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HomeMy WebLinkAboutSouth Bay Shredding, Inc. - Shredding Services for Community Development Section 8 Program - 2025 SHORT FORM SERVICES AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND SOUTH BAY SHREDDING INC. THIS AGREEMENT is entered into by and between the CITY OF NATIONAL CITY, a municipal corporation("CITY"),and SOUTH BAY SHREDDING INC.,a California corporation ("CONSULTANT"). NOW,THEREFORE,CITY agrees to engage CONSULTANT to perform the services set forth herein in accordance with the following terms and conditions: 1. DESCRIPTION OF SERVICES. CONSULTANT shall provide as-needed on- site services through the fiscal year ending June 30, 2026, and as directed by the Community Development Department's Section 8 Program for the following services: on site shredding. 2. EFFECTIVE DATE AND LENGTH OF AGREEMENT. This Agreement shall be effective as of January 1, 2025. The duration of this Agreement is from the effective date through June 30,2026. 3. COMPENSATION. The total compensation to CONSULTANT for providing the services set forth herein shall not exceed $1,950.00. The compensation for CONSULTANT'S work shall be based upon and not exceed the rates given in Exhibit"A" (the labor rates) without prior written authorization from CITY. 4. PAYMENT SCHEDULE. CITY will make payment within thirty (30) days of receiving and approving a billing statement for the satisfactorily completed services of CONSULTANT. 5. ACCEPTABILITY OF WORK. The CITY shall,with reasonable diligence, determine the quality or acceptability of the work, the manner of performance, and/or the compensation payable to the CONSULTANT. 6. INDEPENDENT CONTRACTOR. It is agreed that CONSULTANT is an independent CONSULTANT, and all persons working for or under the direction of CONSULTANT are CONSULTANT's agents, servants, and employees, and said persons shall not be deemed agents, servants,or employees of CITY. 7. DRUG FREE WORKPLACE. The CONSULTANT agrees to comply with the CITY's Drug-Free Workplace requirements. Every person awarded a contract by the CITY for the provision of services shall certify to the CITY that it will provide a drug-free workplace. Any subcontract entered into by the CONSULTANT pursuant to this Agreement shall contain this provision. 8. NON-DISCRIMINATION PROVISIONS. The CONSULTANT shall not discriminate against any employee or applicant for employment because of age,race, color, Standard Short Form Agreement Page 1 of 7 City of National City and Revised January 2024 South Bay Shredding ancestry,religion, sex, sexual orientation,marital status,national origin,physical handicap,or medical condition. The CONSULTANT will take positive action to insure that applicants are employed without regard to their age,race, color, ancestry, religion, sex, sexual orientation, marital status,national origin,physical handicap,or medical condition. Such action shall include, but not be limited to, the following: employment,upgrading,demotion,transfer,recruitment or recruitment advertising, layoff or termination,rates of pay or other forms of compensation, and selection for training, including apprenticeship. The CONSULTANT agrees to post in conspicuous places available to employees and applicants for employment any notices provided by the CITY setting forth the provisions of this non-discrimination clause. 9. INDEMNIFICATION AND HOLD HARMLESS. To the maximum extent provided by law, the CONSULTANT agrees to defend, indemnify and hold harmless the City of National City, its officers, officials, agents, employees, and volunteers against and from any and all liability,loss,damages to property,injuries to,or death of any person or persons,and all claims, demands, suits,actions,proceedings,reasonable attorneys' fees, and defense costs,of any kind or nature, including workers' compensation claims, of or by anyone whomsoever, resulting from or arising out of the CONSULTANT's performance or other obligations under this Agreement; provided, however, that this indemnification and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the CITY,its agents, officers, employees, or volunteers. CITY will cooperate reasonably in the defense of any action, and CONSULTANT shall employ competent counsel,reasonably acceptable to the City Attorney. The indemnity, defense, and hold harmless obligations contained herein shall survive the termination of this Agreement for any alleged or actual omission, act, or negligence under this Agreement that occurred during the term of this Agreement. 10. EMPLOYEE PAYMENTS AND INDEMNIFICATION. 10.1 PERS Eligibility Indemnification. If CONSULTANT's employee(s) providing services under this Agreement claims,or is determined by a court of competent jurisdiction or the California Public Employees Retirement System("PERS")to be eligible for enrollment in PERS of the CITY, CONSULTANT shall indemnify, defend, and hold harmless CITY for the payment of any employer and employee contributions for PERS benefits on behalf of the employee as well as for payment of any penalties and interest on such contributions which would otherwise be the responsibility of the CITY. CONSULTANT's employees providing service under this Agreement shall not: (1) qualify for any compensation and benefit under PERS; (2)be entitled to any benefits under PERS; (3)enroll in PERS as an employee of CITY;(4)receive any employer contributions paid by CITY for PERS benefits;or(5)be entitled to any other PERS-related benefit that would accrue to a CITY employee. CONSULTANT's employees hereby waive any claims to benefits or compensation described in this Section 10.This Section 10 applies to CONSULTANT notwithstanding any other agency, state,or federal policy,rule, regulation, law, or ordinance to the contrary. 10.2 Limitation of CITY Liability. The payment made to CONSULTANT under this Agreement shall be the full and complete compensation to which CONSULTANT and CONSULTANT's officers, employees, agents, and subcontractors are entitled for performance of Standard Short Form Agreement Page 2 of 7 City of National City and Revised January 2024 South Bay Shredding any work under this Agreement. Neither CONSULTANT nor CONSULTANT's officers, employees, agents, and subcontractors are entitled to any salary or wages, or retirement, health, leave,or other fringe benefits applicable to CITY employees. The CITY will not make any federal or state tax withholdings on behalf of CONSULTANT. The CITY shall not be required to pay any workers' compensation insurance on behalf of CONSULTANT. 10.3 Indemnification for Employee Payments. CONSULTANT agrees to defend and indemnify the CITY for any obligation, claim, suit, or demand for tax, retirement contribution including any contribution to PERS, social security, salary or wages, overtime payment, or workers' compensation payment which the CITY may be required to make on behalf of (1) CONSULTANT, (2) any employee of CONSULTANT, or (3) any employee of CONSULTANT construed to be an employee of the CITY, for work performed under this Agreement. This is a continuing obligation that survives the termination of this Agreement. 11. INSURANCE. CONSULTANT shall obtain: A. If checked, Professional Liability Insurance (errors and omissions) with minimum limits of$1,000,000 per occurrence. B. Automobile Insurance covering all bodily injury and property damage incurred during the performance of this Agreement, with a minimum coverage of $1,000,000 combined single limit per accident. Such automobile insurance shall include owned, non-owned, and hired vehicles. The policy shall name the CITY and its officers, agents, employees, and volunteers as additional insureds,and a separate additional insured endorsement shall be provided. C. Commercial General Liability Insurance, with minimum limits of either $2,000,000 per occurrence and $4,000,000 aggregate, or $1,000,000 per occurrence and $2,000,000 aggregate with a $2,000,000 umbrella policy, covering all bodily injury and property damage arising out of its operations,work,or performance under this Agreement. The policy shall name the CITY and its officers, agents, employees, and volunteers as additional insureds, and a separate additional insured endorsement shall be provided. The general aggregate limit must apply solely to this "project" or "location". The "project" or"location" should be noted with specificity on an endorsement that shall be incorporated into the policy. D. Workers' Compensation Insurance in an amount sufficient to meet statutory requirements covering all of CONSULTANT'S employees and employers' liability insurance with limits of at least $1,000,000 per accident. In addition, the policy shall be endorsed with a waiver of subrogation in favor of the CITY. Said endorsement shall be provided prior to commencement of work under this Agreement. If CONSULTANT has no employees subject to the California Workers' Compensation and Labor laws, CONSULTANT shall execute a Declaration to that effect. Said Declaration shall be provided to CONSULTANT by CITY. E. The aforesaid policies shall constitute primary insurance as to the CITY, its officers,employees,and volunteers,so that any other policies held by the CITY shall not contribute to any loss under said insurance. Said policies shall provide for thirty(30)days prior written notice to the CITY's Risk Manager,at the address listed in subsection G below,of cancellation or material change. Standard Short Form Agreement Page 3 of 7 City of National City and Revised January 2024 South Bay Shredding F. Said policies, except for the professional liability and workers' compensation policies, shall name the CITY and its officers, agents, employees, and volunteers as additional insureds, and separate additional insured endorsements shall be provided. G. The Certificate Holder for all policies of insurance required by this Section shall be: City of National City do Risk Manager 1243 National City Boulevard National City, CA 91950-4397 H. If required insurance coverage is provided on a "claims made" rather than "occurrence" form, the CONSULTANT shall maintain such insurance coverage for three years after expiration of the term (and any extensions) of this Agreement. In addition, the "retro" date must be on or before the date of this Agreement. I. Insurance shall be written with only insurers authorized to conduct business in California which hold a current policy holder's alphabetic and financial size category rating of not less than A:VII according to the current Best's Key Rating Guide, or a company of equal financial stability that is approved by the City's Risk Manager. In the event coverage is provided by non-admitted "surplus lines" carriers, they must be included on the most recent List of Approved Surplus Line Insurers ("LASLI") and otherwise meet rating requirements. J. This Agreement shall not take effect until certificate(s) or other sufficient proof that these insurance provisions have been complied with, are filed with,and approved by the CITY's Risk Manager. If the CONSULTANT does not keep all insurance policies required by this Section 11 in full force and effect at all times during the term of this Agreement, the CITY may treat the failure to maintain the requisite insurance as a breach of this Agreement and terminate the Agreement as provided herein. K. All deductibles and self-insured retentions in excess of ten-thousand dollars ($10,000) must be disclosed to and approved by the CITY. CITY reserves the right to modify the insurance requirements of this Section 11, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. L. If the CONSULTANT maintains broader coverage or higher limits(or both) than the minimum limits shown above,the CITY shall be entitled to the broader coverage or higher limits(or both)maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. 12. TERMINATION. CITY may terminate this Agreement at any time by providing one (1) day's written notice to CONSULTANT. 13. BUSINESS LICENSE. CONSULTANT must possess or shall obtain a business license from the National City Finance Department before beginning work. 14. PREVAILING WAGES. State prevailing wage rates may apply to work performed under this Agreement. State prevailing wages rates apply to all public works contracts as set forth in California Labor Code, including but not limited to, Sections 1720, 1720.2, 1720.3, 1720.4,and 1771. CONSULTANT is solely responsible to determine if state prevailing wage rates Standard Short Form Agreement Page 4 of 7 City of National City and Revised January 2024 South Bay Shredding apply and, if applicable, pay such rates in accordance with all laws, ordinances, rules, and regulations. 15. ADMINISTRATIVE PROVISIONS. A. Computation of Time Periods. If any date or time period provided for in this Agreement is or ends on a Saturday, Sunday,or federal, state, or legal holiday, then such date shall automatically be extended until 5:00 p.m. Pacific Time of the next day which is not a Saturday, Sunday, or federal, state, or legal holiday. B. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute but one and the same instrument. C. Captions. Any captions to, or headings of, the sections or subsections of this Agreement are solely for the convenience of the parties hereto, are not a part of this Agreement, and shall not be used for the interpretation or determination of the validity of this Agreement or any provision hereof. D. No Obligations to Third Parties. Except as otherwise expressly provided herein,the execution and delivery of this Agreement shall not be deemed to confer any rights upon, or obligate any of the parties hereto,to any person or entity other than the parties hereto. E. Exhibits and Schedules. The Exhibits and Schedules attached hereto are hereby incorporated herein by this reference for all purposes. To the extent any exhibits,schedules, or provisions thereof conflict or are inconsistent with the terms and conditions contained in this Agreement, the terms and conditions of this Agreement will control. F. Amendment to this Agreement. The terms of this Agreement may not be modified or amended except by an instrument in writing executed by each of the parties hereto. G. Assignment &Assumption of Rights. CONSULTANT shall not assign this Agreement, in whole or in part, to any other party without first obtaining the written consent of CITY. H. Waiver. The waiver or failure to enforce any provision of this Agreement shall not operate as a waiver of any future breach of any such provision or any other provision hereof. I. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. The venue for any legal action arising under this Agreement shall be in either state or federal court in the County of San Diego, State of California. The CONSULTANT shall comply with all laws, including federal, state, and local laws, whether now in force or subsequently enacted. J. Audit. If this Agreement exceeds ten-thousand dollars($10,000),the parties shall be subject to the examination and audit of the State Auditor for a period of three (3) years after final payment under the Agreement,per Government Code Section 8546.7. K. Entire Agreement. This Agreement supersedes any prior agreements, negotiations, and communications, oral or written, and contains the entire agreement between the parties as to the subject matter hereof. No subsequent agreement, representation, or promise made by either party hereto,or by or to an employee,officer, agent,or representative of any party hereto shall be of any effect unless it is in writing and executed by the party to be bound thereby. L. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors and assigns of the parties hereto. Standard Short Form Agreement Page 5 of 7 City of National City and Revised January 2024 South Bay Shredding M. Subcontractors or Subconsultants. The CITY is engaging the services of the CONSULTANT identified in this Agreement. The CONSULTANT shall not subcontract any portion of the work,unless such subcontracting was part of the original proposal or is allowed by the CITY. In the event any portion of the work under this Agreement is subcontracted, the subcontractor(s) shall be required to comply with and agree to, for the benefit of and in favor of the CITY,both the insurance provisions in Section 11 and the indemnification and hold harmless provision of Section 9 of this Agreement. N. Construction. The parties acknowledge and agree that (i) each party is of equal bargaining strength, (ii) each party has actively participated in the drafting,preparation and negotiation of this Agreement, (iii) each such party has consulted with or has had the opportunity to consult with its own, independent counsel and such other professional advisors as such party has deemed appropriate, relative to any and all matters contemplated under this Agreement, (iv) any rule or construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement,or any portions hereof, or any amendments hereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year written below. CITY OF NATIONAL CITY SOUTH BAY SHREDDING INC. (Corporation-signature of two corporate officers required) (Partnership or Sole proprietorship-one signature) By: By: S t Huth aymundo Molina Interim City Manager President APPROVED AS TO FORM: Date: 14-2 e— -dz5 By: jit40,1"-- Barry J. is tz City Attorney Date: s.!/r Standard Short Form Agreement Page 6 of 7 City of National City and Revised January 2024 South Bay Shredding CONTACT INFORMATION CITY OF NATIONAL CITY SOUTH BAY SHREDDING INC. National City Housing Authority 303 W. 35th St. Suite A 1243 National City Boulevard National City CA 91950 National City, CA 91950-4397 Phone: (619)706-1754 Phone: (619)336-4254 Fax: Fax: (619)477-3747 Contact: Ray Molina Contact: Marta Rios Title: President Title: Housing Programs Manager Email: southbayshredding@gmail.com Dep.: National City Housing Authority Taxpayer I.D.No.: 88-3189143 Email: mrios@nationalcityca.gov Standard Short Form Agreement Page 7 of 7 City of National City and Revised January 2024 South Bay Shredding Exhibit"A" Marta Rios From: South Bay Shredding <southbayshredding@gmail.com> Sent: Saturday, March 29, 2025 4:34 PM To: Sue Pfeifer;Marta Rios Subject: South Bay Shredding owner operated form Attachments: South Bay Shredding - Declaration of No Employees.pdf CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Hi Sue, Attached is the owner operated form and also our monthly shredding service per location. Monthly onsite mobile shredding service-minimum charge$35.00 for the first bin. Any additional is$19.99 per container.No hidden fees. For a 12 month service total is$420.00 covers 1 security bin. Please let me know if you have any questions. Respectfully, Ray Molina 619-706-1754 South Bay Shredding i ACORO DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 03/26/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME:Progressive Commercial Lines Customer and Agent Servicing VIANCAS INSURANCE&FINANCIAL SERVICES PHONE FAX 737 3RD AVE SUITE B,CHULA VISTA,CA 91910 (A/C,No,Ext):1-800-444-4487 (A/C.No): E-MAIL ADDRESS:Progressivecommercial@email.progressive.com INSURER(S)AFFORDING COVERAGE NAIC# INSURER A: United Financial Casualty Company 11770 INSURED INSURER B:Penn-Star Insurance Company 10673 SOUTH BAY SHREDDING INC 303 W 35TH ST SUITE A INSURER C: NATIONAL CITY,CA 91950-0000 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:608165793116673987D021225T141006 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE INDDL SD SUBSV POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR (MM/DD/YYYY) (MMIDDIYYYY) COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE OCCUR DAMAGE O(Ea occurrence) $ 100,000 MED EXP(Any one person) $ 5,000 B CPS5060135 2/1/2025 2/1/2026 PERSONAL&ADVINJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 � PRO- 1-1 PRODUCTS-COMP/OP AGG 1,000,000 I POLICY JECT LOC $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $1,000,000 ANY AUTO BODILY INJURY(Per person) $ A OWN SCHEDULED N N 00563009 01/24/2025 07/24/2025 _AUTOSED ONLY X AUTOSBODILY INJURY(Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$WORKERS COMPENSATION AND EMPLOYERS' pFRRS'UABILITY Y/N STATUTE ERH ANYPROPRIETOR/PARTNER/EXECUTIVE ❑ N/A E.L.EACH ACCIDENT $ OFFICER/MEMBEREXCLUDED7 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE$ If yes,describe under E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS below See ACORD 101 for additional coverage details. $ A N N 00563009 01/24/2025 07/24/2025 DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of National City THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN c/o Risk Manager ACCORDANCE WITH THE POLICY PROVISIONS. 1243 National City Boulevard National City, CA. 91950-4301 AUTHORIZED REPRESENTATIVE eAiZ ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID: �� LOC#: ACCPREP ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED VIANCAS INSURANCE&FINANCIAL SERVICES SOUTH BAY SHREDDING INC POLICY NUMBER 303 W 35TH ST SUITE A NATIONAL CITY,CA 91950-0000 00563009 CARRIER NAIC CODE United Financial Casualty Company 11770 EFFECTIVE DATE:01/24/2025 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability Insurance Additional Coverages Insurance coverage(s) Limits Uninsured/Underinsured Motorist $30,000/$60,000 Description of Location/Vehicles/Special Items Scheduled autos only 2014 FRHT 16M 1FVACXDT3EHFT3176 Collision $1,000 w/Waiver Ded Comprehensive $1,000 Ded 2011 FRHT 16M 1 FVACXBS1 BDAX7739 Collision $1,000 w/Waiver Ded Comprehensive $1,000 Ded 2018 CHEVROLET CITY EXPRESS VA 3N63MOYN6JK691544 Collision $1,000 w/Waiver Ded Comprehensive $1,000 Ded 2020 INTERNATIONAL MV607 3HAEUMMLOLL139599 Collision $1,000 Ded Comprehensive $1,000 Ded ACORD 101 (2008/01) ©2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 1 CALIFORNIA NATIONAL airy `- rNCORPOR ATI City of National City (To be submitted only when there are no employees subject to Workers' Compensation) DECLARATION AND ADDENDUM TO ALL CONTRACTS AWARDED TO: South Bay Shredding Inc (Company Name) For the purpose of inducing the City of National City to go forward with any contracts awarded to South Bay Shredding Inc (Company), I declare as follows: I, Raymundo Molina (name), President (title), am authorized to execute this document on behalf of [company)with respect to compliance with the California Workers' Compensation and Labor laws. All work required will be performed personally and solely by volunteers of South Bay Shredding Inc (company), who are independent contractors. If, however, South Bay Shredding Inc (company) shall ever be required to hire employees or Subcontractors to perform this contract, South Bay Shredding Inc (company)shall obtain Workers'Compensation Insurance and/or provide proof of Workers'Compensation Insurance coverage to the City of National City. This document constitutes a declaration by South Bay Shredding Inc (company)against its financial interest, relative to any claims which may be asserted under the California Workers' Compensation and/or Labor laws against the City of National City relating to any bid or contract awarded South Bay Shredding Inc (company). South Bay Shredding Inc (company)will defend,indemnify, and hold harmless the City of National City, its officers and employees, from any and all claims and liability, including Workers' Compensation claims and liability that may be asserted or established by any party in the event it hires an employee in violation of this addendum or if a volunteer of the organization makes a claim against or alleges liability of the City of National City for Workers' Compensation, and it will further indemnify the City of National City, its officers and employees,for all damages the City thereby suffers. I agree that these declarations shall constitute an addendum to any bid or contract awarded to: South Bay Shredding Inc (company). SOUTH BAY SHREDDING INC Dated: March 29th , 20 25 . (Insert company name in all caps) By: (Signature of Authorized Representative) Raymundo Molina President (Name and Title) \.\. t *-CALIFORNIA - NATIONAL CITY MCORPORATE City of National City INSURANCE REQUIREMENTS FOR TRANSPORTATION, TRAFFIC CONTROL AND ENGINEERING PERMITS (Please forward to your Insurance Agent) National City Municipal Section 1.32.010(Permits—Insurance Requirements): Prior to the issuance of a building permit, encroachment permit, or any other permit issued by their respective departments, the director of building and safety or city engineer may require an applicant for such a permit to file a certificate of insurance evidencing coverage for bodily injury and property damage liability. Professional Liability Insurance (errors and omissions) with minimum limits of$1 M per occurrence (if applicable) Commercial General Liability coverage with limits of at least $2M per occurrence/$4M aggregate or in the alternative limits of at least $1 M per occurrence/$2M aggregate with $2M umbrella or excess coverage: • Must include separate endorsement adding as additional insureds: "The City of National City, its elected officials, officers, agents, and employees". The actual endorsements or policy language regarding automatic additional insureds must be provided. • General aggregate limits must apply solely to this "project"or"location". This "project" or "location" must be identified with specificity on a separate endorsement. Should the location not have a specific address, the location may be noted at"Throughout the City of National City." - "Blanket endorsement such as "...by written contract..." or"...by agreement..."are not acceptable. • The policy number must be reflected on each of the attached endorsements. b Commercial Auto Liability coverage with limits of at least $1 M, Combined Single Limit • Must include"any"auto, or"owned, non-owned and hired autos." • Must include separate endorsement adding as additional insureds: "The City of National City, its elected officials, officers, agents and employees".The actual endorsements or policy language regarding automatic additional insureds must be provided. b Workers' Compensation coverage to meet CA statutory limits, plus employers' liability coverage of $1 M per accident • Must include separate Workers'Compensation Waiver of Subrogation in favor of the"City of National City". - If there are no employees subject to Workers Compensation law, submit a signed Declaration (provided on next page). All endorsements where noted "Countersigned" must be signed where indicated. Deductibles or SIRs(Self-Insured Retention) in excess of$10,000 must be disclosed. CERTIFICATE HOLDER: City of National City, C/O Risk Manager, 1243 National City Boulevard, National City, CA 91950-4301 Insurance Document Submittal: Provide your Certificate of Liability Insurance and Supporting Endorsements to the City Engineer that has been assigned to the processing of your application. Any follow-up inquiries should be directed to your assigned City Engineer. Mail Certificates and Endorsements to: City of National City, CIO Risk Manager 1243 National City Boulevard, National City, CA 91950-4301 Revised 5-7-2020 ?•.. Shredding Detailed SOP for South Bay Shredding Introduction This section provides an in-depth exploration of secure chain of custody for document destruction, focusing on NAID AAA certification requirements and best practices, followed by a detailed SOP tailored for South Bay Shredding's on-site and offsite destruction processes. The analysis is grounded in extensive research from credible sources, ensuring alignment with industry standards as of March 14, 2025. Background on NAID AAA Certification The National Association for Information Destruction (NAID) offers the AAA Certification, a rigorous program verifying compliance with data protection laws through scheduled and surprise audits by accredited security professionals. This certification is crucial for ensuring secure document destruction, fulfilling regulatory due diligence obligations for clients. Key aspects include employee screening, secure handling, transportation, storage, and destruction processes, all documented to maintain a chain of custody. Secure Chain of Custody: Key Components Research suggests that a secure chain of custody involves several critical elements: • Employee Hiring and Screening: Employees must undergo comprehensive background checks, including criminal history and employment verification, and receive ongoing training on security protocols. • Secure Transportation and Storage: Vehicles and containers must be locked, with drivers equipped with two-way communication devices. Storage areas at facilities must be monitored by CCTV. • Destruction Process: The shredding must be monitored, often with CCTV, and equipment must meet industry standards for particle size to prevent reconstruction. • Documentation: A chain of custody form must document every stage, from collection to destruction, with signatures at each transfer. A Certificate of Destruction is issued to the client, serving as proof of compliance. SOUTH 2 BAY : :Shredding Best Practices for Mobile Shredding Trucks Mobile shredding trucks are integral for both on-site and offsite destruction, offering security features such as: • Locked compartments and secure loading systems. • CCTV monitoring inside the truck, allowing real-time observation of the shredding process. • Capacity to handle documents with staples and paperclips, eliminating the need for pre-processing. Detailed SOP for South Bay Shredding Below is a comprehensive SOP, divided into general requirements, on-site destruction, offsite destruction, and general policies, ensuring alignment with NAID AAA certification and best practices. General Requirements Aspect Details Employee Hiring Three-level background checks (criminal, employment, references), confidentiality agreements. Training Initial and ongoing training on security, handling, emergency response. Security Locked containers, secure vehicles, CCTV monitoring, restricted access. Measures Documentation Chain of custody form for all stages, Certificate of Destruction issued. Incident Notify management immediately, review incidents to prevent recurrence. Response Employee Hiring and Screening: All employees must undergo a three-level background check, including criminal history, employment verification, and reference checks, and sign a confidentiality agreement to handle sensitive documents securely. Security Measures: Containers and vehicles must be locked and tamper-evident, with access restricted to authorized personnel via keycards. CCTV cameras must monitor the shredding truck and storage areas, and drivers must have two-way communication devices. SOUTH 3 BAY ';i3.Shredding Documentation: A chain of custody form must record the date, time, location, type of documents, and signatures at each transfer. A Certificate of Destruction, including a unique identifier, must be issued to the client. Incident Response: In case of a security breach, such as tampering with containers, notify management immediately, contain the situation, and conduct a review to prevent future occurrences. On-Site Destruction Stage Procedure Preparation Schedule event, ensure truck operational, verify capacity, confirm personnel. Collection Present ID, collect in locked bins, ensure no unauthorized access, document. Destruction Shred in truck, monitor with CCTV, dispose of materials, confirm destruction. Documentation Update chain of custody, issue Certificate of Destruction. Disposal Transport shredded materials to recycling facility per local regulations. Offsite Destruction Stage Procedure Collection Schedule, use locked containers, assign identifiers, document with signature. Transport Secure vehicle, locked compartments, document stops, use two-way communication. Storage at Store in locked area, monitor with CCTV, document arrival. Facility Destruction Shred in truck at facility, monitor with CCTV, dispose of materials. Documentation Update chain of custody, issue Certificate of Destruction. Disposal Transport shredded materials to recycling facility per local regulations. SOUTH 4 BAY Shredding General Policies • Equipment Maintenance: Regularly inspect and maintain shredding equipment to ensure functionality, scheduling routine checks to prevent downtime. • Compliance: Review and update policies annually to align with NAID AAA certification requirements and applicable laws, such as HIPAA and FACTA. • Training: Provide ongoing training to employees on updated security protocols and best practices, reinforcing chain of custody procedures and incident response. Conclusion This SOP ensures South Bay Shredding maintains a secure chain of custody for document destruction, meeting NAID AAA certification standards. By implementing these procedures, the company can offer transparent, compliant services, enhancing client trust and regulatory compliance as of March 14, 2025. Leah Munoz From: Marta Rios Sent: Thursday, May 15, 2025 2:22 PM To: Ashlin Lutes Cc: Leah Munoz Subject: FW: FW: RLS - Southbay Shredding Agreement Good afternoon Ashlin, See email below from South Bay Shredding approving changes to the contract. Thank you, Marta Rios Housing Programs Manager +�- CALIFORNIA National City Housing Authority NATIONAL OIT ' 140 E. 12th St, Suite B �--_ 26. +j National City, CA 91950 INCORPORATV) T: 619.336.42591 mrios(a�nationalcityca.gov Website I Facebook I Instagram I Twitter I LinkedIn Office hours: Monday—Thursday 7am-6pm Closed Friday's National City Housing staff will continue to serve our customers by E-mail,phone or by appointment. We also accept documentations in the drop-off box at the front entrance. From:South Bay Shredding [mailto:southbayshredding@gmail.com] Sent:Wednesday, May 14, 2025 12:47 PM To: Marta Rios<MRios@nationalcityca.gov> Subject: Re: FW: RLS-Southbay Shredding Agreement CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Hello Marta pardon the delay on the matter this email is to approve and accept changes made to the contract. On Tue, May 13, 2025 at 4:38 PM Marta Rios <MRios(a,nationalcityca.gov>wrote: Hello, I'm forwarding this email again, please see below i