Advanced Notice to Waive Competition
APPENDIX A
SCOPE OF SERVICES
1.Background.
Miami-Dade County, hereinafter referred to as the County, is contracting for microfilm storage and management services to include a secure, climate controlled storage facility and professionally trained staff to handle film in accordance with deferral, state and local retention rules and regulations for the Clerk of the Circuit and County Courts (Clerk) the Miami-Dade Police Department (MDPD) and other county departments on an as needed basis.
2.Services to be Provided.
a.Provide storage of the County’s vital microfilm records within a 1,416 cubic ft. private underground vault in a subterranean mine located in Cherry Township, Butler County, Pennsylvania; which space may be relocated from time to time at the Contractor’s expense within the underground facility. The Leased Space shall be used solely for the storage of records, documents and information on paper or other media. The vault shall be equipped with an automatic smoke detection system which is to be monitored 24 hours a day and comply with National Fire Protection Association regulations.
b.Receive and enter cartons and/or open shelf files.
c.Provide retrieval of items from, or return of items to, storage as requested by the County.
d.Provide archival destruction services to include retrieval, preparation, documentation, and secure shredding of items stored at Contractor’s facility. Upon written authorization of the archival destruction by the County, the Contractor shall proceed with these services.
e.Retrieve, prepare and document the permanent withdrawal of records from Contractor’s facilities.
f.Provide rates for pickup and delivery services from shipping companies. Upon written approval of the rates and written authorization for the delivery or pickup by the County, the Contractor shall proceed with these services. The handling fees are specified in Appendix B, Price Schedule, Section E.
g.Provide the County, upon the County’s request, rates for reports to include special sorting and special file listings subject to the computer listing charge and/or set-up, reporting and download fees. Monthly Supplemental Reports are included in the storage rate pursuant to Appendix B, Price Schedule, Section A. Upon written approval of the rates and written authorization for reports from the County, the Contractor shall proceed with these services.
h.Provide related, additional services, upon request by the County, such as re-boxing and Image on Demand. Charges for services not specifically listed under this contract will be billed to the County at an hourly labor rate, in fifteen minute increments, pursuant to Appendix B, Price Schedule, Section F. The services must be authorized by the County prior to work commencing. The County may request an estimate including the hours required and an approximate total price before authorizing services. The Contractor shall provide an estimate at no charge to the County.
APPENDIX B
PRICE SCHEDULE
A.Storage
Description / Unit of Measure1. / Secure Microfilm Storage, Acid Free Box, per box / per month
2. / Acid Free Box (1.2 cubic feet) / per box
B.Receiving, Entry, Retrieval, Interfile and Refile of Records
Description / Unit of Measure1. / Regular Receiving and Entry / per box
2. / Same Day Retrieval/Refile (This rate is per retrieval of a box OR item from the box; Only one fee will apply per retrieval. (Requests received by 3pm EST are sent the same business day) / per box
3. / After Hours or Holiday Retrieval/Refile / per box
4. / Permanent Removal/Withdrawal / per box
C.General Services
Description / Unit of Measure1. / Imaging / per item
2. / Photocopy / per page
3. / Email / per email
4 / Digital Images Scanned / Per image
D.Record Destruction
Description / Unit of Measure1. / Physical Destruction (Microfilm, CD/DVD, etc.) / per item
E.Transportation
Description / Unit of Measure1. / Regular Receiving and Entry / per trip
2. / Same Day Retrieval / per trip
3. / After Hours or Holiday Retrieval/Refile / per trip
4. / Permanent Removal/Withdrawal / per trip
5. / Transportation Handling Fee-Regular and Same Day / per trip
6. / Transportation Handling Fee-Permanent Removal / per trip
F.Miscellaneous
Description / Unit of Measure1. / Transfer of Microfilm Records to Media / per reel
2. / Labor / per 15 minute increments
NOTES:
1.There will be no Administrative Fees charges throughout the duration of this Contract.
2.Rates are firm and fix for the term of the contract.
3.Rates shall be all-inclusive. No “add-on” charges for services shall be accepted.
4.Notwithstanding the proposed hourly rates for additional services, the County reserves the right to negotiate the final pricing on a project by project basis, at the County’s sole discretion.
5.Any extension period rates will be negotiated as stipulated in Article 8.