NEW CASTLE COUNTY Purchasing Division New Castle County Government Center 87 Read s Way New Castle, DE (302)

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1 Sealed proposals for: Records Storage, Interested parties must submit a priced proposal, in writing with one (1) original and three (3) copies to the,,, (302/ ) by 2:00 p.m. Wednesday, December 19, 2012 so stating their interests and qualifications. Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at www2.nccde.org/purchasing. INSTRUCTIONS TO BIDDERS Sealed bid envelopes will carry a clear notation in the lower left quadrant, BID for Records Storage,. Fax bids will not be accepted. Bid security is waived. Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the consideration of this award. NOTE: If required by State of Federal regulations, vendors will provide the M.S.D.S. sheets for the above projects. Pursuant to County Ordinance , , and Delaware State Law, no contract will be awarded to any vendor unless before or in conjunction with the actual award of the contract to such vendor has submitted proof satisfactory to the County or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and 11/26/12 Page 1 of 16

2 the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract. Mailing address: 11/26/12 Page 2 of 16

3 New Castle County (NCC) is seeking bids for records storage services. Records shall include, but not be limited to, paper documents, deed books, roll plans, magnetic media, and computer media. DETAILED REQUIREMENTS: 1. Record Storage - Contractor shall provide safe, secure, environmentally controlled storage facilities for paper documents, roll microfilm, microfiche, and magnetic media consistent with industry standards for this type of service. New Castle County will package the records in various standard boxes for storage at the Contractor s facility. While any records media may be stored, the primary requirement is for paper documents. Computer media shall be stored in a temperature and humidity controlled, dust monitored above ground vault designed for computer media. 2. Current Record Inventory - If a firm other than New Castle County s current Contractor is awarded a contract, then the new contractor shall pick up New Castle County s existing records stored in the Delaware, Pennsylvania and New Jersey areas and transport them to the new Contractor s facility. Vendor shall quote price per cubic foot to move New Castle County s inventory. Details and schedules for the transfer will be finalized after contract award. The Contractor shall submit a transfer plan to New Castle County detailing the transfer process within thirty (30) days after contract execution. New Castle County will review and must approve the plan prior to implementation. The new contractor shall use the New Castle County existing barcode numbering system. If the new contractor is unable to use the New Castle County barcode system, then contractor must provide a conversion and show the new numbering system crossreferencing the old numbering system. 3. Record Pickup: Contractor shall make record pick-ups when required by New Castle County. 4. Record Delivery: Contractor shall have either a local telephone number within the (302) area code or a toll free number for New Castle County s use. Contractor shall deliver records to,, or to a location designated by the Records Service Section representative on an as requested basis. Generally, deliveries will fall into one (1) of the categories below. The quantities listed below are intended as an estimate, and should not be relied upon by Bidders as guaranteed quantity. 11/26/12 Page 3 of 16

4 a. Routine: Delivery between 8 am to 4 pm Monday through Friday. Half Day Delivery - Requests made between 8:00 a.m. and 10:00 a.m. shall be delivered the same business day by 4:00 p.m. Next Day - Requests made between 10:00 a.m. and 4:00 p.m. shall be delivered by 12:00 p.m. on the next business day. b. Emergency: Delivery between 5:00 pm and 8:00 am any business day and anytime on weekends or holidays. Delivery shall be made within three (3) hours of the time of request. For deliveries not received in the time frame specified above, there will be no charge to New Castle County. Authorized NCC personnel must have access to the vendor s records storage facility for the purpose of retrieving and refiling of records. Access to photocopy and/or fax equipment must also be available to NCC authorized personnel on a cost basis agreed upon. 5. Computer Backup Data Rotation: New Castle County currently handles computer backup media rotation in-house; however, New Castle County may transfer this responsibility to the Contractor. In that case, New Castle County and the Contractor shall negotiate the pickups and deliveries schedule. 6. Delivery Requests: Contractor shall accept and respond to requests from authorized New Castle County staff members. The Contractor shall provide appropriate contact points (telephones, pagers, etc.) capable of responding to requests and timelines contained under Record Delivery. New Castle County will provide a listing of personnel authorized to request record delivery or send records to storage. 7. Inventory Tracking: Contractor shall maintain an accurate, reliable computerbased inventory and tracking system capable of documenting of New Castle County s documents and records. At a minimum, this system must identify the contents, the location, New Castle County department identifier, and status (checked in/checked out) for each storage container. The inventory tracking process shall include appropriate logs and receipts for pickup and delivery of individual boxes/containers for verification and audit purposes. Contractor shall have a computer system that will provide access to New Castle County information with security procedures that protect customer information from access by other users. The computer system will allow authorized New Castle 11/26/12 Page 4 of 16

5 County personnel access to NCC inventory for the purposes of placing orders, checking invoices, and other NCC records management needs with regard to NCC inventory. 8. Performance Criteria: Contractor shall use its best efforts to meet the time lines given under Record Delivery and Inventory Tracking for pickup, delivery and inventory tracking of New Castle County s records. At a minimum, the Contractor must meet the aforementioned performance standards 95% of the time calculated on a monthly basis. Meetings between the vendor and New Castle County will be conducted, as required, to discuss and resolve any problems with meeting the performance criteria. Failure to meet the performance criteria two (2) months in a row will be grounds for unilateral termination of the contract by New Castle County. 9. Lost Boxes: Any box not located and delivered in the expected timeline will be considered a lost box by New Castle County. The Bidder shall include with their response the policies and procedures to be followed should a box not be located and delivered on time. These must include, but are not limited to, notifications, location procedures, escalation procedures, timelines, status updates to New Castle County, etc. 10. Reporting: Contractor shall provide monthly reports to New Castle County of the current inventory, total inventory sorted by department, to include: box #/barcode box description, date sent to storage, box size, and account activity to include new boxes added to inventory, number of delivery requests processed and pick ups processed during the month, including processing time for requests and deliveries. CONTRACTOR REQUIREMENTS: 1. Contractor must be a member of the Association of Commercial Records Centers. 2. Account Representative: Contractor shall appoint a New Castle County Account Representative as a single point of contact for New Castle County to insure a high level of service and responsiveness to New Castle County s needs. 3. Facility: Contractor s facility shall provide a level of protection, consistent with industry standards for this type of service, to include, but not limited to, environmental controls, pest control, controlled/limited access, intrusion detection/alarms, and fire detection and suppression protection. Floor load capacity must 11/26/12 Page 5 of 16

6 be sufficient to support weight of shelving and records in container. Smoking shall be strictly prohibited in all records, receiving, processing storage and access areas. Vault storage should be thermostatically controlled for temperature and humidity. A separate vault storage area is required for film and magnetic media unless the entire facility meets the environmental requirements for these media. Actual storage facility for New Castle County s inventory must be located in New Castle County. 4. Contractor s Staff: Contractor shall employ a professional, uniformed, trained staff with Contractor issued identification for transporting and handling New Castle County s critical government records. In the event that one of the Contractor s employees is found by New Castle County to be negligent, rude, or unsatisfactory in any way, New Castle County reserves the right to have Contractor s employee replaced on the New Castle County account. 5. Transportation Vehicles: Contractor shall provide reliable vehicles for transportation of New Castle County s records. Temperature and humidity control, and dust monitoring shall be provided in vehicles transporting computer media. Appropriate heating, air conditioning, and humidity control shall be provided for other media in accordance with industry standards. Security features shall include Babco lock system, door locks, cage, anti-theft alarms, at a minimum. 6. Contractor must provide New Castle County with a copy of their records disaster plan. Vendor shall notify New Castle County within 24 hours in the event a disaster occurs. LENGTH OF CONTRACT From January 1, 2013 through December 31, This contract may be extended for a period of five (5) years, one (1) year at a time, by mutual agreement of both parties. BASIS OF AWARD The Division of Purchasing shall award this contract to the lowest responsible and responsive bidder(s) who best meets the terms and conditions of the bid. The award will be made on the basis of price, product evaluation, and prior history of service capability. The Division of Purchasing reserves the right to reject any or all bids in whole or in part, to make multiple awards, partial awards, award by types, award by sections, item by 11/26/12 Page 6 of 16

7 item, or lump sum total, whichever may be most advantageous to New Castle County. There is no guarantee that New Castle County will grant to any awardee any request for services and/or products. Pursuant to County Code, New Castle County reserves the right to purchase goods, contractual, and professional services from other governments and cooperative purchasing agreements when it is determined by the Office of Administrative Services to be in the best interest of the County. ADDITIONS New Castle County may require other services, not specifically listed. Vendor may be given the opportunity to provide a quote. Should New Castle County deem the quote to be non-competitive, New Castle County reserves the right to seek proposals from other vendors. QUESTIONS All questions regarding this solicitation must be submitted in writing to ccrawford@nccde.org by 5 PM November 8, No phone calls will be accepted. An addendum to answer vendor question will be posted on our website nccde.org/purchasing, under Bids and RFP on November 14, INSURANCE Workers Compensation & Employer s Liability Insurance Vendor shall purchase and keep in force and effect workers compensation insurance that will provide the applicable statutory benefits for all of the vendor s employees who may or do suffer covered injuries or diseases while involved in the performance of their work for the Vendor; and, even if permitted to do so by statute, Vendor shall not reject any workers s compensation insurance option that, in the absence of such a rejection, would be applicable to any of the said employees. The policy providing the workers compensation insurance shall include: (1) broad form all-states coverage; (2) an endorsement that specifically 11/26/12 Page 7 of 16

8 waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Vendor shall purchase, and keep in force and effect, Employers Liability insurance with maximum limits for each employee of $1,000,000 for each bodily injury by accident, or occupational disease, and $1,000,000 aggregate maximum limits for all bodily injuries by accidents and occupational diseases within the coverage period, regardless of the number of employees who may sustain bodily injuries by accident or occupational disease. Automobile and General Liability Insurance Vendor shall purchase: (1) motor vehicle liability coverage, for owned, hired and non-owned vehicles, covering any and all claims for bodily injury and property damage that arise out of Vendor s performance of work for New Castle County, (2) comprehensive Commercial General Liability (CGL) insurance with limits of no less than $1,000,000 each occurrence and $2,000,000 annual aggregate. The CGL policy shall be extended by endorsement or otherwise to also include (a) coverage for Contractual Liability assumed by Vendor, with defense provided in addition to and separate from policy limits for indemnities of the named insured, (b) coverage for Independent Contractor Liability providing coverage in connection with such portion of the Services being subcontracted prior to any of the Services being subcontracted, in accordance with the terms and conditions of this Agreement, (c) coverage for Broad Form Property Damage Liability, (d) coverage for Personal Injury and Advertisers Liability, (e) products and completed operations. ( ) Professional Liability Insurance (applicable if checked) Each vendor of professional services for whom this provision is applicable shall provide professional liability insurance with limits of at least $1,000,000 per occurrence and $3,000,000 annual aggregate. All insurance required under this contract except workers compensation, employers liability, and professional liability (if applicable) shall be provided on a policy(s) that specifically names New Castle County, its officials and employees as additional insureds. 11/26/12 Page 8 of 16

9 Each policy shall provide an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Each policy shall be endorsed to require the insurer to give New Castle County at least thirty (30) days advance written notice of the insurer s intention to cancel, refuse to renew, or otherwise terminate the policy, suspend or terminate any coverage under the policy, or reduce any policy limits, increase any policy deductibles, or otherwise modify or alter any terms or conditions of the policy or renewal issued by the same insurer. Each policy shall be written by a carrier licensed by the State of Delaware to do insurance business of the type involved in the State of Delaware, and which has, and maintains for the life of this contract, at least an A rating from the A.M. Best Agency with Stable outlook. Any change in this rating or outlook must be related to New Castle County by the Vendor or insurance carrier as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same. All insurance required under this contract except workers compensation, employer s liability and professional liability shall expressly provide that such insurance shall be primary insurance; and any similar insurance in the name of Vendor shall be excess and non-contributing. Deductibles for insurance provided under this contract shall not exceed five percent (5%) of policy limits. 11/26/12 Page 9 of 16

10 BILLING New Castle County shall issue a purchase order for services. Vendor shall bill monthly to: New Castle County Accounts Payable with a copy of the invoice to: Ms. Audrey Hope-Milton, Records Section FUNDING OUT The continuation of this contract is contingent upon funding appropriated by County Council. REFERENCES Bidders shall supply a list of three (3) references for which bidder s organization has provided similar services within the last three (3) years. State organization name, address, telephone number, and contact person. References shall be submitted with bid proposal. MSDS CLAUSE If required by State or Federal regulations, the successful vendor must provide the M.S.D.S. sheets to the Risk Management Division and to the requesting department. NOTE It is the intent of New Castle County that minority and women owned businesses shall have the maximum feasible opportunity to participate in the performance of contracts in the capacity of prime vendor. 11/26/12 Page 10 of 16

11 INDEMNITY Vendor shall indemnify, defend and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products, and/or equipment purchased hereunder, or sustained in or upon the premises of the County. PROPOSAL All pricing information shall be noted on the attached Form of Proposal and signed by an official of the business authorized to enter into a legally binding contract with New Castle County. These bid specifications, awarded bidder s proposal, and New Castle County purchase order shall constitute the contract. The bid form and additional documents must be submitted in triplicate. LOCATION New Castle County encourages the use of Delaware labor. Please specify the office location(s) and perentage of work to be performed by each location. 11/26/12 Page 11 of 16

12 Based on the criteria established pursuant to the New Castle County Code, an evaluation committee will be selected to read, screen, and rank in writing all proposals. The New Castle County Chief of Administrative Services and requesting agency shall have the right to negotiate with individual offerors after their proposals are ranked. The Chief of Administrative Services shall establish procedures and schedules for conducting negotiations. Disclosure of an offeror s price(s) to another and any information derived from competing proposals is prohibited. The Chief of Administrative Services shall issue a written request for best and final offer. The request shall set forth the date, time and place for the submission of best and final offer. At any point in the negotiation process, the Chief of Administrative Services and the requesting agency may, at his or her discretion, terminate negotiations with any and all offerors. Submitted proposals will be evaluated on the following criteria. A weighted average formula will be utilized. EVALUATION CRITERIA: The criteria for evaluation of proposals will be as follows: Experience and Reputation 0-25 Capacity to perform the services and meet the requirements of the project 0-30 Location Location of office that will provide services under this contract. If more than one location, provide percentage of work for each location Distribution of work among firms List any active work with New Castle County - List any completed work in the past 12 months Price /26/12 Page 12 of 16

13 REFERENCES Company Name Contact Name Contact Number Company Name Contact Name Contact Number Company Name Contact Name Contact Number 11/26/12 Page 13 of 16

14 FORM OF PROPOSAL Quantities shown are monthly estimates. New Castle County makes no guarantee as to the actual quantity that will be needed. Quote monthly charges per item, extended price, and other charges as specified. EXTENDED PRICE ITEM QUANTITY DESCRIPTION UNIT PRICE PER MONTH Regular Storage cubic feet Carton $ cf $ cubic feet Carton Retrieval/Refile $ cf $ 3 25 Trip - Half Day $ cf $ (Delivery/Pickup) 4 5 Trip Next Day $ cf $ (Delivery/Pickup) cubic feet Transportation $ cf $ (handling) 6 Facility charge Storage charge for private underground storage of DVD s in minimum 715 cubic foot vault, 4-hour fire rated wall/door $ 7 2 Retrieval/Refile DVD $ cf $ (do not include transportation/shipping charges) Storage of computer media in special facility $ cf $ 9 4 Delivery/Pickup (computer media) $ ea $ 11/26/12 Page 14 of 16

15 Charge per cubic foot for new carton deposits Charge per cubic foot for destruction by shredding Charge per cubic foot for destruction by recycling (inadvertantly omitted from original submission) $ cf $ cf $ cf Charge per cubic foot to move approximately of records to new facility: Charge per cubic foot to terminate contract of approximately cubic feet of records: $ cf $ total Bidders shall supply complete itemized listing of all other costs for services. Name of Company Address Telephone No. Fax No. Signature Federal Tax I.D. No. Printed Name (REQUIRED) Date 11/26/12 Page 15 of 16

16 NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT AUTHORIZED REPRESENTATIVE I HEREBY AFFIRM THAT: I am the (title), and I am duly authorized to represent and bind (business) (the Business ), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting. I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and nonfinancial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O , E.O , 48 CFR 9.404, and each agency s codification of the Common Rule for non-procurement suspension and debarment. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY. Date: By: Name: Title: (Authorized Representative and Affiant) 11/26/12 Page 16 of 16