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Home My WebLink AboutExhibitBid No. FB-00001 Commercial Records Management Services PRICE PROPOSAL Revised 1/30/14 No. Estimated Quantity for Five Years Unit Description Price Per Unit DELIVERY, RETRIEVAL, REMOVAL AND NEW ADDITIONS (REFER TO SECTION 3.3.1) 1 13825 Box Initial pick-up per box $0.00 2 200 Pallet Initial pick-up per pallet $0.00 3 6,500 Box Additional pick-up per box $0.80 4 1,200 Pallet Additional pick-up per pallet $0.00 5 8,500 Box Delivery of Boxes $0.80 6 14,380 Sheet Barcode sheet 16 barcode/sheet $0.10 7 17,400 Box Boxes for additional records to be stored $1.75 8 16480 Box Retrieval and re -file per box $0.80 9 1000 Box Emergency delivery per box $3.50 10 1000 Pallet Emergency delivery per pallet $0.00 11 4,000 Box Permanent removal of box $0.00 MONTHLY WAREHOUSE STORAGE (REFER TO SECTION 3.3.2) 12 55242 Box Regular warehouse storage per box $0.12 13 7800 Pallet Storage per pallet $9.00 DOCUMENT DESTRUCTION (REFER SECTION 3.3.3) 14 6500 Box Destruction of records per box (shredding) $0.00 RETENTION SERVICES (REFER TO SECTION 3.3.4) 15 503000 Page Scanning rentention services $0.043 16 2 User Digital storage per user department (User) $20.00 Miami -Dade County Bid FB-00001 Solicitation FB-00001 Commercial Records Mgmt. Services Bid designation: Public Miami -Dade County 1/21/2014 12:43 PM p, 1 Miami -Dade County Bid FB-00001 Bid Number Bid Title Bid FB-00001 Commercial Records Mgmt. Services FB-00001 Commercial Records Mgmt. Services Bid Start Date In Held Bid End Date Feb 4, 2014 5:00:00 PM EST Question &Answer Jan 30, 2014 5:00:00 PM EST End Date Bid Contact Bid Contact Bid Contact Bid Contact Connie Theme 305-375-1078 cthame@miamidade.gov Vendor Services 305-375-5773 ISD-VABIDS@miamidade.gov Clerk of the Courts 305-375-5126 CLERKBCC@miamidade.gov Caroline Burgos ISD, PM 305-375-2037 ctburgo@miamidade.gov Contract Duration 5 years Contract Renewal Not Applicable Prices Good for Not Applicable Bid Comments Item Quantity 1 each Prices are not requested for this item. Delivery Location Erg �zgylny No Location Specified The purpose of this Solicitation is to establish a Contract for commercial records management services including storage, retrieval, delivery of file folders/boxes archive boxes, vault storage, permanent out materials, and imaging/scanning for various Miami -Dade County departments, on an "as -needed' basis, Description NA Item Response Form FB-00001--01-01 - Commercial Records Mgmt. Services Qty 1 1/21/2014 12:43 PM p. 2 Miami -Dade County Bid FB-00001 BID NO.: FB-00001 OPENING: 2:00 P.M. Commercial Records Mgmt. Services Feb 4, 2014, 2014 MIAMI-DADE COUNTY, FLORIDA INVITATION TO BID TITLE: Commercial Records Mgmt. Services BIDS WILL BE ACCEPTED UNTIL 5:00:00 PM EST PM ON Feb 4, 2014, 2014 FOR INFORMATION CONTACT: Connie Thame, 305-375-1073,cthame@miamidade.gov IMPORTANT NOTICE TO BIDDERS/PROPOSERS: • READ THE ENTIRE SOLICITATION DOCUMENT, THE GENERAL TERMS AND CONDITIONS, AND HANDLE ALL QUESTIONS IN ACCORDANCE WITH THE TERMS OUTLINED IN PARAGRAPH 1.2(D) OF THE GENERAL TERMS AND CONDITIONS. • THE SOLICITATION SUBMITTAL FORM CONTAINS IMPORTANT INFORMATION THAT REQUIRES REVIEW AND COMPLETION BY ANY BIDDER/PROPOSER RESPONDING TO THIS SOLICITATION. • FAILURE TO COMPLETE AND SIGN THE SOLICITATION SUBMITTAL FORM WILL RENDER YOUR PROPOSAL NON -RESPONSIVE. 1/21/2014 12:43 PM P. 3 Miami -Dade County Bid FB-00001 SECTION 1 PROJECT OVERVIEW: GENERAL TERMS AND CONDITIONS: All general terms and conditions of Miami -Dade County Procurement Contracts are posted online. Bidders/Proposers that receive an award from Miami -Dade County through Miami -Dade County's competitive procurement process must anticipate the inclusion of these requirements in the resultant Contract. These standard general terms and conditions are considered non-negotiable subject to the County's final approval. All applicable terms and conditions pertaining to this solicitation and resultant contract may be viewed online at the Miami -Dade County Procurement Management website by clicking on the below link: http://www.miamidade.gov/procurement/Iibrary/boilerplate/general -terms-and-conditions-r13-8.pdf NOTICE TO ALL BIDDERS/PROPOSERS: Electronic bids are to be submitted through a secure mailbox at BidSync (www,bidsync,com) until the date and time as indicated in this Solicitation document. It is the sole responsibility of the Bidder/Proposer to ensure their proposal reaches BidSync before the Solicitation closing date and time. There is no cost to the Bidder/Proposer to submit a proposal in response to a Miami -Dade County solicitation via BidSync. Electronic proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files. For information concerning technical specifications please utilize the question/answer feature provided by BidSync at wwwbidsync.com within the solicitation. Questions of a material nature must be received prior to the cut-off date specified in the solicitation. Material changes, if any, to the solicitation terms, scope of services, or bidding procedures will only be transmitted by written addendum. (See addendum section of BidSync site). Please allow sufficient time to complete the online forms and upload of all proposal documents. Bidders/Proposers should not wait until the last minute to submit a proposal. The deadline for submitting information and documents will end at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will not be accepted. PLEASE NOTE THE FOLLOWING: No part of your proposal can be submitted via HARDCOPY, EMAIL, OR FAX, No variation in price or conditions shall be permitted based upon a claim of ignorance. Submission of a proposal will be considered evidence that the Bidder/Proposer has familiarized themselves with the nature and extent of the work, and the equipment, materials, and labor required, The entire 1/21/2014 12:43 PM p. 4 Miami -Dade County Bid FB-00001 proposal response must be submitted in accordance with all specifications contained in the solicitation electronically. 1/21/2014 12:43 PM P. 5 Miami -Dade County Bid FB-00001 SECTION 2 - SPECIAL TERMS AND CONDITIONS COMMERCIAL RECORDS MANAGEMENT SERVICES 2.1 PURPOSE The purpose of this Solicitation is to establish a Contract for commercial records management services including storage, retrieval, delivery of file folders/boxes archive boxes, vault storage, permanent out materials, and imaging/scanning for various Miami - Dade County departments, on an "as -needed" basis. 2.2 TERM OF CONTRACT: FIVE (5) YEARS This Contract shall commence on the first calendar day of the month succeeding approval of the Contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the Notice of Award Letter, which is distributed by the County's Procurement Management Services Division, and contingent upon the completion and submittal of all required Bid documents. The Contract shall expire on the last day of the sixtieth (60th) month of the Contract Term. 2.3 METHOD OF AWARD: TWO (2) LOWEST PRICED BIDDERS IN THE AGGREGATE Award of this Contract will be made to up to two (2) responsive and responsible Bidders who submit an offer on all items listed in the Solicitation and whose offer represents the lowest price when all services and items are added in the aggregate. The lowest -priced responsive and responsible Bidder in the aggregate shall be designated as the Primary Awarded Bidder and the second -lowest priced responsive and responsible Bidder in the aggregate shall be designated as the Secondary Awarded Bidder. While the County will award to multiple Bidders to assure availability, for the County's convenience, the Primary Bidder shall have the primary responsibility to deliver under the Contract. This multiple award does not exempt awarded Bidders from fulfilling their contractual obligations. An Awarded Bidder, Primary or Secondary, that fails to perform in accordance with Contract requirements may be terminated in accordance with Sections 1.24 and/or 1.25 of the General Terms and Conditions and/or charged re -procurement costs. 2.3.1 Minimum Qualifications: To be considered for award, Bidder(s) must meet the following requirements: 2.3.1.1 Be regularly engaged in the business of providing commercial records management services as required in this Solicitation. As proof, Bidder(s) will provide three (3) references to whom the Bidder has provided services as those described in this Solicitation for a period of at least two (2) years. The references must include company name, contact person's name, title address and telephone number, that is able to verify that the Bidder has successfully provided the offered services. These references shall ascertain to the County's satisfaction that the Bidder has sufficient experience and expertise in the commercial records management services. Page 1 of 7 1/21/2014 12:43 PM P. 6 Miami -Dade County Bid FB-00001 2.3.1.2 Provide the firm's primary contact name, e-mail address, telephone number, fax number, cellular phone number and company main phone number. 2.3.1.3 Have storage facilities located in Miami -Dade County, Florida, that an provide the record management services. 2.4 PRICES The prices proposed by the Awarded Bidder(s) shall remain fixed for a period of one (1) year after the commencement of the Contract. After this period, the Awarded Bidder(s) may submit a price adjustment request annually to the County based on the most recent annual index of the following: Consumer Price Index (CPI, All Urban Consumers, All Items, Miami/Ft. Lauderdale Area. It is the Awarded Bidder's responsibility to request any price adjustment under this provision. For any adjustment to be considered, it must be submitted ninety (90) days prior to expiration of the then one (1) year period. If no price adjustment request is received from the Awarded Bidder(s), the County will assume that the Awarded Bidder(s) has agreed to continue the Contract at the then current rate. The County reserves the right to negotiate lower pricing for any subsequent one year (1) period based on market research information or other factors that influence price. The County reserves the right to apply any reduction in pricing for the one (1) year period based on the downward movement of the applicable index. The County reserves the right to reject any price adjustments submitted by the Awarded Bidder(s). 2.5 INDEMNIFICATION AND INSURANCE — GENERAL SERVICE AND MAINTENANCE Awarded Bidder(s) shall indemnify and hold harmless the County and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the County or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the awarded Bidder(s) or its employees, agents, servants, partners principals or subcontractors. Awarded Bidder(s) shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the County, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. Awarded Bidder(s) expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by awarded Bidder(s) shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. The awarded Bidder(s) shall furnish to Vendor Assistance Section, Procurement Management Services, 111 NW 1st Street, Suite 1300, Miami, Florida 33128, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: A. Worker's Compensation Insurance for all employees of the awarded Bidder(s) as required by Florida Statute 440. B. Commercial General Liability Insurance on a comprehensive basis, in an amount not less than $1,000,000 combined single limit per occurrence for Page 2 of 7 1/21/2014 12:43 PM P. 7 Miami -Dade County Bid FB-00001 bodily injury and property damage. Miami -Dade County must be shown as an additional insured with respect to this coverage. C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with the work, in an amount not less than $500,000 combined single limit per occurrence for bodily injury and property damage. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than "A" as to management, and no less than "Class VII" as to financial strength, by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division. or The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida" issued by the State of Florida Office of Insurance Regulation. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days in advance notice to the certificate holder. CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY 111 NW 1st STREET SUITE 2340 MIAMI, FL 33128 2.6 METHOD OF PAYMENT: MONTHLY INVOICES The awarded Bidder(s) shall submit monthly invoices by the tenth (10th) calendar day of each month. These invoices shall be submitted to the County user department(s) that requested the service through a purchase order. The invoices shall reflect the type of service provided to the County in the prior month. All invoices shall contain the following basic information: Awarded Bidder(s) Information: • The name of the business organization as specified on the Contract between Miami -Dade County and Awarded Bidder(s) • Date of invoice • Invoice number • Awarded Bidder's Federal Identification Number on file with Miami -Dade County. II. County Information: Miami -Dade County Release Purchase Order or Small Purchase Order Number III. Pricing Information: 1/21/2014 12:43 PM Page 3 of 7 P. 8 Miami -Dade County Bid FB-00001 Unit price of the goods, services provided Extended total price of the goods or services Applicable discounts IV. Goods or Services Provided per Contract: Description Quantity 2.7 CONTACT PERSONS For any additional information regarding the terms and conditions of this Solicitation and resultant Contract, please contact Constance Thame at (305) 375-1078 or cthame(a),miamidade.gov. 2.8 SERVICES MAY BE ADDED OR DELETED It is hereby agreed and understood that additional goods/services may be added to this Contract at the County's option. It is also agreed and understood that the County may add or delete goods/services on this Contract at the County's option. Awarded Bidder(s) under this Contract shall be invited to submit price quotes for these additional goods/services. If these quotes are determined to be fair and reasonable, then the additional goods/services will be awarded to the current contracted Bidder(s) that offers the lowest acceptable pricing. Page 4 of 7 1/21/2014 12:43 PM P. 9 Miami -Dade County Bid FB-00001 J• SOLICITATION TITLE: COMMERICAL RECORDS MANAGEMENT SERVICES 3.1 BACKGROUND SOLICITATION NO.: SECTION 3 — TECHNICAL SPECIFICATIONS The purpose of this Solicitation is to establish a Contract for commercial records management services including storage, retrieval, delivery of file folders/boxes archive boxes, vault storage, permanent out materials, and imaging/scanning for various Miami - Dade County departments, on an "as -needed" basis. Awarded Bidder(s) must also have designated staff, working telephones, separate facsimile lines and/or email addresses to expedite quotes. 3.2 STORAGE FACILITY REQUIREMENTS Awarded Bidder(s) storage facility shall: a. Have floor space to accommodate a minimum of five hundred (500) cardboard boxes (boxes are approximately 12 1/z,' wide 16 long x 1 higlt) at ny, given time. The County reserves the right to chap ,or alter the, t nd typze f b ix b. Be an individual structure separ ensure a high degree of safety fro c. Be located above the local flog steel that meets all Natrona) Fire ructully sou dapble ife ex�r'Qs1i�e would c wlis must Abe protect enings All walls separating records stora ions of the4acilityshall consi ... . ve a controlled environrnmen locks (78'F) For sect rotection against un to zards to or be vere he late her tissue provide red records. e. Have a fire sprinkler system that meets all national, County and Local Fire Code Standards, with smoke detectors and heat sensors, except for vault storage area, which must use inert gas suppression. f. Have no windows in any stack areas. g. Have shelving that must be of fire retardant, chemically neutral, steel construction. Bottom shelves shall be at least two and one fifth (2-1/5") inches from the floor. h. Be clean, well -organized, and free of rodent and pest infestation. i. Possess a twenty-four (24) hour interior and exterior security system electronically linked to local police and fire departments. Be insured against damages or loss to stored property. Refer to Section 2.5 of this Solicitation. 1/21/2014 12:43 PM Page 5 of 7 Rev.1114 p. 10 Miami -Dade County Bid FB-00001 SOLICITATION TITLE: COMMERICAL RECORDS MANAGEMENT SERVICES SOLICITATION NO.: k. Provide for goods to be stored adequately, ventilated, and must have heat and smoke detectors in areas where County files are stored. 3.3 SERVICES TO BE PROVIDED Awarded Bidder(s) shall: a. Create/possess and utilize an in-house records indexing/cataloging system for expedited retrieval. Awarded Bidder(s) shall be required to work with the County in developing an inventory acceptable to the County and which will best service the County's needs. b. Have capability to dispose/destroy records and provide certification records of destruction requests to the County. c. Have an online base ordering system that allows the Go my to place orders electronically. d. Have the capability and ability to r eiv porch se dtder /r l as+ t or;fax and provide goods/services as e. Charge and invoice Miami -Dade Count b bdx,Nite'Fir r q'u stet d' nob bic set. Florida Ad► inistrative- Schd luting and Deport http llinfo florida qav/b www'f1610rk oomIPub Wei 11 9 http://www.f1Senate2goV/ awS/Stat es/201O/Chapter Is Comply with a 30-60 day transition period, as the material kept in storage may need to be transferred from the incumbent facility to the Awarded Bidder's location. The transition period will minimize service interruptions to the County user departments. 3.3.1 PICK-UP, DELIVERY, RETRIEVAL AND NEW ADDITIONS Awarded Bidder(s) shall: a. Provide initial pick-up per box/pallet from designated sites County owned and/or operated. b. Provide additional pick-up per box/pallet from designated sites County owned and/or operated. c. Provide deliveries per box to designated sites County owned and/or operated. 1/21/2014 12:43 PM Page 6 of 7 Rev. 1114 p. 11 Miami -Dade County Bid FB-00001 SOLICITATION TITLE: COMMERICAL RECORDS MANAGEMENT SERVICES 1kA .WMMSNSi:O'XS#SX6i.:XLM9f MiNAX#AWWf.�D..WiY SOLICITATION NO.: d. Provide barcode sheet (16 barcode per sheet) record management. e. Provide boxes for additional records to be stored. f. Provide retrieval and refiling per box/pallet. g. Provide emergency delivery within twenty (24) hours per box/pallet upon the County's request. 3.3.2 MONTHLY WAREHOUSE STORAGE The awarded Bidder(s) shall provide monthly warehouse storage per box/pallet. 3.3.3 DOCUMENT DESTRUCTION The awarded Bidder(s) shall provide doom retrieval and materials. 3.3.4 RETENTION SERVICES The awarded Bidder(s) shall: PCovid scanning retgntiotse 44 de ruction consisting of permanent out 1/21/2014 12:43 PM Page 7 of 7 Rev. 1114 p. 12 Miami -Dade County Bid FB-00001 MINIMUM REQUIREMENTS: Reference Section Summarized Requirements Initial as completed Section 2.3.1.1 Client Reference #1 Company Name: Contact Name: Contact Title: Contract Address: Contact Telephone Number: Contact e-mail address: Client Reference #2 Company Name: Contact Name: Contact Title: Contract Address: Contact Telephone Number: Contact e-mail address: Client Reference #3 Company Name: Contact Name: Contact Title: Contract Address: Contact Telephone Number: Contact e-mail address: Section 2.3.1.2 Primary Contract Information Primary Contact: E-Mail Address: Contact Telephone Number: Cellular Phone Number (if applicable): Company Main Telephone No.: Section 2.3.1.3 Facility shall be located in Miami -Dade County Address of Facility: 1/21/2014 12:43 PM p, 13 Miami -Dade County Bid FB-00001 PRICE PROPOSAL No. Estimated Quantity for Five Years Unit Description Price Per Unit DELIVERY, RETRIEVAL AND NEW ADDITIONS (REFER TO SECTION 3.3.1) 1 13825 Box Initial pick-up per box $ 2 200 Pallet Intail pick -per pallet $ 3 6,500 Box Additional pick-up per box $ 4 1,200 Pallet Additional pick-up per pallet $ 5 8,500 Box Delivery of Boxes $ 6 14,380 Sheet Barcode sheet 16 barcode/sheet $ 7 17,400 Box Boxes for additional records to be stored $ 8 16480 Box Retrieval and re -file per box $ 8 1000 Box Emergency Deliver per box $ 10 1000 Pallet Emergency Deliver per pallet $ MONTHLY WAREHOUSE STORAGE (REFER TO SECTION 3.3.2) 11 55242 Box Regular warehouse storage per box $ 12 7800 Pallet Storage per pallet $ DOCUMENT DESTRUCTION (REFER SECTION 3.3.3) 13 6500 Box Permanent -out retrieval per box $ 4,000 Box Permanent -out materials per box $ 14 Kt I tN I ION StKV I(:t5 (Ktt-tK I U SECTION 3.3.4) 15 503000 Page Scanning rentention services $ 16 2 User Digital Storage per User Department (User) $ 1/21/2014 12:43 PM p.14 Miami -Dade County Bid FB-00001 Miami -Dade County Procurement Management Services Solicitation Submittal Form 111 NW 1st Street, Suite 1300, Miami, FL 33128 Solicitation No. FB-00001 Solicitation Title: Commercial Records Mgmt. Services Legal Company Name (Include dlb/a if applicable): Federal Tax Identification Number: If Corporation - Date Incorporated/Organized: State Incorporated/Organized: .. .. ,. , ...... ., ..... ......,. L,w,w.,.,.„ Company Operating Address: .. City i..............................................................................I State Zip Code ..........: Remittance Address (if different from ordering address): City State Zip Code a Company Contact Person: Email Address: Phone Number Include area code): Fax Number i9914de area code): Company?s Internet Web Address: Pursuant to Miami -Dade County Ordinance 94-34, any individual, corporation, partnership, joint venture or other legal entity having an officer, director, or executive who has been convicted of a felony during the past ten (10) years shall disclose this information prior to entering into a contract with or receiving funding from the County, Place a check mark here only if Bidder/Proposer has such conviction to disclose to comply with this requirement. LOCAL PREFERENCE CERTIFICATION: For the purpose of this certification, a ?local business? is a business located within the limits of Miami - between the two counties) that has a valid Local Business Tax located within the limits of Miami -Dade County from which business is in a verifiable and measurable way. This may include, but not be limited to, and Increase to the County?s tax base. for Local Preference. Failure to complete this certification at for Local Preference. Dade County (or Broward County in accordance with the Interlocal Agreement Receipt, issued by Miami -Dade County; has a physical business address performed; and contributes to the economic development of the community the retention and expansion of employment opportunities and the support r. Place a check mark here only If affirming Bidder/Proposer meets requirements this time (by checking the box above) may render the vendor ineligible ) OCAI I Y-HFA0011ARTFRFf) RI ISINESS CERTIFICATION' For the purpose of this certification, a ?locally -headquartered business? is a Local requirements for the Locally -Headquartered Preference (LHP). box) may render the vendor ineligible for the LHP. LHP Is not to, Requests for Proposals and Request for Qualifications. Business whose ?principal place of business? is in Miami -Dade County, i Place a check mark here only if affirming Bidder/Proposer meets Failure to complete this certification at this time (by checking the applicable to qualitative solicitations issued, including but not limited The address of the Locally headquartered office Is 1 OCAI CFRTIFIFD SFRVIr:F-DISARI Ff1 VFTFRAN RIISINFSS FNTFRPRI.SF CFRTIFICATION• A Local Certified Service -Disabled Veteran to bid submission Is to Section 295,187 of Enterprise. A Business Enterprise Is a firm that is (a) a local business pursuant to Section 2-8.5 of the Code of Miami -Dade County and (b) prior certified by the State of Florida Department of Management Services as a service -disabled veteran business enterprise pursuant the Florida Statutes. ri Place a check mark here only if affirming Bidder/Proposer is a Local Certified Service -Disabled Veteran Business copy of the certification must be submitted with this proposal. SMALL BUSINESS ENTERPRISE CONTRACT MEASURES (If Applicable) Bidder/Proposer provides An SBE/Micro Business Enterprise must be certified by Small Business Development for the type of goods and/or services the 1/21/2014 12:43 PM p. 15 Miami -Dade County Bid FB-00001 in accordance with the applicable Commodity Code(s) for this Solicitation, For certification information contact Small Business Development at (305) 375- 2378 or access http://www.miamidade.gov/businesslbusiness-certification-programs.asp, The SBE/Micro Business Enterprise must be certified by proposal submission deadline, at contract award, and for the duration of the contract to remain eligible for the preference, Firms that graduate from the SBE program during the contract may remain on the contract, Is your firm a Miami -Dade County Certified Small Business Enterprise? Yes n No 0I If yes, please provide your Certification Number: I......._..........................-..........,.......,.........................,............................,.............,.,...,,....,.,.... SCR!ITINI7FI1 COMPANIES WITH ACTIVITIES IN SIIDAN I IST OR THE SCRIITINI7FO COMPANIES WITH ACTIVITIES IN THE IRAN PEIRDLEUM_ENERGYSECTOKLIST: certifies that the Bidder/Proposer is not on the Scrutinized Companies Petroleum Energy Sector List, as those terms are used and defined in is unable to provide such certification but still seeks to be through a duly authorized representative and shall also initial this together with its bid response a duly executed written explanation of under Section 287,135 of the Florida Statutes, The Bidder/Proposer County to determine whether the claimed exception would be applicable. for default if the Bidder/Proposer is found to have submitted a false Sudan List or the Scrutinized Companies with Activities in the Iran By executing this bid through a duly authorized representative, the Bidder/Proposer with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran sections 287,135 and 215.473 of the Florida Statutes. In the event that the Bidder/Proposer considered for award of thls solicitation, the Bidder/Proposer shall execute the proposal space: ;. In such event, the Bidder/Proposer shall furnish the facts supporting any exception to the requirement for certification that it claims agrees to cooperate fully with the County in any investigation undertaken by the The County shall have the right to terminate any contract resulting from this solicitation certification or to have been placed on the Scrutinized Companies for Activities in Petroleum Energy Sector List, IT IS HEREBY CERTIFIED AND AFFIRMED THAT THE BIDDER/PROPOSER SHALL ACCEPT ANY AWARDS MADE AS A RESULT OF THIS SOLICITATION. BIDDER FURTHER AGREES THAT PRICES QUOTED WILL REMAIN FIXED FOR A PERIOD OF ONE HUNDRED AND EIGHTY (180) DAYS FROM DATE SOLICITATION IS DUE. Bidder/Proposer?s Authorized Representative?s Signature: Date Type or Print Name: THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF BIDDER/PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL NON -RESPONSIVE. THE COUNTY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE BIDDER/PROPOSER TO THE TERMS OF ITS OFFER, 1/21/2014 12:43 PM p. 16 Miami -Dade County Bid FB-00001 FAIR SUBCONTRACTING PRACTICES In compliance with Miami -Dade County Code Section 2-8.8, the Bidder/Proposer shall submit with the proposal a detailed statement of its policies and procedures (use separate sheet if necessary) for awarding subcontractors. NO SUBCONTRACTORS WILL BE UTILIZED FOR THIS CONTRACT Signature Date 1/21/2014 12:43 PM p. 17 Miami -Dade. County Bid FB-00001 AMNIA SUBCONTRACTOR/SUPPLIER LISTING (Miami -Dade County Code Sections 2.8.1, 244.0 end 1034) Name of Bidder/Proposer: .......................... ,,,. FEIN No,,,,..,.,,,, n aocordance with Seolions 2.8.1, 2-6.8 and 10.34.of the Miaml-Dade County Code, this form must be submitted as a condition of award by all BlddorslProposers on County oonbecls for purohase of supplies, materials or services, naluding professional servloea which involve expenditures of $100,000 or more, end all Proposers on County or Publlo Health Trust oonstruotIon oonbeola which Involve expenditures of $100,000 or more, The Bidder/Proposer who Is awarded thls contract shall not change or subslllule first gar subcontractors or direct suppllers or the portions of the contract work to be performed or materiels to be supplied from those identified, except upon written approval of the County. The BldderlProposer should enter the word ?NONE? under the appropriate heading of this form if no subcontraotors or suppliers will bo used an the °entreat and sign the form below. I In acaordanoe with Ordinance No. 11 -90, an entity canlraoling with the County shall report the real, gender end ethnlo origin of the owners end employees of all first tier aubaont/eolors/suppliers. In the event that the recommended bidder/Proposer demonstrates to the County prior to award that the race, gender, and ethnic Information Is not reasonably available et Mal time, the BldderlProposer shall be obligated to exercise diligent efforts to obtain that information and provide the same to the County not later than ten fi01 dovs after It becomes available andin any event prior to Mal payment under the conked (Please duplicate this farm If additional apace la needed. Buaineae Nemo and Addreae of Flrat Tier Sub000traotor/ liuboonaullanl Prinolpel owner Soope of Work to be Performed byemployer Subcontractor/ Suboanaultaot Prin Ipal owner (Enter the number of male and female owner. by rearethnloity) Employee(e) (Enter the number of meleen female mud by rasalethn yeas and the number of clay) M F White Birk Hepenio dsuP.clOo lelander Native Amerloenl Nerve Meeken other M F White Black H.perdo Ailen1Peolgo Mende Wye American/ NeOva Medea Other Buelneea Name and Address of First Tier Subcontractor/ Subconaullent Rlnolpal oer Soope of Work to be Performed by Suboonheolor/ Subconaultent lee dfo Owner 1 rater the number or male e d femdeownare by reaelelhalally) Employee(e) (Enter the numb of mailer female ampl employer by rrdetbn yen end the number of city) M F White Blaok H.prlo o10/order Idander Native Ametive Native Newton 08 M F White Black H.peso A.IaNPaolao blander Native American/ Netive Blacken Other {' .......,_.4 II i,.._... r E I .... ......... 1.... i ! ,,....... „. { I,.....,.. T I. _...,,.f �. , ........ ...,... -,..-..., g i. .. ,..... .....,,.,. ,,,.,.,,: 1 ... ),.: Mark here If race, gender and ethnicity Information Is not available and will be provided at a later date. TAIe data may be submitted to contracting department or ondinato teemell Buelneea Development of the Intend Servlor Departmental htlp://www.mlemldede.govobuelneeafbuelneee•development-aontreoie:eap. A e o condition of final payment, BldderlProposer shall provide euboontreolor information on (he Subooniraotor Payment Report Sub 200 form which can be found at htpd/www.mlamldede.gowbuelneseAibrety/forme/auboontoeotore • payment.pdf I certify that the representations contained In this Suboonbacfor/Supplier listing ere to the best of my knowledge true and accurate. aeteo..vu 1/21/2014 12:43 PM p. 18 Miami -Dade County Bid FB-00001 Question and Answers for Bid #FB-00001 - Commercial Records Mgmt. Services 1/21/2014 12:43 PM p, 19 AWARD SHEET ATTACHMENT BID NO. FB-00001; COMMERCIAL RECORDS MANAGEMENT SERVICES Purchasing Instructions A. Award Description Award was made to two vendors to assure availability. Awarded vendors have been designated as primary or secondary. User departments will give the primary vendors the first opportunity to deliver the awarded services. A secondary vendor may be used if the primary vendor is unable to satisfy the contract. Vendor performance issues will be reported to the DPM Procurement Officer. B. Quotation Directives 1) Services May Be Added or Deleted (Re: Paragraph 2.8) Additional goods/services may be added to this contract at the County's option. Awarded bidders shall be invited to submit price quotes for these additional goods/services. If these quotes are determined to be fair and reasonable, then the additional goods/services will be awarded to the current contracted bidder(s) that offers the lowest acceptable pricing. Cone of Silence Pursuant to Section 2-11.1(t) of the County Code, all price quotes are subject to the Cone of Silence. 3) Bid and Local Preferences (Re: Paragraphs 1.10 and 2.9) Bid Preference and Local Preference will be considered when evaluating the offered prices. The Bid Preference shall be applied to the offers received from certified Micro/SBE bidders. The commodity codes applicable to this solicitation are 962-95 and 971-70. The resulting Micro/SBE bidders' evaluation prices shall then be compared to the other offers to determine if Best and Final Offers (BAFO's) need be requested in accordance with the Local Preference legislation. C. User Access Program (Paragraph 1.35) Pursuant to Miami -Dade County Budget Ordinance No. 03-192, the contract, any resulting order, and all quotes are subject to a user access fee under the County User Access Program (UAP) in the amount of two percent (2%). II. Items Awarded Item No. 4, Service Description sl, Vendors ,l Delivery, Retrieval, Removal and New Additions Primary Secondary GRM Information Services of Miami International Data Depository $ 0.00 1 Initial pick-up per box $ 0.00 2 Initial pick-up per pallet $ 0.00 $ 0.00 3 Additional pick-up per box $ 0.80 $ 0.00 Page 1 Last Updated on 4/22/14 AWARD SHEET ATTACHMENT BID NO. FB-00001; COMMERCIAL RECORDS MANAGEMENT SERVICES Item No. J, Service Description 4 Vendors 4, Delivery, Retrieval, Removal and New Additions Primary Secondary GRM Information Services of Miami International Data Depository 4 Additional pick-up per pallet $ 0.00 $ 10.00 5 Delivery of boxes $ 0.80 $ 0.75 6 Barcode sheet (16 barcode per sheet) $ 0.10 $ 0.00 7 Boxes for additional records to be stored $ 1.75 $ 0.25 8 Retrieval and re -file per box $ 0.80 $ 0.75 9 Emergency delivery per box $ 3.50 $ 4.75 10 Emergency delivery per pallet $ 0.00 $ 18.00 11 Permanent removal of box $ 0.00 $ 0.00 Monthly Warehouse Storage 12 Regular warehouse storage per box $ 0.12 $ 0.12 13 Storage per pallet $ 9.00 $ 9.75 Document Destruction 14 Destruction of records per box (shredding) $ 0.00 $ 1.00 Retention Services 15 Scanning retention services $ 0.043 $ 0.06 16 Digital storage per user department (User) $ 20.00 $ 0.00 III. Events Event Date Event No. 4, 4, 1 4/22/14 Published Contract Award Sheet Page 2 Last Updated on 4/22/14