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Agenda 06/10/2014 Item #16A22 6/10/2014 16.A.22. n EXECUTIVE SUMMARY Recommendation to award Invitation to Bid (ITB) 14-6281 — "Records Management Services" to Vital Records Control of FL,LLC. (Estimated annual impact is$102,000). OBJECTIVE: To provide records management and storage retrieval services for the Growth Management Division-Planning and Regulation. CONSIDERATIONS: The County advertised ITB 14-6281 - "Records Management Services" on April 29, 2014 and sent solicitations to 136 vendors; 34 vendors downloaded the bid document. The bid was opened on May 13, 2014. Two vendors submitted bids: Vital Records Control of FL, LLC (VRC) and Iron Mountain. VRC was selected as the winner of the bid as they submitted the lowest price in this price-based ITB. Services will be obtained by purchase order in accordance with the County's Purchasing Policy. VRC has been the record storage provider since 2002 for the Growth Management Division - Planning and Regulation and currently maintains a total storage area of greater than 26,000 square feet. VRC provides next day delivery, is located off Metro Parkway in Lee County within a solid customized concrete facility (no prefabricated or metal walls)that has a raised foundation of greater than three feet above base flood elevation, and provides for monitored security twenty- P"\ four hours a day. VRC has controlled access to this facility and provides for GPS tracked shipments to maintain systematic storage and retrieval, as well as chain of custody requirements that exceed State Public Records Laws, Chapter 119,F.S. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality,and requires majority support for approval. -JAK FISCAL IMPACT: Funds to support this records management services contract are budgeted annually in the Growth Management Division — Planning & Regulation, Operations and Regulatory Management Department, Fund 113. Historically, expenditures have been $102,000 annually. RECOMMENDATION: That the Board of County Commissioners awards Invitation to Bid (ITB) 14-6281 —"Records Management Services"to Vital Records Control of FL,LLC. Prepared by: Kenneth Kovensky,Financial and Operational Support Manager, Growth Management Division-Planning and Regulation Attachments: 1)Invitation to Bid 2)VRC Proposal 3)Bid Tabulation Packet Page-1030- 6/10/2014 16.A.22. • COLLIER COUNTY Board of County Commissioners Item Number: 16.16.A.16.A.22. Item Summary: Recommendation to award Invitation to Bid (ITB) 14-6281- "Records Management Services"to Vital Records Control of FL, LLC. Meeting Date: 6/10/2014 Prepared By Name: PuigJudy Title: Operations Analyst, Community Development&Environmental Services 5/23/2014 8:49:11 AM Submitted by Title: Manager Financial &Operational Support, Operations&Regulatory Management Name: KovenskyKenneth 5/23/2014 8:49:12 AM Approved By Name: PuigJudy Title: Operations Analyst, Community Development&Environmental Services Date: 5/23/2014 11:32:20 AM Name: FrenchJames Title: Director-Operations Support, Operations&Regulatory Management Date: 5/23/2014 2:12:33 PM Name:NorthrupAdam Title: Procurement Specialist, Purchasing&General Services Date: 5/27/2014 8:15:06 AM Name: MarkiewiczJoanne Title: Director-Purchasing/General Services,Purchasing&General Services Date: 5/27/2014 9:34:10 PM Name: JohnsonScott Packet Page-1031- 6/10/2014 16.A.22. Title: Manager-Procurement,Purchasing&General Services Date: 5/28/2014 9:18:25 AM Name: MarcellaJeanne Title: Executive Secretary,Transportation Planning Date: 5/28/2014 11:28:53 AM Name: OberrathKaren Title: Accountant, Senior, Grants Management Office Date: 5/28/2014 1:12:13 PM Name: KlatzkowJeff Title: County Attorney, Date: 5/28/2014 4:03:22 PM Name: IsacksonMark Title: Director-Corp Financial and Mngmt Svs, Office of Management&Budget Date: 5/28/2014 5:23:34 PM Name: OchsLeo Title: County Manager, County Managers Office Date: 5/29/2014 4:05:57 PM Packet Page-1032- 6/10/2014 16.A.22. CoILVer County Administrative Se ices Division Purchasing INVITATION TO BID Date: 04/29/2014 From: Adam Northrup, Procurement Strategist (239) 252-6098 (Telephone) (239) 252-6302 (FAX) adamnorthrup @colliergov.net (Email) To: Prospective Vendors Subject: Solicitation: 14-6281 —Records Management Services As requested by the Growth Management Division, the Collier County Board of County Commissioners Purchasing Department has issued this ITB for the purpose of obtaining fair and competitive responses. Please refer to the Public Notice included in this document for the opening date and time and any applicable pre-ITB conference. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. We look forward to your participation in Collier County's competitive procurement process. cc: Laura Wells Purchasing Department.3327 Tamiami Trail East•Naples,Florida 34112-4901•www.colliergov.nettpurchasing ," ■ #14-6281 1 Records Management Services Packet Page-1033- 6/10/2014 16.A.22. Invitation to Bid Index Public Notice 3 Exhibit I: Scope of Work, Specifications and Response Format 4 Exhibit II: General Bid Instructions 9 Exhibit III: Standard Purchase Order Terms and Conditions 15 Exhibit IV: Additional ITB Terms and Conditions 18 Attachment 1: Vendor Submittal -Vendor's Non-Response Statement 25 Attachment 2: Vendor's Check List 26 Attachment 3: Vendor Submittal - Bid Response Form 27 Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit 29 Attachment 5: Vendor Submittal— Immigration Affidavit 30 Attachment 6: Vendor Substitute W—9 31 Attachment 7: Vendor Submittal- Insurance and Bonding Requirements 32 #14-6281 2 Records Management Services Packet Page-1034- 6/10/2014 16.A.22. Public Notice Sealed bid responses for Solicitation 14-6281 — Records Management Services, will be received electronic only at the Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112 until 3:00 PM, Collier County local time on 05/13/2014. Solicitation responses received after the stated time and date will not be accepted. Solicitation 14-6281 — Records Management Services All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. All solicitation responses must be made on the official ITB response form included and only available for download from the Collier County Purchasing Department Online Bidding System website noted herein. ITB Documents obtained from sources other than Collier County Purchasing may not be accurate or current. Collier County encourages vendors to utilize recycled paper on all manual bid response submittals. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA BY: /s/Joanne Markiewicz Director, Procurement Services Publicly posted on the Collier County Purchasing Department website: www.colliergov.net/purchasing and in the lobby of the Purchasing Building on Date. #14-6281 3 Records Management Services Packet Page-1035- 6/10/2014 16.A.22. Exhibit I: Scope of Work, Specifications and Response Format As requested by the Collier County Growth Management Division (hereinafter, the"Division or Department"), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County") has issued this Invitation to Bid (hereinafter, "ITB") with the intent of obtaining bids from interested and qualified firms in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work and specifications stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Purchasing Policy. Brief Description of Purchase Collier County is seeking a qualified contractor to store the County's current and future records at the Contractor's own facility and provide record retrieval services. Historically, County departments have spent approximately $102,000 per year. Background The Records Management Services will be comprehensive and all inclusive, providing Collier County with source document microfilm production, computer output Microfilm (COM), imaging, hard copy records storage, retrieval and destruction services, and vault storage for security microfilm and magnetic media. Detailed Scope of Work If an award is made to a new Contractor, it is anticipated that there may be a charge by the current Contractor to assist in the removal of County's records from the current holding facility. The current Contractor shall indicate any and all charges for this service in their Proposal response. It is anticipated that the current Contractor and the new Contractor (if applicable), under the supervision of the County staff, shall coordinate this transfer of records. Vendor(s) must have experience providing public records management services to Florida public agencies. Vendor(s) must provide three (3) Florida public agency references for each of the following five (5) service areas: 1. Hardcopy computer indexing, storage, and retrieval services. 2. Public records destruction services in accordance with Florida Department of State 3. Regulations. 4. Vault storage and retrieval services for security microfilm and magnetic media. 5. COM recording, processing, duplicating, microfilm and audio services. 6. Digital Conversion, Scanning of hardcopies. CONTRACT REQUIREMENTS: • Record Storage: The Contractor will be responsible for the initial pick-up and transfer of approximately 12,000 boxes of County records to the Contractor's facility from the current storage vendor (within fifteen (15) days of award). The Contractor will provide all equipment, materials, labor and transportation that may be necessary to unshelve (if applicable) all existing records; and to transfer, inventory and reshelve and/or re-label those records at the #14-6281 4 Records Management Services Packet Page-1036- 6/10/2014 16.A.22. awarded Contractor's storage facility. The current Contractor is located at 11901 Amedicus Lane, Ft. Myers, Fl. 33907 within fifty (50) miles of the County's CDES facility. • Security: Contractor shall be responsible, at its sole expense, for providing any and all security precautions necessary to ensure the safety of the County's records when transferring these records to the new facility, while in storage at the Contractor's facility, and when redelivering requested records to and from the County offices. • Contractor's Storage Facility: Must meet all of the State of Florida and local building and zoning regulations. It is desired that the Contractor's storage facility be located outside of a designated Hurricane Evacuation area, or to be sufficiently secure to prevent potential flood damage to the County's records. The facility must have proper ventilation, have a security alarm system, and fire extinguishers placed and marked in accordance with the Fire Department's regulations throughout the facility. Contractor shall also have regular pest control services in the records storage area. • Facility Access: Contractor shall ensure access to only the County's records to the records manager or his/her designee, protecting the County's records from theft, loss or damage. • Records Retrieval/Storage Services: Contractor will provide regular pickup services of the County's records from various County departments for storage (five (5) days per week, within forty-eight (48) hours upon request). The County estimates fifty (50) boxes per month coming into the Contractor's storage system. • Inventory Reports: Contractor will be responsible for maintaining a current inventory of all County records stored at the Contractor's facility and will provide the County Records Manager or his/her designee with a monthly inventory report to include box ID number and content. This inventory report will provide a summary of the total number of boxes, by size and type, grouped by account number. Proposers will submit a sample copy of this report with their bid documents. • Also, the Contractor should have in place (or a scheduled implementation) of providing Internet tracking capabilities so that the County can access (live) the status of all records by file number. This includes individual files within the stored boxes. The County would like to track the status of files while stored, retrieved and/or transported. • Contractor will provide records destruction services at the Contractor's facility upon receipt of written permission from Collier County's Records Manager. The County's Records Manager or his/her designee will coordinate all records destruction activities with the Contractor. Records shall not be destroyed without prior approval as stated above. Proposer shall include as part of their RFP submittal, a detailed description of the proposed records destruction method that will be used for the County's records. The successful Contractor's method of destruction of records is subject to modification and approval by the County. • Collier County is currently using a standard 15"x12"x10", 200#, 1-piece, corrugated storage box with insert handles and lid. The County may supply these boxes to the Contactor. Proposer is requested to submit as a part of its bid submission, a price for a box of equal quality. Bidder shall submit a priced based on an estimated quantity of six hundred (600) boxes per year. Proposer will be required to provide a sample box, after the bid opening, upon the County's request. • It will be necessary for the County to send designated employees to the Contractor's storage facility to review large volumes of records during regular business hours, 8:00am—5:00pm, #14-6281 5 Records Management Services Packet Page-1037- 6/10/2014 16.A.22. Monday through Friday. Please provide brief narrative of any restrictions your company may have regarding onsite inventories/audits. [No County employee will be given permission to the County's records at the Contractor's Storage facility without the approval of the County's Records Manager and/or his/her designees.] Hard Copy Record Storage: Hard copy records shall be stored in a free standing, single tenant, concrete or masonry structure of Type 4 protected non-combustionable heavy resistant construction as specified by the Standard Building Code, SBCCI. It shall meet or exceed the recommendations of the Florida Department of State found in Public Records Storage Guidelines, and shall be equipped with intrusion and fire alarms and a water sprinkler fire suppression system, monitored twenty-four(24) hours by UL approved agencies. Documentation to verify present monitoring agreements must be attached to the submitted bid documents. Vendor shall provide: 1. Records storage containers; 2. Pick-up and delivery via a bonded courier; 3. Computer indexing; 4. Access to records twenty-four (24) hours a day, seven (7) days a week; 5. A written, quarterly index of record holdings; 6. Destruction services in accordance with Rule Chapter 1 B-24, Florida Administrative Code. 7. A written statement of confidentiality from each applicable employee. Vault Storage Facilities for Security Microfilm and Magnetic Media: Microfilm and magnetic media shall be stored in a free standing, single tenant, concrete or masonry structure of Type 4 protected, non-combustionable heavy resistant construction as specified by the Standard Building Code, SBCCI. It shall meet or exceed the recommendations of the Florida Department of State found in Public Records Storage Guidelines and shall be equipped with intrusion and fire alarms, monitored twenty-four (24) hours by UL approved agencies. Documentation to verify present monitoring agreements must be attached to the RFP response. Vendor shall provide: 1. Media storage containers 2. Pick-up and delivery via a bonded courier 3. Computer indexing 4. Access to records twenty-four (24) hours a day, seven days a week 5. A written, quarterly index of record holdings 6. Destruction services in accordance with Rule Chapter 1 B-24, Florida Administrative Code 7. Inert gas fire suppression equipment 8. Storage to meet or exceed requirements of Rule Chapter 1B-26,Florida Administrative Code 9. Magnetic media transport containers shall be used for all pick-up and deliveries of magnetic media 10. A written statement of confidentiality from each applicable employee #14-6281 6 Records Management Services Packet Page-1038- 6/10/2014 16.A.22. Computer Output Microfilm (COM): Vendor shall provide: 1. 105mm COM Fiche recording 2. Processing 3. Duplication 4. Form slides 5. Storage to meet or exceed the requirements of Chapter 1 B-26, Florida Administrative Code Scanning Services: Vendor shall provide scanning services in accordance with the requirements of Rule Chapter 1 B-26, Florida Administrative Code, with a minimum of three hundred (300) dots per inch scanning density for normal office documents and a minimum of three hundred (300) dots per inch for documents with background detail. Award Criteria ITB award criteria is as follows: • All questions on the Bid document shall be answered as to price(s), time requirements, and required document submissions. • Award shall be based upon the responses to all questions on the Bid Response Page(s). • Further consideration may include but not be limited to, references, completeness of bid response and past performances on other County bids/projects. • Prices will be read in public exactly as input on the electronic bid response form or written on the manually submitted Bid Response Page(s) at the time of the bid opening; however, should an error in calculations occur whenever unit pricing and price extensions are requested, the unit price shall prevail. Mathematical miscalculations may be corrected by the County to reflect the proper response. • The County's Purchasing Department reserves the right to clarify a vendor's proposal prior to the award of the solicitation. • It is the intent of Collier County to award to the lowest, qualified and responsive vendor(s) in accordance with the following methodology: Section 1: Insert a price for removal of records from our current provider to your facility. Section 2: Insert a price for the products and services listed in line items 2—34. Report line 35 -Total, on Attachment 3: Bid Response Form. Section 3: Insert a price for the products and services listed in lines 36-41. Section 4: List business hours in lines 42-44. The qualified bidder with the lowest section 2 total (line 34)will be awarded the bid. • Collier County reserves the right to select one, or more than one suppliers, however, it is the intent to select a single awardee. • The contract will be in the form of a standard County Purchase Order. Term of Contract #14-6281 7 Records Management Services Packet Page-1039- 6/10/2014 16.A.22. The contract term, if an award is made, is intended to be for three (3) years, with two (2), three (3) year renewals. Prices shall remain firm for the initial term of this contract. Price adjustments can only be requested during the contract renewal period and are dependent upon the consumer price index (CPI) over the past twelve (12) months, budget availability and program manager approval. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. Projected Timetable Event Date Issue Solicitation Notice 04/29/2014 Last Date for Receipt of Written Questions 05/09/2014, 3:00PM Solicitation Deadline Date and Time 05/13/2014, 3:00PM Anticipated Evaluation of Submittals Week of 5/13/2014 Anticipated Board of County Commissioner's Contract 5/27/2014 Approval Date Vendor Required Documents • Attachment 2: Vendor's Check List • Attachment 3: Vendor Bid Response Form • Attachment 4: Local Vendor Preference • Attachment 5: Immigration Law Affidavit • Attachment 6: Vendor Substitute W-9 • Attachment 7: Insurance and Bonding Requirement • Attachment 8: References • Attachment 9: Audits and Destruction • Attachment 10: Requirements #14-6281 8 Records Management Services Packet Page-1040- 6/10/2014 16.A.22. Exhibit II: General Bid Instructions 1. Purpose/Objective As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier County Board of County Commissioners Purchasing Department (hereinafter, the County) has issued this Invitation to Bid (hereinafter, the "ITB", or"Bid") with the sole purpose and intent of obtaining bid responses from interested and qualified firms in accordance with the terms, conditions, and specifications stated and/or attached herein/hereto. The successful vendor will hereinafter be referred to as the "Vendor" All bids must be submitted on the Bid form furnished by the County noted in Attachments 2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly signed. Vendor is responsible to read and follow the instructions very carefully, as any misinterpretation or failure to comply with these instructions could lead to the bid submitted as being rejected as non-responsive. 2. Pricing Vendors must provide unit prices using the unit of measured specified by the County. All prices will remain firm for a period of one hundred and eighty (180) calendar days from date of bid opening. After award by the Board of County Commissioners, prices may only be adjusted as outlined in Exhibit I: Term of Contract. 3. Alternate Bid Pricing In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide pricing for all alternates as listed. The omission of a response or a no-bid or lack of a submitted price will be the basis for the rejection of the submitted bid response. All bids responses received without pricing for all alternates as listed will be considered technically non-responsive and will not be considered for award. 4. Equal Product Manufacturer's name, brand name and/or model number are used in these specifications for the purpose of establishing minimum requirements of level of quality, standards of performance and/or design required, and is in no way intended to prohibit the bidding of other manufacturer's items of equal or similar material. An equal or similar product may be bid, provided that the product is found to be equal or similar in quality, standard of performance, design, etc. to the item specified. Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid as equal or similar. Equal product samples, if required for evaluation, and at no cost to the County, must be submitted with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless samples are delivered to specified address by bid due date. The County shall be sole judge of equality or similarity, and its decision shall be final in the best interest. #14-6281 9 Records Management Services Packet Page-1041- 6/10/2014 16.A.22. 5. Discounts Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be considered in the award of tie bids. In no instance should payment terms less than fifteen (15) calendar days be offered. 6. Exceptions Vendors taking exception to any part or section of these specifications shall indicate such exceptions on a separate sheet entitled "EXCEPTIONS TO SPECIFICATIONS." Failure to indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully comply with the specifications as written. The County, at its sole discretion, shall determine if the exceptions are material in nature, and if the Vendor's exceptions may be declared grounds for rejection of bid proposal. 7. Addenda The County reserves the right to formally amend and/or clarify the requirements of the bid specifications where it deems necessary. Any such addendum/clarification shall be in writing and shall be distributed electronically to all parties who received the original bid specifications prior to the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through a notice of addendum or questions and answers to all vendors registered under the applicable commodity code(s) at the time when the original ITB was released, as well as those vendors who downloaded the ITB document. Additionally, all addendums are posted on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. Before submitting a bid response, please make sure that you have read all, understood clearly and complied completely with any changes stated in the addenda as failure to do so may result in the rejection of your submittal. 8. Bid Submission All electronic bids shall be submitted online via the Collier County Purchasing Department Online Bidding System: www.colliergov.net/bid. Vendors who wish to receive copies of bids after the bid opening may view and download same from the Collier County Purchasing Department Internet bid site. 9. Questions If the vendor should be of the opinion that the meaning of any part of the Bid Document is doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement Strategist before the bid opening date. Direct questions related to this ITB only to the Collier County Purchasing Department Internet website: www.colliergov.net/bid. Questions will not be answered after the date noted on the ITB. Vendors must clearly understand that the only official answer or position of the County will be the one stated on the Collier County Purchasing Department Online Bidding System website. For general questions, please call the referenced Procurement Strategist identified in the Public Notice. 10. Protests #14-6281 10 Records Management Services Packet Page-1042- 6/10/2014 16.A.22. Any prospective vendor/proposer who desires to protest any aspect(s) or provision(s) of the solicitation (including the form of the solicitation documents or procedures) shall file their protest with the Procurement Director prior to the time of the bid opening strictly in accordance with the County's then current purchasing ordinance and policies. 11. Rejection and Waiver The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to select the bid that best meets the requirements of the County. Vendors whose bids, past performance or current status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements denoted may be rejected as non- responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide all required information, documents or materials may be rejected as non-responsive. 12. Local Vendor Preference (LVP) The County is using the Competitive Sealed Quotation methodology of source selection for this procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier County Purchasing Ordinance. Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year. Under this solicitation, bidders desiring to receive local preference will be invited and required to affirmatively state and provide documentation as set forth in the solicitation in support of their status as a local business. Any bidder who fails to submit sufficient documentation with their bid offer shall not be granted local preference consideration for the purposes of that specific contract award. Except where federal or state law, or any other funding source, mandates to the contrary, Collier County and its agencies and instrumentalities, will give preference to local businesses in the following manner. Competitive bid (local price match option). Each formal competitive bid solicitation shall clearly identify how the price order of the bids received will be evaluated and determined. When a qualified and responsive, non-local business submits the lowest price bid, and the bid submitted by one or more qualified and responsive local businesses is within ten percent of the price submitted by the non-local business, then the local business with the apparent lowest bid offer (i.e., the lowest local bidder) shall have the opportunity to submit an offer to match the price(s), less one (1) dollar, offered by the overall lowest, qualified and responsive bidder. In #14-6281 11 Records Management Services Packet Page-1043- 6/10/2014 16.A.22. such instances, staff shall first verify if the lowest non-local bidder and the lowest local bidder are in fact qualified and responsive bidders. Next, the Purchasing Department shall determine if the lowest local bidder meets the requirements of Fla. Stat. Sec.287.087 (Preferences to businesses with drug-free workplace programs). If the lowest local bidder meets the requirements of Fla. Stat. Sec. 287.087, the Purchasing Department shall invite the lowest local bidder to submit a matching offer, less one (1) dollar, within five (5) business days thereafter. If the lowest local bidder submits an offer that fully matches the lowest bid, less one (1) dollar, from the lowest non-local bidder tendered previously, then award shall be made to the local bidder. If the lowest local bidder declines or is unable to match the lowest non-local bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the lowest local bidder does not meet the requirement of Fla. Stat. Sec 287.087, and the lowest non-local bidder does, award will be made to the bidder that meets the requirements of the reference state law. Bidder must complete and submit with their bid response the Affidavit for Claiming Status as a Local Business which is included as part of this solicitation. Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude said Bidder from being considered for local preference on this solicitation. A Bidder who misrepresents the Local Preference status of its firm in a bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one (1) year. The County may, as it deems necessary, conduct discussions with responsible bidders determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. 13. Immigration Affidavit Certification Statutes and executive orders require employers to abide by the immigration laws of the United States and to employ only individuals who are eligible to work in the United States. The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-based means of verifying employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility verification requirements. The program will be used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and construction services. Exceptions to the program: • Commodity based procurement where no services are provided. • Where the requirement for the affidavit is waived by the Board of County Commissioners Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also required to provide the Collier County Purchasing Department an executed affidavit certifying they shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the Bidder/Vendor does not comply with providing both the acceptable E-Verify evidence and the executed affidavit the bidder's/vendor's proposal may be deemed non-responsive. #14-6281 12 Records Management Services Packet Page-1044- 6/10/2014 16.A.22. Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all purchases not covered under the "Exceptions to the program" clause above. For additional information regarding the Employment Eligibility Verification System (E-Verify) program visit the following website: http://www.dhs.gov/E-Verify. It shall be the vendor's responsibility to familiarize themselves with all rules and regulations governing this program. Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with the provisions contained within this affidavit. Failure by the awarded firm(s)to comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said agreement immediately. 14. Lobbying All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied either individually or collectively about a project for which a firm has submitted a bid. Firms and their agents are not to contact members of the County Commission for such purposes as meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to final Board approval, no firm or its agent shall contact any other employee of Collier County with the exception of the Purchasing Department. 15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501) In order to be considered for award, firms must be registered with the Florida Department of State Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A copy of the document may be submitted with the solicitation response and the document number shall be identified. Firms who do not provide the certificate of authority at the time of response shall be required to provide same within five (5) days upon notification of selection for award. If the firm cannot provide the document within the referenced timeframe, the County reserves the right to award to another firm. 16. General Information When it is deemed by the County that a bid cannot be awarded as originally intended, the County reserves the right to award this bid through an approach which is the best interest of the County. Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying as low bid, the County shall ask vendors to submit certification that they have a drug-free workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said certification; the County will give local vendor preference. 17. Bid Award Process Award of contract will be made by the Board of County Commissioners in public session. Award shall be made in a manner consistent with the County's Purchasing Policy. Award recommendations will be posted outside the offices of the Purchasing Department as well as on #14-6281 13 Records Management Services Packet Page-1045- 6/10/2014 16.A.22. the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the County Commission meetings. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Procurement Director within two (2) calendar days (excluding weekends and County holidays) of the date that the recommended award is posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the office of the Procurement Director. s-. #14-6281 14 Records Management Services Packet Page-1046- 6/10/2014 16.A.22. Exhibit III: Standard Purchase Order Terms and Conditions 1. Offer delivery; provided that risk of loss prior to This offer is subject to cancellation by the actual receipt of the goods by the COUNTY COUNTY without notice if not accepted by nonetheless remain with VENDOR. VENDOR within fourteen (14) days of issuance. b) No charges will be paid by the COUNTY for packing, crating or cartage unless otherwise 2. Acceptance and Confirmation specifically stated in this Purchase Order. This Purchase Order (including all documents Unless otherwise provided in Purchase attached to or referenced therein) constitutes Order, no invoices shall be issued nor the entire agreement between the parties, unless payments made prior to delivery. Unless otherwise specifically noted by the COUNTY on freight and other charges are itemized, any the face of this Purchase Order. Each delivery of discount will be taken on the full amount of goods and/or services received by the COUNTY invoice. from VENDOR shall be deemed to be upon the c) All shipments of goods scheduled on the terms and conditions contained in this Purchase same day via the same route must be Order. consolidated. Each shipping container must be consecutively numbered and marked to No additional terms may be added and Purchase show this Purchase Order number. The Order may not be changed except by written container and Purchase Order numbers must instrument executed by the COUNTY. VENDOR be indicated on bill of lading. Packing slips is deemed to be on notice that the COUNTY must show Purchase Order number and objects to any additional or different terms and must be included on each package of less conditions contained in any acknowledgment, than container load (LCL) shipments and/or invoice or other communication from VENDOR, with each car load of equipment. The notwithstanding the COUNTY'S acceptance or COUNTY reserves the right to refuse or payment for any delivery of goods and/or return any shipment or equipment at services, or any similar act by VENDOR. VENDOR'S expense that is not marked with Purchase Order numbers. VENDOR agrees 3. Inspection to declare to the carrier the value of any All goods and/or services delivered hereunder shipment made under this Purchase Order shall be received subject to the COUNTY'S and the full invoice value of such shipment. inspection and approval and payment therefore d) All invoices must contain the Purchase Order shall not constitute acceptance. All payments are number and any other specific information as subject to adjustment for shortage or rejection. identified on the Purchase Order. Discounts All defective or nonconforming goods will be of prompt payment will be computed from the returned pursuant to VENDOR'S instruction at date of receipt of goods or from date of VENDOR'S expense. receipt of invoices, whichever is later. Payment will be made upon receipt of a To the extent that a purchase order requires a proper invoice and in compliance with series of performances by VENDOR, the Chapter 218, Fla. Stats., otherwise known as COUNTY prospectively reserves the right to the "Local Government Prompt Payment cancel the entire remainder of the Purchase Act," and, pursuant to the Board of County Order if goods and/or services provided early in Commissioners Purchasing Policy. the term of the Purchase Order are non-conforming or otherwise rejected by the 5. Time Is Of the Essence COUNTY. Time for delivery of goods or performance of services under this Purchase Order is of the 4. Shipping and Invoices essence. Failure of VENDOR to meet delivery a) All goods are FOB destination and must be schedules or deliver within a reasonable time, as suitably packed and prepared to secure the interpreted by the COUNTY in its sole judgment, lowest transportation rates and to comply shall entitle the COUNTY to seek all remedies with all carrier regulations. Risk of loss of available to it at law or in equity. VENDOR any goods sold hereunder shall transfer to agrees to reimburse the COUNTY for any the COUNTY at the time and place of expenses incurred in enforcing its rights. #14-6281 15 Records Management Services Packet Page-1047- 6/10/2014 16.A.22. VENDOR further agrees that undiscovered VENDOR shall indemnify and hold harmless the delivery of nonconforming goods and/or services COUNTY from any and all claims, including is not a waiver of the COUNTY'S right to insist claims of negligence, costs and expenses, i• ■ upon further compliance with all specifications. including but not limited to attorneys'fees, arising from, caused by or related to the injury or death 6. Changes of any person (including but not limited to The COUNTY may at any time and by written employees and agents of VENDOR in the notice make changes to drawings and performance of their duties or otherwise), or specifications, shipping instructions, quantities damage to property (including property of the and delivery schedules within the general scope COUNTY or other persons), which arise out of or of this Purchase Order. Should any such change are incident to the goods and/or services to be increase or decrease the cost of, or the time provided hereunder. required for performance of the Purchase Order, an equitable adjustment in the price and/or 11. Warranty of Non-Infringement delivery schedule will be negotiated by the VENDOR represents and warrants that all goods COUNTY and VENDOR. Notwithstanding the sold or services performed under this Purchase foregoing, VENDOR has an affirmative obligation Order are: a) in compliance with applicable laws; to give notice if the changes will decrease costs. b) do not infringe any patent, trademark, Any claims for adjustment by VENDOR must be copyright or trade secret; and c) do not constitute made within thirty (30) days from the date the unfair competition. change is ordered or within such additional period of time as may be agreed upon by the VENDOR shall indemnify and hold harmless the parties. COUNTY from and against any and all claims, including claims of negligence, costs and 7. Warranties expense, including but not limited to attorneys' VENDOR expressly warrants that the goods fees, which arise from any claim, suit or and/or services covered by this Purchase Order proceeding alleging that the COUNTY'S use of will conform to the specifications, drawings, the goods and/or services provided under this samples or other descriptions furnished or Purchase Order are inconsistent with VENDOR'S specified by the COUNTY, and will be of representations and warranties in section 11 (a). r� satisfactory material and quality production, free from defects and sufficient for the purpose If any claim which arises from VENDOR'S breach intended. Goods shall be delivered free from any of section 11 (a) has occurred, or is likely to security interest or other lien, encumbrance or occur, VENDOR may, at the COUNTY'S option, claim of any third party. These warranties shall procure for the COUNTY the right to continue survive inspection, acceptance, passage of title using the goods or services, or replace or modify and payment by the COUNTY. the goods or services so that they become non-infringing, (without any material degradation 8. Statutory Conformity in performance, quality, functionality or additional Goods and services provided pursuant to this cost to the COUNTY). Purchase Order, and their production and transportation shall conform to all applicable 12. Insurance Requirements laws, including but not limited to the Occupational The VENDOR, at its sole expense, shall provide Health and Safety Act, the Federal commercial insurance of such type and with such Transportation Act and the Fair Labor Standards terms and limits as may be reasonably Act, as well as any law or regulation noted on the associated with the Purchase Order. Providing face of the Purchase Order. and maintaining adequate insurance coverage is a material obligation of the VENDOR. All 9. Advertising insurance policies shall be executed through No VENDOR providing goods and services to the insurers authorized or eligible to write policies in COUNTY shall advertise the fact that it has the State of Florida. contracted with the COUNTY for goods and/or services, or appropriate or make use of the 13. Compliance with Laws COUNTY'S name or other identifying marks or In fulfilling the terms of this Purchase Order, property without the prior written consent of the VENDOR agrees that it will comply with all COUNTY'S Purchasing Department. federal, state, and local laws, rules, codes, and ordinances that are applicable to the conduct of .-. its business. By way of non-exhaustive example, 10. Indemnification this shall include the American with Disabilities Act and all prohibitions against discrimination on #14-6281 16 Records Management Services Packet Page-1048- 6/10/2014 16.A.22. the basis of race, religion, sex creed, national conditions of this Purchase Order, provided that origin, handicap, marital status, or veterans' COUNTY has provided VENDOR with notice of status. Further, VENDOR acknowledges and such breach and VENDOR has failed to cure without exception or stipulation shall be fully within 10 days of receipt of such notice. responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 19. General as located at 8 U.S.C. 1324, et seq. and a) This Purchase Order shall be governed by regulations relating thereto, as either may be the laws of the State of Florida. The venue amended. Failure by the awarded firm(s) to for any action brought to specifically enforce comply with the laws referenced herein shall any of the terms and conditions of this constitute a breach of the award agreement and Purchase Order shall be the Twentieth the County shall have the discretion to Judicial Circuit in and for Collier County, unilaterally terminate said agreement Florida immediately. Any breach of this provision may b) Failure of the COUNTY to act immediately in be regarded by the COUNTY as a material and response to a breach of this Purchase Order substantial breach of the contract arising from by VENDOR shall not constitute a waiver of this Purchase Order. breach. Waiver of the COUNTY by any default by VENDOR hereunder shall not be 14. Force Majeure deemed a waiver of any subsequent default Neither the COUNTY nor VENDOR shall be by VENDOR. responsible for any delay or failure in c) All notices under this Purchase Order shall performance resulting from any cause beyond be sent to the respective addresses on the their control, including, but without limitation to face page by certified mail, return receipt war, strikes, civil disturbances and acts of nature. requested, by overnight courier service, or by When VENDOR has knowledge of any actual or personal delivery and will be deemed potential force majeure or other conditions which effective upon receipt. Postage, delivery and will delay or threatens to delay timely other charges shall be paid by the sender. A performance of this Purchase Order, VENDOR party may change its address for notice by shall immediately give notice thereof, including all written notice complying with the relevant information with respects to what steps requirements of this section. VENDOR is taking to complete delivery of the d) The Vendor agrees to reimbursement of any goods and/or services to the COUNTY. travel expenses that may be associated with this Purchase Order in accordance with 15. Assignment Florida Statute Chapter 112.061, Per Diem VENDOR may not assign this Purchase Order, and Travel Expenses for Public Officers, nor any money due or to become due without the employees and authorized persons. prior written consent of the COUNTY. Any e) In the event of any conflict between or assignment made without such consent shall be among the terms of any Contract Documents deemed void. related to this Purchase Order, the terms of the Contract Documents shall take 16. Taxes precedence over the terms of the Purchase Goods and services procured subject to this Order. To the extent any terms and /or Purchase Order are exempt from Florida sales conditions of this Purchase Order duplicate and use tax on real property, transient rental or overlap the Terms and Conditions of the property rented, tangible personal purchased or Contract Documents, the provisions of the rented, or services purchased (Florida Statutes, Terms and/or Conditions that are most Chapter 212), and from federal excise tax. favorable to the County and/or provide the greatest protection to the County shall 17. Annual Appropriations govern. The COUNTY'S performance and obligation to pay under this Purchase Order shall be contingent upon an annual appropriation of funds. 18. Termination This Purchase Order may be terminated at any time by the COUNTY upon 30 days prior written notice to the VENDOR. This Purchase Order may be terminated immediately by the COUNTY for breach by VENDOR of the terms and #14-6281 17 Records Management Services Packet Page-1049- 6/10/2014 16.A.22. Exhibit IV: Additional ITB Terms and Conditions 1. Additional Items and/or Services During the contract term, Collier County reserves the right to add related items and/or services upon negotiation of a satisfactory price by the Project Manager and Vendor. 2. Conflict of Interest Vendor shall provide a list of any businesses and/or organizations to which the firm has any affiliation or obligations within the past five (5) years; whether paid or donated, which could be construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution. 3. Vendor Performance Evaluation Collier County has implemented a Vendor Performance Evaluation System for all contracts awarded in excess of$25,000. To this end, vendors will be evaluated on their performance upon completion/termination of agreement. 5. Use of Subcontractors Bidders on any service related project, including construction, must be qualified and directly responsible for 51% or more of the solicitation amount for said work. 6. Deductions for Non-Performance The County reserves the right to deduct a portion of any invoice for goods not delivered, or services not performed in accordance with requirements, including required timeframe. The County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies directly related to the Vendor's non-performance. 7. Offer Extended to Other Governmental Entities Collier County encourages and agrees to the successful vendor extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful vendor. 8. Environmental Health and Safety All Vendors and Sub vendors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. All firewall penetrations must be protected in order to meet Fire Codes. Collier County Government has authorized OSHA representatives to enter any Collier County facility, property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This provision is non-negotiable by any department and/or Vendor. #14-6281 18 Records Management Services Packet Page-1050- 6/10/2014 16.A.22. All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination and Arc Flash Studies where relevant as determined by the engineer. All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective labels. 9. Florida Wood Products The Vendor/Contractor agrees to comply with Florida Statute 255.20 to provide lumber, timber and other forest products produced and manufactured in the State of Florida as long as the price, fitness and quality are equal. 10. Public Records Compliance The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes, rules, regulations and requirements of any governmental agencies. 11. Standards of Conduct The Vendor shall employ people to work on County projects who are neat, clean, well-groomed and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent employees who are physically capable of performing their employment duties. The County may require the Vendor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on Collier County projects is not in the best interest of the County. 12. Licenses The Vendor is required to possess the correct professional and other licenses, and any other authorizations necessary to perform the required work pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of all the required licenses must be submitted with the bid response indicating that the entity bidding, as well as the team assigned to the County account, is properly licensed to perform the activities or work included in the ITB documents. Failure on the part of any vendor to supply this documentation with their bid response may be grounds for deeming vendor non-responsive. A Vendor with an office within Collier County is required to have an occupational license. All State Certified contractors who may need to pull Collier County permits or call in inspections must complete a Collier County Contractor License registration form and submit the required fee. After registering the license/registration will need to be renewed thereafter to remain "active" in Collier County. Questions regarding professional licenses should be directed to Contractor Licensing, Community Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions regarding required Business Tax Receipt (formerly known as Occupational Licenses) should be directed to the Tax Collector's Office at (239) 252-2477. 13. Protection of Property The Vendor shall ensure that the service is performed in such manner as to not damage any property. In the event damage occurs to any property as a direct result of the Vendor or their Sub vendor in the performance of the required service, the Vendor shall repair/replace, to the County's satisfaction, damaged property at no additional cost to the County. If the damage caused by the Vendor or their Sub vendor has to be repaired/replaced by the County, the cost of such work will be deducted from the monies due the Vendor. #14-6281 19 Records Management Services Packet Page-1051- 6/10/2014 16.A.22. 14. Prohibition of Gifts to County Employees No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 15. Invoice and Payments Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes. Vendor's invoices must include: • Purchase Order Number • Description and quantities of the goods or services provided per instructions on the County's purchase order or contract. Invoices shall be sent to: Board of County Commissioners Clerk's Finance Department ATTN: Accounts Payable 3299 Tamiami Trail E Ste 700 Naples FL 34112 Or emailed to: bccapclerk(a�collierclerk.com. Collier County, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. Payment methods include: • Traditional — payment by check, wire transfer or other cash equivalent. • Standard —payment by purchasing card. Collier County's Purchasing Card Program is supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. The County may not accept any additional surcharges (credit card transaction fees) as a result of using the County's credit card for transactions relating to this solicitation. The County will entertain bids clearly stating pricing for standard payment methods. An additional separate discounted price for traditional payments may be provided at the initial bid submittal if it is clearly marked as an "Additional Cash Discount." Upon execution of the Contract and completion of each month's work, payment requests may be submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for payment without prior approval from the Project manager. All invoices should be submitted within the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment) unless specifically authorized by the Project Manager. #14-6281 20 Records Management Services Packet Page-1052- 6/10/2014 16.A.22. Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of"laches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. In instances where the successful contractor may owe debts (including, but not limited to taxes or other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy. these debts, the County reserves the right to off-set the amount owed to the County by applying the amount owed to the vendor or contractor for services performed of for materials delivered in association with a contract. Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of any payment for work not performed or for unsatisfactory performance of Contractual requirements. 16. Survivability Purchase Orders: The Consultant/Contractor/Vendor agrees that any Purchase Order that extends beyond the expiration date of the original Solicitation 14-6281 — Records Management Services will survive and remain subject to the terms and conditions of that Agreement until the completion or termination of this Purchase Order. 17. Insurance Requirements The Vendor shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in Insurance and Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain property insurance upon the entire project, if required, to the full insurable value of the scope of work. The County and the Vendor waive against each other and the County's separate Vendors, Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts. Collier County shall be responsible for purchasing and maintaining, its own liability insurance. Certificates issued as a result of the award of this solicitation must identify "For any and all work performed on behalf of Collier County." The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall name Collier County, Florida, as an additional insured as to the operations of Vendor under this solicitation and shall contain a severability of interests provisions. Collier County Board of County Commissioners shall be named as the Certificate Holder. The "Certificate Holder" should read as follows: Collier County Board of County Commissioners #14-6281 21 Records Management Services Packet Page-1053- 6/10/2014 16.A.22. Naples, Florida The amounts and types of insurance coverage shall conform to the minimum requirements set forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services Office (ISO)forms and endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under any of the below listed minimum required coverage, Vendor must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be Vendor's sole responsibility. Coverage(s) shall be maintained without interruption from the date of commencement of the Work until the date of completion and acceptance of the scope of work by the County or as specified in this solicitation, whichever is longer. The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the County for such costs within thirty (30) days after demand, the County has the right to offset these costs from any amount due Vendor under this Agreement or any other agreement between the County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or companies used. The decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights under the Contract Documents. If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Vendor to provide the County with such renewal certificate(s) shall be considered justification for the County to terminate any and all contracts. 18. Collier County Information Technology Requirements All vendor access will be done via VPN access only. All access must comply with current published County Manager Agency (CMA) policies. Current policies that apply are CMAs 5402, 5403 and 5405. These policies will be available upon request from the Information Technology Department. All vendors will be required to adhere to IT policies for access to the County network. Vendors are required to notify the County in writing twenty-four (24) hours in advance as to when access to the network is planned. Included in this request must be a detailed work plan with actions that will be taken at the time of access. The County IT Department has developed a Technical Architecture Requirements Document that is required to be filled out and submitted with your bid response. This document can be found on the Collier County Purchasing Department website: www.colliergov.net/ourchasina. On the left hand side of the menu, click on CC Technical Requirements. If this document is not submitted with your bid response, your bid response may be deemed non-responsive. #14-6281 22 Records Management Services Packet Page-1054- 6/10/2014 16.A.22. 19. Security and Background Checks If required, Vendor/Contractor/ Proposer shall be responsible for the costs of providing background checks by the Collier County Facilities Management Department, and drug testing for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four(4) years. 20. Debris Vendor shall be responsible for the removal and disposal of all debris from the site and the cleaning of the affected areas. Vendor shall keep the premises free of debris and unusable materials resulting from their work and as work progresses; or upon the request of the County's representative, shall remove and dispose such debris and materials from the property. The Vendor shall leave all affected areas as they were prior to beginning work. 21. Direct Material Purchase The County reserves the right to require Vendor to assign some or all of its agreements with material suppliers directly to the County. Any such goods and/or materials purchased by the County pursuant to such an assignment of a material supply agreement shall be referred to as "County Furnished Materials" and the responsibilities of both the County and the Vendor relating to said materials shall be governed by the terms and conditions of this solicitation. Additionally, the County at its sole option may choose to purchase some or all of the goods and/or materials from other suppliers. In either instance the County may require the following information from the Vendor: • Required quantities of material. • Specifications relating to goods and/or materials required for job including brand and/or model number or type if applicable • Pricing and availability of goods and/or materials provided under Vendor's agreements with material suppliers 22. Grant Compliance The purchase of any goods and/or services that are funded through Federal Grant Appropriations, the State of Florida, or any other public or private foundations shall be subject to the compliance and reporting requirements of the granting agency. 23. Equipment Vendor shall have available and in good working condition, the necessary equipment to perform the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for each. Hourly rates will commence once equipment arrives at the service site. In the event that additional specialized and/or heavy equipment (backhoe, crane, mudhog, etc.) is needed, the Project Manager must be notified in advance for approval. The reimbursement of additional equipment expense shall be at cost and will commence once equipment arrives at the service site. The County reserves the right to request and obtain documentation of the Vendor's cost, and to withhold payments until documentation is provided. #14-6281 23 Records Management Services Packet Page-1055- 6/10/2014 16.A.22. The scope of these specifications is to ensure the delivery of a complete unit ready for operation. Omission of any essential detail from these specifications does not relieve the Vendor from furnishing a complete unit. �. All equipment must be new and of current manufacture in production at the time of ITB opening, and carry standard warranties. At the time of delivery, at least two (2) complete shop repair manuals and parts lists must be furnished with each type of equipment. Vendor must service all equipment prior to delivery and/or acceptance by the County. #14-6281 24 Records Management Services Packet Page-1056- 6/10/2014 16.A.22. Ca ler County Administrative Services Division Purchasing Attachment 1: Vendor Submittal -Vendor's Non-Response Statement The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear, concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department, 3327 Tamiami Trail East, Naples, Florida 34112. We are not responding to this ITB for the following reason(s): Solicitation: 14-6281 —Records Management Services ❑ Services requested not available through our company. ❑ Our firm could not meet specifications/scope of work. ❑ Specifications/scope of work not clearly understood (too vague, rigid, etc.) ❑ Project is too small. ❑ Insufficient time allowed for preparation of response. ❑ Incorrect address used. Please correct mailing address: Other reason(s): Firm's Complete Legal Name Address • City, State, Zip Telephone Number FAX Number Signature/Title Type Name of Signature Date: #14-6281 25 Records Management Services Packet Page-1057- 6/10/2014 16.A.22. Cofer County Mnlinistrative Services Division Purchasing Attachment 2: Vendor's Check List IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the spaces indicated and return with bid. Vendor should check off each of the following items as the necessary action is completed: 1. The Bid has been signed. 2. The Bid prices offered have been reviewed. 3. The price extensions and totals have been checked. 4. The payment terms have been indicated. 5. Any required drawings, descriptive literature, etc. have been included. 6. Any delivery information required is included. 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Addendum have been signed and included, if applicable. 9. Affidavit for Claiming Status as a Local Business, if applicable. 10. Immigration Affidavit and company's E-Verify profile page or memorandum of understanding. 11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB. 12. Documentation of monitoring agreements. 13. Sample of inventory report. 14. The mailing envelope must be addressed to: Procurement Director Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 The mailing envelope must be sealed and marked with: • Solicitation: 14-6281 — Records Management • Opening Date: 05/13/2014, 3:00PM 15. The bid will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise bid cannot be considered.) ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. Company Name Signature &Title Date #14-6281 26 Records Management Services Packet Page-1058- 6/10/2014 16.A.22. �-• Co ier City Admfnishafrve Services Division Purchasing Attachment 3: Vendor Submittal - Bid Response Form FROM: Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: Solicitation: 14-6281 —Records Management Services Dear Commissioners: The undersigned, as Vendor, hereby declares that the specifications have been fully examined and the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as per the scope of work. The Vendor further declares that the only persons, company or parties interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is made without connection with any other person, company or companies submitting a Bid; and it is all respects fair and in good faith, without collusion or fraud. The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued purchase order or formal contract, to comply with the requirements in full in accordance with the terms, conditions and specifications denoted herein, according to the following unit prices: 35 Total $ Any discounts or terms must be shown on the Bid Response Form. Such discounts, if any, will be considered and computed in the tabulation of the bids. In no instance should terms for less than fifteen (15) days payment be offered. Prompt Payment Terms: % Days; Net Days Z Bid Response Form is electronic. Please input your prices online. Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY of your bid response pages. The undersigned do agree that should this Bid be accepted, to execute a formal contract, if required, and present the formal contract to the County Procurement Director for approval within fifteen (15) days after being notified of an award. #14-6281 27 Records Management Services Packet Page-1059- 6/10/2014 16.A.22. IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of , 20 in the County of , in the State of Firm's Complete Legal Name Address City, State, Zip Florida Certificate of Authority Document Number Federal Tax Identification Number CCR# or CAGE Code Telephone Number FAX Number Signature/Title Type Name of Signature Date Additional Contact Information Send Payments To: (REQUIRED ONLY if different from above) Firm's Complete Legal Name Address City, State, Zip Contact Name Telephone Number FAX Number Email Address #14-6281 28 Records Management Services Packet Page-1060- 6/10/2014 16.A.22. co it* Comity my Administrative Services Division Purchasing Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit Solicitation: 14-6281 —Records Management Services (Check Appropriate Boxes Below) State of Florida (Select County if Vendor is described as a Local Business ❑ Collier County ❑ Lee County Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy: Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a"local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year under this section. Vendor must complete the following information: Year Business Established in Ei Collier County or❑ Lee County: Number of Employees (Including Owner(s) or Corporate Officers): Number of Employees Living in ❑ Collier County or❑ Lee (Including Owner(s) or Corporate Officers): If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. Vendor Name: Date: Address in Collier or Lee County: Signature: Title: STATE OF FLORIDA ❑ COLLIER COUNTY ❑ LEE COUNTY Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of , 20 Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) #14-6281 29 Records Management Services Packet Page-1061- 6/10/2014 16.A.22. Crier County Adrnisaative Services Division Purchasing Attachment 5: Vendor Submittal—Immigration Affidavit Solicitation: 14-6281 —Records Mangement Services This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program, may deem the Vendor/ Bidder's proposal as non-responsive. Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of the Immigration and Nationality Act("INA"). Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e) of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e) of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E- Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's/Bidder's proposal. Company Name Print Name Title Signature Date State of County of The foregoing instrument was signed and acknowledged before me this day of , 20 , by who has produced as identification. (Print or Type Name) (Type of Identification and Number) Notary Public Signature Printed Name of Notary Public Notary Commission Number/Expiration The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of this affidavit to interrogatories hereinafter made. #14-6281 30 Records Management Services Packet Page-1062- 6/10/2014 16.A.22. Co ier Comity ity Adnunistrarive Services Division �\ Purchasing Attachment 6: Vendor Substitute W—9 Request for Taxpayer Identification Number and Certification In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following information for tax reporting purposes from individuals and companies who do business with the County (including social security numbers if used by the individual or company for tax reporting purposes). Florida Statute 119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be used for no other purpose than herein stated. Please complete all information that applies to your business and return with your quote or proposal. 1. General Information (provide all information) Taxpayer Name (as shown on income tax return) Business Name (if different from taxpayer name) Address City State Zip Telephone FAX Email Order Information Remit/Payment Information Address Address City State Zip _ City State Zip FAX FAX Email Email 2. Company Status(check only one) _Individual/Sole Proprietor _Corporation _Partnership Tax Exempt(Federal income tax-exempt entity Limited Liability Company under Internal Revenue Service guidelines IRC 501 (c) 3) Enter the tax classification (D=Disregarded Entity, C=Corporation, P=Partnership) 3. Taxpayer Identification Number(for tax reporting purposes only) Federal Tax Identification Number(TIN) (Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.) 4. Sign and Date Form Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Signature Date Title Phone Number #14-6281 31 Records Management Services Packet Page-1063- 6/10/2014 16.A.22. Cott County Administrative Services Division Purchasing Attachment 7: Vendor Submittal -Insurance and Bonding Requirements Insurance/Bond Type Required Limits 1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $1,000,000 single limit per occurrence 3. ® Commercial General Bodily Injury and Property Damage Liability(Occurrence Form) patterned after the current $1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury ISO form Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. ® Indemnification To the maximum extent permitted by Florida law, the ContractorNendor/Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys'fees and paralegals'fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor/Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 4. ®Automobile Liability $ 500.000 Each Occurrence; Bodily Injury& Property Damage, Owned/Non-owned/Hired; Automobile Included 5. ® Other insurance as ❑Watercraft $ Per Occurrence noted: ❑ United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑ Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ Per Occurrence El Pollution $ Per Occurrence ❑ Professional Liability $ per claim and in the aggregate • $1,000,000 per claim and in the aggregate • $2,000,000 per claim and in the aggregate #14-6281 32 Records Management Services Packet Page-1064- 6/10/2014 16.A.22. ® Project Professional Liability $1,000,000 Per Occurrence ['Valuable Papers Insurance $ Per Occurrence 6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers' check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 7. [' Performance and For projects in excess of$200,000, bonds shall be submitted with the Payment Bonds executed contract by Proposers receiving award, and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as"A-"or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders' surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. 11. ® Thirty (30) Days Cancellation Notice required. Vendor's Insurance Statement We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award of this solicitation. Name of Firm Date Vendor Signature Print Name Insurance Agency Agent Name Telephone Number #14-6281 33 Records Management Services Packet Page-1065- 6/10/2014 16.A.22. Attachment 8 References Vendor(s) must have experience providing public records management services to Florida public agencies. Vendor(s) must provide three (3) Florida public agency references for each of the following five (5) service areas: Please include the name of the public entity, address, contact name and phone number 1 References for Hardcopy computer indexing, storage, and retrieval services. 2 References for Public records destruction services in accordance with Florida Department of State Regulations 3 References for Vault storage and retrieval services for security microfilm and magnetic media. 4 References for COM recording, processing, duplicating, microfilm and audio services. 5 Digital Conversion, Scanning of hardcopies. #14-6281 34 Records Management Services Packet Page-1066- 6/10/2014 16.A.22. Attachment 9 Audits and Destruction It will be necessary for the County to send designated employees to the Contractor's storage facility to review large volumes of records during regular business hours, 8:00am—5:00pm, Monday through Friday. Please provide brief narrative of any restrictions your company may have regarding onsite inventories/audits: Please describe below, a detailed description of the proposed records destruction method that will be used for the County's records: #14-6281 35 Records Management Services Packet Page-1067- 6/10/2014 16.A.22. Attachment 10 Requirements Please answer the following questions in regards to the requirements listed in the solicitation document. If you cannot affirmatively perform a requirement listed in the solicitation document, please explain on a separate attached sheet. Yes/No? 1 Can your company perform the records relocation within 15 days of award? 2 Is your storage facility located outside of a designated hurricane evacuation area? Please include address. 3 Do you have regular pest control services in your records storage area? 4 Do you have internet tracking capability? #14-6281 36 Records Management Services Packet Page-1068- 6/10/2014 16.A.22. County Act Services Dveian Purchasing Attachment 2: Vendor's Check List IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the spaces indicated and return with bid. Vendor should check off each of the following items as the necessary action is completed: J 1. The Bid has been signed. -12. The Bid prices offered have been reviewed. j 3. The price extensions and totals have been checked. J4. The payment terms have been indicated. J5. Any required drawings, descriptive literature, etc. have been included. 6. Any delivery information required is included. ti 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Addendum have been signed and included, if applicable. 9. Affidavit for Claiming Status as a Local Business, if applicable. 110. Immigration Affidavit and company's E-Verify profile page or memorandum of understanding. J 11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB. J12. Documentation of monitoring agreements. . 13. Sample of inventory report. .'14. The mailing envelope must be addressed to: Procurement Director Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 The mailing envelope must be sealed and marked with: • Solicitation: 14-6281 —Records Management • Opening Date: 05/13/2014, 3:00PM 15. The bid will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise bid cannot be considered.) ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. Vital Records Control of FL, LLC Company Na e Signature &Title May 7, 2014 Date #14-6281 26 Records Management Services Packet Page-1069- 6/10/2014 16.A.22. cotler County Achniniseative Services Division Purchasing Attachment 3: Vendor Submittal - Bid Response Form FROM: Vital Records Control of FL, LLC Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: Solicitation: 14-6281 —Records Management Services Dear Commissioners: The undersigned, as Vendor, hereby declares that the specifications have been fully examined and the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as per the scope of work. The Vendor further declares that the only persons, company or parties interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is made without connection with any other person, company or companies submitting a Bid; and it is all respects fair and in good faith, without collusion or fraud. The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued purchase order or formal contract, to comply with the requirements in full in accordance with the terms, conditions and specifications denoted herein, according to the following unit prices: 35 Total 99.55 Any discounts or terms must be shown on the Bid Response Form. Such discounts, if any, will be considered and computed in the tabulation of the bids. In no instance should terms for less than fifteen (15) days payment be offered. Prompt Payment Terms: % Days; Net 25_ Days ® Bid Response Form is electronic. Please input your prices online. Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY of your bid response pages. The undersigned do agree that should this Bid be accepted, to execute a formal contract, if required, and present the formal contract to the County Procurement Director for approval within fifteen (15) days after being notified of an award. #14-6281 27 Records Management Services Packet Page-1070- 6/10/2014 16.A.22. IN WITNESS WHEREOF, WE have hereunto subscribed our names on this_7th_day of May , 2014 in the County of_Lee , in the State of Florida. Firm's Complete Legal Name Vital Records Control of FL, LLC Address 11901 Amedicus Lane City, State, Zip Fort Myers, FL 33907 Florida Certificate of Authority Not required Document Number Federal Tax Identification 41-2067833 Number CCR# or CAGE Code Telephone Number 239-337-4030 FAX Number 239-337-4055 Signature/Title �- c��l ad V Type Name of Signature Raymond Helbig Date May 7, 2014 Additional Contact Information Send Payments To: (REQUIRED ONLY if different from above) Firm's Complete Legal Name Vital Records Control of FL, LLC Address P 0 Box 16587 City, State, Zip Jackson, MS 39236-6587 Contact Name Bobbi Green Telephone Number 601-948-3753 FAX Number 601-948-7622 Email Address bgreena.vrcofms.com #14-6281 28 Records Management Services Packet Page-1071- 6/10/2014 16A22. CO;Co lofty eve senrioes Dusan Purchasing Attachment 4: Vendor Submittal-Local Vendor Preference Affidavit Solicitation: 14-6281 —Records Management Services(Check Appropriate Boxes Below) State of Florida(Select County if Vendor is described as a Local Business ❑ Collier County X Lee County Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy: Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a"local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a"local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year under this section. n Vendor must complete the following information: Year Business Established in ❑Collier County or X® Lee County: _2002 Number of Employees (Including Owner(s)or Corporate Officers):_18 Number of Employees Living in El Collier County or X® Lee(Including Owner(s)or Corporate Officers): 17 If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. Vendor Name: Vital Records Control of FL, LLC Date: 5/07/14 Address in Collier or Lee County: 11901 Amedicus Lane, Fort Myers, FL 33907 Signature: /-1 --• aek , Title:V P STATE OF FLORIDA El COLLIER COUNTY LEE COUNTY Sworn to and Subscribed Bqfore Me, a Notary Public, for the above State and County, on this Day of /1'j , , 20 I ." Notary Public My Commission Expires: `1 r`7 1, Ntr f'rM-SIM d Florida : s w c.ms.Eyirls Oa 1!.2017 (AFFIX OFFICIAL SEAL) '.,�: Cdrimulosiar a ff OMMYl1 #14-6281 s011�1 NOW ryAssn. 29 Records Management Services — — - — — — — PacketPage-1072- 6/10/2014 16.A.22. serves oiion purensung Attachment 5: Vendor Submittal—Immigration Affidavit Solicitation: 14-6281 —Records Mangement Services This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal Invitations to Bid (ITB's)and Request for Proposals (RFP) submittals. Further,Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program,may deem the Vendor/ Bidder's proposal as non-responsive. Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e)of the Immigration and Nationality Act("INA"). Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e)of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e)of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws(specifically to the 1986 Immigration Act and subsequent Amendment(s))and agrees to comply with the provisions of the Memorandum of Understanding with E- Verify and to provide proof of enrollment in The Employment Eligibility Verification System(E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's/ Bidder's proposal. Company Name Vital Records Control of FL, LLC Print Name Raymond Helbii�g Title V P Signature �.? /L-c Gam" 9r` Date 5/07/14 State of f c_ County of LPG The foregoing instrument was signed and acknowledged before me this 1. day of /V? ,20!,by • g•` (. who has produced Fc7 L as i tification. (bar Type Name)/ (Type of Identification and Number) Notary ignature SMERIDAN MICItEl50N 5-1\V4 I' �9 t ' `r' No tr -sine of t<lorra'^ � tidy Comm.t?Wires 14.2017 Printed Name of Notary Public r •R 470ia1 t-7 :.;�''"_4oi dud1lrorbM�rr flasy taa Notary Commission Number/Expiration The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein,the truth and accuracy of this affidavit to interrogatories hereinafter made. #14-6281 30 Records Management Services Packet Page-1073- 6/10/2014 16.A.22. V RC Vital Records Control Vital Records Control of Florida, LLC (Vendor) attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 immigration Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's proposal. Company Name Vital Records Control of Florida, LLC 1 I4bYI VI Title sku p- I+R Print Name L.R�s� l t ,I_ Signature ,V �-- ' Date /YtQ L{ ' de)l4 STATE OF Tel)r).14,(g8e,e) COUNTY OF t y. On this day of M A•G{ 9--01 2 , before me personally appeared L4 6.9)� f7jrpy? �! referred to above as"Employee" to be known to be the person described in and who executed the foregoing instrument and who acknowledged that he/she executed the same as a free act, Notary Public 1. No .,,. , My Commission Expires: , PU�,:_IC` MY COMMISSION EXPIRES: • AUGUST irk 2014 Packet Page-1074- 6/10/2014 16.A.22. Employer Wizard Page 1 of 1 ,...,0• %Means Ulm 10 IASI Login Employment Eligibility Verification Sonya Davis SDAVI771 013:55 AM-09072014 Log Out .f.ar help. • • Home Company Information My Cases New Case View Cases Company Name: INationat Security&Trust Search Cases Doing Business As(DBA)Name: I 0 my Postilo DUNS Number: Stilt Profile Change Password Physical Location a r e a b rot IPA merq okke.1 Th%C .the vocriestkA 41,041.4,b•priored Change Security Questions Address 1: 868 Mt.Morish Road My Company Edit Company MPG Address 2: Add New User City: !Memphis View Existing Users State: !TENNESSEE Close Company Account My Reports Zlp Code: 138117 View Reports County/Perish: !SHELBY vi* My RosourCee MOW Essential Resources Mailing Address Imo. 474.1,1 Iron mout'mum) Take Tutorial Address 1: View User Manual Address 2; Share ideas Contact Us City: 1 I State; vi Zip Code: Additional Information Employer identification Number: 162108748 (also known as Federal Tax iD Number) Total Number of Employees: (Including full-time,pad-Erne.and seasonal[100(0 499 %/If employees of the site(s)being verified for) Parent Organization: I 1 Administrator: Search Organization Designation Employer Category: Edit Save&Continue Cancel U.S.Dapildrne nt of ROnItrantl Security•Ve.Welis.pov U.S.Cifirenstip and Imrniaragon Services•voi.w useksov Access:15V DoVonlOad littps://e-verify.uscis.gov/emp/EmployerWizard.aspx 5/8/2014 Packet Page-1075- 6/10/2014 16.A.22. otker County Admirisaative Ser acres Cession Attachment 6:Vendor Substitute W—9 Request for Taxpayer Identification Number and Certification In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following information for tax reporting purposes from individuals and companies who do business with the County (including social security numbers if used by the individual or company for tax reporting purposes). Florida Statute 119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be used for no other purpose than herein stated. Please complete all information that applies to your business and return with your quote or proposal. 1. General Information (provide all information) Taxpayer Name Vital Records Control of FL,LLC (as shown on income tax return) Business Name (if different from taxpayer name) Address 11901 Amedicus Lane City Fort Myers State FL Zip 33907 Telephone 239-337-4030 FAX 239-337-4055 Email_rhelbig @vrcoffl.com Order Information Remit/Payment Information Address 11901 Amedicus Lane Address P 0 Box 16587 City Ft. Myers State FL_. Zip 33907 City Jackson, MS Zip 39236-6587 FAX 239-337-4055 FAX 601-948-7622 Email service @vrcoftl.com Email bgreen @vrcofms.com 2. Company Status (check only one) _Individual/Sole Proprietor _Corporation _Partnership _Tax Exempt(Federal income tax-exempt entity X Limited Liability Company under Internal Revenue Service guidelines;RC 501 (c)3) C Enter the tax classification (D=Disregarded Entity, C=Corporation, P=Partnership) 3. Taxpayer Identification Number(for tax reporting purposes only) Federal Tax Identification Number(TIN)41-2067833 (Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.) 4. Sign and Date Form Certification:Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Signature / at't 1 —9 Date 5/07/14 Title V P �( Phone Number 239-337-4030 #14-6281 31 Records Management Services Packet Page-1076- 6/10/2014 16.A.22. CAC cry Administrative Services Division Purchasing Attachment 7: Vendor Submittal -Insurance and Bonding Requirements Insurance I Bond Type Required Limits 1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $1,000.000 single limit per occurrence 3. ® Commercial General Bodily Injury and Property Damage Liability(Occurrence Form) patterned after the current $1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury ISO form Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. ® Indemnification To the maximum extent permitted by Florida law, the ContractorNendor/Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys'fees and paralegals'fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor/Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 4. ® Automobile Liability $ 500,000 Each Occurrence; Bodily Injury& Property Damage, Owned/Non-owned/Hired; Automobile Included 5. ® Other insurance as ❑Watercraft $ Per Occurrence noted: ❑ United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑ Maritime Coverage(Jones Act)shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ Per Occurrence ❑ Pollution $ Per Occurrence ❑ Professional Liability $ per claim and in the aggregate • $1,000,000 per claim and in the aggregate • $2,000,000 per claim and in the aggregate #14-6281 32 Records Management Services Packet Page-1077- 6/10/2014 16.A.22. ® Project Professional Liability $1,000.000 Per Occurrence ❑Valuable Papers Insurance $ Per Occurrence 6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers' check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 7. ❑ Performance and For projects in excess of$200,000, bonds shall be submitted with the Payment Bonds executed contract by Proposers receiving award, and written for 100% of the Contract award amount,the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as"A-" or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5%of the reported policy holders' surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. 11. Thirty (30) Days Cancellation Notice required. Vendor's Insurance Statement We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award of this solicitation. Name of Firm Vital Records Control of FL, LLC Date May 7, 2014 Vendor Signature Print Name Raymond Helbig Insurance Agency Menard, Gates, & Mathis Agent Name Gene Mathis, Carol Gordin Telephone Number 901-202-8603 #14-6281 33 Records Management Services Packet Page-1078- 6/10/2014 16.A.22. Attachment 8 References Vendor(s) must have experience providing public records management services to Florida public agencies. Vendor(s) must provide three (3) Florida public agency references for each of the following five (5) service areas: Please include the name of the public entity, address, contact name and phone number 7 References for Hardcopy computer indexing, storage, and retrieval services. State Attorney,Debbie Stanbro—Asst Exec Dir P 0 Box 399,Ft Myers,FL 33902-0399 Ph.239-533-1121 Lee County Clerk,Cynthia Giovannozzi P 0 Box 2469,Ft Myers,FL 33902-2469 Ph.239-533-9112 Collier County Government,Ken Kovensky, 2800 No.Horseshoe Dr.Naples,FL 34104 Ph.239-403-2388 Dept. of Juvenile Justice,Linda Trammell 2295 Victoria Ave. Ste 195,Ft Myers,FL 33901 Ph.239-338-2493 Collier County Housing-Wendy Kloph-3309 E Tamiami Tr. Naples FL 34112. Ph 239-252-2901 2 References for Public records destruction services in accordance with Florida Department of State Regulations State Attorney,Debbie Stanbro—Asst Exec Dir P 0 Box 399,Ft Myers,FL 33902-0399 Ph.239-533-1121 Lee County Clerk,Cynthia Giovannozzi P 0 Box 2469, Ft Myers,FL 33902-2469 Ph.239-533-9112 Collier County Government—Marlene Serrano 2800 No. Horseshoe Dr.Naples,FL 34104 Ph.239-252-2407 Dept. of Juvenile Justice,Linda Trammell 2295 Victoria Ave.Ste 195,Ft Myers,FL 33901 Ph.239-338-2493 Lee County Public Defender—Marlane Paris-P 0 Box 1980, Ft. Myers, FL 33902 Ph. 239-533-1556 3 References for Vault storage and retrieval services for security microfilm and magnetic media. School District of Lee County,Debbie Leverrette,3855 Colonial Blvd,Ft Myers,FL 33966 Ph.239-337-8253 City of Sanibel,Bert Smith,Director of IT 800 Dunlap Rd.#6, Sanibel,FL 33957 Ph.239-472-3700 Lee County ITG,Mike Leach,3434 Hancock Bridge Pkwy,Ft Myers,FL 33903 Ph.239-533-7306 City of Cape Coral-Heather—P 0 Box 150027, Cape Coral, FL 33915 Ph. 239-574-0841 Lee County Sheriff, Manny— 14750 Sex Mile Cypress Pkwy, Ft. Myers, FL 33912 Ph. 239-477-1441 4 References for CUM recording, processing, duplicating, microfilm and audio services. Collier County Government,Ken Kovensky, 2800 No. Horseshoe Dr.Naples,FL 34104 Ph. 239-403-2388 5 Digital Conversion, Scanning of hardcopies. Lee County Parks&Recreation,Dan Calvert,3410 Palm Bch Blvd.Ft Myers,FL 33916 Ph.239-533-7459 Lee County Dept.of Health,Rosa Cintron,2295 Victoria Ave.Ste 209,Ft Myers,FL 33901 Ph.239-332-9559 #14-6281 34 Records Management Services Packet Page-1079- 6/10/2014 16.A.22. Attachment 9 Audits and Destruction It will be necessary for the County to send designated employees to the Contractor's storage facility to review large volumes of records during regular business hours, 8:00am —5:00pm, Monday through Friday. Please provide brief narrative of any restrictions your company may have regarding onsite inventories/audits: There are no restrictions to impede authorized Collier County personnel from viewing or auditing material.VRC provides a viewing room equipped with internet access. Advance notice is requested in order to allow VRC personnel to prepare the material for viewing.There are no volume restrictions imposed Please describe below, a detailed description of the proposed records destruction method that will be used for the County's records: Client is notified monthly of any material which is due for destruction, by providing a barcoded report,which contains all information recorded for the container.Each page of the report requires a signature,printed name,title,and date to approve of the destruction.Once the signed authorization is received,the material is shredded and delivered to a pulp mill within 96 hours. #14-6261 35 Records Management Services Packet Page-1080- 6/10/2014 16.A.22. Attachment 10 Requirements Please answer the following questions in regards to the requirements listed in the solicitation document. If you cannot affirmatively perform a requirement listed in the solicitation document, please explain on a separate attached sheet. Yes/No? 1 Can your company perform the records relocation within 15 Yes days of award? 2 Is your storage facility located outside of a designated Yes. 11901 Amedicus Lane, Fort hurricane evacuation area? Please include address. Myers, FL 33907 3 Do you have regular pest control services in your records Yes storage area? Yes. All material is RFID tracked 4 Do you have internet tracking capability? #14-6281 36 Records Management Services Packet Page-1081- 6/10/2014 16.A.22. a I- 0 112 a) zv ,,,-. 1 L a a C la 17) p c c) O ,. n3 a) c3. ns cc m vn a) c ai U. r 0 co Lf) Lo in 117 V j Ln in Ln •+r:: 00 Gl CD e- r O CA lf] N CO l:' O ri ,-I r-i 1.1 (Ni CV M 0 0 0 0 1- e- Cr 0 0 1- O v- M C 19i I O 0 O O 0 a f l to o u E E a ,1 E E a s E a) (.0 a) E a .o . � `' a) a> 7 ca O a) c r_3 O 4; c O 7 Q a) ' "= = c .c .c _c Cr 0- -C r r _ �. 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T. fU T. �1S t4 a3 ca tp a3 F. - L L L L L L L L L L L L ' a a) a) Q) O t „ CO CC (D �/o //0 CO 0 0 0 0 0 0 0 0 r ,� ./., O �, �, y1) V t O f= O '• N CO O) co VJ co co u) co co co co V/ L 0�:[; �.1f` A`� �^ 5 /�/�� L 2?C) aA`) = = D = M = n M ✓1 ' Z 4.• O > E E 0 Z Ia.: N N N zt CD CD CO CD as co us CD co co co co O 1V ♦r a) a) > > > > > > > > > > > > CO ,:f.; ( 0 0 0 0 O : J _l J fit:; p It N N N N NN N N_t01 M 0, M_ Packet Pale,1083- ) el r) V 6/10/2014 16.A.22. • State of Florida Department o State of I certify from the records of this office that VITAL RECORDS CONTROL OF FLORIDA,LLC, is a limited liability company organized under the laws of the State of Florida, filed on December 31, 2003. The document number of this company is L04000001559. I further certify that said company has paid all fees due this office through December 31, 2014,that its most recent annual report was filed on January 8, 2014, and its status is active. Given under my hand and the Great Sea!of the State of Florida at Tallahassee,the Capita4 this the Eighth day of January,2014 • / _ 160/4 0#A • Secretary of State Authentication ID:CC1444749647 To authenticate this certificate,visit the following site,enter this ID,andAhen follow the instructions displayed. https://efile.sunbi .orgtcertauthver.html Packet Page-1084- 6/10/2014 16.A.22. 09460 10/19/13 1 Certificate of Registration 1 R.ai3 n, p i issued Pursuant to Chapter 212,Florida Statutes DEPARTNT OF REVENUE • 46-8012429585-0 12/23/02 Certificate Number Registration Effective Date 'nes centime that VITAL RECORDS CONTROL OF FLORIDA LLC 11901 AMEDICUS IN FORT MYERS FL 33907-4051 has met the sales and use tax registration requirements for the business location stated above and is authorized to coNect and remit tax as required by Florida law. This certificate is non-transferable. POST THIS CERTIFICATE IN A CONSPICUOUS PLACE THIS IS YOUR SALES & USE TAX CERTIFICATE OF REGISTRATION (DETACH AND POST IN A CONSPICUOUS PLACE) THIS IS YOUR ANNUAL RESALE CERTIFICATE FOR SALES TAX Note: New dealers who register after mid-October are issued annual resale certificates that expire on December 31 of the following year. These certificates are valid immediately. DR-11R,R.10/1$ PI .... 2014 Florida Annual Resale Certificate for Sales Tax DR-13 R.10113 n*r THIS CERTIFICATE EXPIRES ON DECEMBER 31,2014 orervrwur Business Name and Location Address Registration Effective Date Certificate Number VITAL RECORDS CONTROL OF FLORIDA LLC 12/23102 46-8012429585-0 11901 AMEDICUS LN FORT MYERS FL 33907-4051 This is to certify that all tangible personal property purchased or rented.real property rented,or services purchased by the above business are bang purchased or rented for one of the following purposes: • Resale as bangible peweW piny. • Rs-rental se tie property. • Incorporation as■rraferbi,r^Owdsnt,or • Re-rental as tangible personal property. • trworporeaon Into end seta as part or the repair of component pert of tangible personal property i • • Resale of services. tangible personal properly by aaepalydealec that le balnp produced for sale by manufacturing, • Re-rental as banded must property. compounding.or proceeeln. This certificate carer t be reassigned or transferred. This certificate can only be tied by the active',skewed dealer or its authorized employees Misuse of this Flarida Manual Resale Certificate sal subject the user to penalties as provided by law dee dined glistens/far node purposes. Presented to: Presented bin. (rest name ales on photocopy) Ides) Authorized Spr tole(Purchaser) trot) Packet Page-1085- C°"'o, Lee County Tax Collector 6/10/2014 16.A.22. Tax Co for 2480 Thompson Street Fort Myers, Florida 33901 % ��.am www.leetc.com Tel: 239.533.6000 of Local Business Tax Account: 0800918 Dear Business Owner: Your 2013-2014 Lee County Local Business Tax Receipt is attached below. The receipt is non- regulatory and is issued using the information currently on file with our office. It does not signify compliance with zoning, health or other regulatory requirements nor is it an endorsement of work quality. Annual account renewal notices are mailed in August to the address of record at that time; to ensure delivery of your annual notice, mailing addresses may be updated online at www.leetc.com,. If there is a change in the business name, ownership, physical location or if the business is being closed, please follow the instructions on the back of this letter to transfer or to close the account. I hope you have a successful year. C)?4-r1)-14j- Lee County Tax Collector Detach and display bottom portion and keep upper portion for your records ,pe ro, LEE COUNTY LOCAL BUSINESS TAX RECEIPT 2013 - 2014 Tax Co for — - ACCOUNT NUMBER: 0800918 ACCOUNT EXPIRES SEPTEMBER 30, 2014 'tea Flora May engage in the business of: STORAGE/WAREHOUSE RENTAL Location 11901 AMEDICUS LN FT MYERS FL 33907 THIS LOCAL BUSINESS TAX RECEIPT IS NON REGULATORY VITAL RECORDS CONTROL OF FL LLC VITAL RECORDS CONTROL OF FL LLC THIS IS NOT A BILL-DO NOT PAY 11901 AMEDICUS LN FT MYERS FL 33907 PAID 018903-241-1 08/12!2013 12:38 DP500 $50.00 Packet Page-1086- 6/10/2014 16.A.22. Wayne Automatic Fire Sprinklers,Inc. INVOICE 4683 Laredo Avenue 421758 � � Ft Myers,FL 33905 USA Automatic Faro Springy,Inc. INVOICE DATE 01101/14 sow TO: Vital Records SHIP TO: Vital Records 11901 Amedicus Lane 11901 Amedicus Lane Fort Myers,FL 33907 Fort Myers, FL 33907 CONTACT: CONTACT: O^:? TT tiC. :115TDMSR NO P 0 NUMBER TERMS Ste'E PERSON 54084 VtR9523 NET 30 RYANP COMMENTS QTY DESCRIPTION TOTAL P�•:L'F UNIT PRICE ?EE=ORE TAXES? 1.00 Semi-Annual Fire Alarm&Security System Monitori $360.00 $360.00 Coverage Period: 01/28/14 to 07/28/14 I \ � O3 5 cc, A / � c. FG Ol Please reference invoice number on payment. Thank You! SUBTOTAL: $360.00 VISA&MASTERCARD ACCEPTED SALES TAX: $21.60 Questions Regarding this invoice please contact: Name: Crystal L Hogan TOTAL: $381.60 Phone: (239)433-3030 Email clhogan@waynefire.com Packet Page-1087- 6/10/2014 16.A.22. .e. County Email: adamnorthrup @colliergov.net Telephone: (239) 252-6098 Administrative Services Division FAX: (239) 252-6302 Purchasing ADDENDUM #1 Memorandum Date: 5/5/2014 From: Adam Northrup To: Interested Bidders Subject: Addendum# 1 13-6281 —Records Management Services The following clarifications are issued as an addendum identifying the following change(s)/clairfications for the referenced solicitation: Due to multiple requests by perspective bidders, we are providing the former solicitation and current service providers' proposal. The following files are posted along with this addendum. • 10-5424 Vital Records_Proposal • 10-5424 RecordsMgmt_Solicitation If you require additional information please post a question on the Online Bidding site or contact me using the above contact information. /-61 Adt vo 136261 Records Management Services 1 Packet Page-1088- 6/10/2014 16.A.22. a ro /'�. a f,i 4 iI co 0) M 0 IL 9 o ° 0 4 u- m W W 0 w F- z V) F=- Z O M a p w J O = _ r • x a 0 0. 0 0 M 2 O Or r W N cn xx cr Z 0 ti a a W >-CL X ❑ ❑ C7 ❑ J Z co C7 i W W X ww W U J N Q .0N N I a0 N M N N . M M W N O O N n LV O�? 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N Y C O N C FWF • C O w a.• C W p g• m Q_ � m O E - x N 4 V m VJ N N W N f O E co C. V T2 c u. a c ✓ . ••••••., � V b g• O y x r4 . $ o $ 3 o= N g — � • g v 1!2 C. Packet Page-1090- 6/10/2014 16.A.22. Solicitation: 14-6281 Records Management Services Vital Records Control Security Vital Records Control is a Drug Free Workplace. All employees are extensively background checked for criminal, credit, and motor vehicle history by an independent firm. All new employees read company policies and procedures, and take a security test prior to beginning work. All employees are bonded. Access to client material is restricted to key-fob controlled areas. All access transactions are recorded. All access points are alarmed In addition to standard monitored security, VRC has 10 digitally recording onsite cameras which are monitored 24/7 by an independent firm. All vehicles are GPS tracked, and all vehicles are unmarked. Snap locks are installed on all vehicles. Driver audits are performed monthly by management on all vehicles. Smoking is prohibited in and around vehicles, and on company property. All warehouse equipment is electrically powered. VRC is equipped with a 125kw automatic backup generator. Packet Page-1091- 761 ACCOUNT 6/10/2014 16.A.22.• ... . ..0 ?534 01.00 MO NP 31 03312034 YNNNNNNN 6017185 51 Td2 My Customer Number: 1697370 .Please Pay By: 04/14/2014 19185 1 ]!!B 0.432 Total Due: $87.98 �� VITAL RECORDS 0 PAY ONLINE 11901 AMEDICUS LN i` FT MYERS FL 33907-4051 TerminixCommercial.com 1rlrlll114191111111l111i1i1111rtIIIIIdI11111iqlil111111111111 0 PAY BY PHONE 1.800.TERMINIX CIQUESTIONS • Local Office:239.561.2100 EASY WAYS TO PAY YOUR TERMINIX9 INVOICE •Toll Free:1.800.TERMINIX •Online:TerminixCommercial.com Paying your bill is easy, especially online.Just visit the"Manage My Account" portal at TerminixCommercial.com and sign up with your Customer Number. 1697370 and phone number to start paying bills online. SERVICE i DESCRIPTION OF SERVICES & I INVOICE PAYMENTS NET DATE 1 SERVICE ADDRESS 1 NUMBER 1 CHARGES I / CREDITS 1 AMOUNT Pest Control 333580310 $83.00 03/26/2014 Work Order 11984085576 Tax Charge $4.98 Location:11901 AMEDICUS LN. FT 587.98 MYERS FL 33907 p U I^' ! e f t wt) / RAP •1- DUE DATE: 04/14/2014 TOTAL DUE: $87.98 This invoice reflects payments received by 03/31/2014.It you have not paid your previous balance.please make your payment today. Any Year in Advance payment received will be applied to any previous balance on this agreement f Please tear along line to remit Invoice Number. 333580310 0 Payment Options: Customer Number: 1697370 EasyPay automated payments(sign up at TerminixCommercial.com) VITAL RECORDS • Pay online at My Account at TerminixCommercial.com 11901 AMEDICUS LN • Pay by phone at 1.800.TERMINIX FT MYERS FL 33907 • Pay by enclosed check 1-Year In Nivea= • Credit card payment. Please fill out the following: Circle One: DISCOVER VISA MasterCard American Express SEARS ( - - ) Exp date: / Name(as it appears on credit card): REMIT TO: Authorized Signature:_ TERMINIX PROCESSING CENTER �1 Amount Due: $87.98 1 year in advance: 31,024.08 P.O. BOX 742592 CINCINNATI OH 45274-2592 Amount Paid: II,ui11111r,i,1 ili1IllIii lirulllllirI'^Il'l"'11r1P111lh11i 3 00000000 10 000016973704 00[Packet Page-1092- 3104 00008 79800102408 7 6/10/2014 16.A.22. AC ) CERTIFICATE OF LIABILITY INSURANCE DAg�2p q /4, THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policyries)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Menard, Gates & Mathis, Inc. PHONE E><v: (901)761-3100 n/c,No):(901)688-3269 6401 Poplar E-MAIL ADDRESS: Suite 250 PRODUCER CUSTOMER ID 5: Memphi s —-. - �._TN 38119 — INSURER(S)AFFORDING COVERAGE NAIL e INSURED INsuRERA National Fire Ins. of Hartford INSURERS:Travelers Prop & Cae Co of Amer Vital Records Control of FL, LLC INSURER C;Travelers Prop & Casualty Co.___ 11901 Amedicus Lane INSURER D:The Travel er s Indem Co of Conn Ft. Myers, FL 33907 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:2014 FL Lia REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN SR ADM BURR - POLICY EFF POUCY EXP LIMITS LTR TYPE OF INSURANCE NySR MD POUCY NUMBER I(MMID MM/ D/YYYY)_( DDIYYYY) GENERAL UABIUTY 2087852687 03/01/2014 Y73/01/2015 EACH OCCURRENCE $ 1,000,000 ?X I COMMERCIAL GENERAL UABILITY PREMISES(Es occurrence) $ 100,000 A CLAIMS-MADE X OCCUR MED EXP(Any one person) S 10,000 IIr PERSONAL&ADV INJURY $ _ 1,000,000 GENERAL AGGREGATE _ $ 2,000,000 GEM_AGGREGATE LIMIT APPLIES PER: PRODUCTS•COMP/OP AGG S 2,000,000 P'"N■. 7 POLICY I.....I PRO- ,X LOG 1 S I P-810-962 AUTOMOBILE UABIUTY IJ460-6 03/01/2014 3/01/2015 COMBINED SINGLE mMIT — I I P s 1,000,000 (Ea accident) ANY AUTO i IDDILY INJURY(Per person) 5 B I ALL OWNED AUTOS - -- BODILY INJURY(Per accident)i$ 1 SCHEDULED AUTOS PROPERTY DAMAGE -- --- FX HIRED AUTOS ON COMP DEC (Per accident) _.- -IC,NON-OWNED AUTOS 151,000 COLL DED $ I— I t I + X UMBRELLA UAB I X I OCCUR 103012014 103/01/2014 103/01/2015 EACH OCCURRENCE $ 10,000,000 EXCESS UAB I CLAIMS-MADE AGGREGATE $ 10,000,000 _ DEDUCTIBLE $ ._..... .__- C X RETENTION S 10,000 1 S D WORKERS COMPENSATION IPA-Us-3E97440-5 03/01/2014 03/01/20151 , 'TCY LATU- ER I AND EMPLOYERS'UABILITY — -' ANY PROPRIETOR/PARTNER/EXECUTIVE Yr ,N' NIA E-L EACH ACCIDENT $ 500,000 AJ 'OFFICEREMBER EXCLUDED? U IMandatory In NH) E.L DISEASE-EA EMPLOYEE$ 500,000 Kyas,desctlbe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POI ICY LIMIT $ 500,000 - II • DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL. BE DELIVERED IN Collier County ACCORDANCE WITH THE POLICY PROVISIONS. Board of County Commissioners 3299 Tamianti Trl # 700 AUTHORIZED REPRESENTATIVE Naples, FL 34112 S Eugene Mathis, Jr/C —ACORD 25(2009!09) ©1988-2009 ACORD CORPORATION. All rights reserved. INS025(200909) The ACORD name and logo are registered marks of ACORD Packet Page-1093- 6/10/2014 16.A.22. LO et N M M e.{ .. N C C O 'N N a) 16 �� O 'E N C 0 3 0 .0 o an U O Z N W V .' w In C d C W O 00 Iii. C ~�\ a 16 c co r N 12 m u W cC c0 N tD N g . 111000 m O N O Vi N M O s C N ca d O N O. 4 N 3 N. I !! 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