ALTERNATE CONTRACT SOURCE NO ACS. Mobile On-Site Shredding Services

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1 ALTERNATE CONTRACT SOURCE NO. Florida Department of Revenue (DOR), Contract Nos.: E0058, E0059, E0064, E0065, E0066 WHEREAS, The State of Florida (the State ) Department of Management Services (the Department ) is authorized by Section (16) Florida Statutes (F.S.), to evaluate contracts let by the Federal Government, another state, or a political subdivision and, when determined in writing to be cost-effective and in the best interest of the State, to enter into agreements authorizing agencies (as defined by Section (1) F.S.), to make purchases under such contracts, and; WHEREAS, the Department has evaluated the Department of Revenue Contracts E0058, E0059, E0064, E0065, E0066 (the Contract ), for mobile on-site shredding services, together with any amendments and exhibits thereto, and hereby acknowledges in writing that authorizing use of the Contract is cost-effective and in the best interest of the State. NOW THEREFORE, the Department enters this alternate contract source agreement for the purpose of authorizing and regulating the use of the Contract by state agencies and other eligible users. This alternate contract source agreement (the Agreement ) is entered into by the Department and (the Contractor ), signed below for the purpose of authorizing and guiding use of the Contract, attached hereto as Exhibit B, for mobile on-site shredding services, competitively solicited for and awarded by the Department of Revenue. This Agreement, the Special Conditions in Exhibit A including Price Sheets and the Contract shall apply to all transactions between the Contractor and the Customer. A. Scope State agencies and other eligible users (hereinafter collectively referred to as Customers or a Customer ) may make purchases from this Agreement pursuant to the terms and conditions of the Contract as modified and supplemented herein. B. Changes and Additions to the Contract 1. The Department of Management Services reserves the right to cancel this alternate contract source agreement at any time by giving 30 days written notice to the Contractor. 2. In order to procure commodities or services from the Contract, Customers shall issue purchase orders or other end user agreements (contracts), referencing this Agreement. Customers are responsible for reviewing the terms and conditions of this Agreement and the Contract attached as Exhibit B. The governmental entity that originally procured the underlying Contract (DOR) is not a party to this Agreement or any purchase orders or contracts issued by an Agency or eligible user. 3. The provisions of section (1)(a), (c), and (g), F.S., are hereby incorporated by reference. Page 1

2 4. The PUR 1000, General Contract Conditions is hereby incorporated by reference. 5. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. 6. The Department, at its sole discretion, may unilaterally revise the Contract Administrator name and contact information during the term of this Agreement. 7. Terms and conditions, inconsistent with or contrary to the terms and conditions of this Agreement and the Contract, shall not be added to or incorporated into this Agreement or the Contract by any subsequent purchase orders or contracts or otherwise; any such attempts to add or incorporate such terms and conditions shall be null and void. 8. Each Contractor shall submit a quarterly report in the required format electronically to the Department of Management Services Contract Administrator noted below within 30 days of the end of the quarter. Failure to provide quarterly reports requested by the Department may result in the Contractor being found in default and may result in termination of the ACS. Initiation and submission of the quarterly report are the responsibility of the Contractor without prompting or notification by the Contract Administrator. Sales will be viewed on a quarterly basis. Should no sales be recorded in two consecutive contract quarters, the Department may terminate the agreement. 9. The Department reserves the right to require additional reports or information pertaining to this Agreement and any resulting purchase orders or contracts with Customers. The Contractor shall submit the report or information within five business days after receipt of the request, unless otherwise approved by the Department s Contract Administrator. 10. In executing this agreement, Contractor certifies that it is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section , Florida Statutes. Pursuant to subsection (5), F.S., Contractor agrees the Department may immediately terminate this contract for cause if the Contractor is found to have submitted a false certification or if Contractor is placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List during the term of the contract. 11. The Department will provide the Preferred Pricing Affidavit, part of Exhibit A, for completion by an authorized representative of the Contractor attesting that the Contractor is in compliance with the preferred pricing provision in Section 4(b) of the PUR 1000 form. The Contractor agrees to submit to the Department, at least annually, the completed Preferred Pricing Affidavit. 12. Pursuant to State of Florida Executive Orders Nos.: and , Contractor is required to utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment of all new employees hired by the Contractor during the contract term. Also, Contractor shall include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the state contract utilize the E-Verify system to verify employment of all new employees hired by the subcontractor during the contract term. Page 2

3 13. MyFloridaMarketPlace (MFMP) Catalog Requirements The Contractor agrees to submit an electronic catalog to maintain a most recent up to date version of its product and/or service offering. The catalog shall be exhibited on the MFMP website as a line item and/or an ordering instructions catalog for agencies. a. Line Item Catalog The Contractor hereby agrees to cooperate with the Department and MFMP (and any authorized agent or successor entity to MFMP) in the event the Department selects this statewide contract to be exhibited on the MFMP. At a minimum, the Contractor agrees to: i. Deliver a line item catalog within fifteen (15) days of written request. The line item catalog content must be limited to the Contractor s statewide contract offering. By providing a line item catalog, Contractor is providing a list of its products/services and pricing within a specific template format for MFMP. In this scenario, Contractor must submit an updated spreadsheet to maintain the most up-to-date version of its product/service offering under the statewide contract. As a result, the Department will have an opportunity to confirm the accuracy of the electronic catalog that was loaded into the e-procurement System (MFMP). In addition, the Department will have the ability to define when the electronic catalog and any subsequent revisions thereto go live. ii. The Contractor agrees to meet the following requirements: (a) Catalog must contain the most current pricing, including all applicable administrative fees and or discounts, as well as the most up-to-date product/service offering the Contractor is authorized to provide in accordance with the statewide contract; and (b) The accuracy of the catalog must be maintained by Contractor throughout the duration of the agreement; and (c) The catalog must include a State-specific contract identification number; and (d) The catalog must include detailed product line item descriptions; and (e) The catalog must include pictures when possible. Details regarding the submission of image files and catalog content will be discussed during the enablement process; however, the following represents key information regarding the submission of product image files: (i) Provide actual image files (in gif, jpeg and other commonly used formats) for all of the items in the Contractor s catalog that will be hosted by the MFMP system. These images are displayed to the customer directly in search results as well as in the product details window. (ii) Provide the actual image files in a zip archive. Please go to to download the WinZip application that is needed to Page 3

4 create such an archive as well as additional details about using WinZip application. (iii) Provide only one image per product. (iv) Color pictures required (v) MFMP will work with the vendor to provide image file specifications prior to loading the image files into the catalog. As products change, updated image files must be submitted to update the MFMP Catalog. (vi) In rare instances where an image is not available, the Department will work with the Contractor to determine the best solution for advertising the Contractor s offering. (f) The catalog must include any additional Department content requirements. iii. Contractor agrees that the Department controls which statewide contracts appear in MFMP and that the Department may elect at any time to remove any Contractor s offering from MFMP. iv. Contractor must be able to accept Purchase Orders via fax, , cxml or EDI INT AS b. Ordering Instructions Catalog This catalog type is created by the Department. The focus is to direct the Eligible User with the proper method of purchasing the goods and/or services awarded based on direction from the Eligible User and previous experience with such commodities. i. The Contractor agrees to meet the following requirements: (a) Provide appropriate contact information for Eligible Users to use for product and/or service inquiries and purchases, as well as the most up-to-date product/service offering the Contractor is authorized to provide in accordance with the statewide contract; and (b) If orders are to be sent to resellers or distributors for fulfillment then the Contractor is responsible for providing this list of authorized resellers or distributors for use; and (c) The accuracy of this information must be maintained by Contractor throughout the duration of the ACS; and ii. Contractor agrees that the Department controls which ACS may appear in MFMP and that the Department may elect at any time to remove any Contractor s offering from MFMP. Page 4

5 iii. Contractor must be able to accept Purchase Orders (PO) via fax, , cxml or EDI INT AS Electronic Invoicing The Contractor shall supply electronic invoices in lieu of paper-based invoices for those transactions processed through the MFMP within ninety (90) days from contract effective date. Electronic invoices shall be submitted to the agency through the Ariba Network (AN) in one of three mechanisms as listed below: a. cxml (commerce extensible Markup Language) This standard establishes the data contents required for invoicing via cxml within the context of an electronic environment. This transaction set can be used for invoicing via the AN for catalog and non-catalog goods and services. The cxml format is the Ariba preferred method for e-invoicing. b. EDI (Electronic Data Interchange) This standard establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the AN for catalog and noncatalog goods and services. c. PO Flip via AN The online process allows Contractors to submit invoices via the AN for catalog and non-catalog goods and services. Contractors have the ability to create an invoice directly from their Inbox in their AN account by simply flipping the PO into an invoice. This option does not require any special software or technical capabilities. For the purposes of this section, the Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third party provider of MFMP, a state contractor, the right and license to use, reproduce, transmit, distribute, and publicly display within the system the information outlined above. In addition, the Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third party provider the right and license to reproduce and display within the system the Contractor s trademarks, system marks, logos, trade dress, or other branding designation that identifies the products made available by the Contractor under the ACS. The Contractor will work with the MFMP management team to obtain specific requirements for the electronic invoicing upon contract award. Page 5

6 15. All transactions are subject to the terms of the following documents, which, in case of conflict, shall have the order of precedence listed: a. This Agreement; b. The Special Conditions contained in Exhibit A (if any); c. The Contract contained in Exhibit B; and d. Any purchase order or contract pursuant to this Agreement. 16. Each person signing this Agreement warrants that he or she is duly authorized to do so and bind the respective party. 17. Unless otherwise modified by this Agreement, all terms and conditions contained in the Contract shall continue in full force and effect. IN WITNESS WHEREOF, the parties have executed this ACS as of last date signed by the parties below. State of Florida: Contractor: Department of Management Services Division of State Purchasing Signature Title: Kelley J. Scott, Director of State Purchasing and Chief Procurement Officer Date: Signature: Name: Title: Date: Exhibits: Exhibit A Special Conditions Exhibit B Department of Revenue Contract No.: Exhibit C Quarterly Report (THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK) Page 6

7 Exhibit A Special Conditions The Department will maintain the following information; ordering instructions, and designation of the Department Contract Administrator. Changes to the following information do not require a formal contract amendment and may be authorized by the Department of Management Services Contract Administrator, or their immediate supervisor: 1. PRICE SHEETS: See Exhibit B 2. ORDERING INSTRUCTIONS: See Exhibit B 3. PREFERRED PRICING AFFIDAVIT: Attached Below 4. DEPARTMENT OF MANAGEMENT SERVICES CONTRACT ADMINISTRATOR: For questions, suggestions, or Vendor issues, please contact: Jamie Harley Contract Manager Division of State Purchasing Florida Department of Management Services 4050 Esplanade Way, Tallahassee, FL PHONE: (850) Jamie.Harley@dms.myflorida.com (THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK) Page 7

8 Exhibit A Preferred Pricing Affidavit REGARDING THE CONTRACT BETWEEN (THE CONTRACTOR ) AND THE FLORIDA DEPARTMENT OF MANAGEMENT SERVICES CONTRACT NO.: DATED (THE CONTRACT ) Pursuant to section , Florida Statutes, The undersigned contractor hereby attests that the Contractor complies with the preferred Pricing Clause contained in section 4(b) PUR 1000, Exhibit <insert section, such as C > of the contract. Print Contractors Name: By: Signature of the Authorized Representative: Date: Print Representatives Name/Title: STATE OF COUNTY OF Sworn to (or affirmed) and subscribed before me this day of, by.. Signature of Notary (Print, Type, or Stamp Commissioned Name of Notary Public) [Check One] Personally Known OR Produced the following I.D. Vendor Name: FEIN# Vendor s Authorized Representative Name and Title: Address: City, State, and Zip code: Phone Number: ( ) - CORPORATE SEAL (IF APPLICABLE) Page 8

9 Exhibit B The Department of Revenues contract with Contractors for is hereby incorporated as Exhibit B to this agreement. (THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK) Page 9

10 Exhibit C Quarterly Report (THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK) Page 10