SAMDaily.us | PRESOL | 99 | Offsite Records Storage

SAMDAILY.US - ISSUE OF FEBRUARY 13, 2021 SAM #7016
SOLICITATION NOTICE

99 -- Offsite Records Storage

Notice Date: 2/11/2021 12:32:03 PM
Notice Type: Solicitation
NAICS: 493190 — Other Warehousing and Storage
ZIP Code: 00000
Solicitation Number: TXWFPD-DR-2021-1
Response Due: 2/26/2021 3:00:00 PM
Archive Date: 03/13/2021
Point of Contact: Angela Kessel, Phone: 2109812085, Fax: 2104724454, Phillip Reyes, Phone: 2109812086, Fax: 2104724454
E-Mail Address: angela_kessel@fd.org, phillip_reyes@fd.org
(angela_kessel@fd.org, phillip_reyes@fd.org)
Description: STATEMENT OF WORK (�SOW�) INTRODUCTION The Office of the Federal Public Defender (�FPD�), Western District of Texas, provides defense to indigent clients accused of crimes in federal court. See� https://txw.fd.org.�� OBJECTIVES The Office of the Federal Public Defender, Western District of Texas (�FPD�) is soliciting quotations from record storage service providers to furnish off-site document storage and related services for its Del Rio, Texas office. The office is at: Office of the Federal Public Defender, Western District of Texas, 2205 Veterans Blvd., Suite A-2, Del Rio, TX �78840-3141 Business hours are 8:00 A.M to 5:00 P.M, Monday through Friday, excluding federal holidays. As of February 2021, the files that need to be stored are in 1,854 boxes. Besides these boxes, we anticipate additional boxes to be removed and added to storage during the contract term. Most of the boxes currently stored are standard letter/legal file boxes (15� L x 12� W x 10� H) which is 1.2 cubic feet per box. Record Storage: The vendor must provide secure off-site storage for the Office of the Federal Public Defender�s documents in a climate-controlled environment and be able to provide enough physical storage capacity for approximately 1,854 boxes upon initiating the contract. The FPD may add more boxes to the vendor�s facility during the contract period. The vendor must accommodate the additional boxes at the rates offered for the contract term. The vendor must store the FPD�s boxes and/or files at a single secure facility within the continental United States.� Record Pickup and Delivery: The vendor shall accept and respond to pickup and delivery request from authorized FPD staff. The vendor will deliver requested boxes and/or files during the FPD�s normal business hours of 8:00 A.M to 5:00 P.M CST, Monday through Friday, excluding holidays. Orders for delivery placed before 3:00 P.M CST will be delivered within three (3) business days following the initial order date at no cost to the FPD. Orders for rush delivery placed before 3:00 PM shall be delivered within 2 hours. If a rush order is placed outside of normal business hours than the delivery shall occur within 4 hours. If there is additional, cost or fees regarding rush orders than the offeror shall delineate the cost or fees in their proposal. Orders for pickup of new or refile boxes and/or files will be picked up at least once a quarter (3-month period) and the minimum number of boxes required for a pickup to occur will be 50 boxes. Delivery of and pickup of boxes and/or files are to be made to/at the addressed listed above unless otherwise instructed by authorized FPD staff. Transition Services: At the commencement of the contract, the vendor must assume full responsibility for transferring all the FPD�s records stored at its storage facility in the San Antonio, Texas area to the vendor�s facility. This responsibility includes new bar coding, labeling, data entry and inventory of the boxes to be stored at the vendor�s facility at the beginning of the contract period. The vendor should include in its response the process for acquiring the client�s boxes from the facility and a timeline for the process. Any cost related to this requirement must be covered by the offeror. The new vendor will replace boxes damaged during transfer from the existing vendor to the new vendor�s facility. The new vendor will incur cost for damaged boxes during transfer from the existing vendor to the new vendor�s facility. If such damage occurs, the new vendor shall furnish a report to the FPD detailing which boxes were damaged and replaced. Upon successful completion of the transfer, the vendor will supply the FPD with an inventory report of the boxes moved to the new storage facility. The inventory report will list boxes by office name and number of boxes for each office. Permanent Removal and Destruction Services: The FPD may require the permanent removal or destruction of specified boxes stored with the vendor. The vendor shall provide for the permanent removal of such specified boxes and return to the FPD. Boxes permanently removed from storage must no longer appear on subsequent monthly invoices for storage. Any cost or fees associated with permanent removal of boxes must be identified in the vendor�s response. Inventory Tracking: The vendor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web-enabled, with adequate security, to provide internet access to the information by FPD users. At a minimum, the system must identify each stored FPD box by office, description and status (checked in or checked out). Essential data fields include box number, bar code, box size, location, major description, minor description, status and box history (dates of checked in and check out). The inventory tracking system shall include logs and receipts for pickups and delivery of individual boxes for verification and audit purposes.� Logs and receipts will be made available to the FPD upon request. The inventory status must be updated within 24 hours of activity. Reporting: The vendor shall provide these reports to the FPD upon request. The vendor shall list any cost or fees associated with these reports in their response to this RFQ.� Please include a sample of each in your response. Inventory Report for all FPD boxes stored at the vendor�s facility. Also, detailed reports of the quantity of boxes and/or files by office. Activity Reports including a summary of ordering activity by location, quantity and order type. Retrieval activity reports include history for checked out, permanently removed and destroyed inventory. ???????Financial Reports that provide billing activity for a specified invoice period. Account and Invoicing: The vendor shall submit a monthly or quarterly invoice to the FPD, by regular mail, e-mail, or both, showing a line item for the FPD�s storage and activity cost. The invoice will include a detailed list of all transactions and a summary page listing the totals. The total invoiced amount shall be billed to and paid by the FPD�s Financial Administrator. Secure Storage and Facility Standards: The vendor�s storage facilities shall provide a level of affirmation consistent with industry standards. These standards must meet all applicable and current requirements of the National Fire Protection Association. The storage facility must be properly shelved, secured and equipped with motion, smoke, heat detectors/alarms to prevent loss from theft or fire. The FPD requires that the facility be constructed and equipped with fire safety systems as required by International Fire Code and other applicable codes. The records storage facility cannot house any hazardous material. Storage facilities cannot be within a flood area or risk exposure from external hazards. The vendor�s storage facility shall be solidly constructed with secure loading and unloading areas. Floors shall support at least 300 pounds per square foot and shall be above ground level to assure dry storage. Walls surrounding the records storage area shall be fire resistant. Roof shall be of non-combustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Vendor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection. The vendor is responsible for all contents stored in any of its storage facilities. The vendor must provide a written disaster and recovery plan for any catastrophic occurrences including, but not limited to earthquake, flood, fire, etc. The vendor is responsible for recovery from any catastrophic occurrences, including, but not limited to fire, damage or theft, and any associated cost. The vendor must maintain the appropriate insurance and provide proof thereof. Storage facilities must have an intrusion alarm system monitored 24 hours per day, including weekends and holidays and provide proof thereof. The vendor must provide adequate storage capacity to meet both the current and future needs of the FPD. The FPD estimates annual growth at 5-10% per year, or 100-200 boxes. Transportation: The vendor must provide vehicles designed for the transportation of storage records. The vehicles must have the appropriate security features (anti-theft device) and be secured while at a delivery/pickup site. All vehicles must have a fire extinguisher. Account Representation: The vendor shall appoint an account representative for the FPD as a single point of contact to ensure a high level of responsiveness to the FPD�s needs. A backup contact shall also be designated to provide coverage during the primary contact�s absence. SPECIAL REQUIREMENTS/INFORMATION As a Federal agency and a law firm, the Office of the Federal Public Defender must have secure record storage and reliable access to FPD records. � CONFIDENTIALITY The vendor and its personnel shall be restricted from accessing FPD records. FPD records are to remain closed while in storage and transport. CONTRACT AWARD The contract will be awarded within approximately two weeks of the close of the RFQ period. The vendor will need to coordinate transition of files/boxes as early as March 15, 2021. The FPD intends to evaluate and award a contract without discussions with offerors. Therefore, the offeror�s initial offer shall contain the offeror�s best terms from a price and technical standpoint. However, the FPD reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The FPD intends to award a contract to a responsible offeror providing a proposal that conforms to the requirements of the SOW, at the lowest price. EXERCISE OF OPTIONS The contracting officer shall provide written notice or award to the contractor within 60 days of termination of the existent contract. The contracting officer will exercise the option if it fulfills and existing government need. The exercise of the option is the most advantageous method of fulfilling the Government�s need, price and other factors. The contractor�s past performance evaluations on other contract actions have been considered. The contractor�s performance on the existent contract has been acceptable, e.g., received satisfactory ratings. ACCEPTANCE CRITERIA FOR DELIVERABLES The FPD will evaluate the deliverable based on its conformance with the SOW requirements described above. LOCATION FOR PERFORMANCE The location involved in the SOW is: �� Office of the Federal Public Defender, Western District of Texas, 2205 Veterans Blvd.,�� f� ��Suite A-2, Del Rio, TX �78840-3141. �� Points of Contact: �� Angela Kessel, Contracting Officer, Angela_Kessel@fd.org�� Phillip Reyes, Contracting Officer�s Representative, Phillip_Reyes@fd.org�� QUOTATION SUBMISSION INSTRUCTIONS The quotation sheet shall consist of: A total estimated annual cost, to be submitted on the cover sheet of the RFQ. Written confirmation that the quotation will meet the special requirements and deliverables described within the RFQ. A Certificate of Insurance demonstrating compliance with the requirements outlined in the RFQ. ???????The offeror shall confine submissions to essential matters, enough to define the proposal in a concise manner, to permit a complete and accurate evaluation of the proposal. Offerors are cautioned that �parroting� of the requirements in the solicitation does not demonstrate an understanding of the requirements or capability to perform. Offerors must include enough details to permit a complete and accurate evaluation of each proposal. Proprietary information shall be marked.�� FURTHER INFORMATION The primary point of contact for this RFQ is: �� Angela Kessel �� Contracting Officer �� Office of the Federal Public Defender, Western District of Texas �� 727 E. Cesar E. Chavez Boulevard �� Suite: B-207 �� San Antonio, TX 78206-1205 �� Phone: (210) 981-2085 �� Fax: (210) 472-4454 �� Email: Angela_Kessel@fd.org� The secondary point of contact for this RFQ is: �� Phillip Reyes �� Contracting Officer�s Representative �� Office of the Federal Public Defender, Western District of Texas �� 727 E. Cesar E. Chavez Boulevard �� Suite: B-207 �� San Antonio, TX 78206-1205 �� Phone: (210) 981-2086 �� Fax: (210) 472-4454 �� Email: Phillip_Reyes@fd.org
Web Link: SAM.gov Permalink
(https://beta.sam.gov/opp/16d7d0e3d3d84a0f9caf1c841e7e6670/view)
Place of Performance: Address: Del Rio, TX 78840, USA; Zip Code: 78840; Country: USA
Record: SN05915255-F 20210213/210211230113 (samdaily.us)
Source: SAM.gov Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's SAM Daily Index Page |

Loren Data's SAM Daily™

99 -- Offsite Records Storage