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ITB 17-CA-1112-01

INVITATION TO BID

ARCHIVE RECORDS STORAGE AND RETRIEVAL SERVICES

For the Southeast Region/Circuit 17

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

ITB #17-CA-1112-01

Circuit 17 Broward County

Posting Date:

MAY 11, 2012

MAIL OR DELIVER REPLIES TO:

Department of Children and Families North Broward Regional Service Center

Attn: Andrea Avecillas 1400 West Commercial Blvd

2nd

Floor, Room 210-K Fort Lauderdale, Florida 33309

ITB 17-CA-1112-01

INVITATION TO BID

ARCHIVE RECORDS STORAGE AND RETRIEVAL SERVICES

TABLE OF CONTENTS TITLE PAGES

SECTION A: INTRODUCTION

1. Statement of Need .................................................................... 5 2. Statement of Purpose ................................................................. 5 3. Terms of Agreement .................................................................. 6 4. Definition of Terms .................................................................... 6

SECTION B: ITB PROCESS

1. Contact Person .......................................................................... 8 2. Posting ...................................................................................... 8 3. Vendor Disqualification .............................................................. 9 4. Limitations on Contacting Department Personnel ...................... 9 5. Schedule of Events ................................................................... 9 6. Notice of Intent to Submit a Bid ................................................. 11 7. Solicitation Conference ............................................................. 11 8. Inquiries .................................................................................... 12 9. Withdrawal of Proposals ............................................................ 12

10. Acceptance/Rejection of Proposals ........................................... 12 11. Notice of Intent to Award a Contract ........................................... 13 12. Surety – Bid Guarantee ............................................................. 14 13. Surety – Performance Bond ...................................................... 14 14. Protests or Disputes .................................................................. 14

SECTION C: MINIMUM PROGRAM REQUIREMENTS

1. General Statement .................................................................... 15 2. Programmatic Authority ............................................................. 15 3. Scope of Service ....................................................................... 16 4. Major Program Goals ................................................................ 16

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5. Task List .................................................................................... 16 6. Task Limits ................................................................................ 19 7. Staffing Levels ........................................................................... 20 8. Professional Qualifications ........................................................ 20 9. Staffing Changes ....................................................................... 21

10. Subcontracting .......................................................................... 21 11. Service Delivery Location .......................................................... 21 12. Service Times ............................................................................ 21 13. Change in Location .................................................................... 22 14. Equipment ................................................................................. 22 15. Service Units ............................................................................. 22 16. Records and Documentation ..................................................... 22 17. Reports ..................................................................................... 23 18. Performance Measures .............................................................. 25 19. Performance Evaluation Methodology ........................................ 25 20. Vendor Unique Activities ............................................................ 26 21. Coordination with Other Vendors/Entities ................................... 28 22. Department Obligations .............................................................. 28 23. Department Determinations ........................................................ 29 24. Monitoring Requirements ........................................................... 29

SECTION D: FINANCIAL SPECIFICATIONS

1. Funding Source ........................................................................... 29 2. Invoicing and Payment of Invoices .............................................. 29 3. Cost Bid ....................................................................................... 30 4. MyFloridaMarketPlace Transaction Fee ...................................... 31

SECTION E: INSTRUCTIONS TO VENDORS

1. Vendor Registration in MyFloridaMarketPlace ............................ 32 2. Authority to Do Business in Florida ............................................. 32 3. General Instructions to Respondents PUR1001 ......................... 32 4. Title Page ................................................................................... 33 5. Required Vendor’s Statements or Certifications ......................... 33 6. Financial Audit…..……………………………………………………34 7. Trade Secrets ............................................................................. 34 8. Cost of Preparation of Bid .......................................................... 34 9. Number of Copies Required ....................................................... 34

10. How to Submit a Bid ................................................................... 34

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11. Other Required Information ....................................................... 35 SECTION F: RATING AND BID TABULATION SHEET

1. Description of Evaluation Criteria .............................................. 38 2. Identical or Tie Responses ........................................................ 38 3. ITB Tabulation Methodology ....................................................... 38

SECTION G: CONTRACT PROVISIOINS

1. Standard Contract or List of Requires Contract Provisions ........ 39 2. Attachment I .............................................................................. 39 3. General Contract Provisions, PUR 1000 .................................... 39 4. Finance and Compliance Audit Attachment ............................... 39

APPENDICIES APPENDIX I Intent to Submit a Bid ............................................ 40

APPENDIX II Acceptance of Contract Terms ............................. 42

APPENDIX III Statement of No Involvement ............................... 44

APPENDIX IV Proof of Signature Authority ................................. 46

APPENDIX V Conflict of Interest (Non-Collusion) ........................ 48

APPENDIX VI Certification Regarding Debarment ...................... 50

APPENDIX VII Certification Regarding Lobbying .......................... 52

APPENDIX VIII Certification of a Drug-Free Workplace ................. 54

APPENDIX IX Evaluation Manual ................................................. 56

APPENDIX X Standard Contract ................................................ 64

APPENDIX XI Attachment I ......................................................... 66

APPENDIX XII Finance and Compliance Audit .............................. 100

ITB 17-CA-1112-01

HARD RECORD ARCHIVE STORAGE AND MANAGEMENT SERVICES

FOR THE FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

CIRCUIT 17

INVITATION TO BID 17-CA-1112-01

Section A. Introduction

1. Statement of Need The Department of Children & Families, hereinafter referred to as the department, has the need to establish a service contract for Hard Record Archive Storage and Management Services for Circuit 17. The benefits to off-site record management are compliance with legal retention requirements, faster retrieval of information, space savings, fewer lost or misfiled records, and a reduction of expenditures for records. Currently, approximately 13,000 records storage boxes are in storage with an additional 10% to 30% anticipated increase in the number of boxes to be stored within the next 2-3 year period. No guarantees or warranties as to quantities are implied or intended. Records are stored in corrugated boxes dimensioned 12” by 15” by 10”. Each box is numbered and contains multiple individual record files. Potential vendors must understand the need and requirements for record storage, on an as needed basis, and be able to provide the needed services. Service centers within Circuit 17 will determine, at their discretion, their specific service needs and usage amounts to be provided by the selected vendor. All service center offices and addresses, as outlined in Appendix XI (see Exhibit F to the Attachment I), are subject to change as our mission changes. The department reserves the right to add and delete service quantities and center locations within the scope of this Invitation to Bid with the agreement of the selected vendor.

2. Statement of Purpose The department intends to purchase services from a potential vendor to create a records disposition program to enable the Circuit to dispose of records that are no longer needed so that only those active records needed for current business are maintained in costly office space. The department has determined that it is more efficient and less expensive to store inactive or seldom referenced records in an off-site (non-office space) records storage facility.

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The records to be stored are official records of the State of Florida and will contain both confidential and non-confidential information. Under records schedule provisions, Circuit 17 may destroy specified records, transfer eligible records to record centers or storage areas, or transfer permanent records to the Bureau of Archives and Records Management. All records must be maintained in a secure environment and require protection in a safe secure environment where loss, theft or damage to records as a result of vandalism, fire, the elements, and pests is preventable.

3. Term of Agreement

The department seeks to establish a contract for archived records storage and retrieval services for the period July 1, 2012 through June 30, 2015. The resulting contract may be renewed for one term not to exceed three years or for the term of the original contract, whichever period is longer. Such renewal shall be contingent upon satisfactory performance evaluations as determined by the department and be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract and the rate shall be based upon the Bid Price Sheet which was submitted with the response to the original bid document.

4. Definitions

a. Business Day - A business day is defined as any calendar day Monday through Friday, excluding official state holidays, 8:00 a.m. through 5:00 p.m.

b. Confidential Material/Information - Confidential material/information

refers to information that has specific statutory exemption from the public records laws. As the vendor, its employees, and agents are not authorized to make such determinations, the vendor, its employees and agents should consider all information contained in or derived from any records with which the vendor, its employees, and agents come into contact with as confidential information.

For the purposes of this ITB, confidential material shall include any and all: • Documents • Files • Labels • Storage and retrieval medium (i.e., computer floppy discs, computer

compact discs, and any and all other storage and retrieval media) • Computer software, computer hardware

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• Pieces of paper containing any and all information and/or data, irrespective of the legal status of the content of such information or data and wherever it may be found (e.g., on furniture or the floor and/or in trash receptacles or recycle bins).

The contents of the department’s employees’ conversations or activities which may have been overheard or observed by the vendor, its employees, and agents or during the performance of, or incidental to the purpose of performing the prospective contract, also constitute confidential material which may not be repeated or discussed.

c. Contract Manager - An individual designated by the department responsible for enforcing the performance of the contract terms and conditions. The contract manager is the department’s primary point of contact through which all contracting information flows between the department and the vendor.

d. Emergency Retrieval of Records (Priority Retrieval) -Records

requested on an emergency/priority basis must be delivered to the department within 4 hours of the request. In some cases emergency requests may be made after normal business hours.

e. Fixed Price - Method of payment used when the services purchased can

be broken down into unit costs (e.g., hours, client days, month), or a fixed fee (e.g., payment based on delivery of a complete service).

f. Records Storage Facility - A records storage facility is a building of

permanent construction in which records are to be stored. The facility shall include appropriate environmental (temperature and humidity) and security controls to safeguard the safety of the records and information contained therein. The facility must contain a fire suppression system, not be located in a flood prone area, and must be protected by a security monitoring/alarm system or by a security guard after hours.

g. Records Management Liaison Officer (RMLO) - The individual detailed

to the Southeast Region General Services Office who is responsible for implementing and coordinating all Record Policies and Procedures so as to provide record management to each Circuit in the Southeast Region.

h. Record Copy - The copy kept as the official record in accordance with

the retention schedule.

i. Record Series - A group of related documents arranged under a single filing system or kept together as a unit because the documents either consist of the same form, relate to the same subject, result from the same activity, or have certain similar physical characteristics (i.e., maps or blueprints). A record series may contain both forms and correspondence.

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j. Retention –The minimum amount of time a record series must be maintained by the department. This schedule is defined in CF Pamphlet, CFP 15-7.

Section B. ITB Process

1. Contact Person

This ITB is issued by the State of Florida, Department of Children and Families, Southeast Region - Circuit 17. The procurement manager within this department is the sole point of contact for this ITB. The contact person for this ITB is:

Andrea Avecillas Department of Children and Families

North Broward Regional Service Center 2nd Floor, Room 210-K

1400 West Commercial Blvd Fort Lauderdale, Florida 33309

2. Posting

Copies of the responses to all inquiries, and clarifications and/or addenda if made to the ITB, will be made available through electronic posting on the MyFlorida.com website at: http://myflorida.com/apps/vbs/vbs_www.main_menu The department may secondarily post the evaluation and the Notice of Intended Award or other information or notices relating to this procurement at the following location on June 11, 2012. Fort Lauderdale, Florida time where it will remain for seventy-two (72) hours thereafter:


2nd Floor 1400 West Commercial Blvd

Fort Lauderdale, Florida 33309

Notice is hereby specifically given, however, that this secondary posting is not an official posting and that any protest must be filed within seventy-two (72) hours of the official posting on the Internet as described above. Physical posting will not extend the time permitted within which to file a protest. It is the responsibility of those submitting a response to the solicitation to obtain the result from the Internet posting in sufficient time to protect their own interests should they care to do so. Likewise, any faxed

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information with regard to the results of this procurement will not extend the time limits set out in s. 120.57(3), F.S.

3. Vendor Disqualification

Failure to have performed any contractual obligations with the department in a manner satisfactory to the department will be sufficient cause for disqualification. To be disqualified as a vendor under this provision, the vendor must have:

1. Previously failed to satisfactorily perform in a contract with the

department, been notified by the department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the department; or

2. Had a contract terminated by the department for cause; or 3. Have been previously barred, suspended or otherwise prohibited from

doing business with any government entity, or is currently under investigation or indictment for criminal conduct, or has been convicted of any crime which would adversely reflect on the ability to provide services to vulnerable populations or the ability to handle public funds.

4. Limitations on Contacting Departmental Personnel

Prospective vendors are prohibited from contacting department personnel regarding this solicitation other than the contact person identified in Section B.1. above. Any occurrence of a violation may result in the disqualification of the prospective vendor. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

5. Schedule of Events and Deadlines

The following schedule is anticipated for all actions relevant to this ITB:

ACTIVITY DUE DATE TIME ADDRESS

Advertise/Release ITB on MyFlorida.com website

5/11/2012 4:00 PM

MyFlorida.com website http://myflorida.com/apps/vbs/vbs_www.main_menu

Receive Notice of Intent to 5/18/2012 4:00 PM Department of Children and Families North Broward Regional Service Center

ITB 17-CA-1112-01

Submit a Proposal 2nd

Floor, Room 210-K 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Hold Solicitation Conference

5/21/2012 10:00 AM

Department of Children and Families North Broward Regional Service Center Conference Room 203 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Receive all inquiries

5/23/12 12:00 PM

Department of Children and Families North Broward Regional Service Center 2

nd Floor, Room 210-K


Respond to Inquiries

5/24/2012 3:00 PM


Receive all Sealed Bids

6/1/2012 12:00 PM

Department of Children and Families North Broward Regional Service Center 2

nd Floor, Room 210-K


Opening of Sealed Bids

6/1/2012 12:05 PM

Department of Children and Families North Broward Regional Service Center Conference Room 203 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Evaluation Team Meeting

6/1/2012 3:00 PM

Department of Children and Families North Broward Regional Service Center Conference Room 260-A 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Evaluation Team Debriefing

6/8/2012 10:00 AM

Department of Children and Families North Broward Regional Service Center Conference Room 260-A 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Post the Notice of Intent to Award

6/11/2012 12:00 PM


Anticipated effective Date of Contract

7/1/2012

Note: All times listed are Eastern Standard Time in Fort Lauderdale, Florida.

ITB 17-CA-1112-01

6. Notice of Intent to Submit a Bid

a. A potential vendor that is interested in responding to this ITB should submit a Notice of Intent to Submit a Bid (Appendix I) by May 18, 2012 by 4:00 p.m. The Notice of Intent must be submitted to:




Failure to submit a Notice of Intent by the date and time specified in Section B.5 Schedule of Events and Deadlines does not preclude an interested vendor from submitting a Proposal in response to this Request for Proposal.

Interested vendors must check the DMS web site at: http://myflorida.com/apps/vbs/vbs_www.main_menu for the following: 1. Responses to written inquiries; and 2. Changes to the solicitation. Information regarding any addenda to the ITB and copies of written departmental responses to questions resulting in clarifications of addenda to the ITB, will be made available through electronic posting on the Department of Management Services Florida Communities Network (FCN) by May 24, 2012, at the following website location: http://myflorida.com/apps/vbs/vbs_www.main_menu

7. Solicitation Conference

The department encourages all prospective vendors to attend the vendor’s solicitation conference to be held on May 21, 2012, at 10:00 a.m. at the Department of Children and Families, North Broward Regional Service Center, 1400 West Commercial Blvd, 2nd Floor Conference Room 203, Fort Lauderdale, Florida, 33309 The purpose of the vendor's solicitation conference is to provide interested vendors with an opportunity to obtain clarification of the requirements of this ITB. Attendance at the vendor’s solicitation conference is encouraged but not required and is not a prerequisite for acceptance of replies from individuals or firms.

ITB 17-CA-1112-01

Small Businesses, Certified Minority, and Women’s Business Enterprises are encouraged to participate in any conferences, pre-solicitation, or pre-bid meetings that are scheduled.

8. Inquiries

All inquiries from vendors shall be submitted in writing to the procurement manager listed below and received on or before the date and time specified in Section B.5, Schedule of Events and Deadlines. Only written inquiries may be submitted. Phone calls and faxes are not permitted. Written inquiries may be submitted either by hand delivery, courier, U.S. Postal Service to the procurement manager. All written inquiries must be received by 12:00 p.m. on May 23, 2012. and sent to:




Copies of the responses to all inquiries and clarifications and/or addenda if made to the ITB, will be made available by May 24, 2012 3:00 p.m. through electronic posting at the following web site:

http://myflorida.com/apps/vbs/vbs_www.main_menu

Only responses electronically posted on the FCN can be considered an official response from the department by the vendor.

9. Withdrawal of Bids

A written request for withdrawal, signed by the vendor, may be considered if received by the department within 72 hours after the proposal opening time and date indicated in the Section B.5., Schedule of Events and Deadlines. A request received in accordance with this provision may be granted by the department upon proof of the impossibility to perform based upon an obvious error on the part of the vendor.

10. Acceptance/Rejection of Bids

Bid Deadline Bids must be received by the department no later than June 1, 2012, at 12:00 p.m., at the Department of Children and Families, North Broward Regional Service Center, 1400 West Commercial Blvd. 2nd Floor Room 210K Fort Lauderdale, Fl. 33309. Any bid submitted shall remain a valid offer for at least 90 days after the bid submission date. No changes,

ITB 17-CA-1112-01

modifications, or additions to the bids submitted after the deadline for proposal opening has passed will be accepted by or be binding on the department. Receipt Statement Bids not received at either the specified place, or by the specified date and time, or both, will be rejected and returned unopened to the vendor by the department. The department will retain the unopened original for use in the event of a dispute. Right to Reject or to Waive Minor Irregularities Statement The department reserves the right to reject any and all replies or to waive minor irregularities when to do so would be in the best interest of the State of Florida. Minor irregularity is defined as a variation from the Invitation to Bid terms and conditions, which do not affect the price of the proposal, or give the vendor an advantage or benefit not enjoyed by other vendors, or does not adversely impact the interest of the department. At its option, the department may correct minor irregularities, but is under no obligation to do so. The department reserves the right to withdraw this ITB, even after an award has been made, if to do so would be in the best interests of the state.

11. Notice of Intent to Award a Contract

a. The department shall award the contract with reasonable promptness by written notice to the responsible and responsive vendor that submits the lowest responsive bid. This bid must be determined in writing to meet the requirements and criteria set forth in the invitation to bid.

b. The Notice of Intended Contract Award will be electronically posted for 72

hours (3 working days, excluding Saturday, Sunday, and state holidays) on the Florida Communities Network (FCN) at the following website location:

http://myflorida.com/apps/vbs/vbs_www.main_menu

If no written notice of protest is filed during this posting, the intended contract award becomes final. The department will also post the evaluation and the Notice of Intended Award or other information or notice relating to the procurement at the following location on the following date where it will remain for 72 hours thereafter:

ITB 17-CA-1112-01


2st Floor Lobby 1400 West Commercial Blvd

Fort Lauderdale, Florida 33309 12:00 p.m., EST, June 11, 2012

Notice is specifically given, however, that this secondary posting is not an official posting and that any protest must be filed within 72 hours of the official posting on the internet as described above. Physical posting will not extend the time permitted within which to file a protest. It is the responsibility of those submitting a response to the solicitation to obtain the results from the Internet posting in sufficient time to protect their own interests should they care to do so. Likewise, any faxed information with regard to the results of this procurement will not extend the time limits set out in s. 120.57(3) F.S.

12. Sureties – Proposal Guarantee

N/A

13. Sureties – Performance Bond

N/A

14. Protests and Disputes

Any person who is adversely affected by the decision or intended decision made by the department pursuant to this solicitation shall file with the department a notice of protest in writing within 72 hours (Saturdays, Sundays and state holidays excluded) after the posting of the notice of decision, or intended decision. The formal written protest shall be filed within 10 days after the date the notice of protest is filed. With respect to a protest of the terms, conditions, and specifications contained in this solicitation, including any provisions governing the methods for ranking bids, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours (Saturdays, Sundays and state holidays excluded) after the posting of the solicitation. For purposes of this provision, the term “the solicitation” includes any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. The formal written protest shall be filed within 10 days after the date the notice of protest is filed.

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When protesting a decision or intended decision (including a protest of the terms, conditions and specifications contained in this solicitation), the protestor must post a bond equal to one percent (1%) of the department's estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the department shall provide the estimated contract amount to the protestor within 72 hours (excluding Saturdays, Sundays and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to s. 120.57(3) F.S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond the department may accept a cashier's check, official bank check, or money order in the amount of the bond. A notice of protest, formal protest and bond are "filed," when received by the contact person listed in this solicitation. Filing may be achieved by hand-delivery, courier, US Mail or facsimile transfer. Filing by email will not be accepted. All methods of delivery or transmittal to the department's contact person shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN S. 120.57(3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S.

Section C. Minimum Programmatic Requirements

1. General Statement

The department requires the provision of hard record archive storage and management services for Circuit 17. All records are to be stored in a safe secure environment in a facility where loss, theft or damage to records as a result of vandalism, fire, the elements and pests is preventable. Where appropriate, environmental controls must be adequate to prevent damage to records.

2. Programmatic Authority

The successful vendor must comply with all applicable local, county, state and federal laws, regulations, action transmittals, program instructions, zoning requirements, review guides and similar documentation. The

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authority to conduct this solicitation is provided in the following references Chapters 119, 257, and 287 Florida Statutes (F.S.), Chapters 1B-26 and 27 Florida Administrative Code (F.A.C.), and Children and Families Operating Procedures (CFOP) 15-4.

3. Scope of Service

The successful vendor shall provide hard record archive storage and management services for Circuit 17. At a minimum the successful vendor shall store, index, retrieve, re-file, transport and provide for record destruction services.

4. Major Program Goals

The primary goal is to maintain the physical security of the stored records in a safe secure environment where records maybe readily retrievable within 1 business day, on a normal basis, or within four hours, on an emergency/priority basis, upon the receipt of a request for records from the department.

5. Task List The tasks to be performed under the resulting contract will include the following hard record archive storage and management services: a. Record storage

Records are to be stored in department approved corrugated boxes measuring 12” X 15” X 10”. Each box may contain multiple individual record files. Complete re-boxing of all records for storage shall not be required. The vendor shall ensure that records are re-boxed only if the original container is damaged in transit. Some storage boxes in this category may require an environmental controlled environment. The storage count shall be based upon the total box count as of the prior activity period.

b. Record indexing

(1) Records shall be indexed and entered into the provider’s or vendor’s

computer system within 3-days of receipt based upon the department’s storage box number, internal account number, record type codes and the vendor’s storage location.

(2) Some types of records will require the indexing of individual records within a storage box.

(3) The current number system to identify storage boxes and specific files within those boxes shall continue to be utilized. The vendor shall create and maintain a cross-reference system, based upon the

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department’s storage box number, internal account number, record type codes and the storage location within the vendor’s facility.

(4) Original labels cannot be changed. The vendor may add to our label, but not obscure the information it contains, or affix their own label on the boxes. DCF Form 734 (see Exhibit I to the Attachment I) must remain on all departments’ boxes and must remain clearly visible.

c. Record Retrieval

(1) The successful vendor will receive notifications of request to retrieve

files or tapes from the department’s RMLO or his/her designees via the Internet or fax.

(2) Two types of retrieval services of records from storage shall be utilized:

(i) Non-priority retrievals are requests made to the vendor by 12:30 P.M. that are to be delivered by 5:00 P.M. the following day, Monday through Friday, excluding state holidays, as well as, requests made after 12:30 P.M. and before 5:00 P.M. to be delivered by 5:00 PM on the second business day.

(ii) Priority rush retrievals are requests made to the vendor that must be delivered to the department within four hours of the receipt, regardless of the time of day in which the request is made.

(3) The department retains the right to pickup requested files/records from the awarded bidder. Only the departments RMLO and/or his/her designees shall have the authority to pickup requested files/records from the awarded bidder. In the event that a departmental representative picks up any file/record(s) from the awarded bidder, then no delivery costs shall be charged to the department. The awarded bidder may charge applicable retrieval costs, as proposed, to pull the file/record(s) from their inventory.

d. Re-filing

Upon return for storage, boxes and/or individual records within a specific storage box shall be re-filed in the original storage location within the storage facility within 3-days of receipt.

e. Transportation

(1) Storage records shall be picked up from the department for storage

upon notification from the department’s RMLO and/or his/her designees.

(2) All requested records are to be delivered to the departments RMLO and/or his/her designees at the location requesting the record, unless otherwise specified.

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(3) The department’s RMLO and/or his/her designees will contact the awarded vendor and schedule the pickup of new storage files and/or files returning to storage that have been previously retrieved, on an “as needed” basis. Pickup location will be as stated on the request.

(4) Multiple records and/or boxes of records shall be transported in one trip as to minimize the cost to the department.

(5) The successful vendor shall commence responsibility for the department’s records upon receipt of them, up to and including pickup and delivery services, and shall provide the department with a written receipt for all records picked up or delivered at the date and time of the transaction.

f. Special Searches

The department may request a file from a specified group of boxes, as it may be difficult to pinpoint where a file has been placed. In the event of these circumstances, we reserve the right to bring in a search party to go through a specified group of boxes. The departments RMLO and/or his/her designees shall assist the awarded bidder with this search at their site. Special search services are to be provided for retrieval of such records and the awarded vendor shall bill the department at an hourly rate inclusive of all labor, equipment, supplies, office space and other related costs to perform the aforementioned duties.

g. Records Destruction

(1) All requests by the department for the destruction of records shall be

in writing and accompanied by a transmittal identifying the specific records to be destroyed. Destruction orders will be provided for cartons in storage, which have met their retention requirements. No records shall be destroyed without prior written authorization from the department’s RMLO or his/her designee. The department’s RMLO or designee must be present for the destruction of any departmental record.

(2) Records must be destroyed within 30 days of official notification from the department’s RMLO or his/her designee. This notification will be submitted by the 15th day of the billing cycle, and all associated storage costs for the records identified in the notification to destroy shall cease at the end of that monthly billing cycle.

(3) Records must be destroyed by incineration or shredding only, unless prior written approval to use other methods of destruction is received from the departments RMLO or his/her designee. A certificate of destruction must be provided to the RMLO when the destruction has been completed.

(4) Records in storage shall not be microfilmed, photographed, or otherwise reproduced prior to destruction.

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(5) Records may be destroyed by the RMLO once retrieved from the vendor. Notification to the vendor of the destruction must occur within three days to ensure proper indexing of vendor records.

h. Training

The successful vendor agrees to provide training workshops to departmental employees on their processes on how to request records from storage and/or send records to storage, as necessary and at no additional cost, to the department.

6. Task Limits

a. Facility Limitations

(1) The responsibilities of the vendor in fulfilling the terms and conditions

of this bid and the physical construction of the vendor's facility for storage of records shall be governed by the requirements set forth in the State of Florida Public Records Storage Guidelines for Records Centers and Archives, Part 1, (Jan, 1996) and CFOP 15-4, Department of Children and Families Records Management, Chapter 4, Records Storage.

(2) All records are to be stored in a safe secure environment in a facility where loss, theft or damage to records as a result of vandalism, fire, the elements and pests is preventable.

(3) Where appropriate, environmental controls must be adequate to prevent damage to records. Records must be protected from the destructive effects of extreme variations in temperature and humidity and shall at no time be exposed to outdoors weather conditions.

(4) Accessibility to the department’s records/property must be restricted to the awarded bidders records facility employees or visitors authorized by the departments RMLO and/or his/her designees.

(5) The facility must maintain an Integrated Pest Management (IPM) ecosystem approach utilizing biological, cultural, and mechanical controls rather than chemical ones, throughout the entire records storage facility to ensure the control of roach, rat and other insect infestations.

(6) The successful vendor shall allow department staff access to records stored at the vendor’s facility, during normal working hours, upon the approval of the departments RMLO.

b. Computer Systems

(1) The successful vendor must have an Internet accessible system for viewing inventory on-hand, placing orders for records retrieval and requesting pickups, view billing online, and the capability to request/generate account management reports online.

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(2) The vendor must have a computerized, automated cataloging and retrieval system in a format that meets the department’s requirements by locations and by other identifiers. The computer system shall be able to facilitate the use of the following DCF forms which shall be used by the department: Exhibit H, CF107 - Authorization to Destroy Records; Exhibit J, CF1443 - Record Storage/Transfer Request; Exhibit K, CF1444 - Record Storage/Transfer Request (continued); and Exhibit L, CF1445 - Records Reference Request.

(3) The vendor must have systems in place to support multiple partner access and departmentalized billing from one major account. The system must provide separate account numbers and invoices each month based upon the location and budget entities used by the automated system.

(4) Vendor must have systems in place to segregate types of records to manage security and access levels.

c. The successful vendor agrees to accept, transport and catalog all existing

inventory, at no cost, to the department. d. The successful vendor is not authorized by the department to perform

any tasks related to the project other than those described in the Task List without the express written consent of the department.

7. Staffing Levels

Each vendor shall include its proposed staffing for technical, administrative, and clerical support. The successful vendor shall maintain an adequate administrative organizational structure and support staff sufficient to discharge its contractual responsibilities. In the event the department determines that the successful vendor’s staffing levels do not conform to those promised in the bid, it shall advise the successful vendor in writing and the successful vendor shall have 30 days to remedy the identified staffing deficiencies. Any employee whose continued presence would be detrimental to the success of the project as determined by the department shall be replaced by the vendor with an employee of equal or superior qualifications. The department will exercise exclusive judgment in this matter.

8. Professional Qualifications

At least two reference letters must be included in the bid document from current or recent customers (services provided within the past two year period) attesting to the ability of the bidder to provide services of the type and volume required under this contract. The references should be on the customer’s letterhead and include:

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• The name of the customer providing the reference, • Length of time to which services were/are provided for the customer;

and, • A general description of the tasks performed for these customers.

9. Staffing Changes

The successful vendor shall staff the project with key personnel identified in the vendor’s bid, which are considered by the department to be essential to this project. The successful vendor may substitute any of the proposed individuals with personnel of equal or superior qualifications.

10. Subcontractors Only with the prior consent of the department, may the vendor, enter into subcontract(s) for performance of certain of its functions under the resulting contract. Subcontractors known at the time of the proposal submission and the amount of the subcontract shall be identified in the vendor’s response to this Invitation to Bid. The act of subcontracting requires approval in writing by the department’s Contract Manager prior to the effective date of any subcontract. No subcontract which the vendor enters into with respect to performance under the contract resulting from this Invitation to Bid shall in any way relieve the vendor of any responsibility for performance of its duties. All payments to the subcontractors shall be made by the vendor. This contract resulting from this ITB shall allow the provider to subcontract for the provision of the following services: (1) Record retrieval/transport services, (2) Destruction of records by a licensed and bonded facility. The department must approve in writing the specific subcontractors prior to their use by the provider. All subcontracting is subject to the provisions of Section 12. of the Standard Contract. The provider may not subcontract services not listed.

11. Service Delivery Location (fatal criteria item)

The successful vendor will specify the street address, mailing address, facsimile number and telephone number of the vendor’s primary business address and/or service delivery location(s). The bidder should identify the administrative office location and the location of all proposed records storage facilities.

12. Service Times

Normal service hours are 8:00 a.m. through 5:00 p.m., Monday through Friday, excluding official state holidays. Additionally, emergency retrieval of

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records may be required outside of the normal service times, as specified in Attachment I.

13. Changes in Location

The successful vendor shall notify the department’s contract manager, in writing, within (15) calendar days prior to making changes, which will affect the department’s ability to contact the successful vendor by telephone or facsimile transmission.

14. Equipment The selected vendor will be responsible for supplying, at its own expense, all equipment necessary to perform the tasks required by contract including but not limited to computers, telephones, copier and fax machine including supplies and maintenance, as well as needed office supplies. Damage to records caused by faulty operation of equipment or lack of maintenance of said equipment, will be the responsibility of the provider. The vendor will reimburse the department for any financial losses due to the reconstruction of records, lawsuits, fines, fees or other expenses directly resulting from records damaged by the vendor.

15. Service Units

A service unit for the resulting contract will be any one (1) of the services as described in the Task List - Section C.5.a.-h. above.

16. Records and Documentation

To the extent that information is utilized in the performance of the resulting contract or generated as the result of it, and to the extent that information meets the definition of “Public records” as defined in section 119.011, F.S., said information is hereby declared to be and is hereby recognized by the parties to be public records and absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by an interested person upon request as provided in subsection 119.01(2)(f), F.S. It is expressly understood that the successful vendor’s refusal to comply with Chapter 119, F.S., shall constitute an immediate breach of the contract which results from this ITB which entitles the department to unilaterally cancel the contract agreement. The successful vendor will be required to promptly notify the department of any requests made for public records. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this ITB shall be retained by the successful vendor for a period of six years after the termination of the resulting contract or longer as may be required by any

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renewal or extension of the contract. During the records retention period, the successful vendor agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the format determined by the department. The successful vendor shall maintain such records in whatever reasonable format is required by the department at the time, at the vendor’s expense. Data files will be provided in a format readable by the department. The successful vendor agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful vendor further agrees to hold the department harmless from any claim or damage including reasonable attorney’s fees and costs or from any fine or penalty imposed as a result of an improper disclosure by the successful vendor of confidential records whether public records or not and promises to defend the department against the same at its expense. The successful vendor shall maintain all records required to be maintained pursuant to the resulting contract in such a manner as to be accessible by the department upon demand. Where required by applicable law, access by the public shall be permitted without delay.

17. Reports Where the resulting contract requires the delivery of reports and invoices to the department, mere receipt by the department shall not be construed to mean or imply acceptance of those reports or invoices. It is specifically intended by the parties that acceptance of required reports or invoices shall require a separate act in writing. The department reserves the right to reject reports or invoices as incomplete, inadequate, or unacceptable according to the parameters set forth in the resulting contract. The department, at its option, may allow additional time within which the successful vendor may remedy the objections noted by the department or the department may, after having given the successful vendor a reasonable opportunity to complete, make adequate, or acceptable, declare this agreement to be in default.

Report Title

Reporting Frequency

Report

Due Date

Number of

copies due

DCF Office address(es) to receive reports

Invoice (Exhibit B)

Monthly The 15th day following the

month of service

1 Contract Manager

Invoice Summary

Report (Exhibit C)


month of service

1 Contract Manager

Detail Report (Exhibit D)


1 Contract Manager

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month of service Performance Data Report (Exhibit E)


month of service

1 Contract Manager

List of Storage Box Units

Quarterly

and

As needed

The 15th day following the

quarter of service

Within one business day of

request

1 Contract Manager

Certification of Destruction

As needed Within one business day of

the destruction of a batch of records

2 Contract Manager, RMLO

Un-Returned Storage Report


month of service


a. Invoice: The invoice should show line items for the total billed from the

(monthly) Invoice Summary and for the cumulative storage charges by the department’s account and by transaction type. A sample invoice may be found in Appendix XI (see Exhibit B to the Attachment I). The invoice must be signed by the provider’s authorized representative prior to submitting to the department for payment processing.

b. Invoice Summary Report: The Invoice Summary Report supports the

Invoice and is a summary of the charges on the invoice grouped by the department’s Inter-departmental name/code for each site location. This report may be submitted in electronic form. The transaction types are listed in the Attachment I of this ITB. A sample invoice summary report may be found in Appendix XI (see Exhibit C to the Attachment I).

c. Detail Report: The Detail Report will list each billable transaction (except

the cumulative storage fees charges), which occurred during the month. The minimum information to be included is as follows:

• Date of Transaction • Billing Code • Account Number • DCF Box Number • Transmittal Number • Description (for example received boxes 45865 through 46261) • Quantity of service units charged (for example 397) • Amount Billed This report may be submitted in electronic format. A sample detail report may be found in Appendix XI (see Exhibit D to the Attachment I).

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d. List of Storage Box Numbers: The Quarterly List of Storage Box

Numbers must include the DCF box number, account number, the provider’s cross-reference number, and the storage facility (if the provider has more than one facility). The report must be furnished in electronic format as a delimited or fixed length text file, Microsoft Word table, Microsoft Excel Spreadsheet or a Microsoft Access table (or in a format compatible with those Microsoft Products). Due to the number of boxes in storage it may be necessary to present the data in multiple files.

This report must also be provided upon the termination of the contract and weekly throughout any transition to a new vendor. The department may request this report more frequently to facilitate special projects or if discrepancies are found. If the department requests additional quarterly listings, they shall be due within 3 business days of the request.

e. Certificate of Destruction: The vendor will forward to the department a

signed Certificate of Destruction attesting to the specific records destroyed and the method utilized to destroy the records within one business day after concluding the destruction of a group of records.

f. Un-Returned Storage Report: The vendor will provide a monthly

inventory run of all boxes that have been retrieved from storage and not returned during the billing period. It should include the department’s box number and that of the vendor, if any. The listing should be in numerical order by the department’s box number(s).

18. Performance Measures

a. 95% of Priority record retrievals shall be retrieved and provided to the

department within 4-hours of the receipt of the request is received.

b. 95% of the Non-Priority record retrievals shall be retrieved and provided to the department by the second business day after request is received.

c. 100% of records shall be destroyed within 30-days of receipt of

destruction.

19. Performance Evaluation Methodology

a. For the purposes of these performance standards, the totals will be after any required corrections have been made to the report. The designated department person/personnel will compare the Detail Listing of Storage Activity to our internal logs for discrepancies. Any discrepancies noted will be reviewed with the successful vendor’s designee for clarification or corrective action as necessary.

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(1) For section C.18.a, the percentage of completion that meets

standards will be determined by dividing the total transactions completed on a timely basis by the total transactions completed on the (monthly) Detail Report.

Numerator # of records delivered within 4-hours of receiving notice Denominator # of request made for the delivery of priority records

(2) For section C.18.b, the percentage of completion that meets


Numerator # of records delivered within second business

day of receiving notice Denominator # of request made for the delivery of non-priority records

(3) For section C.18.c, the percentage of completion that meets


Numerator # of records destroyed within 30-days of notice Denominator # of records requested to be destroyed

b. By execution of this contract the vendor hereby acknowledges and

agrees that its performance under the contract must meet the standards set forth above and will be bound by the conditions set forth in this contract. If the vendor fails to meet these standards, the department, at its exclusive option, may allow a reasonable period, not to exceed 6 months, for the vendor to correct performance deficiencies. If performance deficiencies are not resolved to the satisfaction of the department within the prescribed time, and if no extenuating circumstances can be documented by the vendor to the department’s satisfaction, the department must terminate the contract. The department has the sole authority to determine whether there are extenuating or mitigating circumstances.

20. Vendor Unique Activities

a. The vendor also is responsible for providing the department with a

description of their quality control measures, and the name of the personnel responsible for enforcing these measures.

b. All vendor personnel providing service of delivery and pickup of records

for storage at any department location shall wear an identification badge to identify them as an employed of the successful bidder.

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c. The vendor shall pay all licenses, permits, inspection fees, and

transportation costs required for this service, except as expressed in this ITB.

d. The vendor shall comply with all laws, ordinances, regulations, and other

requirements applicable to the work specified herein.

e. If required by 45 CFR Parts 160, 162, and 164, the following provisions shall apply [45 CFR 164.504(e)(2)(ii)]:

(1) The successful vendor hereby agrees not to use or disclose protected

health information (PHI) except as permitted or required by contract, state or federal law.

(2) The successful vendor agrees to use appropriate safeguards to

prevent use or disclosure of PHI other than as provided for by contract or applicable law.

(3) The successful vendor agrees to report to the department any use or

disclosure of the information not provided for by contract or applicable law.

(4) The successful vendor hereby assures the department that if any PHI received from the department, or received by the provider on the department’s behalf, is furnished to community providers or agents in the performance of tasks required by contract, that those community providers or agents must first have agreed to the same restrictions and conditions that apply to the provider with respect to such information.

(5) The successful vendor agrees to make PHI available in accordance

with 45 C.F.R. 164.524.

(6) The successful vendor agrees to make PHI available for amendment and to incorporate any amendments to PHI in accordance with 45 C.F.R. 164.526.

(7) The successful vendor agrees to make available the information

required to provide an accounting of disclosures in accordance with 45 C.F.R. 164.528.

(8) The successful vendor agrees to make its internal practices, books

and records relating to the use and disclosure of PHI received from the department or created or received by the provider on behalf of the department available for purposes of determining the provider’s compliance with these assurances.

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(9) The successful vendor agrees that at the termination of contract, if

feasible and where not inconsistent with other provisions of contract concerning record retention, it will return or destroy all PHI received from the department or received by the provider on behalf of the department, that the provider still maintains regardless of form. If not feasible, the protections of contract are hereby extended to that PHI which may then be used only for such purposes as make the return or destruction infeasible.

(10) A violation or breach of any of these assurances shall constitute a

material breach of contract.

f. The successful vendor is solely and uniquely responsible for the satisfactory performance of the tasks described in Section C.6, above and in the corresponding Attachment I of this document. By execution of the resulting contract the successful vendor recognizes its singular responsibility for the tasks, activities, and deliverables described therein and warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities, and deliverables and agrees to be fully accountable for the performance thereof.

21. Coordination with Other Vendors/Entities

The failure of other entities doses not relieve the successful vendor of any accountability for tasks or services that the successful vendor is obligated to perform pursuant to the resulting contract.

22. Department Obligations

a. The department will provide technical assistance to the prospective

vendor, relative to the negotiated terms and conditions of the resulting contract and instructions for submission of required data.

b. Annually the Contract Oversight Unit (COU) and the Record Management

Liaison Officer (RMLO) will conduct a risk assessment and determine if the contract meets threshold for a high, medium, or low risk. Once determined, the contract will be monitored once yearly, once every two (2) years, or once every three (3) years. A desk review monitoring may be conducted in lieu of on site monitoring.

c. The department will supply the successful bidder with a copy of CF

Operating Procedure (CFOP 15-4) Records Management and Pamphlet CFP15-7 Records Retention Schedule used by the Department of Children and Families.

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d. The department’s RMLO shall provide the successful vendor with a list of approved personnel who are authorized to contact the vendor directly to initiate record transfers between the department and the vendor.

e. In the event the current vendor does not get awarded this ITB, then the

department’s RMLO shall provide oversight and technical assistance to the successful bidder during any transition period required in the movement of an estimated 13,000 boxes of records from the current provider to the successful bidder.

23. Department Determinations

a. The department has reserved the exclusive right to make certain

determinations in these specifications. The absence of the department setting forth a specific reservation of rights does not mean that all other areas of the resulting contract are subject to mutual agreement.

b. In the event of a dispute, the department retains the exclusive authority to

determine client eligibility.

24. Monitoring Requirements

a. The provider will be monitored in accordance with existing departmental procedures (CFOP 75-8).

b. The successful vendor will be monitored by the department on its’

performance of all tasks and special provisions, and bi-annually to ensure that safeguards are taken to maintain confidentiality.

Section D. Financial Specifications

1. Funding Source

The contract resulting from this ITB will be funded by general revenue appropriation. The State of Florida’s performance and obligation to pay under any resulting contract is contingent upon an annual appropriation from the Legislature. There are no matching funds requirements for this procurement.

2. Invoicing and Payment of Invoices

This ITB will result in a fixed price (unit cost) contract. The department shall pay the successful vendor for the delivery of service units in accordance with the terms of the resulting contract, subject to the availability of funds. The successful vendor will request reimbursement on a monthly basis through the submission of a properly completed invoice along with

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supporting documentation within 15 days following the end of the month for which reimbursement is being requested. Payment due under the resulting contract will be withheld until the department has confirmed delivery of negotiated services. Payments may be authorized only for services units provided in accordance with the terms and conditions of the awarded contract. The service units for which payment is being requested may not either by themselves, or cumulatively by totaling service units on previous invoices, exceed the total number of units authorized by the awarded contract. It is expressly understood by the vendor that any payment due the vendor under the terms of the resulting contract may be withheld pending the receipt and approval by the department of all financial and program reports due from the vendor as a part of the resulting contract and any adjustments thereto. Requests for payment, which cannot be documented with supporting evidence, will be returned to the vendor upon inspection by the Department. The vendor must maintain records documenting the total number of recipients and names (or unique identifiers) of recipients to whom services were provided and the dates the services were provided so that an audit trail documenting service provision can be maintained.

3. Cost Bid

It is anticipated that the department will continuously archive approximately 13,000 records storage boxes monthly over the term of the resulting contract. These are estimated figures and are only to be used as guidelines for preparing bid packages and should not be construed as representing actual figures under any resulting contract. In the event the current provider is not selected as the successful vendor, then the successful vendor will be required to move and index an estimated 13,000 boxes of records. The successful vendor will be required to move all files within thirty (30) days after contract award. The current location of the Circuit’s records is in Broward County. Cost proposals for unit cost for the initial three-year contract period and renewal years should be submitted on the Bid Price Sheet located within Appendix IX.

Vendors must submit a price per unit of service for each service as listed on the Bid Price Sheet. If there are other unit costs for services other than those listed on the Bid Price Sheets listed in Appendix IX, the proposal must clearly identify them. The department will have sole discretion in accepting or rejecting those additional services.

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The department reserves the right to increase/decrease the resulting contract value as needed to accommodate any increase/decrease in the usage over the term of the resulting contract. The resulting contract may be renewed for one term not to exceed three years or the term of the original contract, whichever period is longer. Such renewal shall be contingent upon satisfactory performance evaluations as determined by the department and be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract.

4. MyFloridaMarketPlace Transaction Fee

a. The State of Florida, through the Department of Management Services,

has instituted MyFloridaMarketPlace, a statewide eProcurement System. Pursuant to subsection 287.057(23), Florida Statutes, all payments shall be assessed a Transaction Fee of one percent (1.0%), which the vendor shall pay to the State.

b. For payments within the State accounting system (FLAIR or its

successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the vendor. If automatic deduction is not possible, the vendor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), Florida Administrative Code. By submission of these reports and corresponding payments, vendor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee.

c. The vendor shall receive a credit of any Transaction Fee paid by the

vendor for the purchase of any item(s) if such item(s) are returned to the vendor through no fault, act, or omission of the vendor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the vendor’s failure to perform or comply with specifications or requirements of the agreement.

d. Failure to comply with these requirements shall constitute grounds for

declaring the vendor in default and recovering procurement costs from the vendor in addition to all outstanding fees. VENDORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE.

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Section E. Instructions to Vendors

1. Vendor Registration in MyFloridaMarketPlace (fatal criteria item)

No contracts may be awarded by any state agency to any vendor who is not registered in the MyFloridaMarketPlace eProcurement System (MFMP), unless exempted by Rule 60A-1.030(3), F. A. C. All vendors are responsible for submitting evidence of registration, or proof of exemption by Rule from registration, with their response to this Request for Proposal. This requirement is one of the FATAL CRITERIA and must be submitted for the bid to be accepted for further evaluation.

2. Authority To Do Business In Florida (fatal criteria item)

A vendor must be registered to do business in Florida with the Secretary of State and must supply a Certificate of Good Standing from the Florida Secretary of State’s Office. To access online registration, log onto www.sunbiz.org, select “Electronic Filing,” then select “On-line Filing.” Alternatively, vendors may download the forms for submittal by U.S. mail by logging onto www.sunbiz.org, selecting “Download Filing Forms,” then selecting the applicable forms. To receive a Certificate of Good Standing electronically, log onto www.sunbiz.org, select “Electronic Filing,” then select “Electronic Certification,” and finally select “”Certificate of Status.” Vendors may also request the Certificate of Good Standing from the Secretary of State’s Office via U.S. mail or other common courier. Contact information is available at www.sunbiz.org. All vendors are responsible for submitting a copy of their Certificate of Good Standing from the Florida Secretary of State’s Office with any response to this ITB. This requirement is one of the FATAL CRITERIA and must be submitted for the bid to be accepted for the qualitative review and evaluation.

3. General Instructions to Respondents, PUR 1001

This form, required by the Florida Department of Management Services (DMS), contains instructions explaining the solicitation process and the actions necessary to respond to a solicitation. Additional materials and guidance specific to each ITB must be included in the ITB. Vendors are not required to sign and return the PUR 1001 form with their response to the ITB. By submitting a bid, the vendor agrees to comply with all terms and conditions of the ITB. Failure to comply with all terms and conditions shall be grounds for rejecting the bid. The PUR 1001 form will be included in the instructions to Vendors section of the ITB. The PUR 1001 form is available at the DMS web site at the following location:

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms

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4. Title Page (fatal criteria item)

Each copy of the proposal must include a Title Page, which is page 1, that contains the following information:

a. ITB number; b. Title of Bid; c. Vendor’s name (name of organization, firm); d. Name of organization to which bid is submitted; e. Name and title, business phone (include cell) and fax numbers, physical,

mailing and e-mail address of person who can respond to inquiries regarding the bid; and

f. Name and official title of project director, if known.

5. Required Vendor’s Statements or Certifications

a. Acceptance of Contract Terms and Conditions (fatal criteria item) - The proposal must include a signed statement (Appendix II) in response to the ITB indicating acceptance of the terms and conditions governing the provision of services as specified in the ITB and contained in the resulting contract.

b. Statement of No Involvement (fatal criteria item) - The proposal must

include a signed and completed Statement of No Involvement indicating that neither the vendor nor any person with an interest in the firm had a noncompetitive contract involving any of the preliminary work such as the feasibility study or preparing the ITB (Appendix III).

c. Proof of Signature Authority (fatal criteria item) - The proposal must

contain the signed Proof of Signature Authority form (Appendix IV).

d. Conflict of Interest (Non-Collusion) Statement (fatal criteria item) - The proposal must contain the signed Conflict of Interest (Non-Collusion) Statement form (Appendix V).

e. Certification Regarding Debarment, Suspension, Ineligibility and

Voluntary Exclusion (fatal criteria item) The proposal must include a signed and completed Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Appendix VI).

f. Certification Regarding Lobbying (fatal criteria item) - The proposal

must include a signed and completed Certification Regarding Lobbying form (Appendix VII).

g. The proposal must include certification of status as a corporation in good

standing from the Florida Secretary of State. This certification can be obtained by calling (850) 245-6053 or electronically at www.sunbiz.com.

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6. Financial Audit

The proposal should include a copy of the Vendor’s latest financial audit and include the management letter. If the Vendor does not have a financial audit and management letter the Vendor shall provide a certified statement stating that they do not have an audit.

7. Trade Secrets

The department will attempt to afford protection from disclosure of any trade secret as defined in s. 812.081, Florida Statutes (F.S.), where identified as such in the response to this ITB, to the extent permitted under s. 815.04, F.S., and Chapter 286, F.S. Any vendor or vendor acknowledges, however, that the protection afforded by s. 815.04, F.S. is incomplete, and it is hereby agreed by the vendor and the department that no right or remedy for damages arises from any disclosure by the department.

8. Cost of Preparation of Bid

The department is not liable for any costs incurred by a vendor responding to this ITB.

9. Number of Copies Required

An original and five copies of the bid are required. The original must be marked “original.” The bid price sheets must be sealed in a separate envelope within each sealed bid package. At least one copy of the bid submitted to the department must contain an original signature of an official of the vendor who is authorized to bind the vendor to their bid. The number of copies required is one of the FATAL CRITERIA and must be submitted for the bid to be accepted for the qualitative review and evaluation.

10. How to Submit a Proposal

a. Any bid must be received by the deadline set forth in the Schedule of Events and Deadlines in Section B. 5.

b. Late bids will not be accepted. The prospective vendor may choose

and is responsible for the method of delivery to the department, with the exception that facsimile or electronic transmissions will not be accepted at anytime.

c. Place only one copy of the bid in each envelope. Each proposal must

include the following:

(1) Title Page

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(2) Acceptance of Contract Terms Form (3) Statement of No Involvement Form (4) Provider’s Signature Authority Letter (5) Conflict of Interest (Non-Collusion) Statement (6) Certification Regarding Debarment Form (7) Certification Regarding Lobbying Form (8) MyFloridaMarketPlace Registration (or proof of exemption by Rule) (9) Certificate of Good Standing from the Florida Secretary of State’s

Office (10) Two letters of reference (11) Latest Financial Audit & Management Letter (if available) (12) Proposed Service Delivery location criteria (13) Bid Price Sheets

d. Clearly mark the envelope “Bid for ITB #17-CA-1112-01”. e. Each envelope is to be sealed and addressed to:




f. Bid Price Sheet – The prospective vendor shall submit one signed

original copy of the bid price sheet under separate sealed cover (see Appendix IX – Evaluation Manual) with their bid proposal. The submission of separately sealed Bid Price Sheets is one of the FATAL CRITERIA and must be submitted for the bid to be accepted for the qualitative review and evaluation.

11. Other Required Information

a. Description of Financial Capability

To assist in the determination of the perspective vendor’s financial capabilities for undertaking this project, evidence must be provided that the perspective vendor has met or is capable of meeting it’s financial obligation in a timely and consistent manner without the need to incur loans or a line of credit to routinely meet its expenses. Required financial information includes, but is not limited to, submission of applicable financial statements and independent audits from a Certified Accountant or Accounting Firm to include a management letter from the perspective vendors’ last fiscal year, documentation of all financial resources of revenue to include major donors and Federal income tax returns.

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b. Contract Renewal

This contract may be renewed for one term not to exceed three years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract.

c. Moving Costs

The successful bidder will be required to move all boxes within (30) days of contract award. The successful vendor agrees to accept, transport and catalog all existing inventory, at no cost, to the department.

d. Termination of the Contract

(1) Expiration and/or non-renewal: In the event of the expiration and/or non-renewal of any contract awarded from this ITB, the department will continue to pay for records storage services, at the rates specified in the resulting contract, until full retrieval of these records are performed.

(2) Cancellation and/or Early Termination: In the event of a

cancellation and/or early termination of any contract awarded from this ITB, all records will be made available for pickup without charge or retrieval expense to the department or its subsequent record storage vendor, at a minimum rate of 3,000 boxes per week, until all boxes are transferred to the new vendor’s storage facility.

Any records created by the successful vendor under a contract resulting from this ITB are the property of the department and in the event of expiration, non-renewal or termination of the contract, shall revert back to and be delivered to the department along with a total storage accumulation printout within thirty (30) days of contract ending.

e. Confidentiality

The successful offeror(s) shall instruct its employees to use the degree of care as is required of State employees to keep confidential information concerning the clients of the State, its financial affairs, its relationships with its citizens and its employees, as any other information which is confidential in accordance with the State and Federal Law.

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Information contained within the report file is confidential. The vendor agrees to maintain the confidentiality of all information, which is not a public record pursuant to Section 119.07 of the Florida Statutes. The vendor will not release any information to any individual not employed by DCF. The vendor acknowledges that violation of applicable state and federal confidentiality restrictions may result in civil or criminal penalties. The record custodian, i.e., the contact person is the final authority on whether information may or may not be released. The vendor shall be required to have each applicable contractor employee read and sign a statement of confidentiality as outlined in Appendix XI (see Exhibit G to the Attachment I).

f. Emergency Operations Plan

The successful vendor must submit an emergency preparedness (disaster) plan within 30 days of the execution of a contract resulting from this ITB, and annually thereafter, but may submit a plan with the proposal to this ITB. Any plan shall at the minimum include contingency plans and procedures to safeguard both the physical security and confidentiality of records in storage and continuity of services in the event of a disaster. A disaster shall include both natural events such as flood, tornadoes and hurricanes, as well as events such as destruction to the vendor’s facilities such as fire, vandalism, et cetera.

g. Insurance Coverage The selected vendor shall secure and maintain adequate and continuous insurance coverage during the existence of this contract and any renewals or extensions. The successful vendor shall not commence any work in connection with this agreement until they have obtained all of the following types of insurance required by law. All insurance policies shall be with insurers qualified to do business in Florida. The department shall be furnished proof of insurance coverage by certificates of insurance. The department shall be exempt from, and in no way liable for, any sum of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the vendor. In essence the bidder agrees that if selected they will provide insurance on a comprehensive basis adequate to the needs of his/her business.

(1) Worker’s Compensation Insurance

If applicable, during the life of the contract, the vendor shall secure and maintain worker's compensation insurance for all of their employees connected with the work of the resultant contract. Such

ITB 17-CA-1112-01

insurance shall comply fully with the Florida workers' compensation law.

(2) General Liability Insurance During the life of the contract, the vendor shall secure and maintain a comprehensive general liability insurance policy or policies. Such insurance shall protect the department from claims for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this agreement, whether such operations are performed by the vendor or by anyone directly employed by the vendor. Minimum required coverage is as follows: $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least $100,000.00 each occurrence.

Section F. Rating and Bid Tabulation Sheet 1. Description of Evaluation Criteria

Bids will be evaluated according to the following method:

• Meeting the Mandatory Fatal Criteria (the mandatory requirements on the ITB rating sheet, see Appendix IX – Evaluation Manual. Failure to comply with all of the mandatory requirements will render a bid proposal non-responsive and ineligible for any further evaluation); and

• Review of the Bid Price Sheet to determine the vendor that submits the

lowest responsive bid for the period covering the initial term of the proposed contract, from July 1, 2012 to June 30, 2015 and renewal years.

2. Identical or Tie Responses

If two equal responses to an ITB are received and one response is from a certified minority business enterprise, the department shall enter into a contract with the certified minority business enterprise pursuant to Section 287.057(12), F.S. In addition, in accordance with Section 287.087, F.S., whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process (See Appendix VIII).

3. ITB Tabulation Methodology

The Procurement Manager identified in Section B.1 of this ITB, or his/her designee will review cost proposals. It is intended that a contract award will

ITB 17-CA-1112-01

be made to the responsible and responsive vendor that submits the lowest responsive bid for the period covering the initial term of the proposed contract, from July 1, 2012 to June 30, 2015 and renewal years. Only Financial (Cost) Proposals containing Bid Price Sheets from responsive vendors (those which met all Fatal Criteria) will be evaluated.

Section G. Contract Provisions

1. Standard Contract or List of Required Contract Provisions

The department's Standard Contract (Appendix X) contains general contract terms and conditions required by the department for all successful vendors.

2. Attachment I

The Attachment I (Appendix XI) will become part of the contract document that provide details specific to service provisions and other related contractual obligations between the successful vendor and the department as it relates specifically to this ITB and the vendors response to the ITB. The department reserves the right to make changes to the Attachment I subsequent to the award of the ITB and to contract negotiations with the successful vendor(s).

3. General Contract Conditions, PUR 1000

This form contains standard contract terms and conditions that will apply to the contract that results from the ITB. In the event of any conflict between the PUR 1000 form and any terms or conditions in the Standard Contract or Attachment I, the terms and conditions in the contract shall take precedence over the conflicting term in the PUR 1000. However, if the conflicting term in the PUR 1000 is required by any section of the Florida Statutes or any other applicable law, the term contained in the PUR 1000 shall take precedence. The PUR 1000 form is available at the DMS web site at the following location:

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms

4. Financial and Compliance Audit

Each successful vendor shall have an annual financial and compliance audit performed by an independent auditor in accordance with the specifications outlined in Appendix XII.

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Appendix I

Notice Of Intent To Submit A Bid

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Appendix I

Notice Of Intent To Submit A Bid

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This Notice of Intent to Submit a Bid must be sent to:




Organization: ______________________________________________________ Mailing Address: _______________________________________________________ _______________________________________________________ Telephone: _________________________ Fax: ______________________ Instructions: 1. The Notice of Intent to Submit a Bid must be received by Wednesday, May 18, 2012 no

later than 4:00 pm. 2. An individual authorized to bind the Bidder must sign this Notice of Intent to Submit a

Bid. Signature of Authorizing Individual: ________________________________________ Name of Authorizing Individual: ________________________________________

Title: _______________________________________ Date: ____________________

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Appendix II

Acceptance of Contract Terms and Conditions

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Appendix II

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

PROPOSED INITIAL CONTRACT/FUNDING PERIOD

July 1, 2012 through June 30, 2015

ACCEPTANCE OF CONTRACT TERMS AND CONDITIONS

I, _______________________________________________, as an authorized representative of _________________________________________________, hereby agree that if awarded any contract as a result of the Department of Children and Families Request for Proposal, it will comply with the requirements, terms, and conditions stated in the Request for Proposal and in the State of Florida, Department of Children and Families Standard Contract (Appendix X). In recognition thereof, the vendor’s representative has read, understood, and agrees to comply, with, and any intent by the vendor to devise from the terms and conditions set forth therein may result, at the department’s exclusive determination, in rejection of the proposal.

Type Name of Authorized Vendor Official: Title:

Signature of Authorized Vendor Official: Date:

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Appendix III

Statement of No Involvement

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Appendix III

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

PROPOSED INITIAL CONTRACT/FUNDING PERIOD

July 1, 2012 through June 30, 2015

STATEMENT OF NO INVOLVEMENT

I, , as an authorized

representative of , certify

that no member of this firm or any person having interest in this firm has been:

1. Awarded a contract by the Department of Children and Families on a

noncompetitive basis to perform a feasibility study concerning the scope of work contained in this Solicitation, or

2. Participated in drafting this Solicitation, or 3. Developed a program for future implementation with specific subject matter

contained in this Solicitation.

Type Name of Authorized Official:

Title:

Signature of Authorized Official:

Date:

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Appendix IV

Proof of Signature Authority

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Appendix IV

Proof of Signature Authority The vendors’ proposal shall include proof of signature authority if someone signs the proposal other than the vendor’s President or Chairperson of the Board of Directors. This proof shall be one of the following and shall be attached to this Proof of Signature Authority:

• An original written and dated statement by the vendors’ President or Chairperson of the Board delegating authority to a particular person; or

• A copy of the vendors’ most recent dated and signed by-laws reflecting signature authority to a particular position/title; or

• A copy of the Board of Directors’ meeting minutes that reflects action by the Board to delegate signature authority to a particular person or position. These minutes must be signed and dated by the vendor’s Chairperson/President of the Board.

If delegating signature authority, please complete the below and include the above requested document.

Type Name of vendor’s President or Chairperson of the Board of Directors: Signature of President or Chairperson of the vendors’ Board of Directors:

Date:

Type Title of Person to Whom Signature Authority is Delegated: Type Name of Person to Whom Signature Authority is Delegated:

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Appendix V

Conflict of Interest Statement (Non-Collusion)

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Appendix V

Conflict of Interest Statement (Non-Collusion)

I hereby certify, that all persons, companies, or parties interested in the Request for Proposal as principals are named therein, that the proposal is made without collusion with any other person, persons, company, or parties submitting a proposal; that it is in all respect made in good faith; and as the signer of the proposal, I have full authority to legally bind the vendor to the provisions of this proposal. Type Name of Authorized Representative:

Title:

Signature of Authorized Representative:

Date:

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Appendix VI

Certification Regarding Debarment, Suspension, Ineligibility and Exclusion

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CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

CONTRACTS/SUBCONTRACTS This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension,signed February 18, 1986. The guidelines were published in the May 29, 1987 Federal Register (52 Fed. Reg., pages 20360 - 20369).

INSTRUCTIONS 1. Each provider whose contract/subcontract equals or exceeds $25,000 in federal moneys must sign

this certification prior to execution of each contract/subcontract. Additionally, providers who audit federal programs must also sign, regardless of the contract amount. The Department of Children and Families cannot contract with these types of providers if they are debarred or suspended by the federal government.

2. This certification is a material representation of fact upon which reliance is placed when this contract/subcontract is entered into. If it is later determined that the signer knowingly rendered an erroneous certification, the Federal Government may pursue available remedies, including suspension and/or debarment.

3. The provider shall provide immediate written notice to the contract manager at any time the provider learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms “debarred”, “suspended”, “ineligible”, “person”, “principal”, and “voluntarily excluded”, as used in this certification, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the department’s contract manager for assistance in obtaining a copy of those regulations.

5. The provider agrees by submitting this certification that, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this contract/subcontract unless authorized by the Federal Government.

6. The provider further agrees by submitting this certification that it will require each subcontractor of this contract/subcontract, whose payment will equal or exceed $25,000 in federal moneys, to submit a signed copy of this certification.

7. The Department of Children and Families may rely upon a certification of a provider that it is not debarred, suspended, ineligible, or voluntarily excluded from contracting/subcontracting unless it knows that the certification is erroneous.

8. This signed certification must be kept in the contract manager’s contract file. Subcontractor’s certification must be kept at the provider’s business location.

CERTIFICATION (1) The prospective provider certifies, by signing this certification, that neither he nor his principals is

presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this contract/subcontract by any federal department or agency.

(2) Where the prospective provider is unable to certify to any of the statements in this certification, such prospective provider shall attach an explanation to this certification.

_______________________________________________________ ______________ Signature Date

_________________________________________ ________________________________ Name (type or print) Title

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Appendix VII

Certification Regarding Lobbying

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CERTIFICATION REGARDING LOBBYING

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENTS

The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No federal appropriated funds have been paid or will be paid, by or on behalf of the

undersigned, to any person for influencing or attempting to influence an officer or an employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than federal appropriated funds have been paid or will be paid to any

person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award

documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. ________________________________________________ ______________ Signature Date

________________________________________________ _______________ Name of Authorized Individual Contract Number

________________________________________________ Name of Organization

______________________________________________________________________ Address of Organization

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Appendix VIII

CERTIFICATION OF A DRUG-FREE WORKPLACE PROGRAM

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Appendix VIII

CERTIFICATION OF A DRUG-FREE WORKPLACE PROGRAM

I,

, as

authorized representative of

hereby certify that my agency currently maintains a

drug-free workplace environment in accordance with Chapter 287.087, F.S., and

will continue to promote this policy through implementation of that section.

Name of Authorized Official:

Title of Authorized Official:

Signature of Authorized Official:

Date:

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Appendix IX

Evaluation Manual

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EVALUATION MANUAL

For Invitation To Bid #17-CA-1112-01

ARCHIVE RECORDS STORAGE AND

RETRIEVAL SERVICES for the Southeast Region/Circuit 17

The Department reserves the right to reject any and all solicitation responses.

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Bids will be evaluated according to the following method:

• Each Bid will be reviewed to determine if it meets all of the Mandatory Fatal Criteria, which are contained within this Evaluation Manual. Failure to comply with all of the mandatory requirements will render a bid proposal non-responsive and ineligible for any further evaluation.

and

• If a bid has met all of the Mandatory Fatal Criteria, the Procurement

Manager will then review its Bid Price Sheet to determine which vendor has submitted the lowest responsive bid for the period covering July 1, 2012 to June 30, 2015 and renewal years.

SECTION I – FATAL CRITERIA

The mandatory Fatal Criteria rating sheet lists the minimum requirements that all proposals must satisfy. This part of the evaluation is vital in screening out responses that do not meet the established requirements. The Procurement Manager shall check “YES” for a passing response or “NO” for a failed response for each of the mandatory criteria. Any response that receives a “NO” (failed) score on any item, or has an item, which for some reason or another, cannot be further evaluated, will be deemed non-responsive, and will be rejected. Any response that is incomplete, or in which there are significant inconsistencies or inaccuracies will be scored a “NO” response and shall be rejected by the Department.

SECTION II – FINANCIAL (COST) PROPOSALS

• Proposals that meet the mandatory fatal criteria requirements will be evaluated for possible contract award. The Procurement Manager identified in Section B.1 of this ITB, or his/her designee will review cost proposals. It is intended that a contract award will be made to the responsible and responsive vendor that submits the lowest responsive bid for the period covering the initial term of the proposed contract, from July 1, 2012 to June 30, 2015 and renewal years.

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MANDATORY FATAL CRITERIA For Invitation to Bid #17-CA-1112-01

Name of Bidder:

ITB MANDATORY REQUIREMENTS

BID RESPONSE

1. Was the proposal received by the time, date and at the location

specified in the Request for Proposal?

Yes ___

No ___

2. Did the proposal contain a complete Title page as requested in the ITB?

Yes ___

No ___

3. Did the proposal include the signed Acceptance of Contract Terms and Conditions indicating that the vendor agrees to all department requirements, terms and conditions in the Request for Proposal and in the department's Standard Contract (Appendix II)?

Yes ___

No ___

4. Did the proposal contain the signed Statement of No Involvement form (Appendix III)?

Yes ___

No ___

5. Did the proposal contain the signed Proof of Signature Authority form (Appendix IV)?

Yes ___

No ___

6. Did the proposal contain the signed Conflict of Interest (Non-Collusion) Statement form (Appendix V)?

Yes ___

No ___

7. Did the proposal contain the signed Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Appendix VI)?

Yes ___

No ___

8. Did the proposal contain the signed Certification Regarding Lobbying (Appendix VII)?

Yes ___

No ___

9. Did the proposal contain proof of MyFloridaMarketPlace Registration (or proof of exemption by Rule)?

Yes ___

No ___

10. Did the proposal contain proof of the vendor’s status as a corporation in good standing from the Florida Secretary of State?

Yes ___

No ___

11. Did the proposal identify the administrative office location and the location of all proposed records storage facilities?

Yes ___

No ___

12. Did the proposal contain (2) letters of reference from current or recent customers attesting to the ability of the bidder to provide the needed services?

Yes ___

No ___

13. Did the proposal contain Bid Price Sheets for the initial term of the contract and renewal years.

Yes ___

No ___

DCF Recorder: Date: Witness: Date:

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FINANCIAL (COST) PROPOSAL CONSIDERATIONS

1. The Department reserves the right to increase/decrease the resulting contract value as needed to accommodate any increase/decrease in the usage over the term of the resulting contract.

2. The successful bidder will be required to move all boxes within (30) days of contract award. The successful vendor agrees to accept, transport and catalog all existing inventory, at no cost, to the department.

3. No additional service charges shall be allowable other than the charges for the services listed below on the Bid Cost Sheets

4. Expiration and/or non-renewal: In the event of the expiration and/or non-renewal of any contract awarded from this ITB, the department will continue to pay for records storage services, at the rates specified in the resulting contract, until full retrieval of these records are performed.

5. Cancellation and/or Early Termination: In the event of a cancellation and/or early termination of any contract awarded from this ITB, all records will be made available for pickup without charge or retrieval expense to the department or its subsequent record storage vendor, at a minimum rate of 2,000 boxes per week, until all boxes are transferred to the new vendor’s storage facility.

6. The billing code assigned to each activity (see left hand column of chart below) will be used to summarize activities for billing purposes. The codes listed below are for illustrative purposes only. The provider may utilize any coding system desired, but each billable activity must have a unique billing code.

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BID PRICE SHEET

For Invitation to Bid #17-CA-1112-01 July 1, 2012 – June 30, 2015

Billing Code Description

Service Units

Monthly Estimated Quantities

Unit Price

1.

Record Storage

Storage Box 13,000

2. Record Indexing

Storage Box 500

3. Record Retrieval of box or file - Non-priority Per item 40

4. Record Retrieval of box or file - Priority Per item 5

5. Re-filing (within 3-days of receipt) Each 30

6. Transportation Standard (Delivery of 1 – 20 boxes per trip) Per trip 20

7. Transportation Priority (Within 4-hours) Per trip 2

8. Special Search Per Hour N/A

9.

Records Destruction (Includes: retrieval, removal from system & destruction)

Storage Box N/A

GRAND TOTAL OF ABOVE ITEMS (Basis for Award) $

Type Name of Authorized Representative Telephone Number

Signature of Authorized Representative/Date Fax Number

Title of Authorized Representative E-Mail Address

Name of Company Federal Identification Number

Address of Company City, State and Zip Code

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BID PRICE SHEET



Service Units


Unit Price

1.

Record Storage

Storage Box 13,000

2. Record Indexing

Storage Box 500







9.


Storage Box N/A







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Appendix X

Department Standard Contract

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APPENDIX X

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES STANDARD CONTRACT

The Standard Contract will be posted as an attachment to ITB advertisement document posted on the MyFlorida.com web site at the following address:

http://vbs.dms.state.fl.us/vbs/main_menu

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Appendix XI

Attachment I

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ATTACHMENT I A. Services to be Provided

1. Definition of Terms a. Contract Terms

Refer to the Glossary in the Florida Department of Children and Families Operating Procedures 75-2, (CFOP 75-2) Contract Management System for Contractual Services which is incorporated by reference herein and can be found at the following web site:

http://www.dcf.state.fl.us/publications/policies/075-2.pdf

b. Program or Service Specific Terms

(1) Business Day - A business day is defined as any calendar day Monday through Friday, excluding official state holidays, 8:00 a.m. through 5:00 p.m.

(2) Confidential Material/Information - Refers to information that has

specific statutory exemption from the public records laws. As the provider, its employees, and agents are not authorized to make such determinations, the provider, its employees and agents should consider all information contained in or derived from any records with which the provider, its employees, and agents come into contact with as confidential information. For the purposes of this contract, confidential material shall include any and all: • Documents • Files • Labels • Storage and retrieval medium (i.e., computer floppy discs, computer

compact discs, and any and all other storage and retrieval media) • Computer software, computer hardware • Pieces of paper containing any and all information and/or data,

irrespective of the legal status of the content of such information or data and wherever it may be found (e.g., on furniture or the floor and/or in trash receptacles or recycle bins).

The contents of the department’s employees’ conversations or activities which may have been overheard or observed by the provider, its

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employees, and agents or during the performance of, or incidental to the purpose of performing this contract, also constitute confidential material which may not be repeated or discussed.

(3) Contract Manager - An individual designated by the department

responsible for enforcing the performance of the contract terms and conditions. The contract manager is the department’s primary point of contact through which all contracting information flows between the department and the provider.

(4) Emergency Retrieval of Records (Priority Retrieval) -Records

requested on an emergency/priority basis must be delivered to the department within 4 hours of the request. In some cases emergency requests may be made after normal business hours.

(5) Fixed Price - Method of payment used when the services purchased can

be broken down into unit costs (e.g., hours, client days, month), or a fixed fee (e.g., payment based on delivery of a complete service).

(6) Records Storage Facility - A records storage facility is a building of

permanent construction in which records are to be stored. The facility shall include appropriate environmental (temperature and humidity) and security controls to safeguard the safety of the records and information contained therein. The facility must contain a fire suppression system, not be located in a flood prone area, and must be protected by a security monitoring/alarm system or by a security guard after hours.

(7) Records Management Liaison Officer (RMLO) - The individual detailed

to the Southeast Region General Services Office who is responsible for implementing and coordinating all Record Policies and Procedures so as to provide record management to each Circuit in the Southeast Region.

(8) Record Copy - The copy kept as the official record in accordance with

the retention schedule.

(9) Record Series - A group of related documents arranged under a single filing system or kept together as a unit because the documents either consist of the same form, relate to the same subject, result from the same activity, or have certain similar physical characteristics (i.e., maps or blueprints). A record series may contain both forms and correspondence.

(10) Retention –The minimum amount of time a record series must be

maintained by the department. This schedule is defined in CF Pamphlet, CFP 15-7.

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2. General Description

a. General Statement

The department requires the provision of hard record archive storage and management services for Circuit 17. All records are to be stored in a safe secure environment in a facility where loss, theft or damage to records as a result of vandalism, fire, the elements and pests is preventable. Where appropriate, environmental controls must be adequate to prevent damage to records.

b. Authority

The provider must comply with all applicable local, county, state and federal laws, regulations, action transmittals, program instructions, zoning requirements, review guides and similar documentation. The authority to conduct this solicitation is provided in the following references Chapters 119, 257, and 287 Florida Statutes (F.S.), Chapters 1B-26 and 27 Florida Administrative Code (F.A.C.), and Children and Families Operating Procedures (CFOP) 15-4.

c. Scope of Service

The provider shall provide hard record archive storage and management services for Circuit 17. At a minimum the provider shall store, index, retrieve, re-file, transport and provide for record destruction services.

d. Major Program Goals

The primary goal is to maintain the physical security of the stored records in a safe secure environment where records maybe readily retrievable within 1 business day, on a normal basis, or within four hours, on an emergency/priority basis, upon the receipt of a request to retrieve storage records from the department.

3. Clients to be Served

a. General Description

N/A

b. Client Eligibility

N/A

c. Client Determination

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N/A

d. Contract Limits

The department agrees to the delivery of service units in accordance with the terms of this contract for a total dollar amount not to exceed $TBD, subject to the availability of funds.

B. MANNER OF SERVICE PROVISION

1. Service Tasks

The following tasks must be completed for each fiscal year covered in the contract period. a. Task List

(1) Record storage

Records are to be stored in department approved corrugated boxes measuring 12” X 15” X 10”. Each box may contain multiple individual record files. Complete re-boxing of all records for storage shall not be required. The provider shall ensure that records are re-boxed only if the original container is damaged in transit. Some storage boxes in this category may require an environmental controlled environment. The storage count shall be based upon the total box count as of the prior activity period.

(2) Record indexing

(a) Records shall be indexed and entered into the providers computer system within 3-days of receipt based upon the department’s storage box number, internal account number, record type codes and the provider’s storage location.

(b) Some types of records will require the indexing of individual records

within a storage box. (c) The current number system to identify storage boxes and specific

files within those boxes shall continue to be utilized. The provider shall create and maintain a cross-reference system, based upon the department’s storage box number, internal account number, record type codes and the storage location within the provider’s facility.

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(d) Original labels cannot be changed. The provider may add to our label, but not obscure the information it contains, or affix their own label on the boxes. DCF Form 734 (Exhibit I) must remain on all departments’ boxes and must remain clearly visible.

(3) Record Retrieval

(a) The provider will receive notifications of request to retrieve files or tapes from the department’s RMLO or his/her designees via the Internet or fax.

(b) Two types of retrieval services of records from storage shall be

utilized:

(i) Non-priority retrievals are requests made to the provider by 12:30 P.M. that are to be delivered by 5:00 P.M. the following day, Monday through Friday, excluding state holidays, as well as, requests made after 12:30 P.M. and before 5:00 P.M. to be delivered by 5:00 PM on the second business day.

(ii) Priority rush retrievals are requests made to the provider that

must be delivered to the department within four hours of the receipt, regardless of the time of day in which the request is made.

(c) The department retains the right to pickup requested files/records

from the awarded bidder. Only the departments RMLO and/or his/her designees shall have the authority to pickup requested files/records from the awarded bidder. In the event that a departmental representative picks up any file/record(s) from the awarded bidder, then no delivery costs shall be charged to the department. The awarded bidder may charge applicable retrieval costs, as proposed, to pull the file/record(s) from their inventory.

(4) Re-filing

Upon return for storage, boxes and/or individual records within a specific storage box shall be re-filed in the original storage location within the storage facility within 3-days of receipt.

(5) Transportation

(a) Storage records shall be picked up from the department for storage upon notification from the department’s RMLO and/or his/her designees.

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(b) All requested records are to be delivered to the departments RMLO and/or his/her designees at the location requesting the record, unless otherwise specified.

(c) The department’s RMLO and/or his/her designees will contact the

awarded provider and schedule the pickup of new storage files and/or files returning to storage that have been previously retrieved, on an “as needed” basis. Pickup location will be as stated on the request.

(d) Multiple records and/or boxes of records shall be transported in

one trip as to minimize the cost to the department. (e) The provider shall commence responsibility for the departments

records upon receipt of them, up to and including pickup and delivery services, and shall provide the department with a written receipt for all records picked up or delivered at the date and time of the transaction.

(6) Special Searches

We may request a file from a specified group of boxes, as it may be difficult to pinpoint where a file has been placed. In the event of these circumstances, we reserve the right to bring in a search party to go through a specified group of boxes. The departments RMLO and/or his/her designees shall assist the awarded bidder with this search at their site. Special search services are to be provided for retrieval of such records and the awarded provider shall bill the department at an hourly rate inclusive of all labor, equipment, supplies, office space and other related costs to perform the aforementioned duties.

(7) Records Destruction

(a) All requests by the department for the destruction of records shall be

in writing and accompanied by a transmittal identifying the specific records to be destroyed. Destruction orders will be provided for cartons in storage, which have met their retention requirements. No records shall be destroyed without prior written authorization from the department’s RMLO or his/her designee. The department’s RMLO or designee must be present for the destruction of any departmental record.

(b) Records must be destroyed within 30 days of official notification from

the department’s RMLO or his/her designee. This notification will be submitted by the 15th day of the billing cycle, and all associated

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storage costs for the records identified in the notification to destroy shall cease at the end of that monthly billing cycle.

(c) Records must be destroyed by incineration or shredding only, unless

prior written approval to use other methods of destruction is received from the departments RMLO or his/her designee. A certificate of destruction must be provided to the RMLO when the destruction has been completed.

(d) Records in storage shall not be microfilmed, photographed, or

otherwise reproduced prior to destruction.

(8) Training The provider agrees to provide training workshops to departmental employees on their processes on how to request records from storage and/or send records to storage, as necessary and at no additional cost, to the department.

b. Task Limits

(1) Facility Limitations

(a) The provider's facility for storage of records shall be governed by the

requirements set forth in the State of Florida Public Records Storage Guidelines for Records Centers and Archives, Part 1, (Jan, 1996) and CFOP 15-4, Department of Children and Families Records Management, Chapter 4, Records Storage.

(b) All records are to be stored in a safe secure environment in a facility

where loss, theft or damage to records as a result of vandalism, fire, the elements and pests is preventable.

(c) Where appropriate, environmental controls must be adequate to

prevent damage to records. Records must be protected from the destructive effects of extreme variations in temperature and humidity and shall at no time be exposed to outdoors weather conditions.

(d) Accessibility to the department’s records/property must be restricted

to the awarded bidders records facility employees or visitors authorized by the departments RMLO and/or his/her designees.

(e) The facility must maintain an Integrated Management Pest (IMP)

ecosystem approach utilizing biological, cultural, and mechanical controls rather than chemical ones, throughout the entire records

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storage facility to ensure the control of roach, rat and other insect infestations.

(f) The provider shall allow department staff access to records stored at

the provider’s facility, during normal working hours, upon the approval of the departments RMLO.

(2) Computer Systems

(a) The provider must have an Internet accessible system for viewing inventory on-hand, placing orders for records retrieval and requesting pickups, view billing online, and the capability to request/generate account management reports online.

(b) The provider must have a computerized, automated cataloging and

retrieval system in a format that meets the department’s requirements by locations and by other identifiers. The computer system shall be able to facilitate the use of the following DCF forms which shall be used by the department: Exhibit H, CF107 - Authorization to Destroy Records; Exhibit J, CF1443 - Record Storage/Transfer Request; Exhibit K, CF1444 - Record Storage/Transfer Request (continued); and Exhibit L, CF1445 - Records Reference Request.

(c) The provider must have systems in place to support multiple partner

access and departmentalized billing from one major account. The system must provide separate account numbers and invoices each month based upon the location and budget entities used by the automated system.

(d) The provider must have systems in place to segregate types of

records to manage security and access levels. (3) The provider agrees to accept, transport and catalog all existing

inventory, at no cost, to the department. (4) The provider is not authorized by the department to perform any tasks

related to the project other than those described in the Task List without the express written consent of the department.

2. Staffing Requirements

a. Staffing Levels

(1) The provider shall maintain an adequate administrative organizational

structure and support staff sufficient to meet its contractual responsibilities. In the event the department determines that the

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provider’s staffing levels do not conform, the department shall advise the provider in writing and the provider shall have 30 working days to remedy the identified staffing deficiencies.

(2) The provider shall replace any employee whose continued presence

would be detrimental to the success of this contract as determined by the department with an employee of equal or superior qualifications. The department will exercise exclusive judgment in this matter.

b. Professional Qualifications

(1) Minimum professional qualifications shall be determined by the provider.

(2) The provider shall maintain staff with sufficient qualifications to carry out

the duties of this contract.

(3) All staff shall receive appropriate training to meet the minimum qualifications of their job descriptions and licensure and/or certification, when applicable, to fulfill their responsibilities.

(4) All applicable contractor staff shall read and sign a statement of

confidentiality prior to performing any duties under this contract. A copy of such statement shall be maintained in the staff members employment file and made available to the department’s contract manager upon request.

c. Staffing Changes

(1) The provider shall identify key personnel that are considered by the

department to be essential to this contract. The provider may substitute any key personnel with personnel of equal or superior qualifications.

(2) The provider must notify the department contract manager, in writing,

within 5 working days of staff changes regarding the positions of Chief Executive Officer, Chief of Operations Officer, Executive Director, Chief Financial Officer and Senior Management Staff, which may interfere with the provider’s ability to deliver the agreed-upon services.

d. Subcontractors

This contract allows the provider to subcontract for the provision of the following services: (1) Record retrieval/transport services, (2) Destruction of records by a licensed and bonded facility. The department must approve in writing the specific subcontractors prior to their use by the provider. All subcontracting is subject to the provisions of Section 12. of the Standard Contract. The subcontractor at any tier

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level must comply with the E-Verify clause as subject to the same requirements as the prime contractor. The provider may not subcontract services not listed. “

3. Service Location and Equipment

a. Service Delivery Location

Services will be delivered at the sites listed on Exhibit F, Service Centers Locations, as well as at provider facilities at: (TBD) The provider’s headquarters shall be located at:

(TBD)

b. Service Times

Hours of operation will be 8:00 a.m. – 5:00 p.m. Monday through Friday, excluding State holidays. However, the provider may conduct activities during weekend and evening hours, as the need arises.

c. Changes in Location

The provider shall notify the contract manager in writing at least fifteen (15) calendar days prior to any changes which will affect the departments ability to contact the provider by facsimile transmission or telephone of the provider’s administrative office or service delivery location.

d. Equipment

Sufficient equipment to deliver the agreed upon services shall be provided and maintained by the provider.

4. Deliverables

a. Service Units

A service unit will be any one (1) of the services as described in the Task List - Section B.1.a.(1)-(8). above.

b. Records and Documentation

To the extent that information is utilized in the performance of the resulting contract or generated as a result of it, and to the extent that information meets the definition of “Public records” as defined in section 119.011, F.S.,

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said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by an interested person upon request as provided in Chapter 119.01(2)(f), F.S., or otherwise. It is expressly understood that the provider’s refusal to comply with Chapter 119, F.S., shall constitute an immediate breach of the contract which results from this RFP which entitles the department to unilaterally cancel the contract agreement. The provider will be required to promptly notify the department of any requests made for public records.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this Request for Proposals shall be retained by the provider for a period of six years after the termination of the resulting contract or longer as may be required by any renewal or extension of the contract. During the records retention period, the provider agrees to furnish, when requested to do so, all documents required to be retained. The provider shall maintain such records in whatever reasonable format is required by the department at the time, at the provider’s expense. Data files will be provided in a format readable by the department.

The provider agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The provider further agrees to defend and hold the department harmless from any claims, actions, proceedings or damages including reasonable attorney’s fees and costs or from any fine or penalty imposed as a result related to, or arising out of an improper disclosure by the provider of confidential records whether public records or not and promises to defend the department against the same at its expense. The provider shall maintain all records required to be maintained pursuant to the resulting contract in such a manner as to be accessible by the department upon demand. Where required by applicable law, access by the public shall be permitted without delay.

c. Reports

The provider shall submit to the department financial and programmatic reports by the timeframes specified in the chart below for each fiscal year.

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Report Title Reporting Frequency

Report Due Date

Number of

Copies Due

DCF Office Address(es) to receive report

Invoice (Exhibit B)


month of service

1 Contract Manager

Invoice Summary

Report (Exhibit C)


month of service

1 Contract Manager

Detail Report (Exhibit D)


month of service

1 Contract Manager

Performance Data Report (Exhibit E)


month of service

1 Contract Manager

List of Storage Box Numbers

Quarterly

and

As needed

The 15th day following the

quarter of service

Within one

business day of request

1 Contract Manager

Certification of Destruction

As needed Within one business day of the destruction of a batch of

records


Un-Returned Storage Report


month of service


(a) Invoice: The invoice should show line items for the total billed from

the (monthly) Invoice Summary and for the cumulative storage charges by the department’s account and by transaction type. A sample invoice may be found in Exhibit B. The invoice must be signed by the provider’s authorized representative prior to submitting to the department for payment processing.

(b) Invoice Summary Report: The Invoice Summary Report supports

the Invoice and is a summary of the charges on the invoice grouped by the department’s Inter-departmental name/code for each site. This

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report may be submitted in electronic form. A sample invoice summary report may be found in Exhibit C.

(c) Detail Report: The Detail Report will list each billable transaction

(except the cumulative storage fees charges), which occurred during the month. The minimum information to be included is as follows:

• Date of Transaction • Billing Code • Account Number • DCF Box Number • Transmittal Number • Description (for example received boxes 45865 through 46261) • Quantity of service units charged (for example 397) • Amount Billed

This report may be submitted in electronic format. A sample invoice may be found in Exhibit D.

(d) List of Storage Box Numbers: The Quarterly List of Storage Box

Numbers must include the DCF box number, account number, the provider’s cross-reference number, and the storage facility (if the provider has more than one facility). The report must be furnished in electronic format as a delimited or fixed length text file, Microsoft Word table, Microsoft Excel Spreadsheet or a Microsoft Access table (or in a format compatible with those Microsoft Products). Due to the number of boxes in storage it may be necessary to present the data in multiple files.

This report must also be provided upon the termination of the contract and weekly throughout any transition to a new provider. The department may request this report more frequently to facilitate special projects or if discrepancies are found. If the department requests additional quarterly listings, they shall be due within 3 business days of the request.

(e) Certificate of Destruction: The provider will forward to the

department a signed Certificate of Destruction attesting to the specific records destroyed and the method utilized to destroy the records within one business day after concluding the destruction of a group of records.

(f) Un-Returned Storage Report: The provider will provide a monthly

inventory run of all boxes that have been retrieved from storage and not returned during the billing period. It should include the

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department’s box number and that of the provider, if any. The listing should be in numerical order by the department’s box number(s).

Mere receipt of reports shall not be construed to mean or imply acceptance of those reports or services. The department reserves the right to reject reports or invoices as incomplete, inadequate, or unacceptable.

5. Performance Specifications

a. Performance Measures

(1) 95% of Priority record retrievals shall be retrieved and provided to the

department within 4-hours of the receipt of the request is received. (2) 95% of the Non-Priority record retrievals shall be retrieved and

provided to the department by the second business day after request is received.

(3) 100% of records shall be destroyed within 30-days of receipt of

destruction.

b. Performance Evaluation Methodology

For the purposes of these performance standards, the totals will be after any required corrections have been made to the report. The designated department person/personnel will compare the detail listing of storage activity to our internal logs for discrepancies. Any discrepancies noted will be reviewed with the provider’s designee for clarification or corrective action as necessary. The provider shall report monthly and determine compliance with the performance measures by the following:

(1) For section B.5.a(1), the percentage of completion that meets standards

will be determined by dividing the total transactions completed on a timely basis by the total transactions completed on the (monthly) Detail Report.

Numerator # of records delivered within 4-hours of receiving notice Denominator # of request made for the delivery of priority records

(2) For section B.5.a(2),, the percentage of completion that meets standards


Numerator # of records delivered within second business

day of receiving notice Denominator # of request made for the delivery of non-priority records

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(3) For section B.5.a(3),, the percentage of completion that meets standards


Numerator # of records destroyed within 30-days of notice Denominator # of records requested to be destroyed

c. By execution of the contract the provider hereby acknowledges and agrees

that its’ performance under the contract must meet the standards set forth above and that the provider will be bound by the conditions set forth below. If the provider fails to meet these standards, the department, at its exclusive option, may allow up to six months for the provider to achieve compliance with the standards. If the department affords the provider an opportunity to achieve compliance, and the provider fails to achieve compliance within the specified time frame, the department must cancel the contract in the absence of any extenuating or mitigating circumstances. The existence of the extenuating or mitigating circumstances is the exclusive determination of the department.

6. Provider Responsibilities

a. Provider Unique Activities

(1) The provider also is responsible for providing the department with a description of their quality control measures, and the name of the personnel responsible for enforcing these measures.

(2) All provider personnel providing service of delivery and pickup of

records for storage at any department location shall wear an identification badge to identify them as an employed of the provider.

(3) The provider shall pay all licenses, permits, inspection fees, and

transportation costs required for this service, except as expressed in ITB #17-CA-1112-01.

(4) The provider shall comply with all laws, ordinances, regulations, and

other requirements applicable to the work specified herein.

(5) If required by 45 CFR Parts 160, 162, and 164, the following provisions shall apply [45 CFR 164.504(e)(2)(ii)]:

(a) The provider hereby agrees not to use or disclose protected health

information (PHI) except as permitted or required by this contract, state or federal law.

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(b) The provider agrees to use appropriate safeguards to prevent use or disclosure of PHI other than as provided for by this contract or applicable law.

(c) The provider agrees to report to the department any use or disclosure

of the information not provided for by this contract or applicable law.

(d) The provider hereby assures the department that if any PHI received from the department, or received by the community provider on the department’s behalf, is furnished to community providers or agents in the performance of tasks required by this contract, that those community providers or agents must first have agreed to the same restrictions and conditions that apply to the provider with respect to such information.

(e) The provider agrees to make PHI available in accordance with 45

CFR 164.524.

(f) The provider agrees to make PHI available for amendment and to incorporate any amendments to PHI in accordance with 45 CFR 164.526.

(g) The provider agrees to make available the information required to

provide an accounting of disclosures in accordance with 45 CFR 164.528.

(h) The provider agrees to make its internal practices, books and records

relating to the use and disclosure of PHI received from the department or created or received by the provider on behalf of the department available for purposes of determining the provider’s compliance with these assurances.

(i) The provider agrees that at the termination of this contract, if feasible

and where not inconsistent with other provisions of this contract concerning record retention, it will return or destroy all PHI received from the department or received by the provider on behalf of the department, that the provider still maintains regardless of form. If not feasible, the protections of this contract are hereby extended to that PHI which may then be used only for such purposes as to make the return or destruction infeasible.

(j) A violation or breach of any of these assurances shall constitute a

material breach of this contract.

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b. Coordination With Other Providers/Entities The failure of other providers or entities does not relieve the provider of any accountability for tasks or services that the provider is obligated to perform pursuant to this contract.

7. Department Responsibilities

a. Department Obligations

(1) The department will provide technical assistance to the prospective

provider, relative to the negotiated terms and conditions of the resulting contract and instructions for submission of required data.

(2) Annually the Contract Oversight Unit (COU) and the Record Management

Liaison Officer (RMLO) will conduct a risk assessment and determine if the contract meets threshold for a high, medium, or low risk. Once determined, the contract will be monitored once yearly, once every two (2) years, or once every three (3) years. A desk review monitoring may be conducted in lieu of on site monitoring.

(3) The department will supply the provider with a copy of CF Operating

Procedure (CFOP 15-4) Records Management and Pamphlet CFP15-7 Records Retention Schedule used by the Department of Children and Families.

(4) The department shall provide the provider with a list of approved

personnel who are authorized to contact the provider directly to initiate record transfers between the department and the provider.

(5) In the event the current vendor does not get awarded the ITB, then the

department’s RMLO shall provide oversight and technical assistance to the provider during any transition period required in the movement of an estimated 11,500 boxes of records from the current provider.

b. Department Determinations

(1) The department has reserved the exclusive right to make certain

determinations in these specifications. The absence of the department setting forth a specific reservation of rights does not mean that all other areas of the resulting contract are subject to mutual agreement.

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(2) In the event of a dispute, the department retains the exclusive authority to determine client eligibility.

c. Monitoring Requirements

(1) The provider will be monitored in accordance with existing departmental

procedures (CFOP 75-8). (2) The successful vendor will be monitored by the department on its’

performance of all tasks and special provisions, and bi-annually to ensure that safeguards are taken to maintain confidentiality.

C. Method of Payment

1. This is a multi-year fixed price (unit cost) for contract. The department shall pay the provider for the delivery of service units provided in accordance with the terms of this contract for a total dollar amount not to exceed $TBD, subject to the availability of funds.

2. The department agrees to pay for the service units at the unit price(s) and limits

listed in Exhibit A.

3. Invoice Requirements

The provider shall request payment on a monthly basis through submission of a properly completed invoice (Exhibit B) within 15 days following the end of the month for which payment is being requested. Payments may be authorized only for service units on the invoice, which are in accord with the above list and other terms and conditions of this contract. The service units for which payment is requested may not either by themselves, or cumulatively by totaling service units on previous invoices, exceed the total number of units authorized by this contract.

4. Supporting Documentation Requirements a. Monthly: Invoices must be accompanied by a hard copies or electronic files

of the Detail Report (Exhibit D) listing each billable transaction (except the cumulative storage fee charges) which occurred during the month and the Invoice Summary Report (Exhibit C) showing charges group by the department’s account number transaction type with a grand total for all transactions.

b. Quarterly: Invoices must be accompanied by the Detail Report (Exhibit D)

and Invoice Summary Report (Exhibit C), as listed above, along with electronic files of the List of Storage Box Numbers to include the DCF box

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number, account number, the provider’s cross-reference number, and the storage facility (if the provider has more than one facility).

The provider must maintain records documenting the total number of recipients and names, or unique identifiers, of recipients to whom services were provided and the date(s) that the services were provided so that an audit trail documenting service provision can be maintained.

5. MyFloridaMarketPlace

Pursuant to s. 287.057(22), Florida Statutes, all payments shall be assessed a Transaction Fee of one percent (1.0%), which the provider shall pay to the state. For payments within the state accounting system (Florida Accounting and Information Resource (FLAIR) or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the provider. If automatic deduction is not possible, the provider shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), Florida Administrative Code. By submission of these reports and corresponding payments, provider certifies their correctness. All such reports and payments shall be subject to audit by the state or its designee.

The provider shall receive a credit of any Transaction Fee paid by the provider for the purchase of any item(s) if such item(s) are returned to the provider through no fault, act, or omission of the provider. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the provider’s failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the provider in default and recovering procurement costs from the provider in addition to all outstanding fees. PROVIDERS DELINQUENT IN PAYING TRANSACTION FEES MAY BE EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE.

6. This contract/Item is exempt from the MyFloridaMarketPlace Transaction Fee in

accordance with Rule 60A-1.032(1) (TBD), F.A.C.

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D. Special Provisions

1. Contract Renewal This contract may be renewed for one term not to exceed three years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments.

2. Moving Costs

The provider shall move an estimated 13,000 boxes of records from the departments’ previous hard record archive storage and management services provider within (30) days of contract award. The provider agrees to accept, transport and catalog all existing inventory, at no cost to the department.

3. Termination of the Contract

a. Expiration and/or non-renewal: In the event of the expiration and/or non-

renewal of the contract, the department will continue to pay for records storage services, at the rates specified in the resulting contract, until full retrieval of these records are performed.

b. Cancellation and/or Early Termination: In the event of a cancellation

and/or early termination of the contract, all records will be made available for pickup without charge or retrieval expense to the department or its subsequent record storage provider, at a minimum rate of 2,000 boxes per week, until all boxes are transferred to the new provider’s storage facility.

Any records created by the provider are the property of the department and in the event of expiration, non-renewal or termination of the contract, shall revert back to and be delivered to the department along with a total storage accumulation printout within thirty (30) days of contract ending.

4. Confidentiality Regulations

The provider shall instruct its employees to use the degree of care as is required of State employees to keep confidential information concerning the clients of the State, its financial affairs, its relationships with its citizens and its employees, as any other information which is confidential in accordance with the State and Federal Law. Information contained within the report file maybe confidential. The provider agrees to maintain the confidentiality of all information, which is not a public

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record pursuant to Section 119.07 of the Florida Statutes. The provider will not release any information to any individual not employed by DCF. The provider acknowledges that violation of applicable state and federal confidentiality restrictions may result in civil or criminal penalties. The record custodian, i.e., the contact person is the final authority on whether information may or may not be released. The provider shall have each applicable employee read and sign a statement of confidentiality as outlined in Exhibit G.

5. Emergency Operations Plan

The provider shall submit an emergency preparedness (disaster) plan within 30 days of the execution of this contract, and annually thereafter. Any plan shall at the minimum include contingency plans and procedures to safeguard both the physical security and confidentiality of records in storage and continuity of services in the event of a disaster. A disaster shall include both natural events such as flood, tornadoes and hurricanes, as well as events such as destruction to the provider’s facilities such as fire, vandalism, et cetera.

6. Insurance Coverage

The provider shall secure and maintain adequate and continuous insurance coverage during the existence of this contract and any renewals or extensions. The provider shall not commence any work in connection with this agreement until they have obtained all of the following types of insurance required by law. All insurance policies shall be with insurers qualified to do business in Florida. The department shall be furnished proof of insurance coverage by certificates of insurance.

The department shall be exempt from, and in no way liable for, any sum of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the provider. In essence the bidder agrees that if selected they will provide insurance on a comprehensive basis adequate to the needs of his/her business. a. Worker’s Compensation Insurance

If applicable, during the life of the contract, the provider shall secure and maintain worker's compensation insurance for all of their employees connected with the work of the contract. Such insurance shall comply fully with the Florida worker’s compensation law.

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b. General Liability Insurance

During the life of the contract, the provider shall secure and maintain a comprehensive general liability insurance policy or policies. Such insurance shall protect the department from claims for personal injury, including accidental death, as well as claims for property damages, which may arise from operations under this agreement, whether such operations are performed by the provider or by anyone directly employed by the provider. Minimum required coverage is as follows: $100,000.00 per person and $300,000.00 each occurrence, and property damage insurance of at least $100,000.00 each occurrence.

7. Monitoring & Evaluation

All department providers are subject to unannounced random site visitation at their facilities under this agreement. Upon written notification of a scheduled monitoring by the department, its contracted provider, or its agent, the provider will submit all requested documentation within the time frames specified.

8. Reporting of Fraud The provider agrees to notify the department if an employee is convicted of fraud or a crime of dishonesty such as theft. As defined in CFOP 180-4, “Fraud” means to commit an intentional violation of law or a deliberate misrepresentation or concealment so as to secure unfair or unlawful financial or personal gain.

9. Employment Eligibility Verification

(a) Definitions. As used in this clause—

“Employee assigned to the contract” means all persons employed during the contract term by the provider to perform work pursuant to this contract within the United States and its territories, and all persons (including subcontractors) assigned by the provider to perform work pursuant to the contract with the department.

“Subcontract” means any contract entered into by a subcontractor to furnish supplies or services for performance of a prime contract or a subcontract. It includes but is not limited to purchase orders, and changes and modifications to purchase orders.

“Subcontractor” means any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime provider or another subcontractor.

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(b) Enrollment and verification requirements.

(1) The provider shall—

(i) Enroll. Enroll as a provider in the E-Verify program within 30 calendar days of contract award;

(ii) Verify all new employees. Within 90 calendar days of enrollment in the E-Verify program, begin to use E-Verify to initiate verification of employment eligibility. All new employees assigned by the provider/subcontractor to perform work pursuant to the contract with the DCF shall be verified as employment eligible within 3 business days after the date of hire; and

(2) The provider shall comply, for the period of performance of this contract, with the requirement of the E-Verify program enrollment.

(i) The Department of Homeland Security (DHS) or the Social Security Administration (SSA) may terminate the provider’s enrollment and deny access to the E-Verify system in accordance with the terms of the enrollment. In such case, the provider will be referred to a DHS or SSA suspension or debarment official.

(ii) During the period between termination of the enrollment and a decision by the suspension or debarment official whether to suspend or debar, the provider is excused from its obligations under paragraph (b) of this clause. If the suspension or debarment official determines not to suspend or debar the provider, then the provider must reenroll in E-Verify.

(c) Web site. Information on registration for and use of the E-Verify program can be obtained via the Internet at the Department of Homeland Security Web site: http://www.dhs.gov/E-Verify .

(d) Individuals previously verified. The provider is not required by this clause to perform additional employment verification using E-Verify for any employee whose employment eligibility was previously verified by the provider through the E-Verify program.

(e) Individuals performing work prior to the E-verify requirement. Employees assigned to and performing work pursuant to this contract prior to February 04, 2011 do not require employment eligibility verification through E-verify.

(f) Evidence. Evidence of the use of the E-Verify system will be maintained in the employee’s personnel file.

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(g) Subcontracts. The provider shall include the requirements of this clause, including this paragraph (g) (appropriately modified for identification of the parties), in each subcontract.”

(h) Mandatory Reporting Requirements. The provider and any subcontractor must comply with and inform its employees of the following mandatory reporting requirements. Each employee of the provider, and of any subcontractor, providing services in connection with this contract who has any knowledge of a reportable incident shall report such incident as follows: 1) reportable incidents that may involve an immediate or impending impact on the health or safety of a client shall be immediately reported to the contract manager; and 2) other reportable incidents shall be reported to the department’s Office of Inspector General by completing a Notification/Investigation Request (form CF 1934) and emailing the request to the Office of Inspector General at [email protected]. The provider and subcontractor may also mail the completed form to the Office of Inspector General, 1317 Winewood Boulevard, Building 5, 2nd Floor, Tallahassee, Florida, 32399-0700; or via fax at (850) 488-1428. A reportable incident is defined in CFOP 180-4, which can be obtained from the contract manager.

E. The following exhibits, or the latest revisions thereof, are incorporated in and

made a part of the contract.

1. Exhibit A, Service Units

2. Exhibit B, Invoice (Sample)

3. Exhibit C, Invoice Summary (Sample)

4. Exhibit D, Detail Report (Sample)

5. Exhibit E, Performance Data Report

6. Exhibit F, Service Center Locations

7. Exhibit G, Statement of Confidentiality

8. Exhibit H, CF 107- Authorization to Destroy Records

9. Exhibit I, CF 734 - Records Storage/Transfer Carton Label

10. Exhibit J, CF1443 - Record Storage/Transfer Request

11. Exhibit K, CF1444 - Record Storage/Transfer Request (continued)

12. Exhibit L, CF1445 - Records Reference Request.

Exhibit A Service Units

ITB-17-CA-1112-01

BID PRICE SHEET

July 1, 2012 – June 30, 2015

Billing Code

Description Service Units

Unit Price

1.

Record Storage

Storage Box (TBD)

2. Record Indexing

Storage Box (TBD)

3. Record Retrieval of box or file - Non-priority Per item (TBD)

4. Record Retrieval of box or file - Priority Per item (TBD)

5. Re-filing (within 3-days of receipt) Each (TBD)

6. Transportation Standard (Delivery of 1 – 20 boxes per trip) Per trip (TBD)

7. Transportation Priority (Within 4-hours) Per trip (TBD)

8. Special Search Per Hour (TBD)

9.


Storage Box (TBD)


ITB-17-CA-1112-01

BID PRICE SHEET

July 1, 2015 – June 30, 2018

Billing Code


Unit Price

1.

Record Storage

Storage Box (TBD)

2. Record Indexing

Storage Box (TBD)







9.


Storage Box (TBD)


ITB-17-CA-1112-01

BID PRICE SHEET

July 1, 2018 – June 30, 2021

Billing Code


Unit Price

1.

Record Storage

Storage Box (TBD)

2. Record Indexing

Storage Box (TBD)







9.


Storage Box (TBD)

Exhibit B – Invoice FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

Request for Payment

ITB-17-CA-1112-01

Name and Mailing Address of Payee Provider FED No. Contract No.

Contract Amount Reimbursement YTD

Contract Balance Billing Period

Billing Code


Unit Price

Total

1. Record storage Storage Box

2. Record Indexing Storage Box

3. Retrieval of box or file: Non-priority Per Item

4. Retrieval of box or file: Priority Per Item

5. Re-filing (within 3-days of receipt) Each

6.

Transportation Standard (Delivery of 1 – 20 boxes per trip) Per trip

7.

Transportation Priority (within 4-hours) Per trip

8.

Special search Per Hour

9. Record Destruction Storage Box

Grand Total

SIGNATURE OF PREPARER: DATE COMPLETED: APPROVED BY: TITLE:

*IF THIS INVOICE IS FOR A FIXED PRICE CONTRACT, THE REQUEST FOR PAYMENT WILL BE DETERMINED BY DIVIDING THE LENGTH OF THE CONTRACT INTO THE CONTRACTED AMOUNT (EX. -$12,000 [ALLOCATION] DIVIDED BY 12 MONTHS [THE LENGTH OF THE CONTRACT] = $1,000 PAYMENT REQUEST) ON A COST REIMBURSEMENT CONTRACTS THE PAYMENT REQUEST WILL BE THE MONTHLY REQUEST EXPENSE.

DATE INV. RCD: APPROVED BY: DATE:

Exhibit C Invoice Summary Report

(To be placed on Provider’s Letterhead)

ITB-17-CA-1112-01

Department of Children and Families 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Inter-Departmental Code:

MC24028

Quantity

Description Amount

36 Record storage (TBD) 0 Record Indexing (TBD) 0 Retrieval of box or file: Non-priority (TBD) 0 Retrieval of box or file: Priority (TBD)

103 Re-filing (within 3-days of receipt) (TBD) 7 Transportation – Standard (delivery of 1 – 20 boxes per trip) (TBD)

19 Transportation – Priority (within 4-hours) (TBD) 1

Special search (TBD)

3 Record Destruction (TBD)

Sub-Total (TBD)

INTER -DEPPARTMENT CODE INTER -DEPPARTMENT CODE Master Department MC24009 Child Protective Investigations MC24021 Accounts Payable/Receivable MC24010 CW – Adoption MC24022 Adult Protective Investigations MC24011 Child Welfare Legal Cases MC24023 APS – Adult. Pro. Sup. MC24012 Administration MC24024 DA – Fiscal Records MC24013 ESS – Public Assistance MC24025 SAMH – Mental Health MC24014 ESS – Adult Services MC24026 Foster Care / PC MC24015 ESS – Benefits Recovery MC24027 REV MAX MC24016 ESS – Litigation MC24028 SAL MC24017 Foster Care/Protec. Serv. MC24029 FINANCIAL MC24018 CW – Foster Home MC24030 DA & SAMH MC24019 DA – Human Resources MC24031 Contract Oversight Unit MC24020 CW – Family Safety MC24032

Exhibit C Invoice Summary Report


ITB-17-CA-1112-01

Department of Children and Families 1400 West Commercial Blvd Fort Lauderdale, Florida 33309

Inter-Departmental Code(s):

MC24012

Quantity

Description Amount

12 Record storage (TBD) 0 Record Indexing (TBD) 0 Retrieval of box or file: Non-priority (TBD) 0 Retrieval of box or file: Priority (TBD) 3 Re-filing (within 3-days of receipt) (TBD) 0 Transportation – Standard (delivery of 1 – 20 boxes per trip) (TBD) 1 Transportation – Priority (within 4-hours) (TBD)

0 Special search (TBD)

0 Record Destruction (TBD)

Sub-Total (TBD)

INTER -DEPPARTMENT CODE INTER -DEPPARTMENT CODE Master Department MC24009 Child Protective Investigations MC24021 Accounts Payable/Receivable MC24010 CW – Adoption MC24022 Adult Protective Investigations MC24011 Child Welfare Legal Cases MC24023 APS – Adult. Pro. Sup. MC24012 Administration MC24024 DA – Fiscal Records MC24013 ESS – Public Assistance MC24025 SAMH – Mental Health MC24014 ESS – Adult Services MC24026 Foster Care / PC MC24015 ESS – Benefits Recovery MC24027 REV MAX MC24016 ESS – Litigation MC24028 SAL MC24017 Foster Care/Protec. Serv. MC24029 FINANCIAL MC24018 CW – Foster Home MC24030 DA & SAMH MC24019 DA – Human Resources MC24031 Contract Oversight Unit MC24020 CW – Family Safety MC24032

Exhibit D Detail Report


ITB-17-CA-1112-01 Page 91

Billing Transaction Report

Customer ID: DCF Southeast Region Invoice No.: XXX3206 Page 1 of 1 Division ID: ACCESS Program Invoice Date: June 2009 Report Date: 7/01/2009

Code(s): 702,703,704,705,707 Order No. Order

Date Bill code Description Storage

Date Unit Qty UOM Rate Amount

00000022 06/01/2009 0895 Storage, regular 07/01/2009 5228 CF .325 1699.10 XX844732 06/05/2009 0354 Individual-indexing 302 EA .48 144.96

0354 Individual-Indexing 287 EA .48 137.76 0354 Individual-Indexing 298 EA .48 143.04

XX433762 06/05/2009 1299 Retrieval, File 32 EA 2.20 70.40 XX327586 06/08/2009 1299 Retrieval, File 18 EA 2.20 39.60 XX458792 06/08/2009 1299 Retrieval, File 6 EA 2.20 13.20 XX489653 06/11/2009 1299 Retrieval, File 5 EA 2.20 11.00 XX489694 06/17/2009 1299 Retrieval, File 2 EA 2.20 4.40 XX490205 06/18/2009 1299 Retrieval, File 1 EA 2.20 2.20 XX490386 06/22/2009 1299 Retrieval, File 12 EA 2.20 26.40 XXXXXXX 6/30/2009 8300 Refiling 1 EA .85 .85 XXXXXXX 6/30/2009 8300 Refiling 11 EA .85 9.35 XXXXXXX 6/30/2009 8300 Refiling 25 EA .85 21.25 A1237889 6/01/2009 5100 Delivery – Non priority 1 TRIP 16.50 16.50 A1238944 06/04/2009 5100 Delivery – Non priority 1 TRIP 16.50 16.50 A1241269 06/09/2009 5100 Delivery – Non priority 1 TRIP 16.50 16.50 P1241673 06/19/2009 5200 Delivery – Priority 4Hr 1 TRIP 38.00 38.00 R1566237 06/20/2009 5300 Transport –Return 1 TRIP 16.50 16.50

TOTAL $2,427.51

**********END OF REPORT**********

Exhibit E

92

Performance Data Report

Prepared by: Reporting Month/Year

Signature: Date

Required Internal Measures: 1. Data Submission Outcomes for Priority records Retrieval a. # of records delivered within 4-hours of receiving notice: b. # of requests made for the delivery of priority records: c. Percentage of records retrieved and delivered within 4-

hours of receipt of the record request: The standard target for this measure is at least 95%

%

2. Data Submission Outcomes for Non-Priority records Retrieval

a. # of records delivered within second business day of receiving notice:

b. # of requests made for the delivery of non-priority records:

c. Percentage of records retrieved and delivered by the second business day after the request is received: The standard target for this measure is at least 90%

%

3. Data Submission Outcomes for record Destruction a. # of records destroyed within 30-days of notice: b. # of records requested to be destroyed: c. Percentage of records destroyed within 30 days of

notice: The standard target for this measure is at least 90%

%

Exhibit F

93

Service Center Location Listing

Department of Children and Families North Broward Regional Service Center 1400 West Commercial Blvd Fort Lauderdale Florida 33309 Department of Children and Families 201 West Broward Blvd. Fort Lauderdale, Florida 33301 Department of Children and Families 311 North State Road Seven Plantation, Florida 33317 Broward Sherriff’s Office 359 North State Road Seven Plantation, Florida 33317 Office of the Attorney General 110 S.E. 6th Street Suite 1200 Fort Lauderdale, Florida 33301

Exhibit G (To be used on Provider’s Letterhead)

94

CONFIDENTIALITY STATEMENT

I, (Employee Name Here) affirm the following:

I agree that during the term of my employment for (Provider Name Here) and thereafter, I shall not disclose or cause any third parties to disclose, any clients’ information, or other information relating to the business, systems, procedures or interests of the State of Florida, Department of Children and Families, hereinafter referred to as the “department”, which is regarded by the department as secret, confidential and valuable, referred to as “Confidential Information”. I understand and agree that any disclosure of such Confidential Information shall be deemed a breach of this agreement and shall result in immediate termination of my employment with the department or it’s contracted provider, unless such disclosure is authorized in writing by an authorized department staff.

I acknowledge that I have read this agreement, understand it, and I agree to be bound by it. Print Name Signature Date

Exhibit H

95

AUTHORIZATION TO DESTROY RECORDS

Document No. Page of Pages

1. Agency

Department of Children and Families

2. District/Region/Central Office 3. Service Center/Program

4. Address (Street, City, and Zip Code) 5. Contact Person

Name:

Telephone Number:

6. DISPOSAL AUTHORIZATION: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any litigation pending or imminent. Disposal of the below listed records is authorized. Signature Date Name and Title (print or type)

7. NOTICE OF INTENTION The scheduled records listed in Item 8 are to be disposed of in the manner checked below (specify only one):

a. Destruction

b. Microfilming and Destruction

c. Other:

8. LIST OF RECORD SERIES

a. Schedule Number

b. Item No.

c. Title d.

Inclusive Dates

e. Volume in Cubic

Feet

f. Disposition Action and Date Completed After

Authorization

The destruction of files containing criminal history information from the Florida Crime Information Center, National Crime Information Center, or Federal Bureau of Investigation must be performed or witnessed by a DCF employee or an employee of a DCF contracted provider (e.g., contracted Community Based Care service provider).

9. DISPOSAL CERTIFICTE: The above listed records have been disposed of in the manner and on the date shown in column 8f.

Signature Date Witness

Name and Title (print or type)

10. After disposal, forward signed ORIGINAL copy to Records Management Officer.

CF 107, PDF 10/2005

Exhibit I

96

RECORDS STORAGE / TRANSFER CARTON LABEL

Office Title, Street Address, and City:

Storage Location (Aisle/Bin/Shelf):

Carton No.

______ of _______

Dates of contents of box:

____________________ to ____________________ earliest latest mo. & yr. mo. & yr.

Contents of box filed: alphabetically: ______________ to ____________ numerically: _______________ to _____________

Record Series Title:

Description:

MOISTEN BACK OF LABEL AND AFFIX LABEL TO NARROW END OF RECORDS STORAGE CARTON. DO NOT USE TAPE TO AFFIX LABEL. DO NOT PHOTOCOPY LABEL.

CF 734, Oct 2005 (Replaces Sep 2000 edition which may be used)

Exhibit J

97

RECORDS STORAGE / TRANSFER REQUEST

(NOTE: This form may NOT be used to transfer records to the State Records Center in Tallahassee.)

ATTENTION Contact District Records Management

Officer (DRMO) Before Completing

Page of

Date Submitted:

1. Send all typed copies to: DCF General Services, Tallahassee

or DCF District General Services ATTN: Records Management Officer

2. From: Name of Office Street Address: City & Zip:

3. Office Contact Person:

Telephone No.: Local: ( ) Suncom:

4. Approved by Supervisor: Signature: Title:

5. Present Location of Records (building and room number):

6. Total number of Boxes to be Stored/Transferred:

Contact the Records Management Officer to verify whether or not Item 8a must be completed by the requester. Items 8b, 8c, 8d and 8e to be Completed by the Requester

Items 9, 10, 11, 12 & 13 to be Completed by Records Storage Facility

8. List of Records Stored / Transferred

8a. Storage Location

(aisle/bin/shelf)

8b. Carton

Number

8c. Records Series Title (enter actual title approved by Dept. of State)

8d. Inclusive Dates

8e. Retention Schedule

9. Records Disposition

Request No.; Date Destroyed

10. Location of Storage Facility:

11. Date Rec’d: 12. Storage/Transfer No.: 13. Rec’d by:

CF 1443, PDF 09/2000 Distribution of Copies: Original – DRMO; Copy – Contact Person

Exhibit K

98

RECORDS STORAGE / TRANSFER REQUEST (continued)

(NOTE: This form may NOT be used to transfer records to the State Records Center in Tallahassee.)

From: Name of Office Storage/Transfer No.: Page of

8. List of Records Stored / Transferred (continued)


(aisle/bin/shelf)

8b. Carton

Number


8d. Inclusive Dates

8e. Retention Schedule

9. Records Disposition

Request No.; Date Destroyed


Exhibit L

99

RECORDS REFERENCE REQUEST (NOTE: This form may NOT be used to transfer records to the State Records Center in Tallahassee.)

ATTENTION Contact District Records Management

Officer (DRMO) Before Completing

Date Submitted to Records Management Officer:

1. Send all typed copies to: DCF General Services, Tallahassee

or DCF District General Services ATTN: Records Management Officer

2. From: Name of Office Street Address: City & Zip:

3. Requested By:

Telephone No.: Local: ( ) Suncom:

4. Approved by Supervisor: Signature: Title:

5. Reason for Requesting Records:

6. List of Records Referenced


(aisle/bin/shelf)

6b. Carton

Number


6d. Inclusive Dates

6e. Reference Number

7. Records Released from Storage:

Signature of Records Management Officer Date

8. Withdrawal from Storage:

Temporary (30 days or less) Permanent (31 days or longer)

9. Receipt of Record from Storage:

Signature of Requester Date

10. Records Returned to Storage:

Signature of Records Management Officer Date


100

Appendix XII

Financial Audit Compliance

101

Appendix XII The administration of resources awarded by the Department of Children & Families to the provider may be subject to audits as described in this attachment.

MONITORING In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, F.S., as revised, the department may monitor or conduct oversight reviews to evaluate compliance with contract, management and programmatic requirements. Such monitoring or other oversight procedures may include, but not be limited to, on-site visits by department staff, limited scope audits as defined by OMB Circular A-133, as revised, or other procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring procedures deemed appropriate by the department. In the event the department determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the department regarding such audit. The recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the department’s inspector general, the state’s Chief Financial Officer or the Auditor General.

AUDITS

PART I: FEDERAL REQUIREMENTS

This part is applicable if the recipient is a State or local government or a non-profit organization as defined in OMB Circular A-133, as revised. In the event the recipient expends $500,000 or more in Federal awards during its fiscal year, the recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. The recipient agrees to provide a copy of the single audit to the Department’s Single Audit Unit and its contract manager. In the event the recipient expends less than $500,000 in Federal awards during its fiscal year, the recipient agrees to provide certification to the Department’s Single Audit Unit and its contract manager that a single audit was not required. In determining the Federal awards expended during its fiscal year, the recipient shall consider all sources of Federal awards, including Federal resources received from the Department of Children & Families, Federal government (direct), other state agencies, and other non-state entities. The determination of amounts of Federal awards expended should be in accordance with guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions of OMB Circular A-133, as revised, will meet the requirements of this

102

part. In connection with the above audit requirements, the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. The schedule of expenditures should disclose the expenditures by contract number for each contract with the department in effect during the audit period. The financial statements should disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be fully disclosed in the audit report package with reference to the specific contract number. Single Audit Information for Recipients of Recovery Act Funds: (a) To maximize the transparency and accountability of funds authorized under the American Recovery and Reinvestment Act of 2009 (Pub. L. 111–5) (Recovery Act) as required by Congress and in accordance with 2 CFR 215.21 ‘‘Uniform Administrative Requirements for Grants and Agreements’’ and OMB Circular A–102 Common Rules provisions, recipients agree to maintain records that identify adequately the source and application of Recovery Act funds. OMB Circular A–102 is available at http://www.whitehouse.gov/omb/circulars/a102/a102.html. (b) For recipients covered by the Single Audit Act Amendments of 1996 and OMB Circular A–133, ‘‘Audits of States, Local Governments, and Non-Profit Organizations,’’ recipients agree to separately identify the expenditures for Federal awards under the Recovery Act on the Schedule of Expenditures of Federal Awards (SEFA) and the Data Collection Form (SF–SAC) required by OMB Circular A–133. OMB Circular A–133 is available at http://www.whitehouse.gov/omb/circulars/a133/a133.html. This shall be accomplished by identifying expenditures for Federal awards made under the Recovery Act separately on the SEFA, and as separate rows under Item 9 of Part III on the SF–SAC by CFDA number, and inclusion of the prefix ‘‘ARRA-’’ in identifying the name of the Federal program on the SEFA and as the first characters in Item 9d of Part III on the SF–SAC. (c) Recipients agree to separately identify to each subrecipient, and document at the time of subaward and at the time of disbursement of funds, the Federal award number, CFDA number, and amount of Recovery Act funds. When a recipient awards Recovery Act funds for an existing program, the information furnished to subrecipients shall distinguish the subawards of incremental Recovery Act funds from regular subawards under the existing program. (d) Recipients agree to require their subrecipients to include on their SEFA information to specifically identify Recovery Act funding similar to the

103

requirements for the recipient SEFA described above. This information is needed to allow the recipient to properly monitor subrecipient expenditure of ARRA funds as well as oversight by the Federal awarding agencies, Offices of Inspector General and the Government Accountability Office.

PART II: STATE REQUIREMENTS

This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2), Florida Statutes. In the event the recipient expends $500,000 or more in state financial assistance during its fiscal year, the recipient must have a State single or project-specific audit conducted in accordance with Section 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. The recipient agrees to provide a copy of the single audit to the Department’s Single Audit Unit and its contract manager. In the event the recipient expends less than $500,000 in State financial assistance during its fiscal year, the recipient agrees to provide certification to the Department’s Single Audit Unit and its contract manager that a single audit was not required. In determining the state financial assistance expended during its fiscal year, the recipient shall consider all sources of state financial assistance, including state financial assistance received from the Department of Children & Families, other state agencies, and other nonstate entities. State financial assistance does not include Federal direct or pass-through awards and resources received by a nonstate entity for Federal program matching requirements. In connection with the audit requirements addressed in the preceding paragraph, the recipient shall ensure that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2), Florida Statutes, and Chapters 10.550 or 10.650, Rules of the Auditor General. The schedule of expenditures should disclose the expenditures by contract number for each contract with the department in effect during the audit period. The financial statements should disclose whether or not the matching requirement was met for each applicable contract. All questioned costs and liabilities due the department shall be fully disclosed in the audit report package with reference to the specific contract number.

104

PART III: REPORT SUBMISSION Any reports, management letters, or other information required to be submitted to the department pursuant to this agreement shall be submitted within 180 days after the end of the provider’s fiscal year or within 30 days of the recipient’s receipt of the audit report, whichever occurs first, directly to each of the following unless otherwise required by Florida Statutes: A. Contract manager for this contract (1 copy)

Robin Ullman 1400 West Commercial Boulevard Suite 210 Fort Lauderdale, FL 33309

B. Department of Children & Families ( 1 electronic copy and management

letter, if issued )

Office of the Inspector General Single Audit Unit Building 5, Room 237 1317 Winewood Boulevard Tallahassee, FL 32399-0700

Email address: [email protected]

C. Reporting packages for audits conducted in accordance with OMB Circular A-

133, as revised, and required by Part I of this agreement shall be submitted, when required by Section .320(d), OMB Circular A-133, as revised, by or on behalf of the recipient directly to the Federal Audit Clearinghouse using the Federal Audit Clearinghouse’s Internet Data Entry System at:

http://harvester.census.gov/fac/collect/ddeindex.html and other Federal agencies and pass-through entities in accordance with Sections .320(e) and (f), OMB Circular A-133, as revised.

D. Copies of reporting packages required by Part II of this agreement shall be

submitted by or on behalf of the recipient directly to the following address:

Auditor General Local Government Audits/342 Claude Pepper Building, Room 401 111 West Madison Street Tallahassee, Florida 32399-1450

Email address: [email protected]

105

Providers, when submitting audit report packages to the department for audits done in accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit or for-profit organizations), Rules of the Auditor General, should include, when available, correspondence from the auditor indicating the date the audit report package was delivered to them. When such correspondence is not available, the date that the audit report package was delivered by the auditor to the provider must be indicated in correspondence submitted to the department in accordance with Chapter 10.558(3) or Chapter 10.657(2), Rules of the Auditor General.

PART IV: RECORD RETENTION The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement for a period of six years from the date the audit report is issued and shall allow the department or its designee, Chief Financial Officer or Auditor General access to such records upon request. The recipient shall ensure that audit working papers are made available to the department or its designee, Chief Financial Officer or Auditor General upon request for a period of three years from the date the audit report is issued, unless extended in writing by the department.