HomeMy WebLinkAboutR-00-0163J-00-109
2/7/00
RESOLUTION NO. 0 0� 1 3
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE PROVISION OF RECORDS MANAGEMENT
AND STORAGE FROM DATA STORAGE CENTER,
UTILIZING EXISTING CITY OF MIAMI CONTRACT
AWARD BID NO. 96-97-092, EFFECTIVE UNTIL
OCTOBER 30, 2000, FOR THE DEPARTMENT OF
POLICE, IN AN AMOUNT NOT TO EXCEED $15,000;
ALLOCATING FUNDS THEREFOR FROM THE POLICE
GENERAL OPERATING BUDGET, ACCOUNT CODE
NO. 001000.290201.6.610.
WHEREAS, the Department of Police requires.the services of a
commercial records management and storage facility to provide
records management and storage for inactive files and documents;
and
WHEREAS, the department lacks storage space for the volume
of records that must be kept pursuant to Florida State Law; and
WHEREAS, voluminous storage boxes and containers in the
building pose safety hazards to employees; and
WHEREAS, funds are available from the Police Department
General Operation Budget Account Code No. 001000.290201.6.610;
and
CITY COMMISSION
MEETING OF
FE® 17 2000
Resolution No.
C
WHEREAS, the City Manager and the Chief of Police recommend
the records management and storage from Data Storage Center,
utilizing existing City of Miami Contract Award No. 96-97-092,
effective until October 30, 2000, in an amount not to exceed
$15,000, be approved;
NOW, THEREFORE, BE 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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The provision of records management and
storage from Data Storage Center, utilizing existing City of
Miami Award Bid No. 96-97-092, effective until October 30, 2000,
for the Police Department, in an amount not to exceed $15,000, is
hereby approved, with funds therefor hereby allocated from the
Police General Operating Budget.
C"0
Page 2 of 3
Section 3. This Resolution shall become effective
immediately upon adoption and signature of the Mayor.'/
PASSED AND ADOPTED this 17th day of February 1 2000.
JOE CAROLLO, MAYOR
In eccordance wfth Miami Code Sec. 2-36, since the kqpvor did not indicats approval of
ViLe bgislation by signing it in the designated pace plmvidl�ad. sal;d rimpi
h=ries effective; with the elapse of tan (10) day the dale of Cc is
s)6g-' 75s
ii rF _viten
,V v
mqaFding same, without the Mayor ee, , frs
ATTEST:
WALTER J. FO
CITY CLERK „o
bARM,4CORRECTNESS-t/
TTORNEY
7
Wifi19.:hdb:RCL
City
If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it w - as passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
A ip�!�
Page 3'of 3 00— '163
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
* CA=3
TO: The Honorable Mayor and Members DATE : rE-D R 2000 FILE:
of the City Commission LU
SUBJECT: Proposed Resolution
FROM :a14. arshaw REFERENCES: Commercial Records
City Manager ENCLOSURES: Management Center
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing the Police Department to utilize an existing City of Miami Bid No. 96-97-092, for the
provision of records management and storage until October 30, 2000, from Data Storage Center,
located at 6900 N.W. 74" Avenue, Miami, Florida 33166, in an amount not to exceed $15,000.
Funding will . be allocated from the Police General Operating Budget, Account Code No.
001000.290201.6.610.
BACKGROUND
The Police Department must retain records pursuant to Florida State law. Due to the space
constraints and safety problems posed to its employees, the vast volume of records can no longer
be stored within the Police Department building. The Data Storage Center facility will be utilized
to store said records.
DHW:WEO: C:JLM:lr
00—
TO: Donald H. Warshaw
City Manager
W' .
0 � ,
FROM: William E. O'Brien
Chief of Police
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
DATE: JAN 13 2000 FILE :
SUBJECT: Records Management and
Storage Center
REFERENCES:
ENCLOSURES:
The Police Department has verified funds are available with the Department of Management &
Budget, for the provision of records management and storage center, from Data Storage Center, in
an amount not to exceed $15,000. Funding is available from the Police General Operating Budget,
Account Code No. 001000.290201.6.610.
BUDGETARY REVIEW AND APPROVAL
d,WVA= llmloo
Luie L. Brennan
Interim Director
Department of Management & Budget
WEO:lr
" of Miami
oa0ament & Budget
o
0
Date " 1 L b 0
Time V-' 3a a M)
Amount of S?31,559 ipo _ is
3 -_
available in account number:
o y'
0
oo� 000, Y9 o1ol.C. 110
%trmed by:�AIRWE
00- x.63
CITY OF MIAMI
AWARD SHEET
BID NO. 96-97-092
ITEM: Records Management and Storage
DEPARTMENT: Police
TYPE OF PURCHASE: Contract
REASON: The Department of Police must retain records
pursuant to Florida State Law.
RECOMMENDATION: It is recommended that award be made to Data
Storage Center for the provision of records
management and storage, for the Department of
Police, under existing Bid No. 96-97-092, effective
until October 30, 2000, at an amount not to exceed
$15,000.00; allocating funds therefor from Police
General Operating Budget, Account Code No.
1 I U
Date
AwardSheet 0 163
t� Of �ti�tC
CONTRACT A W A R D
BID NO. 96-97-092
NAME OF BID:
CONTRACT PERIOD:
ORIG. CONTRACT PERIOD:
COMMODITY CODE:
TERM OF CONTRACT:
METHOD OF AWARD:
RENEWAL
OTR YEARS: SECOND AND FINAL RENEWAL
COMMERCIAL RECORDS MANAGEMENT CENTER .
OCTOBER 31, 1999 THROUGH OCTOBER 30, 2000
OCTOBER 31, 1997 THROUGH OCTOBER 30, 1998
962-95
ONE (1) YEAR WITH THE OTR FOR TWO (2) ADDITIONAL ONE-YEAR PERIODS
LOWEST FIXED PRICE `
AWARD BASED ON MEASURES: Yes O No (X) ( ) Set Aside O BBE O HBE
( ) WBE owned fines O Local Preference
SECTION #1
VENDOR AWARD
F.E.I.N. #
59-0535848
VENDOR NAME:
DATASTORAGE
STREET:
6900 NW 74TH'AVENUE -'
CITY/STATE/ZIP:
MIAMI, FLORIDA 33166. -.
CONTACT PERSON:
NANCY FEAR
PHONE #:
(305) 887-9827
FAX #:
(305) 887-8829.
PAYMENT TERMS:
NET 30 DAYS
DELIVERY:
1 CALENDAR DAY ARO P. O.
WARRANTY:
AS PROVIDED IN THE PROPOSAL`;
SECTION #2
AWARD INFORMATION
C.C. AWARD DATE:
JANUARY 26, 1999
AMENDED AMOUNT: YES
AGENDA ITEM #:
4
SPECIAL CONDITIONS: YES
RESOLUTION NO:
99-65;97-523.
'INSURANCE REQUIREMENT: YES
TOTAL AWARD AMOUNT: $26,6 77.00
FINANCIAL OVERSIGHT BOARD: NOVEMBER 4, 1999
SECTION #3 AFFIRMATIVE ACTION POLICY YES
SECTION #4 REQUESTING DEPARTMENT INFORMATION
USER DEPARTMENT/DIVISION: CITY CLERK'S OFFICE
CONTRACT ADMINISTRATOR: JONDA JOSEPH
TELEPHONE NO: (305) 250-5360 FAX NO. (305) 858-2156
SECTION #5 PROCURING AGENCY
SENIOR BUYER: PAMELA BURNS DATE PREPARED: NOVEMBER 4, 1999
TELEPHONE NO: (305) 416-1905 FAX: (305) 416-1925
PREPARED BY: STEPHANIE WILLIAMS
i
a
r
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Walter Foeman, City Clerk
TO City Clerk's Office DATE:
SUBJECT:
Ju S. Carter,Acto
FROM: p chasing Department REFERENCES
ENCLOSURES:
November 4, 1999
FILE:
Commercial Records Management Center
Bid No. 96-97-092
SECOND AND FINAL RENEWAL
One (1)
Please find enclosed a copy of the recently approved second and final renewal term contract for
the provision of commercial records management center. The Office of the_City Clerk is
urged to carefully review the contract in detail to become familiar with its prices, terms and
conditions. No other goods or services can be purchased under this contract except those
specified in the contract. When requesting this commodity or service, the Bid and Resolution
Nos. should be cited in the requisition.
It shall be the responsibility of the using department to properly administer the contract to ensure
that the contractor and the City perform all contractual obligations. In the execution of this
responsibility, departments should monitor vendor performance, inspect goods at time of delivery
and check for accuracy in billing.
Should your department encounter any problems with the contractor, please document the
problem and immediately advise Pamela Burns, Sr. Procurement Contracts Officer 416-1905 for
assistance.
c: Bid File
Josephine Argudin
Jonda Joseph
CONTRACTRE WCOV ERMEMO
0.®- I63
Titij vrf fflinmi
Y OF A�
JUDY S. CARTER ,
Director mll$
n n
Data Storage Centers
Attn: Nancy Fear
6900 NW 74th Avenue
Miami, Florida 33166
Dear Ms. Fear:
DONALD H. WARSHAW
City Manager
November 4, 1999
Re: CONTRACT AWARD RENEWAL
Bid No. 97-98-022
Commercial Records Management Center
Please be informed that the City of Miami extended its contract with your firm through October
30, 2000, at the price, terms and conditions as quoted in the above mention contract.
Enclosed is the Contract Award Renewal sheet. Should you have any questions regarding this
matter, please contact Stephanie Williams at (305) 416-1904.
The City of Miami appreciates your participation in servicing our needs.
JSC/sw
c: Bid File
I
Sincerely yours
Judy S. Carter
Director of Purchasing
e
CONTRACT"MCOVERSHEET
DEPAK IMEN1 OF PURCHASING/444 S.W. 2nd Avenue, 6th Flcwr/Miami, Flurida :i31 10R305) 416-19(H)/Fax: (305)416-1925
F -Mail Addle-. )nurhavetc i.miamill.u, Wcb%itr Addw-: hnp.,'A I m1.11ui.11m.,
FROM DGWright PHONE NO. : 305 6619864 i Nov. 03 1999 09:11AM P2
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CONTRACT A W A R D
RENEWAL
BID NO. 96-97-092/2000
OTR YEARS: FIRST RENEWAL
NAME OF BID: COMMERCIAL RECORDS MGMT. CTR
CONTRACT PERIOD: OCTOBER 30, 1998 THROUGH OCTOBER 30, 1999
ORIG CONTRACT PERIOD: OCTOBER 31, 1997 THROUGH OCTOBER 30, 1998
TERM OF CONTRACT: ONE YEAR OTR FOR TWO (2) ADDITIONAL YEARS
COMMODITY CODE: 962-95
METHOD OF AWARD: LOWEST FIXED PRICE
SECTION #1
VENDORS AWARDED
VENDOR NAME
DATA STORAGE CENTERS
STREET:
6900 NW 74TH AVENUE
CITY/STATE/ZIP:
MIAMI, FL 33166
CONTACT PERSON:
NANCY FEAR
PHONE #:
(305) 887-9827
FAX #:
(305) 887-8829
TERMS:
NET 30
DELIVERY:
1 CALENDAR DAY
WARRANTY:
AS STATED
SECTION #2
.- AWARD:INFORMATION
C.C. AWARD DATE:
t
JULY 24, 1996IENDED AMOUNT NONE
AGENDA ITEM #:
.30' SPECIAL CONDITIONS !YES
RESOLUTION NO:
97-523: INSURANCE REQ(IIREMENT: YES
TOTAL AWARD AMOUNT: $10,677.00 f'
SECTION #3
AFFIRMATIVE ACTION POLICY YES
SECTION #4
REQUESTING DEPARTMENT INFORMATION '`.-.7'
USER DEPARTMENT/DIVISION: CITY CLERKS OFFICE
CONTRACT ADMINISTRATOR: WALTER FOEMAN
TELEPHONE NO.: (305) 250-5360 FAX #: (305) 858-2156
SECTION #5 PROCURING AGENCY
SENIOR BUYER: PAMELA BURNS DATE PREPARED: AUGUST 15, 1997
TELEPHONE NO: (305) 416-1905 FAX: (305) 416-1925
oo- 163
1, -SENT BY :CITY OF MIAMI 8-99 ;11: 3W PROCLREVB T
Qlitv of 4niami
November 4, 19"
83058878828;# 2/ 2
DANALO K WARSHAW
Cilymmmoft
W1 FAN AND REGULM MML
Data S XW Candess
At
N7� Aveaue �Subject;eda1 Rem* M
6�
MW4 Flortda 331" Bid Na 96.97-W2
Dery t«tr. fur.
A Mvkw of Mw fifes in tater that the a ib*t est>tiract eq*ed an OctoW 30, 1994. Special C=Ubd=
of d w hwNadon far bid state that the period of the cord sc4 or aY !fin ttweot, my be mWmd by
mad wdm eonseat.
The QV of HWW whhes to mmteW Its cmo= wish yow &m through Oftsbar 30, 20000, under the
rams term, prices and cau&dotms.
)Freese kuikaw Your Comm to fists eXL!! ma OpDtlm1t by der+t� saw -d B.� . to the.
(at to adder 1=4 kms). You are rermtnded tlwt, In 8Ct r+dance wtds t>ar
aw dots CMUNM You are "kw to fia akh to tits Id" tw (t) dip
d»iDM A�I;E�1ui�1� =RPTASLI . You am regAW to reface theUHlft1ER and D
UM an flea fw anoe wWkW and scud It t* the . Purdtaft Dwartmett4 attendee Matfsat
Wdonadm. A ftvb se +Order will not be !:sued ME the Peirdang Department receives = 0rl9W
C"Mcate of inWwCe.
In addf m'4 be ttth+LseQ that a amvnt coWs) of Vow W, OcQ4 a One utenee, h mired to be sokultud
to thea *NkL 2mdd your Wdnes k fot;ttEttd wltbla the Cly of Mho a 1r6am1 C 0MWIarat Ltce M Is
required. A copy of yaur current Dante must be submitted with dsis notpce vAddn the time speei0ed tw do
In order to rehouse the coni=
The City of Miami appa+ectataai your cmdriued parddpa km to soppl l% o, needs.
1
Ofc)AirTi+AEhi t3F t1URcx1AlaraG/I�,l J.W.2�dwxyruo, W!+ rtoeori►b►q,t tl�orrdf sxt 3M3w,1 ns. il�rF'aar 6i01:1�1 s-1�2'S
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00- 163
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CITY OF tillAMl. FLORIDA
INTER -OFFICE MEMORANDUM
Donald H. Warshaw August 21, 1999
ro: City Manager oarE
Extension of contract
SUBJECT: Bid No. 96-97-092
Judy S. Carter, or Commercial Records
FROM: Purchasin a ent REFERENCES Management Center
ENCLOSURES:
FILE :
Please be AINWe d that the current contract for Commercial Records
Management Center will expire on October 30, 1999.
The City Clerk's Office has Indicated no objection to extending the existing
contract for an additional one-year period. This represents the second and final
renewal.
The services of Data Storage Centers have been found to be satisfactory.
Your signature below will indicate approval of the extension. Any questions
regarding this contract may be directed to the Purchasing Department at 416-
1922.
APPROVED:
DATE:
JSGsw
c: Bid File
00- 163
4
0,
{/) Fax Cover k-OVANT� THIS mmAGE Is tNnmm oN:Y FOn 14.45 USC OF THE INDMDUAL Ok PNTITY
TO WHICH R IS ADORESSED AND MAY. CONTAIN INFORMATION THAT is 01WI;LCED,
CONFIDENTW L AND WRMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE (LEADER OF
1 1 T41S MESSAGE IS NOT ?HE INTBJDED RECIPIENT, YOU ARE HEREBY NOTIFED THAT ANY
DISSEMINATION, DISTRIBUTION OR COPYING OF THM COMMUNICATION IS STRICTLY
PROHIB:TED. If YOU HAVE RECEM D THIS COMMUNICATION IN ERROR, PLCASE NOTIFY Lis
IMMEDIATELY BY TELEPHONE AND RETURN THE ORIGINAL MESSAGE TO US AT THE ACORES$
S►+O-- VIA TME UNITED STATE POsse•L SaewCE THANK YOU.
To Stephanie Williams
Fax No. 305-416- �
From Nancy r
Date/Time 11!10/ at 1 :06 AIVI
Subject Notice of Contract Extension - 96-97-092
C'L�
Pages 3, including this one
Per our conversation, the signed Notice of Contract
Extension and a copy of the Occupational License
follow.
Please call me if you have any questions.
'r)N Y44 QW I M71 anWAn I c u l un
6900 N. w. 74th Avenue
Miaml, FL
33166
(305) 887-9827
(305) 887-8829 Fax
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MUST BE DISPLAYED AT
MIAMI. FL
MIAMI, FL 33130 PURSUANT TO COUNTY CODE CHAPTER 8A - ART 9 at 1a
PERMIT NO. 231
034935-7 RENEWAL
a N Al UCENSE NO. 034935-7
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4:
BID NO. 96-97-092/2000
AMENDED
OTR YEARS: FIRST RENEWAL
NAME OF BID: COMMERCIAL RECORDS MGMT. CTR
CONTRACT PERIOD: OCTOBER 30, 1998 THROUGH OCTOBER 30, 1999
ORIG CONTRACT PERIOD: OCTOBER 31, 1997 THROUGH OCTOBER 30, 1998
TERM OF CONTRACT: ONE YEAR OTR FOR TWO (2) ADDITIONAL YEARS
COMMODITY CODE: 962-95
METHOD OF AWARD: LOWEST FIXED PRICE
SECTION #1
VENDORS AWARDED
VENDOR NAME
DATA STORAGE CENTERS
STREET:
6900 NW 74TH AVENUE
CITY/STATE/ZIP:
MIAMI, FL 33166
CONTACT PERSON:
NANCY FEAR
PHONE #:
(305) 887-9827
FAX #:
(305) 887-8829
TERMS:
NET 30
DELIVERY:
1 CALENDAR DAY
WARRANTY:
AS STATED IN THE PROPOSAL
SECTION #2
AWARD INFORMATION
C.C. AWARD DATE:
JANUARY 26, 1999 AMENDED AMOUNT: YES
AGENDA ITEM #:
4 SPECIAL CONDITIONS: YES
RESOLUTION NO:
99-65 INSURANCE REQUIREMENT: YES
TOTAL AWARD AMOUNT: $26,677.00
SECTION #3
. AFFIRMATIVE ACTION POLICY YES
SECTION #4 REQUESTING DEPARTMENT INFORMATION
USER DEPARTMENT/DIVISION: CITY CLERKS OFFICE
CONTRACT ADMINISTRATOR: WALTER FOEMAN
TELEPHONE NO.: (305) 250-5360 FAX #: (305) 858-2156
SECTION #5 PROCURING AGENCY
SENIOR BUYER: PAMELA BURNS DATE PREPARED: AUGUST 15, 1997
TELEPHONE NO: (305) 416-1905 FAX: (305) 416-1925
i
Go- 163
Atli IICf YaAt
CONTRACT A W A R D
BID NO. 96-97-092/2000
NAME OF BID: COMMERCIAL RECORDS MGMT. CTR
CONTRACT PERIOD: OCTOBER 31, 1997 THROUGH OCTOBER 30, 1998
TERM OF CONTRACT: ONE YEAR OTR FOR TWO (2) ADDITIONAL YEARS
COMMODITY CODE: 962-95
METHOD OF AWARD: LOWEST FIXED PRICE
SECTION #1
VENDORS AWARDED
VENDOR NAME
DATA STORAGE CENTERS
STREET:
6900 NW 74TH AVENUE
CITY/STATE/ZIP:
MIAMI, FL 33166
CONTACT PERSON: NANCY FEAR
PHONE #:
(305) 887-9827
FAX #:
(305) 887-8829
TERMS:
NET 30
DELIVERY:
1 CALENDAR DAY
WARRANTY:
AS STATED IN THE PROPOSAL
SECTION #2
C.C. AWARD DATE:
AGENDA ITEM #:
RESOLUTION NO:
TOTAL AWARD AMOUNT:
SFC'TIC)U #-4
UCTIOM #4
AWARD INFORMATION
JULY 24, 1996
30
97-523
$10,677.00
AMENDED AMOUNT: NONE
SPECIAL CONDITIONS: YES
INSURANCE REQUIREMENT: YES
AFFIRMATIVE ACTION POLICY YES
REQUESTING DEPARTMENT INFORMATION
USER DEPARTMENT/DIVISION: HUMAN RESOURCES
CONTRACT ADMINISTRATOR: RENEE JONES
TELEPHONE NO.: (305) 416-2102 FAX #: (305) 416-2115
SECTION #5 PROCURING AGENCY
SENIOR BUYER: PAMELA BURNS DATE PREPARED: AUGUST 15, 1997
TELEPHONE NO: (305) 416-1905 FAX: (305) 416-1925
00- 'JAL 63
City of Nliazni, Florida • Bid No. 96-97-92
6:1 BID INFORMATION FORM
Mailing Date: May 30, 1997
Bid No.: 96-97-92
Buyer:
Telephone: 305-416-1905
Please quote on this form(s) net prices for the item(s) attached. Return signed original and retain a copy for your
files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or
reject all or any part of this bid. Prices should be firm for a minimum of 90 days.
Reference to manufacturers' names or catalog numbers are for identification only. If alternates are quoted,
complete information must be given.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
TERM CONTRACT
FOR
962-69: COMMERCIAL RECORDS MGMT CTR
We have read your Invitation for Bid, completed the necessary documents, and propose to furnish and deliver,
F.O.B. DESTINATION, the items or service specified herein.
ALL BIDS MUST BE SUBMITTED IN TRIPLICATE OR YOUR BID MAY BE DISQUALIFIED.
0 number of calendar days required to complete work after Notice to Proceed or issuance of
purchase order.
0 number of calendar days required before commencement of work.
Delivery will be made within I calendar days after receipt of purchase order.
Tetras: 2%-10 days Net 30 days X Additional discount of % if awarded all items.
(include cash discount for prompt payment, if any)
Contact Person/Telephone: Nancy E. Fear / (305) 887-9827
Warranty and/or guarantee: As provided in the proposal
All exceptions to this bid have been documented in the section below.
EXCEPTIONS: None
I certify that any and all information contained in this bid is true; and I further certify that this bid is made without
prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same
materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all
terms and conditions of this bid and certify that I am authorized to sign this bid for the bidder. Please print the
following and sign your name:
Firm's Name: Data Storage Centers
Principal Business Address: 6900 NW 7 Ave.
7V Miami FL 33166
Mailing Address: SAME
Telephone: (305) 887-9827
Fax: (.305)- 86.1-436ZV
Name: Nancy E. Fear
Title: Manager
Authorized Signatur .00- 1643
BD NO. 96-97-092
®ATA-- STORAGE CENTERS
-.1A
STORAGE
CENTERS 6.4 PRICE SHEET
Bidders shall provide prices on all items reflected below. Failure to provide prices for each item shall deem the
Bid non-responsive.
E t' t d Unit of Unit Extended
s oma e
Item #
Description of Service
Ouantity
Measure
Price
Price
1.)
Storage Cost on a Monthly
Basis. Estimated Quantity of
approximately 3,000 boxes.
Boxes are 1.2 cubic foot.
3,000
Box
$
.18
Box
$
540.00
2.)
Initial cost, if any, for:
A. Pick - Up
3,000
Box
$
.00
Box
$
.00
B. Inventory/Indexing
Tracking System
3,000
Box
$
.00
Box
$
.00
3.)
Pick - Up Fee (from City location)
A- On a "Per Box" basis.
300
Box
$
.75
Box
$
225.00
B. On a "Per File Folder" basis.
10
File Folder
$
.75
/FileFolder
$
7.50
4.)
Delivery Fee (to City location)
1
A. On a "Per Box" basis.
300
Box
$
.75
Box
$
225.00
B. On a "Per File Folder" basis.
10
File Folder
$
.75
/FileFolder
$
7.50
C. Emergency Delivery, within
One (1) Hour
5
Box
$
1.50
Box
$
7.50
2
File Folder
$
1.50
/File Folder
$____1.-00
5.)
Indexing/Cataloging Fee
$
.14
/File
$
.00
Box
6.)
Re - Shelving Fee, if any
300
Box
$
.75
Box
$
225.00
7.) .
Re - Filing Fee, if any.
10
Box
$
.75
/File
$
7.50
8.)
New Accessions(Additions toInventory)
$
.00
/File
$
.00
Box
9.)
De - Accessioning, if any
$
.00
/File
$
.78
Box
10.)
Disposal Fee, if any.
$
.78
Box
11.)
Records Center Boxes Delivered
$
1.15
Box
12.)
Cost for Fax, if any.
A_ First Page
$
.10
/Page*
B. Additional Pages
$
.10
/Page*
00-
163
CrI'Y OF MIAMI, FLORIDA PRICE SHEET (CONT.)
13.) . Photocopies
A.
First Page
B.
Additional Pages
14.) Storage Fee, on a per box basis, on
the following estimated quantities
A.
up to 999 Boxes
B.
1,000 - 1,500 Boxes
C.
1,501 - 2,000 Boxes :
D.
2,001 - 2,500 Boxes
E.
2,501 - 3,000 Boxes
F.
3,001 - 3,500 Boxes
G.
3,501 - 4,000 Boxes
H.
4,001 - 4,500 Boxes
I.
4,501 - 5,000 Boxes
J.
5,001 or more Boxes
15.) Storage Fee - Miscellaneous Box Sizes
CHID NO. 96-974)92
Price
$ .10 /Page
$ .10 /Page
$
.21
Box
$
.20.5
Box
$
.20
Box
$
_ 19.5
Box
$
.19
Box
$
.18
Box
$
.18
Box
$
.18-
Box
$
.18 .
Box
$
.17.5
Box
A. .85 cubic feet
$
.12.7
.Box
B. 1 cubic foot
$
.15.0
Box
C. 12" (W) x 24" (D) x 101/4
$
.25.5
Box
D. 15",(W) x 24" (D) x 10'/4
$
.32.2
Box
16.) Additional Charges other than those reflected above.
$
LI IITATIONS/VARIANCES TO THE ABOVE ITEMS: ,.
Item # 4) C. Add $ 10.00 Emergency Delivery charge per trip
Item 912) A & B - Local calls/fakes
NAME OF BIDDER: DATA STORAGE CENTER
LOCATION OF FACILITY: 6900 NW 74 h Avenue Miami, Florida 33166
SOCIAL SECURITY OR FEDERAL EMPLOYER I.D. NUMBER: 59-0535848
OCCUPATIONAL LICENSE NO.: 034935-7 EXPIRES: September 30,1997
SIGNATURE: � fes`% t �� OfL<<C �i �1
TITLE. Director of Corporate Sales
DATE: June 12,E 1997
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM AND ALL OTHER REQUIRED
DOCUMENTS SHALL DFIEM THIS BID NON-RESPONSIVE
2
3.0 SPECIAL -CONDITIONS
3.1 SCOPE AND PURPOSE:
It is the intention of the City of Miami to establish a contract with a qualified commercial records management and
storage facility to provide records management and storage for approximately 3,000 1.2 cubic foot boxes containing
inactive files/documents for various City of Miami operating departments. These are estimates only, and the needs
of the City may be for more or less.
The City shall not be responsible for any expenses incurred by Bidder in preparing or submitting a Bid.
3.2 TERM OF CONTRACT:
The ensuing award to the successful Bidder by the City shall constitute a contract (the "contract"), and which shall
include, but not be limited to, the following terms:
a) The term of the Contract shall be for an initial term of one (1) year, commencing on the date of execution.
The City shall have the option to extend the Contract for two (2) additional periods of one (1) year each by
giving Bidder sixty (60) days prior written notice.
b) Extension of the term of the Contract beyond the initial period is an option of the City to be exercised in its
sole discretion and which does not confer any rights upon the Bidder.
C) City shall have the right to terminate the Contract, for any reason whatsoever, upon at least 60 days prior
written notice to Bidder, at any time and for any reason.
33 CONTRACT AWARD AND CITY'S RIGHTS:
The award will be made to the lowest most responsible and responsive Bidder whose Bid meets all specifications
and requirements. The City reserves the right to make the award to the Bidder submitting the Bid which is the most
advantageous and in the best interest of the City.
The City make the award to a Bidder through action taken by the City Commission at a duly held meeting.
The General Terms and Conditions, the Special Conditions, the Specifications, the Bidder's response and
documentation, Service Price Sheet. and the Purchase Order, shall be the Contract between the successful Bidder
and the City.
While the City Commission may determine to award a Contract to a Bidder under this Bid, said award may be
conditional on the subsequent submission of other documents as specified in the Special Conditions.
The City also reserves the right to waive any informalities, irregularities and technicalities in procedure.
The City reserves the right, before awarding the Contract, to require a Bidder to submit such evidence of his/her
qualifications as it may deem necessary. The City, in making the award, may consider any information available to
it with respect to financial, technical, and other qualifications and abilities of a Bidder, including past performance
(experience) with other governmental agencies.
The City reserves the right to cancel the Contract, or portions thereof, without penalty as a result of funding
limitations.
t
QO- 163
CITY OP MIAMI, 17LORIDA SPECIAL CONDITIONS (CONT.) 131D NO. 96-97-092
3.4 APPROVAL BY EMERGENCY FINANCIAL OVERSIGHT BOARD
The. State of Florida has appointed an Emergency Financial Oversight' Board (Oversight. Board) which is
empowered to review and approve all pending City of Miami contracts. As a result, contracts shall not be binding
on the City until such time as they have been approved by the Oversight Board. Execution of this contract by the
City Manager shall constitute evidence of its approval by the Oversight Board.
3.5 BIDDER,QUALIFICATIONS:
Bids shall be considered' only from firms that are regularly engaged as a commercial records management and
storage facility. Failure to meet any of these qualifications or provide any required documentation may result in the
bidder being deemed nonresponsive: As part of this solicitation, the Bidder shall:
A. Possess a minimum of three (3) years service experience as a qualified commercial .records management
and storage facility.
B. Shall provide a minimum of three (3) Letters of Reference of a similar service(s) performed within the past
three (3) years as described in this solicitation.
C. Provide storage of City records 24 hours per day, 365 days per year.
D. Adhere to all structural requirements cited in the Specifications.
E. Must be a member of the Association of Commercial Records Centers in good standing. Proof of current
membership,shall be provided in bid response.
F. Facility must comply with the Florida Administrative Code Rule IB -24 and Chapters 119 and 257 of
Florida Statutes regarding storage, retention and records .destruction procedures.
G. Have an established procedure to ensure that Bidder and all its employees shall perform all Job
responsibilities in relation to the storage of the City's records in complete confidentiality. Bidder must
ensure the,City that all employees shall be performing his/her tasks in a confidential manner..
H. Must provide,proof that the Bidder is in good financial standing by providing a copy of Bidder's most
recent financial statement.
[. Must provide a copy of the lease agreement for the use of the facility should Bidder lease facility. Bidder
shall provide proof of ownership should facility be owned by bidder.
J. Have no record of pending lawsuits or criminal activities and not have any conflicts of interest which may
be of embarrassment to the City.
K. Contractor shall not have any member, officer, or stockholder.that, is in arrears or. is in default of any debt
or contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has
failed to perform faithfully on any previous contract with the City.
3.6 PRICING AND PAYMENT:
Bidder shall include in the Bid all taxes, insurance, social security, workmen's compensation, and any other benefits
m
norally paid by the Bidder to its employees. No overtime will beauthorized by the City which exceeds, the rates -
quoted in this Bid or not authorized by the City. Payinents will be made monthly, in arrears, for services rendered
the previous month, upon submission of properly certified invoices and/or approved inspections reports. All such -
information shall be provided to the Contract Administrator and/or her designee for his/her approval in advance of
payment.
t
_. page 2 of 6
0.0-
CITY OF MIAMI. FLORIDA ® SPGCIAL CONDITIONS (CONT.) f BID NO. 96-97-092
3.7 RATES:
Rates established herein shall remain firm and fixed throughout the contract period. However, should the number of
boxes increase. the lowest quoted price on a per box basis as reflected on the price sheet shall apply to the total
number of boxes overall in storage at that time.
3.8 LEGAL HOLIDAYS:
Legal Holidays for the City of Miami include the following:
1.
New Year's Day
2.
Martin Luther King's Birthday*
3.
Washington's Birthday*
4.
Memorial Day
5.
Fourth of July
6.
Labor Day
7.
Columbus Day*
8.
Veteran's Day*
9.
Thanksgiving Day
10.
Friday after Thanksgiving Day*
11.
Christmas Day
*Dates as indicated shall not be considered legal holidays for Successful Bidder.
3.9 FACILITY:
Bids shall only be accepted from Bidders who have its facility(s) located within Dade County, Florida and be within
normal daily commuting distance of no more than 40 miles one way from the Miami Riverside Center located at
444 S. W. 2nd Avenue, Miami, and having convenient highway access. Refer to Specifications for structural
requirements and additional details regarding the facility.
The City reserves the right to perform an inspection of the facility before award of Bid, and the result of the
inspection shall be considered to determine whether the Bid was responsible and responsive.
Bidder shall either own the Facility proposed as a records management center or have a lease for a term not
exceeding the maximum term of the contract. In the event the facility is leased, the Bidder shall submit with hisltter
Bid sufficient evidence demonstrating Bidder has the right to occupy and use the facility for the purpose herein
intended. Such proof may include a copy of the Lease Agreement or other similar proof. Should a default under a
lease agreement occur, the contract between the City and the Bidder shall also constitute a default under the contract
and will require the Bidder to obtain a Landlord's Agreement to give xvritten notice to the City of any default of
Bidder under the Lease Agreement, if applicable.
3.10 OWN ERSHIP OF DOCUMENTS:
It is understood by and between the parties than any documents, records, files, or any other matter whatsoever
which is given by the City to the successful Bidder pursuant to this solicitation shall a: all times remain the property
of the City and shall not be used by the Bidder for any other purposes whatsoever without the written consent of the
City.
3.11 ASSIGNMENT:
Neither the Bid nor the ensuing Contract shall be transferred, conveyed, assigned, or disposed of, in whole or in
part, without the prior written consent of the City, which may be withheld or conditioned, in the City's sole
If discretion.
:. page 3 of 6 00- 1003
CITY OF MINN-fl. FLOMDA' SPECIAL CONDrrIONS(CONT.)
3.12 PERSONNEL:
BID NO. 96-97-092
Bidder shall be deemed to represent that it has, or will have upon the award of the Contract, all necessary personnel
required to perform all services arising from the award of the Contract. All personnel employed,shal.l be employees
of Bidder to perform those services as specified.
All the services required herein shall be performed by the successful Bidder, and all personnel engaged in
performing the services shall be fully qualified to perform such services.
All employees employed by the Bidder shall be considered to be at all times the sole employees of the Bidder under
his/her direction and not an employee of the City.
The Bidder shall supply competent and physically capable employees and the City may require the Bidder to
remove an employee it deems careless, insubordinate, or otherwise and whose continued employment is not in the
best interest of the City.
All personnel of the successful Bidder shall be covered by Worker's Compensation, unemployment compensation,
and liability insurance, a copy of which is to be provided to the City. See the document entitled Insurance .
Requirements for specific requirements.
3.13 MANAGEMENT:
The successful Bidder shall supply the name and telephone numbers, including beeper number, of at least two (2)
company individuals with the authority to make management decisions or address issues of concern by the City,„
3.14 SUPERVISORY MEETINGS/CONTACTS-
The Contractor will provide an executive -level' manager representative to meet with the Contract Manager at the
discretion of the City for the purpose of reviewing contract compliance and performance on an as -needed basis.
3.15 MATERIALS:
The Bidder shall furnish, at his/her own expense, all labor, equipment, machinery, apparatus, supervision, and
means of transportation necessary to complete the work as detailed in the Specifications.
3.16 QUANTITIES:
Quantities of the items and/or services reflected within this solicitation are estimates only. Amounts or required .
services may be for more or less than estimated herein.
3.17 EMERGENCY CONTACT:
The contractor shall be immediately available via a twenty-four (24) hour, seven (7) day a week phone service. It is
expected that non=scheduled requests for service (emergency calls, etc.) shall be responded to within one (1) hour
after the call is made.
The contractor shall ensure that the Contract Manager has the pager and telephone. number of the Contractor and/or
his/her representative, who will be directed to respond to direct calls from the Contract Manager and/or her
representative.
CITY OF NIIAbtI. FLORIDA SPECIAL CONDITIONS (CONT.) �' I31D NO. 96-97-092
3.18 ACCIDENT PREVENTION:
Precautions shall be exercised at all times for the protection of persons and property. All bidders and its employees
shall conform to all OSHA, State, and County regulations while performing under the terms of this Contract. Bidder
shall, at Bidder's sole cost and expense, pay any fines for violation of the same.
3.19 ADDITIONAL FACILITY(S) MAY BE ADDED:
Although this Solicitation identifies a specific facility to be serviced at 444 S. W. 2nd Avenue, Miami„ it is hereby
agreed and understood that another City locations (s) may be added to this contract at any time at no additional
charge.
3.20 COMPLIANCE WITH FEDERAL STANDARDS:
All items to be purchased under this bid shall be in accordance with all governmental standards, to include, but not
be limited to, those issued by the Office of Safety and Health Administration (OSHA), the National Institute of
Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA).
3.21 LICENSE, PERMITS AND FEES:
The bidder shall obtain and pay for all licenses, permits, and inspection fees required for this solicitation, if
applicable, and shall comply with all laws, ordinances, regulations, and any other code requirements applicable to
the work contemplated herein. Damages, penalties, and or fines imposed on the City or the bidder for failure to
obtain required licenses, permits, or fines shall be borne by the bidder.
3.22 INDEMNIFICATION:
The successful Bidder shall defend, indemnify and save harmless the City of Miami and all its officers, agents, and
employees from all suits, actions, or other claims.of any character, name and description brought for or on account
of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act
or fault of the successful bidder, or of any agent, employee, subcontractor or supplier in the execution of, or
performance under, any contract which may result from the award of bid. Successful bidder shall pay any judgments
with cost which may be obtained against the City of Miami growing out of such injury.
3.23 INSURANCE:
The successful bidder shall be required, at its/his/her own expense, to furnish to the City of Miami Chief
Procurement Officer within ten (10) days of notification of award, evidence that it has obtained as a minimum, the
insurance coverage as required and which shall be in force and maintained throughout the duration of the contract.
The City shall be furnished proof of coverage of insurance by Certificates of Insurance and shall be`listed as an
Additional Insured if awarded subsequent Contract.
3.24 LIABILITY FOR DAMAGES CAUSED BY THE CONTRACTOR:
Any damage to City property caused by the contractor shall be immediately reported to the Contract Administrator
either in person, via phone call, or through an entry into a log. Contractor shall be responsible for paying for any
and all damages of which may be paid via a credit against monthly billing or by direct payment.
3.25 INQUIRIES:
Any questions regarding this bid process may be addressed to Pamela Bums, Sr. Procurement Contracts Officer, at
(305)416-1905.
page 5 of 6
00- 163
CITY OF MIAMI, FLORIDA SPECIAL CONDITIONS (CONT.) � BID NO. 96-97-092
NO CHANGES IN THIS REQUEST FOR BIDS SHALL BE VALID UNLESS EVIDENCED BY WRITTEN
ADDENDUM FORM. AND SENT TO ALL POTENTIAL BIDDERS.
3.26 UNAUTHORIZED WORK:
Neither the Successful Bidder(s) nor any of his/her employees shall perform any work unless duly authorized by a
City representative. The Successful Bidder shall not be paid for any work performed .outside the scope of the
contract or any work performed by an employee not otherwise previously authorized.
3.27 SALES TAX: .
The City of Miami is State Sales Tax exempt. Not withstanding, bidders should be aware of the fact that all
materials and supplies which are purchased by the bidder for the completion of the contrail shall be subject to the
Florida State Sales Tax in accordance with Section 212.08 Florida Statutes amended 1970 and all amendments'
thereto and shall be paid solely by the bidder.
3.28 VENDOR REGISTRATION:
It is the policy of the City that all prospective Bidders complete a "Vendor Application" indicating the commodities
/ services which the vendor can regularly supply to the City for inclusion on the City's vendor/bidder's list- Should
a prospective bidder not be currently listed on the City's vendor/bidder's list, a Vendor Application will be enclosed
with the Bid package. Vendors who have already submitted an application and secured a vendor number from the
City are not required to submit a new vendor application.
3.29 CONTRACT ADIMINISTRATJLORf
The Contract Administrator for this solicitation is Ms. Renee Jones, Department of Human Resources, and who can
be contacted at (305) 416-2102.
page 6 of 6p e
00�` �c�
4.0 SPECIFICATIONS
4.1 SCOPE OF SERVICES
The following services shall -be provided as a minimum by the successful Bidder.
A. Provide records management and storage for approximately 3,000 1.2 cubic foot boxes for various
City of Miami operating departments. This is an approximation only, and quantities may be more
or less throughout the duration of the contract. At all times, however, the City shall pay the lowest
total cost on a per box basis based upon the overall number of boxes in storage at any particular
time.
B. Deliver and pick up records when requested, and accept delivery of such record in accordance
with the specifications. Pickups and/or deliveries shall be made to the Miami, Riverside Center,
444 S. W. 2nd Avenue, Miami, Florida and to other potential sites throughout the City which are
owned and/or operated by the City of Miami.
C. Create/possess and utilize an in-house records indexing/cataloging system for expedited storage
and retrieval.
D. Provide a monthly and annual report of all records activities, between the Contractor and the City.
This is to include, as a minimum, a monthly inventory of records in storage.
E. Deliver files or boxes at least once per day, at a pre-set time, Monday through Friday, except
holidays, unless requested otherwise or in emergency situations. All deliveries shall be made to a
specified City office upon authorization by a City representative. All emergency
deliveries/pickups shall be made within three (3) hours upon receipt of a call regarding the same.
F. Provide the City if and/or when requested with standard records center boxes, R-Kive 724 or
equivalent, for storage on an as -needed basis. The City shall retain the option to purchase storage
boxes from Bidder or from other sources, whichever is in the best interest of the City.
G. Boxes to be stored are currently located at Data Storage Centers, 6900 N.W. 74' Avenue, Miami.
4.2 BIDDER AND FACILITY REQUIREMENTS:
Bidders shall meet the following minimum requirements. Failure to meet these requirements shall deem the
Bid non-responsive.
A. Shall be/possess a commercial records management and storage facility.
B. Must provide storage of City records 24 hours per day, 365 days per year at this facility.
C. Shall be a member of the Association of Commercial Records Centers in good standing. Proof of
current membership shall be included with bid response.
D. Facility shall comply with the Florida Administrative Code Rule I B-24 and Chapters 119 and 257
of Florida Statutes regarding storage, retention and records destruction procedures.
E. Bidder and its employees shall perform all job responsibilities in relation to the storage of the
City's records in complete confidentiality. Bidder shall ensure the City that all his/her employees
shall be performing their tasks in a confidential manner.
r
0� x 60
CITY OF MIAMI, FLORIDA PECIFICATIONS (CONT.) NO. 96-97-092
F. Facility shall be located in Dade County, Florida and have convenient highway access.
G. Bidder shall possess a minimum of at least three (3) years of service experience as a qualified
commercial records management and storage facility:
H: Shall provide proof that the company is in good financial standing.
4.3 STRUCTURE REQUIREMENTS:
Bidders facility shall rneet.th'e following minimum structural requirements. Failure to meet these structural
requirements may deem the Bid non-responsive. The City reserves the right to visit and/or inspect the
Bidder's facility before award of Bid and/or to determine responsiveness.
A. Facility shall be an individual structure.separated from other buildings and external hazards -to
ensure a high degree of safety•from fire, flood and other potential natural disasters.
B. Should be located above the local flood plane and be constructed of concrete block and/or steel
that meet all national fire code prevention standards.
C. Shall have no windows in any stack areas.
D. Shall maintain' a controlled environment. with a constant temperature'and_ humidity.
E. Facility shelving must be of fire retardant, chemically neutral; steel construction. Bottom shelves
shall be at least six (6) inches from the floor.
F. Facility shall meet ail code's of the Americans with DisabilitiesAct (ADA).
G. No water, steam or other piping shall.be present in the records storage area other than pipes for the
sprinkler system.
H. All fire walls must be structurally sound and capable of standing -impact and imposed loads if
severe fire exposure would cause.collapse of the _framing on one wall..All openings in the fire.
walls must be protected on each side by fire doors suitable for Class A openings. All walls
separating records storage areas from each other and from other portions of the facility shall
consist of four (4) fire resistant walls.
1. Facility must have a non° -combustible roof.
J. Shall possess a twenty-four (24) hour security'system with interior and exterior security which..
shall be electronically linked to the local police and fire departments_
K.' Shall have a remote sprinkler system that meets all national, county and local fire code standard
with smoke -detectors and heat sensors.
L. Shall be clean, well organized, and free of rodents and pest infestation.
M. Shall contain a vault which is dust fee, anti -magnetic,; and in an anti -static environment for the
potential storage of City records.
2 00 — J