LAUDERDALE COUNTY MISSISSIPPI INSTRUCTIONS TO BIDDERS

Transcription

1 LAUDERDALE COUNTY MISSISSIPPI INSTRUCTIONS TO BIDDERS 1. ALL BIDS SHALL BE ON LAUDERDALE COUNTY BID FORMS AND SUBMITTED IN DUPLICATE. 2. ALL BIDS SHALL BE FOB MERIDIAN, MS AND MUST INCLUDE ANY PRE-DELIVERY CHARGES. 3. ALL BIDS SHALL BE ADDRESSED TO THE LAUDERDALE COUNTY BOARD OF SUPERVISORS, C/O PURCHASING CLERK, 11TH FLOOR CONSTITUTION AVENUE, MERIDIAN, MS, 39301, AND CLEARLY MARKED ON OUTSIDE OF ENVELOPE AS FOLLOWS: BID NO: 3802 BID DATE: February 2, 2018 IT SHALL BE INCUMBENT UPON EACH BIDDER TO UNDERSTAND THE SPECIFICATIONS AS LISTED HEREIN AND TO OBTAIN CLARIFICATION WHEN NECESSARY. IT IS NOT THE INTENT OF THE SPECIFICATIONS TO LIMIT THE BIDDING TO ANY MAKE OR MANUFACTURE OF MATERIALS, BUT RATHER TO SELECT SUCH MATERIALS TO FILL A SPECIFIC NEED AND PERFORM A SPECIFIC TASK. ANY REFERENCE TO NAME-BRAND MATERIALS IS INTENDED TO ESTABLISH STANDARDS ONLY AND BIDS SUBMITTED IN MATERIALS EQUAL THERETO SHALL BE CONSIDERED. NO RESPONSIBILITY WILL ATTACH TO ANY PERSON EMPLOYED BY THE BOARD FOR PREMATURE OPENING OF ANY BID NOT PROPERLY ADDRESSED AND IDENTIFIED AS STIPULATED ABOVE. 1

2 I, (we) fully understand that this bid is irrevocably subject to the following: 1) that by signing this bid I (we) certify that I (we) have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding; 2) that no itemized attachments to this bid form will be allowed; 3) that the Lauderdale County Board of Supervisors reserves the right to reject any or all bids; 4) that bids must be firm; bids determined not to be firm by the Lauderdale County Board of Supervisors shall be treated as void; 5) that unit price bid quotes shall be completed by the bidder with no further calculations required of the Lauderdale County board of supervisors in order to determine firm unit prices; 6) that the bid form must be signed and dated in appropriate place by bidder or his authorized agent; 7) that I (we) hereby certify that the prices quoted herein do not exceed the prices permitted by law; 8) this is to certify that the undersigned is in compliance with the Civil Rights Act of 1964, as amended; the Civil Rights Act of 1968, as amended; the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975; the Handicapped Act; the Sex Discrimination Act; the Copeland "antikickback Act; and all executive orders and regulations relating to the above referenced acts, and all regulations issued under said Acts, and additionally, certify that the undersigned does not discriminate in employment and/or operations on the basis of sex, race, color, creed, religion, national origins, handicapped status or age. 9) The undersigned bidder hereby certifies and/or affirms that (he) (she) (it) is currently in compliance with and shall, for the term of the referenced project contract or service period, remain in compliance with all pertinent United States Government Rules, Regulations, and Standards relating to the funds, project or service, and/or Anti-Discrimination, GAO, O. MB, or Specific departmental Standards. Further, this bidder is informed about and is familiar with all such Federal requirements and shall cooperate with Lauderdale County in complying with all audits and other inquiries to confirm compliance with such requirements. 10) The Bidder must agree to comply with the Department of Archives and History Laws in accordance with Section (b), Mississippi Code of 1972, Annotated, as amended, Off-site Storage of Inactive Records of Local Governmental Entities. DATED AND CERTIFIED BY: SIGNATURE OF BIDDER OR AUTHORIZED AGENT: 2

3 PRICE SHEET Bid: BID NO: 3802 Long term document storage for various Lauderdale County s records Bid Due: 9:45 A.M., February 2, 2018 Name of Bidder: Address: Telephone No. Address: MONTHLY BOX RATE PICK UP/DELIVERY SERVICES (1-3 ITEMS) 10"X12"X15" Letter $ 10"X12"X24" - Legal Letter $ 10"x15"x24" Legal Banker $ INITIAL ENTRY INTO STORAGE SYSTEM Per Box $ CONTAINER/PER FILE SERVICES Retrieval $ Rush Retrieval $ After Hours Retrieval $ Refile $ Interfile (New file into existing box) $ Indexing File (Within box) $ Permanent Removal $ Search Fee $ Same Day (Order by ) $ Next Day (Order by ) $ After Hours/Rush $ Additional [tens (Each) $ OTHER SERVICES Fax first page $ Additional Pages $ Photocopy/Scan (Each Page} $ Hourly Labor Rate $ Certified Destruction (Per pound) $ Destruction Console (Per bag) $ MATERIALS FOR RESALE By signing this form, I (we) agree to comply with the Department of Archives and History Laws in accordance with Section (b), Mississippi Code of 1972, Annotated, as amended, Off-site Storage of Inactive Records of Local Governmental Entities. Representative Date ALL BIDS MUST BE SIGNED BY AUTHORIZED COMPANY REPRESENTATIVE THIS FORM MUST BE SUBMITTED IN DUPLICATE 3

4 Off-Site Storage Standards The following standards are issued by the Department of Archives and History in accordance with Section (b), Mississippi Code of 1972, Annotated, as amended. Off-site Storage of Inactive Records of Local Governmental Entities. Section (b) authorizes the Department of Archives and History to establish records management standards for local governments on issues including, but not limited to, microfilm production and storage, electronic records security and migration, records preservation, imaging, and records storage. 1. For the purposes of these standards, in addition to the definitions established by , Mississippi Code of 1972, Annotated, as amended, the following definitions will have effect: Department: The Mississippi Department of Archives and History. Inactive Records: Records become inactive when the reference activity for such records requires, on average, less than one retrieval per month per file. Local Governmental Entities: Any unit of local government including, but not limited to, municipalities, cities, towns, villages, counties, school districts, and library systems. Records of Archival Value: Those records designated by the Department of Archives and History to be permanently preserved. Records of archival value are so designated on the records control schedule governing the disposition of the records. Records of Enduring Value: Those records of a local governmental entity not having archival value that the entity determines need to be retained for a period of time after the records become inactive. Records of enduring value are so designated on the records control schedules governing the disposition of the records. 2. Standards for the Off-Site Storage of Inactive Records of Local Governmental Entities. The physical location of the off-site storage facility in relation to the local governmental unit s seat of operations. The storage facility should be located in relatively close proximity to the local government s seat of operations in order to provide efficient reference services to staff members and the public. The physical structure of the off-site storage facility. The storage facility must maintain a secure, clean records storage environment. A modern facility is preferred but not required. The structure should provide solid protection from the weather. Floor strength. The floor must be capable of bearing the full weight of the records. The physical security and interior environment of the off-site storage facility. The storage facility should provide a secure and appropriate environment for records storage. Document security and access. The facility should provide appropriate levels of security from theft and premature destruction. Access to the storage area should be limited to authorized persons only. The doors to the storage areas should be equipped with devices which allow only the entry of appropriate personnel. 4

5 Fire protection. Proper fire and smoke detection devices should be located throughout the storage facility and a continuing fire awareness and safety program should be a part of the facility s standard operating procedures. A sprinkler or other fire suppression system is preferred but not required. Flood protection. The facility should not be located in a flood plain. Climate control (temperature/humidity). The facility should maintain moderate temperature and humidity levels and avoid extremes in either direction of both categories. Temperatures of degrees Fahrenheit and a relative humidity of percent are recommended. Special provisions are needed for storing records on media such as microfilm and electronic formats. The ideal records storage environment is clean, dry, and cool. Records accessibility. The Public Records Act of 1983 ( , Mississippi Code of 1972, Annotated, as amended), states in part, It is the policy of this state that public records shall be available for inspection by any person unless otherwise provided by this chapter. Therefore, custodians of public records must ensure reasonable access to public records. Provisions should be made to provide efficient and timely reference services to local government officials and employees as well as members of the public. Continuity of Operations/Emergency Operations Plan. The storage facility must certify that it maintains an appropriate plan to protect and recover records stored off-site and to provide access to those records in the event of a hazard (natural or man-made). 3. These standards are established and will be regularly reviewed by MDAH Archives and Records Division staff, including the directors of the division, the local government records office, the government records section, and the electronic records section, and other staff as appropriate. 5