Agenda 06/08/2010 Item #16A 5
Agenda Item No. 16A5
June 8, 2010
Page 1 of 6
EXECUTIVE SUMMARY
Recommendation to award Bid #10-5424, "Records Management Services" to Vital
Records Control, LLC for an estimated annual expenditure not to exceed $90,000 for the
storage and retrieval of Building and Land Development Services Department records.
OBJECTIVE: That the Board of County Commissioners award Bid #10-5424, "Records
Management Services," to Vital Records Control of Florida, Limited Liability Corporation
(VRC), for the storage and retrieval of the Growth Management Division/Planning & Regulation
building permit files.
CONSIDERA TIONS: On January 27,2010, the Collier County Purchasing Department posted
Bid #10-5424, "Records Management Services." Invitations to bid were sent to 96 vendors. The
bid was opened January 27,2010. Two vendors responded to the bid: Datafile, Inc. and Vital
Records Control of Florida, Limited Liability Corporation.
On Monday, February 22, 2010, a selection committee meeting was held, and after review,
scoring and discussion of the proposals, by consensus, Vital Records Control of Florida, Limited
Liability Corporation (VRC) was selected. Datafile, Inc. did not meet the required criteria for
consideration and its submission was not scored. The selection committee was composed of
staff from the Operations & Regulatory Management Department, Code Enforcement,
Administrative Services Division, the Purchasing Department (non-voting) and the Records
section.
VRC has been the County's Building and Land Development Services Department record
storage provider since 2002 and currently maintains a total storage of greater than 26,000 square
feet. VRC provides next day delivery and is located off of 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
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.
Along with the digital submission of building and development plans, current technologies are
being considered to verify the ease of accessibility and cost savings to the County, to digitally
convert these microfilmed and hard copy records.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office and is legally sufficient for Board action-SRT.
FISCAL IMPACT: Records management services for the voluminous number of files for the
Growth Management Division/Planning & Regulation has an estimated cost not to exceed
Agenda Item No. 16A5
June 8, 2010
Page 2 of 6
$90,000 per year, budgeted annually and supported by the Growth Management
DivisionIPlanning & Regulation, Operations and Regulatory Management Department fund 113.
RECOMMENDATION: That the Board of County Commissioners award Bid #10-5424 to
Vital Records Control of Florida, Limited Liability Corporation; and Authorize the Chairman to
sign the standard, County Attorney approved contract.
Prepared by: James French, Director, Operations & Regulatory Management
\J
Attachments: 1) Tabulation Sheet 2) Selection committee ranking sheet
Item Number:
Item Summary:
Meeting Date:
Agenda Item No. 16A5
June 8, 2010
Page 3 of 6
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
16A5
Recommendation to award Bid #10-5424, Records Management Services to Vital Records
Control, LLC for an estimated annual expenditure not to exceed $90,000 for the storage and
retrieval of Building and Land Development Services Department records.
6/8/20109:00:00 AM
Prepared By
James French
Community Development &
Environmental Services
Manager - CDES Operations
Date
Operations Support & Regu!atory Mgmt
5fZ4fZ010 12:47:48 PM
Approved By
Judy Puig
Community Development &
Environmental Services
Operations Analyst
Community Development &
Environmental Services
Date
5f24f2010 12:48 PM
Approved By
Scott R. Teach
County Attorney
Deputy County Attorney
Date
County Attorney
5/24/2010 12:57 PM
Approved By
Jack P. Curran
Administrative Services
Purchasing Agent
Date
Purchasing
5f24/2010 2:11 PM
Approved By
Norm E. Feder, AICP
Transportation Division
Administrator - Transportation
Date
Transportation Administration
5f25/2010 10:12 AM
Approved By
Nick Casalanguida
Transportation Division
Director - Transportation Planning
Date
Transportation Planning
5f25f2010 1:07 PM
Approved By
Steve Carnell
Administrative Services
Division
Director - Purchasing/General Services
Date
Purchasing & General Services
5/26/20108:37 AM
Approved By
OMS Coordinator
County Manager's Office
Date
Office of Management & Budget
5fZ6fZ010 8:53 AM
Approved By
Jeff Klatzkow
County Attorney
Date
Agenda Item No. 16A5
June 8, 2010
Page 4 of 6
5/26/20109:17 AM
Approved By
Michael Sheffield
Assistant to the County Manager
Date
County Managers Office
6/1f2010 10:21 AM
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Agenda Item No. 16A5
June 8, 2010
Page 5 of 6
~.County
Tabulation Sheet
Adninlstrative Services Division
Purchasing
TABULATION FOR RFP # 10-5424
TITLE: "Records Management Services"
DATE OF RFP ADVERTISEMENT: 01/27/2010
RFP DUE: 02/11/2010
NO. OF INQUIRIES SENT: 96
VENDORS REQUESTED FULL PACKAGE: 52
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
# Proposer City, State Original + 5 Copies
1, Vital Records Control of Florida, LLC Ft. Myers, FI (L VP) IX Yes No
2. Datafile, Inc. Powell, Ohio r2 Yes No
3. Yes No
4. Yes No
5, Yes No
6. Yes No
7. Yes No
8. Yes No
9, Yes No
10. Yes No
Opened by
Witness
G:AcquisitionslT ech Formsand LettersRFPT abSheet
Revised: 4/16/09
Collier County Purchasing Department
RFP #XX-xxxx
"Title"
Selection Committee Final Ranking
Agenda Item No. 16AS
June 8, 2010
Page 6 of 6
'L .J ...... Ken Marlene Maria Michael I . ... N~rne
# ...... .: Kovensky Serrano Estrada Name Total Average
., ,.. .,.. Cox
Vital Records Control of >
1 Florida 97 100 83 57 337 84.25
2 0 #DIV/O!
3 1(>0 #DIV/O!
4 >'>fi 0 #DIV/O!
5 . "., 'r' .0 #DIV/Of
6 >
...... 0 #DIVlO!
7 :: 0 #DIV/O!
8 0 #DIV/Of
9 ......... 0 #DIV/O!
10 0 #DIV/O!
11 0 #DIV/O!
12 0 #DIV/O!
13 0 #DIVfO!
14 0 #DIV/O!
15 0 #DIV/O!
16 0 #DIV/O!
17 0 #DIV/O!
18 0 #DIV/O!
19 0 #DIV/O!
20 0 #DIV/O!
21 0 #DIV/O!
22 0 #DIV/O!
23 0 #DIV/O!
24 0 #DIV/O!
25 0 #DIVfO!
TOTAL 97 100 83 57 0 o 1Ii~
(validation) .
SELECTION COMMllTEE SHORTLlSTED RANKING FIRM
1 st _Vital Records Control of Florida LLC
2nd
3rd
I
""0""
Purchasing Agent Signature _ Curran
r:::
February 22,2010 9:15am
-
Vendor rankings are determined by adding the rankings of attending selection committee members, totaling those rankings, and averaging the total
ranking. Vendor final averages will then be ranked in ascending order (# 1 is best ranking).