SAMPLE ANNUAL CONTRACT FOR SHREDDING SERVICES
(City of Visalia Bid No. 22-23-60)
This Agreemen t, ent ered into and effective this ________ day of October, 20 23, [“Effective Date”], by and between the Cit y of Visalia, h ereinafter referred to as the “CITY ”, and PACIFIC STORAGE, CO. (PACIFIC SHREDDING) hereinafter referred to as the “CONTRACTOR”, “BIDDER”, or “SUBRECIPIENT”.
R E C I T A L S
WHEREAS, CONTRACTOR is a document shredding company with a primary business address of 3439 Brookside #206, Stockton, CA 95219 and SSN or EIN: 94-0745450; and
WHEREAS, CITY is a municipal corporation and Charter Law City; and
WHEREAS, CITY desires to enter into an annual contract for Shredding Services which was let to bid on July 27, 2023 as evidenced by Bid No. 22-23-60 (the “Project”); and
WHEREAS, City of Visalia reviewed and evaluated response s to t he B id and determined to award a contract to CONTRACTOR for the Annual Project; and
WHEREAS, CONTRACTOR r epresents it is l icensed, qualified and willing to co mplete the Project pursuant to terms and conditions of this Agreement.
NOW, THEREFORE, CITY and CONTRACTOR agree as follows:
1. TERM:
The term of this Agreement shal l commence on the Effe ctive Date and expire upon completion of all obligations of the partie s, unless earlier terminated by the parties. The initial contract term shall be for a twelve (12) month period and shall, at the City’s option and with the consent of the CONTRACTOR , b e extended an nually thereafter for four (4) consecutive one -year periods.
If the CONTRACTOR decides not to consent to rene wal by the CITY, then CONTRACTOR must provide the CITY with written notice of non-renewal at least thirty (30) days prior to the annual renewal date.
Additionally, this Agreement ma y be terminated for convenience by the CITY, in whole or in part, by giving the CONTRACTOR fifteen (15) days ’ written n otice of the intent to termi nate whenever the City determines that termination is in t he best interest of the City. In the event of termination or expirati on of this Agreement, CONTRACTOR shall transfer to CITY any funds and/or accounts receivab le on hand attributable to the use of CITY funds. Contractor shall be entitled only to payment for work perf ormed to date, less any costs p aid by the City to b ring areas contractor was terminated f rom back up t o standards deemed acceptable by the Project Manager.
2. ATTACHMENTS INCORPORATED:
The following are attachments for this Agreement. Said atta chments are incorporated into this Agreement as if included in full in the body:
ATTACHMENT NO. DESCRIPTION OF ATTACHMENT
Attachment 1 General Contract Provisions
Attachment 2 Insurance Requirements
Attachment 3 City of Visalia Bid 22-23-60, Annual Contract for Shredding Services Attachment 4 CONTRACTOR’s bid in response to Bid No. 22-23-60
3. CONTRACTOR SCOPE OF SERVICES and COMMITMENTS*:
CONTRACTOR shall provide the following services for the stated compensation on or before the stated completion dates (“Scope of Services”):
All work described in Scope of Services in Bid No. 22-23-60.
4. CITY COMMITMENTS:
CITY shall perform the following tasks on or before the stated completion dates:
TASK COMPLETION DATE
Pay Contractor as work is completed and invoiced As requested by Contractor
5. COMPENSATION:
CITY shall pay CONTRAC TOR compensation for services as indicated in Para graph 4 above; however, CITY shall pay n ot more than the following amount as tot al compensation under this Agreement, unless otherwise agreed in writing. S uch sum shall be expended and paid by CITY on a re imbursement basi s for services actually performed based on invoices, recei pts, time sheets and similar documents presented by CONTRACTOR to CITY.
6. CONTRACT PRICE ADJUSTMENTS:
All prices quoted in response to this Invitation to Bid shall be firm and fixed for twelve (12) months from the annual anniversary date of the agreement. In order to protect the interests of the City and to give th e vendor a reasonable basis for bi dding, a price adjustment feature is hereby incorporated into the specifications . Prices bid by vendor may be adjusted annually at time of contract renewal and upon mutual agreement of the parties to the contract to allow for price increases or decreases for labor and benefit rates, supplies and materials.
It will be the responsibi lity of the contractor to request a price adjustment an d to provide all documentation necessary. The request for price adjus tment must be sub mitted to the project manager in writing a minimum of thirty (30) but no sooner than ninety (90) calendar days prior to the annual annive rsary date of the agreement. Re quests filed after t his time-period will not be considered.
The unit prices for the en suing contracts shall be based on the movement of the unadjusted figures of the U.S. Bureau of Labor Statistics, C onsumer Price Index (CP I) for All Urban Total Compensation: $ Not to Exceed $17,000 annually at Bidder’s Stated Prices Source of Funds: Local Revenues
Payment Schedule: Within 30 days from date of invoice for completed work Consumers (CPI-U) U.S. City Average , All Items. The contract unit prices may be chan ged in an amount equal to the percentage of movement for the most recent twelve-month period. In no instance shall the price increase exceed 5%. The contract unit price changes as a result of this formula shall be binding on the cont ractor for the subsequ ent contract year . The adjustment of the unit bid price shall not be retroactive and shal l appl y on ly to changes incurred after approval.
IN WITNESS WHEREOF, this Agreement is executed on the day and year first above written.
CONTRACTOR
Dated: ___________________ By:______________________________________________________ Authorized Officer: I certify under penalty of perjury under the laws of the State of Californi a that I am f ully authorized to execute this Agreement for CONTRACTOR in the capacity I have stated, and that such execution is sufficient to bind the CONTRACTOR.
CITY OF VISALIA
Dated: ____________________ By:______________________________________________________ City Manager
Dated: ____________________ By:______________________________________________________ City Attorney
Dated: ____________________ By:______________________________________________________ City of Visalia Risk Manager
Dated: ____________________ By:______________________________________________________ City of Visalia Project Manager