Invitation to Bid (ITB) Document Management Services ITB No U ADDENDUM NO. 2. Questions and Answers ITB Revisions.

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1 Invitation to Bid (ITB) ADDENDUM NO. 2 Questions and Answers ITB Revisions May 24, 2016

2 Contained herein are the answers to the questions submitted to the Department of Management Services (Department). The Department hereby amends as noted within this Addendum. In the event of a conflict between previously released information and the information contained herein, the information herein shall control. The information included in this addendum is now made part of this solicitation. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN (3), FLORIDA STATUTES, OR FAILURE TO FILE A BOND OR OTHER SECURITYWITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES. Any protest must be timely filed with the Department of Management Services Agency Clerk. Please Note: This does not need to be returned with the bid submittal. Questions and Answers No. Question Answer 1 2 We would like to know if you are looking for a single vendor who can do all the performance requirement in this RFQ or can multiple vendors we used? Are you looking for one company to provide all the Document Management services or are you looking to have one vendor take care of your Document/Record Storage, another for Scanning, and another for Document Shredding? Reference Section A Bidder must be able to provide all the required services listed for each Region in which they are providing a bid submittal. Reference Section 2.3. The Department intends to award up to two contracts per Region. Reference Section A Bidder must be able to provide all the required services listed for each Region in which they are providing a bid submittal. Reference Section 2.3. The Department intends to award up to two contracts per Region. 3 4 Is this state contract mandatory use? I have been tracking an Enterprise Content Management project with the Highway Safety and Motor Vehicles department as well as a Document Management Solution for the Department of Environmental Protection department. I wasn t sure if both of those potential projects would roll up into the State Term Contract that you published because of a mandatory use clause. Is a Minority and Woman-Owned business aspect a factor in your decision? Reference s , Florida Statutes. State agencies shall purchase commodities and contractual services from State Term Contract(s). Reference Section 1.1, State agencies may continue to utilize storage services provided by the State Records Center (SRC) operated by the Florida Department of State. Reference Section 2.4 and Rule 60A Florida Administrative Code, regarding certified minority business enterprises. Page 2 of 8

3 May we bid on the shredding component for this bid or do all aspects need to be covered by our company (storage, scanning, shredding, photocopying)? May we partner with other providers to complete all of the requirements? What are the physical addresses for each location that will require delivery and pick-up services in Region No. 4? How many Next Day Pick-up/Delivery services were required in 2015 for locations in Region No. 4? Which locations? How many Same Day Pick-up/Delivery services were required in 2015 for locations in Region No. 4? Which locations? How many After-Hours Pick-up/Delivery services were required in 2015 for locations in Region No. 4? Which locations? How many Pick-up/Delivery services exceeded 100 cubic feet in 2015 for locations in Region No. 4? Which locations? How many Pick-up/Delivery services exceeded 100 cubic feet in 2015 for locations outside of Region No. 4? Which locations? Reference Section A Bidder must be able to provide all the required services listed for each Region in which they are providing a bid submittal. Reference Section 2.3. The Department intends to award up to two contracts per Region. Reference Sections and Attachment L - Qualification Questions and Required Documents of the ITB and Section 7.2 of Attachment J - General Contract Conditions. The information requested is not The physical addresses within each Region will be determined by future customer(s) physical location(s). 13 Who is the incumbent contractor for Region 2? 14 Please provide the region 2 existing contract to all bidders. previous State Term Contract. There is not an incumbent contractor. Page 3 of 8

4 15 What is the turnaround time for digital scanning? The turnaround time for digital scanning services must be mutually agreed upon by the Customer and the Contractor under the terms of this ITB and any resultant contract. 16 Who is responsible for paying the termination fees (perm withdrawals/retrieval fees) that will be imposed by the incumbent contractor? previous State Term Contract. There is not an incumbent contractor. Reference Section What are the physical addresses for pickup and delivery for Region 2? 18 What is the frequency of pickup/delivery for each location in Region 2? The information requested is not The physical addresses for pickup/delivery within Region 2 will be determined by future customer(s). The information requested is not The frequency for pickup/delivery within Region 2 will be determined by future customer(s). 19 During the current contract, how often did the incumbent contractor have to pay any non-compliance financial consequence? previous State Term Contract. There is not an incumbent contractor. 20 According to the pricing worksheet Region 2, the department is expecting a vendor to pick up 100 cubic feet of inventory, theoretically drive from Duval County to Volusia or Marion (1 1/2 hrs. each way) all for the price of $16? Reference Addendum 2. The Department has revised Section of the ITB and Attachment C, Price Sheet. 21 What will be the condition of the 100 cubic feet of inventory that is to be picked up? Will it be palletized and shrink wrapped and all available at the loading dock or will the driver have to pick up the 100 cu. ft. of boxes from individual workstations? Again, all for the price of $16? Reference Addendum 2. The Department has revised Sections , , and of the ITB What if this vendor is not in agreement with including 100 cubic feet of inventory bundled into the transportation fee? One of the requirements is to have 3 current contracts >$50K. We have 2 that exceed that and 1 that is for $40K. Would that exclude us for bidding? Bidders must comply with all terms and conditions listed in the ITB and supporting attachments. Reference Section Per Section and Attachment B, References, Bidders must provide a minimum of three (3) contract references which individually exceed $50,000 annually, to state agencies (excluding the Department of Management Services) or other eligible users in Florida (as defined by Rule 60A-1.005, F.A.C.), between July 1, 2011 and June 30, Page 4 of 8

5 24 Is there an incumbent? If so: Who is the incumbent contractor(s)? What is the contract number(s)? What is the period(s) of performance? What is the annual contract value? What is the total contract value? No, this is a new State Term Contract to the Department. 25 What is the estimated annual value of the proposed contract? 26 What is the estimated monthly volume of images to be scanned? 27 Are there any preferences or set-asides for small business? 28 What state or local agencies or entities can utilize this contract? Reference Section 1.2. State Agencies spend approximately three million dollars annually on. The information requested is not This is a new State Term Contract to the Department. Reference Sections 2.3 and 2.4. See Attachment J - General Contract Conditions, Section 5.3 and Rule 60A Florida Administrative Code, regarding certified minority business enterprises. Customers include State Agencies and Other Eligible Users as defined by Rule 60A-1.005, Florida Administrative Code Section Contract Transition: 1. Box transition to another storage provider will be free of charge? 2. Regular rate sheet does not apply? 3. So there are No removal or intake fees? Category 2 on price list section A. It states per carton but the description in section states document, files and cartons maintained in the warehouse. Does it apply to Files as well? This is a new State Term Contract to the Department and there is not an incumbent contractor. Customers will not be responsible for any fees associated with the transfer of records from the awarded Contractor(s) to any subsequent Contractor(s) upon expiration or termination of the contract(s) resulting from this ITB. Yes. Per Attachment C, Price Sheet, Category No. 2 pricing is per carton however documents and files may be included in the carton. 31 Is there any weight given to in state companies? Reference Section Out of State Preference Letter from Attorney and reference s , Florida Statutes Will there be an onsite visit to each facility to verify security measures and capacity at the warehouse located in each region? What percentage of state records are considered General records and what percentage is considered Sensitive records? Upon contract execution, the Department's Bureau of Contract Management may conduct site visits if determined to be in the best interest of the state. The information requested is not This is a new State Term Contract to the Department. Page 5 of 8

6 34 Are there any State departments that are waiting to utilize this contract when it goes into effect or have shown interest? If so which ones are they? The information requested is not The State Agencies who have independently purchased the majority of Document Management Services, per fiscal year, include Department of Health, Department of Environmental Protection, Department of Children and Families and Department of Juvenile Justice. 35 Will FedEx or UPS Delivery options be acceptable? Reference Addendum 2. The Department has added Section to the ITB Section Physical Storage - Is the Contractor REQUIRED to have a physical Record Center with a minimum records storage capacity of 50,000 cubic feet in each of the physical REGIONS that he will bid on? Section Transportation: Can the Contractor utilize 3rd Party entities UPS/FedEx for the transportation of records to "out-of-area" locations, if preapproved by the Customer or must all deliveries/pickups be made directly by the Contractor or his approved Subcontractors? Yes, per the requirements listed in Section Reference Addendum 2. The Department has added Section to the ITB. 38 Section Contract Transition - This section states that the incumbent Contractor and subsequent Contractor(s) assume any and all expenses that may arise to transfer and move all records, files and cartons. Does this exclude standard Customer services: retrievals, dock fees, Permanent Withdrawal/Removal fees (as these are listed as normal Customer fees on the pricing Schedule)? This is a new State Term Contract to the Department and there is not an incumbent contractor. Customers will not be responsible for any fees associated with the transfer of records from the awarded Contractor(s) to any subsequent Contractor(s) upon expiration or termination of the contract(s) resulting from this ITB. Page 6 of 8

7 The following requirements revise those found in the ITB. Underline represents additions and strikethrough represents deletions. 1 Introduction 1.3 Definitions Plastics Physical Destruction - The physical destruction of plastic and media storage devices such as CDs, DVDs, films, tapes, flash drives, etc. as referenced in Section 3.2.5, Electronic Media Storage. 1.5 Term The initial term of the contract is five (5) years, with an estimated effective date of July 1127, 2016 and ending July 1026, Statement of Work Electronic Media Storage The Contractor shall provide, in addition to the Physical Storage section, a specific location within the storage warehouse appropriate for electronic storage media. Electronic storage media may include, but not be limited to the following singular items: compact discs, DVDs, tapes, films, hard drives, flash drives, cartridges, etc. The storage location within the warehouse shall be conditioned appropriately for electronic storage media to protect such items from damage and degradation Regular Pick-Up The Contractor shall provide a method for providing regular pick-up services of boxed and labeled records from an address within the Region it was awarded. The Contractor shall be responsible for picking up boxed and labeled records from a centralized location for each Customer order. Pick-up orders placed before 2:00 p.m. ET, on a business day will be picked up within the following two (2) business days Next Day Pick-Up The Contractor shall provide a method for next day pick-up services of boxed and labeled records from an address within the Region it was awarded. The Contractor shall be responsible for picking up boxed and labeled records from a centralized location for each Customer order. Pick-up orders placed before 2:00 p.m. ET, on a business day will be picked up the following business day Same Day Pick-Up The Contractor shall provide a method for same day pick-up services of boxed and labeled records from an address within the Region it was awarded. The Contractor shall be responsible for picking up boxed and labeled records from a centralized location for each Customer order. Same day pick-up orders must be picked up the same business day Out of Area Transportation Service Fee An additional fee that may be combined with the specified pick-up or delivery service fee if the transport of records and/or cartons exceeds a mile radius for pick-up and/or delivery to or from an address within the Region the Contractor was awarded service. Such fee and any associated transport must be preauthorized by the Customer Third Party Transportation The Contractor may utilize a third party carrier such as the United States Postal Service (USPS), United Parcel Service (UPS), and Federal Express (FedEx) for the transport of records if pre-authorized by the Customer. The use of these services shall not alter the Contractor s time requirements for delivery and pick-up services. Any fees billed to the Customer for transportation services shall not exceed the Contractor s ceiling rate(s) as specified on the price sheet.

8 Attachment C - Price Sheet Attachment C, Price Sheet, has been replaced in its entirety. The following items have been revised for each Region tab: 1) Category No. 3, Records Destruction, Line No. b. 2) Category No. 4, Transportation, Line No. f. Page 8 of 8

ADDENDUM #001. July 25, 2018 at 2:00 p.m. Eastern Time (E.T.)

ADDENDUM #001. July 25, 2018 at 2:00 p.m. Eastern Time (E.T.) ADDENDUM #001 Solicitation Number: Solicitation Title: Opening Date/Time: July 25, 2018 at 2:00 p.m. Eastern Time (E.T.) Addendum Number: 001 Failure to file a protest within the time prescribed in Section