Records Storage and Retrieval Services

Bid Information  Agency City of Palm Bay Bid Type Invitation to Bid Bid Number ITB-15-0-2018/SB Fiscal Year 2018 Bid Writer Susan Blair,CPPB Bid Name Records Storage and Retrieval Services Bid Status Under Evaluation Bid Status Text None Award ToDue Date/Time 1/3/2018 5:00 PM Eastern Broadcast Date 12/8/2017 Bid Bond Project Estimated
Budget   Plan (blueprint)
Distribution Options None Distribution Method Download and Mail Distributed By Onvia DemandStar Distribution Notes None Scope of Work The City of Palm Bay is requesting quotes from qualified suppliers for Record Storage & Retrieval Services.
Work will include, but not be limited to, the following:
1. Transfer of boxes, if applicable, from current storage facility to new facility (refer to Records Inventory below)
2. Indexing / bar coding, by departments, of boxes
3. Storing of boxes
4. Pickup and retrieval of records and boxes
5. Refiling records
6. Destruction of boxes
7. Detailed invoicing of

services
8. Reports on stored boxes and individual transactions
9. Delivery of records and boxes
10. Facsimile transmission of records
11. Shredding services at vendor’s site (Level 6 Shredder or higher required)
Service, as listed, shall be completely ready for use within 30 days after agreement is signed.
Bidder will be responsible for the safe unloading and loading of all materials from and onto the City’s site. Delivery / pick up times shall be Monday – Friday between the hours of 8:30 a.m. and 5:00 p.m.
Records Inventory
The current records inventory includes the following approximate number of boxes. Contractor must be able to show additional capacity for storage is available and will be provided at the same rates.
Quantity Unit of Measure
Box Size
4522 Each 1.2 cubic foot
27 Each 2.4 cubic foot
211 Each 3.6 cubic foot
Response Time
Retrieval and delivery to City sites for requested boxes and/or files shall be as follows:
• Routine requests shall be delivered the next business day.
• Rush requests shall be delivered the same business day if requested prior to 2 pm; otherwise they shall be delivered by 9 am the following business day.
Minimum Facility Requirements
Bidders shall provide proof, with their submittal, that they have an adequate storage facility capable of maintaining the City’s records by including the following:
1. Provide proof of pest control service at their storage facility.
2. Provide proof of security service at their storage facility.
3. Provide proof of climate control service at their storage facility.
4. Provide proof of fire protection control at their storage facility.
5. Indicate the hurricane rating for your storage facility.
Failure to provide proof of an adequate storage facility as defined above may result in bidder’s submittal being non-responsive.
Work Plan
The bidder shall include, with their submittal, a detailed work plan that outlines how they will manage a smooth transition in relocating City archives to a new location.
Additionally, bidders shall include in their work plan the answers to the following questions:
1. How is the loss of a box or file by the bidder resolved?
2. How is damage to a box or file by the bidder resolved?
3. What is your disaster plan for the movement of records from your storage facility in the case of a pre-notified disaster?
Other
The successful bidder will appoint one of their employees as the key contact for approval by the City’s Project Manager.
It is the City’s belief that the service required is adequately described herein. Therefore, any negotiated contract, which may result from this Request for Quote, will include the entire effort required of the bidder to provide the services described.
E-Bidding No Legal Ad   Please select either the View or Edit button to manage legal ad. Pre-Bid Conference    Publications   No Publications Data Found Documents Bid Package15-0-2018 Records Storage and Retrieval Services (58 Pages, Complete)
15-0-2018 Records Storage & Retrieval Services (Revised Bid) (33 Pages, Complete)
Addendum #1 (1 Page, Complete) Commodity Codes   001-958-82 - Records Management Services, Including Document Management Services and Technology Integration
008-920-48 - Storage Services, Data Media
018-962-27 - Document Shredding Services