pay CONTRACTOR for SERVICES actually completed prior to the receipt of the termination notice or otherwise completed in accordance with the notice of termination. The final payment to the CONTRACTOR after termination for convenience shall be limited to amounts due and owing under the AGREEMENT at time of termination, including the following:
K. The cost of settling and paying valid claims arising out of the termination of the SERVICES such as subcontractor agreements or contracts for materials; #13..
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6 L. The AGREEMENT price allocable to the portion of the SERVICES properly performed or goods supplied to the work site by the CONTRACTOR as of the date of termination, as determined in accordance with the notice of termination, reduced by any sums previously paid to the CONTRACTOR for such SERVICES.
12. COMPLIANCE WITH ALL LAWS:
CONTRACTOR hereby agrees that CONTRACTOR and its subcontractors, if any, in the performance of the SERVICES described herein, will comply with all federal, state, county and municipal laws, rules and regulations which may be applicable to the work herein contracted for, whether now in existence or hereafter adopted.
13. FAILURE TO PERFORM SATISFACTORY WORK:
It is agreed and understood that if the CONTRACTOR fails to perform the SERVICES as specified herein, CITY's representative may:
A. Consent to accept such unsatisfactory service with an appropriate adjustment in contract price, based on established cost factors,
B. Have such required work done by CITY forces or otherwise, and charge the cost thereof to the CONTRACTOR, or
C. Recommend termination of AGREEMENT between said the CONTRACTOR and the City of Modesto.
Those discrepancies and deficiencies in the SERVICES that remain uncorrected after the date set for correction may be the necessary justification for a billing adjustment in the month following the occurrence. Unless otherwise negotiated, billing adjustments for this incomplete or uncorrected work shall be permanent retention of 100% of the estimated monthly cost for the SERVICES not corrected or completed.
14. ASSIGNMENT OF RIGHTS:
The CONTRACTOR offers and agrees, and will require all subcontractors and suppliers to agree, to assign to the CITY all rights, title, and interest in and to all causes of action it and they may have under Section 4 of the Clayton Act (15 United States code, Section 15) or under the Cartwright Act (Business and Professions Code, Section 16700 et seq.), arising from the acquisition of goods, services, or materials pursuant to this AGREEMENT or any allowed subcontract. The assignment made by CONTRACTOR and all assignments made by subcontractors and suppliers shall be made and become effective at the time the CITY makes final payment to the CONTRACTOR, without further acknowledgment by the parties (Government Code, Sections 4550-4554).
15. CITY PROCESS/PROCEDURE APPROVALS:
CITY approval of any process or procedure shall not relieve CONTRACTOR of its responsibility to furnish the required SERVICES meeting all specifications contained herein. #13..
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7 16. CONTRACTOR'S RESPONSIBILITY FOR DAMAGES:
If CONTRACTOR damages any property belonging to the CITY or a third party, the CONTRACTOR will be required to make repairs immediately, at CONTRACTOR’s sole cost and expense, to the satisfaction of the CITY. In the event that CONTRACTOR fails to perform the necessary repairs, the CITY may either retain from the money due to CONTRACTOR an amount sufficient to repair the damage or perform the repairs and send an invoice to the CONTRACTOR for such costs, which shall be paid within thirty (30) days.
17. NOTICES:
Any notice, payment or instrument required or permitted by this AGREEMENT to be given or delivered to either party shall be deemed to have been received when personally delivered, or one calendar week following deposit of the same in any United States Post Office, registered or certified mail, postage prepaid, addressed as follows:
CONTRACTOR: Pacific Storage Company
Attention: Archie Strauman
3439 Brookside Rd Suite 206
Stockton, CA 95201
(209) 320-6600
[email protected]
CITY: City of Modesto
Purchasing Division
Attention: Carol Wattle
P.O. Box 642
Modesto, CA 95353
(209) 577-5405 [email protected]
Each party may change its address for delivery of notice by delivering written notice of such change of address to the other party.
18. SIGNATORY(IES) FOR CONTRACTOR:
Each signatory for CONTRACTOR below warrants and represents that it is legally competent to, and has full authority to, execute the AGREEMENT.
19. QUANTITIES:
No minimum or maximum is guaranteed or implied.
20. FUNDING:
All annual extensions are based upon continuous funding for that purpose by the City Council. Failure to fund any annual extension shall result in an immediate termination of the AGREEMENT without redress. #13..
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8 21. OTHER GOVERNMENT/PUBLICLY FUNDED AGENCIES:
If mutually agreeable to all parties, the issuance of any resultant contract/purchase order referencing these specifications and modified by mutual agreement between all parties may be extended to other government or publicly funded agencies. It shall be understood that all terms and conditions as specified herein shall apply.
22. NON-DISCRIMINATION:
A. During the performance of this AGREEMENT, CONTRACTOR and any allowed subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, color, ancestry, religion, sex, national origin, marital status, age, medical condition (cancer related), physical handicap (including AIDS), sexual orientation, or any other basis prohibited by Federal or California law. Equal employment opportunity extends, but is not limited to recruitment, compensation, benefits, layoff, termination, and all other conditions of employment.
The CONTRACTOR and any allowed subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. The CONTRACTOR and any allowed subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code, Title 2, and Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12900, set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code are incorporated into this contract by reference and made a part hereof as if set forth in full.
B. The CONTRACTOR and any allowed subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
C. The CONTRACTOR shall include the nondiscrimination and compliance provisions of this clause in any allowed subcontracts to perform SERVICES.
D. The CONTRACTOR shall permit access by representatives of the Department of Fair Employment and Housing and the CITY upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or CITY shall require to ascertain compliance with this AGREEMENT.
E. By executing this AGREEMENT, CONTRACTOR certifies that it shall follow and be in compliance with the Americans with Disabilities Act of 1990, the applicable administrative requirements promulgated in response thereto, and any other applicable Federal laws and regulations relating to handicap discrimination and participation and will continue to do so for at least the duration of the AGREEMENT and any extensions thereof. #13..
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9 23. CONTRACTOR LICENSES & PERMITS:
CONTRACTOR warrants and represents that it possesses and shall maintain all licenses and shall secure and maintain all necessary permits necessary to perform the SERVICES.
24. RECORDS:
All final versions of reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that CONTRACTOR prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the CITY. CONTRACTOR hereby agrees to deliver those documents to the CITY upon termination of the AGREEMENT, and the CITY may use, reuse or otherwise dispose of the documents without CONTRACTOR’s permission. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this AGREEMENT are prepared specifically for the City and are not necessarily suitable for any future or other use.
25. FACILITIES AND EQUIPMENT:
Except as set forth herein, CONTRACTOR shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this AGREEMENT. CITY shall make available to CONTRACTOR only the facilities and equipment listed in EXHIBIT “A” and “B”, and only under the terms and conditions set forth herein.
26. INDEPENDENT CONTRACTOR; NOT AGENT:
At all times during the term of this AGREEMENT, CONTRACTOR shall be an independent contractor and shall not be an employee of CITY. CITY shall have the right to control CONTRACTOR only insofar as the results of CONTRACTOR’s services rendered pursuant to this AGREEMENT. Except as City may specify in writing, CONTRACTOR shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent. CONTRACTOR shall have no authority, express or implied, pursuant to this AGREEMENT to bind City to any obligation whatsoever.
27. DRUG FREE WORKPLACE:
CONTRACTOR certifies that it is following and in compliance with Sections 8350 8355 of Chapter 5.5 of the Government Code, Drug Free Workplace Act whereby each person or organization awarded a contract/purchase order or grant for the procurement of any property or service from any state agency (city) shall certify to the contracting or granting agency that it will provide a drug free workplace.
28. ASSIGNMENT:
Neither this AGREEMENT nor any SERVICES hereunder shall be subcontracted or assigned by CONTRACTOR without the prior written consent of the CITY in each and every instance. #13..
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10 29. WAIVER:
The waiver by any party to this AGREEMENT of a breach of any provision hereof shall be in writing and shall not operate or be construed as a waiver of any other or subsequent breach hereof unless specifically stated in writing.
30. HEADINGS NOT CONTROLLING:
Headings used in the Agreement are for reference purposes only and shall not be considered in construing this AGREEMENT.
31. MISCELLANEOUS:
Time is of the essence in CONTRACTOR’s performance under each provision of this AGREEMENT.
32. ENTIRE AGREEMENT:
This Agreement and its exhibits contain the entire understanding between CONTRACTOR and CITY.
Additional or new terms contained in this AGREEMENT which vary from CONTRACTOR’S bid are controlling and are deemed accepted by CONTRACTOR by performance of any SERVICES or other commencement of performance hereunder. The terms and conditions of the IFB, attached hereto as Exhibit C, are incorporated herein. In the event of a conflict between the IFB and this AGREEMENT, this AGREEMENT shall control. All previous bids, offers and communications related to this Agreement, whether oral or written, are hereby superseded except to the extent that they have been incorporated into this Agreement. No future waiver or exception to any of the terms, conditions, and provisions of this AGREEMENT shall be considered valid unless specifically agreed to in writing by the parties.
33. PARTIAL INVALIDITY:
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way.
IN WITNESS WHEREOF, the CITY OF MODESTO, a municipal corporation, has authorized the execution of this Agreement by its City Manager and attested by its City Clerk under authority of Resolution No. 2026 - _______, adopted by the Council of the City of Modesto on the 12th day of May, 2026 and Pacific Storage Company has caused this Agreement to be duly executed. #13..
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City of Modesto, CA
Finance
DeAnna Christensen, Director of Finance
PO BOX 642, Modesto, CA 95353
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
RESPONSE DEADLINE: December 9, 2025 at 11:00 am
Report Generated: Friday, March 6, 2026
Pacific Storage Company Response
CONTACT INFORMATION
Company:
Pacific Storage Company
Email:
[email protected]
Contact:
Cara Van De Grift
Address:
3439 Brookside Rd
Suite 206
STOCKTON, CA 95201
Phone:
N/A
Website:
www.pacificstorage.com
Submission Date:
Dec 4, 2025 3:07 PM (Pacific Time)
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
ADDENDA CONFIRMATION
No addenda issued
QUESTIONNAIRE
1. Acknowledgements
IFB ACKNOWLEDGEMENT*
Pass
The Bidder submitting acknowledges receipt of the referenced IFB and/or Addenda and offers and agrees to provide the articles and/or services specified on behalf of the Bidder indicated in Bidder’s Bid Forms provided by the City, attached hereto and made a part hereof, this includes any forms for the pricing proposed on the Pricing Schedule.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
PREPARATION OF BIDS*
Pass
Bidder acknowledges that they have quoted price as specified in Bid. No alterations or changes of any kind shall be permitted to the Pricing Schedule as provided. Responses that do not comply shall be subject to rejection in total.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
TAXES AND FREIGHT CHARGES*
Pass
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Bidder acknowledges that:
A. Unless otherwise required and specified in the IFB, the prices quoted herein do not include Sales, Use or other taxes.
B. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by City, will be paid by the City unless expressly included and itemized in the Bid.
C. Amount paid for transportation of property to the City is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping paper shows the consignee as one (1) of the City; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
D. Articles sold to the City are exempt from certain Federal excise taxes. The City will furnish an exemption certificate.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
AWARD*
Pass
Bidder Acknowledges that:
A. Unless otherwise specified by the Bidder or the IFB gives notice of an all-or-none award, the City may accept any item or group of items of any Bid.
B. Bids are subject to acceptance by the City at any time within 45 days of opening, unless otherwise specified in the IFB. A Bidder shall not change its bid if accepted within such time.
C. A valid, agreement based on the sample agreement attached to the IFB and the submitted bid shall be provided, or otherwise furnished, to the successful Bidder within the time for acceptance specified, and such agreement shall be a binding agreement without further action by either party. The agreement shall be interpreted, construed and given effect in all respects according to the laws of the State of California.
By checking the "please confirm" box below, you acknowledge the above statement. #13..
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Confirmed
PATENT INDEMNITY*
Pass
Bidder Acknowledges:
Bidders who do business with the City shall hold the City, its officers, agents and employees, harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or un-patented invention, article or appliance furnished or used in connection with the contract or purchase order.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
SAMPLES*
Pass
Bidder Acknowledges:
Samples of items, when required, shall be furnished free of expense to the City and if not destroyed by test may upon request (made when the sample is furnished), be returned at the Bidder’s expense.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
RIGHTS AND REMEDIES OF CITY FOR DEFAULT*
Pass
Bidder Acknowledges:
A. In the event any item furnished by the Bidder in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by the Bidder with its Bid, the City may reject the same, and it shall #13..
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
thereupon become the duty of the Bidder to reclaim and remove the same forthwith, without expense to the City, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should the Bidder fail, neglect or refuse to do so, the City shall thereupon have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such items. City may deduct from any moneys due or that may there after come due to Bidder, or send an invoice to the Bidder which shall be paid within thirty (30) days, the difference between the prices named in the contract or purchase order and the actual cost thereof to the City. In the event that the Bidder fails to make prompt delivery as specified for any item, the same conditions as to the rights of the City to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government.
B. Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the Bidder.
C. The rights and remedies of the City provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
PAYMENT TERMS AND METHODS*
Pass
BIDDER IS ABLE TO CHOOSE FROM EITHER OF THE FOLLOWING PAYMENT METHODS AND ASSOCIATED TIMINGS:
Option A (Preferred): City of Modesto ePay Payment:
This secure payment methodology is preferred by an increasing number of the City’s suppliers. On Net 30 day timing, you will receive a single-use Master Card number with a detailed remittance for each payment. You will process the payment through your POS/Card terminal. The payment remittance will be sent from [email protected] via email and will contain the following information:
• 16-digit credit card number
• Expiration date
• Security code
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
• Total dollar amount of invoices to be paid
• Invoices reference numbers and corresponding amounts
ePay results in small percentage rebate of 1.0% to the City through the card issuer. That rebate amount will be considered by the City in its evaluation of Bidder’s pricing proposal hereunder. Information about enrolling in MasterCard ePay program can be obtained from the City’s contact listed on the Cover Page of this IFB.
Option B – Manual Check:
On Net 45 Day timing, the City will mail a hardcopy check to Bidder. The payment will be deemed to have been made when the check envelope is mailed via US Postal Service First Class Mail. The timing of the mailing will be at the end of the Net 45 Day period. Additional time should be estimated by the Bidder for the check to be in transit, and to await deposit and clearance by Bidder staff.
Option A (Preferred)
CALIFORNIA GOVERNMENT CODE SECTION 4552*
Pass
Bidder Acknowledges:
In submitting a Bid to the City, the Bidder offers and agrees that if the Bid is accepted, it will assign to the City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of Services, materials, or services by the Bidder for sale to the purchasing body pursuant to the Bid. Such assignment shall be made and become effective at the time the purchasing body tender’s final payment to the Bidder.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
NO GUARANTEE OR WARRANTY*
Pass
#13..
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Bidder Acknowledges that:
The City makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded under a contract or purchase order resulting from this Bid.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
MINOR IRREGULARITIES*
Pass
Bidder Acknowledges that:
The City reserves the right, in its sole discretion, to waive any informalities or minor irregularities in a Bid.
By checking the "please confirm" box below, you acknowledge the above statement.
Confirmed
2. Bidder Company Information
BIDDER COMPANY FULL LEGAL NAME*
Pass
Please provide the full legal name of the Bidder Company on this bid submittal. It may already be provided elsewhere, but please provide here to confirm.
PACIFIC STORAGE COMPANY
BIDDER COMPANY MARKETPLACE (OR DBA) NAME*
Pass
Please provide the Company Marketplace Name or DBA (if applicable). It may already be provided elsewhere, but please provide here to confirm.
#13..
- 477 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
NOTE: If the company is not operating under an additional name or a dba, then you may state "N/A" here.
Pacific Records Management
TYPE OF LEGAL ENTITY*
Pass
Is the Bidder Company a Corporation, Limited Liability Company, Partnership, or Sole Proprietorship? If the Bidder Company is something other than one of the above options, please answer "No" here and you will be asked to provide more information after this question.
Yes
TYPE OF LEGAL ENTITY - SELECT*
Pass
Please select which of the following legal entity options under which the Bidder Company operates.
Corporation
LEGAL ENTITY STATE OF REGISTRATION*
Pass
In which State is the Bidder Company registered?
California
BIDDER COMPANY HEADQUARTERS ADDRESS*
Pass
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- 478 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Please provide the full street address for the headquarters of the Bidder Company. Be sure to include the following:
• Full Street Address
• City
• State
• Country
• Postal Code
3439 Brookside Drive
Stockton
California
USA
95219
BIDDER COMPANY WEBSITE ADDRESS*
Pass
Please provide the full company website address for the Bidder Company. www.pacificstoragecompany.com
CONTACT PERSON DETAILS*
Pass
Please provide the following information for the Contact person for this bid:
• Name
• Title
#13..
- 479 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
• Phone (Office)
• Phone (Mobile)
• Mailing Address (Street Address, City, State, Postal Code) • Fax Number
• Email
Archie Strauman
Vice President
209-320-6600
P.O. Box 334 Stockton, Ca. 95201
209-465-9533
[email protected]
FEDERAL TAXPAYER IDENTIFICATION NUMBER (TIN)*
Pass
Please provide the Bidder Company's Federal Taxpayer Identification Number here. 94-0745450
DUNS & BRADSTREET (DUNS) NUMBER
Pass
Please provide the Bidder Company's Duns & Bradstreet (DUNS) Number here. 484210
BIDDER OFFICER NAMES AND TITLES*
#13..
- 480 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Pass
Please provide the Names and Titles of the Top Three Bidder Officers in the following manner:
• Full Name, Full Title
• Full Name, Full Title
• Full Name, Full Title
A. Richard Steed / Sr. Vice President
B. Archie Strauman / Vice President
C. Peter Foy / Vice President
YEARS IN BUSINESS*
Pass
For how long has the Bidder Company been in business? Please indicate in number of years. 175
CLOSEST BIDDER OFFICE*
Pass
Please provide the address for the Bidder Office closest to the City of Modesto. Please be sure to provide:
• Full Street Address
• City
• State
• Country
• Postal Code
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- 481 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
820 Business Park Drive
Modesto
California
USA
95354
CITY OF MODESTO BUSINESS LICENSE*
Pass
Does the Bidder Company currently possess a valid City of Modesto Business License? NOTE: An answer of "No", does not exclude the bid from potential award as it is not required until the contract begins.
Yes
CITY OF MODESTO BUSINESS LICENSE NUMBER*
Pass
You have indicated that the Bidder Company already possesses a City of Modesto Business License, please provide the business license number here.
0042911
3. City Forms
BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS*
Pass
Does the Bidder have any exceptions, clarifications, or amendments to this IFB, sample agreement, or its associated specifications? #13..
- 482 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Yes
BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS*
Pass
Please download the below documents, complete, and upload. • Bidder_Exceptions,_Clarific...
Bidder_Exceptions,_Clarifications,_Amendments.pdf
BIDDER CUSTOMER REFERENCES*
Pass
Please download the below documents, complete, and upload. • Bidder_Customer_References.pdf
Business_Reference_List_2025.pdf
FINANCIAL INTEREST DISCLOSURE*
Pass
Please download the below documents, complete, and upload. • Financial_Interest_Disclosu...
Financial_Interest_Disclosure__IFB_(4)_Sept_2025_(1).pdf LOCAL VENDOR?*
Pass
Is the Bidder a local vendor as defined by the following requirement? #13..
- 483 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
To qualify as a local Bidder, the Bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.
Yes
SUPPORT OF LOCAL VENDORS*
Pass
Please download the below documents, complete, and upload. • Support_of_Local_Vendors.pdf
Support_of_Local_Vendors_(5).pdf
BIDDER COMPANY HISTORY STATEMENT*
Pass
Please download the below documents, complete, and upload. • Bidder_Company_History_Stat...
Bidder_Company_History_Statement_3.5_Modesto.pdf
BIDDER WARRANTY STATEMENTS*
Pass
Please download the below documents, complete, and upload. • Bidder_Warranty_Statements.pdf
Bidder_Warranty_Statements_(3)_(2).pdf
BIDDER EXPERIENCE AND CERTIFICATIONS*
Pass
#13..
- 484 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Please download the below documents, complete, and upload. • Bidder_Experience_and_Certi...
Bidder_Exceptions,_Clarifications,_Amendments.docx
CALIFORNIA LEVINE ACT DISCLOSURE*
Pass
Please download the below documents, complete, and upload. • Modesto_Levine_Act_Statemen...
Modesto_Levine_Act_Statement_Form_(3).pdf
4. Additional Bid Information
PROVIDE A DETAILED DESCRIPTION OF YOUR COMPANY’S INVENTORY TRACKING SYSTEM, ITS SECURITY LEVELS, AND SERVICE CAPABILITIES, WITH PRICING, IN YOUR BID RESPONSE. *
Pass
Modesto_Customer_Handbook_.pdf
ADDITIONAL INFORMATION (IF NEEDED)
Pass
For any additional information requested or required by any of your previously provided answers or as stated within this IFB please upload the additional documentation here.
No response submitted
SUBMITTAL CONFIRMATION*
Pass
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- 485 -
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Bidder hereby certifies that all information provided within this submittal is accurate to the best of their knowledge and acknowledges that they have provided proof of their authority to submit a proposal on behalf of the stated Company Name committing them to the information contained within said submittal.
By checking the "please confirm" box below, you certify the above statement.
Confirmed
PRICE TABLES
CARTON/BOX/CASE SIZE
Line Item Description Estimated
Quantity
Unit of
Measure
Monthly Rate Total
1 Standard Carton 15 x 12 x 10 3,500 per cubic
feet
$0.25 $875.00
2 Legal Size Carton 24x15x10 250 per cubic
feet
$0.50 $125.00
3 Planner/Blueprint box 150 per cubic
feet
$0.75 $112.50
4 Microfilm/tapes/disks/video/cassette/large planners/blueprint box 8 x 8 x 42 50 per cubic feet
$1.50 $75.00
5 Check Cases 7 x 5 x 18 50 per cubic
feet
$0.25 $12.50
TOTAL $1,200.00
TRANSPORTATION SERVICES
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
1 Standard Pick-up or Delivery (next business day service) 1 per file $4.00 $4.00 2 Minimum Delivery Charge/Pickup 1 per trip $25.00 $25.00 3 Rush Delivery (Same Day Service) 1 surcharge $45.00 $45.00 4 Expedite Delivery (within a 2 Hour delivery) 1 surcharge $95.00 $95.00 5 Fuel Surcharge 1 per trip $5.00 $5.00
TOTAL $174.00
ADDITIONAL SERVICES
Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
1 Carton Pick-up/Delivery 1 EA $4.00 $4.00
2 Permanent Removal 1 EA $10.00 $10.00
3 Carton Destruction 1 EA $7.00 $7.00
4 Cartons Refiled 1 EA $4.00 $4.00
5 File Pick-up/Delivery 1 EA $4.00 $4.00
6 Files Pulled up for Delivery 1 EA $4.00 $4.00
7 New Cartons Added 1 EA $4.00 $4.00
8 Pull Boxes for Delivery 1 EA $4.00 $4.00
#13..
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[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
IFB No. IFB-00024RB
Document Storage Services
[PACIFIC STORAGE COMPANY] RESPONSE DOCUMENT REPORT
Invitation For Bid - Document Storage Services
Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
9 Pull Files for Customer Pick-Up 1 EA $4.00 $4.00
10 Refiles 1 EA $4.00 $4.00
11 Inventory Tracking 1 Monthly $0.00 $0.00
12 Reporting Services 1 Monthly $0.00 $0.00
13 Transition of Documents from Current Vendor (apprx. 4,000 cartons) 1 One-time Charge
$0.00 $0.00
TOTAL $49.00
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BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS
Exceptions to the City of Modesto’s IFB package, sample agreement, and associate specifications are not encouraged and may cause Bidder to be considered not responsible and/or its Bid to be considered not responsive.
Therefore, if no exceptions, clarifications or amendments are proposed by Bidder, it is preferred that Bidder so indicate by typing or writing “Not Applicable” in the Description field in the first item row below. Less preferred, Bidder may indicate no exceptions, clarifications or amendments are proposed by leaving this form out of its’ Bid submission.
Nonetheless, Bidder may request Bid clarifications and exceptions below, if any, sign and submit with your Bid response. Any requested exception, clarification or amendment may not be accepted and may deem the Bidder as non-responsive.
Item # Reference To: Description
Page # Section or
Paragraph #
Bidder Company Name:
Name of Bidder Signatory:
Signature of Bidder Representative:
#13..
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Business Reference List.
Company Name: Bank of Stockton
Address: PO Box 1110
City, State, Zip Code: Stockton, Ca. 95201
Contact Person: Johnathan Klipfel
Email Address: [email protected]
Telephone Number: 209-929-1232
Type of Business: Financial Institute
Date of Service: 01/2016
Annual Contract
Value
$ 22,920.00
Company Name: Stanislaus Superior Court
Address: 800 11th Street
City, State, Zip Code Modesto, Ca. 95354
Contact Person: Brandi Christensen
Email Address: [email protected]
Telephone Number: 209-530-3112
Type of Business: Government
Date of Service: 2015
Annual Contract
Value
$3000.00
Company Name: Downey Brand
Address: 3425 Brookside Rd Suite A,
City, State, Zip Code Stockton, Ca. 95219
Contact Person: Cindy Snook
Email Address: [email protected]
Telephone Number: 209-472-3962
Type of Business: Law Firm
Date of Service: 2000
Annual contract
Value
$6500
Company Name: Yosemite Community College
Address: 2201 Blue Gum Ave
City, State, Zip Code Modesto, Ca. 95356
Contact Person: Lori Williams
Email Address: [email protected]
Telephone Number: 209-575-6521
Type of Business: Education
Date of Service: 2017
Annual Contract
Value
$6900
#13..
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#13..
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FINANCIAL INTEREST DISCLOSURE
Any contract award to result from this IFB process and Bidder’s submission of a Bid therewith will require approval by a majority vote of the City of Modesto’s City Council. In order to have full transparency in any City of Modesto commercial actions, the City Council may not approve an agreement between the City and the Bidder until all person with a direct or indirect financial interest of greater than $2,000 in the Bidder are identified by name.
Bidder must therefore complete this Financial Interest Disclosure Form, listing by name all parties that have a material financial interest in the agreement, contract or development right.
PLEASE NOTE, any Council action that requires a Financial Interest Disclosure cannot be considered by the City Council until the required reporting is made. That means that City Council agenda items without the disclosure will be removed from the Council agenda.
Financial Interest Disclosure to City of Modesto
The Bidder shall identify any person with a financial interest in the Bidder by name, below.
For the purposes of this disclosure, a “Financial Interest” shall have the meaning contained in Modesto Municipal Code section 2-10.02.
Persons having an aggregate economic interest in the Bidder less than two thousand dollars ($2,000.00) at all times prior to final Council action of the proposed contract are not required to be listed on the Financial Interest Disclosure.
Notwithstanding the foregoing, a Financial Interest Disclosure is not required for a Bidder meeting the financial criteria for listing on the New York or the Pacific Stock exchanges unless it is reasonably foreseeable that a City Council decision will increase or decrease that entity's gross revenues or expenses by one million dollars ($1,000,000) or more and the requirements of Modesto Municipal Code Section 2-10.03(h) are satisfied.
It is the legal obligation of all applicants for approval of an agreement or of an application for development rights to verify in writing, under penalty of perjury, that the identity of each person having a material financial interest in the Bidder is true, correct and complete. By signing below, the applicant understands that this information is provided under penalty of perjury, and that intentionally supplying misinformation or deception may result in either invalidation of the agreement or application, or criminal prosecution for misdemeanor violation of the Modesto Municipal Code, or both. Negligent provision of misinformation shall be grounds for invalidation. In accordance with the Modesto Municipal Code, each applicant has a continuing obligation to maintain the truth, accuracy and completeness of the financial interest disclosure information provided below until after final consideration by the City Council of any matter arising out of or relating to the agreement or application. #13..
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Print Names of Persons Having a Financial Interest in Bidder Receiving this Agreement:
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
By signing this document, I agree to the information contained within.
Bidder Company Name:
Name of Bidder Signatory:
Signature of Bidder Representative:
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SUPPORT OF LOCAL VENDORS
Notice Pursuant to Modesto Municipal Code section 8.3-206 - Should the Bidder which submits the lowest responsive Bid (and would otherwise normally qualify to receive the Bid pursuant to Sections 8-3.203 and 8-
3.204 of the Modesto Municipal Code) not be a local business as defined herein, the lowest Bid or quote submitted by a local business that is within five percent (5%) of the lowest Bid or quote, whether or not that Bidder is the second lowest Bidder, may be deemed to be the lowest Bidder if the local Bidder agrees to reduce its Bid to match the Bid of the lowest Bidder in writing within five business days after notification by City Purchasing staff, provided that said local Bidder is deemed to be a responsible Bidder as determined by the Purchasing Manager.
Notwithstanding the foregoing, award to the local Bidder must still be approved by the City Council as would have the typical award.
To qualify as a local Bidder, the Bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.
This document is only required should the Bidder request to be considered for the Support of Local Vendor preference, and meets the criteria noted above.
Check here:
☐ I declare I am a local business per the above criteria Bidder Company Name:
City of Modesto Address
(Street, City, State, Postal Code:
City of Modesto Business License Number:
Under penalty of perjury, the undersigned declares that the foregoing information is true and correct:
Print/Type Name:
Title:
Signature:
Date:
#13..
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BIDDER COMPANY HISTORY STATEMENT
Bidder shall have been in business for a minimum of three continuous years (immediately prior to the time of the City’s solicitation) providing the services described in this Invitation for Bids (IFB).
The Bidder’s company history overview statement shall be approximately one to three pages in length and inserted below:
Bidder Company Legal Name: Insert Bidder Logo Here (if existent):
Insert Bidder Company History Overview Statement Beginning Here:
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BIDDER WARRANTY STATEMENTS
As a material part of its Bid, Bidder shall insert below a written statement detailing any materials and workmanship warranties, terms and conditions in conformance with the specifications and requirements set forth in this IFB.
Notwithstanding any other provisions of this IFB, Bidder warrants that the materials, supplies, or other services furnished under any contract or purchase order resulting from its Bid shall be on the most suitable grade and meet or exceed the standards set forth in this IFB. Such warranty shall include the following; performance, workmanship, labor, materials, and Bidder design or engineering contributions. If a defect is discovered in any item of the materials, assemblies, components, supplies or services covered in this Bid, Bidder shall correct at its sole expense, all such defects as are reported within 30 days of City’s final acceptance. Upon expiration of the applicable warranty period, all such liability shall terminate except for fraud or such gross mistakes as amount to fraud, latent defects, or specific failure to comply with the terms or any resultant purchase order.
All materials, parts, labor, assemblies and components shall by subject to the warranty conditions and terms unless specifically exempted in writing by the City of Modesto.
Bidder Company Legal Name: Insert Bidder Logo Here (if existent):
Insert Bidder Warranty Statement Beginning Here:
#13..
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BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS
Exceptions to the City of Modesto’s IFB package, sample agreement, and associate specifications are not encouraged and may cause Bidder to be considered not responsible and/or its Bid to be considered not responsive.
Therefore, if no exceptions, clarifications or amendments are proposed by Bidder, it is preferred that Bidder so indicate by typing or writing “Not Applicable” in the Description field in the first item row below. Less preferred, Bidder may indicate no exceptions, clarifications or amendments are proposed by leaving this form out of its’ Bid submission.
Nonetheless, Bidder may request Bid clarifications and exceptions below, if any, sign and submit with your Bid response. Any requested exception, clarification or amendment may not be accepted and may deem the Bidder as non-responsive.
Item # Reference To: Description
Page # Section or
Paragraph #
Bidder Company Name:
Name of Bidder Signatory:
Signature of Bidder Representative:
#13..
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California Levine Act Disclosure
California Government Code Section 84308, also known as the "Levine Act", prohibits City “officers” from participating in any action related to a license, permit, or other entitlement for use (a “proceeding”) if such member accepts, solicits, or directs political contributions from a party to the proceeding or their agent totaling more than $500 while the proceeding is pending before the agency, and for twelve (12) months following the date a decision concerning the proceeding has been made. The Levine Act also requires disclosure of such contribution by a party to the proceeding.
Section 84308(a)(4) of the Levine Act defines an "officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency of officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position; (2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4)Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Modesto City Council Board Members can be found online at: Modesto City Council https://modestogov.com/706/Council-Members (modestogov.com). The party making this certification is responsible for determining whether a recipient of a political contribution is a City officer prior to answering the following questions:
1. Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City officer, in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
2. Do you, or your company, or any agent on behalf of you or your company, anticipate or plan to make any political contribution of more than $500 to any City officer in the twelve (12) months following any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
#13..
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Answering YES to either of the questions above does not preclude the City of Modesto from awarding a contract to your firm or taking any subsequent action related to the contract. It may, however, preclude the identified City officer from participating in any actions related to such contract.
HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
_________________ _____________________________
Date Signature of authorized individual
_____________________________
Company/Applicant Name
#13..
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CUSTOMER HANDBOOK
AN EASY TO USE REFERENCE GUIDE
This New Customer Handbook is the property of Pacific Records Management. Because it contains confidential information proprietary to Pacific Records Management, no copies may be made of the contents herein nor should the contents be disclosed to anyone outside of your company without permission from an officer of Pacific Records Management.
#13..
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2 Table of Contents
Preparing New Boxes...........................................................................................3 Cartons.......................................................................................................3 Barcode labels............................................................................................3 Packing Guidelines....................................................................................4 Inventorying...............................................................................................4 How to order boxes or files for pick up or delivery...........................................5 Email ..........................................................................................................5 Fax..............................................................................................................5 Internet .......................................................................................................5 Phone..........................................................................................................5 Levels of Delivery Service........................................................................5 Container/File Reports..........................................................................................6 General Pacific Records Management Information ..........................................7 #13..
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3 How to Prepare New Boxes going into the PRM System
Cartons:
We strongly recommend you use standard record cartons (10" high, 12" wide and 15" deep).
They were developed specifically for records, because they can easily fit letter-sized files, legal-sized files, and computer reports (if you place them face down). They are also easy to transport and carry.
Pacific Records Management sells a sturdy records carton and will deliver them (lids included) to your desk.
If you have existing records boxed up in any odd-sized carton, we will accept them as long as the cartons are in good condition and sturdy enough so they will hold together over time. If boxes are damaged or inadequate, the contents will need to be re-boxed. Pacific Records Management will perform this service for you upon request.
If you need an odd-sized carton for a specific purpose, please call us. We work with several box manufacturers, and can usually find cartons that will meet most any need. (There is often a minimum order size for odd-sized cartons.)
Bar Code Labels:
Pacific Records Management provides you with bar code labels free of charge upon request.
Please place a Pacific Records Management bar code label on the front of each container (where the hand holes are). Make sure not to place the label so high that it gets covered by the lid.
Packing Guidelines:
#13..
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4 We strongly recommend that you do not put hanging (Pendaflex) files in your boxes. They are expensive and should be re-used. They also tear down the carton over time, so that the contents must eventually be re-boxed.
Please do not overpack your cartons. When boxes are over-stuffed, they tend to degrade quickly and fall apart. The lid must fit flat on the top of the carton, with no hump.
Inventorying:
It is important that any new boxes that come into the PRM system be inventoried and barcoded prior to pick up. Your company may use any inventory tracking system you would like. If these forms are provided back to PRM in a hard copy format a copy will be stored in your file for back up.
PRM will be happy to perform the inventory process for your organization down to the box or file level for additional fees.
How to order boxes or files for pick up or delivery
There are several different ways to order files for pickup and delivery. You can order these services in the following manners:
Internet:
The most efficient method to manage your inventory is through our Web interface called RSWEB. With RSWeb, you have control over your own stored records – even though they are stored off-site. RSWeb allows you to access your record center's RS-SQL® database and perform many tasks yourself, eliminating telephone calls and miscommunications. Through RSWeb and your Internet connection, you can order services, check the status of your orders, and update the information associated with your stored items.
Contact us for your User ID and password.
Email:
When ordering services by email please email [email protected] and let us know the services you would like. We will need the barcode information.
Fax:
When ordering services by fax, please utilize the attached referenced form and fax to (209) 546-7758 and let us know the services you would like. We will need the barcode information. #13..
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5 Levels of Delivery/Pick up Service:
Standard Service Next business day delivery or pick up
Rush Service Same day service during standard working hours if ordered by 11:00 am. 5 items per order maximum
Expedite Service 2 hour. service during standard working hours if ordered by 3:00 pm. 5 items per order maximum
Container/File Reports
Our RS-SQL System can provide at least 15 different types of standard reports, and has the capability to generate custom reports as well. We can print reports on paper, provide them in email, or on CD
Some of the standard reports available include:
Total Box Inventory in Bar Code Order
Total Box Inventory in Customer Number Order
All Containers Currently Out of the Warehouse
All Containers Scheduled for Destruction (for any period) Containers Added (for any period)
Containers Retrieved (for any period)
Containers Refiled (for any period)
Containers Permanently Removed (for any period)
Containers Destroyed (for any period)
All Files on the System
All Files Currently Out of the Warehouse
Files Added (for any period)
Files Retrieved (for any period)
Files Refiled (for any period)
Files Permanently Removed (for any period)
Files Destroyed (for any period)
Our Custom Report Generator can take the data in our system and present and sort it with complete flexibility. If you are not sure if we can provide a particular report, please ask. #13..
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6 General Pacific Records Management Information
Office Hours Pacific Records Management's order desk is open Monday through Friday from 8:00AM to 5:00PM.
Phone/Fax Numbers Phone: (209-) 320-7771
Fax: (209) 546-7758
Website www.pacific-records.com
Email Address Records Request: [email protected] Archie Strauman: [email protected]
Location 820 Business Park Drive
Modesto, CA 95354
Stockton Contact
Justine Brown Records Admin- Front Desk
Tessa Marcelo Scanning Admin- Front Desk
Archie Strauman Records / Operations Manager
Affiliations ARMA (Assoc. of Records Managers & Administrators) PRISM (Professional Records Information Services Mgt.)
Fresno Chamber of Commerce
U. S. Chamber of Commerce
NAID (National Association for Information Destruction) #13..
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1 INVITATION FOR BIDS (“IFB”) NO. IFB-00024RB
FOR
DOCUMENT STORAGE SERVICES
BIDS DUE: December 9, 2025 before 11:00 am
CITY OF MODESTO CONTACT: Armando Fabro, Buyer
E-MAIL ADDRESS: [email protected]
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
2 Table Of Contents
NOTICE TO BIDDERS
INSTRUCTIONS TO BIDDERS
VIRTUAL BID OPENING
GENERAL BID REQUIREMENTS
PRICING SCHEDULE
BID SUBMITTAL
TECHNICAL SPECIFICATIONS AND REQUIREMENTS
SAMPLE ANNUAL AGREEMENT - SERVICES-NON-PREVAILING WAGE
EXHIBIT D: INSURANCE REQUIREMENTS FOR MOST CONTRACTS
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
3 NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that the City of Modesto, County of Stanislaus, State of California (“City”), will receive electronic sealed Bids (each, a “Bid”) from qualified Bidders (each, a “Bidder”) for the furnishing of Document Storage Services equipment, materials, supplies and/or related services (the “Services”) for the City of Modesto, Finance Department, Purchasing Division.
All equipment, materials, and supplies shall be furnished F.O.B. City of Modesto (delivery charges borne by Bidder, included in the Services pricing herein, and not separately charged to the City). Bidders are highly recommended to download all IFB documents from the City’s OpenGov Procurement portal at https://procurement.opengov.com/portal/modestogov; such IFB documents shall include all specifications necessary for Bidders to submit a responsive Bid.
Each Bid shall be submitted electronically through the City's OpenGov Procurement portal prior to 11:00 am on Tuesday, December 9, 2025, after which time Bids will be opened, read and recorded. The opening of bids will not be physically open to the public but may be viewed simultaneously via video conferencing in the manner provided for herein. All Bids shall be available for review following City Council award approval at the Purchasing Division, 1010 Tenth Street, 5th Floor, Suite 5300, Modesto, CA 95354.
Bids will be received only in the manner stated above, and prior to the time indicated. Any Bid received at or after said time and/or date, or in a manner other than stated above cannot be considered.
Bids received in any other format will not be accepted. The City of Modesto assumes no responsibility for delay in the upload of documents or final submittal of the Bid. #13..
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
4 INSTRUCTIONS TO BIDDERS
CALENDAR OF EVENTS
IFB Issued: November 12, 2025
Questions Due via City's OpenGov
Procurement portal:
November 19, 2025, 12:00am
Addendum Issued (if required): November 25, 2025
Bid Due Date & Time: December 9, 2025, 11:00am
Approximate Contract Award: June 2026
CITY CONTACT
All questions regarding these specifications, terms, and conditions shall be submitted through the Question & Answer area of the City's OpenGov Procurement portal prior to 12:00 am on Wednesday, November 19, 2025. The City will respond to questions through the OpenGov portal where answers can be found in the Question & Answer tab; however, if a response to a question elicits a change to the bid documents, an addendum will be posted through the OpenGov portal under the Addenda & Notices tab. All contact between Bidder and the City regarding the Bid process shall be through the City Contact. Attempts by the Bidder to contact other City personnel regarding this IFB and associated process may result in disqualification of the Bidder. Notwithstanding the foregoing, information intentionally or unintentionally provided by any person other than the City Contact may not be correct and will not be binding upon the City.
BIDDER FAMILIARITY WITH SERVICE CONDITIONS
It is the responsibility of each Bidder to become familiar with all of the specifications, terms and conditions and the site conditions (if applicable). The Bidder agrees to and acknowledges all IFB specifications, terms, and conditions and indicates the ability to perform by submission of a Bid. By the submission of a Bid, the Bidder certifies that if awarded a contract it will make no claim against the City based upon ignorance of conditions or misunderstanding of the specifications.
PRECEDENCE
Bidder agrees that any agreement resulting from City’s acceptance of its Bid, together with the terms in any City purchase order and associated specifications provided by the City to Bidder therewith, shall comprise the entire agreement between City and Bidder. Moreover, Bidder agrees that any additional or contrary terms contained in Bidder’s acknowledgement of, shall be null and void.
SUBMITTAL OF NO BID
If you are not submitting a Bid, you have the option to submit "No Bid" and state the reason you are not submitting a bid for this particular IFB.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
5 VIRTUAL BID OPENING
The City of Modesto will be broadcasting Bid openings live electronically via Microsoft Teams at 11:00 am (Pacific Time) on Tuesday, December 9, 2025. The City Clerk Record of Proposal document should be available on the City's OpenGov Procurement portal by the end of the same day.
The public Bid opening for this Invitation for Bids will be available using the URL link provided below. By submitting your Bid for the above-stated IFB you acknowledge, understand, and agree to this modified Bid opening procedure.
URL: https://teams.microsoft.com/l/meetupjoin/19%3ameeting_NTI0YzBiMDMtNDQ0Yi00YjNlLWIwZjYtYzg4ZDVjMDdkM2Mz%40thread.v2/0?co ntext=%7b%22Tid%22%3a%22125ccacf-fc61-463c-9976-
189f876ff90b%22%2c%22Oid%22%3a%229715c333-c997-4dd7-8984-12cd4deaa705%22%7d Call-In#: 1 469-998-7409
Conference ID: 961 656 049#
Should you have any questions regarding this, please do not hesitate to contact Armando Fabro. #13..
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
6 GENERAL BID REQUIREMENTS
BID SUBMITTAL
Bidders shall submit electronically through the City's OpenGov Procurement portal. No hard copy bids or bids submitted in any other manner as that prescribed within this IFB will be accepted.
CONFIDENTIAL BIDDER INFORMATION
It is the responsibility of the Bidders to identify information in their Bid submission that they may consider to be confidential under the California Public Records Act. To the extent that the City agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.
BIDDER COSTS INCURRED IN RESPONDING TO IFB
All costs associated with the preparation and submission of a Bid shall be borne by the Bidder.
BIDDER EXCEPTIONS
All exceptions taken to this IFB, and associated specifications shall be specifically and clearly identified on Exceptions, Clarifications and Amendments form. Failure to comply with this provision may deem the Bid as non-responsive. Please review the Sample Agreement and make note on the Exceptions, Clarifications, and Amendments form for any changes. Exceptions taken shall not affect the overall performance and quality of equipment, materials and/or provision of Services required by the City. The Purchasing Manager or designated agent shall make the final decision regarding the acceptability of equipment, materials and/or provision of Services with exceptions.
CITY ACCEPTANCE/REJECTION OF IRREGULAR BIDS
An agreement shall be awarded to the Bidder whose Bid most closely satisfies the needs of the City and is deemed the most advantageous to the City. The City reserves the right to reject any or all Bids or to waive any informalities or minor irregularities in a Bid.
COMPLETE BID DOCUMENT
The following City of Modesto forms provided with this IFB constitute the makeup of a complete Bid document and shall be signed wherever indicated and be submitted to the City as required by this IFB.
Failure to furnish any of these documents or information required within such documents may result in disqualification of Proposer.
• Pricing Schedule
• Bidder Exceptions, Clarifications, Amendments (if applicable) • Bidder Customer References
• Financial Interest Disclosure
• Support of Local Vendors (if applicable)
• Bidder Company History Statement
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
7 • Bidder Warranty Statements
• Bidder Experience and Certifications
• California Levine Act Disclosure
COMPLIANCE/NON-COMPLIANCE
If Bidder cannot comply with a specification requirement in this IFB, note on the Exception, Clarifications, Amendments form of the specification paragraph, your exception, and your recommendation. The Purchasing Manager will evaluate your recommendation. If after evaluation it is determined that the Bidder is not in compliance with the specification, the Bid may be rejected.
PROPOSED PRICING FORMAT
• The cost of labor, equipment, fuel, licenses, bonds, permits, and insurance necessary to perform the required provision of Services shall be included in Bid pricing, along with Bidder’s profit margin and any other cost factors.
• Unless otherwise stated, the Bidder agrees that, in the event of a price decline, the benefit of such lower pricing shall be extended to the City.
• The City of Modesto shall not pay mileage charges or travel time from the Contractor’s place of business to the job site, or from site to site, or for the Contractor’s travel time to pick up materials. • Bidder shall use the pricing schedule provided in this IFB to present Bid pricing. No other form or format shall be accepted. Bid must be submitted on the Pricing Schedule provided. No alterations may be made to the pricing schedule. Any exceptions, amendments or adjustments should be noted on the Exception, Clarification, Amendments Form.
AWARD OF BID
• The City may award one or more agreements to one or more Bidder in order to provide for backup, or in case the “primary” contractor is unable to meet the City’s needs. • The City reserves the right to decline to award any agreement if it is determined that the proposed pricing is not competitively priced based on similar agreements with public agencies within the State of California or if the bids received fail to meet the City’s requirements. • The City reserves the right to select that Bid, which best suits the City’s needs. In addition to price, consideration will be given to the quality and performance of the service to be purchased, and the criteria listed in Modesto Municipal Code Section 8-3.203(f). Regardless of City staff’s recommendation, the City Council reserves the right to award an agreement to the Bidder that best suits the City’s needs as determined by the City Council whether or not said award is consistent with City staff’s recommendation for award.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
8 SUPPORT OF LOCAL VENDORS
Should the Bidder that submits the lowest responsive Bid or and would otherwise normally qualify to receive the Bid pursuant to Sections 8-3.203 and 8-3.204 of the Modesto Municipal Code (MMC) not be a local business as defined herein, the lowest Bid or quote submitted by a local business that is within 5% of the lowest Bid, whether or not that Bidder is the second lowest Bidder, may be deemed to be the lowest Bidder if the local Bidder agrees to reduce its Bid to match the Bid or quote of the lowest Bidder in writing within five business days after notification by City Purchasing staff, provided that said local Bidder is deemed to be a responsible Bidder as determined by the Purchasing Manager. To qualify as a local Bidder, the Bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.
INDEMNITY
The successful Bidder (the “Contractor”) will be required to hold the City, its agents, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, judgements or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising directly or indirectly out of any negligent or intentional act or omission of the Contractor, its agents, officers, employees, and volunteers relating to or during the performance of its obligations under this Bid, except for claims arising from the willful or active negligence of the City. Contractor’s obligation to defend, indemnify, and hold the city, its agents, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement for Contractor to procure and maintain a policy of insurance. With reference to the foregoing, the parties agree that all risk of loss, including but not limited to damages, property losses and defense of third-party suits, arising out of or relation to the operation of Cityowned vehicles by Contractor’s employees will be apportioned to Contractor in accordance with the provisions contained in indemnity.
BIDDER REPRESENTATION
Bidder represents that:
• Bidder has had an opportunity to examine and has examined any and all of the documents, including specifications, any resultant contract and supporting data, and that it has, from the information contained in such documents, specifications, and data, fully acquainted itself with all conditions relevant to the work.
• Bidder has made all reasonable investigations essential to a full understanding of the difficulties which may be encountered in performing the work.
• Bidder will complete the proposed provision of Services for the compensation stated in any resultant agreement.
• Bidder assumes full and complete responsibility for all conditions relevant to the proposed provision of Services and all risks in connection therewith.
• Bidder represents that it is fully qualified to perform the proposed provision of Services in accordance with the terms of any resultant agreement within the time specified therein. #13..
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
9 BID PROTEST AND APPEAL PROCEDURES
Bidders wishing to protest or appeal a contract award decision by the City of Modesto must follow the procedures provided in this section. Protests or appeals which are not submitted in accordance with these procedures will not be reviewed.
Definitions
For the purposes of these procedures: "Days" means working days in which City Hall is open for business, excluding holidays and weekends.
"Bid" includes the term "offer" or "proposal" as used in the context of formal, informal, or negotiated procurements.
"Announced Decision" includes the term “Notice of Intent to Award Letter”. Once the City has issued an Announced Decision, the date noted will begin the time that a Bidder may lodge a protest.
Protest Procedures
• Only a Bidder who has actually submitted a Bid is eligible to submit a protest against the City’s Announced Decision.
• Subcontractors are not eligible to submit bid protests. • A Bidder may not rely on the bid protest submitted by another bidder but must timely pursue its own protest.
• A written protest to an Announced Decision must be made to the City of Modesto's Director of Finance no later than ten days after the date of the Announced Decision. • The protest shall be delivered or sent by registered mail and received by the City by the deadline, or protest will be automatically rejected. Protestors who choose to be represented by legal counsel are responsible for the associated expenses.
• The protest shall be accompanied by a certified cashier's check in the amount of $300.00, (except for protests of Federally Funded agreements), made payable to the Clerk of the City of Modesto. Protests filed without the requisite fee will be rejected without any additional review. • The protest filed with the Director of Finance shall:
a. Include the name, address, email address and business telephone number of the protestor; b. Identify the protest by name, Invitation for Bid (IFB) or Request for Proposal (RFP) number, and IFB/RFP date;
c. The bid protest must contain a complete statement of the basis for the protest and all supporting documentation. The protest must refer to the specific portion or portions of the Contract Documents upon which the protest is based;
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
10 d. Include all supporting documentation, if any. Documentation submitted after filing deadline will not be reviewed.
• Bid Protests: A Bidder shall follow, in order, the following steps:
a. Protest to Director of Finance: Upon receipt of a complete and timely protest, the Director of Finance shall review all the submitted materials and shall create and retain a written record of the review. The Director of Finance shall respond at least generally to each material issue raised in the protest not later than ten days after receipt of the protest. Notice of the Director of Finance's decision may be given by letter mailed through U.S. Postal Service.
All protests to the Director of Finance shall either be delivered to:
City Clerk’s Office
Attn: Director of Finance
1010 Tenth St. Suite 6600
Modesto CA 95354
Or mailed to:
City Clerk’s Office
Attn: Director of Finance
PO Box 642
Modesto CA 95353
b. Appeal to Deputy City Manager: At the protestor’s discretion, the decision of the Director of Finance may be appealed in writing to the City of Modesto's Deputy City Manager(s) no later than ten days after the date of the Director of Finance’s Decision. The scope of the appeal shall be limited by the issues raised in the initial protest to the Director of Finance. The Deputy City Manager shall not be permitted to review any newly raised issues. The Deputy City Manager shall review the appeal, accompanying supporting documents, if any and the written records of the protest review by the Director of Finance. A written record of the Deputy City Manager's review shall be created and maintained. The Deputy City Manager shall give notice of their decision to the protestor within ten days after receipt of appeal.
Further protest appeals shall either be delivered to:
City Clerk’s Office
Attn: Deputy City Manager
1010 Tenth St. Suite 6600
Modesto CA 95354
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
11 Or mailed to:
City Clerk’s Office
Attn: Deputy City Manager
PO Box 642
Modesto CA 95353
c. Appeal to City Council: Any protestor seeking to appeal to the decision of the Deputy City Manager may appeal in writing to the City Council by filing with the City Clerk a written notice of such appeal not later than ten days after the date of the Deputy City Manager's decision. The City Clerk will calendar the protest for Council hearing and give notice of the time and place of the hearing as provided in Modesto Municipal Code Sections 1-4.01 through 1-4.05. The City Council’s decision on the appeal shall be final.
All protest appeals to the City Council shall either be delivered to:
City Clerk’s Office
Attn: City Council
1010 Tenth St. Suite 6600
Modesto CA 95354
Or mailed to:
City Clerk’s Office
Attn: City Council
PO Box 642
Modesto CA 95353
d. Optional Alternative Process for Protests of Procurement Actions Exceeding $250,000: A Bidder protesting procurements exceeding $250,000 shall comply with the procedures contained herein, except that in lieu of appeal to the Deputy City Manager a protestor may request that the protest be heard and decided at an administrative hearing.
A written request for administrative hearing shall be accompanied by a certified or cashier's check in the amount of $1,500, (except for protests of Federally Funded projects); The request for hearing shall include the specific grounds of the appeal.
The City of Modesto shall select and engage an impartial and qualified person to act as hearing officer in the pending protest. The protestor shall have the right to twice reject the selected hearing officer, provided that the City is notified of such rejection within three days of notice to protestor of the name of the hearing officer.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
12 The protest shall be heard not later than twenty days after receipt of protestor's request for hearing and the selection of a hearing officer. Protests not made in a timely manner shall be deemed withdrawn, unless the City and the protestor mutually agree otherwise in writing. The protestor’s failure to accept a hearing officer after the third attempt by City staff to identify an impartial hearing officer shall be deemed a withdrawal of the protest.
The costs of the hearing officer and expenses of the protest shall be borne by the protestor. The sums deposited with the request for hearing shall be credited to the costs of the hearing officer and other hearing expenses.
e. Mandatory Alternative Process for Protests of Procurements Obtained with Federal Funds: If the protested procurement involves federal funds, the Deputy City Manager, City Council, or hearing officer shall give notice, accompanying their respective decisions, to the protestor that he or she has the right to appeal to the appropriate federal agency, for which an agency name, contact (where available) and address shall be provided by City staff. Such an appeal shall be filed with the appropriate agency within seven business days of the dispatch or rejection notices to the protestor. Federal agencies may entertain protests alleging that the City has failed to adopt written protest procedures or has failed to follow such procedures. The City Council is the highest authority of the City of Modesto, and its decisions are final. A disappointed Bidder for a contract involving expenditures of Federal funds shall have the right to appeal the City Council decision directly to the federal agency as described herein. #13..
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
13 PRICING SCHEDULE
All labor, materials, equipment, tools, fuel, licenses, insurance and other expenses necessary for Bidder to perform the required services shall be included in Bid pricing. Bid must be submitted on the below Pricing Schedule provided. No alterations should be made to the pricing schedule. Any exceptions, amendments or adjustments should be noted on the Bidder Exceptions, Clarifications, Amendments Form.
ESTIMATED ANNUAL QTY x UNIT PRICE= TOTAL
**In case of discrepancy between a unit price and an total price, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner.**
CARTON/BOX/CASE SIZE
Line
Item
Description Estimated
Quantity
Unit of
Measure
Monthly
Rate
Total
1 Standard Carton 15 x 12 x 10 3,500 per cubic
feet
2 Legal Size Carton 24x15x10 250 per cubic
feet
3 Planner/Blueprint box 150 per cubic
feet
4 Microfilm/tapes/disks/video/cassette/large
planners/blueprint box 8 x 8 x 42
50 per cubic
feet
5 Check Cases 7 x 5 x 18 50 per cubic
feet
TOTAL
TRANSPORTATION SERVICES
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
14 Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
1 Standard Pick-up or Delivery (next
business day service)
1 per file
2 Minimum Delivery Charge/Pickup 1 per trip
3 Rush Delivery (Same Day Service) 1 surcharge
4 Expedite Delivery (within a 2 Hour
delivery)
1 surcharge
5 Fuel Surcharge 1 per trip
TOTAL
ADDITIONAL SERVICES
Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
1 Carton Pick-up/Delivery 1 EA
2 Permanent Removal 1 EA
3 Carton Destruction 1 EA
4 Cartons Refiled 1 EA
5 File Pick-up/Delivery 1 EA
6 Files Pulled up for Delivery 1 EA
7 New Cartons Added 1 EA
8 Pull Boxes for Delivery 1 EA
9 Pull Files for Customer Pick-Up 1 EA
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
15 Line Item Description Estimated
Quantity
Unit of
Measure
Cost Total
10 Refiles 1 EA
11 Inventory Tracking 1 Monthly
12 Reporting Services 1 Monthly
13 Transition of Documents from
Current Vendor (apprx. 4,000
cartons)
1 One-time
Charge
TOTAL
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
16 BID SUBMITTAL
Bidder’s submission should include all City of Modesto forms as provided. If any form is not applicable, Bidder should write or type “Not Applicable” on it but still include the form in your submission. Before submitting the forms, make sure to review the forms to avoid submitting duplicate forms.
ACKNOWLEDGEMENTS
IFB ACKNOWLEDGEMENT*
The Bidder submitting acknowledges receipt of the referenced IFB and/or Addenda and offers and agrees to provide the articles and/or services specified on behalf of the Bidder indicated in Bidder’s Bid Forms provided by the City, attached hereto and made a part hereof, this includes any forms for the pricing proposed on the Pricing Schedule.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
PREPARATION OF BIDS*
Bidder acknowledges that they have quoted price as specified in Bid. No alterations or changes of any kind shall be permitted to the Pricing Schedule as provided. Responses that do not comply shall be subject to rejection in total.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
TAXES AND FREIGHT CHARGES*
Bidder acknowledges that:
A. Unless otherwise required and specified in the IFB, the prices quoted herein do not include Sales, Use or other taxes.
B. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by City, will be paid by the City unless expressly included and itemized in the Bid.
C. Amount paid for transportation of property to the City is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping paper shows the consignee as one (1) of the City; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
D. Articles sold to the City are exempt from certain Federal excise taxes. The City will furnish an exemption certificate.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
17 By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
AWARD*
Bidder Acknowledges that:
A. Unless otherwise specified by the Bidder or the IFB gives notice of an all-or-none award, the City may accept any item or group of items of any Bid.
B. Bids are subject to acceptance by the City at any time within 45 days of opening, unless otherwise specified in the IFB. A Bidder shall not change its bid if accepted within such time.
C. A valid, agreement based on the sample agreement attached to the IFB and the submitted bid shall be provided, or otherwise furnished, to the successful Bidder within the time for acceptance specified, and such agreement shall be a binding agreement without further action by either party. The agreement shall be interpreted, construed and given effect in all respects according to the laws of the State of California.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
PATENT INDEMNITY*
Bidder Acknowledges:
Bidders who do business with the City shall hold the City, its officers, agents and employees, harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or un-patented invention, article or appliance furnished or used in connection with the contract or purchase order.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
SAMPLES*
Bidder Acknowledges:
Samples of items, when required, shall be furnished free of expense to the City and if not destroyed by test may upon request (made when the sample is furnished), be returned at the Bidder’s expense.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
18 ☐ Please confirm
*Response required
RIGHTS AND REMEDIES OF CITY FOR DEFAULT*
Bidder Acknowledges:
A. In the event any item furnished by the Bidder in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by the Bidder with its Bid, the City may reject the same, and it shall thereupon become the duty of the Bidder to reclaim and remove the same forthwith, without expense to the City, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should the Bidder fail, neglect or refuse to do so, the City shall thereupon have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such items. City may deduct from any moneys due or that may there after come due to Bidder, or send an invoice to the Bidder which shall be paid within thirty (30) days, the difference between the prices named in the contract or purchase order and the actual cost thereof to the City. In the event that the Bidder fails to make prompt delivery as specified for any item, the same conditions as to the rights of the City to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government.
B. Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the Bidder.
C. The rights and remedies of the City provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
PAYMENT TERMS AND METHODS*
BIDDER IS ABLE TO CHOOSE FROM EITHER OF THE FOLLOWING PAYMENT METHODS AND ASSOCIATED TIMINGS:
Option A (Preferred): City of Modesto ePay Payment:
This secure payment methodology is preferred by an increasing number of the City’s suppliers. On Net 30 day timing, you will receive a single-use Master Card number with a detailed remittance for each payment. You will process the payment through your POS/Card terminal. The payment remittance will be sent from [email protected] via email and will contain the following information:
• 16-digit credit card number
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
19 • Expiration date
• Security code
• Total dollar amount of invoices to be paid
• Invoices reference numbers and corresponding amounts
ePay results in small percentage rebate of 1.0% to the City through the card issuer. That rebate amount will be considered by the City in its evaluation of Bidder’s pricing proposal hereunder. Information about enrolling in MasterCard ePay program can be obtained from the City’s contact listed on the Cover Page of this IFB.
Option B – Manual Check:
On Net 45 Day timing, the City will mail a hardcopy check to Bidder. The payment will be deemed to have been made when the check envelope is mailed via US Postal Service First Class Mail. The timing of the mailing will be at the end of the Net 45 Day period. Additional time should be estimated by the Bidder for the check to be in transit, and to await deposit and clearance by Bidder staff. ☐ Option A (Preferred)
☐ Option B
*Response required
CALIFORNIA GOVERNMENT CODE SECTION 4552*
Bidder Acknowledges:
In submitting a Bid to the City, the Bidder offers and agrees that if the Bid is accepted, it will assign to the City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of Services, materials, or services by the Bidder for sale to the purchasing body pursuant to the Bid. Such assignment shall be made and become effective at the time the purchasing body tender’s final payment to the Bidder.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
NO GUARANTEE OR WARRANTY*
Bidder Acknowledges that:
The City makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded under a contract or purchase order resulting from this Bid.
By checking the "please confirm" box below, you acknowledge the above statement. #13..
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DOCUMENT STORAGE SERVICES
20 ☐ Please confirm
*Response required
MINOR IRREGULARITIES*
Bidder Acknowledges that:
The City reserves the right, in its sole discretion, to waive any informalities or minor irregularities in a Bid.
By checking the "please confirm" box below, you acknowledge the above statement. ☐ Please confirm
*Response required
BIDDER COMPANY INFORMATION
BIDDER COMPANY FULL LEGAL NAME*
Please provide the full legal name of the Bidder Company on this bid submittal. It may already be provided elsewhere, but please provide here to confirm.
*Response required
BIDDER COMPANY MARKETPLACE (OR DBA) NAME*
Please provide the Company Marketplace Name or DBA (if applicable). It may already be provided elsewhere, but please provide here to confirm.
NOTE: If the company is not operating under an additional name or a dba, then you may state "N/A" here.
*Response required
TYPE OF LEGAL ENTITY*
Is the Bidder Company a Corporation, Limited Liability Company, Partnership, or Sole Proprietorship? If the Bidder Company is something other than one of the above options, please answer "No" here and you will be asked to provide more information after this question. ☐ Yes
☐ No
*Response required
When equals "Yes"
TYPE OF LEGAL ENTITY - SELECT*
Please select which of the following legal entity options under which the Bidder Company operates. #13..
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21 ☐ Corporation
☐ Limited Liability Company
☐ Partnership
☐ Sole Proprietorship
*Response required
When equals "Yes"
LEGAL ENTITY STATE OF REGISTRATION*
In which State is the Bidder Company registered?
*Response required
When equals "No"
TYPE OF LEGAL ENTITY - OTHER*
You have indicated that the Bidder Company does not operate as a Corporation, a Limited Liability Company, a Partnership, or as a Sole Proprietorship. Please explain and be sure to note which State the Bidder Company is registered/established.
*Response required
BIDDER COMPANY HEADQUARTERS ADDRESS*
Please provide the full street address for the headquarters of the Bidder Company. Be sure to include the following:
• Full Street Address
• City
• State
• Country
• Postal Code
*Response required
BIDDER COMPANY WEBSITE ADDRESS*
Please provide the full company website address for the Bidder Company. *Response required
CONTACT PERSON DETAILS*
Please provide the following information for the Contact person for this bid:
• Name
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22 • Title
• Phone (Office)
• Phone (Mobile)
• Mailing Address (Street Address, City, State, Postal Code) • Fax Number
• Email
*Response required
FEDERAL TAXPAYER IDENTIFICATION NUMBER (TIN)*
Please provide the Bidder Company's Federal Taxpayer Identification Number here. *Response required
DUNS & BRADSTREET (DUNS) NUMBER
Please provide the Bidder Company's Duns & Bradstreet (DUNS) Number here.
BIDDER OFFICER NAMES AND TITLES*
Please provide the Names and Titles of the Top Three Bidder Officers in the following manner:
• Full Name, Full Title
• Full Name, Full Title
• Full Name, Full Title
*Response required
YEARS IN BUSINESS*
For how long has the Bidder Company been in business? Please indicate in number of years. *Response required
CLOSEST BIDDER OFFICE*
Please provide the address for the Bidder Office closest to the City of Modesto. Please be sure to provide:
• Full Street Address
• City
• State
• Country
• Postal Code
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23 *Response required
CITY OF MODESTO BUSINESS LICENSE*
Does the Bidder Company currently possess a valid City of Modesto Business License? NOTE: An answer of "No", does not exclude the bid from potential award as it is not required until the contract begins.
☐ Yes
☐ No
*Response required
When equals "Yes"
CITY OF MODESTO BUSINESS LICENSE NUMBER*
You have indicated that the Bidder Company already possesses a City of Modesto Business License, please provide the business license number here.
*Response required
CITY FORMS
BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS*
Does the Bidder have any exceptions, clarifications, or amendments to this IFB, sample agreement, or its associated specifications?
☐ Yes
☐ No
*Response required
When equals "Yes"
BIDDER EXCEPTIONS, CLARIFICATIONS, AMENDMENTS*
Please download the below documents, complete, and upload. • Bidder_Exceptions,_Clarific...
*Response required
BIDDER CUSTOMER REFERENCES*
Please download the below documents, complete, and upload. • Bidder_Customer_References.pdf
*Response required
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24 FINANCIAL INTEREST DISCLOSURE*
Please download the below documents, complete, and upload. • Financial_Interest_Disclosu...
*Response required
LOCAL VENDOR?*
Is the Bidder a local vendor as defined by the following requirement? To qualify as a local Bidder, the Bidder must have a physical business location within the City of Modesto and a current City of Modesto business license.
☐ Yes
☐ No
*Response required
When equals "Yes"
SUPPORT OF LOCAL VENDORS*
Please download the below documents, complete, and upload. • Support_of_Local_Vendors.pdf
*Response required
BIDDER COMPANY HISTORY STATEMENT*
Please download the below documents, complete, and upload. • Bidder_Company_History_Stat...
*Response required
BIDDER WARRANTY STATEMENTS*
Please download the below documents, complete, and upload. • Bidder_Warranty_Statements.pdf
*Response required
BIDDER EXPERIENCE AND CERTIFICATIONS*
Please download the below documents, complete, and upload. • Bidder_Experience_and_Certi...
*Response required
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25 CALIFORNIA LEVINE ACT DISCLOSURE*
Please download the below documents, complete, and upload. • Modesto_Levine_Act_Statemen...
*Response required
ADDITIONAL BID INFORMATION
PROVIDE A DETAILED DESCRIPTION OF YOUR COMPANY’S INVENTORY TRACKING SYSTEM,
ITS SECURITY LEVELS, AND SERVICE CAPABILITIES, WITH PRICING, IN YOUR BID RESPONSE. *
*Response required
ADDITIONAL INFORMATION (IF NEEDED)
For any additional information requested or required by any of your previously provided answers or as stated within this IFB please upload the additional documentation here.
SUBMITTAL CONFIRMATION*
Bidder hereby certifies that all information provided within this submittal is accurate to the best of their knowledge and acknowledges that they have provided proof of their authority to submit a proposal on behalf of the stated Company Name committing them to the information contained within said submittal.
By checking the "please confirm" box below, you certify the above statement. ☐ Please confirm
*Response required
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DOCUMENT STORAGE SERVICES
26 TECHNICAL SPECIFICATIONS AND REQUIREMENTS
BACKGROUND
The City of Modesto must complete a formal bidding process to secure off-site storage for its documents. The selected Contractor should have the capacity to store approximately 4,000 boxes at the onset of the agreement.
The City intends to add more boxes to the Contractor's facility during the agreement period as defined in the City Records Retention Policy. The Contractor must accommodate the additional boxes at the rates offered for the agreement term.
SCOPE OF WORK
The City of Modesto is soliciting bids from companies who provide record storage, retention, and retrieval in order to provide off-site document storage and related services for all City departments. The City’s business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays. As of March 2020, these departments had a combined total approximately 4,000 boxes that will require storage. Additional boxes are anticipated to be added to storage. The majority of the boxes currently stored are standard letter/legal file boxes (15” L x 12” W x 10” H), which are 1.2 cubic feet. Other boxes may include legal size transfer boxes (24” L x 15” W x 10” H, 2.08 cubic feet), planner/blueprint boxes (4” x 4” x 42”), microfilm/tapes/disks/video/cassette storage, large planner/blueprint boxes (8” x 8” x 42”) and check cases (7" x 5" x 18").
A. Record Storage
The Contractor must provide secure off-site storage for City documents and be able to provide enough physical storage capacity for approximately 4,000 boxes at the initiation of the agreement. The City intends to add more boxes to the Contractor's facility during the agreement period. The Contractor must accommodate the additional boxes at the rates offered for the agreement term.
The Contractor must store the City’s boxes and/or files at a single secure facility located within 30 miles of Modesto, CA.
B. Record Pickup and Delivery
The Contractor shall accept and respond to pickup and delivery requests from authorized City staff. The Contractor will deliver requested boxes and/or files during the City’s regular business hours, excluding holidays.
Orders for delivery placed before 3:00 p.m. will be delivered by the next business day. Orders for rush delivery placed before 1:00 p.m. will be delivered within 4 hours. Orders for pickup of new or refile boxes and/or files will be picked up within 2 business days.
Deliveries are to be made to the requested floor in the City building or other City-owned Modesto facilities.
New or refile boxes and/or files for pick up will be picked up from the requesting department’s office unless the department requests pick up from a different location in the building.
Contractor shall combine delivery and pick up of boxes into one trip when requested and shall meet the delivery requirements listed above. Please provide pricing in your response for these services. If additional service options are available please provide those service levels and pricing in your response. #13..
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27 C. Transition Services
For the first two years following the commencement of the agreement, the Contractor must assume full responsibility for the transfer of all of the City’s records stored in locations throughout the City to the Contractor’s facility at no charge. This responsibility includes coordination of pick up with a City appointed point of contact (POC) at each department, and secure transport to the storage facility. Contractor will collaborate with POC to provide a list of services required by each department, which would include but are not limited to, new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the Contractor’s facility or facilities. The Contractor should include in its response the process for acquiring the client’s boxes from the current facility and a time line for the process.
The Contractor will replace damaged boxes during transfer from the City’s current storage to the Contractor’s facilities. Should such damage occur, the Contractor shall furnish a report to the City POC detailing which boxes were damaged and replaced. Upon successful completion of the transfer, the Contractor will supply to the City POC an inventory report of the boxes moved to the new storage facility. This inventory report will list boxes by department name and /or cost center and number of boxes for each department/cost center.
D. Permanent Removal or Destruction Services
The City will require the Contractor to submit pricing for the permanent removal or destruction of specified boxes stored with the Contractor. The Contractor shall be able to provide a secure, permanent removal of such specified boxes and return receipt verification of their destruction to the City. Boxes permanently removed from storage must not appear on subsequent monthly invoices for storage. Any costs or fees associated with permanent removal of boxes must be identified in the Contractor’s bid response.
The Contractor must have the ability to accomplish the certified destruction of records stored at the Contractor’s facility. The certified destruction shall be performed by either shredding or incineration. The Contractor must ensure that confidentiality of all destroyed records is maintained throughout the destruction process. The Contractor will provide a certificate of destruction to the City for those records destroyed. No records shall be destroyed without written approval from the administrator or POC of the City account with the Contractor.
E. Inventory Tracking
The Contractor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web enabled, with adequate security, to provide Internet access to the information by City users, if so requested.
At a minimum, this system must identify each stored box by department, cost center, description, and status (checked in/checked out). Essential data fields include may include: box number, bar code, box size, location, cost center, department, major description, minor description, status, and box history (dates of check out and check in).
The inventory tracking process shall include appropriate logs and receipts for pick-up and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to the City upon request.
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28 The inventory status must be updated within 24 hours of activity.
Provide a detailed description of your company’s Inventory Tracking system, its security levels, and service capabilities, with pricing, in your bid response.
F. Reporting
The Contractor shall provide the following reports to the City upon request:
• Inventory reports for all City boxes stored at the Contractor’s facility. • Detailed reports of the quantity of boxes and/or files by division or departments. • Activity reports including a summary of ordering activity by location, quantity, and order type. • Retrieval activity reports include history for checked out, permanently removed, and destroyed inventory. • Financial reports that provide billing activity for a specified invoice period.
G. Account and Invoicing
The Contractor will provide a monthly invoice to the Accounting Division – Accounts Payable showing a line item for each of the departments’ storage and activity costs. The invoice will include a detailed list of all transactions for each department and a summary page listing division/department totals for each department/cost center. The total monthly cost for each department will be billed to and paid by the City.
H. Secure Storage and Facility Standards
The Contractor’s storage facilities must be within a 30 mile radius of the City of Modesto. The facility shall provide a level of protection consistent with industry standards must meet all applicable and current requirements of the National Fire Protection Association, NFPA | The National Fire Protection Association .
The storage facility or facilities must be properly shelved, fully secured, and equipped with motion, smoke and heat detectors/alarms to prevent loss from theft and fire. The City requires that the facility be constructed and equipped with fire safety systems as required by the International Fire Code and other applicable codes. The records storage facility cannot house any hazardous material. Storage facilities cannot be located within a flood area or risk exposure from external hazards.
The Contractor’s storage facility shall be solidly constructed with secure loading and unloading areas. Floors shall support at least 300 pounds per square foot, and shall be at or above ground level to assure dry storage.
Walls surrounding the record storage area shall be four hour fire resistant. Roof shall be of non-combustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Contractor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection.
The storage facility must be able to store microfiche and media type items (such as video, and cassettes) that require the appropriate climate to prevent any type of damage.
The Contractor is responsible for all the contents stored in any of its storage facilities. The vendor must provide a written disaster and recovery plan for any catastrophic occurrences including but not limited to earthquake, flood, fire, etc. The Contractor is responsible for recovery from any catastrophic occurrences, including but not limited to fire, damage or theft, as well as any associated costs. The Contractor must carry the appropriate insurance and provide proof thereof. Storage facilities must be equipped with an intrusion alarm system that is monitored 24 hours per day, including weekends and holidays. #13..
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29 The Contractor must provide adequate storage capacity to meet both the current and future needs of the City of Modesto.
I. Transportation
The Contractor must provide vehicles designed for the transportation of storage records. The vehicles must have the appropriate security features and be secured while at a delivery/pick up site. All vehicles must be equipped with a fire extinguisher.
J. Account Representation
The Contractor shall appoint an account representative for the City of Modesto as a single point of contact in order to insure a high level of responsiveness to the City’s needs. A backup contact shall also be designated for the purposes of providing coverage during the primary contact’s absence.
REQUIRED LICENSES
Prior to beginning any service that shall be furnished under this specification, the Bidder shall secure the appropriate Business/Delivery license from the City of Modesto. Business/Delivery license information may be obtained by calling (209) 577-5389 or emailing [email protected]. The successful Bidder shall maintain a City of Modesto business license for the duration of the agreement.
TERM OF AGREEMENT
The term of the agreement shall be for a period of two-years with three (3) one-year extension options at the sole discretion of City, for a total of up to five (5) years.
A. Pricing shall remain firm for the first two years of any agreement which may be awarded pursuant to this IFB.
B. Price increases for subsequent agreement years three, four, and five, shall not exceed the Consumer Price Index (CPI) for West Urban Area in any one agreement year, and shall be negotiated through the Purchasing Division. Requests for price increases shall be submitted by Contractor(s) in writing, ninety (90) days prior to the annual anniversary date of the agreement to be effective for the subsequent year.
C. Price adjustments for diesel fuel fluctuations may be considered. Thirty (30) day written notice is required for consideration. Any price adjustment shall be negotiated through the Purchasing Division and approved at the sole discretion of the CITY.
The index used to determine price adjustments on diesel fuel shall come from the Energy Information Administration Website: HTTPS://WWW.EIA.GOV/PETROLEUM/GASDIESEL/, California data.
DELAY BY THE CITY
Any act or omission of any kind by the City of Modesto, its officers, agents or employees, which causes the Contractor delay in the completion of the work shall be grounds for extension of time on the part of the Contractor to complete the work, but shall give the Contractor no damages for such delay. #13..
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30 ADDITIONAL EMERGENCY PROTECTION
Whenever, in the opinion of the City Representative, the Contractor has not taken sufficient precautions for the safety of the public, or property and structures adjacent to the work site, the City Representative may provide suitable protection with or without first notifying the Contractor. The cost and expense of such protection provided by the City shall be borne by the Contractor. The City shall deduct the cost of such protection from any monies due or to become due to the Contractor.
CLEANUP
The Contractor shall carefully clean up and remove all surplus materials and/or debris of any type resulting from the Contractor’s work from the work site, and shall dispose of all of the materials and debris in a proper manner. The work site shall be left clean and neat.
DISPOSAL OF MATERIALS
The Contractor shall certify that any materials and debris removed from the site shall be disposed of in accordance with applicable Federal, State and Local laws, regulations or ordinances. If requested by the City, Contractor shall furnish proof of disposal.
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31 SAMPLE ANNUAL AGREEMENT - SERVICES-NON-PREVAILING WAGE This agreement, hereinafter called AGREEMENT, made and entered into in the City of Modesto, State of California, this _______ day of ________________, 20___, by and between the City of Modesto, a municipal corporation of the State of California, hereinafter called CITY, and _____, a _______, hereinafter called CONTRACTOR.
W I T N E S E T H:
WHEREAS, the Modesto City Council adopted Resolution No. 20___-______ authorizing the Award of Bid and agreement for the ______ SERVICES to CONTRACTOR, attached hereto as Exhibit “A” and made a part hereof, and
WHEREAS, the CONTRACTOR provided a responsive and responsible submittal that best meets the CITY needs, attached hereto as Exhibit “B” and made a part hereof, and WHEREAS, the CITY and CONTRACTOR shall enter into an agreement for the ______ SERVICES as described in IFB ____-____, attached hereto as Exhibit “C" and made a part hereof (hereinafter called IFB).
NOW, THEREFORE, the parties hereto mutually agree as follows:
1. THE WORK
a. CONTRACTOR shall furnish all labor, materials, equipment, fuel, tools, licenses, and insurance necessary to perform and complete the required work as specified in Exhibit “B”, and in strict accordance with the conditions of the complete AGREEMENT. b. CONTRACTOR shall do and perform the work contemplated hereby in a good workmanlike manner under the direction of and to the satisfaction of the CITY Representative. c. CONTRACTOR shall maintain proper insurance with the CITY for the duration of the AGREEMENT.
d. CONTRACTOR shall maintain a CITY business license for the duration of the AGREEMENT. e. CONTRACTOR shall furnish said services at the following AGREEMENT rates for an estimated annual amount $______. The total amount paid by CITY to CONTRACTOR over the full term of the AGREEMENT shall not exceed $_____. Unless the services provided are for a lump sum or flat fee, fees for work performed by CONTRACTOR on an hourly basis shall not exceed the amounts shown on Bid attached hereto as Exhibit B.
AGREEMENT PRICING
[TBD - Insert Pricing Table Here]
2. CITY REPRESENTATIVE
CITY Representative is: ___________
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32 Purchasing Representative: __________
The CITY Representative is not authorized to commit the CITY to changes in specifications, requirements, or scope of work, changes in price(s), period of performance or delivery date(s) or method of shipment. Changes of a contractual or business nature shall be effective only by written change to the AGREEMENT, issued by the City of Modesto, Purchasing Division.
3. CONTRACTOR CONTACT
<Enter Contact Information Here>
4. TERM OF AGREEMENT
The term of the AGREEMENT shall be for a period of two (2) years, with three (3) one-year extension options at the sole discretion of CITY, for a total of up to five (5) years.
Year 1: MONTH DD, 20___ through MONTH DD, 20___
Year 2: MONTH DD, 20___ through MONTH DD, 20___
Year 3: MONTH DD, 20___ through MONTH DD, 20___
Year 4: MONTH DD, 20___ through MONTH DD, 20___
Year 5: MONTH DD, 20___ through MONTH DD, 20___
Pricing as set forth in Section 1.e. above shall remain firm for the first two years of the AGREEMENT.
Price increases for any subsequent AGREEMENT years following the second year shall not exceed the percentage change in the Consumer Price Index (CPI) for West Urban Area in any one AGREEMENT year and shall be negotiated through the Purchasing Division. Requests for price increases shall be submitted by CONTRACTOR in writing, ninety (90) days prior to the annual anniversary date of the AGREEMENT to be effective for the subsequent year.
Price adjustments for diesel fuel fluctuations may be considered. Thirty (30) day written notice is required for consideration. Any price adjustment shall be negotiated through the Purchasing Division and approved at the sole discretion of the CITY.
The index used to determine price adjustments on diesel fuel shall come from the Energy Information Administration Website: HTTPS://WWW.EIA.GOV/PETROLEUM/GASDIESEL/, California data.
5. INSURANCE REQUIREMENTS
During the term of this AGREEMENT, CONTRACTOR shall maintain in full force and effect at its own cost and expense the insurance coverage as set forth in the attached Exhibit (D) to this AGREEMENT and shall otherwise comply with the other provisions of Exhibit (D) to this AGREEMENT. The City utilizes a software program “PINS Advantage” where vendor is responsible for uploading and maintaining updated insurance. #13..
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33 6. PAYMENT
CONTRACTOR shall invoice CITY not less than once per month based on the cost for services performed and reimbursable costs incurred prior to the invoice date. All invoices shall be paid in full the following payment terms within thirty days after completion and acceptance of the Services by the CITY, and receipt of a properly prepared invoice, CITY will pay CONTRACTOR [TO BE DETERMINED BY IFB RESPONSE IN FINAL AGREEMENT, EITHER “Net 30 terms via CITY’s ePay Program” or “Net 45 Days via manual check”]. The CITY is exempt from payment of Federal Excise Tax, and all invoices shall be exclusive of such excise tax.
Invoice to: City of Modesto
Attn: Accounts Payable
P.O. Box 642
Modesto, CA 95353
Email to: [email protected]
At a minimum, invoices shall state the following:
• This AGREEMENT number
• CITY department/division name and address
• Billing period
• Service hours worked day and week
• Unit price, extended price, sales tax and total
7. INDEMNITY
The CONTRACTOR shall hold the CITY, its agents, officials, officers, employees, and volunteers, harmless from and save, defend and indemnify them against any and all claims, losses, liabilities, judgments or damages from every cause, including but not limited to injury to person or property or wrongful death, including reasonable costs and expenses of defense of any judicial or administrative action, arising directly or indirectly out of any negligent or intentional act or omission of CONTRACTOR, or its agents, officials, officers, employees, or volunteers relating to or during the performance of its obligations under this AGREEMENT, except for claims arising from the willful or active negligence of the City. CONTRACTOR’s obligation to defend, indemnify, and hold the CITY, its agents, officials, officers, and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this AGREEMENT for CONTRACTOR to procure and maintain a policy of insurance.
8. VENUE & GOVERNING LAW
Venue for any dispute or claim arising or related to this AGREEMENT its performance, breach, or interpretation (including issues about its validity or enforceability), shall be exclusively in the Superior Court of Stanislaus County or the United States District Court for the Eastern District of California.
This AGREEMENT shall be deemed made in, governed by, performed in, and construed and enforced in accordance with the laws of the State of California, without giving effect to its conflicts of law’s provisions or principles.
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34 9. ATTORNEY'S FEES
If a party to this AGREEMENT brings any action, including an action for declaratory relief, to enforce or interpret the provision of this AGREEMENT, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.
10. COMMENCEMENT AND COMPLETION OF THE WORK
The work contemplated herein shall be commenced as immediately after the agreement administrator receives and has on file:
a. Proofs of insurance (approved by CITY Risk Manager); and b. Executed Agreement;
c. CONTRACTOR Bid submittal;
d. IFB No. IFB-00024RB
e. Contractor’s City of Modesto business license
11. TERMINATION OF SERVICES
Termination for Default: In the event either party fails to perform under this AGREEMENT or breaches any condition contained herein, the other party shall notify in writing the breaching party of the nonperformance. Within 10 days after receipt of notification, the breaching party shall correct any nonperformance to the reasonable satisfaction of the non-breaching party, or such other time as may be identified in the notice. Failure to correct any non-performance shall allow the non-breaching party to terminate this AGREEMENT for cause.
Termination by City for Convenience: The City may also terminate this AGREEMENT the Contractor's performance under the Agreement, either in whole or in part, at its own discretion and without cause.
Post-Termination Procedure
Upon receipt of a written notice of termination pursuant to either of the foregoing paragraphs, the CONTRACTOR shall:
a. Cease its work as directed in the notice of termination as of the termination date and see to it that its employees, subcontractors and agents are notified of such termination and act as specified in the notice of termination;
b. Terminate all orders and subcontracts except as necessary to complete any portion of the SERVICES that are not terminated;
c. If directed in writing by the CITY to do so, assign all right, title and interest in subcontracts and materials in progress to CITY, in which case the CITY will have the right at its discretion to settle, or pay any or all claims arising out of the termination of such, but in no event shall recovery by #13..
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35 any CONTRACTOR or subcontractor include lost profits for portions of the SERVICES not completed or undertaken, including materials not delivered; d. Deliver or otherwise make available to the CITY all data, drawings, specifications, reports, estimates, summaries and such other information and material as may have been accumulated by the CONTRACTOR in performing the SERVICES whether completed or in process; e. Settle outstanding liabilities and claims, subject to the approval of CITY; f. Complete performance of such part of the SERVICES as has not been terminated; g. Take such other actions as may be necessary, or as may be directed by the CITY for the protection and preservation of the SERVICES and/or property related to the SERVICES; h. If CITY so requests, and at CITY's cost, CONTRACTOR shall provide sufficient oral or written status reports to make CITY reasonably aware of the status of CONTRACTOR’s work on the SERVICES.
i. CONTRACTOR understands and agrees that CITY may, in CITY’s sole discretion, refuse to pay CONTRACTOR for that portion of CONTRACTOR's SERVICES which were performed by CONTRACTOR on the project prior to the termination date and which remain unacceptable and/or not useful to CONTRACTOR as of the termination date.
CITY will pay CONTRACTOR for SERVICES actually completed prior to the receipt of the termination notice or otherwise completed in accordance with the notice of termination. The final payment to the CONTRACTOR after termination for convenience shall be limited to amounts due and owing under the AGREEMENT at time of termination, including the following:
j. The cost of settling and paying valid claims arising out of the termination of the SERVICES such as subcontractor agreements or contracts for materials; k. The AGREEMENT price allocable to the portion of the SERVICES properly performed or goods supplied to the work site by the CONTRACTOR as of the date of termination, as determined in accordance with the notice of termination, reduced by any sums previously paid to the CONTRACTOR for such SERVICES.
12. COMPLIANCE WITH LAWS
CONTRACTOR hereby agrees that CONTRACTOR and its subcontractors, if any, in the performance of the SERVICES described herein, will comply with all federal, state, county and municipal laws, rules and regulations which may be applicable to the work herein contracted for, whether now in existence or hereafter adopted.
13. FAILURE TO PERFORM SATISFACTORY WORK
It is agreed and understood that if the CONTRACTOR fails to perform the SERVICES as specified herein, CITY's representative may:
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
36 a. Consent to accept such unsatisfactory service with an appropriate adjustment in contract price, based on established cost factors,
b. Have such required work done by CITY forces or otherwise, and charge the cost thereof to the CONTRACTOR, or
c. Recommend termination of AGREEMENT between said the CONTRACTOR and the City of Modesto.
Those discrepancies and deficiencies in the SERVICES that remain uncorrected after the date set for correction may be the necessary justification for a billing adjustment in the month following the occurrence. Unless otherwise negotiated, billing adjustments for this incomplete or uncorrected work shall be permanent retention of 100% of the estimated monthly cost for the SERVICES not corrected or completed.
14. ASSIGNMENT OF RIGHTS
The CONTRACTOR offers and agrees, and will require all subcontractors and suppliers to agree, to assign to the CITY all rights, title, and interest in and to all causes of action it and they may have under Section 4 of the Clayton Act (15 United States code, Section 15) or under the Cartwright Act (Business and Professions Code, Section 16700 et seq.), arising from the acquisition of goods, services, or materials pursuant to this AGREEMENT or any allowed subcontract. The assignment made by CONTRACTOR and all assignments made by subcontractors and suppliers shall be made and become effective at the time the CITY makes final payment to The CONTRACTOR, without further acknowledgment by the parties (Government Code, Sections 4550-4554).
15. CITY PROCESS/PROCEDURE APPROVALS
CITY approval of any process or procedure shall not relieve CONTRACTOR of its responsibility to furnish the required SERVICES meeting all specifications contained herein.
16. CONTRACTOR'S RESPONSIBILITY FOR DAMAGES
If CONTRACTOR damages any property belonging to the CITY or a third party, the CONTRACTOR will be required to make repairs immediately, at CONTRACTOR’s sole cost and expense, to the satisfaction of the CITY. In the event that CONTRACTOR fails to perform the necessary repairs, the CITY may either retain from the money due to CONTRACTOR an amount sufficient to repair the damage or perform the repairs and send an invoice to the CONTRACTOR for such costs, which shall be paid within thirty (30) days.
17. NOTICES
Any notice, payment or instrument required or permitted by this AGREEMENT to be given or delivered to either party shall be deemed to have been received when personally delivered, or one calendar week following deposit of the same in any United States Post Office, registered or certified mail, postage prepaid, addressed as follows:
CONTRACTOR: ____________
____________
____________
____________
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
37 CITY: City of Modesto
Purchasing Division
P.O. Box 642
Modesto, CA 95353
Each party may change its address for delivery of notice by delivering written notice of such change of address to the other party.
18. SIGNATORY(IES) FOR CONTRACTOR
Each signatory for CONTRACTOR below warrants and represents that it is legally competent to, and has full authority to, execute the AGREEMENT.
19. QUANTITIES
No minimum or maximum is guaranteed or implied.
20. FUNDING
All annual extensions are based upon continuous funding for that purpose by the City Council. Failure to fund any annual extension shall result in an immediate termination of the AGREEMENT without redress.
21. OTHER GOVERNMENT/PUBLICLY FUNDED AGENCIES
If mutually agreeable to all parties, the issuance of any resultant contract/purchase order referencing these specifications and modified by mutual agreement between all parties may be extended to other government or publicly funded agencies. It shall be understood that all terms and conditions as specified herein shall apply.
22. NON-DISCRIMINATION
a. During the performance of this AGREEMENT, CONTRACTOR and any allowed subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, color, ancestry, religion, sex, national origin, marital status, age, medical condition (cancer related), physical handicap (including AIDS), sexual orientation, or any other basis prohibited by Federal or California law. Equal employment opportunity extends, but is not limited to recruitment, compensation, benefits, layoff, termination, and all other conditions of employment. The CONTRACTOR and any allowed subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. The CONTRACTOR and any allowed subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code, Title 2, and Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12900, set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code are incorporated into this contract by reference and made a part hereof as if set forth in full.
b. The CONTRACTOR and any allowed subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
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38 c. The CONTRACTOR shall include the nondiscrimination and compliance provisions of this clause in any allowed subcontracts to perform SERVICES. d. The CONTRACTOR shall permit access by representatives of the Department of Fair Employment and Housing and the CITY upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or CITY shall require to ascertain compliance with this AGREEMENT.
e. By executing this AGREEMENT, CONTRACTOR certifies that it shall follow and be in compliance with the Americans with Disabilities Act of 1990, the applicable administrative requirements promulgated in response thereto, and any other applicable Federal laws and regulations relating to handicap discrimination and participation and will continue to do so for at least the duration of the AGREEMENT and any extensions thereof.
23. CONTRACTOR LICENSES & PERMITS
CONTRACTOR warrants and represents that it possesses and shall maintain all licenses and shall secure and maintain all necessary permits necessary to perform the SERVICES.
24. RECORDS
All final versions of reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that CONTRACTOR prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the CITY. CONTRACTOR hereby agrees to deliver those documents to the CITY upon termination of the AGREEMENT, and the CITY may use, reuse or otherwise dispose of the documents without CONTRACTOR’s permission. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this AGREEMENT are prepared specifically for the City and are not necessarily suitable for any future or other use.
25. FACILITIES AND EQUIPMENT
Except as set forth herein, CONTRACTOR shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this AGREEMENT. CITY shall make available to CONTRACTOR only the facilities and equipment listed in EXHIBIT “A” and “B”, and only under the terms and conditions set forth herein.
26. INDEPENDENT CONTRACTOR; NOT AGENT
At all times during the term of this AGREEMENT, CONTRACTOR shall be an independent contractor and shall not be an employee of CITY. CITY shall have the right to control CONTRACTOR only insofar as the results of CONTRACTOR’s services rendered pursuant to this AGREEMENT. Except as City may specify in writing, CONTRACTOR shall have no authority, express or implied, to act on behalf of CITY in any capacity whatsoever as an agent. CONTRACTOR shall have no authority, express or implied, pursuant to this AGREEMENT to bind City to any obligation whatsoever.
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DOCUMENT STORAGE SERVICES
39 27. DRUG FREE WORKPLACE
CONTRACTOR certifies that it is following and in compliance with Sections 8350 8355 of Chapter 5.5 of the Government Code, Drug Free Workplace Act whereby each person or organization awarded a contract/purchase order or grant for the procurement of any property or service from any state agency (city) shall certify to the contracting or granting agency that it will provide a drug free workplace.
28. ASSIGNMENT
Neither this AGREEMENT nor any SERVICES hereunder shall be subcontracted or assigned by CONTRACTOR without the prior written consent of the CITY in each and every instance.
29. WAIVER
The waiver by any party to this AGREEMENT of a breach of any provision hereof shall be in writing and shall not operate or be construed as a waiver of any other or subsequent breach hereof unless specifically stated in writing.
30. HEADINGS NOT CONTROLLING
Headings used in the Agreement are for reference purposes only and shall not be considered in construing this AGREEMENT.
31. MISCELLANEOUS
Time is of the essence in CONTRACTOR’s performance under each provision of this AGREEMENT.
32. ENTIRE AGREEMENT
This Agreement and its exhibits contain the entire understanding between CONTRACTOR and CITY.
Additional or new terms contained in this AGREEMENT which vary from CONTRACTOR’S bid are controlling and are deemed accepted by CONTRACTOR by performance of any SERVICES or other commencement of performance hereunder. The terms and conditions of the IFB, attached hereto as Exhibit B, are incorporated herein. In the event of a conflict between the IFB and this AGREEMENT, this AGREEMENT shall control. All previous bids, offers and communications related to this Agreement, whether oral or written, are hereby superseded except to the extent that they have been incorporated into this Agreement. No future waiver or exception to any of the terms, conditions, and provisions of this AGREEMENT shall be considered valid unless specifically agreed to in writing by the parties.
33. PARTIAL INVALIDITY
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
40 IN WITNESS WHEREOF, the CITY OF MODESTO, a municipal corporation, has authorized the execution of this Agreement by its City Manager and attested by its City Clerk under authority of Resolution No. 20___- _______, adopted by the Council of the City of Modesto on the ________ day of __________________, 20___ and _____________.has caused this Agreement to be duly executed.
CITY OF MODESTO
a municipal corporation
CONTRACTOR
By ________________________________ By ________________________________ JOSEPH P. LOPEZ
City Manager
(Signature)
By ________________________________
ATTEST: (Name & Title)
Date: _______________________________
By ________________________________
DIANE NAYARES-PEREZ, CMC, City Clerk
(SEAL)
APPROVED AS TO FORM:
By ________________________________
JOSE M. SANCHEZ, City Attorney
By ________________________________
MATTHEW BRALEY, ARM-PE, Risk Manager
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DOCUMENT STORAGE SERVICES
41 EXHIBIT D: INSURANCE REQUIREMENTS FOR MOST CONTRACTS Insurance Requirements for Most Contracts
(Not for Professional Services or Construction Contracts) Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the City of Modesto requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Modesto.
Umbrella or Excess Coverage
The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement.
This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and noncontributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
42 The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City of Modesto, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations.
General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance with coverage equal to ISO form CG 2010. For completed operations, a separate endorsement equal to ISO form CG 2037 is required.
Primary Coverage
The Additional Insured coverage under the Contractor’s policy shall be “primary and non-contributory” and will not seek contribution from the City’s insurance or self-insurance and shall be at least as broad as CG 20 01 04 13. The City of Modesto does not accept endorsements limiting the Contractor’s insurance coverage to the sole negligence of the Named Insured.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City of Modesto.
Waiver of Subrogation
Contractor hereby grants to City of Modesto a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City of Modesto by virtue of the payment of any loss under such insurance.
Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Modesto has received a waiver of subrogation endorsement from the insurer.
Self-Insured Retentions
All Self-insured retentions must be disclosed to Risk Management for approval and shall not reduce the limits of liability. The City of Modesto may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City of Modesto.
Verification of Coverage
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INVITATION FOR BIDS # IFB-00024RB
DOCUMENT STORAGE SERVICES
43 Contractor shall furnish the City of Modesto with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements are to be received and approved by the City of Modesto Risk Services before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City of Modesto reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later.
Subcontractors
Contractors shall require and verify that all subcontractors, or other parties hired for this work, purchase and maintain coverage for indemnity and insurance requirements as least as broad as specified in this agreement to the extent they apply to the scope of the subcontractor’s work with the same certificate of insurance requirements and naming as additional insureds all parties to this contract.
Special Risks or Circumstances
City of Modesto reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Certificate Holder Address
Proper address for mailing certificates, endorsements and notices shall be:
City of Modesto
Attn: Risk Management
1010 10th Street
Modesto, CA 95354
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1 Exhibit D:
Insurance Requirements for Most Contracts
(Not for Professional Services or Construction Contracts) Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the City of Modesto requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Modesto.
Umbrella or Excess Coverage
The Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement.
This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and noncontributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
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2 The City of Modesto, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations.
General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance with coverage equal to ISO form CG 2010. For completed operations, a separate endorsement equal to ISO form CG 2037 is required.
Primary Coverage
The Additional Insured coverage under the Contractor’s policy shall be “primary and non-contributory” and will not seek contribution from the City’s insurance or self-insurance and shall be at least as broad as CG 20 01 04 13. The City of Modesto does not accept endorsements limiting the Contractor’s insurance coverage to the sole negligence of the Named Insured.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City of Modesto.
Waiver of Subrogation
Contractor hereby grants to City of Modesto a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City of Modesto by virtue of the payment of any loss under such insurance.
Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Modesto has received a waiver of subrogation endorsement from the insurer.
Self-Insured Retentions
All Self-insured retentions must be disclosed to Risk Management for approval and shall not reduce the limits of liability. The City of Modesto may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City of Modesto.
Verification of Coverage
Contractor shall furnish the City of Modesto with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause and a copy of the Declarations and Endorsements Pages of the CGL and any Excess policies listing all policy endorsements. All certificates and endorsements are to be received and approved by the City of Modesto Risk Services before work commences.
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3 obligation to provide them. The City of Modesto reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later.
Subcontractors
Contractors shall require and verify that all subcontractors, or other parties hired for this work, purchase and maintain coverage for indemnity and insurance requirements as least as broad as specified in this agreement to the extent they apply to the scope of the subcontractor’s work with the same certificate of insurance requirements and naming as additional insureds all parties to this contract.
Special Risks or Circumstances
City of Modesto reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Certificate Holder Address
Proper address for mailing certificates, endorsements and notices shall be:
City of Modesto
Attn: Risk Management
1010 10th Street
Modesto, CA 95354
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Exhibit E - Pricing
IFB No. IFB-00024RB
Document Storage Services
CARTON/BOX/CASE SIZE
Carton/Box/Case Size
Line Item Description Unit of
Measure
Monthly Rate
1 Standard Carton 15 x 12 x 10 per cubic feet $0.25
2 Legal Size Carton 24x15x10 per cubic feet $0.50
3 Planner/Blueprint box per cubic feet $0.75
4 Microfilm/tapes/disks/video/cassette/large planners/blueprint box 8 x 8 x 42
per cubic feet $1.50
5 Check Cases 7 x 5 x 18 per cubic feet $0.25
TRANSPORTATION SERVICES
Transportation Services
Line Item Description Unit of
Measure
Cost
1 Standard Pick-up or Delivery (next business day service) per file $4.00 2 Minimum Delivery Charge/Pickup per trip $25.00
3 Rush Delivery (Same Day Service) surcharge $45.00
4 Expedite Delivery (within a 2 Hour delivery) surcharge $95.00 5 Fuel Surcharge per trip $5.00
ADDITIONAL SERVICES
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Exhibit E - Pricing
IFB No. IFB-00024RB
Document Storage Services
Exhibit E - Pricing
Invitation For Bid - Document Storage Services
Additional Services
Line Item Description Unit of
Measure
Cost
1 Carton Pick-up/Delivery EA $4.00
2 Permanent Removal EA $10.00
3 Carton Destruction EA $7.00
4 Cartons Refiled EA $4.00
5 File Pick-up/Delivery EA $4.00
6 Files Pulled up for Delivery EA $4.00
7 New Cartons Added EA $4.00
8 Pull Boxes for Delivery EA $4.00
9 Pull Files for Customer Pick-Up EA $4.00
10 Refiles EA $4.00
11 Inventory Tracking Monthly $0.00
12 Reporting Services Monthly $0.00
13 Transition of Documents from Current Vendor (approx. 4,000 cartons)
One-time
Charge
$0.00
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Cost Abstract
IFB-00024 Dcoument Storage Services
Select Line Item Description
Estimated
Quantity Unit of Measure Cost Total Cost Total
X 1 Standard Carton 15 x 12 x 10 3500 per cubic feet $.30 $1,050.00 $.25 $875.00 X 2 Legal Size Carton 24x15x10 250 per cubic feet $.50 $125.00 $.50 $125.00 X 3 Planner/Blueprint box 150 per cubic feet $.50 $75.00 $.75 $112.50 X 4
Microfilm/tapes/disks/video/cassette/large
planners/blueprint box 8 x 8 x 42 50 per cubic feet $.60 $30.00 $1.50 $75.00 X 5 Check Cases 7 x 5 x 18 50 per cubic feet $.50 $25.00 $.25 $12.50 Total $1,305.00 $1,200.00
Total over 5 years (Annual) $ 6,525.00 $ 6,000.00
Select Line Item Description Estimated QuantUnit of Measure Cost Total Cost Total X 1
Standard Pick-up or Delivery (next business
day service) 1 per file $3.00 $3.00 $4.00 $4.00
X 2 Minimum Delivery Charge/Pickup 1 per trip $35.00 $35.00 $25.00 $25.00 X 3 Rush Delivery (Same Day Service) 1 surcharge $15.00 $15.00 $45.00 $45.00 X 4 Expedite Delivery (within a 2 Hour delivery) 1 surcharge $20.00 $20.00 $95.00 $95.00 X 5 Fuel Surcharge 530 per trip $2.50 $1,325.00 $5.00 $2,650.00 Total $1,398.00 $2,819.00
Total over 5 years (Annual) $ 6,990.00 $ 14,095.00
Select Line Item Description Estimated QuantUnit of Measure Cost Total Cost Total X 1 Carton Pick-up/Delivery 500 EA $3.00 $1,500.00 $4.00 $2,000.00 X 2 Permanent Removal 2046 EA $3.50 $7,161.00 $10.00 $20,460.00 X 3 Carton Destruction 1 EA $5.00 $5.00 $7.00 $7.00
X 4 Cartons Refiled 142 EA $2.50 $355.00 $4.00 $568.00
X 5 File Pick-up/Delivery 33.5 EA $2.50 $83.75 $4.00 $134.00 X 6 Files Pulled up for Delivery 17.5 EA $2.50 $43.75 $4.00 $70.00 X 7 New Cartons Added 149.5 EA $2.50 $373.75 $4.00 $598.00 X 8 Pull Boxes for Delivery 1 EA $2.50 $2.50 $4.00 $4.00 X 9 Pull Files for Customer Pick-Up 1 EA $2.50 $2.50 $4.00 $4.00 X 10 Refiles 16.5 EA $2.50 $41.25 $4.00 $66.00
X 11 Inventory Tracking 1 Monthly $0.00 $0.00 $0.00 $0.00 X 12 Reporting Services 1 Monthly $0.00 $0.00 $0.00 $0.00 Total $9,568.50 $23,911.00
Total over 5 years (Annual) $ 47,842.50 $ 119,555.00
Select Line Item Description Estimated QuantUnit of Measure Cost Total Cost Total 13 Transition of Documents from Current Vendor
(apprx. 4,000 cartons) 1 One-time Charge $82,331.20 $82,331.20 $0.00 $0.00 Overall TOTAL $ 143,688.70 $ 139,650.00
Additional Services Casey Logistics Pacific Storage Company Additional Services Casey Logistics Pacific Storage Company Carton/Box/Case Size Casey Logistics Pacific Storage Company Transportation Services Casey Logistics Pacific Storage Company #13..
CITY OF MODESTO
COUNCIL AGENDA REPORT
DATE OF MEETING:
May 12, 2026
Date: April 18, 2026
TO: Mayor and City Council
THROUGH: Joseph P. Lopez, City Manager
FROM: DeAnna Christensen, Director of Finance
Patrick Crowley, Interim Public Works Director
SUBJECT: Fleet Additions and Replacements
CONTACT: Dianne Love, Purchasing Manager, [email protected], 209-571-5164
DESCRIPTION:
Consider approving the purchase for six (6) Fleet Additions and six (6) Fleet Replacements in a total amount not to exceed $3,924,616. (Funding Source: Measure H and Fleet Replacement Fund)
STRATEGIC PLAN ELEMENT:
This item supports the City of Modesto 2025-2026 Strategic Plan focus of Governance and Service Delivery under Goal H: Achieve Long-Term Financial Sustainability.
BACKGROUND:
Each year, the City evaluates every vehicle and piece of equipment based on age and maintenance costs, as well as the need for new units driven by operational requirements. Following this evaluation, a Fleet Addition and Replacement List is submitted to the Council, which considers and approves the request as part of the Public Works Fleet Budget for the new fiscal year.
Throughout the fiscal year, departments may require replacement vehicles to be purchased and incorporated into the City’s Fleet inventory to meet operational needs, particularly when existing units have reached the end of their useful life. The following charts summarize the vehicles proposed for replacement from the current fleet, the new fleet additions for the Police Department, and a brief description of each vehicle to outline its intended purpose.
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City Council, May 12, 2026
Fleet Additions and Replacements
Fleet Replacement:
IFB Vehicle Description Dept. Year of
Equipment
Meter Repair
Cost
2526-36 40277 Link Belt Crane Utilities - Wastewater 2002 12,20
5 184,06
5 The crane is primarily used for lifting and moving heavy materials and machinery in construction, infrastructure projects, and industrial applications to support Utilities Department, Waste Water division sanitary system needs.
IFB Vehicle Description Dept. Year of
Equipment
Meter Repair
Cost
40410
Truck 17.5 with
Aerial Bucket Public Works 2004 111,195 $142,868
41411 Truck 18 with Aerial
Bucket Public Works 2014 92,717 $67,241
41417 Truck 18 with Aerial
Bucket Public Works 2014 105,897 $65,578
2526-29
41618 Truck 17.5 with
Aerial Bucket Public Works 2016 100,765 $52,551
These Aeriel Buckets are used primarily to provide a stable and level working platform, including fall protection for personnel in the electrical trade to reach electrical gear that is unsafe from a ladder. This vehicle allows trained personnel to safely reach equipment to perform repairs, installation of new equipment, and perform emergency work on electrical systems that are elevated.
IFB Vehicle Description Dept. Year of
Equipment
Meter Repair
Cost
2526-30 41201
Truck 18.7 with
Aerial Truck
Modesto Police
Department 2012 157,626 $31,751
The Aeriel Truck is used primarily to provide a stable and level working platform, including fall protection for personnel to reach elevated surveillance cameras systems and perform installations and repairs in support of law enforcement functions.
Fleet Additions:
IFB #
Vehicles
Description Dept. Year of
Equipment
Meter Repair
Cost
2526-05 6
One (1) Ton Stakeside
Dump Truck
Parks
Operations N/A N/A N/A
These Dump Trucks are used to support Park Maintenance operational needs to meet Measure H, maintenance expectations and enhanced level of service mandates. #14..
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City Council, May 12, 2026
Fleet Additions and Replacements
DISCUSSION:
Sourcewell is a cooperative agency and the State of California Procurement Division is a government agency which streamlines the procurement process by developing Invitation for Bids (IFBs) or Request for Proposals (RFPs) for national competitive solicitations that meet or exceed local requirements. The competitive process is continually refined to best meet the agency needs and allows Sourcewell and other government agencies to offer exceptional products from nationally acclaimed vendors.
Invitation for Bids - (IFB) 2526-36 - One (1) Link Belt Crane On June 2, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for Link Belt Crane equipment. On January 17, 2023, proposals were opened at Sourcewell, State of Minnesota at 202 12th Street, Northeast, PO Box 219, Staples, MN 56479. 18 proposals were received which included no local vendors. This solicitation was captured under Heavy Construction Equipment with Related Attachments and Technology on the Sourcewell Procurement Portal and advertised through New York State Contract Reporter website, Daily Journal of Commerce (DJC) Oregon, and Oklahoman. Based on the highest scores the proposers offering the best overall quality, selection of equipment, products, and services, and price and criteria outlines in the RFP, 13 contracts were awarded for this commodity. The proposals received had no local vendors or within Stanislaus County. The award was limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities which included Nixon-Egli Equipment Company. City staff recommends to award to Nixon-Egli Equipment Company Tracy, CA to purchase one (1) Link-Belt Crane for an amount not to exceed $1,587,856.
IFB 2526-29 - Four (4) Articulating Telescopic Aerial Devices On August 24, 2023, June 2, 2025, and November 17, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for four (4) Articulating Telescopic Aerial Devices. On September 16, 2021, Sourcewell and State of Minnesota issued RFP No.110421 under Contract No.110421-ALT for Public Utility Equipment with Related Accessories and Supplies. This RFP was publicly advertised through New York State Contract Reporter, DJC Oregon, McClatchy, Alberta Purchasing Connection, Public Purchase, Sourcewell Procurement Portal. On November 4, 2021, proposals were opened at Sourcewell Procurement Portal. Ten (10) proposals were received and based on the Sourcewell intent to award one or more contracts to the highest scored proposers offering the best overall quality, selection of equipment, products, and services and price, six (6) contracts were awarded for this commodity which includes Altec Industries. Based on the ranking of the proposals offering the awarding Public Utility Equipment with Related Accessories and Supplies, City staff recommends to award to Altec Industries, Birmingham, AL to purchase four (4) Articulating Telescopic Aerial Devices for an amount not to exceed $1,090,731.
#14..
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City Council, May 12, 2026
Fleet Additions and Replacements
IFB 2526-30 - One (1) Telescopic Aerial Platform Lift Truck On June 2, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for one (1) Telescopic Aerial Platform Lift Truck. On September 16, 2021, Sourcewell and State of Minnesota issued RFP No.110421 under Contract No.110421- TIM for Public Utility Equipment with Related Accessories and Supplies. The RFP was advertised on the New York State Contract Reporter, DJC Oregon, McClatchy, Alberta Purchasing Connection, Public Purchase, and Sourcewell Procurement Portal. On November 4, 2021, proposals were opened at Sourcewell Procurement Portal. Ten (10) proposals were received and based on the Sourcewell intent to award one or more contracts to the highest scored proposers offering the best overall quality, selection of equipment, products, and services and price, six (6) contracts were awarded for this commodity which includes Versa Lift, a Time Manufacturing Company. Based on the ranking of the proposals offering the awarding Public Utility Equipment with Related Accessories and Supplies, City staff recommends to award to Versa Lift a Time Manufacturing Company, Waco, TX to purchase Telescopic Aerial Platform Lift Truck for an amount not to exceed $181,662.
IFB 2526-05 - Six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks On February 14, 2023, the City Manager authorized the Purchasing Manager to solicit the procurement for six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks. On October 25, 2021, State of California Procurement Division issued RFP No.0000020793 under Contract No.1-22-23-20 B-K, for Fleet Vehicles - Trucks on the Cal eProcure Website www.caleprocure.ca.gov. On January 7, 2022, proposals were opened at www.caleprocure.ca.gov. 14 proposals were received which included no local vendors and based on the committee scoring and criteria outlines in the RFP, nine (9) contracts were awarded for this commodity which includes the Fleet Vehicles - Trucks and none were local vendors or within Stanislaus County. Based on the responsive and responsible proposer offering the best overall quality, selection of equipment, products, and services, and price, City staff recommends to award to Winner Chevrolet, Sacramento, CA to purchase for six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks an amount not to exceed $535,691.
Modesto Municipal Code Section 8-3.203 generally requires all purchases that meet or exceed $100,000 for material, equipment, or contractual services to be formally bid.
However, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in a procurement for the City at the lowest possible cost commensurate with the desired quality.” In addition, MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California or other units of government in cooperative purchasing plans when the best cost savings interest of the City is complying with the requirements defined under this code for the one (1) Link Belt Crane, four (4) Articulating Telescopic Aerial Devices, one (1) Telescopic Aerial Platform Lift Truck and six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks.
#14..
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City Council, May 12, 2026
Fleet Additions and Replacements
City Staff recommend including a contingency of up to 15% for vehicle and equipment purchases to account for potential market fluctuations that may occur between the time an order is placed and when the vehicle is manufactured. Given current inflation and the volatility of the vehicle market, staff will ensure that any price increases requested by the vendor are justified by market conditions, using the Commodities Research Unit indexes that track steel-related cost changes.
FISCAL IMPACT:
The six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks will be funded by Measure H which was approved as part of the Fiscal Year 2023-2024 Measure H Spending Plan. The remaining vehicles for the one (1) Link Belt Crane, four (4) Articulating Telescopic Aerial Devices and one (1) Telescopic Aerial Platform Lift Truck will be funded from the Fleet Replacement Fund. The six (6) replacement vehicles were collected over the life of the current vehicle to cover the cost for the replacement vehicles through the Fleet Internal Service Fund allocation.
The cost of the one (1) Telescopic Aerial Platform Lift Truck is being purchased from an out of state vendor and the City will be responsible to pay sales tax and DMV fees in the amount $16,770.
Below is a summary of the Fleet Addition and Replacement Costs and Funding Sources:
CEQA/NEPA REQUIREMENTS:
This item does not constitute a “project” within the meaning of California Environmental Quality Act (CEQA) Guidelines Section 15378 and requires no environmental review.
COMMITTEE RECOMMENDATION:
This item was presented at the FY 25-26 Finance Committee Budget Workshop for the purchase of the one (1) Line Belt Crane and four (4) Articulating Telescopic Aerial Devices as part of the Public Works Fleet presentation. The six (6) Chevrolet Silverado Trucks were approved as part of the FY 23-24 Finance Committee Budget Workshops for Parks Operations using Measure H funding. The one (1) Telescopic Aerial Platform IFB No. Type of Fleet
Original
Amount
Change
Order
Amount not to
Exceed Funding Source
2526-36 One (1) Link Belt Crane $ 1,587,855 $ 238,178 $ 1,826,033 Fleet Replacement 2526-29
Four (4) Articulating Telescopic
Aerial Devices $ 1,090,731 $ 163,610 $ 1,254,341 Fleet Replacement 2526-30
One (1) Telescopic Aerial
Platform Lift Truck $ 198,432 $ 29,765 $ 228,197 Fleet Replacement 2526-05
Six (6) Chevrolet Silverado
3500 Regular Cab 4x2 Trucks $ 535,691 $ 80,354 $ 616,045 Measure H Total $ 3,412,709 $ 511,907 $ 3,924,616
#14..
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City Council, May 12, 2026
Fleet Additions and Replacements
Lift Truck was not presented at Finance Committee due to the discount pricing being available for a certain timeframe.
RECOMMENDED COUNCIL ACTION:
Staff Recommendations:
Resolution approving the Competitive Bidding Process from Sourcewell through State of Minnesota to Nixon-Egli Equipment Company, Tracy, CA for the purchase of one (1) Link Belt Crane for an amount not to exceed $1,826,033; and authorizing the Director of Finance, or her designee, to issue the Purchase Order; and authorizing the Director of Finance or her designee to execute any Change Orders not to exceed 15% of the total purchase price.
Resolution approving the Competitive Bidding Process from Sourcewell through State of Minnesota to Altec Industries, Birmingham, AL for the purchase four (4) Articulating Telescopic Aerial Devices for an amount not to exceed $1,254,341; and authorizing the Director of Finance, or her designee, to issue the Purchase Order; and authorizing the Director of Finance or her designee to execute any Change Orders not to exceed 15% of the total purchase price.
Resolution approving the Competitive Bidding Process from Sourcewell through State of Minnesota to Versa Lift a Time Manufacturing Company, Waco, TX for the purchase of one (1) Telescopic Aerial Platform Lift Truck for an amount not to exceed $211,427 plus $16,770 in taxes and fees to be paid directly to the State; and authorizing the Director of Finance, or her designee, to issue the Purchase Order; and authorizing the Director of Finance, or her designee to execute any Change Orders not to exceed 15% of the total purchase price.
Resolution approving the Competitive Bidding Process from the State of California to Winner Chevrolet, Sacramento, CA for the purchase for six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks for an amount not to exceed $616,045; and authorizing the Director of Finance, or her designee, to issue the Purchase Order; and authorizing the Director of Finance or her designee to execute any Change Orders not to exceed 15% of the total purchase price.
Approved by:
DeAnna Christensen, Director of Finance
Patrick Crowley, Interim Public Works Director
Joseph P. Lopez, City Manager
#14..
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City Council, May 12, 2026
Fleet Additions and Replacements
Attachments:
1. Resolutions (4)
2. Quote - (1) Line Belt Crane
3. Scoring Abstract (1) Line Belt Crane
4. Financial Interest Disclosure (FID) - (1) Line Belt Crane
5. CA Levine Act – (1) Line Belt Crane
6. Quote – (4) Articulating Telescopic Aerial Devices
7. Scoring Abstract (4) Articulating Telescopic Aerial Devices
8. FID - (4) Articulating Telescopic Aerial Devices
9. CA Levine Act – (4) Articulating Telescopic Aerial Devices
10. Quote – (1) Telescopic Aerial Platform Lift Truck
11. Scoring Abstract - (1) Telescopic Aerial Platform Lift Truck
12. FID - (1) Telescopic Aerial Platform Lift Truck
13. CA Levine Act – (1) Telescopic Aerial Platform Lift Truck
14. Quote – (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks
15. FID and CA Levine Act- (6) Chevrolet Silverado Trucks #14..
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05/12/2026/FIN/DLove/Item X 1 2026-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2026-XX
RESOLUTION APPROVING THE COMPETITIVE BIDDING PROCESS FROM
SOURCEWELL THROUGH STATE OF MINNESOTA TO NIXON-EGLI
EQUIPMENT COMPANY, TRACY, CA FOR THE PURCHASE OF ONE (1) LINK BELT CRANE FOR AN AMOUNT NOT TO EXCEED $1,826,033; AND
AUTHORIZING THE DIRECTOR OF FINANCE, OR HER DESIGNEE, TO ISSUE THE PURCHASE ORDER; AND AUTHORIZING THE DIRECTOR OF
FINANCE OR HER DESIGNEE TO EXECUTE ANY CHANGE ORDERS NOT TO EXCEED 15% OF THE TOTAL PURCHASE PRICE
WHEREAS, the Public Works Fleet Division provides the maintenance for all City vehicles and equipment; and
WHEREAS, every year, City vehicles and equipment are individually evaluated based on their age, condition, mileage and maintenance costs due to the operational needs for the city including the addition of new vehicles due to the operational needs for the City; and
WHEREAS, on June 2, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for a Link Belt Crane equipment; and WHEREAS, on January 17, 2023, proposals were opened at Sourcewell, State of Minnesota at 202 12th Street, Northeast, PO Box 219, Staples, MN 56479; and
WHEREAS, 18 proposals were received which included no local vendors; and
WHEREAS, this solicitation was captured under Heavy Construction Equipment with Related Attachments and Technology on the Sourcewell Procurement Portal and advertised through New York State Contract Reporter website, Daily Journal of Commerce (DJC) Oregon, and Oklahoman; and #14..
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05/12/2026/FIN/DLove/Item X 2 2026-XX
WHEREAS, based on the highest scores the proposers offering the best overall quality, selection of equipment, products, and services, and price and criteria outlines in the RFP, 13 contracts were awarded for this commodity; and WHEREAS, the proposals received had no local vendors or within Stanislaus County and the award was limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities which included Nixon-Egli Equipment Company; and
WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases that meet or exceed $100,000 for material, equipment, or contractual services to be formally bid; and
WHEREAS, however, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in a procurement for the City at the lowest possible cost commensurate with the desired quality” and MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California or other units of government in cooperative purchasing plans when the best cost savings interest of the City is complying with the requirements defined under this code for the one (1) Link Belt Crane.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Competitive Bidding Process from Sourcewell through State of Minnesota to Nixon-Egli Equipment Company, #14..
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05/12/2026/FIN/DLove/Item X 3 2026-XX
Tracy, CA for the purchase of one (1) Link Belt Crane for an amount not to exceed $1,826,033.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to issue the Purchase Order.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to execute any change orders not to exceed 15% of the total purchase price.
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 12th day of May, 2026, by Councilmember _____, who moved its adoption, which motion being duly seconded by Councilmember _____, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
#14..
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05/12/2026/FIN/DLove/Item X 1 2026-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2026-XX
RESOLUTION APPROVING THE COMPETITIVE BIDDING PROCESS FROM
SOURCEWELL THROUGH STATE OF MINNESOTA TO ALTEC INDUSTRIES, BIRMINGHAM, AL FOR THE PURCHASE OF FOUR (4) ARTICULATING
TELESCOPIC AERIAL DEVICES FOR AN AMOUNT NOT TO EXCEED
$1,254,341; AND AUTHORIZING THE DIRECTOR OF FINANCE, OR HER DESIGNEE, TO ISSUE THE PURCHASE ORDER; AND AUTHORIZING THE
DIRECTOR OF FINANCE OR HER DESIGNEE TO EXECUTE ANY CHANGE ORDERS NOT TO EXCEED 15% OF THE TOTAL PURCHASE PRICE
WHEREAS, the Public Works Fleet Division provides the maintenance for all City vehicles and equipment; and
WHEREAS, every year, City vehicles and equipment are individually evaluated based on their age, condition, mileage and maintenance costs due to the operational needs for the city including the addition of new vehicles due to the operational needs for the City; and
WHEREAS, on August 24, 2023, June 2, 2025, and November 17, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for four (4) Articulating Telescopic Aerial Devices; and WHEREAS, on September 16, 2021, Sourcewell and State of Minnesota issued RFP No.110421 under Contract No.110421-ALT for Public Utility Equipment with Related Accessories and Supplies; and
WHEREAS, this RFP was publicly advertised through New York State Contract Reporter, DJC Oregon, McClatchy, Alberta Purchasing Connection, Public Purchase, Sourcewell Procurement Portal; and
WHEREAS, on November 4, 2021, proposals were opened at Sourcewell Procurement Portal; and
#14..
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05/12/2026/FIN/DLove/Item X 2 2026-XX
WHEREAS, ten (10) proposals were received and based on the Sourcewell intent to award to one or more contract to the highest scored proposers offering the best overall quality, selection of equipment, products, and services and price; and
WHEREAS, six (6) contracts were awarded for this commodity which includes Altec Industries; and
WHEREAS, based on the ranking of the proposals offering the awarding Public Utility Equipment with Related Accessories and Supplies, City staff recommends to award to Altec Industries, Birmingham, AL to purchase four (4) Articulating Telescopic Aerial Devices for an amount not to exceed $1,090,731; and
WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases that meet or exceed $100,000 for material, equipment, or contractual services to be formally bid; and
WHEREAS, however, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in a procurement for the City at the lowest possible cost commensurate with the desired quality” and MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California or other units of government in cooperative purchasing plans when the best cost savings interest of the City is complying with the requirements defined under this code for the four (4) Articulating Telescopic Aerial Devices.
#14..
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05/12/2026/FIN/DLove/Item X 3 2026-XX
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Competitive Bidding Process from Sourcewell through State of Minnesota to Altec Industries, Birmingham, AL for the purchase four (4) Articulating Telescopic Aerial Devices for an amount not to exceed $1,254,341.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to issue the Purchase Order.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to execute any change orders not to exceed 15% of the total purchase price.
#14..
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05/12/2026/FIN/DLove/Item X 4 2026-XX
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 12th day of May, 2026, by Councilmember _____, who moved its adoption, which motion being duly seconded by Councilmember _____, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
#14..
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05/12/2026/FIN/DLove/Item X 1 2026-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2026-XX
RESOLUTION APPROVING THE COMPETITIVE BIDDING PROCESS FROM
SOURCEWELL THROUGH STATE OF MINNESOTA TO VERSA LIFT A TIME MANUFACTURING COMPANY, WACO, TX FOR THE PURCHASE OF ONE (1)
TELESCOPIC AERIAL PLATFORM LIFT TRUCK FOR AN AMOUNT NOT TO EXCEED $211,427 PLUS $16,770 IN TAXES AND FEES TO BE PAID DIRECTLY TO THE STATE; AND AUTHORIZING THE DIRECTOR OF
FINANCE, OR HER DESIGNEE, TO ISSUE THE PURCHASE ORDER; AND
AUTHORIZING THE DIRECTOR OF FINANCE OR HER DESIGNEE TO
EXECUTE ANY CHANGE ORDERS NOT TO EXCEED 15% OF THE TOTAL
PURCHASE PRICE
WHEREAS, the Public Works Fleet Division provides the maintenance for all City vehicles and equipment; and
WHEREAS, every year, City vehicles and equipment are individually evaluated based on their age, condition, mileage and maintenance costs due to the operational needs for the city including the addition of new vehicles due to the operational needs for the City; and
WHEREAS, on June 2, 2025, the City Manager authorized the Purchasing Manager to solicit the procurement for one (1) Telescopic Aerial Platform Lift Truck; and
WHEREAS, on September 16, 2021, Sourcewell and State of Minnesota issued RFP No.110421 under Contract No.110421-TIM for Public Utility Equipment with Related Accessories and Supplies; and
WHEREAS, the RFP was advertised on the New York State Contract Reporter, DJC Oregon, McClatchy, Alberta Purchasing Connection, Public Purchase, and Sourcewell Procurement Portal; and
#14..
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05/12/2026/FIN/DLove/Item X 2 2026-XX
WHEREAS, on November 4, 2021, proposals were opened at Sourcewell Procurement Portal; and
WHEREAS, ten (10) proposals were received and based on the Sourcewell intent to award one or more contract to the highest scored proposers offering the best overall quality, selection of equipment, products, and services and price; and
WHEREAS, six (6) contracts were awarded for this commodity which includes Versa Lift, a Time Manufacturing Company. Based on the ranking of the proposals offering the awarding Public Utility Equipment with Related Accessories and Supplies, City staff recommends to award to Versa Lift a Time Manufacturing Company, Waco, TX to purchase Telescopic Aerial Platform Lift Truck for an amount not to exceed $181,662; and
WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases that meet or exceed $100,000 for material, equipment, or contractual services to be formally bid; and
WHEREAS, however, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in a procurement for the City at the lowest possible cost commensurate with the desired quality” and MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California or other units of government in cooperative purchasing plans when the best cost savings interest #14..
- 570 -
05/12/2026/FIN/DLove/Item X 3 2026-XX
of the City is complying with the requirements defined under this code for the one (1) Telescopic Aerial Platform Lift Truck.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Competitive Bidding Process from Sourcewell through State of Minnesota to Versa Lift a Time Manufacturing Company, Waco, TX for the purchase one (1) Telescopic Aerial Platform Lift Truck for an amount not to exceed $211,427 plus $16,770 in taxes and fees to be paid directly to the State.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to issue the Purchase Order.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to execute any change orders not to exceed 15% of the total purchase price.
#14..
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05/12/2026/FIN/DLove/Item X 4 2026-XX
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 12th day of May, 2026, by Councilmember _____, who moved its adoption, which motion being duly seconded by Councilmember _____, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
#14..
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05/12/2026/FIN/DLove/Item X 1 2026-XX
MODESTO CITY COUNCIL
RESOLUTION NO. 2026-XX
RESOLUTION APPROVING THE COMPETITIVE BIDDING PROCESS FROM
THE STATE OF CALIFORNIA TO WINNER CHEVROLET, SACRAMENTO, CA FOR THE PURCHASE OF SIX (6) CHEVROLET SILVERADO 3500 REGULAR CAB 4X2 TRUCK FOR AN AMOUNT NOT TO EXCEED $616,045 AND
AUTHORIZING THE DIRECTOR OF FINANCE, OR HER DESIGNEE, TO ISSUE THE PURCHASE ORDER; AND AUTHORIZING THE DIRECTOR OF
FINANCE OR HER DESIGNEE TO EXECUTE ANY CHANGE ORDERS NOT TO EXCEED 15% OF THE TOTAL PURCHASE PRICE
WHEREAS, the Public Works Fleet Division provides the maintenance for all City vehicles and equipment; and
WHEREAS, every year, City vehicles and equipment are individually evaluated based on their age, condition, mileage and maintenance costs due to the operational needs for the city including the addition of new vehicles due to the operational needs for the City; and
WHEREAS, on February 14, 2023, the City Manager authorized the Purchasing Manager to solicit the procurement for six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks; and
WHEREAS, on October 25, 2021, State of California Procurement Division issued RFP No.0000020793 under Contract No.1-22-23-20 B-K, for Fleet Vehicles - Trucks on the Cal eProcure Website www.caleprocure.ca.gov; and
WHEREAS, on January 7, 2022, proposals were opened at
www.caleprocure.ca.gov and 14 proposals were received which included no local vendors and based on the committee scoring and criteria outlines in the RFP, #14..
- 573 -
05/12/2026/FIN/DLove/Item X 2 2026-XX
nine (9) contracts were awarded for this commodity which includes the Fleet Vehicles - Trucks and none were local vendors or within Stanislaus County; and WHEREAS, based on the responsible and responsible proposer offering the best overall quality, selection of equipment, products, and services, and price, City staff recommends to award to Winner Chevrolet, Sacramento, CA to purchase for six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks an amount not to exceed $535,691; and
WHEREAS, Modesto Municipal Code Section 8-3.203 generally requires all purchases that meet or exceed $100,000 for material, equipment, or contractual services to be formally bid; and
WHEREAS, however, exceptions to the formal bidding process are granted in MMC 8-3.204(d) “Where the Purchasing Manager, in her discretion, determines that a process other than the formal bid procedure set for in Section 8-3.203 will result in a procurement for the City at the lowest possible cost commensurate with the desired quality” and MMC 8-3.202(h) encourages the Purchasing Manager to join with the State of California or other units of government in cooperative purchasing plans when the best cost savings interest of the City is complying with the requirements defined under this code for the six (6) Chevrolet Silverado 3500 Regular Cab 4x2 Trucks.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Modesto that it hereby approves the Competitive Bidding Process from the State of California to Winner Chevrolet, Sacramento, CA for the purchase for six (6) #14..
- 574 -
05/12/2026/FIN/DLove/Item X 3 2026-XX
Chevrolet Silverado 3500 Regular Cab 4x2 Trucks for an amount not to exceed $616,045.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to issue the Purchase Order.
BE IT FURTHER RESOLVED, that the Director of Finance, or her designee, is hereby authorized to execute any change orders not to exceed 15% of the total purchase price.
#14..
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05/12/2026/FIN/DLove/Item X 4 2026-XX
The foregoing resolution was introduced at a regular meeting of the Council of the City of Modesto held on the 12th day of May, 2026, by Councilmember _____, who moved its adoption, which motion being duly seconded by Councilmember _____, was upon roll call carried and the resolution adopted by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ATTEST: _____________________________
DIANE NAYARES-PEREZ, CMC,
City Clerk
(SEAL)
APPROVED AS TO FORM:
BY: ________________________________
JOSE M. SANCHEZ, City Attorney
#14..
- 576 -
www.nixon-egli.com
SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA 91761 (909) 930-1822 FAX (909) 923-2356 NO. CALIFORNIA: 800 East Grant Line Road, Tracy, CA 95376 (209) 830-8600 FAX (209) 830-8884 City of Modesto June 16, 2025
7007 Jennings Road Quote Number- 101352
Modesto, CA 95358
Attention- Rogelio Munguia City of Modesto Sourcewell ID: 21208 Reference- Link-Belt 120HT Link-Belt Sourcewell ID: 011723-LIN Dear Rogelio Munguia,
We are pleased to quote you One Link-Belt 120HT equipped as follows:
Standard Unit:
BASE MACHINE DESCRIPTION (BASE ITEM)
BASE MACHINE F.O.B. LEXINGTON, KENTUCKY
Entire machine is pre-painted, and oven baked with a high solids paint (2 part epoxy primer/2 part polyurethane top coat).
CARRIER STRUCTURES
CHASSIS
8x4x4 drive/steering, 8 ft - 6 in. (2.59 m) wide, all welded box frame design, daytime running lights and complete travel light package with back-up alarm, right side and back-up viewing cameras, full deck aluminum fenders with mud flaps, tie down locations, and front and rear towing shackles
OUTRIGGERS
Four dual-stage beams with Variable Confined Area Lifting Capacities (V-CALC) provide selectable outrigger extensions of full, intermediate and retracted positions. Electronically controlled from the operator's cab, wireless rigging remote control, and on both sides of chassis with integral check valves, auto-level functionality, and quick release "stow 'n go" 23.5" x 27.25" (59.7 cm x 69.2 cm) hexagonal steel pontoons. A fifth front bumper outrigger is hydraulically controlled from the operator's cab and at the front bumper of carrier with integral check valve and self-stowing 14.75 inch (37.5 cm) diameter steel pontoon. Auto level functionality
SUSPENSION
Front leading-trailing air-ride suspension, rear trailing-trailing air-ride suspension with automatic ride height control.
AXLES
Axles 1 and 2 are hydraulic assist steering. Axles 3 and 4 are driven during on/off-highway travel. The drive axles have an inter-axle and cross-axle differential lockout.
BRAKES
Air actuated anti-lock (ABS) disc brakes on all wheels with spring applied/ air released parking brakes on axles 3 and 4.
TIRES
Four (single) 445/65R22.5 radials front and eight (dual) 315/80R22.5 radials rear mounted on aluminum disc wheels.
ENGINE
Diesel, and 12 volt start/ 12 volt charging. [Note: brand, displacement, horsepower, block heater, and emission compliance listed in base item description.
TRANSMISSION
ZF automated transmission with 12 speeds forward and 2 speed reverse. #14..
- 577 -
www.nixon-egli.com
SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA 91761 (909) 930-1822 FAX (909) 923-2356 NO. CALIFORNIA: 800 East Grant Line Road, Tracy, CA 95376 (209) 830-8600 FAX (209) 830-8884
PUMPS AND HYDRAULICS
Two variable displacement load sense piston pumps that drive the boom hoist, boom extend, winches and the cooling package fan. One piston pump is engine driven to allow boom and winch operation during pick and carry operations. One fixed displacement gear pump for steering. One fixed displacement gear pump for swing operation. One fixed displacement gear pump for the outriggers and the upper air conditioner and counterweight removal circuits.
DRIVER'S CAB
Single occupancy, environmental cab of LFC-2000 construction process. Includes fully enclosed modular compartment sealed with acoustical fabric lining, tinted safety glass for full vision, automatic power down left side window for ventilation, right side window, front window wipers and washer, engine instrumentation panel, cruise control, six way adjustable air-ride seat, seat belt, fire extinguisher, power and heated rear view mirrors, tilt and telescopic multi-function steering wheel, air conditioning with automatic temperature control, overhead console with AM/FM radio, and engine dependent warm-water heater with defroster.
GENERAL CARRIER ITEMS
Five storage compartments (720Ibs combined capacity), boom dolly/trailer electrical and air provisions, single amber strobe light, clearance flags, left and right side air hose connection ports, left and right side bubble levels, 95 gallon (359.6 L) fuel tank with fuel water separator and fender mounted outrigger lighting.
REVOLVING UPPERSTRUCTURE
UPPER FRAME
All welded high strength steel frame with precision-machined surfaces for all components.
MAIN WINCH
Two speed, power up/ power down winch package includes independent hydraulic controlled/ pilot operated axial piston motor with disable switch, planetary gear reduction unit, automatic controlled spring applied / hydraulic released multiple disc brake, viewing camera, audible drum rotation indicator, 1st layer indicator and 3rd wrap function kick-out, and operator defined fine metering controls.
Drum includes grooved laggings for 19mm wire rope, and are mounted on anti-friction bearings. Provisions for future addition of auxiliary winch provided.
WIRE ROPE
730 ft. (222.5 m) of 19 mm (0.75 in.) 37x7 non rotating (Type KC) rope..
SWING
Includes independent electro-hydraulic controlled I pilot operated fixed displacement motor, planetary gear reduction unit, spring applied hydraulic released 360° multi-plate park brake, audio swing alarm, right side viewing camera, two position positive house lock, and operator defined fine metering controls.
COUNTERWEIGHT
16,500Ibs (7.2mt) of total counterweight consisting of four, hydraulically removable counterweights with capacities for 0lbs (0mt), 4,000 lbs (1.8 mt), 8,000 lbs (3.6 mt), 12,500Ibs (5.7mt), and 16,500Ibs (7.5mt) counterweight configurations.
OPERATOR'S CAB
Single occupancy, 0° to 20° tilting, environmental cab of galvaneal steel construction. Includes fully enclosed modular compartment sealed with acoustical fabric lining, tinted safety glass for full vision, sliding operator's door, sliding right side, swing out rear window, swing up roof window with wiper, front window wiper and washer, circulating fan, engine instrumentation panel, six way adjustable seat, seat belt, fire extinguisher, rear view mirror, Link-Belt Pulse 2.0 operating system including rated capacity limiter (anti-two block with function
kick-out) with internal light bar and boom extend mode controller, foot throttle, arm chair dual axis (joystick) electronic controllers, outrigger sight level bubble and hand held outrigger control, cabwalk, cab mounted work lights, air conditioning, AM/FM radio with Bluetooth, and diesel fired warm-water heater with defroster.
GENERAL UPPERSTRUCTURE ITEMS
Fine metering, left side folding guardrail, and four (4) high intensity work lights. #14..
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www.nixon-egli.com
SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA 91761 (909) 930-1822 FAX (909) 923-2356 NO. CALIFORNIA: 800 East Grant Line Road, Tracy, CA 95376 (209) 830-8600 FAX (209) 830-8884
TELESCOPIC BOOM
BOOM
38 to 164 ft (12.1 to 60 m) pin & latch six section boom with quick reeve head machinery and selectable extension modes, five nylon head sheaves, deflector pads, mechanical boom angle indicator, wind speed indicator, two (2) adjustable boom floodlights, one (1) remote controlled boom floodlight, aviation obstruction marking light and flag, and boom dolly connection
BOOM HOIST SYSTEM
One double acting cylinder with holding valve. Boom float kit for use with boom dolly.
WARRANTY
12 month UNLIMITED hours material and workmanship - "See Link-Belt website under Service, Warranty statements, for details" Options Included in Pricing Below:
ICRANE - iCraneTrax Lite - A free 24-month subscription to Link-Belts telematics network. The network delivers real-time and historical data from anywhere you have an internet connection, and theres no obligation to share your data with the dealer or the factory. Setup your secure account at www.icranetrax.com/lbce. Note: International data dependent on cellular service.
PREFER - Link-Belt Preferred - A free comprehensive library of on-line manuals, schematics, and bulletins for new and older Link-Belt cranes. There are also calculators for ground bearing, and operating costs. Sign up and start taking advantage of this and more at www.linkbelt.com. 3DLIFT - 3D Lift Planning - Create, save, view, and print three dimensional lift plans from anywhere you have an internet connection. There are no special software downloads and this service is free to Link-Belt crane owners. Create your own user secure account at www.3dliftplan.com. 2200A - AUXILIARY WINCH - Two speed, power up/ power down, piston motor with automatic brake, audible drum rotation indicator, 1st layer indicator and 3rd wrap kick-out, shutdown switch, grooved lagging, and 600 ft. (182.88 m) of 19 mm (0.75 in) diameter 37 x 7 non rotating (Type KC) wire rope.
2220A - HOIST DRUM FOLLOWER - MAIN AND AUXILIARY - Spring tensioned roller that applies pressure on the cable to maintain uniform wraps on the drum.
2616 - RCL EXTERNAL LIGHT BAR - Mounts on the operators cab and informs the ground crew when lift capacities are less than 90% (green), 90 to 100% (yellow), and 100% plus (red). 3010 - AUXILIARY LIFTING SHEAVE [Required for base rating lift] 9000C 60- TON (55 METRIC TON) 3 SHEAVE QUICK REEVE HOOK BLOCK [Weight: 1,150Ibs (522kg)] 9000A 10 TON (9.07 METRIC TON) SWIVEL HOOK AND BALL [Weight: 584 lbs (265kg)] 2020E 49,100 LBS (22.0mt) OF COUNTERWEIGHT CALIFORNIA SPECIAL - [32,600Ibs (10.7mt) in addition to standard counterweight]-may effect roadability (1) 6,000lbs counterweight tray and (1) 2,000lbs counterweight slab in place of the standard.
#14..
- 579 -
www.nixon-egli.com
SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA 91761 (909) 930-1822 FAX (909) 923-2356 NO. CALIFORNIA: 800 East Grant Line Road, Tracy, CA 95376 (209) 830-8600 FAX (209) 830-8884 2740B SINGLE AXIS ELECTRONIC CONTROLLERS - Four (4) single axis controllers instead of the standard two (2) dual axis joystick controllers.
1930 STANDARD OIL, LUBE, AND ANTI -FREEZE - Recommended for ambient temperatures between -5° F ( -21 °C) and 120°F ( 49°C) - Standard for EPA2021 on -highway
Spreader Bar – 50 Ton w Mount
Machine Total includes Sourcewell pricing with the applicable 20% discount and tiered 2% additional discount, plus dealer items such as: PDI/DMV Registration/Training/ Inbound freight from manufacture/ Crane Certification/ Factory Inspection The prices quoted are subject to any and all applicable tariffs, taxes, duties or fees imposed by local, state, or federal authorities. In the event that any such tariffs, duties, taxes, or fees are introduced or adjusted after the date of this quotation, it will be applied to the final invoice. Nixon-Egli Equipment Company reserves the right to revise the quoted prices to account for changes in tariffs or other applicable charges prior to finalization of the contract or invoice.
Crane will be profiled with CalTrans
Crane will be driven from Lexington, KY to Tracy, CA and counterweight will be delivered via heavy haul (2 loads) Crane will be driven from Tracy, CA to Modesto, CA and counterweight will be delivered via heavy haul (2 loads) Thank you for the opportunity to quote your equipment needs. Should you have any further questions, please feel free to contact me.
Sincerely,
NIXON-EGLI EQUIPMENT CO.
Sean Hines
Sean Hines (510) 318-2799
Municipal Area Manager
Machine Total: $1,458,420.26
8.875% Sales Tax: $ 129,434.80
Sales Price Total: $1,587,855.06
#14..
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- 581 -
FINANCIAL INTEREST DISCLOSURE
Any contract award therewith will require approval by a majority vote of the City of Modesto’s City Council.
In order to have full transparency in any City of Modesto commercial actions, the City Council may not approve an agreement between the City and the 9HQGRU until all person with a direct or indirect financial interest of greater than $2,000 in the 9HQGRU are identified by name. 9HQGRU must therefore complete this Financial Interest Disclosure Form, listing by name all parties that have a material financial interest in the agreement, contract or development right.
PLEASE NOTE, any Council action that requires a Financial Interest Disclosure cannot be considered by the City Council until the required reporting is made. That means that City Council agenda items without the disclosure will be removed from the Council agenda.
Financial Interest Disclosure to City of Modesto
The 9HQGRU shall identify any person with a financial interest in the 9HQGRU by name, below.
For the purposes of this disclosure, a “Financial Interest” shall have the meaning contained in Modesto Municipal Code section 2-10.02.
Persons having an aggregate economic interest in the 9HQGRU less than two thousand dollars ($2,000.00) at times prior to final Council ac all tion of the proposed contract are not required to be listed on the Financial Interest Disclosure.
Notwithstanding the foregoing, a Financial Interest Disclosure is not required for a 9HQGRU meeting the financial criteria for listing on the New York or the Pacific Stock exchanges unless it is reasonably foreseeable that a City Council decision will increase or decrease that entity's gross revenues or expenses by one million dollars ($1,000,000) or more and the requirements of Modesto Municipal Code Section 2-10.03(h) are satisfied.
It is the legal obligation of all applicants for approval of an agreement or of an application for development rights to verify in writing, under penalty of perjury, that the identity of each person having a material financial interest in the 9HQGRU is true, correct and complete. By signing below, the applicant understands that this information is provided under penalty of perjury, and that intentionally supplying misinformation or deception may result in either invalidation of the agreement or application, or criminal prosecution for misdemeanor violation of the Modesto Municipal Code, or both. Negligent provision of misinformation shall be grounds for invalidation. In accordance with the Modesto Municipal Code, each applicant has a continuing obligation to maintain the truth, accuracy and completeness of the financial interest disclosure information provided below until after final consideration by the City Council of any matter arising out of or relating to the agreement or application.
#14..
- 582 -
Print Names of Persons Having a Financial Interest in 9HQGRU Receiving this Agreement:
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
By signing this document, I agree to the information contained within.
Bidder Company Name:
Name of 9HQGRU Signatory:
Signature of 9HQGRU Representative:
Stephen J. Nixon
James Nixon
Nixon-Egli Equipment Company
Sean Hines
#14..
- 583 -
California Levine Act Disclosure
California Government Code Section 84308, also known as the "Levine Act", prohibits City “officers” from participating in any action related to a license, permit, or other entitlement for use (a “proceeding”) if such member accepts, solicits, or directs political contributions from a party to the proceeding or their agent totaling more than $500 while the proceeding is pending before the agency, and for twelve (12) months following the date a decision concerning the proceeding has been made. The Levine Act also requires disclosure of such contribution by a party to the proceeding.
Section 84308(a)(4) of the Levine Act defines an "officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency of officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position; (2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4)Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Modesto City Council Board Members can be found online at: Modesto City Council https://modestogov.com/706/Council-Members (modestogov.com). The party making this certification is responsible for determining whether a recipient of a political contribution is a City officer prior to answering the following questions:
1. Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City officer, in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
___ YES If yes, please identify the Councilmember(s):
___ NO
2. Do you, or your company, or any agent on behalf of you or your company, anticipate or plan to make any political contribution of more than $500 to any City officer in the twelve (12) months following any Council action related to this contract?
___ YES If yes, please identify the Councilmember(s):
___ x NO
x
#14..
- 584 -
Answering YES to either of the questions above does not preclude the City of Modesto from awarding a contract to your firm or taking any subsequent action related to the contract. It may, however, preclude the identified City officer from participating in any actions related to such contract.
HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
_________________ _____________________________
Date Signature of authorized individual
_____________________________
Company/Applicant Name
May 14th, 2025
Nixon-Egli Equipment Company
#14..
- 585 -
Quote Number:
Opportunity Number:
Sourcewell Contract #:
1864975
25165186
110421-ALT
Date: 3/30/2026
REFERENCE ALTEC MODEL
Sourcewell
Price
Articulating Telescopic Aerial Device (Insulated) $161,317 (A.)
1 AT37G-US40 40' Boom Height (AT40-G) MUST quote ISO option $3,264 2 AT37G-ISO ISO boom - MUST QUOTE for 40' boom height (n/a on base model) $5,746 3 4
(A1.)
1 SPS Scuff Pad with Step $400
2 RW2 Rear Window Guard, Mounted To Body Bulkhead $1,202 3 SPOT4 SIX (6) POINT STROBE SYSTEM (LED) $1,220
4 SPOT6 Remote Spot Light, LED, Permanent Mount, With Wireless Dash Mounted Controls And Programmable Wireless Remote (QTY 2) $2,132
5 VCAM Backup Camera System $1,313
6 PTO-HM PTO Hour Meter Digital with 10,000 Hour Display $182 7 PSWI2 Inverter with minimum 3000W 120V @ 25A pure sine wave output, hardwired to outlet $3,766 8 BATSTOR Deep Cycle Auxiliary Battery for Vented Applications & Remote Steel Enclosure $2,154 9 VRI 120 Volt GFCI Receptacle, Includes Weather-Resistant Enclosure (QTY 2) $730 10 LIC CA Fee To Process Exempt License Plate Request $139 SOURCEWELL OPTIONS TOTAL: $183,566
(B.)
1 UNIT Platofrm Cover $117
2 UNIT & HYDRAULIC ACC $0
3 BODY Custom Body ILO Stock Body $32,186
4 BODY & CHASSIS ACC Wheel Chock, Cone Holder, PVC Canister Kit, Cab Console, Floor Mats $4,226 5 ELECTRICAL FMVSS Lighting Package, Directional Light Bar, Opticom, Trailer Receptacle, Electrical Cord Reel, Cab Indicator Light, $8,095
6 FINISHING Inbound Freight, Paint, Non-Skid $10,216
7 CHASSIS Ford F550 4x4 Diesel, Extended Cab MY2027 $5,006 8 OTHER $0
OPEN MARKET OPTIONS TOTAL: $59,846
SUB-TOTAL FOR UNIT/BODY/CHASSIS: $243,412.00
Delivery to Customer: $715.00
Estimated Taxes (Delivery non-taxable):
FET:
Tire Fees: $10.50
Extended Warranty: $6,020.00
() TOTAL FOR UNIT/BODY/CHASSIS: $250,157.50
WARRANTY: Standard Altec Warranty for Aerials and Derricks - One (1) year parts warranty One (1) year labor warranty Ninety (90) days warranty TRADE-IN: Please ask your Altec Account Manager for more information CHASSIS: Per Altec Commercial Standard
DELIVERY: TBD Based on availability, FOB Customer Location TERMS: Net 30 days
BEST VALUE: Altec boasts the following "Best Value" features: Altec ISO Grip Controls for Extra Protection, Only Lifetime Warranty on Structural Components in Industry, Largest Service Network in Industry (Domestic and Overseas), Altec SENTRY Web/CD Based Training, Dedicated/Direct Gov't Sales Manager, In-Service Training with Every Order.
TO ORDER: To order, please contact the Altec Account Manager listed above. **Pricing valid for 45 days**
NOTES
PAINT COLOR: White to match chassis, unless otherwise specified Altec Account Manager: Rhawnie Kraak
PRICING: Altec will make every effort to honor this quotation, subject to the following provisions. Prices for equipment with production start dates 12 months and beyond are considered budgetary due to potential cost inflation, market volatility, and tariff implications. These prices will be reviewed based on market conditions and confirmed closer to the production date. Quotes and orders with chassis model years beyond the current open order bank are estimates only. Altec's turn-key pricing is subject to change based on chassis pricing received from the OEM. Chassis model year, specifications, and price will be reviewed and confirmed when specific model year information becomes available from the OEM, and any chassis price difference, including adjustments for tariffs, will be passed through to the customer.
Altec Industries, Inc.
SOURCEWELL OPTIONS ON CONTRACT (Unit)
SOURCEWELL OPTIONS ON CONTRACT (General)
OPEN MARKET ITEMS (Customer Requested)
()
AT37G
Quoted for: City of Modesto
Copy of Sourcewell 110421-ALT Quote Template - Q2-2025 City of Modesto #14..
- 586 -
Altec Industries, Inc. Computrol Fuel Systems Inc. CTOS Canada Ltd.
Custom Truck One Source,
L.P.
DuCo, LLC (Elliott Equipment
Company)
Morooka USA, LLC (Dominion
Equipment Parts) Terex Utilities
The Charles Machine Works,
Inc.
Time Manufacturing
Company Vermeer Corporation
Possible Points
Conformance to Terms/ Conditions to Include Documentation 50 44 - 34 43 44 37 41 45 41 44 Pricing 400 348 - 241 301 336 246 340 344 332 338
Financial, Industry and Marketplace Successes 75 65 - 50 61 61 54 64 62 56 63 Bidder's Ability to Sell/ Service Contract Nationally 100 83 - 65 83 81 74 80 86 78 86 Bidder's Marketing Plan 50 43 - 32 39 42 37 36 43 42 42 Value Added Attributes 75 67 - 46 60 61 55 63 62 65 64
Warranty Coverages and Information 50 45 - 37 43 44 42 43 43 42 44 Depth and Breadth of Offered Equipment, Products, or Services 200 183 - 152 174 160 118 172 172 170 170 Total Points 1,000 878 0 657 804 829 663 839 857 826 851Rank Order 1 1097584263 _____________________________________________
Carol Jackson, Procurement Analyst
_____________________________________________
Kim Austin, MBA, CPPB, Procurement Lead Analyst
_____________________________________________
Craig West, Procurement Analyst
_____________________________________________
Brandon Town, CPSM, CPSD, Procurement Analyst
Proposal Evaluation
Public Utility Equipment with Related Accessories and Supplies RFP #110421
#14..
- 587 -
FINANCIAL INTEREST DISCLOSURE
Any contract award therewith will require approval by a majority vote of the City of Modesto’s City Council.
In order to have full transparency in any City of Modesto commercial actions, the City Council may not approve an agreement between the City and the Vendor until all person with a direct or indirect financial interest of greater than $2,000 in the Vendor are identified by name.
Vendor must therefore complete this Financial Interest Disclosure Form, listing by name all parties that have a material financial interest in the agreement, contract or development right.
PLEASE NOTE, any Council action that requires a Financial Interest Disclosure cannot be considered by the City Council until the required reporting is made. That means that City Council agenda items without the disclosure will be removed from the Council agenda.
Financial Interest Disclosure to City of Modesto
The Vendor shall identify any person with a financial interest in the Vendor by name, below.
For the purposes of this disclosure, a “Financial Interest” shall have the meaning contained in Modesto Municipal Code section 2-10.02.
Persons having an aggregate economic interest in the Vendor less than two thousand dollars ($2,000.00) at all times prior to final Council action of the proposed contract are not required to be listed on the Financial Interest Disclosure.
Notwithstanding the foregoing, a Financial Interest Disclosure is not required for a Vendor meeting the financial criteria for listing on the New York or the Pacific Stock exchanges unless it is reasonably foreseeable that a City Council decision will increase or decrease that entity's gross revenues or expenses by one million dollars ($1,000,000) or more and the requirements of Modesto Municipal Code Section 2-10.03(h) are satisfied.
It is the legal obligation of all applicants for approval of an agreement or of an application for development rights to verify in writing, under penalty of perjury, that the identity of each person having a material financial interest in the Vendor is true, correct and complete. By signing below, the applicant understands that this information is provided under penalty of perjury, and that intentionally supplying misinformation or deception may result in either invalidation of the agreement or application, or criminal prosecution for misdemeanor violation of the Modesto Municipal Code, or both. Negligent provision of misinformation shall be grounds for invalidation. In accordance with the Modesto Municipal Code, each applicant has a continuing obligation to maintain the truth, accuracy and completeness of the financial interest disclosure information provided below until after final consideration by the City Council of any matter arising out of or relating to the agreement or application.
#14..
- 588 -
Print Names of Persons Having a Financial Interest in Vendor Receiving this Agreement:
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
First Name, Last Name
By signing this document, I agree to the information contained within.
Bidder Company Name:
Name of Vendor Signatory:
Signature of Vendor Representative:
#14..
- 589 -
California Levine Act Disclosure
California Government Code Section 84308, also known as the "Levine Act", prohibits City “officers” from participating in any action related to a license, permit, or other entitlement for use (a “proceeding”) if such member accepts, solicits, or directs political contributions from a party to the proceeding or their agent totaling more than $500 while the proceeding is pending before the agency, and for twelve (12) months following the date a decision concerning the proceeding has been made. The Levine Act also requires disclosure of such contribution by a party to the proceeding.
Section 84308(a)(4) of the Levine Act defines an "officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency of officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position; (2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4)Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Modesto City Council Board Members can be found online at: Modesto City Council https://modestogov.com/706/Council-Members (modestogov.com). The party making this certification is responsible for determining whether a recipient of a political contribution is a City officer prior to answering the following questions:
1. Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City officer, in the twelve (12) months preceding the date of the submission of your proposals or the anticipated date of any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
2. Do you, or your company, or any agent on behalf of you or your company, anticipate or plan to make any political contribution of more than $500 to any City officer in the twelve (12) months following any Council action related to this contract?
___ YES If yes, please identify the Council Member(s):
___ NO
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Answering YES to either of the questions above does not preclude the City of Modesto from awarding a contract to your firm or taking any subsequent action related to the contract. It may, however, preclude the identified City officer from participating in any actions related to such contract.
HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
_________________ _____________________________
Date Signature of authorized individual
_____________________________
Company/Applicant Name
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VST-40-HDI Date: 2/12/2026
VERSALIFT.COM Page 1 of 2 Quote #: N-25938
Time Manufacturing Co. QUOTATION
7601 Imperial Drive
Waco, Texas 76712-6608 SOURCEWELL N-25938
254.399.2100
Customer: Modesto Police Dept. Date: 2/12/2026
Attn: Doug Ridenour, Jr. Model: VST-40-HDI
Email: [email protected] VERSALIFT SOURCEWELL
Address:
CONTRACT #110410-TIM
Model Description Sourcewell Price
VST-40-I
Insulated 40 ft. telescopic aerial platform lift, 45 ft. working height including the following standard feature items:
$128,462.00
STANDARD SOURCEWELL FEATURES:
• 19,500 GVWR, 84” Ford F550 4X2 chassis with automatic transmission, 6.7L diesel engine, • and air conditioning.
• 132” steel service body with standard compartments treadplate tops and 24” tailshelf. • Standard platform capacity of 500 lbs. (204 kg).
• Standard 46-1/4” pedestal.
• Hydraulic pump.
• TruGuard™ 2.0 dielectric isolating system with Right Hand single stick control. All control handles are isolated and Tested per ANSI 92.2. The high resistive dielectric system is protected from direct environmental and job related contamination. TruGuard™ 2.0 technology incorporates the use of full hydraulic controls with durable metal handles and linkages • Main A-frame outriggers.
• Full pressure turret mounted lower controls with override. • Engine start/stop from platform and lower controls.
• Continuous rotation including one pass slip ring for start/stop system. • Six gpm (22.7 lpm) open center hydraulic system at 2500 psi (175 kg/cm²). • Side mounted telescopic upper boom for low stowed platform. • Fiberglass inner boom and patented ELECTROGARD provide insulation gap fully retracted meeting ANSI A92.2-2015 requirements for Category C, 46 KV and below. • Chassis insulating system (fiberglass lower boom insert) providing 12 in. (0.30 m) • Insulation gap and including accommodations to bridge insulation gap for testing per ANSI A92.2 • ELECTROGARD and inner boom furnished with white urethane paint over a white gel coat. • Non-lube bearings used throughout.
• One set hydraulic tools at platform.
• Integral hydraulic oil reservoir with dual sight gauges and 17 gallon (64.4 l) capacity. • Hydraulic platform rotation
• Closed 24 in. X 24 in. X 42 in. (0.61m X 0.61m X 1.07m) fiberglass platform with one curbside step (in end hung position)
• Master/slave hydraulic leveling with upper control to tilt for cleanout or rescue. • Upper boom storage cradle with ratchet type tie down strap and tubular rubber platform support • PTO power source.
• 5lb Fire Extinguisher, reflector kit, and mudflaps
• Hydraulic oil.
• Mounting hardware.
• Two operator’s manuals and two service manuals.
• ANSI A92.2 data plate.
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VST-40-HDI Date: 2/12/2026
VERSALIFT.COM Page 2 of 2 Quote #: N-25938
CUSTOMER REQUESTED OPEN MARKET OPTIONS:
Open market items and options listed below in lieu of or in addition to above Sourcewell standard features and price $49,716.00
• VST-40-HDI aerial lift in lieu of the above VST-40-I aerial lift • Auxiliary low profile H-frame outriggers
• Hydraulic articulating and extending jib pole and winch package for up to 1100 lbs • 24” x 30” x 42” platform with liner and cover in lieu of the above platform • 12 volt DC backup pump
• Full body safety harness and lanyard
• Install pintle hitch combo/ball, D-rings safety chain and 7-prong trailer socket • Install auto boom latch on inner boom
• Install back-up alarm
• Furnish wheel chocks and outrigger pads
• Four (4) corner strobe lighting
• Install OEM supplied back up camera
• Install grounding kit, park brake interlock system, and mud flaps • 132” x 40” x 94” steel service body built with 30 inch tailshelf, side access steps at 2 nd vertical, LED lighting package, grab handles at side and rear, master door locks, hotstick shelf with rear access door, and wheel chock and outrigger pad holders in lieu of the 132” steel body above
• 2022 Chevrolet 6500 4x4 chassis with 84” CA, 22,500 lb. GVWR, Duramax 6.6L turbo diesel V8 engine, Allison A2700 RDS auto transmission, engine block heater, power windows, keyless remote entry system, and 7” color touch-screen audio system with Bluetooth in lieu of the above Ford F550 4x2 cab and chassis
Price Summary
TOTAL PRICE F.O.B. CURRENT LOCATION: $178,178.00
FREIGHT TO MODESTO, CA.: $ 3,484.00
COMPLETE TOTAL PRICE F.O.B. MODESTO, CA.: $181,662.00
TERMS: Payment due at time of shipment. Chassis MSO sent upon receipt of payment SHIPMENT: Approximately 30-60 days after receipt of order. This is a stock unit and is subject to prior sales NOTE: Price subject to change due to possible surcharges which will be added to the final total price.
Thank you for considering <VERSALIFT> to meet your utility equipment needs. We look forward to earning your business.
Best Regards,
STAN TOMCHESSON
Government Contracts Sales Coordinator
Phone: (254) 399-2167
Email: [email protected]
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Versa Lift Quote #N-25938
IFB 2526-30 - Telescopic
Aerial
Platform Lift Truck
Qty Vehicle Price
1 Telescopic Aerial
Platform Lift Truck 2026
VST-40-I
$128,462.00
1 Options - Open Market
Items $49,716.00
1 Freight to Modesto $3,484.00
Subtotal $181,662.00
DMV Doc Fees (Not
collected by vendor) $200.00
Declaration GVW & CGW
(Not collected by vendor) $447.00
Sales Tax 8.875% (Not
collected by vendor) $16,122.50
Total $198,431.50
Vendor does not collect the DMV fees or sales tax.
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Altec Industries, Inc. Computrol Fuel Systems Inc. CTOS Canada Ltd.
Custom Truck One Source,
L.P.
DuCo, LLC (Elliott Equipment
Company)
Morooka USA, LLC (Dominion
Equipment Parts) Terex Utilities
The Charles Machine Works,
Inc.
Time Manufacturing
Company Vermeer Corporation
Possible Points
Conformance to Terms/ Conditions to Include Documentation 50 44 - 34 43 44 37 41 45 41 44 Pricing 400 348 - 241 301 336 246 340 344 332 338
Financial, Industry and Marketplace Successes 75 65 - 50 61 61 54 64 62 56 63 Bidder's Ability to Sell/ Service Contract Nationally 100 83 - 65 83 81 74 80 86 78 86 Bidder's Marketing Plan 50 43 - 32 39 42 37 36 43 42 42 Value Added Attributes 75 67 - 46 60 61 55 63 62 65 64
Warranty Coverages and Information 50 45 - 37 43 44 42 43 43 42 44 Depth and Breadth of Offered Equipment, Products, or Services 200 183 - 152 174 160 118 172 172 170 170 Total Points 1,000 878 0 657 804 829 663 839 857 826 851Rank Order 1 1097584263 _____________________________________________
Carol Jackson, Procurement Analyst
_____________________________________________
Kim Austin, MBA, CPPB, Procurement Lead Analyst
_____________________________________________
Craig West, Procurement Analyst
_____________________________________________
Brandon Town, CPSM, CPSD, Procurement Analyst
Proposal Evaluation
Public Utility Equipment with Related Accessories and Supplies RFP #110421
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Winner Chevrolet DATE March 12, 2026
TO: Patrick Crowley Quotation # C6297G
City of Modesto FAN # 803216
(916)509-8595 - Desk 1010 10th Street
(916)813-4592 - Cell Modesto, CA 95354
Prepared by: Casey De Koning
(209) 341-2934
Comments or special instructions: Vehicle build and options are in additional pages.
AMOUNT
$ 44,700.00
$ 1,073.00
$ 35,905.00
$ 81,678.00
DOC Fee $ 85.00
Taxable Subtotal: $ 81,763.00
8.875% $ 7,256.47
Tire Fee: $12.25
Fuel $0.00
$250.00
Total: 89,281.72 $
QTY 6 Grand Total $ 535,690.32
7220 Fawn Way,
Sacramento, CA 95823
State Contract # 1-22-23-20D
****Shipping charge added for deliveries beyond Sacramento. No charge for will call.**** CA Tire Fee: $1.75 / Per Tire
Tax Rate(Subject to change):
Description
Stiles Truck Body Upfit Estimate # 33986
(Order Acknowledgment Signature) (Date)
If you have any questions concerning this quotation, contact Casey De Koning at (916)509-8595 or email at [email protected] or [email protected]
Line 48 Chevrolet Silverado 3500 Regular Cab 4x2 Cab & Chassis Options (Refer to Window Sticker):
Delivery Charge:
**** specs with the PO or the vehicle will not be ordered. **** Subtotal
**** Please review, sign, and return a copy of the quote and **** ___________________________________________________
THANK YOU FOR YOUR BUSINESS!
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Estimate
Date
3/3/2026
Estimate #
33986
Name / Address
Winner Chevrolet
Attn: Casey Dekoning
7220 Fawn Way
Sacramento, CA 95823-2793
Stiles Truck Body & Equipment, Inc.
Terms Rep
SRS
Fax Number Phone Number
916-509-8595
Total
Subtotal
Sales Tax (7.75%)
Customer Signature __________________________________
Upon acceptance of bid, please sign one copy of this estimate and return to us for our records, along with any required deposits or signed purchase orders. This Contract is void 30 days from date, unless one copy is signed and returned to bidder.
Please Note: There are NO Returns on special order, non-stocked part.
Special orders require a non-refundable deposit. A 25% restocking charge may apply on all other returns.
Sales Representative Signature ___________________________________ P.O. Box 507 Turlock CA 95381-0507
701 S Golden State Blvd. Turlock CA 95380
Phone: 209-667-2639 FAX: 209-667-2746
website: www.stilestruckbody.com
Description Quantity Unit Price Total
FOR: CITY OF MODESTO - PRND PARKS OPERATIONS
Flatbed Dump Body Package:
- 7' Long x 96" wide approximate flatbed dimensions (plus or minus). - Tread plate steel flatbed floor.
- Tapered headboard installed onto the front of flatbed and to match the shape of the back pack toolbox.
- RLB-10-04 Harsh conversion hoist assembly w/ electric-hydraulic double acting power unit, body safety prop and in-cab push button controller.
- SK10 Buyers body-up warning light kit.
- 510 Ecco backup alarm.
- BP824624B Buyers steel tapered back pack toolbox, 24" long x 46" high x 82" wide w/ two doors per side and installed behind the truck cab.
- (2) Buyers steel under body toolboxes mounted below the back pack tool box and between the cab and rear tires.
- 40" High removable steel side racks installed on the left and right side of flatbed. - 28" High removable steel rear racks installed on the rear of flatbed. - Exterior tie rails (chain rail) installed onto the outside of flatbed left, right and rear for securing loads to the flatbed deck.
- Rear apron w/ LED stop, turn, tail and backup lights. - Grip strut rear step bumper.
- Class 5 trailer hitch rated for 16,000 lbs. gross trailer weight. - 7-Wire RV trailer light plug.
- Conspicuity tape (red/silver) applied to the exterior tie rails on the left, right and rear of truck. - Ram provided backup camera installed at the rear of truck. - Installation of equipment onto a 2026 Chevrolet Silverado 3500HD cab-chassis w/ 60" cab to axle DUAL rear wheel chassis and gas engine.
- All equipment painted BLACK.
ADDITIONAL WORK (included):
- (4) VTX609A Whelen 4-corner strobe lights w/ amber LED's.