HomeMy WebLinkAbout20182836.tiffMEMORANDUM
TO: Commissioners
FROM: Barb Connolly ?t,
DATE: August 20, 2018
SUBJECT: Shred -it Contract
As you are aware HB 18-1128 becomes law September 1, 2018. Except for conduct in
compliance with applicable federal, state, or local law, HB 18-1128 requires public and private
entities in Colorado that maintain paper or electronic documents (documents) that contain
personal identifying information (personal information) to develop and maintain a written policy
for the destruction and proper disposal of those documents. Entities that maintain, own, or
license personal information, including those that use a nonaffiliated third party as a service
provider, shall implement and maintain reasonable security procedures for the personal
information. The notification laws governing disclosure of unauthorized acquisitions of
unencrypted and encrypted computerized data are expanded to specify who must be notified
following such unauthorized acquisition and what must be included in such notification. Don
Warden has worked with Ryan Rose in putting together procedure and policies to insure
compliance. Prior to HB 18-1128 the county located shredders through department for
departments to shred paper documents.
The security and use of the shredding process is not tight enough to insure compliance with
HB18-1128. Therefore, I have had Rob Turf looking into shredding in the county. Shred -it has
the State contract; therefore, we can use that contract vs. bidding services. They are compliant
with ALL the requirements of shredding for HB 18-1128, CJIS, HIPAA, etc. In looking at the soft
costs that are currently being spent in the departments their service would more than pay for
itself. Shred -it will place the secure containers in the departments at locations the departments
designate and pick them from those locations. Therefore, neither departmental staff or Building
and Grounds staff will have to handle the containers. With all that is happening in the world with
identity theft we should make sure that we are securing as much information as possible, it is
simply a cost of doing business today.
eon&4t Ajadik,
9-s-ap�$
2018-2836
AtOOc2a
I have attached the spreadsheet that we are using to determine what buildings need how many
containers Don Warden, Ryan Rose, and I are all recommending using a shredding service It
is simply a cost of doing business in the world today
I would not recommend a work session
Yes, add to consent
agenda
Work Session
Julie Cozad
41,,,,
Steve Moreno
rrk-
Barb Kirkmeyer
Mike Freeman
Sean Conway
/1141
Same
Contact
Phone
Street No /Name
City
State
Postal Code
Consoles
64 Gallon
Frequency
Price per Service
Weekly Cost
Neld County Veterans Services
Wendy Bailey -
970-400
3447
1008 9th St
Greeley
CO
80631
1
0
Every 4
Weeks
$ 30 00
$ 5 00
/Veld County Buildings and Grounds
Toby Taylor
970 400
2023
1105 H St
Greeley
CO
80631
2
0
Every 4
Weeks
$ 30 00
$ 5
00
Weld County Pest and Weed/ Public Works
_
Sharon Benson '
970 400
3756
1111 H St
Greeley
CO
80631
3 standard
1. Junior
0
Weekly
$ 34 90
$ 34
90
Weld County Administrative Office
Rob Turf rT
970 400
4216
1150 0 St
Greeley
CO
80631
4
0
Every 4
Weeks
$ 34 90
$ 8
75
Weld County Alternative Programs
Diana Campell
970 400
2990
1390 N 17th Ave
Greeley
CO
80631
2
0
Every 4
Weeks
$ 30 00
$
/Veld County Fleet Maintenance
David Springer
970 400
3513
1399 N 17th Ave
Greeley
CO
80631
1
0
Every 4
Weeks
$ 30 00
5
$
00
Weld County Assessor/ Treasurer
'
Dee Kayl / Renee Fielder ,
970 400
3655
1400 N 17th Ave
Greeley
CO
80631
3 standard
1Junior
0
Weekly
$ 34 90
5
$
00
Weld County Information Technology/PSIT
David Stahl / Ronna Brinkman
970-400
2549
1401 N 17th Ave
Greeley
CO
80631
1
1
Weekly
$ 30 00
34
90
Weld County Clerk and Recorder/ DMV/Elections
Carly Koppes / Rudy Santos
970 400
3150
1402 N 17th Ave
Greeley
CO
80631
11
0
Weekly
$ 69 20
$ 30
$
00
Veld County Printing and Supply
Edna Matta . >
970-400
2050
1500 2nd St
Greeley
CO
80631
1 hard drive
console (on
demand
destruction
when needed)
1 desk side
0
Every4
Weeks
$ 30 00
69
20
Veld County Health Admin/ Environmental Health/
iHW/ Planning and Zoning
- _ :y
Tanya Geiser ,
970 400
2122
1555 N 17th Ave
Greeley
CO
80631
6
0
Weekly
$ 44 70
$ 5
$
00
Veld County Sheriff Admin
Jennifer Oftelie
970 400
2872
1950 0 St
Greeley
CO
80631
6
0
Weekly
$ 44 70
44
70
Veld County Services/ Dept of Motor Vehicles Fort
upton
Denise Adame
970 400
5877
2950 9th St
Fort Lupton
CO
80621
3
0
Weekly
$ 30 00
$ 44
70
Veld County Human Services Bldgs A and B
Susan BJornland _
970 400
6506
315 N 11th Ave
Greeley
CO
80631
8
0
Weekly
$ 54
$ 30
00
Veld County Dept of Motor Vehicles Longmont
Haroleen Young �.
970 400
8707
4209 CR 24 1/2
Longmont
CO
80504
3
0
Weekly
50
$ 30
$ 54
50
Veld County Extension Service
Cindy Nosko t
970 304
2071
525 N 15th Ave
Greeley
CO
80631
2
0
Every 4
Weeks
00
$ 30 00
$ 30
00
Veld County Centennial Center/ District Attorney/
istice Services/ Coroner
Terasina White/Doug Erler/Ca`r1
Blesch
970 400-4729
915 10th St
Greeley
CO
80631
0
3
Weekly
$ 54 50
$ 5
00
ledia Destruction Weld County Centennial Center/
istrict Attorney
Terasina White
970 400 4729
915 10th St
Greeley
CO
80631
SJunwr
console
0
Every 4
Weeks
$
$ 54
50
Veld County Jail
pending
21110 St
Greeley
CO
80631
0
15
Weekly
45 00
$ 20150
$ 11 25
$
Total Cost per
Week
20150
$ 678 90
acing
Unit Price
llnimum Charge (Includes)
3 Standard Consoles or 1 64
gallon tote
$30 00
ach Additonal Standard Console
$4 90
ach Additional Junior or Deskside Console
$4 90
ach Additonal 64 Gallon
$12 25
and Drive minimum (Includes)
ach Additional Hard Drive
D s DVD s, Thumbdrives audio and visual tapes
5 Hard Drives
spervisor for all sites
,b Turf
Jrchasing Manager
1 Junior Console
$75 00
$15 00
$45 00
Common Themes
Many offices have a backlog of shredding
Some of the people shredding docs hold higher salaries (Sergeants, etc)
Most departmenets welcome the change
Some of the departments have 2012 shredders that have worn out
Shredded matarial and discarded paper is disposed of by County employees
$ 35,302 80
70) 400 4216
urf@weldgov corn
CMS # 109811
STATE OF COLORADO PRICE AGREEMENT
SIGNATURE AND COVER PAGE
State
Department
and
Agency
of Personnel
Contracts Office (SPCO)
and Administration,
State Purchasing
Contract
2018-083
Number
Contractor
Shred
-It
US JV LLC dba Shred
-It
USA LLC
Contract
The
later
Performance
of
the
Beginning
Effective Date or June
Date
1, 2018
Contract
Document
Description
and
Media
Destruction
Initial
May
31,
Contract Expiration Date
2020
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
Each person signing this Contract represents and warrants that he or she is duly authorized to execute this Contract and to
bind the Party authorizin_ his or her si:nature.
CONTRACTOR
Shred -It US JV LLC dba Shred -It USA LLC
y: Jenna Busier, District Sales Manager
Date: � ' k i.P • � p
STATE OF COLORADO
John W. Hickenlooper, Governor
Department of Personnel and Administration, State
Purchasing and Contracts Office
June Taylor, Executive Director
By: John Chapman, Sate Purchasing Manager
Date: 5./Wa?
In accordance with §24-30-202, C.R.S., this Contract is not valid until signed and dated below by the State Controller or an
authorized delegate.
By:
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
Effective Date: gine /i
Page 1 of 22 Version 022718
CMS # 109811
TA LE OF CONTENTS
SIGNATURE AND COVER PAGE . . 1
1 PARTIES . . . 2
2 TERM AND EFFECTIVE DATE . _ . 2
3 AUTHORITY . . 4
4 PURPOSE .. 4
5 DEFINITIONS . . ..4
6 STATEMENT OF WORK . , , _ 7
7 PAYMENTS TO CONTRACTOR 7
8 PAYMENTS TO STATE 8
9 REPORTING - NOTIFICATION 8
10 CONTRACTOR RECORDS 9
11 CONFIDENTIAL INFORMATION -STATE RECORDS .. 9
12 CONFLICTS OF INTEREST . 10
13 INSURANCE .. . . . 11
14 BREACH ..13
15 REMEDIES . 13
16 DISPUTE RESOLUTION ' 15
17 NOTICES AND REPRESENTATIVES . . . 16
18 RESERVED .16
19 GOVERNMENTAL IMMUNITY . ...►6
20 STATEWIDE CONTRACT MANAGEMENT SYSTEM .16
21 GENERAL PROVISIONS 17
22 COLORADO SPECIAL PROVISIONS (COLORADO FISCAL RULE 3-1) ...20
EXHIBIT A, GENERAL WORK REQUIREMENTS . 1
EXHIBIT B, STATEMENT OF WORK 1
EXHIBIT C, SERVICE AND PRICE LIST. ..... . 1
EXHIBIT D, SHRED -IT HARD DRIVE DESTRUCTION PROCESS .1
EXHIBIT E, SERVICE REGIONS 1
EXHIBIT F, CONTAINER TYPES AND SIZES ... .1
EXHIBIT G, SAMPLE OPTION LETTER . 1
I. PARTIES
This Contract is entered into by and between Contractor named on the Signature and Cover Page
for this Contract (the "Contractor"), and the STATE OF COLORADO acting by and through the
State Agency named on the Signature and Cover Page for this Contract (the "State") Contractor
and the State agree to the terms and conditions in this Contract
2. TERM AND EFFECTIVE DATE
A. Effective Date I
This Contract shall not be, valid or enforceable until the Effective Date The State shall not
be bound by any provision of this Contract before the Effective Date, and shall have no
obligation to pay Contractor for any Work performed or expense incurred before the
Effective Date or after the expiration or sooner termination of this Contract
B. Initial Term
Page 2 of 22 Version 022718
CMS # 109811
The Parties' respective performances under this Contract shall commence on the Contract
Performance Beginning Date shown on the Signature and Cover Page for this Contract and
shall terminate on the Initial Contract Expiration Date shown on the Signature and Cover
Page for this Contract (the "Initial Term") unless sooner terminated or further extended in
accordance with the terms of this Contract
C. Extension Terms - State's Option
The State, at its discretion, shall have the option to extend the performance under this
Contract beyond the Initial Term for a period, or for successive periods, of I year or less at
the same rates and under the same terms specified in this Contract (each such period an
"Extension Term") In order to exercise this option, the State shall provide written notice to
Contractor in a form substantially equivalent to Exhibit G Except as stated in §2.D, the
total duration of this Contract, including the exercise of any options to extend, shall not
exceed 5 years from its Effective Date absent prior approval from the Chief Procurement
Officer in accordance with the Colorado Procurement Code
D. End of Term Extension
If this Contract approaches the end of its Initial Term, or any Extension Term then in place,
the State, at its discretion, upon written notice to Contractor as provided in §17, may
unilaterally extend such Initial Term or Extension Term for a period not to exceed 2 months
(an "End of Term Extension"), regardless of whether additional Extension Terms are
available or not The provisions of this Contract in effect when such notice is given shall
remain in effect during the End of Term Extension The End of Term Extension shall
automatically terminate upon execution of a replacement contract or modification extending
the total term of this Contract
E Order Term
Orders may only be placed prior to the expiration or earlier termination of this Contract, but
may have a delivery date or performance period that extends no longer than 120 calendar
days following that expiration or earlier termination date Regardless of whether this
Contract has expired or has been terminated, the Contractor shall comply with all Orders
that extend past the expiration or termination, as described in this section, and all
requirements of this Contract necessary to complete all outstanding Orders shall survive the
expiration or termination of this Contract until all such Orders are complete
F. Early Termination in the Public Interest
The State is entering into this Contract to serve the public interest of the State of Colorado
as determined by its Governor, General Assembly, or Courts If this Contract ceases to
further the public interest of the State, the State, in its discretion, may terminate this
Contract in whole or in part This subsection shall not apply to a termination of this
Contract by the State for breach by Contractor, which shall be governed by §15.A i.
i Method and Content
The State shall notify Contractor of such termination in accordance with §17. The
notice shall specify the effective date of the termination and whether it affects all or a
portion of this Contract
ii Obligations and Rights
Page 3 of 22 Verswn 022718
CMS # 10981
Upon receipt of a termination notice for termination in the public interest, Contractor
shall be subject to the rights and obligations set forth in §15.A.i.a
Payments
If the State terminates this Contract in the public interest, the State shall pay
Contractor an amount equal to the percentage of the total reimbursement payable
under this Contract that corresponds to the percentage of Work satisfactorily
completed and accepted, as determined by the State, less payments previously made
Additionally, if this Contract is less than 60% completed, as determined by the State,
the State may reimburse Contractor for a portion of actual out-of-pocket expenses, not
otherwise reimbursed under this Contract, incurred by Contractor which are directly
attributable to the uncompleted portion of Contractor's obligations, provided that the
sum of any and all reimbursement shall not exceed the maximum amount payable to
Contractor hereunder
3. AUTHORITY
Authority to enter into this Contract exists in §24-102-202, C R S and 1 CCR 101-9 R-24-102-
202-01
4. PURPOSE
The Parties are entering into this Contract for the Contractor to provide Document and Media
Destruction Services to Purchasing Entities The Contractor was selected as a result of IFB-NP-
18-001
5. DEFINITIONS
The following terms shall be construed and interpreted as follows
A "Administration Fee" means the fee that is due to the State for the administration of this
Contract, as descnbed in §8 A
B. "Business Day" means any day in which the State is open and conducting business, but
shall not include Saturday, Sunday or any day on which the State observes one of the
holidays listed in §24-11-101(1), C R S
C. "sc usiness Interruption" means any event that disrupts Contractor's ability to complete the
Work for a period of time,, and may include, but is not limited to a Disaster, power outage,
strike, loss of necessary personnel or computer virus
D. "Ceiling Price" means the maximum price Contractor or a Subcontractor may charge for a
Services under this Contract
E "Chief Procurement Officer" means the individual to whom the Executive Director has
delegated his or her authority pursuant to §24-102-202, C R S to procure or supervise the
procurement of all supplies and services needed by the state
F "Container" means a bin, console, or other storage device provided by Contractor to hold
Materials
G. "Contract" means this
incorporated by reference,
modifications thereto
agreement, including all attached Exhibits, all documents
all referenced statutes, rules and cited authorities, and any future
H "Contractor" means the person or entity delivering products or performing Services under
the terms and conditions set forth in this Contract Also referred to as "Vendor "
Page 4 of 22 version 022718
CMS # 109811
I. "Contract Funds" means the funds that have been appropriated, designated, encumbered,
or otherwise made available for payment by a Purchasing Entity for Orders placed under
this Contract.
J. "CORA" means the Colorado Open Records Act, §§24-72-200 1, et seq , C R S
K. "Disaster" means an event that makes it impossible for Contractor to perform the Work out
of its regular facility or facilities, and may include, but is not limited to, natural disasters,
fire, or terrorist attacks
L. "End of Term Extension" means the time defined in §2.D
M. "Environmentally Preferable Products" means products that have a lesser or reduced
adverse effect on human health and the environment when compared with competing
products that serve the same purpose, as defined in §24-103-904, C R S
N. "Effective Date" means the date on which this Contract is approved and signed by the
Colorado State Controller or designee, as shown on the Signature and Cover Page for this
Contract
O. "Exhibits" means the following exhibits attached to this Contract
i Exhibit A, General Work Requirements
u Exhibit B, Statement of Work
ui Exhibit C, Service and Price List
iv Exhibit D, Shred -It Hard Drive Destruction Process
v Exhibit E, Service Regions
vi Exhibit F, Container Types and Sizes
vii Exhibit G, Sample Option Letter
P. "Extension Term" means the time period defined in §2.C
Q. "Incident" means any accidental or deliberate event that results in or constitutes an
imminent threat of the unauthorized access, loss, disclosure, modification, disruption, or
destruction of any communications or information resources of the State, which are
included as part of the Work, as described in §§24-37 5-401, et seq , CRS Incidents
include, without limitation (i) successful attempts to gain unauthorized access to a State
system or State Information regardless of where such information is located, (ii) unwanted
disruption or denial of service, (iii) the unauthorized use of a State system for the
processing or storage of data, or (iv) changes to State system hardware, firmware, or
software characteristics without the State's knowledge, instruction, or consent
R. "Initial Term" means the time period defined in §2.B
S. "Material" means paper documents
T. "Order" means any delivery order, purchase order, contract, agreement or other binding
document used by a Purchasing Entity to order the Services described in this Contract from
the Contractor, and shall include any modification to such a document
U. "Party" means the State or Contractor, and "Parties" means both the State and Contractor
V. "Purchasing Entity" means any entity or organization that has been authorized by the
State to place Orders with the Contractor, and may include, without limitation, agencies of
Page 5 of 22 Version 022718
CMS # 109811
the State, institution of higher education within the State, political subdivisions of the State,
authorized non-profit organizations and other authorized entities
W. "PCI" means payment card information including any data related to credit card holders'
names, credit card numbers, or the other credit card information as may be protected by
state or federal law
X. "NI" means personally identifiable information including, without limitation, any
information maintained by the State about an individual that can be used to distinguish or
trace an individual's identity, such as name, social security number, date and place of birth,
mother's maiden name, or biometric records, and any other information that is linked or
linkable to an individual, such as medical, educational, financial, and employment
information PII includes, but is not limited to, all information defined as personally
identifiable information in §24-72-501, C R S
Y. "PHI" means any protected health information, including, without limitation any
information whether oral or recorded in any form or medium (i) that relates to the past,
present or future physical or mental condition of an individual, the provision of health care
to an individual, or the past, present or future payment for the provision of health care to an
individual, and (ii) that' identifies the individual or with respect to which there is a
reasonable basis to believe the information can be used to identify the individual PHI
includes, but is not limited to, any information defined as Individually Identifiable Health
Information by the federal Health Insurance Portability and Accountability Act
Z "Services" means the services to be performed by Contractor as set forth in this Contract
AA. "State" means the State of Colorado and any government entity identified herein
BB. "State Agencies" means the Executive Branch Departments under the Office of
Information Technology's (OIT) purview
CC. "State Confidential Information" means any State Records not subject to disclosure
under CORA State Confidential Information shall include, but is not limited to, PII, PCI,
PHI, Tax Information, and State personnel records not subject to disclosure under CORA
DD. "State Fiscal Rules" means that fiscal rules promulgated by the Colorado State Controller
pursuant to §24-30-202(13)(a), C R S
EE. "State Fiscal Year" means a 12 -month period beginning on July 1 of each calendar year
and ending on June 30 of the following calendar year If a single calendar year follows the
term, then it means the State Fiscal Year ending in that calendar year
FF "State Records" means all State data, information, and records, regardless of physical
form, including, but not limited to, information subject to disclosure under CORA
GG. "Subcontractor" means third -parties, if any, engaged by Contractor to aid in performance
of the Work The term "Subcontractor" includes, without limitation, any dealers,
distributors, partners or resellers engaged by the Contractor to perform the Work
HR. "Tax Information" means federal and State of Colorado tax information including, without
limitation, federal and State tax returns, return information, and such other tax -related
information as may be protected by federal and State law and regulation Tax Information
includes, but is not limited to, all information defined as federal tax information in Internal
Revenue Service Publication 1075
II "Work" means the Services performed pursuant to this Contract
Page 6 of 22
Version 022718
CMS # 109811
J.P. "Work Product" means the tangible and intangible results of the Work, whether finished
or unfinished, including drafts Work Product includes, but is not limited to, documents,
text, software (including source code), research, reports, proposals, specifications, plans,
notes, studies, data, Images, photographs, negatives, pictures, drawings, designs, models,
surveys, maps, materials, ideas, concepts, know-how, and any other results of the Work
"Work Product" does not include any material that was developed pnor to the Effective
Date that is used, without modification, in the performance of the Work
Any other term used in this Contract that is defined in an Exhibit shall be construed and
interpreted as defined in that Exhibit
6. STATEMENT OF WORK
Contractor shall complete the Work as described in this Contract and in accordance with the
provisions of Exhibits A and B and any Order
7. PAYMENTS TO CONTRACTOR
A. Payments Under Orders
1 Each Purchasing Entity will make its own payments under any Order that it enters
into The State shall not be liable to Contractor for any payments due under any Order
unless the State is a party to that Order
ii Contractor shall allow the State and Purchasing Entities to use a procurement card or
other credit card to make payments under any Order, in addition to any other payment
procedure available to the State or Purchasing Entity
The State shall not pay any amount to Contractor under this Contract unless the state
issues an Order, at which time it shall pay Contractor in accordance with that Order
The State shall not be responsible for payment under any Order that is issued by a
Purchasing Entity that is not the State, and the Contractor shall seek no payment or
other compensation from the State for any Work performed under any Order Issued by
and Purchasing Entity that is not the State
B. Payment Procedures
i Invoices
Contractor shall invoice each Purchasing Entity in accordance with that Purchasing
Entity's Order Contractor shall not invoice the State under any Order unless the State
is a party to 'that Order Contractor shall allow 45 days for the State and Purchasing
Entities to pay an invoice following the receipt of that invoice, unless the State or a
Purchasing Entity specifically agrees to a shorter time in an Order
in
ii Payment Disputes
Unless different procedures are specified in an Order, if Contractor disputes any
calculation, determination or amount of any payment, Contractor shall notify the
Purchasing Entity issuing the Order in writing of its dispute within 30 days following
the earlier to occur of Contractor's receipt of the payment or notification of the
determination or calculation of the payment by that Purchasing Entity The
Purchasing Entity will review the Information presented by Contractor and may make
changes to its determination based on this review The calculation, determination, or
payment amount that results from the Purchasing Entity's review shall not be subject
to additional dispute under this subsection No payment subject to a dispute under this
Page 7 of 22
Version 022718
CMS # 109811
subsection shall be due until after the Purchasing Entity has concluded its review, and
the Purchasing Entity shall not pay any interest on any amount during the period it is
subject to dispute under this subsection
in Erroneous Payments
Unless different procedures are specified in an Order, a Purchasing Entity may
recover, at the Purchasing Entity's discretion, payments made to Contractor in error
for any reason, including, but not limited to, overpayments or improper payments, and
unexpended or excess funds received by Contractor The Purchasing Entity may
recover such payments by deduction from subsequent payments under its Order,
deduction from any payment due under any other Orders, contracts, grants or
agreements between the Purchasing Entity and Contractor, or by any other appropriate
method for collecting debts owed to the Purchasing Entity
iv Discount and Delinquency Period
Any applicable cash discount period or delinquency period for the amounts shown on
an invoice shall begin on the date of the Purchasing Entity's approval of that invoice,
or from the date of receipt of acceptable Services at the specified destination by an
authorized Purchasing Entity representative, whichever is later
S. PAYMENTS TO STATE
I
A. Administration Fees
i Each State Fiscal Year quarter, Contractor shall calculate an Administration Fee equal
to 1% of the total sales made under Orders during that State Fiscal Year quarter
Contractor shall pay the State the Administration Fee for each State Fiscal Year
quarter within 30 days following the end of that State Fiscal Year quarter
ii Contractor shall remit all administrative fees to the State's contact identified in §17,
and with the payee as "State of Colorado"
9. REPORTING - NOTIFICATION
A. Litigation Reporting I
If Contractor is served with a pleading or other document in connection with an action
before a court or othei , administrative decision making body, and such pleading or
document relates to this Contract or may affect Contractor's ability to perform its
obligations under this Contract, Contractor shall, within 15 days after being served, notify
the State of such action, unless prohibited by law, and deliver copies of such pleading or
document to the State's principal representative identified in §17
B. Performance Outside the State of Colorado or the United States, §24-102-206, C R S
To the extent not previously disclosed in accordance with §24-102-206, C R S , Contractor
shall provide written notice to the State, in accordance with §17, within 20 days following
the earlier to occur of Contractor's decision to perform Services outside of the State of
Colorado or the United States, or its execution of an agreement with a Subcontractor to
perform, Services outside' the State of Colorado or the United States Such notice shall
specify the type of Services to be performed outside the State of Colorado or the United
States and the reason why it is necessary or advantageous to perform such Services at such
location or locations, and such notice shall be a public record Knowing failure by
Contractor to provide notice to the State under this §9 B shall constitute a breach of this
Page 8 of 22 Version 022718
CMS # 109811
Contract This §9.B shall not apply if the Contract Funds include any federal funds, nor
shall it apply to support Services performed by Contractor such as call -centers and
customer care support
10. CONTRACTOR RECORDS
A. Maintenance
Contractor shall maintain a file of all documents, records, communications, notes, and other
materials relating to the Work (the "Contractor Records") Contractor Records shall include
all documents, records, communications, notes and other materials maintained by
Contractor that relate to any Work performed by Subcontractors, and Contractor shall
maintain all records related to the Work performed by Subcontractors required to ensure
proper performance of that Work Contractor shall maintain Contractor Records until the
last to occur of (1) the date 3 years after the date this Contract expires or is terminated, (ii)
final payment under this Contract is made, (iii) the resolution of any pending Contract
matters, or (iv) if an audit is occurring, or Contractor has received notice that an audit is
pending, the date such audit is completed and its findings have been resolved (the "Record
Retention Period")
B. Inspection
Contractor shall permit the State to audit, inspect, examine, excerpt, copy, and transcribe
Contractor Records during the Record Retention Period Contractor shall make Contractor
Records available during normal business hours at Contractor's office or place of business,
or at other mutually agreed upon times or locations, upon no fewer than 2 Business Days'
notice from the State, unless the State determines that a shorter period of notice, or no
notice, is necessary to protect the interests of the State
C. Monitoring
The State, in its discretion, may monitor Contractor's performance of its obligations under
this Contract using procedures as determined by the State The State shall monitor
Contractor's performance in a manner that does not unduly interfere with Contractor's
performance of the Work
Final Audit Report
Contractor shall promptly submit to the State a copy of any final audit report of an audit
performed on Contractor's records that relates to or affects this Contract or the Work,
whether the audit is conducted by Contractor or a third party
11. CONFI IFENTIAL INFORMATION -STATE RECORDS
ii
A. Confidentiality
Contractor shall keep confidential, and cause all Subcontractors to keep confidential, all
State Records, unless those State Records are publicly available Contractor shall not,
without prior written approval of the State, use, publish, copy, disclose to any third party, or
permit the use by any third party of any State Records, except as otherwise stated in this
Contract, permitted by law or approved in Writing by the State Contractor shall provide for
the security of all State Confidential Information in accordance with all policies
promulgated by the Colorado Office of Information Security and all applicable laws, rules,
policies, publications, and guidelines including, without limitation (i) the most recently
promulgated IRS Publication 1075 for all Tax Information, (ii) the most recently updated
Page 9 of 22 Version 022718
CMS # 109811
PCI Data Security Standard from the PCI Security Standards Council for all PCI, (iii) the
most recently issued version of the U S Department of Justice, Federal Bureau of
Investigation, Criminal Justice Information Services Security Policy for all CJI, and (iv) the
federal Health Insurances Portability and Accountability Act for all PHI and the HIPAA
Business Associate Addendum attached to this Contract Contractor shall immediately
forward any request or demand for State Records to the State's principal representative
I
B Other Entity Access and Nondisclosure Agreements
Contractor may provide State Records to its agents, employees, assigns and Subcontractors
as necessary to perform the Work, but shall restrict access to State Confidential Information
to those agents, employees, assigns, and Subcontractors who require access to perform their
obligations under this Contract Contractor shall ensure all such agents, employees, assigns,
and Subcontractors sign agreements containing nondisclosure provisions at least as
protective as those in this Contract, and that the nondisclosure provisions are in force at all
times the agent, employee, assign or Subcontractor has access to any State Confidential
Information Contractor shall provide copies of those signed nondisclosure provisions to the
State upon execution of the nondisclosure provisions
C. Use, Security, and Retention
Contractor shall use, hold, and maintain State Confidential Information in compliance with
all applicable laws and regulations in facilities located within the United States, and shall
maintain a secure environment that ensures confidentiality of all State Confidential
Information wherever located Contractor shall provide the State with access, subject to
Contractor's reasonable security requirements, for purposes of inspecting and monitoring
access and use of State Confidential Information and evaluating security control
effectiveness Upon the expiration or termination of this Contract, Contractor shall return
State Records provided to Contractor or destroy such State Records and certify to the State
that it has done so, as directed by the State If Contractor is prevented by law or regulation
from returning or destroying State Confidential Information, Contractor warrants it will
guarantee the confidentiality of, and cease to use, such State Confidential Information
D. Incident Notice and Remediation
If Contractor becomes aware of any Incident, it shall notify the State immediately and
cooperate with the State regarding recovery, remediation, and the necessity to involve law
enforcement, as determined by the State Unless Contractor can establish that none of
Contractor or any of its 'agents, employees, assigns, or Subcontractors are the cause or
source of the Incident, Contractor shall be responsible for the cost of notifying each person
who may have been impacted by the Incident After an Incident, Contractor shall take steps
to reduce the risk of incurring a similar type of Incident in the future as directed by the
State, which may include, but is not limited to, developing and implementing a remediation
plan that is approved by the State at no additional cost to the State
12. CONFLICTS OF INTEREST
A. Actual Conflicts of Interest
Contractor shall not engage in any business or activities, or maintain any relationships that
conflict in any way with the full performance of the obligations of Contractor under this
Contract Such a conflict of interest would arise when a Contractor or Subcontractor's
employee, officer or agent were to offer or provide any tangible personal benefit to an
Page 10 of 22 Version 022718
CMS # 109811
employee of the State, or any member of his or her immediate family or his or her partner,
related to the award of, entry into or management or oversight of this Contract
B. Apparent Conflicts of Interest
Contractor acknowledges that, with respect to this Contract, even the appearance of a
conflict of interest shall be harmful to the State's interests Absent the State's prior written
approval, Contractor shall refrain from any practices, activities, or relationships that
reasonably appear to be in conflict with the full performance of Contractor's obligations
under this Contract '
C. Disclosure to the State
If a conflict or the appearance of a conflict arises, or if Contractor is uncertain whether a
conflict or the appearance of a conflict has arisen, Contractor shall submit to the State a
disclosure statement setting forth the relevant details for the State's consideration Failure
to promptly submit a disclosure statement or to follow the State's direction concerning the
actual or apparent conflict constitutes a breach of this Contract
13. INSURANCE
Contractor shall obtain and maintain, and ensure that each Subcontractor shall obtain and
maintain, insurance as specified in this section at all times during the term of this Contract All
insurance policies required by this Contract shall be issued by insurance companies as approved
by the State.
A. Workers' Compensation
Workers' compensation insurance as required by state statute, and employers' liability
insurance covering all Contractor or Subcontractor employees acting within the course and
scope of their employment
B. General Liability
Commercial general liability insurance covering premises operations, fire damage,
independent contractors, products and completed operations, blanket contractual liability,
personal injury, and advertising liability with minimum limits as follows
i $1,000,000 each occurrence,
ii $1,000,000 general aggregate,
iii $1,000,000 products and completed operations aggregate, and
iv $50,000 any 1 fire
C. Automobile Liability
Automobile liability insurance covering any auto (including owned, hired and non -owned
autos) with a minimum limit of $1,000,000 each accident combined single limit
D Protected Information
Liability insurance covering all loss of State Confidential Information, such as PIT, PCI,
PHI, Tax Information, and CJI, and claims based on alleged violations of privacy rights
through improper use or disclosure of protected information with minimum limits as
follows
i $1,000,000 each occurrence, and
Page 11 of 22 Version 022718
CMS # 109811
it $2,000,000 general aggregate
E. Professional Liability Insurance
i
Professional liability insurance covering any damages caused by an error, omission or any
negligent act with minimum limits as follows
i $1,000,000 each occurrence, and
ii $1,000,000 general aggregate
F. Crime Insurance
Crime insurance including employee dishonesty coverage with minimum limits as follows
i $1,000,000 each occurrence, and
ii $1,000,000 general aggregate
G. Additional Insured
The State shall be named' as additional insured on all commercial general liability policies
(leases and construction contracts require additional insured coverage for completed
operations) required of Contractor and Subcontractors
H. Primacy of Coverage
Coverage required of Contractor and each Subcontractor shall be primary over any
insurance or self-insurance program carried by Contractor or the State
11. Cancellation
The above insurance policies shall include provisions preventing cancellation or non -
renewal, except for cancellation based on non-payment of premiums, without at least 30
days prior notice to Contractor and Contractor shall forward such notice to the State in
accordance with §17 within 7 days of Contractor's receipt of such notice
J. Subrogation Waiver
All insurance policies secured or maintained by Contractor or its Subcontractors in relation
to this Contract shall include clauses stating that each carrier shall waive all rights of
recovery under subrogation or otherwise against Contractor or the State, its agencies,
institutions, organizations, officers, agents, employees, and volunteers
K. Public Entities
If Contractor is a "public entity" within the meaning of the Colorado Governmental
Immunity Act, §24-10-101, et seq , C R S (the "GIA"), Contractor shall maintain, in lieu of
the liability insurance requirements stated above, at all times during the term of this
Contract such liability insurance, by commercial policy or self-insurance, as is necessary to
meet its liabilities under the GIA If a Subcontractor is a public entity within the meaning of
the GIA, Contractor shall, ensure that the Subcontractor maintain at all times during the
terms of this Contract, in lieu of the liability insurance requirements stated above, such
liability insurance, by commercial policy or self-insurance, as is necessary to meet the
Subcontractor's obligations under the GIA
L. Certificates
Contractor shall provide to the State certificates evidencing Contractor's insurance
coverage required in this Contract within 7 Business Days following the Effective Date
Page 12 of 22 Version 022718
CMS # 109811
Contractor shall provide to the State certificates evidencing Subcontractor insurance
coverage required under this Contract within 7 Business Days following the Effective Date,
except that, if Contractor's subcontract is not in effect as of the Effective Date, Contractor
shall provide to the State certificates showing Subcontractor insurance coverage required
under this Contract within 7 Business Days following Contractor's execution of the
subcontract No later than 15 days before the expiration date of Contractor's or any
Subcontractor's coverage, Contractor shall deliver to the State certificates of insurance
evidencing renewals of coverage At any other time during the term of this Contract, upon
request by the State, Contractor shall, within 7 Business Days following the request by the
State, supply to the State evidence satisfactory to the State of compliance with the
provisions of this §13
14 BREACH
A. Defined
The failure of a Party to perform any of its obligations in accordance with this Contract, in
whole or in part or in a timely or satisfactory manner, shall be a breach The institution of
proceedings under any bankruptcy, insolvency, reorganization or similar law, by or against
Contractor, or the appointment of a receiver or similar officer for Contractor or any of its
property, which is' not vacated or fully stayed within 30 days after the institution of such
proceeding, shall also constitute a breach
B. Notice and Cure Period
In the event of a breach, the aggrieved Party shall give written notice of breach to the other
Party If the notified Party does not cure the breach, at its sole expense, within 30 days after
the delivery of written notice, the Party may exercise any of the remedies as described in
§15 for that Party Notwithstanding any provision of this Contract to the contrary, the State,
in its discretion, need not provide notice or a cure period and may immediately terminate
this Contract in whole or in part or institute any other remedy in this Contract in order to
protect the public interest of the State
15. REMEDIES
A State's Remedies
If Contractor is in breach under any provision of this Contract and fails to cure such breach,
the State, following the notice and cure period set forth in §14.B., shall have all of the
remedies listed in this §15.A. in addition to all other remedies set forth in this Contract or at
law The State may exercise any or all of the remedies available to it, in its discretion,
concurrently or consecutively
i Termination for Breach
In the event of Contractor's uncured breach, the State may terminate this entire
Contract or any part of this Contract Contractor shall continue performance of this
Contract to the extent not terminated, if any
a Obligations and Rights
To the extent specified in any termination notice, Contractor shall not incur
further obligations or render further performance past the effective date of such
notice, and shall terminate outstanding orders and subcontracts with third
parties However, Contractor shall complete and deliver to Purchasing Entities
Page 13 of 22 Version 022718
CMS # 109811
all Work not cancelled by the termination notice, and may incur obligations as
necessary to do so within this Contract's terms At the request of the State or any
Purchasing Entity, Contractor shall assign to the Purchasing Entity all of
Contractor's rights, title, and interest in and to such terminated orders or
subcontracts Upon termination, Contractor shall take timely, reasonable, and
necessary action to protect and preserve property in the possession of Contractor
in which the ,Purchasing Entity has an interest At the State or Purchasing
Entity's request, Contractor shall return materials owned by the Purchasing
Entity that Contractor possesses at the time of any termination Contractor shall
deliver all completed Work Product to the Purchasing Entity at the State or
Purchasing Entity's request
b Payments
Notwithstanding anything to the contrary, Participating Entities shall only pay
Contractor for accepted Work received as of the date of termination If, after
termination by, the State, the State agrees that Contractor was not in breach or
that Contractor's action or inaction was excusable, such termination shall be
treated as a termination in the public interest, and the rights and obligations of
the Parties shall be as if this Contract had been terminated in the public interest
under §2.F
c Damages and Withholding
Notwithstanding any other remedial action by the State, Contractor shall remain
liable to the State or appropriate Purchasing Entity for any damages sustained by
the State or Purchasing Entity in connection with any breach by Contractor, and
the Purchasing Entity may withhold payment to Contractor for the purpose of
mitigating the Purchasing Entity's damages A Purchasing Entity may withhold
any amount that may be due Contractor as the Purchasing Entity deems
necessary to protect itself against loss including, without limitation, loss as a
result of outstanding liens and costs incurred by the Purchasing Entity in
procuring from third parties replacement Work as cover
ii Remedies Not Involving Termination
The State, in its discretion, may exercise one or more of the following additional
remedies
a Suspend Performance
Suspend Contractor's performance with respect to all or any portion of the Work
pending corrective action as specified by the State without entitling Contractor
to an adjustment in price or cost or an adjustment in the performance schedule
Contractor shall promptly cease performing Work and incurring costs in
accordance with the State's directive, and neither the State nor any Purchasing
Entity shall not be liable for costs incurred by Contractor after the suspension of
performance
b Withhold Payment
Withhold payment to Contractor until Contractor corrects its Work
c Deny Payment
Page 14 of 22 Version 022718
CMS # 109811
Deny payment for Work not performed, or that due to Contractor's actions or
inactions, cannot be performed or if they were performed are reasonably of no
value to the state, provided, that any denial of payment shall be equal to the
value of the obligations not performed
d Removal
Demand immediate removal of any of Contractor's employees, agents, or
Subcontractors from the Work whom the State deems incompetent, careless,
insubordinate, unsuitable, or otherwise unacceptable or whose continued relation
to this Contract is deemed by the State to be contrary to the public interest or the
State's best interest
e Intellectual Property
If any Work infringes, or if the State in its sole discretion determines that any
Work is likely to infringe, a patent, copyright, trademark, trade secret or other
intellectual property right, Contractor shall, at the option of and as approved by
the State or Purchasing Entity(i) secure that right to use such Work for the State,
Purchasing Entity and Contractor, (in) replace the Work with noninfringing
Work or modify the Work so that it becomes noninfringing, or, (iii) remove any
infringing Work and refund the amount paid for such Work to the Purchasing
Entity
B. Contractor's Remedies
If the State is in breach of any provision of this Contract and does not cure such breach,
Contractor, following the notice and cure period in §14.B and the dispute resolution process
in §16 shall have all remedies available at law and equity If a Purchasing Entity is in
breach of a provision of an Order, Contractor shall have all remedies available to it under
that Order and available at law and equity
C. Purchasing Entity's Remedies
i If Contractor is in breach under any provision of an Order by a Purchasing Entity, the
Purchasing Entity shall have all of the remedies listed in that Order, in addition to all
other remedies available by law or equity The Purchasing Entity may exercise any or
all of the remedies available to it, in its discretion, concurrently or consecutively
ti If a Purchasing Entity gives Contractor notice of breach or terminates an Order
because of Contractor's breach of that Order, Contractor shall provide notice to the
State of that breach or termination within five (5) Business Days following
Contractor's receipt of that notice of breach or termination
16. DISPUTE RESOLUTION
A. Initial Resolution
Except as herein specifically provided otherwise, disputes concerning the performance of
this Contract which cannot be resolved by the designated Contract representatives or
through a dispute on an Order, as described in Exhibit A, §3 5, shall be referred in writing
to a senior departmental management staff member designated by the State and a senior
manager designated by Contractor for resolution
B. Resolution of Controversies arising under this Contract
Page 15 of 22
Version 022718
CMS # 109811
If the initial resolution described in §16.A fails to resolve the dispute within 10 Business
Days, Contractor shall submit any alleged breach of this Contract by the State to the
Procurement Official of the State Purchasing and Contracts Office as described in §24-101-
301(30), C R S for resolution in accordance with the provisions of §§24-106-109, 24-109-
101 1, 24-109-101 5, 24-109-106, 24-109-107, 24-109-201 through 24-109-206, and 24-
109-501 through 24-109-505, C R S , (the "Resolution Statutes"), except that if Contractor
wishes to challenge any decision rendered by the Procurement Official, Contractor's
challenge shall be an appeal to the Executive Director of the Department of Personnel and
Administration, or their delegate, under the Resolution Statutes before Contractor pursues
any further action as permitted by such statutes Except as otherwise stated in this Section,
all requirements of the Resolution Statutes shall apply including, without limitation, time
limitations
C. Resolution of Controversies arising under any Order made pursuant to this Contract
17. NOTICES AND REPRESENTATIVES
Each individual identified below shall be the principal representative of the designating Party All
notices required or permitted to be given under this Contract shall be in writing, and shall be
delivered (A) by hand with receipt required, (B) by certified or registered mail to such Party's
principal representative at the; address set forth below or (C) as an email with read receipt
requested to the principal representative at the email address, if any, set forth below If a Party
delivers a notice to another through email and the email is undeliverable, then, unless the Party
has been provided with an alternate email contact, the Party delivering the notice shall deliver the
notice by hand with receipt required or by certified or registered mail to such Party's principal
representative at the address set forth below Either Party may change its principal representative
or principal representative contact information by notice submitted in accordance with this §17
without a formal amendment tol this Contract Unless otherwise provided in this Contract, notices
shall be effective upon delivery of the written notice
For the State -
Nikki Pollack
State Purchasing & Contracts Office
1525 Sherman Street
3`a Floor
Denver, Co 80203
Nikki pollack@state co us
For Contractor:
Jenna Busler
Shred -It USA LLC
3925 Monaco Pkwy
Unit D
Denver, Co 80207
Jenna busler@stericycle corn
18. RESERVED
19. GOVERNMENTAL IMMUNITY
Liability for claims for injuries to persons or property arising from the negligence of the State, its
departments, boards, commissions committees, bureaus, offices, employees and officials shall be
controlled and limited by the provisions of the Governmental Immunity Act (GIA), the Federal
Tort Claims Act, 28 U S C Pt VI, Ch 171 and 28 U S C 1346(b), and the State's risk
management statutes, §§24-30-1501, et seq , C R S
20. STATEWIDE CONTRACT MANAGEMENT SYSTEM
If the maximum amount payable to Contractor under this Contract is $100,000 or greater, either
on the Effective Date or at anytime thereafter, this §20 shall apply Contractor agrees to be
governed by and comply with the provisions of §§24-I02-206, 24-106-103, 24-106-106, and 24-
106-107, C R S regarding the monitoring of vendor performance and the reporting of contract
Page 16 of 22 Version 022718
CMS # 109811
information in the State's contract management system ("Contract Management System" or
"CMS") Contractor's performance shall be subject to evaluation and review in accordance with
the terms and conditions of this Contract, Colorado statutes governing CMS, and State Fiscal
Rules and State Controller policies
21. GENERAL PROVISIONS
A. Assignment
Contractor's rights and obligations under this Contract are personal and may not be
transferred or assigned without the prior, written consent of the State Any attempt at
assignment or transfer without such consent shall be void Any assignment or transfer of
Contractor's rights and obligations approved by the State shall be subject to the provisions
of this Contract
i:. Subcontracts
Contractor shall not enter into any subcontract in connection with its obligations under this
Contract without providing notice to the State The State may reject any such subcontract,
and Contractor shall terminate any subcontract this is rejected by the State and shall not
allow any Subcontractor to perform any work after that Subcontractor's subcontract has
been rejected by the State
C. Binding Effect
Except as otherwise provided in §21.A, all provisions of this Contract, including the
benefits and burdens, shall extend to and be binding upon the Parties' respective successors
and assigns
D. Authority
Each Party represents and warrants to the other that the execution and delivery of this
Contract and the performance of such Party's obligations have been duly authorized
E. Captions and References
The captions and headings in this Contract are for convenience of reference only, and shall
not be used to interpret, define, or limit its provisions All references in this Contract to
sections (whether spelled out or using the § symbol), subsections, Exhibits or other
attachments, are references to sections, subsections, Exhibits or other attachments contained
herein or incorporated as a part hereof, unless otherwise noted_
F. Counterparts
This Contract may be executed in multiple, identical, original counterparts, each of which
shall be deemed to be an original, but all of which, taken together, shall constitute the same
agreement
G. Entire Understanding
This Contract represents the complete integration of all understandings between the Parties
related to the Work, and all prior representations and understandings related to the Work,
oral or written, are merged into this Contract Prior or contemporaneous additions,
deletions, or other changes to this Contract shall not have any force or affect whatsoever,
unless embodied herein
R. Jurisdiction and Venue
Page 17 of 22 Version 022718
CMS # 109811
All suits or actions related to this Contract shall be filed and proceedings held in the State
of Colorado and exclusive venue shall be in the City and County of Denver
L Modification
Except as otherwise provided in this Contract, any modification to this Contract shall only
be effective if agreed to' in a formal amendment to this Contract, properly executed and
approved in accordance' with applicable Colorado State law and State Fiscal Rules
Modifications permitted' under this Contract, other than contract amendments, shall
conform to the policies issued by the Colorado State Controller
J. Statutes, Regulations, Fiscal Rules, and Other Authority
Any reference in this Contract to a statute, regulation, State Fiscal Rule, fiscal policy or
other authority shall be interpreted to refer to such authority then current, as may have been
changed or amended since the Effective Date of this Contract
K. Order of Precedence
In the event of a conflict or inconsistency between this Contract and any Exhibits or
attachment such conflict or inconsistency shall be resolved by reference to the documents in
the following order of priority
i Colorado Special Provisions in §22 of the main body of this Contract
ii The provisions of the other sections of the main body of this Contract
ui Exhibit A, General Work Requirements
iv Exhibit B, Statement of Work
v Exhibit C, Service and Price List
vi Exhibit D, Shred -It Hard Drive Destruction Process
vii Exhibit E, Service Regions
viii Exhibit F, Container Types and Sizes
ix Exhibit G, Sample Option Letter
Notwithstanding anything to the contrary herein, the State and Purchasing Entities shall not
be subject to any provision incorporated in any Exhibit attached hereto, any provision
incorporated in any terms and conditions appearing on Contractor's or Subcontractor's
website, any provision incorporated into any click -through or online agreements, or any
provision incorporated into any other document or agreement between the Parties that (1)
requires the State to indemnify or hold harmless Contractor or any other party, (ii) is in
violation of State laws, regulations, rules, fiscal rules, policies, or other State requirements
as deemed solely by the State, or (iii) is contrary to any of the provisions incorporated into
§22 or the main body of this Contract
L. Severability
The invalidity or unenforceability of any provision of this Contract shall not affect the
validity or enforceability of any other provision of this Contract, which shall remain in full
force and effect, provided that the Parties can continue to perform their obligations under
this Contract in accordance with the intent of this Contract
M. Survival of Certain Contract Terms
Page 18 of 22 Version 022718
CMS # 109811
Any provision of this Contract that imposes an obligation on a Party after termination or
expiration of this Contract shall survive the termination or expiration of this Contract and
shall be enforceable by the other Party
N. Taxes
The State ts exempt from federal excise taxes under 1 R C Chapter 32 (26 U S C , Subtitle
D, Ch 32) (Federal Excise Tax Exemption Certificate of Registry No 84-730123K) and
from State and local government sales and use taxes under §§39-26-704(1), et seq , C R S
(Colorado Sales Tax Exemption Identification Number 98-02565) The State shall not be
liable for the payment of any excise, sales, or use taxes, regardless of whether any political
subdivision of the state imposes such taxes on Contractor Contractor shall be solely
responsible for any exemptions from the collection of excise, sales or use taxes that
Contractor may wish to have in place in connection with this Contract Contractor shall
honor any tax exemption that any Purchasing Entity has, and shall not charge any
Purchasing Entity any excise, sales, or use taxes from which that Purchasing Entity is
exempt
O. Third Party Beneficiaries
Except for the Parties' respective successors and assigns described in §21 A, this Contract
does not and is not intended to confer any rights or remedies upon any person or entity
other than the Parties Enforcement of this Contract and all rights and obligations hereunder
are reserved solely to the Parties Any services or benefits which third parties receive as a
result of this Contract are incidental to this Contract, and do not create any rights for such
third parties
P. Waiver
A Party's failure or delay in exercising any right, power, or privilege under this Contract,
whether explicit or by lack of enforcement, shall not operate as a waiver, nor shall any
single or partial exercise of any right, power, or privilege preclude any other or further
exercise of such right, power, or privilege
Q. CORA Disclosure
To the extent not prohibited by federal law, this Contract and the performance measures
and standards required under §24-106-107, C R S , if any, are subject to public release
through the CORA
R. Standard and Manner of Performance
Contractor shall perform its obligations under this Contract in accordance with the highest
standards of care, skill, and diligence in Contractor's industry, trade, or profession
S. Licenses, Permits, and Other Authorizations
Contractor shall secure, prior to the Effective Date, and maintain at all times during the
term of this Contract, at its sole expense, all licenses, certifications, permits, and other
authorizations required to perform its obligations under this Contract, and shall ensure that
all employees, agents and Subcontractors secure and maintain at all times during the term
of their employment, agency or subcontract, all license, certifications, permits and other
authorizations required to perform their obligations in relation to this Contract
T Indemnification
Page 19 of 22 Version 022718
CMS # 109811
1 General Indemnification
Contractor shall indemnify, save, and hold harmless the State, its employees, agents
and assignees (the "Indemnified Parties"), against any and all costs, expenses, claims,
damages, liabilities, court awards and other amounts (including attorneys' fees and
related costs) incurred by any of the Indemnified Parties in relation to any act or
omission by Contractor, or its employees, agents, Subcontractors, or assignees in
connection with this Contract
ii Confidential Information Indemnification
Disclosure or use of State Confidential Information by Contractor in violation of §11
may be cause for legal action by third parties against Contractor, the State, or their
respective agents ; Contractor shall indemnify, save, and hold harmless the
Indemnified Parties, against any and all claims, damages, liabilities, losses, costs,
expenses (including attorneys' fees and costs) incurred by the State in relation to any
act or omission by Contractor, or its employees, agents, assigns, or Subcontractors in
violation of §10
in Intellectual Property, Indemnification
Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against
any and all costs, expenses, claims, damages, liabilities, and other amounts (including
attorneys' fees and costs) incurred by the Indemnified Parties in relation to any claim
that any Work infringes a patent, copyright, trademark, trade secret, or any other
intellectual property, right
22. COLORADO SPECIAL PROVISIONS (COLORA 1 O FISCAL RULE 3-1)
These Special Provisions apply to all contracts except where noted in italics
A. CONTROLLER'S APPROVAL. §24-30-202(1), C.R.S.
This Contract shall not be; valid until it has been approved by the Colorado State Controller
or designee
i
B. FUND AVAILABILITY. §24-30-202(5.5), C.R.S.
Financial obligations of the State payable after the current State Fiscal Year are contingent
upon funds for that purpose being appropriated, budgeted, and otherwise made available
C. GOVERNMENTAL IMMUNITY
No term or condition of this Contract shall be construed or interpreted as a waiver, express
or implied, of any of the immunities, rights, benefits, protections, or other provisions, of the
Colorado Governmental Immunity Act, §24-10-101, et seq, C R S , or the Federal Tort
Claims Act, 28 U S C Pt UI, Ch 171 and 28 U S C 1346(b)
D INDEPENDENT CONTRACTOR
Contractor shall perform its duties hereunder as an independent contractor and not as an
employee Neither Contractor nor any agent or employee of Contractor shall be deemed an
agent or employee of the State Contractor and its employees and agents are not entitled to
unemployment insurance or workers compensation benefits through the State and the State
shall not pay for or otherwise provide such coverage for Contractor or any of its agents or
employees Unemployment insurance benefits will be available to Contractor and its
employees and agents on y if such coverage Is made available by Contractor or a third
Page 20 of 22 version 022718
CMS # 109811
party Contractor shall pay when due all applicable employment taxes, income taxes, and
local head taxes incurred pursuant to this Contract Contractor shall not have authorization,
express or implied, to bind the State to any agreement, liability, or understanding, except as
expressly set forth herein Contractor shall (i) provide and keep in force workers'
compensation and unemployment compensation insurance in the amounts required by law,
(ii) provide proof thereof when requested by the State, and (iii) be solely responsible for its
acts and those of its employees and agents
E. COMPLIANCE WITH LAW.
Contractor shall strictly comply with all applicable federal and State laws, rules, and
regulations in effect or hereafter established, including, without limitation, laws applicable
to discrimination and unfair employment practices
F. CHOICE OF LAW.
Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the
interpretation, execution, and enforcement of this Contract Any provision included or
incorporated herein by reference which conflicts with said laws, rules, and regulations shall
be null and void Any provision incorporated herein by reference which purports to negate
this or any other Special Provision in whole or in part shall not be valid or enforceable or
available in any action at law, whether by way of complaint, defense, or otherwise Any
provision rendered null and void by the operation of this provision shall not invalidate the
remainder of this Contract, to the extent capable of execution
G. BINDING ARBITRATION PROHIBITED.
The State of Colorado does not agree to binding arbitration by any extra judicial body or
person Any provision to the contrary in this Contract or incorporated herein by reference
shall be null and void
H. SOFTWARE PIRACY PROHIBITION. Governor's Executive Order D 002 00.
State or other public funds payable under this Contract shall not be used for the acquisition,
operation, or maintenance of computer software in violation of federal copyright laws or
applicable licensing restrictions Contractor hereby certifies and warrants that, during the
term of this Contract and any extensions, Contractor has and shall maintain in place
appropriate systems and controls to prevent such improper use of public funds If the State
determines that Contractor is in violation of this provision, the State may exercise any
remedy available at law or in equity or under this Contract, including, without limitation,
immediate termination of this Contract and any remedy consistent with federal copyright
laws or applicable licensing restrictions
I. EMPLOYEE FINANCIAL INTEREST/CONFLICT OF INTEREST. §§24-18-201
and 24-50-507, C.R.S.
The signatories aver that to their knowledge, no employee of the State has any personal or
beneficial interest whatsoever in the service or property described in this Contract
Contractor has no interest and shall not acquire any interest, direct or indirect, that would
conflict in any manner, or degree with the performance of Contractor's services and
Contractor shall not employ any person having such known interests
J. VEN OR OFFSET §§24-30-202(1) and 24-30-202.4, C.R.S.
Page 21 of 22
Verson 022718
CMS # 109811
[Not applicable to intergovernmental agreements] Subject to §24-30-202 4(3 5), C R S ,
the State Controller may withhold payment under the State's vendor offset intercept system
for debts owed to State Agencies for (i) unpaid child support debts or child support
arrearages, (ii) unpaid balances of tax, accrued interest, or other charges specified in §§39-
21-101, et seq, C R S , (iii) unpaid loans due to the Student Loan Division of the
Department of Higher Education, (iv) amounts required to be paid to the Unemployment
Compensation Fund, and (v) other unpaid debts owing to the State as a result of final
agency determination or judicial action.
K PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq., C.R.S.
[Not applicable to agreements relating to the offer, issuance, or sale of securities,
investment advisory services or fund management services, sponsored projects,
intergovernmental agreements, or information technology services or products and
services] Contractor certifies, warrants, and agrees that it does not knowingly employ or
contract with an illegal alien who will perform work under this Contract and will confirm
the employment eligibility of all employees who are newly hired for employment in the
United States to perform work under this Contract, through participation in the E -Verify
Program established under Pub L 104-208 or the State verification program established
pursuant to §8-17 5-102(5)(c), C R S , Contractor shall not knowingly employ or contract
with an illegal alien to perform work under this Contract or enter into a contract with a
Subcontractor that fails to certify to Contractor that the Subcontractor shall not knowingly
employ or contract with an illegal alien to perform work under this Contract Contractor (i)
shall not use E -Verify Program or State program procedures to undertake pre -employment
screening of job applicants while this Contract is being performed, (ii) shall notify the
Subcontractor and the contracting State Agency within 3 days if Contractor has actual
knowledge that a Subcontractor is employing or contracting with an illegal alien for work
under this Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting (with the illegal alien within 3 days of receiving the notice, and
(iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17 5-102(5), C R S , by the Colorado Department of Labor and
Employment If Contractor participates in the State program, Contractor shall deliver to the
contracting State Agency, Institution of Higher Education, or political subdivision, a
written, notarized affirmation, affirming that Contractor has examined the legal work status
of such employee, and shall comply with all of the other requirements of the State program
If Contractor fails to comply with any requirement of this provision or §§8-17 5-101, et
seq, C R S , the contracting State Agency, institution of higher education or political
subdivision may terminate this Contract for breach and, if so terminated, Contractor shall
be liable for damages
L. PUBLIC CONI'RACTSI WITH NATURAL PERSONS. §§24-76.5-101, et seq , C.R.S.
Contractor, if a natural person 18 years of age or older, hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United
States pursuant to federal law, (ii) shall comply with the provisions of §§24-76 5-101, et
seq , CRS, and (iii) has] produced one form of identification required by §24-76 5-103,
C R S prior to the Effective Date of this Contract
Page 22 of 22 Version 022718
CMS # 109811
EXHI
F:
IT A, GENERAL WORK REQUIREMENTS
1. CERTIFICATION
1 1 Contractor must be NAID (National Association for Information Destruction) AAA
certified for each location in which Services will be provided
1 2 Contractor shall ensure that the state has a current copy of all NAID AAA certificates
throughout the term of the Contract
2. CONTRACTOR PERSONNEL
2 1 Contractor personnel shall work cooperatively with State and Purchasing Entity staff to
ensure the completion of the Work
2 2 Key Personnel
Contractor shall appoint a Primary Point of Contact to hold the following specific personnel
positions
a) Serve as the individual responsible for addressing all questions and concerns of the
State and Purchasing Entities, including, but not limited to pricing, scheduling,
invoicing, and Contract issues
b) Ensure the completion of all Work in accordance with the Contract's requirements This
includes, but is not limited to, ensuring the accuracy, timeliness, and completeness of all
Work
c) Ensure proper staffing levels throughout the term of the Contract
d) Ensuring the completeness and accuracy of the Quarterly Volume Reports described in
this Exhibit A
e) Ensuring the final submission of the Quarterly Volume Reports described in this Exhibit
A by the appropriate due date for that report
2 3 Background Checks
Contractor must perform background checks on all employees who will be providing
Services for Purchasing Entities The background check must include, but is not limited to,
the following
a) Criminal history, including convictions,
b) Drivers license history All employees driving or expected to drive must have a valid
driver's license,
c) Proof of citizenship or applicable work visa,
d) Verification of all information submitted on the employment application, and
e) Drug screening process
3. ORDERING AND ORDER FULFILLMENT
3 1 Ordering
a) Upon request by a Purchasing Entity, Contractor shall provide a complete and accurate
Internal Revenue Service form W9 to that Purchasing Entity
Exhibit A Page 1 of 6
CMS # 109811
b) Each Purchasing Entity may complete an Order in accordance with its own rules and
policies, as available to Contractor, using the appropriate documentation for that
organization to issue an Order
c) Contractor shall communicate directly with each Purchasing Entity regarding their
Order
d) Contractor shall ensure that all Orders it accepts have the proper information contained
in them for Contractor to be able to comply with all reporting requirements of this
Contract
e) Service invoices shall contain, at a minimum
1 Name of Purchasing Entity,
2 Address of pickup or on -site destruction location,
3 COD number,
i
4 Destruction date,
5 Description of Service provided,
6 Price, and
7 Any additionalF information required by the Purchasing Entity
3 2 Performance of Services '
a) Contractor shall provide and perform all Services described in each Order
b) If Contractor has secured an approved subcontractor pursuant to §21 B of the Contract,
to perform Services, Contractor shall notify the Purchasing Entity prior to the Service
being performed All Subcontractors shall adhere to the terms and conditions of this
Contract
3 3 Inspection and Acceptance
Services provided to a Purchasing Entity under an Order shall not be deemed completed
until that Purchasing Entity has reviewed the Services, ensured that all Services were
completed in accordance with the Order and have been accepted by the Purchasing Entity
3 4 Ordering Support
a) Contractor shall provide the State and each Purchasing Entity with the contact
information for the individual or individuals within Contractor's organization who are
assigned to handle questions and resolve problems that Purchasing Entity may have in
relation to the Work or an Order
b) Contractor shall provide all of these individuals with the ability to access the account
information and other , information relating to the State or Purchasing Entities, and be
able to respond to questions and resolve problems relating to any Order, including,
without limitation, the status of Orders, pricing, discounts, and billing
3 5 Order Disputes, Termination, and Resolution
a) If a dispute related to an Order arises between Contractor and a Purchasing Entity,
Contractor shall meet with the Purchasing Entity to attempt to resolve the issue If
Contractor is unable to resolve the issue with the Purchasing Entity, then Contractor
may request assistance from the State by submitting a request in writing, which includes
the pertinent information about the dispute and the assistance sought by Contractor, in
accordance with §17 of the main body of this Contract Nothing in this section shall be
Exhibit A Page 2 of 6
CMS # 109811
interpreted as limiting the rights or obligations of Contractor, the State, or any
Purchasing Entity under this Contract or any Order
b) Purchasing Entities may terminate an Order if it determines that Contractor was in
breach of that Order Termination of an Order shall not automatically terminate any
other Order or this Contract
c) If a Purchasing Entity gives Contractor notice of breach or terminates an Order because
of Contractor's breach of that Order, Contractor shall provide notice to the State of that
breach or termination within 5 Business Days following Contractor's receipt of that
notice of breach or termination
3 6 Marketing
a) If Contractor desires to distribute any materials, notices, or literature with the intent to
market the Services ("Marketing Materials"), Contractor shall deliver all such
Marketing Materials to the State for review and approval prior to distributing any such
materials to a Purchasing Entity
b) The State will review submitted Marketing Materials and may approve, deny or request
changes to any Marketing Materials in its sole discretion If the State requests changes,
Contractor may make those changes or may chose to rescind its submission for review
and approval
c) The State shall not be responsible for maintaining any mailing lists or creating, printing,
mailing or distributing any of Contractor's Marketing Materials, though the State may
distribute Marketing Materials in its sole discretion
3 7 Additional Terms
Any additional terms and conditions on any invoice, statement, website, or any other form,
including, without limitation, terms regarding indemnification, limitation of liability,
cancellation fees, choice of law and binding arbitration shall be void and unenforceable
except to the extent that they are specifically included in this Contract or an Order The
signature of any employee of a Purchasing Entity on any such form shall be effective to
establish completion of Services and shall not make any term of that form enforceable
4. VOLUME AND OPERATIONAL. REPORTING
4 1 Volume Reporting Information
The State will use a centralized method of tracking volume Contractor shall provide the
following
a) A Quarterly Volume Report, using the format as specified by the State, for each State
Fiscal Year Quarter that contains, at a minimum, all of the following
1 The total spent by each type of Purchasing Entity under this Contract
2 The total of the list price of all items purchased by each type of Purchasing
Entity under this Contract
3 The total estimated price savings for each type of Purchasing Entity under this
Contract, calculated as the total list price minus the total spent for that type of
Purchasing Entity
4 The total paid with a procurement card or credit card for each Purchasing Entity
under this Contract
5 Any additional summary information as requested by the State
Exhibit A Page 3 of 6
CMS # 109811
b) A detail report that includes, but is not limited to, all of the following for each sale that
occurred during the quarter that the report covers
1 The name of the Purchasing Entity that acquired the Service
2 The date of the sale.
3 A listing of each Service acquired, and the price of the Service
4 Any other detail information as requested by the State
4 2 Additional Operational Reporting
a) Upon request by the State, the Contractor shall develop and deliver to the State Ad -Hoc
Operational Reports that include all detailed and summary transaction, historical or
payment information related to the State or any of the Purchasing Entities as requested
by the State I
b) The Ad -Hoc Operational Report shall be due within 10 Business Days following the
State's request for that information, unless the State agrees to a longer period in writing
4 3 Volume Reporting Submission
a) Contractor shall deliver the Quarterly Volume Report and the detail report to the State
on a quarterly basis
b) The Quarterly Volume Report shall be due within 30 calendar days following the end of
the State Fiscal Year quarter that the report covers
c) If any due date for a Quarterly Volume Report falls on a day that is not a Business Day,
then the due date shall be automatically extended to the next Business Day, unless
otherwise directed by the State
d) All data and information contained in a Quarterly Volume Report shall be the property
of the State and shall riot be considered proprietary
5. PERIODIC BUSINESS REVIEWS
5 1 The State may schedule ,periodic business reviews to review Contractor's performance
under this Contract
5 2 Contractor shall ensure personnel assigned to the Contract are available for these meetings
with the State as scheduled by the State
5 3 Contractor's key personnel designated in §2.2 of this Exhibit A shall be available for all
regularly scheduled meetings between Contractor and the State, unless the State has granted
prior, written approval otherwise
6. CLOSEOUT PERIOD
6 1 This Contract shall have a Closeout Period that begins 30 days prior to the expiration of this
Contract and continues until the State has determined that all Work has been completed
6 2 During the Closeout Period, Contractor shall complete all of the following, as directed by
the State
a) Provide to the State, or any other contractor at the State's direction, all reports, data, and
other information reasonably necessary for the State to ensure Contractor's completion
of the Work, as determined by the State
b) Notify any Subcontractors of the termination of the Contract, as directed by the State
Exhibit A
Page 4 of 6
CMS # 109811
c) Remove all references to the State's Price Agreement from its websites, materials and
other documentation, and inform Purchasing Entities that contact Contractor that it no
longer has a Price Agreement with the State
d) The Closeout Period may extend past the termination of the Contract The State will
perform a closeout review to ensure that Contractor has completed all requirements of
the Closeout Period If Contractor has not completed all of the requirements of the
Closeout Period by the date of the termination of the Contract, then any incomplete
requirements shall survive termination of the Contract
7. PRICING AN h SERVICES
7 1 Price Lists
a) The State may publish any pricing information under this Contract on the State's
website and any other website as the State determines is necessary or efficient to
facilitate the use of this Contract by Purchasing Entities
b) If Contractor modifies any of its prices in accordance with §7.2 of this Exhibit A or
discontinues any Service shown on the existing pricing information, Contractor shall
provide updated pricing information to the State
7 2 Price Modifications
a) Price Increases
Contractor may request an increase in the prices listed in Exhibit C by submitting its
request to the State in writing as described in §17 of the Contract Requests for
increases in prices are limited as follows
1 Contractor may not request a price increase during the first 24 months of this
Contract
2 Contractor may not request a price increase within any 12 -month period
following the State's approval of a price increase under this section
3 Contractor may not submit a request for a price increase to the State fewer than
30 days prior to when Contractor intends those increased prices to be effective
4 Contractor may only request a price increase if it can justify that increase based
on the Producer Price Index or the Consumer Price Index issued by the US
Department of Labor, Bureau of Labor Statistics, or a similar industry -pricing
guide In addition, a letter detailing the reason for the price increase shall be
required
5 The State may approve or deny any request for a price increase based on the
information provided by Contractor and other circumstances, in its sole
discretion
6 If the State approves a price increase, that price increase shall not take effect
until an Option Letter is executed and the State has given notice to Contractor
7 If the State does not approve a price increase, or Contractor increases its prices
without submitting a request to the State, then those increased prices shall be
void in any Order in which they are used and Contractor shall fulfill the Order at
the existing rates approved by the State Contractor's use of rates in any Order
that exceed those approved by the State under this Contract shall be a material
breach of this Contract
b) Price Decreases and Ceiling Prices
Exhibit A Page 5 of 6
CMS # 109811
1 Contractor may decrease its prices shown in Exhibit C at any time by providing
written notice to the State, along with a new price list
2 The prices listed in Exhibit C are Ceiling Prices Contractor may offer lower
prices to Purchasing Entities, and Purchasing Entities may negotiate lower
prices with Contractor, without the review or approval of the State Contractor
shall not allow a Subcontractor to charge an amount greater than the Ceiling
Price for any Order
7 3 Service Additions and Deletions
a) Services that are similar in nature to Contractor's current Service offering may be added
to Contractors price' list, based upon requests from Purchasing Entities and/or
Contractor
b) All requests for Service additions must be submitted by Contractor to the State 30 days
prior to when Contractor intends those Services to be effective
c) The State, in its sole discretion, may deny any requests for additional Services to be
added to the Contractor's contract
d) If the State does notiapprove an additional Services request, or Contractor provides
Services without submitting a request to the State, then those Services shall not be
billable in any Order in which they are provided If Contractor provides any Services
that have not been approved by the State, then it shall be a material breach of this
Contract
Exhibit A
Page 6 of 6
CMS # 109811
EX I IT :,. STATEMENT OF WORK
1. SERVICES
1 1 Contractor shall provide the following Services
a) On -site Document Destruction — one time purge, weekly, bt-weekly, monthly, and 8
week scheduling options available
b) Off -site Document Destruction — one time purge, weekly, bi-weekly, monthly, and 8
week scheduling options available
c) Off -site Media Destruction — one time purge, weekly, bt-weekly, monthly, and 8 week
scheduling options for select Regions of Hard Drives, CD/DVD's, Floppy Disk/Zip
Disk, Computer Tape Cartridge, Tape Reel 4mm/8mm, Flash Memory (Thumb Drive,
Flash Drive & Memory Card), and Video & Micro Cassette
1) Contractor shall not be responsible for sanitizing or degaussing any Material
prior to shredding
2) Contractor shall record all Hard Drive serial numbers and provide a list to
Purchasing Entities, per Exhibit D
1 2 Contractor may only provide Media Destruction Services to non -State Agencies
1 3 Contractor may provide a quote to a Purchasing Entity based upon the pricing in Exhibit C,
but under no circumstances shall Contractor provide the Purchasing Entity with, or ask the
Purchasing Entity to sign any documentation or forms
2. SERVICE REGIONS
2 1 Contractor shall provide Services in the following Regions 1, 2, 3, 4, 5, 6, 4, 7, and 8, as
referenced in Exhibit E
2 2 Contractor shall notify the State of any inabilities to no longer Service a Region, or a
County within a Region This notice must be received in writing (via postal mail or email)
within thirty (30) calendar days of Contractor learning of such issues
3 GENERAL DESTRUCTION REQUIREMENTS
3 1 Each Container, as referenced in Exhibit F, will be locked and have an identification
number which can be tracked
3 2 Transfer of "ownership" of records to be destroyed shall occur when the Contractor takes
possession of the Material at the requested pickup location
3 3 All documents submitted for destruction shall be shredded to a maximum two-inch (2")
particle size by hammer mill, crosscut, pierce and tear shred, or pulverization method
3 4 All Material shall be reduced to a size or condition that is unreadable and unable to be
reconstructed
3 5 The resulting shred shall be combined/mixed with other Material and bundled for recycling
or further destruction
3 6 No storage of Material in any stage of destruction shall be in a non -secured area
Exhibit B Page 1 of 2
CMS # 109811
3 7 All Materials must be stored in an enclosed structure, with all entrances and exits locked at
all times
3 8 All vehicles shall be secured during all aspects of transportation
3 9 A Certificate of Destruction (COD) must be provided to all Customers, and must include, at
a minimum
a) An identification number, which must also be cross-referenced on any applicable
invoice,
b) Name of Purchasing Entity,
c) Date and time -of pickup and date and time of destruction, and
d) Weight, number of boxes, pallets etc destroyed
4. ON -SITE DESTRUCTION
Contractor must have a Purchasing Entity representative witness the destruction of all documents
or media
5. OFF -SITE DESTRUCTION
5 1 All facilities must have 24 -hour surveillance, with all doors and exits secured against
unauthorized entry
5 2 Surveillance tapes shall be kept in a secure area for not less than 90 calendar days, with
access limited to specific management personnel Further, all tapes shall be made available
to the State upon request
5 3 All documents must be destroyed within 48 hours of receipt
6. CUSTOMER SERVICE
6 1 Contractor shall provide full Service and support during the hours of 8am — 5pm MT,
Monday through Friday, State holidays excluded
6 2 All voicemail messages or email messages must be returned by Contractor within 24
business hours
6 3 Contractor must assist Purchasing Entities with Container placement and provide
information on proper disposal procedures
Exhibit B
Page 2 of 2
CMS # 109811
EXHIBIT C, SERVICE AND PRICE LIST
Onsite/Offsite
Document
Destruction
- PURGE
Fee
Per Pound
$0.12
Minimum
Charge
(Includes
300 lbs.)
$75.00
Onsite/Offsite
Media
Destruction
— PURGE and
ROUTINE
SERVICE
Fee Per Pound
$0.80
Fee Per Box: CD, DVD, Floppy Disk, Zip
Disk,
$45.00
Thumb
Computer
Audio/Video/Micro
Drive,
Tape
Flash
Cartridge,
Drive,
Cassette
Tape
Memory
Reel (4mm/8mm),
Card
Fee
Per Hard
Drive
$15.00 (1 - 25
$12.50
Hard
Hard
Drives)
Drives)
(26-50
$10.00
100
Hard
Drives)
(51
$8.00 (101+
—
Hard
Drives)
Minimum Charge (Includes
Drives
75
lbs. or First
5 Hard
$75'00
Onsite/Offsite
Document
Destruction — ROUTINE
SERVICE (Per Pound Option)
Fee Per
Pound
$0.12
Minimum Charge
(Includes 300 lbs.)
$30.00
Onsite/Offsite
Document Destruction --
ROUTINE
SERVICE
(Per
Container
Option)
Fee Per Standard
Console
$4.90
Fee
Per
Desk Console
$4.90
Fee Per Mini Console
$4.90
Fee Per 65 Gallon
Tote
$12.25
Fee Per 95 Gallon
Tote
$17.15
Minimum Charge (Includes
3 Consoles
or 1 Tote)
$30.00
Exhibit C
Page 1of1
CMS # 1098 l
EXHIBIT D, SHRED -IT HARD DRIVE DESTRUCTION PROCESS
fired -it
Policy SI-5004
Effective: 09/01/2014
Reviewed: 07/01/2016
Shred -it's Secure Hard Drive Destruction Process:
Shred -it can document your Hard Drive serial numbers prior to destruction,
and provide a copy of the log sheet for your records.
Your Hard Drives are destroyed by shearing on our hard drive truck or
crushed by our secure conical punch at your location or at our secure
Shred -it facility.
Upon completion, Shred -it will provide you with an itemized Certificate of
Destruction confirming that your Hard Drives were destroyed.
Prior to disposal, your hard drive remnants are transported to a locked
container within our secure facility.
Shred -it will recycle all acceptable material from the Hard Drives.
The Denver, Co Shred -it Branch specializes in the offsite Media Destruction
method, ensuring employees, business and customer's information is destroyed
correctly and securely.
Please select one of the following options:
i Shred -It records all Hard Drive serial numbers; provides list to customer.
*Hard drive destruction log to be completed
Serial number tracking is not necessary. Please do not record. Onsite service only.
*Please request a 'Serial Number Opt -Out Form' from your Shred -it representative.
2794 South Sheridan Way
Oakville, Ontario L6J 7T4
T: 905.829.2794
F: 905.829.1999
W: shredit.com
Exhibit D Page 1 of 1
CMS # 109811
EXHIBIT E, SERVICE REGIONS
Colorado Regions by County
Region 1
•-_•--_.-
... .. .-....
Region 4
,.. _.....-..... .-.....------- - ..
...-� .. ... .. ..- �.....��p...�...---.
Region 6
Region 8
Region 7
Region 5
Region 3
Region 2
North
Central
North
Eastern
Northern
Mountain
North
Western
South
Western
South
South
Eastern
Central
Central
Arapahoe
Adams
Cheyenne
Eagle
-
--------
Delta
-----_-----
Archuleta
Alamosa
Baca
Clear
Creek
Boulder
Kit Carson
Grand
Garfield
Dolores
Chaffee
Bent
Denver
Broomfield
Lincoln
Jackson
Gunnison
L
Plata
Conejos
Crowley
Douglas
Gilpin
Logan
Park
Hinsdale
Montezuma
Costilla
Huerfano
r
Morgan
Pitkin
Mesa
Montrose
Custer
Kiowa
El
Paso
Larimer
Elbert
Weld
Phillips
Routt
Moffat
Ouray
Fremont
Las Animas
Jefferson
i
Sedgwick
Summit
Rio
Blanco
San Juan
Lake
Otero
Teller
Washington
San
Miguel
Mineral
Prowers
Yuma
Rio Grande
Pueblo
Sag uache
Exhibit E Page 1 of 1
CMS # 109811
EXHIBIT F, CONTAINER TYPES AND SIZES
Console
» Beveled plate to ensure paper cannot be retrieved from inside
» Flat top surface
Hinges on inside
» Different finishes available
» FM approved consoles
Desk Console
18 Gallon
26"H x 12"W x 195/8"D
Floor space: 235.5 ft2
Standard Console
32 Gallon
36"H x 20 "2"W x 16"D
Floor space: 328 ft
Mini Console
31 Gallon
26"H x 20"4"W x 195/8"D
Floor space: 397.4 if
Top -loading, durable plastic tote
» Ideal for higher volume areas
» Security slot to ensure paper cannot be retrieved from inside
» Well-balanced for easy handling
» All totes are equipped with 4 wheels to ensure ease of movement
get
65 Gallon Tote w/high security lid
46"H x 24I/2"W x 271/2"D
Floor space: 673.75 ft2
Exhibit F
Page 1of1
iiiaselligNOMMIMPSor
95 Gallon Tote w/high security lid
48"H x 25"W x 34 "4"D
Floor space: 856.25 ft2
CMS # 109811
EXHIBIT G, SAMPLE OPTION LETTER
Date:
Original Contract CMS #•
Option Letter #
1) OPTIONS Option to renew only (for an additional term)
CMS Routing #
2) REQUIRED PROVISIONS All Option Letters shall contain the appropriate provisions set forth below
In accordance with Section(s) of the Original Contract between the State of Colorado, Insert Name of
Department , and Contractor's Name, the State hereby exercises its option for an additional term beginning Insert
start date and ending on Insert ending date at a cost/price specified in Section , AND/OR an
increase/decrease in the amount of goods/services at the same rate(s) as specified in
3) EFFECTIVE DATE The effective date of this Option Letter is upon approval of the State Controller or
whichever is later
STATE OF COLORADO
JOHN W HICKENLOOPER, GOVERNOR
Name of Agency or IHE
By Insert Name & Title of Person Signing for Agency or IHE
Date
ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State contracts This Option Letter is not valid until signed and
dated below by the State Controller or delegate Contractor is not authorized to begin performance until such tune If Contractor
begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods
_ _ and/or services provided hereunder, _
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By
Insert Name of Agency or IHE Delegate -Please delete if contract will be routed to OSC for approval
Date
Exhibit G Page 1 of 1
Hello