COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Employee and Public Services

 

DATE:

June 13, 2005

BOARD MEETING DATE:

June 28, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Mary Welch, Director, Employee and Public Services

SUBJECT:

Countywide Document Shredding Contract

 

RECOMMENDATION:

Adopt a resolution authorizing the Purchasing Agent to execute a three-year contract with two additional one-year renewal options at the County’s sole discretion, with Shred-It USA, Inc. to provide document shredding services to all interested County departments.

 

VISION ALIGNMENT:

Commitment: Responsive, effective, and collaborative government

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

 

This contract is a significant component of the County’s commitment to protect medical and personal records of our citizens and employees. A comprehensive study and review process was completed, and Shred-It, Inc. best meets those needs.

 

Performance Measures:

Measure

FY 2004-05
Estimated

FY 2005-06
Projected

Number of shredding transactions involving a security breach

n/a

0

Percentage of customers rating the vendor’s overall service good or excellent

n/a

95%

 

BACKGROUND:

Document shredding, originally a small need developed at the departmental level, has grown into a countywide concern with the enactment of privacy laws, including the Health Insurance Portability and Accountability Act (HIPPA).

On March 25, 2004, Executive Council requested that Employee and Public Services conduct a survey of departments to gather information about their shredding practices and future needs. The survey results, presented to the Executive Council on June 7, 2004, reported that three different vendors were being used, and prices varied depending on the vendor. Security was also identified as a priority concern.

On June 7, 2004, the Executive Council authorized Employee and Public Services to issue a request for proposals for one countywide contract. The last of the current contracts is set to expire on July 1, 2005.

 

DISCUSSION:

On January 31, 2005 Employee and Public Services issued an RFP for a countywide document shredding contract for the next three to five year period. The RFP was advertised and nine potential vendors were mailed notifications.

Six proposals were received. An RFP Committee composed of management staff from Employee and Public Services, Sheriff, Assessor-Clerk Recorder, and the San Mateo Medical Center identified Shred-It USA, Inc., South San Francisco, as best meeting the County’s needs. Shred-It USA, Inc. was selected based on the following:

    Security

    Equipment and infrastructure

    Customer service

    Pricing

    Flexibility to meet diverse departmental needs

We recommend that the new contract be for three years (from July 1, 2005 through June 30, 2008), with the option to renew at the County’s sole discretion for two additional one-year terms.

 

FISCAL IMPACT:

The estimated cost countywide will be approximately $40,000 per year. The minimum pickup fee will be $29 under the new contract compared to the present $90 minimum fee. This cost is covered by departments in their annual budget.

Exhibit A

Request for Proposal Matrix

1.

General Description of RFP

Countywide shredding services

2.

List key evaluation criteria

    (a) Ability to meet County requirements (including security)

    (b) Pricing and flexibility in pricing options

    (c) References

    (d) Ability to meet County terms and conditions

    (e) Conformance to the RFP

3.

Where advertised

San Mateo County Times

4.

In addition to any advertisement, list others to whom RFP was sent

Assured Shredding, Oakland, Ca

Automatic Response Systems, Berkeley, CA

Certified Document Destruction, San Jose, CA

Cor-A-Van, Dublin, Ca

First Security Shredding, Shingle Springs, Ca

Northern California Paper Recyclers, Hayward, Ca

Shred-It, Inc., Corona, Ca

Shred Works, Inc., Burlingame, Ca

Sureshred, Hayward, Ca

5.

Total number sent to prospective proposers

Nine

6.

Number of proposals received

Six

7.

Who evaluated the proposals

Steve Rossi, Risk Manager, EPS

Dennis Ryan, Information Tech. Manager, Sheriff

David Tom, Deputy Assessor-Clerk Recorder

Henry Lopez, Program SVCS Manager, SMMC

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Assured Shredding, 2430 Willow Street, Oakland, Ca. 95607

Automatic Response Systems, 1461 East Shore Highway, Berkeley, Ca 94710

First Security Shredding, P.O. Box 1837, Shingle Springs, Ca 95682

Northern California Paper Recyclers, Inc., 1609 Whipple Road, Hayward, Ca 94544

Shred-It USA, Inc., 446 Littlefield Avenue, South San Francisco, Ca 94080-6105

Shred Works, 1601 Bayshore Highway Ste 211, Burlingame, Ca 94010