HomeMy WebLinkAboutR-01-0474J-01-382
5/16/01
RESOLUTION NO. 01— 474
A RESOLUTION OF THE MIAMI CITY COMMISSION
ACCEPTING THE BID OF SECURE DATA STORAGE,
INC. FOR THE ACQUISITION OF COMMERCIAL
RECORDS MANAGEMENT SERVICES, FOR THE OFFICE
OF THE CITY CLERK, TO BE USED BY VARIOUS
CITY DEPARTMENTS UPON APPROVAL OF THE CITY
CLERK, ON AN AS -NEEDED CONTRACT BASIS, FOR A
PERIOD OE' TWO YEARS, WITH THE OPTION TO
RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS;
ALLOCATING FUNDS FROM EACH OF THE OPERATING
BUDGETS OF VARIOUS USER DEPARTMENTS, SUBJECT
TO BUDGETARY APPROVAL.
WHEREAS, the Office of the City Clerk and various user
departments require an off-site records management services
facility for storage and retrieval of records; and
WHEREAS, this facility will be used to store inactive
public records and to store expired records, as determined by
the Office of the City Clerk, pursuant to professional records
management practices; and
WHEREAS, pursuant to public notice, Invitation for Bias
No. 00-01-087R was mailed to twenty-four potential bidders; and
C= -complon
N88 ING or
MAY 2 4, 2001
a"
01-- 474
WHEREAS, three bids were received on March 12, 2001, one of
which was deemed non-responsive due to the facility not having a
vault, as required by bid specifications; and
WHEREAS, the City Manager and the City Clerk recommend that
the bid received from Secure Data Storage, Inc. be accepted as
the lowest and responsible bid; and
WHEREAS, funds are available from each of the Operating
Budgets of the various user departments, subject to prior
budgetary approval;
NOW, THEREFORE, BZ IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The March 12, 2001 bid received from Secure
Data Storage, Inc. for the acquisition of commercial records
management services, for the Office of the City Clerk, to be
used by various City departments upon approval of the City
Clerk, on an as -needed contract basis, for a period of two
years, with the option to renew for two additional one-year
periods, is accepted, with funds allocated from each of the
Operating Budgets of the various user departments, subject to
prior budgetary approval.
Page 2 of 3 01— 474
Section 3. This Resolution shall become effective
immediately upon adoption and signature of the Mayor.11
PASSED AND.ADOPTED this 24th day of May , 2001.
Page 3 of 3 01. 474
TO: The Honorable Mayor and Members
of the City Commission
RECOMMENDATION
CITY OF MIAMI, FLORIDA =3 MEMORANDUM
OATS; MAY 15 2001 PLE :
SUBJECT Resolution Authorizing Contract
Award for Commercial Records
Management Services (storage &
REFERENCES .retrieval) , Bid No. 00-01-0878
ENCLOSURES
It is respectfully recommended that the City Commission adopt the attached resolution authorizing
the City Manager to accept the bid of Secure Data Storage, Inc., a Non-Minority/Non-Local
vendor, located at 6280 NW 27'h Way, Ft. Lauderdale, Florida 33309, for commercial records
management services, specifically storage and retrieval, on an as needed contract basis, for two (2)
years, with the option to renew for two (2) additional one (1) year periods, to be utilized citywide
on an as needed basis. For records requiring off-site security or records that have reached their
disposition expiration according to the Office of the City Clerk, the user department(s) will be
required to allocate funds and obtain budgetary approval from the Office of the City Clerk prior to
usage.
r. U-1"10X"I a
The Office of the City Clerk has analyzed the bids pursuant to Bid No. 00-01-087R. Twenty-four
(24) invitations for bid were mailed, and three (3) responses were received. One response, from
TVC Acquisition Corp One d/b/a Recall Total Information Management, was deemed non-
responsive due to the facility's failure to possess a vault, as required by the City. Of the two (2)
responsive and responsible bidders, and following a site visit, Secure Data Storage, Inc. was'
determined to have submitted the lowest bid meeting specifications, and is therefore, recommended
for award.
CAG/WJF/jkj
01- 4 ?'1
• •
BID AWARD RECOMMENDATION FORM
BID NUMBER: nn-ni-na7u COMMODITY/SERVICE: Commercial Records Management Svcs
DEPARTMENT / DIVISION: office of the City Clerk
TERM OF CONTRACT: Two years with OTR for two additional one year periods.
NUMBER OF BIDS DISTRIBUTED: 24 NUMBER OF BIDS RECEIVED: 3
METHOD OF AWARD: To the lowest responsive gnd ggsponsigle bidder who bids on all items
and offers thg pv@=,A11 lowest price. with Item #1 weighted at 50% and
RECOMMENDED VENDOR(S): aggregate of remainint*". weighted at 50%. CONTRACT VALUE:
NNW
�. •� �• �•
TOTAL:
THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT:
JUSTIFICATION: Maintenance of certair_public records no longer required
in active office sPac�g.
law may not nave heen reached.
Pursuant to C1ty Lode, Section 2-1431.this bid willro ovide.
a central repository for Public records
Certain public_ records require off-site storage for environmental
apel cnruri
ACCOUNT CODE(S):
EP in
PPR L:
"�
bfT'&r5'TY CLERK
Designee
BUDGET REVIEW APPROVAL:
Budgetary approval from
various user departments
,ah t timo of nravA.
Linda M. Haskins
Director
OTHER FUNDING APPROVALS, IF APPLICABLE:
oil
PAGE 2 OF 2
PURCHASING APPROVAL:
4— -� nlz�l -'%
Ju ror
rter
Direc
TITLE:
01. 474
Page 1
ban
# Description
1. A. Controlled Envionwrtent
B. Vault
TOTAL for [ten #1
(5M; total weight)
It. Pick-up fee from City
111. Delivery to City location
IV. Retrieval
V. Re -Filing
Vl. Customer Pick -Up
VII.
Emergency Delivery 2 firs.
Vill
Ncw Accessions-
ccessionsA.
COMMERCIAL RECORDS MANAGEMENT SERVICES
A.Less than 500 boxes
B. 500 or more boxes
IX.
Disposal Destruction:
3821 SW 47th Ave. i - 6280 NW 27 Way
A. Less than 500 boxes
PL Lauderdale, Pea. 33314 Ft. Lauderdale, Fa. 33368
Rt
B. 500 or more boxes
r++�
Miami -Dade Co. / Non Minority ;
X.
Permanent Removal:
Esft. Unit of Unit Extended Unit of Unit Extended ;
A. Less than 500 boxes
Oak,,
B. 500 or more boxes
7300 Cubic FL $ 0.15 $1.095.00 Cubic Ft. $ 0.40 3 $ 2,920.00 ' N
700 Cubic Ft $ 2.92 $2,044.00 Cubic Ft $ 0.59 ;; $
Ip XI.
Delivery of new boxes
X11.
Data entry of info from
r•
1.00 $
accessions to inventory rpt
TABULATION OF BIDS
BID NO. 00-01-087R
i $
COMMERCIAL RECORDS MANAGEMENT SERVICES
E
'`i TVC Acquisition Corp One
Iron Mountain Records Management Secure Data Storage, kmy
DIWA Recall Total kdon, ion Mgad
3821 SW 47th Ave. i - 6280 NW 27 Way
11800 NW 100 Rd, tat
PL Lauderdale, Pea. 33314 Ft. Lauderdale, Fa. 33368
Rt
i i Medley. Fla. 33178 !
Non Local / Non Minority Non Local I Non MW#Wty
Miami -Dade Co. / Non Minority ;
- $
-
Esft. Unit of Unit Extended Unit of Unit Extended ;
Wy. Msasura Price Price Measure Price ;,,I, Price t
,t
7300 Cubic FL $ 0.15 $1.095.00 Cubic Ft. $ 0.40 3 $ 2,920.00 ' N
700 Cubic Ft $ 2.92 $2,044.00 Cubic Ft $ 0.59 ;; $
413.00'
$3.139.00 $ 3,333.00
400.00 `
'• O f
r•
1.00 $
600.00
N
1000
1000
500
500
100
100
400
600
400
600
400
600
! 300
Chloe Ft.
Cubic FL
Cubic FL
Cubic FL
Cubic FL
I Cubic
Cubic
Cubic
$ 0.75
S 0.75
$ 1.50
$ 0.75
$ 0.75
$15.00
per trip
$ 1.00
$ 1.00
$ 750.00
t r.
$ 750.00
I $ 750.00
$ 375.00 k
o-
$ 75.00 `
$1,500.00
trip costs
J$ 400.00 r
1$ 600.00
t Cubic Ft
r
Cubic Ft
Cubic Ft.
f
Cubic Ft. `
Cubic Ft.
t
Cubic Ft.
Cubic Ft l
Cubic Ft.
Cubic Ft. $ 1.30 JA $ 520.00 Cubic Ft
Cubic Ft. 1 $ 1.30 N $ 780.00 L Cubic Ft F
Cubic
Chic
Cubic
Line
$ 1.85
$ 1.85
$ 1.15 i
$ 0.75
$ 740.00
$1,110.00 3
r
$ 345.00
1. Cubic Ft ?
a Cubic Ft k
r i
Cubic Ft
r
Line
i$
t $ 10.00
O
N
S
I
V
E
•
•
i $
!
E
8
S
�$
P
$ 1,000.00
t$
O
N
S
I
V
E
•
•
i $
- $
t$
- $
-
r $
1.00 $
400.00 `
$
r•
1.00 $
600.00
$
fi
1.00 $
300.00:
i
O
N
S
I
V
E
•
•
Page 2
Ilam
6 Description
XIII Packtng records into
new boxes.
XIV. Research for stored doc.
XV. Facsimile transmi ssion
of retrieved document
A. 1st Page
B. Each additional page
XVI. Photocopies of rettieved doe
A. I st Page
B. Each additional page
XVII. Changes/Deletions/Adds
to computer inventory rept.
A. Changc(s) to prev. ent.data
B. Permanent del. of box
C. Transfer of box data
D. Add(s) to report
XVIII Ovetali cost for Storage
S 1.00
8,000 - 8,500
$ 24.00
8,501-9,000
$ 0.10
9.001-9,500
$ 0.10
9,501-10,000
S 0.34
10,001-10,500
$ 0.34
10,501-11,000
11,501-12,000
Q
12,001-12,500
12,501-13,000
t
13,001-13,500
Hour
13,501-14,000
_ ` $
14,00;-14,500
14,501-15,000
XIX
Additional Changes, if any.
• Transportation
• Transmittal preparation
ITEM a 2 (50.76 total w
BID NO. 00-01-087R Commerclal Records
Iron Motsttain Records Management i Secure Data Storage, Inc.
3821 SW 47th Ave. 6280 NW 27 Way
Ft. Lauderdale, Fla. 33314 Ft. Lauderdale, Fla. 33309
Non Local / Non Minority a' Non Local I Non Minority
8500
9000
9500
10000
10500
11000
12000
12500
13000
13500
14000
14500
15000 1
Cubic FL
S 1.00
Hour
$ 24.00
Page
$ 0.10
Page
$ 0.10
Page
$ 0.10',
Page
$ 0.10
Change
I
$ 0.34
Deletion
$ 0.34
Transfer
S 0.34
Add
$ 0.34
Cubic Ft.
Cubic Ft.
Cubic Ft.
Cubic Ft.
Cubic R
Cubic Ft
Cubic Ft.
Cubic FI
Cubic Ft.
Cubic Ft
Cubic Ft.
Cubic Ft.
Cubic Ft.
Per Trip
Per can
S 0.39
S 0.39
S 0.39
S 0.39
S 0.37
$ 0.37
S 0.37
S 0.37
S 0.37
S 0.37
S 037
S 0.37
S 037
$ 10.00
$ 1.00
•r.
n
_
Iw
Cubic Ft. $
- l:: $
- L
•.
J
i
-
y
�
Hour
":' $
Ira
_ ` $
_ 1.
Page
- ;,$
-
t Page
$
0.10
i
Page
$
$
Ij
-
;« Page
$
- $
-
Hroward ti tAiarne
I t Dade Co ordy
Change
'I $
0.10 '
c
K;
t'a Deletion
= $
1.00
Transfer
L� $
0.10 ;_j
Add
S
0.10
S 3,315.00 Cubic Ft.
+ S
0.99 i'; S
8.415.00"
S 3,510.00 Cubic Ft
61 S
099 !' S
8.910.00
S 3,705-00 Cubic Ft
S
0.99 S
9,405.00
S 3,900.00 Cubic Ft
S 3.885.00
S
1i
099 i"1 $
9.900-004,
Cub.....
S
099 `;i S
10,395.00 k
S 4.070.00 Cubic Ft
r' S
099 .:1 Y
!0,890.00 s,
S 4,440.x7 Cubic Ft
�� S
099 �j Y
11,880.00
S 4,625.00 Cubic FI.
y� S
099 ! S
12375.00 f
S 4,81000 Cubic F1
S
099 :1 S
12,870.00 t
S 4,994.00 , Cubic Ft
'4 S
0.99 , S
13,365.00 7
S 5,180.00 ,Cubic Ft.
'>; S
099 i1 S
13,660.00
S 5,365.00 Cubic Ft
$
0.99 :'+ S
14,355.00
k $ 5,550.00 it Cubic Ft.
S
0.99 i S
14,850 00
f' �ecommbnded vsn0or•see sfa4sticar snWy�s
• Vendor�cha City to S 40 for storage)
Approved by
Judy,
Date: '
if
Management Services
TVC Acquisition Corp One
DIBIA Recall Total Information Mgmt
118DO NW 100 Rd, #2
K Medley, Fla. 33178
s Wami-Dade Co. I Non Minority
M
❑•
R
E
S
P
0
N
S
I
V
E
*Vendor's facility did not possess a vault,
I
as required by the City. E
•
Iron Mountain Records Management ' Secure Data Storage, Inc.
DfiVA Recall Total Information Mgmt
3821 SW
471h Ave.
:; 6280 NW
27 Way
11800 NW 100 Rd, #2
Ft. Lauderdale, Fla.
33314
Ft Lauderdale,
Fla. 33309
Ij Medley, Fla. 33178
Non Local I Non Minority
Non Local I Non Mincaity
Miami-Dade Co. l Non Minority
Iter{
0 Descriptloa
XIII Packing records into
Cubic Ff.
$ 1.00
Cubic Ft
i J-
$
�1 $
- g
Cubic Ft $ 4.00
new boxes.
tt
�
�.a i,
M. Research for stored doc.
Hour
$ 24.00 '
is Hour
d $
Hour $ 24.00
XV. Facsimile transmission
of rctrieved document
1;
Ll
r•
A. 1st Page
Page
$ 0.10
P
•� �
k,
r� $
- f� $
- APage j $ 0.50
B. Fm+ additional page
Page
$ 0.10
Page
$
0.10
Pa Page �+ $ 0.25
N
Photocopies of retrieved doc
�'
+
•XVI.
A. 1st Page
Page
$ 0.10.
Page
$
F
- F: $
Page n $ 1.00
B. Fndr additional page
Page
a9
$ 0.10
`' P
; ,: age
$
- ? $
- `
1 Page e' $ 0.50
XVII. Changes/Deletions/Adds
p
#1
to computer inventory rept.
A. Change(s) to entdata
Change
�.'
".'
ij N
prey.
B. Permanent del. of box
Deletion
$ 0.34
$ 0.34
Change
14 Deletion
$
$
0.10
1.00 � `
;: Change $ 0.50
�
;,
Deletion $ 0.50
C. Transfer of box data
Transfer
$ 0.34
h Transfer
: $
0.10
Transfer ;' $ 0.50
D. Add(s) to report
Add
$ 0.34
C Add
$
0.10 ";
y Add $ 0.50 ,
XVIII Overall cost for Storage
8,000 - 8,500
8500
Cubic Ft.
S 0.39 S
3.315.00 ty
=�
Cubic Ft
.' E
0.99 :� S
9,415.00 Cubic Ft. a S 024 S
2.040.00
8.501-9,000
9000
Cubic Ft.
S 0.39 S
3.510.00 Cubic Ft.
a E
0.99 S
8,910.00 t"I Cubic Ft. it S 0.24. $
2,160.00
9,001-9.500
9500
Cubic Ft.
$ 039 S
3.705.00 r , Cubic Ft
' i S
0"991"'S
9,405.00 Cubic Ft. I-;S 0.24 S
2,280.00
9,501-10,000
10000
Chic Ft
S 039 S
3,900.00 Cubic Ft.
' :` S
0.99 ['4 S
9.900.00 Cubic Ft S 022 S
2,200.00
10,001-10,500
10,501-11.0
110
10500
Cubic Ft
S 0.37 $
3.885.00 Cubic Ft.
S
0.99 (i S10,395.00
tx Cubic Ft. - S 0.22 S
2,310.00
11000
Cubic Ft.
E 0.37 S
4,070.00 ; Cubic Fr.
S
0.99 k'a $
110,890 00; Cubic Ft. :1 S 022 S
2.420.00
11,501-12000
12000
Cubic R.
_ E 037 E
4,440.00 ' i Cubic Ft.;
S0.49
;`i S
11,89000 : Cubic Ft S 0.20 S
2,400.00
12,001-12.500
12,501-13,000
12500
Cubic Ft
S 0.37 .5 $
4.625.00 (.? Cubic FtS
0.99 t $
12 375.00 'Cubic Ft. ; ± S 0.20 S
2,500.00 •
13000
Cubic Ft.
S 0.37 ; E
4,81000 .a Cubic Ff
r. S
0.99 S
12,870.00 3 Cubic Ft. $ 0.19. S
2.470.00
13,001.13,500
13500
Cubic FI.
E 0.37 S
4,994 00 ; Cubic Ft.
'' $
0.99 $
13,365.00 Cubic Ft. $ 0.19 S
2.565.00 '
13,501-14,000
14000
Cubic R.
E 0.37 S
5,18000 ,' Cubic Fl
:. S
0.99 1:; S
13,860.00 i Cubic Ft. S 0.18 S
2,520.00
14,001-14,500
14500
Cubic Ft.
S 0.37 S
5,365 00 0-'• Cubic Ft
S
0.99 S
14,355.00 Cubic Ft E 0.17 < $
2465.00
14,501-15,000
15000
Cubic Ft
S 0.37 S
5,55000 ! Cubic Ft.
S
0. :' S
14,850 00 Cubic It F' $ $
400.00
XIX Additional Charges, if any:
' Transportation
Per Trip
i
�+
$ 10.00 Approved
Approved
R
40 • Tnasminal Reparation
Per Cart
._r $ 1.00
cl
arter, D
}.r ITEM a 2 (50%total weigbt)
�:
Date.
Oate: ='O
ris
•
(11itu vrf 'Miat i
)UDv S. CARTER ,. L
Director • ""t, t"' �'
April 30, 2001
Mr. Bernard Krough
Account Manager
TVC Acquisition Corp One d/b/a
Recall Total Information Management
11800 NW 100 Road, Ste. 2
Medley, Fla. 33178 VIA FAX AND REGULAR MAIL,
Dear Mr. Krough:
CARLOS A. GIMENEZ
City Manan
RE: Commercial Records Management Services
Bid No. 00-01-087R
The City of Miami is in receipt of your bid to provide Commercial Records Management Services to the
City, on behalf of the Office of the City Clerk.
Pursuant to the City's site visit, and in accordance with Section 4.3 of Structure Requirements, the
following is reflected:
Bidder's facility shall meet the following minimum structural requirements. failure to
meet these structural requirements shall deem the bid nonresponsive. The City reserves
the right to visit and/or inspect the Bidder's facility before recommendation of award of
bid to determine responsiveness to the facility requirements of the City.
Section 4.3(M) states bidder's facility:
Shall contain a vault, for security of microfilm and magnetic media, which is dust free,
anti -magnetic and in an anti -static environment for the potential storage of City records
with an inert gas fire suppression system.
It was determined during the site visit and confirmed by you that your facility did not have a vault, as
required. As a result of your failure to meet this mandatory minimum structural requirement, your bid has
been deemed non-responsive.
Your interest in doing business with the City of Miami is always appreciated.
Should you have any questions, please contact in writing Ms. Pamela Bums, CPPB, Sr. Procurement
Contracts Officer, at email pburns aAci-miami.fl.ti or by fax (305) 416-1925.
Sincerely,
4iea r
curemeXf ficer ry
e: welter I. !»Deman 0 j "� 4 •
DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130R30Si 41&19oo/Faa: t3DSM16.1425
E -Mail Address: purchawQci.miami.fl.u✓ Webshe Addms: hnpi/ci-Miami Jhw
Maillna AAA,K. V n Rn- 11n7n9 &u....: V. 111111 AVAR
�I�Z�jttt��
•
•
CITY OF MIAMI OF THE C1Tl' CLERIK
BID SECURITI' LIST
BIDITFN1 COMIAERCIAL RECOkI)S MANAGEMENT SERVICES
BID NO: 00-01-087
DATE 1111)(S)OPENED: MARCH 12, 200:
TIME 10:00 a.m.
BIDDER
, TOTAL BID
MOUNT
BID BOND (ER)
C 'S C
RECALL TOTAL_ INFORMATION FANAGPiLNT ;S Envelope
See attached
id
SECURE DATA STORAGE, INC.
"
IRON MOUNTAIN
NO IIID
GUARANTEE RECORDS hIAAAGEMENT
TRANSPORTATION EQUIPMENT
ARCHIVE AMERICA
MOVING a STORAGE SYSTEM. INC.
- V- -I •....� ; ,,,.., , .
.ro the oily
offers
received timely us c4 ,' ^
are hereby rejected Ga late."
Acle crid th
All
ariv,
S1,2
A r
�l� C- � Q- fl1L.Iel
_. received (�) envelops on behalf of
rson receiving bidls)
PROCUREMENT DEPARTMENT on
(City Department)
SIGNED
Deputy City Cie
IIIIIjI.ItT
(Dater �
(Date) /
0
CITY OF MIAMI
ADVERTISEMENT FOR BID
Sealed bids will be received by the City of Miami City Clerk at his office located at City
Hall, 3500 Pan American Drive, Miami, FL 33133 for the following:
BID NO. 00-01-087 COMMERCIAL RECORDS MANAGEMENT SERVICES
OPENING DATE: 10:00 A.M. MONDAY, MARCH 12, 2001
(Deadline for Request of additional information/clarification:
March 5, 2001)
Detailed specifications for this bid are available upon request at the City. of Miami,
Purchasing Department, 444 SW 2nd Avenue, Sixth Floor, Miami, FL 33130. Telephone
No. 416-1906.
THIS BID SOLICITATION IS SUBJECT TO THE "CONE OF SILENCE" IN
ACCORDANCE, WITH MIAMI-DADE COUNTY ORDINANCES 98-106 AND 99-1.
(PLEASE PRINT THIS SECTION IN BOLD PRINT).
AD NO. 7240
IDIQ asp
Carlos A. Gimenez CITY OF MIAMI
City Manager LOGO
07240
City of Miami
REOUISITION FOR ADVERTISEMENT appehis ar inerthe
advertisement
INSTRUCTIONS:ii.ise type anid attach a cony of the advartiRement with this 0�0"ilitinW
1. Department Office of tim City Clerk 2. Division: n/a
3. Account Code numb- 4. is this a confirmation: 15. Prepared by:
921002-340 `- -- ❑ v_e�' NO-- ---- — Jonda_JL Jos FIL— -----i
C6. Size of advertisement: 7 Starting date: S. Telephone number:
_ adm—� ?152 i_ - - ,�0-��t,V
9. Number of times this vertiseent is to be 10. Type of advertisement. _
_published:.__ �g¢cLe9A--.___ C1 Classified __-- ��.pisalav
11. Remarks: — -- - ----
COMMERCIAL RECORDS MANAGEMENT SERVICES
k27 -
Publication Date(s) of
Advertisement Invoice No. r -.-Amount
Miami Times
Miami Review
Uiatro lam AtnerICAA - r
/3.
` Approved
jElu,sa..,proved
Department actor/Desi nee Approved for Payment Dole
P o
C GS/PC_503 Rev. 418SRoulinpp Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
DISTRIl1UTION: While • G.S.A.: Canary - Department