Invitation to Bid DOH Record Storage & Disposal Services. Questions and Answers

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1 Q1) Record Storage & Disposal Svs, can we just bid on one service or do we need to bid on both services? A1) Bid needs to be quoted for both services. Q2) Attachment A (Specifications) Item B on Page 15 states that there are approximately 11,800 one cubic foot cartons in storage ; however, Attachment B (Pricing Pages) indicates that there are 25,000 x Cubic Foot of records currently in storage. Which is the correct quantity/ cubic feet? A2) See Addendum #1 Q3) Are there any Permanent Removal Fees associated with the existing records that are with the current vendor? A3) No Q4) Who is the current Vendor? A4) Certified Records Management. Q5) It is listed as individual file requests however; it is per Cu Ft; why wouldn t it be per file? A5) See Addendum 2: Attachment B - Price Page Q6) Are respondents to create additional lines for container level versus file level? A6) See Addendum 2: Attachment B - Price Page Q7) Drop filing is listed as Cu. Ft. as well can we notated it as per file? A7) See addendum 2: Attachment B - Price Page

2 Q8) Destruction bins (barrels) has a quantity of 800 is that pounds? Number of rotations? A8) Number of rotations. Q9) Barrels: How many bins are on a weekly rotation versus the on demand? A9) No on demand only weekly rotation. Amount of barrels to be shredded vary from week to week. Depending on the amount of material that needs to be destroyed. Q10) Bid Bonds: 10% of what our bid is or do you have a set figure you need? A10) 10% of your bid amount. Q11) Bid Bonds: are these to be directed to Lisa Leavitt or whom? A11) Florida Department of Health Q12) Can the DOH accept encrypted files digitally in the event of priority delivery? A12) Encrypted files could be sent digitally for priority deliveries if the vendor agrees to use our MOVEit implementation. Q13) Is the Contract considered a term contract for commodities or services, and therefore does Section 4 of PUR 1000 apply? A13) This is a term contract for services. The PUR1000 is attached to all ITB s.

3 Q14) Destruction Bins Your bid is requesting gallon containers. Are those for confidential document destruction or recycling or both? A14) See Attachment A: Section E Q15) Monthly Reporting Can you identify what kind of reports that you will require monthly? A15 ) See Attachment A: Section D and F Q16) If awarded, where would we be picking up the boxes and can you tell me the name of the company? A16) Certified Records Management at 4745 Oak Fair Blvd., Tampa, FL Q17) We typically offer a Per Unit Price by the individual Records or Carton. A17) See Addendum 2: Attachment B - Price Page Q18) Does the DOH maintain its own database of INDEX DATA (box level descriptions)? A18) Not all content of all boxes is indexed. Boxes that contain medical records and WIC records are indexed. Other programs might index their records and keep on a spreadsheet, but WIC and MR s are the only box contents are that indexed in a formal database. DOH keeps a record of all boxes that are in storage. Q19) Is the only data capture that is necessary by the vendor the actual BARCODE number on each box? A19) Yes

4 Q20) Can you provide a list of the quantities of Shred Containers that will be required at each location? (Of primary concern is the St. Petersburg Health Center that requires WEEKLY service). A20) St Pete Center 11 Mid County - 8 Clearwater 2 Tarpon Springs 1 Pinellas Park - 2 Largo 2 Q21) Individual Record Request listed as 5,000 x Cubic Foot. A21) See Addendum 2: Attachment B - Price Page Q22) Refiles of records - listed as 500 x Cubic Foot A22) See Addendum 2: Attachment B - Price Page Q23) Normal Delivery 1,700 x Cubic Foot Does this refer to the # of actual DELIVERIES (Transportation VISITS)? Or does this mean that there are 1,700 Cubic Feet of actual BOXES being delivered back to the DOH locations? (If these are actual deliveries, this would work out to about 283 deliveries per year to each location, on average. Does this sound correct? ) A23) See Addendum 2: Attachment B - Price Page

5 Q24) Priority Delivery 25 x Cubic Foot Again, does this mean 25 deliveries or does it mean 25 Cubic Feet of boxes that are being delivered within 1 hour? A24) See Addendum 2: Attachment B - Price Page Q25) Container Activity Drop Filing (Envelopes in boxes) 200 x Cubic Foot Are these BOXES (measured in Cubic Feet) or are these 200 envelopes that get interfiled into existing boxes that are already in storage? If so, this measurement would be EACH. A25) See Addendum 2: Attachment B - Price Page