ADDENDUM 3. This addendum contains questions submitted by prospective Vendors and the Department s responses.

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1 Invitation to Bid (ITB): ITB # 15-CA ADDENDUM 3 ITB Title: Archive Record Storage and Management Services Date: November 14, 2014 This addendum contains questions submitted by prospective Vendors and the Department s responses. 1. Can the vendor s facility be located in Miami-Dade County? as long as the vendor can show that retrieval of records will meet requirements as set forth on page 43 of the ITB, Section C Where are the cartons currently located? (Where are the current records stored?) Please list locations by City and Zip. Circuit Electronics Way, West Palm Beach, FL Circuit Oak Fair Blvd., Tampa, FL Who is your current vendor providing such service(s)? Circuit 15 - U&ME Transfer, Inc. (U&ME) Circuit 19 - Certified Records Management, LLC. (CRM) 4. What are your cost(s) to remove the 20,000 cartons from the inventory? Not Yet Determined 5. Do you have the latest invoice from your current vendor that is providing such service(s) or the copy of the previous bid award pricing?, attached below are the bid price sheets for FY Who is your current vendor? See number # 3 above 7. How long has the current vendor held the existing contract? Circuit 15 U&ME since 12/31/2008 Circuit 19 CRM since 07/01/ In the past when preparing bids, agencies have provided their current vendor's prices. (This information was requested and recently provided as part of ITB # NER-GS for DCF Northeast Region.) Can you please provide a copy of the current Contract/Pricing Schedule in effect with the current vendor? See # 5 Above 9. Where are the current records stored? Please list locations by city and zip.

2 See #2 above 10. Based on the large geographic area that makes up the SE Region, will DCF agree to 3rd party delivery of records, when necessary, for Okeechobee County? Page 46, C allows for subcontracting for transport and destruction, subject to the provisions of Section 4.2 of the Standard contract. The Department must approve in writing the specific subcontractors prior to their use by the vendor. 11. Are there any Permanent Withdrawal fees associated with the removal of the records from the existing vendor? If so, please provide cost. Who is responsible for paying these fees? Not yet determined 12. Will the Department pay the current vendor for the "retrieval" of boxes that will be transferred to the selected vendor? Not Yet Determined 13. Will the current vendor be providing a detailed database (Excel file) of the existing inventory, Dept. storage box numbers, and other indexing details pertaining to the current inventory? BOX level descriptions? Individual FILE level listings and descriptions? The Department expects and will request each vendor to create a detailed database (Excel file) of all box information listed in their respective databases. 14. How does DCF currently capture its BOX and FILE indexing data in its own system? Each program is responsible to maintain their own database of their stored records. 15. What level of data must the vendor capture when NEW boxes and/or files are being sent in to the Vendor for archival storage? Is this information provided to the Vendor on PAPER transmittals? At minimum, Barcode #, Box #, Description of boxed records, Range From, Range To, Destruction Date. In Circuit 15, a paper transmittal is used. In Circuit 19, a Web Based system is used. 16. Is the vendor responsible only for creating an indexing (barcode) system that can cross reference the DCF box number? The vendor is responsible to create a database to include the current box information. 17. Is all other indexing metadata contained within DCF's own internal computer system? Each program is responsible to maintain their own database of their stored records. 18. Please explain the use of Records Storage/Transfer Carton Label. Exhibit C1 Form listed in Exhibit C1- Records Storage/Transfer Carton Label is used internally within DCF. This form is not needed in a commercial storage facility per CFOP 15-4, Records Management 19. Please explain the use of Records Storage/Transfer Request. Exhibit C3 Page 2 of 5

3 Form listed in Exhibit C3- Records Storage/Transfer Carton Label is used internally within DCF. This form is not needed in a commercial storage facility per CFOP 15-4, Records Management 20. Please explain the use of Records Reference Request. Exhibit C4 Form listed in Exhibit C4- Records Storage/Transfer Carton Label is used internally within DCF. This form is not needed in a commercial storage facility per CFOP 15-4, Records Management 21. What is the current pricing provided for the current services? See #5 above 22. What is the current distribution for the service units, circuit 19 & 15? Circuit 15 - approximately 13,000 boxes Circuit 19 approximately 7,000 boxes 23. What circuit is requesting the 9 priority activities, and how many? The 9 is an estimate. A priority request could come from any location at any time. 24. Where are circuit 15 requests to be serviced? Circuit 15 locations are listed in the table on page Where are circuit 19 requests to be serviced? Circuit 19 locations are listed in the table on page How many cartons can your current vendor retrieve weekly? This number will depend on current workload and resources of the current vendor. 27. Will your current vendors provide an electronic database? See #13 above. 28. Will or can you provide current rates for storage and services? I have our rates as we currently have the Circuit 19 contract but I'm hoping to get Circuit 15's as frame of reference. See # 5 above 29. Section reads differently than Appendix VI. The first section requires 2 references with two years of satisfactory service and the Appendix VI asks for two references who have purchased records management services within the last two years. Which one is correct? See Addendum #2 to the ITB posted on the VBS. 30. Considering that the transition of records to the new vendor is required to be at zero cost to the Department, is Appendix IV required? I don't understand how that section is relevant and it Page 3 of 5

4 seems like a lot of guess work. Also, I did not see this Appendix notated in the Mandatory Fatal Criteria section. 31. Must we complete the Proposed Summary Budget in the Financial Cost Proposal? All expenses to the department are in the Bid Price Sheets. There is no way to apply line item expenses incurred to the department. 32. Why is the Permanent Records Removal fee included in the monthly cost? This is usually a one-time fee, paid up front, associated with the retrieval, removal and set up for records to be transferred from one vendor or location to another. See Addendum 1 to the ITB posted on the VBS 33. Can the current vendors provide inventory listings in Excel of the following: All boxes in storage complete with all pertinent data such as retention/expiration dates, descriptions and so on All boxes retrieved at the time of transfer All files retrieved from boxes at time of transfer Box inventory by pallet or shipment when transferred See # 13 above 34. Does the department have a preliminary schedule or time table for the transfer of records to a new vendor? For example: how many boxes per week/month until the transfer is complete? A preliminary schedule or time table will be negotiated with the current vendor's and the selected vendor(s). 35. What are the monthly average priority and non-priority deliveries and pickups for the Belle Glade Service Center? Priority and non-priority deliveries for the Belle Glade Service Center occur once or twice per year. 36. Are we required to put up a bond? If so how much? No, not as part of the bid response. 37. Under Tie Breaking Certifications, do we only sign the statements and certifications that are applicable to our firm? 38. Do we have to return a copy of the state contract as acknowledgement of Terms & Conditions? No 39. Do we have to return a copy of the state contract as acknowledgement of Terms & Conditions? Page 4 of 5

5 No 40. Will the department also accept the Vendor s destruction order for authorization in addition to their authorization form? 41. Will there be a line item to consider the transportation of more than 20 boxes? e.g. Each additional No 42. Do we need to submit HIPAA compliant documents as part of the bid response? No, not as part of the bid response. 43. Any amendments to the bid, should they be returned with the vendor s response as acknowledgement? No 44. Proposed project Summary budget & Line item Budget Detail: How will this apply to the vendors if we don t know what the exact cost will be for servicing the contract? The Department is trying to establish that the vendor has sufficient resources available which are allocated to this contract and has considered the fixed and variable costs of providing the service at the suggested levels on page 13, Section 3.2 of the ITB. Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Page 5 of 5

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