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HomeMy WebLinkAboutRFP - 8828 OFF-SITE SECURE RECORDS STORAGE SERVICESRFP 8828 Off-site Secure Records Storage Services Page 1 of 25 REQUEST FOR PROPOSAL 8828 OFF-SITE SECURE RECORDS STORAGE SERVICES The City of Fort Collins, on behalf of the Fort Collins Museum of Discovery (FCMOD) is requesting proposals from qualified Vendors to provide off-site, secure records storage services. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on March 1, 2018 and referenced as Proposal No. 8828. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com, with a copy to Project Manager, Lesley Struc, FCMOD Archive Curator, no later than 5:00 PM MST (our clock) on February 20, 2019. Please format your e- mail to include: RFP 8828 Off-site Secure Records Storage Services in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 958-82 Records Management Services 962-95 Warehouse and Storage Services 971-70 Storage Space Rental Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 8828 Off-site Secure Records Storage Services Page 2 of 25 applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 8828 Off-site Secure Records Storage Services Page 3 of 25 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins, on behalf of the Fort Collins Museum of Discovery (FCMOD) is requesting proposals from qualified Vendors to provide off-site, secure records storage services. The FCMOD requires secure, professionally managed off-site storage services, as well as timely and accurate retrieval and delivery services. Records are comprised of documents of various media types including, but not limited to, paper, microfiche, microfilm, videotapes, compact discs, and audiotapes. The awarded Vendor will be expected to sign the City’s standard services agreement, a sample of which is attached as Section VI for reference purposes. While these services are primarily required for the FCMOD, the City reserves the right to allow other City departments to utilize the resulting Agreement for their storage needs. B. Background The amounts of stored boxes and yearly activity are general estimates. It is expressly understood that the resulting Agreement is to provide storage space and services for the complete actual requirement of the FCMOD during the contract period. The collection totals approximately 876 cubic feet, comprised of 663 cubic feet of boxed material and 213 cubic feet of unboxed bound newspapers. The boxed records are housed primarily in standard 10”x15”12” record cartons with some material in oversized rolled map boxes, scrapbook boxes, or other boxes of various sizes. 64 boxes of the collection (approximately 75.6 cubic feet) contain cellulose nitrate film negatives, a format of photographic negatives in production in between 1910 and 1950. These boxes will require high-quality cold storage with venting, fire resistance, and environmental controls. Refer to National Fire Protection Association 40, Storage and Handling of Cellulose Nitrate Motion Picture Film for more information on best practices for storage and handling of this type of film. Retrievals tend to occur 1-2 times per month and quantities vary. Retrievals are based on the requests of patrons to FCMOD and internal staff use. Retrieval is expected to take 2- 3 business days from the date of the request to the date of delivery. II. SCOPE OF PROPOSAL A. Scope of Work 1. Overview Records are comprised of documents of various media types including, but not limited to, paper, microfiche, microfilm, videotapes, compact discs, and audiotapes. The majority of records to be stored will be contained in sealed, standard 1.2 cubic feet boxes. There may be additional needs for boxes to be of various other sizes to accommodate drawings, materials, and larger size documents. Vendor shall never open the sealed boxes. Vendor shall not allow the FCMOD’s boxes to be retrieved by, opened, or the records contained therein to be viewed by, anyone except authorized FCMOD representatives. The FCMOD’s Records Manager shall RFP 8828 Off-site Secure Records Storage Services Page 4 of 25 provide Vendor with the names of FCMOD representatives authorized to retrieve, open, and view boxes. To minimize the risk of potential record loss, the awarded Vendor must provide an environmentally sound and secure environment at its facility (ies) and vehicles transporting the records. Additionally, the Vendor must have established protocols and procedures for records storage, transportation, inventory, pickup and delivery. The Vendor’s staff is expected to be professional at all times, be drug and alcohol free, possess a valid driver’s license, and have clean driving records and no outstanding arrest warrants. The FCMOD currently has a vendor providing this type of storage service. If a Vendor other the incumbent is awarded, it shall be the responsibility of the successful Vendor to re-locate all records from their current location(s). The awarded Vendor will provide all equipment, materials, labor and transportation which may be necessary to retrieve all existing FCMOD records from the present facility and re-shelve those records at the awarded Vendor's storage facility. The awarded Vendor will be responsible for providing any and all security precautions necessary to ensure the safety of the FCMOD's records when transferring the records to the Vendor’s storage facility, while in storage at the Vendor’s facility, and when re-delivering requested records to the FCMOD during the retrieval process. Such a transfer of records is anticipated to occur within thirty (30) calendar days from the date of award. Capacity for storage of FCMOD records must be available, at a minimum. Additional storage capacity needs by the FCMOD and City may occur throughout the life of the resulting Agreement. The awarded Vendor shall provide additional storage capacity at the same rate(s). 2. Availability Vendor shall provide records storage, delivery and retrieval services during the FCMOD’s business hours (Tuesday through Friday, 10:00 am to 5:00 pm). Vendor shall provide a web portal in addition to a local or toll free phone number or email address for FCMOD end users to make service requests, register complaints, request information, etc. The City would prefer for the Vendor to respond to all FCMOD requests within a two (2) hour time frame from the time the request is initiated. All records would ideally be available for retrieval 24 hours per day, 7 days a week, 365 days per year, but at a minimum shall be available during the FCMOD business hours stated. Vendor will provide pricing options for requests for Standard, Next Day, and Rush storage and/or retrieval services. Deliveries and pick-ups will be to/from the FCMOD, 408 Mason Court, Fort Collins, CO 80524. If services are requested by another City department, Vendor will provide delivery and pick-up services to/from the department’s location, which will be within the Fort Collins area. After hours communications capabilities should be provided at storage locations. Vendors should have procedures for notifying the appropriate FCMOD end users of any event that will affect the safety or security of their records. Vendor shall provide a Customer Service area at Vendor’s storage facility(ies) to allow for authorized FCMOD representatives to review FCMOD records at no cost to the FCMOD. An authorized FCMOD representative shall notify Vendor prior to arrival of such records review. Sometimes it may be necessary for designated FCMOD employees to have frequent access to a certain box(s). To minimize the costs in these cases, the FCMOD may RFP 8828 Off-site Secure Records Storage Services Page 5 of 25 elect to send that employee(s) directly to the Vendor’s storage facility(ies) to perform research and retrieve any box(s) as necessary. No FCMOD employee will be given access to FCMOD records at the Vendor’s facility(ies) without routine authorization or written permission from the FCMOD Records Manager or appropriate department manager if services are for a different City Department. The Records Manager will coordinate all requests for records. 3. Records Retrieval Retrievals shall be performed upon demand. Vendor will supply documentation for each retrieval, track each retrieval by box retrieved and name of the individual requesting the retrieval. No boxes are to be given to anyone other than an authorized FCMOD representative. There will be no monthly limit on retrievals. Re-files of boxes shall be performed on-demand. Good faith efforts must be made to coordinate deliveries and pickups at the same time and only charge for one trip. Vendor will not apply a “permanent removal charge” or fee associated with a box that is removed and not returned to storage. The FCMOD will notify the Vendor of its intent to permanently remove a box and the Vendor will remove that box from the FCMOD’s inventory listing at no charge. 4. Inventory Management & Tracking Requirements The FCMOD maintains its own electronic database to index records by specified storage boxes. Vendor shall have a secure, web-based database, which uses bar- coded or RFID data to track boxes, which will allow FCMOD users access via the internet to track/audit inventory, initiate storage/retrieval requests, request or create reports, etc. The FCMOD expects to be able to export necessary data to Vendor, and so will not require any data to be keyed in or maintained by the records center except for the Vendor’s tracking data. The inventory status of FCMOD records must be available to view/track via Vendor’s electronic inventory system within 24 hours of each transaction. Vendor’s tracking system must be capable of documenting date/time of pickup, delivery and storage location of the FCMOD’s records so that each record can be identified and located. The Vendor’s system must have the capability to upload existing data from and to Microsoft Excel at no additional charge to the FCMOD. The successful Vendor shall work with FCMOD representatives in developing an on-line inventory acceptable to the FCMOD and which will best serve the FCMOD’s needs. Data from the existing Vendor and box numbers shall be imported at no additional charge to the FCMOD. For delivery/retrieval orders placed by FCMOD users on-line, Vendor’s system must default standard delivery/retrieval time at a four hour schedule. Any record not located and delivered in the expected timelines (see Section B.11) will be considered lost. 5. Records Destruction Records should be destroyed by FCMOD request only. The method of destruction for confidential records shall be secure shredding whereas the records shall be completely destroyed and rendered illegible. Secure shredding shall conform to the latest standards of the National Association for Information Destruction, Inc. or similar trade organizations and any regulations affecting the destruction, disposal and RFP 8828 Off-site Secure Records Storage Services Page 6 of 25 recycling of paper. All documents submitted for destruction will be shredded to no more than 5/16” x 1-1/8”. All material shall be combined/mixed with other material and bundled for recycling or further destruction. Destruction methods for “public” or non-confidential records (normally available to the general public) may include recycling, or a more thorough destruction method. The FCMOD reserves the right to destroy records itself or to have a third party destruction company pick up records from Vendor’s storage location(s) to have the records destroyed. When confidential records (not for public viewing) have been given authorization to be destroyed, the FCMOD reserves the right to witness the destruction process. A Certificate of Destruction (COD) shall be completed for all records destroyed using a format approved by the FCMOD Records Manager. The COD shall not be completed until after the records are physically destroyed so as to render them illegible. The COD must be its own document, separate from invoices and must contain information of the records that were destroyed, such as the barcode number of a particular box or record. Upon completion, the COD shall be sent to the FCMOD Records Manger 6. Annual Service Report The successful Vendor shall be required to maintain a record of all service requests that are made in conjunction with this award. Vendor shall provide to the FCMOD’s Records Management Coordinator, at no additional charges or fees, the following, an annual report of FCMOD stored records and associated activities no later than January 31st of each year of the Agreement. The annual report should include, but is not limited to, the following: • Master Inventory (indicating number and description of total records stored, locations of stored records, especially if stored at more than one of Vendor’s storage facility(ies). Report totals, where applicable, shall be by number of boxes/tapes stored and total cubic feet. • Reports of Files Retrieved • Any permanent withdrawals of records • Check-out report including dates of checkout • Online metrics dashboard • Reports of Re-files • Newly stored records for the month being reported • Reports of records eligible for destruction • CODs for records that have been destroyed • Destruction totals including environmental impact • For tape and media storage, Vendor may be asked to provide monthly rotation schedules as needed. RFP 8828 Off-site Secure Records Storage Services Page 7 of 25 B. Storage Facility Requirements Vendor’s facility(ies) should meet the following minimum requirements. Failure to demonstrate compliance with these requirements may cause your proposal to be deemed as non-responsive and may be rejected. • Access must be restricted to employees, clients, prospects, and necessary Vendors. All visitors must be escorted by a Vendor employee at all times. • Facility(ies) must have secured access including, but not limited to, the following: − Secured access − Professionally monitored burglar and smoke detection systems − 24 hour video surveillance − Deadbolt locks on doors • Fire Protection Systems: All facility(ies) (including shipping/receiving and office areas adjacent to storage areas) used by Vendor for storage of the FCMOD’s records shall have a 24x7x365 fire protection system and be compliant with NFPA 232, the National Fire Protection Association Standard for the Protection of Records. The preferred type of fire control systems is wet-pipe sprinklers with high temperature rated (250° F to 300° F) heads and water flow alarm. Vendor’s facility(ies) must have be protected by 24-hour alarm and surveillance systems both interior and exterior, which shall be electronically linked to the local police and fire departments or to a bonded security alarm company who will in turn notify local police and/or fire departments of the emergency. Vault storage area shall use inert gas suppression. For supplemental extinguishers there shall be type ABC fire extinguishers placed strategically throughout all storage, office and receiving/shipping areas. A desired system will also include fire hose cabinets strategically placed throughout the facility(ies), but all hose cabinets shall be plumbed into the sprinkler systems with flow alarms. • Facilities must meet the National Archives and Records Administration’s Facility Standards for Records Storage Facilities. • The storage area/facility(ies) must be constructed to prevent damage to records during inclement weather (such as hurricanes or flooding). Vendor must have a Disaster Recovery plan and procedures. • Facility(ies) must provide proper storage environments for all records regardless of format. The facility(ies) must be equipped with climate-controlled storage areas with dust filters. Climate control shall include heating, air conditioning and humidity controls as required to achieve a temperature variation of +/- 15 degrees from established "base" room temperatures to ensure that records do not deteriorate form heat, cold or humidity. Additionally, Vendor's facility(ies) must be equipped with insect control devices or be serviced by a commercial extermination service on a regular basis. • Vendor shall provide adequate protection for tapes and magnetic media from electromagnetic fields/disturbances. • Facility(ies) management must practice strict adherence to municipal, state and federal building and zoning codes. RFP 8828 Off-site Secure Records Storage Services Page 8 of 25 • Major electrical installations should be kept separate from storage areas. • Electrical breaker boxes should be accessible and clearly identified. • No electrical outlets should be located near magnetic media. • Temporary alternative power (generators, etc.) need to be prewired and in place in the event of prolonged power failure. • Uninterruptible power supply (UPS) should be used for any computers that house information the FCMOD may need to access. • Shelving must be of fire retardant, chemically neutral, steel construction. Bottom shelves shall be at least two (2) inches from the floor. Boxes are not to be stacked more than three high. • Dock loading area must have a secured entry system with video surveillance and not be visible from the street; • Facility(ies) shall not have windows in any stack areas. • Facility(ies) shall be located above the local flood plain. • The storage area must be separate from any offices or work areas. • No water, steam or other piping shall be present in the hardcopy records storage area other than pipes for the sprinkler system. • Roofing above stacks must not have any leaks or protection from water damage must be present above stacks. Vault Requirements: • Administrative areas are separated from the vaulting areas. • Alarm protection for fire detection and suppression; water seepage and flooding; motion and sound detection; magnetic door contact, and improper access code entry. • Each vault must have a dedicated alarm for heat and fire suppression tied directly to fire stations. • Each vault must be monitored 24x7 to maintain acceptable temperature (60° - 70° F); and acceptable humidity (35% - 45%). • Vendor shall use appropriate containers for transport and storage of magnetic media. Vehicle Requirements: • Vehicle cargo area for climate controlled transport must be environmentally sound with heating, air-conditioning, humidity controls and monitoring. • Driver(s) must carry mobile devices for communications. • Vehicle cargo area must be secured during transportation. • All vehicles must be locked and alarmed at all times while unattended and have a self-alarming security system. • Storage bay of vehicle must be secured and separate from main cab. RFP 8828 Off-site Secure Records Storage Services Page 9 of 25 • Vendor owned and operated vehicles. • Vehicle inspection and maintenance logs shall be retained and available to the FCMOD upon request. C. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: February 8, 2019 • Question deadline: 5:00 PM MST on February 20, 2019 • Proposal due date: 3:00 MST (our clock) on March 1, 2019 • Interviews (tentative): End of March 2019 • Award of Contract (tentative): April 2019 D. Interviews In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. E. Site Visit Prior to award authorized representatives from the City and FCMOD may visit Vendor’s facility(ies) to ensure FCMOD requirements contained in this proposal are met. F. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore subcontractors will be the responsibility of the Vendor. G. Proposal Format Please limit the total length of your proposal to a maximum of twenty-five (25) double sided or fifty (50) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. H. Fees, Licenses, Permits The successful Vendor shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. I. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. RFP 8828 Off-site Secure Records Storage Services Page 10 of 25 J. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, task description, hours worked, hourly rate for each employee/work type category, and date of the work performed specific to the task. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Vendor Statement. RFP 8828 Off-site Secure Records Storage Services Page 11 of 25 C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Include a description of the software and other analysis tools to be used for records management. 5. Identify what portion of work, if any, may be subcontracted. D. Firm Capability Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. A list of qualifications for your firm and qualifications. 3. References. Provide a minimum of three similar projects, preferably with public agencies, in the last 5 years. Include the owner’s name, contact name, email and phone number, and a brief description of the work. The Vendor authorizes City to verify any and all information contained in the Vendor’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. E. Assigned Personnel 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. 2. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide resumes for their key personnel. 3. Describe the availability of project personnel to participate in this project in the context of the contractor firm’s other commitments. F. Availability 1. Can the work be completed in the necessary timeframe? 2. Provide an outline of the schedule for completing tasks. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. RFP 8828 Off-site Secure Records Storage Services Page 12 of 25 G. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section IV: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. H. Cost and Work Hours In your response to this proposal, please provide the following: 1. Cost by Task: Provide the cost of each task identified in the Scope of Work section. Price all additional services/deliverables separately. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. 2. Any additional costs for services provided by the Vendor but not specifically listed in the Scope of Work. 3. Price list for all supplies available for purchase from your firm. I. Additional Information Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? RFP 8828 Off-site Secure Records Storage Services Page 13 of 25 2.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost & Work Hours Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” RFP 8828 Off-site Secure Records Storage Services Page 14 of 25 B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? If Vendor administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 8828 Off-site Secure Records Storage Services Page 15 of 25 V. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Vendor acknowledge receipt of addenda. Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 16 of 25 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit , consisting of ( ) page(s), and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 17 of 25 termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page(s), and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 18 of 25 responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 14. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 17. Indemnity/Insurance. Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 19 of 25 a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8- 17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 20 of 25 c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 21 of 25 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 22 of 25 EXHIBIT A SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 23 of 25 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 24 of 25 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. Official Purchasing Document Last updated 10/2017 RFP 8828 Off-site Secure Records Storage Services Page 25 of 25 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law.