HomeMy WebLinkAboutCity of Tamarac Resolution R-2014-009Temp. Reso. 12439
December 27, 2013
Page 1 of 4
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2014- 09
A RESOLUTION OF THE CITY COMMISSION OF
THE CITY OF TAMARAC, FLORIDA APPROVING
THE PURCHASE OF MICROFILMING AND
DOCUMENT DIGITIZING SERVICES FROM THE
DRS GROUP AND AUTHORIZING THE
APPROPRIATE CITY OFFICIALS TO EXECUTE AN
AGREEMENT UTILIZING A ORLANDO-ORANGE
COUNTY EXPRESSWAY AUTHORITY CONTRACT
NO. 000978 FOR A TOTAL NOT TO EXCEED
$80,000 ANNUALLY FOR AN INITIAL PERIOD OF
36 MONTHS EFFECTIVE WITH THE APPROVAL OF
THIS AGREEMENT WITH TWO (2) ADDITIONAL
ONE (1) YEAR RENEWAL OPTIONS; APPROVING
FUNDING FROM THE APPROPRIATE ACCOUNT;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABIUTY; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City of Tamarac is legally required to retain public records
for archival and historical purposes; and
WHEREAS, to efficiently reduce the physical storage space needed for
these public records, microfilming and document digitizing services for various
departmental records is needed; and
WHEREAS, the Orlando -Orange County Expressway Authority has
competitively bid and awarded a contract #000978 to the DRS Group of Florida,
Inc. with a term running for an initial period of 36 months with two (2) additional
one (1) year renewal options, a copy of said award of agreement is attached
hereto as Exhibit "A" to Exhibit "1 "; and
Temp. Reso. 12439
December 27, 2013
Page 2of4
WHEREAS, City Code Sec. 6-148 (f) allows the Purchasing/Contracts
Manager the
authority to procure
supplies, materials and equipment,
which are
the subject
of contracts with
the United States government,
or other
governmental agencies, and when the best interest of the City would be served;
and
WHEREAS, it is the recommendation of the City Clerk and the
Purchasing/Contracts Manager that the purchase of microfilming and document
digitizing services be awarded to The DRS Group of Florida, Inc. for an amount
not to exceed $80,000 annually for a period to coincide with the Orlando -Orange
County Expressway Authority, in accordance with Orlando -Orange County
Expressway Authority contract #000978, and that the appropriate City Officials
be authorized to execute an Agreement with The DRS Group of Florida, Inc., a
copy of said Agreement is attached hereto as Exhibit "1 "; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it
to be in the best interest of the citizens and residents of the City of Tamarac to
purchase microfilming and document digitizing services from The DRS Group of
Florida, Inc. and execute an Agreement for such services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF TAMARAC, FLORIDA THAT:
Temp. Reso. 12439
December 27, 2013
Page 3 of 4
Section 1: The foregoing "WHEREAS" clauses are hereby ratified and
confirmed as being true and correct and are hereby made a specific part of this
Resolution upon adoption hereof. All Exhibits attached hereto are incorporated
herein and made a specific part hereof.
Section 2: The appropriate City Officials are hereby authorized to
purchase microfilming and document digitizing services from The DRS Group of
Florida, Inc., attached hereto as Exhibit "1" for a period to coincide with the
Orlando -Orange County Expressway Authority Contract #000978, including all
applicable renewal options.
Section 3: Funding is available for the purchase of microfilming and
document imaging services from the appropriate account at a total cost not to
exceed $80,000 annually.
Section 4: All resolutions or parts of resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
Section 5: If any clause, section, other part or application of this
Resolution is held by any court of competent Jurisdiction to be unconstitutional or
invalid, in part or application, it shall not affect the validity of the remaining
portions or applications of this Resolution.
Temp. Reso. 12439
December 27, 2013
Page 4of4
Section 6: This Resolution shall become effective immediately upon its
passage and adoption.
PASSED, ADOPTED AND APPROVED this � � dyay of
ATTEST:
r2
PATRICIA A. TEUFEL,
CITY CLERK
I HEREBY CERTIFY that I
Have approved this RESOLUTION
as to form:
SA
C17
JEL 3. UUF&tN,
ATTORNEY
Jig
.✓
N
, 2014.
ARRY DRESSLER, MAYOR
VOTE:
Commissioner Bushnell:
Vice Mayor Gomez:
Commissioner Glasser:
Mayor Dressler:
K,
City of Tamarac
EXHIBIT 1
Purrhasirig andContracts Division
................................................................................................................................................
AGREEMENT
BETWEEN THE CITY OF TAMARAC
AND
THE DRS GROUP OF FLORIDA, INC.
THIS AGREEMENT is entered into on Q 3-2-o' , 20 between the
City of Tamarac, a municipal corporation with pffncipal office located at 7525 NW 88th Avenue,
Tamarac, Florida 33321 (City) and The DRS Group of Florida, Incorporated a Florida
Corporation with principal offices located at 11281 Interchange Circle South, Miramar, Florida
33025 (Contractor) for the purpose of providing Records Conversion Services to the City of
Tamarac. The parties hereby agree to the following terms and conditions.
1. In return for valuable consideration in accordance with the unit price schedule included
in the Agreement document, Contractor shall comply with the terms and conditions
within the Orlando — Orange County Expressway Authority Contract # 000978, effective
October 3, 2013 for Records Conversion Services per the Notice to Proceed document
issued by the Orlando — Orange County Expressway Authority dated September 30,
2013. Orlando — Orange County Expressway Authority Contract # 000978 and the
subsequent Notice to Proceed are collective attached hereto as Exhibit A. All terms and
conditions of the contract documents set forth in Exhibit A are incorporated hereim as if
set forth in full, except as modified by the proposal specific to the City of Tamarac as set
forth in Exhibit B attached hereto and incorporated herein as if set forth in full.
2. Upon execution of this Agreement, all references made to the Orlando — Orange County
Expressway Authority Contract # 000978, effective October 3, 2013 for Records
Conversion Services in Exhibit A and Exhibit B shall be interpreted as pertaining to the
City of Tamarac, and all terms and conditions of Exhibit A and Exhibit B shall be
deemed as having been implemented for use within the City of Tamarac. It is
understood that wherever the words "agency name" or "agency board name" appear,
they shall be read as "City of Tamarac" and "City of Tamarac Commissioners".
3. Term:
The term of this Agreement shall be concurrent with the term set forth in Exhibit A,
through October 3, 2016, which shall be the initial three (3) year period effective on the
date of approval of this Agreement. The City reserves the right to renew this Agreement
in one (1) year increments for up to an additional two (2) years, in the event that the
Agreement is renewed by the Orlando — Orange County Expressway Authority.
4. This agreement Exhibit A and Exhibit B constitute the entire agreement between the City
and the Contractor. In the event of a conflict between these documents, this Agreement
shall prevail, followed in precedence by Exhibit B and Exhibit A in that order.
5. Contract Pricing:
The Contract Pricing for the above work shall be in accordance with the unit pricing
contained within Exhibit A as may be amended by Exhibit B. The contract shall be for
the actual amount as ordered by the City. All payments shall be governed by the Local
Government Prompt Payment Act, F.S., Part VII, Chapter 218.
(Page qbt/// "/
1
City of Tamarac %'chasit7g and Contracts Division
6. Insurance: In addition to the insurance requirements stated in the Orlando -- Orange
County Expressway Authority Contract # 000978 Agreement, Contractor shall obtain at
Contractor's expense all necessary insurance in such form and amount as specified in
the original bid document or as required by the City's Risk and Safety Manager before
beginning work under this Agreement including, but not limited to, Workers'
Compensation, Commercial General Liability, and all other insurance as required by the
City. Contractor shall maintain such insurance in full force and effect during the life of
this Agreement. Contractor shall provide to the City's Risk and Safety Manager
certificates of all insurances required under this section prior to beginning any work
under this Agreement. The Contractor will ensure that all subcontractors comply with the
above guidelines and will retain all necessary insurance in force throughout the term of
this agreement. The following minimal insurance coverage shall be provided:
a. Worker's Compensation Insurance: The Contractor shall procure and maintain
for the life of this Agreement, Workers' Compensation. Insurance covering all
employees with limits meeting all applicable state and federal laws. This
coverage shall include Employer's Liability with limits meeting all applicable
state and federal laws. This coverage must extend to any sub -Contractor that
does not have their own Workers' Compensation and Employer's Liability
Insurance. The policy must contain a waiver of subrogation in favor of the City
of Tamarac, executed by the insurance company. Sixty-(60) days notice of
cancellation is required and must be provided to the City of Tamarac via
Certified Mail.
b. Comprehensive General Liability: The Contractor shall procure and maintain,
for the life of this Agreement, Comprehensive General Liability Insurance. This
coverage shall be on an "Occurrence" basis. Coverage shall include Premises
and Operations; Independent Contractors' Products and Completed
Operations and Contractual Liability. This policy shall provide coverage for
death, personal injury or property damage that could arise directly or indirectly
from the performance of this Agreement.
c. Business Automobile Liability: The Contractor shall procure and maintain, for
the life of the Agreement, Business Automobile Liability Insurance.
d. The Minimum Limits of Coverage shall be $1,000,000 per occurrence,
Combined Single Limit for Bodily Injury Liability and Property Damage Liability.
e. Professional Liability Insurance: None Required for this Project '�///!�/`
ly
f. The City must be named as an additional insured for General Liability coverage
unless Owners and Contractors' Protective Coverage is also provided, or
required. Sixty (60) days written notice must be provided to the City via
Certified Mail in the event of cancellation.
g. The minimum limits of coverage shall be $1,000,000 per Occurrence,
Combined Single Limit for Bodily Injury Liability and Property Damage Liability.
This coverage shall be an "Any Auto" type policy. The City must be listed as an
Additional Insured under the Policy. Sixty (60) days written notice must be
provided to the City via Certified Mail in the event of cancellation.
K'
City of Tamarac � urcha8ing and Contracts Division
h. In the event that sub -contractors used by the Contractor do not have
insurance, or do not meet the insurance limits, Contractor shall indemnify and
hold harmless the City for any claim in excess of the sub -Contractors'
insurance coverage, arising out of negligent acts, errors or omissions of the
sub -contractors.
i. Contractor shall not commence work under this Agreement until all insurance
required as stated herein has been obtained and such insurance has been
approved by the City.
j. Contractor shall indemnify and hold the City harmless for any damages
resulting from failure of the Contractor to take out and maintain such
insurance. Contractor's Liability Insurance policies shall be endorsed to add
the City as an additional insured. Contractor shall be responsible for
payment of all deductibles and self-insurance retentions on Contractor's
Liability Insurance policies.
7. Indemnification:
a. The Contractor shall indemnify and hold harmless the City, its elected and
appointed officials, employees, and agents from any and all claims, suits,
actions, damages, liability, and expenses (including attorneys' fees) in
connection with loss of life, bodily or personal injury, or property damage,
including loss of use thereof, directly or indirectly caused by, resulting from,
arising out of or occurring in connection with the operations of the Contractor
or its officers, employees, agents, subcontractors, or independent
Contractors, excepting only such loss of life, bodily or personal injury, or
property damage solely attributable to the gross negligence or willful
misconduct of the City or its elected or appointed officials and employees.
The above provisions shall survive the termination of this Agreement and
shall pertain to any occurrence during the term of this Agreement, even
though the claim may be made after the termination hereof.
b. Upon completion of all services, obligations and duties provided for in this
Agreement, or in the event of termination of this Agreement for any reason, the
terms and conditions of this Article shall survive indefinitely.
c. The Contractor shall pay all claims, losses, liens, settlements or judgments of
any nature whatsoever in connection with the foregoing indemnifications
including, but not limited to, reasonable attorney's fees (including appellate
attorney's fees) and costs.
d. The City and Contractor recognize that various provisions of this Agreement,
including but not limited to this Section, provide for indemnification by the
Contractor and requires a specific consideration be given there for. The Parties
therefore agree that the sum of Ten Dollars and 00/100 ($10.00), receipt of
which is hereby acknowledged, is the specific consideration for such
indemnities, and the providing of such indemnities is deemed to be part of the
specifications with respect to the services to be provided by Contractor.
Furthermore, the City and Contractor understand and agree that the covenants
and representations relating to this indemnification provision shall serve the
3
City o Tamarac Purchasing and Contracts Division
term of this Agreement and continue in full force and effect as to the City's and
the Contractor's responsibility to indemnify.
e. City reserves the right to select its own legal counsel to conduct any defense
in any such proceeding and all costs and fees associated therewith shall be
the responsibility of Contractor under the indemnification agreement.
f. Nothing contained herein is intended nor shall it be construed to waive City's
rights and immunities under the common law or Florida Statute 768.28 as
amended from time to time.
8. Non -Discrimination & Equal Opportunity Employment:
During the performance of the Contract, the Contractor shall not discriminate against any
employee or applicant for employment because of race, color, sex, religion, age, national
origin, marital status, political affiliation, familial status, sexual orientation, or disability if
qualified. The Contractor will take affirmative action to ensure that employees are
treated during employment, without regard to their race, color, sex, religion, age, national
origin, marital status, political affiliation, familial status, sexual orientation, or disability if
qualified. Such actions must include, but not be limited to, the following: employment,
promotion; demotion or transfer; recruitment or recruitment advertising, layoff or
termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The Contractor shall agree to post in conspicuous places,
available to employees and applicants for employment, notices to be provided by the
contracting officer setting forth the provisions of this nondiscrimination clause. The
Contractor further agrees that he/she will ensure that Sub -Contractors, if any, will be
made aware of and will comply with this nondiscrimination clause.
9. Independent Contractor:
This Agreement does not create an employee/employer relationship between the
Parties. It is the intent of the Parties that the Contractor is an independent contractor
under this Agreement and not the City's employee for any purposes, including but not
limited to, the application of the Fair Labor Standards Act minimum wage and overtime
payments, Federal Insurance Contribution Act, the Social Security Act, the Federal
Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's
Compensation Act, and the State Unemployment Insurance law. The Contractor shall
retain sole and absolute discretion in the judgment of the manner and means of carrying
out Contractor's activities and responsibilities hereunder provided, further that
administrative procedures applicable to services rendered under this Agreement shall be
those of Contractor, which policies of Contractor shall not conflict with City, State, or
United States policies, rules or regulations relating to the use of Contractor's funds
provided for herein. The Contractor agrees that it is a separate and independent
enterprise from the City, that it had full opportunity to find other business, that it has
made its own investment in its business, and that it will utilize a high level of skill
necessary to perform the work. This Agreement shall not be construed as creating any
joint employment relationship between the Contractor and the City and the City will not
be liable for any obligation incurred by Contractor, including but not limited to unpaid
minimum wages and/or overtime premiums.
City of Tamarac_... _..___..._ .......... _ Purchasing and Contracts Divisiot7
10. Assignment and Subcontracting:
Contractor shall not transfer or assign the performance required by this Agreement
without the prior consent of the City. This Agreement, or any portion thereof, shall not be
subcontracted without the prior written consent of the city.
11. Termination:
a. Termination for Convenience: This Agreement may be terminated by the City for
convenience, upon seven (7) days of written notice by the City to the Contractor
for such termination in which event the Contractor shall be paid its compensation
for services performed to termination date, including services reasonably related
to termination. In the event that the Contractor abandons this Agreement or
causes it to be terminated, Contractor shall indemnify the city against loss
pertaining to this termination.
b. Default by Contractor: In addition to all other remedies available to the City, this
Agreement shall be subject to cancellation by the City for cause, should the
Contractor neglect or fail to perform or observe any of the terms, provisions,
conditions, or requirements herein contained, if such neglect or failure shall
continue for a period of thirty (30) days after receipt by Contractor of written
notice of such neglect or failure.
12. Public Records
a. The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes.
The Contractor shall comply with Florida's Public Records Law. Specifically, the
Contractor shall:
1. Keep and maintain public records that ordinarily and necessarily would be
required by the City in order to perform the service;
2. Provide the public with access to such public records on the same terms
and conditions that the City would provide the records and at a cost that
does not exceed that provided in chapter 119, Fla. Stat., or as otherwise
provided by law;
3. Ensure that public records that are exempt or that are confidential and
exempt from public record requirements are not disclosed except as
authorized by law; and
4 Meet all requirements for retaining public records and transfer to the City,
at no cost, all public records in possession of the contractor upon
termination of the contract and destroy any duplicate public records that
are exempt or confidential and exempt. All records stored electronically
must be provided to the City in a format that is compatible with the
information technology systems of the agency.
b. The
failure of
Contractor to
comply
with the provisions set forth in this Article
shall
constitute
a
Default
and
Breach
of this
Agreement and
the
City shall
enforce
5
City of " rat roc The City ForPurchasing and Contracts DivisiO17
the Default in accordance with the provisions set forth in Section 11
"Termination" herein.
13. Agreement Subject to Funding
This agreement shall remain in full force and effect only as long as the expenditures
provided for in the Agreement have been appropriated by the City Commission of the
City of Tamarac in the annual budget for each fiscal year of this Agreement, and is
subject to termination based on lack of funding.
14. Venue:
This Agreement shall be governed by the laws of the State of Florida as now and
hereafter in force. The venue for actions arising out of this agreement is fixed in
Broward County, Florida.
15. Signatory Authority:
The Contractor shall
provide the City with copies
of requisite
documentation evidencing
that the signatory for
Contractor has the authority
to enter into
this Agreement.
16. Severability; Waiver of Provisions
Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction
shall, as to such jurisdiction, be ineffective to the extent of such prohibition or
unenforceability without invalidating the remaining provisions hereof or affecting the
validity or enforceability of such provisions in any other jurisdiction. The non-
enforcement of any provision by either party shall not constitute a waiver of that
provision nor shall it affect the enforceability of that provision or of the remainder of this
Agreement.
17. No Construction Against Drafting Party:
Each party to this Agreement expressly recognizes that this Agreement results from the
negotiation process in which each party was represented by counsel and contributed to
the drafting of this Agreement. Given this fact, no legal or other presumptions against
the party drafting this Agreement concerning its construction, interpretation or otherwise
accrue to the benefit of any party to the Agreement, and each party expressly waives the
right to assert such a presumption in any proceedings or disputes connected with,
arising out of, or involving this Agreement.
18. Notice:
Any notice, demand, communication, or request required or permitted hereunder shall be
in writing and delivered in person; sent by U.S. Certified Mail, U.S. Express Mail, air or
ground courier services or by messenger service, addressed to the party for whom it is
intended at the following addresses.
CITY
City Manager
City of Tamarac
7525 NW 88th Avenue
Tamarac, FL 33321
0
City of Tamarac Purchasing and Contracts Division
With a copy to City Attorney at the following address:
Goren, Cherof, Doody & Ezrol, P.A.
3099 East Commercial Blvd., Suite 200
Fort Lauderdale, FL 33308
CONTRACTOR
The DRS Group of Florida, Inc.
11281 Interchange Circle South
Miramar, Florida 33025
ATTN: John Civale, Senior Vice President
REMAINDER OF PAGE INTENTIONALLY BLANK
s
City of Tamarac Purchasing and Contracts Division
IN WITNESS WHEREOF, the parties have made and executed this Agreement
on the respective dates under each signature. CITY OF TAMARAC, signing by and
through its Mayor and City Manager, and CONTRACTOR, signing by and through its
Senior Vice President duly authorized to execute same.
ATT
T�
Patricia A. Teufel, CM
City Clerk
//017T A�i
Date ,� .......,, �.
.js"So .
63
: �-
•
®• . SEAL ,: O
�I'T A•'•••....•• 4,
ATTEST:
Signature of Corporate Secretary
Type/Print Name of Corporate Secy.
OF TAMARAC
HARRY DRESSLER, MAYOR
r v
I ' D4 . I L"O.
Date
Approved as to form and legal sufficiency:
City,AttomeV"
Date
The DRS Group of Florida, Inc.
Company Name
Signature
John Civale
President
(CORPORATE SEAL) Date
K
for Vice President
for Vice President
City of Tamarac Purchasing and Contracts Division
CORPORATE ACKNOWLEDGEMENT
STATE OF FLORIDA
:SS
COUNTY OF 4W�A4
I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State
aforesaid and in the County aforesaid to take acknowledgments, personally appeared John
Civale, Senior Vice President of The DRS Group of Florida, Inc. a Florida Corporation, to me
known to be the person(s) described in and who executed the foregoing instrument and
acknowledged before me that he/she executed the same.
WITNESS my hand and official seal this/_day of , 20_.
TINA M. WHEATLEY
(9 MY COMMISSION # EE5619
EXPIRES: August 06, 2014
14 00-3-NOTARY Fl• Notary Discount Assoc. Co.
9
J uJ
Signature of Notary Public
State of Florida at Large
Print, Type or S p
Name of Notary Public
M Personally known to me or
fij Produced Identification
Type of I.D. Produced
DID take an oath, or
DID NOT take an oath.
e
ACOORar
CERTIFICATE OF LIABILITY INSURANCE
DATE (MMJOOJYYYY)
12/4/2013
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
LRA Insurance
498 S Lake Destiny RdE-MAIL
Orlando FL 32810
CONTACT Elizabeth Rivera
PHONE (407) 838-3445
FAX
No): (407) 838-3460
, erivera@lrainsuranc e . com
ADDRESS:
INSURERS AFFORDING COVERAGE
NAIC #
INSURER A :S tar Insurance Com an
INSURED
The DRS Group of Florida Inc
11281 Interchange Circle South
Miramar FL 33025
INSURER B
INSURER C :
INSURER D :
INSURER E :
INSURER F:
Iy a'411112 [MUr B M , I I I ky� I:] O'a @Cw w" I
DCVICIAM All IIUQCO.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
DL
INSE
U 0 R
WVD
POLICY NUMBER
POLICY EFF
MWDDJYYYY
POLICY EXP
MMJDD/YYYY
LIMITS
GENERAL LIABILITY
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE F—IOCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
PRO- LOC
POLICYF-� JECT
EACH OCCURRENCE
$
DAMAGE R NT
PREMISES (Ea o ccurrence
$
MED EXP (Any one person)
$
PERSONAL & ADV INJURY
$
GENERAL AGGREGATE
$
PRODUCTS - COMP/OP AGG
$
$
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
AUTOS AUTOS
NON -OWNED
HIRED AUTOS AUTOS
COMBINED SINGLE LIMIT
Ea accident
BODILY INJURY (Per person)
$
BODILY INJURY (Per accident)
$
PROPERTY DAMAGE
Per accident
$
$
UMBRELLA LIAB
EXCESS LIAB
OCCUR
CLAIMS -MADE
EACH OCCURRENCE
$
AGGREGATE
$
DIED
RETENTION $
$
,A
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y J N
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
NIA
KC 0707529
10/11/2013
10/11/2014
X
WC STATU-
TORY LIMITS
JOTH-
ER
E.L. EACH ACCIDENT
$ 11000,000
E.L. DISEASE - EA EMPLOYE
$ 11000400
o00
E.L. DISEASE - POLICY LIMIT
$ 110000000
DESCRIPTION OF OPERATIONS / LOCATIONS J VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required)
RE:,Contract # 000978
Records Conversion Serices
LtK I It'IL:A I t MUL.UEK r'_ONr'FI I ATInNI
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Tamarac ACCORDANCE WITH THE POLICY PROVISIONS.
7525 NW 88 Avenue
Tamarac, FL 33321 AUTHORIZED REPRESENTATIVE
Debra Lampe/REBECC��-'-,
Av.►VKU AO jAul WUD)
N S025 igm nnrii ni
O 1988-2010 ACORD CORPORATION. All rights reserved.
They Arnpn names and Innn area ranietarari marlra of Ar.npn
.4►C40R6r CERTIFICATE OF LIA BILITY INSURANCE
DATE (MMIDDIYYYY)
12/05/2013
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
MacLeish Insurance Agency
634 Virginia Drive
Orlando, FL 32803
CONTNAME: Lee Clark
PHONE {407)647-8000
FAX 228-2897
Alc No . (407 )
E-MAIL
ADDRESS: bobm@macleishinsurance.com
License #: A161813
INSURERS AFFORDING COVERAGE NAIC #
INSURER A:
Proaressi
INSURED
INSURER B :
DRS Group of Florida, Inc.
INSURER C :
P. 0. BOX 9552947
INSURER D :
Lake Mary, FL 32796
INSURER E :
INSURER F :
(+VVtKAGE5 CERTIFICATE NIIMRI~R• nnnn&3,3,2a..n oc111101^kI wii u►amon. 14.E
- --- -- .-.■. ■V �.w.r.-.\. r .
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDL
SUER
POLICY NUMBER
POLICY EFF
MM/DD/YYYY
POLICY EXP
MWDDIYYYY
LIMITS
GENERAL LIABILITY
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY JECTPRO LOC
EACH OCCURRENCE
$
DAMAGE TO RENTED
PREMI a occurrence
$
MED EXP (Any one person)
$
PERSONAL & ADV INJURY
$
GENERAL AGGREGATE
$
PRODUCTS - COMP/OP AGG
$
$
A
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
AUTOS !� AUTOS
X HIRED AUTOS �( NON -OWNED
AUTOS
Y
03631859-7
07/24/2013
07/24/2014
Eaac den SINGLE LIMIT
000 000
BODILY INJURY (Per person)
$
BODILY INJURY Per accident)
�
$
PROPERTY DAMAGE
Per accident)$
UMBRELLA LIAB
EXCESS LIAB
OCCUR
CLAIMS -MADE
EACH OCCURRENCE
$
AGGREGATE
$
DED
I
RETENTION $
$
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
N / A
WC STATU-
TORY LIMITS
I OTH-
ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYE
$
E.L. DISEASE - POLICY LIMIT
$
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
As per the forms and conditions of the policy The City of Tamarac is named as an additional insured.
LOCK I IrRi.:A It: MULULK [.ANCiFI I ATWIM
City of Tamarac
7525 NW 88 Ave.
Tamarac, FL 33321
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
LMC
O 1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010/06) The ACORD name and logo are registered marks of ACORD
Printed by LMC on December 05, 2013 at 09:25AM
DRSGROU-01 MATERAT
..."RL�� 4C'
L__ CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
1 2i4i2o13
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
Insurance Office of America -LNG
1855 West State Road 434
Longwood, FL 32750
CONTACT
NAME:
PHONEEst : (407) 788-3000
(A c No : (407 788-7933
)
E-MAILADDRESS:
INSURER(S) AFFORDING COVERAGE
NAIC #
INSURER A: Phoenix Insurance Company
25623
INSURED
INSURER B : Travelers Indemnity Company
25658
INSURER C :
The DRS Group of Florida, Inc.
INSURER D :
11281 Interchange Circle South
Miramar, FL 33025
INSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMBER! RFVI-glnN NIIMRFR•
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDLSUBR
INSR
WVD
POLICY NUMBER
POLICY EFF
MM/DD/YYYY
POLICY EXP
MM/DD/YYYY
LIMITS
A
GENERAL LIABILITY
X COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE Fx_]OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICYF1 PRO
POLICY LOC
6807389H752
11/6/2013
11/6/2014
EACH OCCURRENCE
$ 110009000
DAMAGE TO RENTED-
PREMISES Ea occurrence
$ 300,000
MED EXP (Any one person)
$ 59000
PERSONAL & ADV INJURY
$ 11000,000
GENERAL AGGREGATE
$ 2,0001000
PRODUCTS - COMP/OP AGG
$ 2,0009000
$
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
AUTOS AUTOS
NON -OWNED
HIRED AUTOS AUTOS
COMBINED SINGLE LIMIT
Ea accident
$
BODILY INJURY (Per person)
$
BODILY INJURY (Per accident )
$
PROPERTY DAMAGE
PER ACCIDENT
$
B
X
UMBRELLA LIAB
EXCESS LIAB
X
OCCUR
CLAIMS -MADE
ISFCUP2483Y996
11/6/2013
11/6/2014
EACH OCCURRENCE
$ 19000,000
AGGREGATE
$ 100009000
DIED
X
RETENTION $ 10,000
$
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY Y / N
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICER/MEMBER EXCLUDED? F__]
(Mandatory In NH)
If yes, describe under
DESCRIPTION OF OPERATIONS below
N / A
WC STATU-
T RY LIMITS
OTH-
ER
E.L. EACH ACCIDENT
$
E.L. DISEASE - EA EMPLOYE
$
E.L. DISEASE - POLICY LIMIT
$
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
City of Tamarac. is additional insured as respects to general liability as required under written contract.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
City of Tamarac.
7525 NW 88 Ave.
Tamarac FL 33321
n 1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD
4
EXHIBIT A
TO EXHIBIT 1
EXPRESSWAY
AUTHORITY
September 26, 2013
Mr. John Ciwale
The DRS Group of Florida, Inc.
11281 Interchange Circle South
Miramar, Florida 33025
Re: Records Conversion Services
Contract No. 000978
Dear Mr. Civale;
ORLANDO - ORANGE COUNTY
4974 ORL TOWBR RD., ORLAM)O, FLORIDA 32807
TELEPHONE (407) 690-5040 FAX (407) 690-5011 • WWW.00CEA COM
Attached for your file is one (1) fully executed copy of the referenced contract. If you have any
questions you can contact me at 407-690-5 3 71.
Sincerely,
ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY
Claude Miller
Director of Procurement
Attachment
WALTER A. KETCEIAM, JR. R. SCOW BATTERSOK P.E. TERESA JACOBS MARCO PERA NORANNE B. DOWNS, P.E. MAX D. CRUMM P.E.
Chairman Vice Chairman Secretarylrieasumr Board Member Ex O,,icio Board Member Executive Director
Ex Officio Board Member Florida Depan rent of
Orange County Transportation
r
CONTRACT
ORL NDO ORAN%ffE COUNTY EXPRESSWAY AUTHORITY
AND
THE DRS GROUP OF FLORIDA, INC.
RECORDS CONVERSION SERVICES
CONTRACT NO. 000978
CONTRACT DATE: AUGUST 28,2013
CONTRACT AMOUNT: $211,425.00
EXPRESSWAY
AUTHORITY
ORILANDO-ORANGE COUNTY
EXPRESSWAY AUTHORITY
CONTRACT, SCOPE OF SERVICES, ADDENDUM,
PROPOSAL AND FORMS
0
1
fJ
I
11
CONTRACT, SCOPE OF SERVICES, ADDENDUM,
PROPOSAL AND FORMS
FOR
RECORDS CONVERSION SERVICES
CONTRACT NO.000978
September 2013
ORLANDO-GRANGE COUNTY EXPRESSWAY AUTHORITY
Members of the Board
Waiter A. Ketcham, Jr., Chairman
R. Scott Batterson, P.E., Vice Chairman
Teresa Jacobs, Secretary/Treasurer
Nocanoe B. Downs, P.E., Ex-Offtcio Member
Marco Pefia, Board Member
Executive Director
Max Crumit, P.E.
TABLE OF CONTENTS
Section
TitleP
C
CONTRACT
C-1
to C-13
SS
SCOPE OF SERVICES
SS-1
to SS-7
Addendum No. 1
B
METHOD OF COMPENSATION
B-1
to B-2
P
PROPOSAL
P-1
to P-10
TC - 1
11
�J
CONTRACT
This Contract (the "Contract" as defined herein below), is made this 28 h day of August, 2013,
between the ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY, a body politic
and agency of the State of Florida, hereinafter called the AUTHORITY and THE DRS GROUP
OF FLORIDA, INC,, 11281 Interchange Circle South, Miramar, Florida 33025, hereinafter the
CONTRACTOR:
wITNESSETH
WHEREAS, the AUTHORITY was created by statute and is charged with acquiring,
constructing, operating and maintaining a system of limited access roadways known as the
Orlando -Orange County Expressway System; and,
WHEREAS, the AUTHORITY has been granted the power under Section
348.754(2)(m) of Florida Statutes, "to do all acts and things necessary or convenient for the
conduct of its business and the general welfare of the authority, in order to cant' out the powers
granted to it (by state law) " and,
WHEREAS, the AUTHORITY has determined that it is necessary and convenient in the
conduct of its business to retain the services of a CONTRACTOR to provide records conversion
services and related tasks as may be assigned to the CONTRACTOR by the AUTHORITY and
identified as Contract No. 000978; and,
WHEREAS, on or about June 29, 2013, the AUTHORITY issued an Invitation to Bid
seeking bids from qualified contractors to perform such tasks: and,
WHEREAS, CONTRACTOR
responded to the Invitation to Bid and
responsible bidder;
was the successful one of three qualified firms that
was ultimately selected as the low responsive and
Now THEREFORE, in consideration of the mutual covenants and benefits set forth
herein and other good and valuable consideration, the receipt and sufficiency of which being
hereby acknowledged by each party to the other, the parties hereto agree as follows:
1. SERVICES TO BE PROVIDED
The CONTRACTOR shall, for the consideration herein stated and at its cost and expense, do all
the work: and finish all the materials, equipment, supplies and labor necessary to perform this
Contract in the manner and to the full extent as set forth in the Contract Documents all of which
are hereby adopted and made part of this Contract as completely as if incorporated herein. The
Contract shall be performed and services provided to the satisfaction of the duly authorized
representatives of the AUTHORITY, who shall have at all times full opportunity to evaluate the
services provided under this Contract.
C-1
C �
The services to be provided under this Contract include providing records conversion services as
detailed in the Contract Documents and any amendments, supplements, or modifications thereto.
The AUTHORITY does not guarantee that all of the services described in the Scope of Services
will be assigned during the term of the Contract. Further, the CONTRACTOR is providing these
services on a non-exclusive basis. The AUTHORITY, at its option, may elect to have any of the
services set forth herein performed by other contractors or AUTHORITY staff.
The Contract Documents, in order of precedence, consist of.
1.1 The Contract, including insurance policies,
1.2 The Scope of Services,
1.3 The Addendum,
1.4 The Method of Compensation,
1.5 The Proposal submitted by CONTRACTOR,
(collectively, the "Contract").
2. TERM AND NOTICE
The initial term of the Contract will be three (3) years from the date indicated in the Notice to
Proceed from the AUTHORITY. There shall be two renewal options of one (1) year each. The
options to renew are at the sole discretion and election of the AUTHORITY. Renewals will be
based, in part, on a determination by the AUTHORITY that the value and level of service
provided by the CONTRACTOR are satisfactory and adequate for the. AUTHORITY's needs. If
a renewal option is exercised, the AUTHORITY will provide the CONTRACTOR with written
notice of its intent at least 150 days prior to the expiration of the initial three-year Contract Term
and any subsequent renewals.
The AUTHORITY shall have the right to terminate or suspend the Contract, in whole or in part,
at any time with 10 days notice for convenience or 15 days with cure notice for cause for
CONTRACTOR's material failure to perform the provisions of the Contract. Under no
circumstances shall a properly noticed termination by the AUTHORITY (with or without cause)
constitute a default by the AUTHORITY. In the event of a termination for convenience or
without cause, AUTHORITY shall notify CONTRACTOR (in writing) of such action with
instructions as to the effective date of termination or suspension, in accordance with the time
fi-ames set forth hereinabove. CONTRACTOR will be paid for all work performed prior to
termination and any reasonable, documented, direct, normal, and ordinary termination expenses.
CONTRACTOR will not be paid for special, indirect, consequential, or undocumented
termination expenses. Payment for work performed will be based on Contract prices, which
prices are deemed to include profit and overhead. No profit or overhead will be allowed for
work not performed, regardless of whether the termination is for cause.
If CONTRACTOR: (i) fails to perform the Contract terms and conditions; (ii) fails to begin the
work under the Contract within the time specified in the "Notice to Proceed"; (iii) fails to
perform the work with sufficient personnel or with sufficient materials to assure the prompt
C-2
performance of the work items covered by the Contract; (iv) fails to comply with the Contract, or
(v) performs unsuitably or unsatisfactorily in the opinion of AUTHORITY reasonably exercised,
or for any other cause whatsoever, fails to carry on the work in an acceptable manner, the
AUTHORITY will give notice in writing to the CONTRACTOR of such delay, neglect or
default. If the Contract is declared in default, the AUTHORITY may take over the work covered
by the Contract.
If CONTRACTOR (within the curative period, if any, described in the notice of default) does not
correct the default, AUTHORITY will have the right to remove the work from CONTRACTOR
and to declare the Contract in default and terminated.
Upon declaration of default and termination of the Contract, AUTHORITY will have the right to
appropriate or use any or all materials as the AUTHORITY determines, and may retain others for
the completion of the work under the Contract, or may use other methods which in the opinion of
AUTHORITY are required for Contract completion. All costs and charges incurred by
AUTHORITY because of, or related to, the CONTRACTOR's default (including the costs of
completing Contract performance) shall be charged against the CONTRACTOR. If the expense
of Contract completion exceeds the sum which would have been payable under the Contract, the
CONTRACTOR shall pay the AUTHORITY the amount of the excess. If, after the default notice
curative period has expired, but prior to any action by AUTHORITY to complete the work under
the Contract, CONTRACTOR demonstrates an intent and ability to cure the default in
accordance with AUTHORITY's requirements, AUTHORITY may, but is not obligated to,
permit CONTRACTOR to resume work under the Contract. In such circumstances, any costs of
AUTHORITY incurred by the delay (or from any reason attributable to the delay) will be
deducted from any monies due or which may become due CONTRACTOR under the Contract.
Any such costs incurred by AUTHORITY which exceed the remaining amount due on the
Contract shall be reimbursed to AUTHORITY by CONTRACTOR. The financial obligations of
this paragraph, as well as any other provision of the Contract which by its nature and context
survives the expiration of earlier termination of the Contract, shall survive the expiration or
earlier termination of the Contract.
AUTHORITY shall have no liability to CONTRACTOR for expenses or profits related to
unfinished work on a Contract terminated for default.
AUTHORITY reserves the right to terminate or cancel this Contract in the event the
CONTRACTOR shall be placed in either voluntary or involuntary bankruptcy or an assignment.
is made for the benefit of creditors. Such termination shall be deemed a termination for default.
3. CONTRACT AMOUNT AND COMPENSATION FOR SERVICES
3.1 TheContract Amount for the Contract term is $211,425.00
3.2 AUTHORITY agrees to pay CONTRACTOR for services performed in
accordance with the Method of Compensation.
C-3
P-J
4. AUDIT AND EXAMINATION OF RECORDS
4.1 Definition of Records:
O "Contract Records" shall include, but not be limited to, all information,
communications and data, whether in writing or stored on a computer, computer disks,
microfilm, writings, working papers, drafts, computer printouts, field notes, charts or any other
data compilations, books of account, photographs, videotapes and audiotapes supporting
documents, any other papers or preserved data in whatever form, related to the Contract or the
CONTRACTOR's performance of the Contract determined necessary or desirable by the
AUTHORITY for any purpose. Proposal Records shall include, but not be limited to, all
information and data, whether in writing or stored on a computer, writings, working papers,
computer printouts, charts or other data compilations that contain or reflect information, data or
calculations used by CONTRACTOR in determining labor, unit price, or any other component of
a bid submitted to the AUTHORITY.
0I0 "Proposal Records" shall include, but not be limited to, any material
relating to the determination or application of equipment rates, home and field overhead rates,
related time schedules, labor rates, efficiency or productivity factors, arithmetic extensions,
quotations from subcontractors, or material suppliers, profit contingencies and any manuals
standard in the industry that may be used by CONTRACTOR In determining a price.
AUTHORITY reserves and is granted the right (at any time and from time to time, for any
reason whatsoever) to review, audit, copy, examine and investigate in any manner, any Contract
Records (as herein defined) or Proposal Records (as hereinafter defined) of the CONTRACTOR
or any subcontractor. By submitting a response to the Request for Proposal, CONTRACTOR or
any subcontractor submits to and agree to comply with the provisions of this section.
If the AUTHORITY requests access to or review of any Contract Documents or Proposal
Records and CONTRACTOR refuses such access or review, CONTRACTOR shall be in default
under its Contract with AUTHORITY, and such refusal shall, without any other or additional
actions or omissions, constitute grounds for suspension or disqualification of CONTRACTOR.
These provisions shall not be limited in any manner by the existence of any CONTRACTOR
claims or pending litigation relating to the Contract. Disqualification or suspension of the
CONTRACTOR for failure to comply with this section shall also preclude the CONTRACTOR
from acting in the future as a subcontractor of another CONTRACTOR doing work for the
AUTHORITY during the period of disqualification or suspension. Disqualification shall mean
the CONTRACTOR is not eligible for and shall be precluded from doing future work for the
AUTHORITY until reinstated by the AUTHORITY.
Final Audit for Project Closeout: The CONTRACTOR shall permit the AUTHORITY, at the
AUTHORITY'S option, to perform or have performed, an audit of the records of the
CONTRACTOR and any or all subcontractors to support the compensation paid the
CONTRACTOR. The audit will be performed as soon as practical after completion and
acceptance of the contracted services. In the event funds paid to the CONTRACTOR under the
Contract are subsequently determined to have been inadvertently paid by the AUTHORITY
because of accounting errors or charges not in conformity with the Contract, the
C-4
ft
CONTRACTOR agrees that such amounts are due to the AUTHORITY upon demand. Final
payment to the CONTRACTOR shall be adjusted for audit results.
CONTRACTOR shall preserve all Proposal Records and Contract Records for the entire term of
the Contract and for a period of five (5) years after the later of: (i) final acceptance of the project
by the AUTHORITY, (ii)'until all claims (if any) regarding the Contract are resolved, or (iii)
expiration of the Proposal Records and Contract Records' status as public records, as and if
applicable, under Chapter 119, Florida Statutes.
' S. MINORITY AND WOMEN'S BUSINESS ENTERPRISES
AUTHORITY has adopted a program to provide opportunities for small business, including
Minority Business Enterprises ("'MBEs") and Womeh s Business Enterprises ("WBEs"). Under
the AUTHORITY'S program, CONTRACTOR is encouraged to grant small businesses the
Is
maximum opportunity to participate in the provision of the Services.
6, CONTRACTOR INSURANCE
CONTRACTOR shall carry and keep in force during the period of this Contract, the required
mount of coverage as stated below. All insurance must be underwritten by insurers that are
qualified to transact business in the State of Florida and that have been in business and have a
record of successful and continuous operations for at- least five (5) years. Each shall carry a
rating of "A-" (excellent) and a financial rating of Class XII, as defined by A.M. Best and
Company's Key Rating Guide and must be approved by the AUTHORITY. CONTRACTOR
shall carry and keep in force the following insurance coverage, and provide the AUTHORITY
with correct certificates of insurance (ACORD forms) upon Contract execution:
6.1 Commercisd General Liability Insurance having a minimum coverage of One
Million Dollars ($1,000,000.00) per occurrence of bodily injury or property damage and a
minimum of Two Million Dollars ($2,000,000.00) annual aggregate for both General and
Products and Completed operations. Liability insurance shall be current ISO simplified form
including products and completed operations coverage. The contractual liability insurance
coverage shall include coverage for responsibilities and liabilities assumed by CONTRACTOR
under this Agreement,
6.2 Business Automobile Liability (for bodily injury, death and property damage)
having a minimum coverage of One Million Dollars ($1,000,000.00) for each accident;
6.3 'Workers' Compensation Insurance Coverage, including all coverage required
under the laws of the state of Florida (as amended from time to time hereafter);
6.4 Unemployment Insurance Coverage in amounts and forms required by Florida
law, as it may be amended from time to time hereafter.
Such insurance policies shall be without co-insurance, and shall (a) include the AUTHORITY,
and such other applicable parties the AUTHORITY shall designate, as additional insureds for
commercial general liability and business automobile liability, (b) be primary insurance, (c)
I
GS
a
1: -
include contractual liability for commercial general liability, (d) provide that the policy may not
be canceled or materially changed without at least thirty (30) days prior written notice to the
AUTHORITY from the company providing such insurance, and (e) provide that the insurer
waives any right of subrogation against AUTHORITY, to the extent allowed by law and to the
extent the same would not void primary coverage for applicable insurance policies.
CONTRACTOR shall be responsible for any deductible it may carry. At least fifteen (15) nays
ppnor to the expiration of any such policy of insurance required to be carried by CONTRACTOR
hereunder, CONTRACTOR shall deliver insurance certificates to AUTHORITY evidencing a
renewal or new policy to take the place of the one expiring. Procuretnent of insurance shall not
be construed to limit CONTRACTOR's obligations or liabilities under the Contract. The
requirement of insurance shall not be deemed a waiver of sovereign immunity by AUTHORITY.
Any insurance carried by the AUTHORITY in addition to CONTRACTOR's policies shall be
excess insurance, not contributory.
If CONTRACTOR fails to obtain the proper insurance policies or coverages, or fails to provide
AUTHORITY with certificates of same, the AUTHORITY may obtain such polices and
coverages at CONTRACTOR's expense and deduct such costs from CONTRACTOR payments.
7. CONTRACTOR RESPONSIBILITY
CONTRACTOR shall comply with, and shall cause its employees, agents, officers and
subcontractors and all other persons for whom CONTRACTOR may be legally or contractually
responsible to comply with, applicable laws, ordinances, rules, regulations, orders of public
authorities, sound business practices, including without limitation:
(i) those relating to the safety of persons and property and their protection
from damage, injury or loss, and
(ii) all workplace laws, regulations, and posting requirements, and
(iii) implementation of a drug -free workplace policy at least of a standard
comparable to, and in compliance with, AUTHORITY's Drug -Free
Workplace Policy; And
(iv) compliance with the public records laws of Chapter 119, Florida Statutes.
8. INDEMNITY
The CONTRACTOR shall indemnify, defend and hold harmless AUTHORITY and all of its
respective officers, CONTRACTOR's or employees from actual suits, actions, claims, demands,
costs as defined elsewhere herein, expenses (including reasonable attorneys fees as defined
elsewhere herein), judgments, liabilities of any nature whatsoever (collectively, "Claims")
arising out of, because of, or due to breach of the Contract by the CONTRACTOR (its
subcontractors, officers, agents or employees) or due to any negligent or intentional act or
occurrence of omission or commission of the CONTRACTOR (its subcontractors, officers,
employees), or agents including without limitation any misappropriation or violation of third
_8
C-6
i
I.
party copyright, trademark, patent, trade secret, publicity, or other intellectual property rights or
other third party rights of any kind by or arising out of any one or more of the following:
[
8.1 violation of same by CONTRACTOR, its subcontractors, officers, agents or
employees,
8.2 AUTHORITY's use or possession of the CONTRACTOR Property or
CONTRACTOR Intellectual Property,
8.3 AUTHORITY's full exercise of its rights under any license conveyed to it by
CONTRACTOR,
8.4 CONTRACTOR's violation of the confidentiality and security requirements
associated with the AUTHORITY Property and AUTHORITY Intellectual Property,
8.5 CONTRACTOR" s failure to include terms in its subcontracts as required by this
Contract,
8.6 CONTRACTOR's failure to ensure compliance with the requirements of the
Contract by its employees, agents, officers, or subcontractors, or
9.7 CONTRACTOR's breach of any of the warranties or representations contained in
this Contract.
CONTRACTOR will not be liable for damages arising out of injury or damage to persons or
property directly caused or resulting from the sole negligence of the AUTHORITY or any of its
officers, agents or employees. The parties agree that 1 % of the total compensation to the
CONTRACTOR for performance of each task authorized under the Contract is the specific
consideration from AUTHORITY to CONTRACTOR for CONTRACTOR's indemnity and the
parties further agree that the 1 % is included in the amount negotiated for each authorizers task.
9. PUBLIC RECORDS
Upon receipt of any request by a member of the public for any documents, papers, letters, or
other material subject to the provisions of Chapter 119, Florida Statutes, made or received by
CONTRACTOR in conjunction with this Contract (including without limitation
CONTRACTOR Records and Proposal Records, if and as applicable), CONTRACTOR shall
immediately notify the AUTHORITY. Thereafter, CONTRACTOR shall follow
AUTHORITY'S instructions with regard to such request. To the extent that such request seeks
non-exempt public records, the AUTHORITY shall direct CONTRACTOR to provide such
records for inspection and copying incompliance with Chapter 119. A subsequent refusal or
failure by CONTRACTOR to timely grant such public access will be grounds for immediate,
unilateral cancellation of the Contract by AUTHORITY.
C-7
10. PRESS RELEASES
CONTRACTOR shall make no statements, press releases or publicity releases concerning the
Contract or its subject matter, or otherwise disclose or permit to be disclosed any of the data or
other information obtained or furnished under the Contract, or any particulars thereof, including
without limitation AUTHORITY Property and AUTHORITY Intellectual Property, without first
notifying AUTHORITY and securing its consent in writing.
11. PERMI'TS, LICENSES, E'TC.
Throughout the Term of the Contract, the CONTRACTOR shall procure and maintain, at its sole
expense, all permits and licenses that may be required in connection with the performance of
Services by CONTRACTOR; shall pay all charges, fees, royalties, and taxes; and shall give all
notices necessary and incidental to the due and lawful prosecution of the Services. Copies of
required permits and licenses shall be, furnished to AUTHORITY upon request.
12. CONFLICT OF INTEREST AND STANDARDS OF CONDUCT
CONTRACTOR warrants that it has not employed or retained any entity or person, other than a
bona fide employee working solely for the CONTRACTOR, to solicit or secure this Contract,
and that CONTRACTOR has not paid or agreed to pay any person, company, corporation,
individual or firm any fee, commission, percentage, gift or any other consideration, contingent
upon or resulting from the award or making of this Contract. It is understood and agreed that the
term "fee" shall also include brokerage fee, however denoted.
CONTRACTOR acknowledges that AUTHORITY officials and employees are prohibited from
soliciting and accepting funds or gigs from any person who has, maintains, or seeks business
relations with the AUTHORITY in accordance with the AUTHORITY's Ethics Policy.
CONTRACTOR acknowledges that it has read the Ethics Policy and, to the extent applicable,
CONTRACTOR will comply with the aforesaid Ethics Policy in connection with performance of
the Contract.
In the performance of the Contract, CONTRACTOR shall comply with all applicable local, state,
and federal laws and regulations and obtain all permits necessary to provide the Contract
services.
CONTRACTOR covenants and agrees that it and its employees, officers, agents, and
subcontractors shall be bound by the standards of conduct provided in Florida Statutes 112.313
as it relates to work performed under this Contract, which standards will be reference be made a
part of this Contract as though set forth in full.
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13. NONDISCRIMINATION
CONTRACTOR, its employees, officers, agents, and subcontractors shall not discriminate on the
grounds of race, color, religion, sex, national origin, or other protected class, in the performance
of work or selection of personnel under this Contract.
14., SUBLETTING AND ASSIGNMENT
AUTHORITY has selected CONTRACTOR to perform the Services based upon characteristics
and qualifications of CONTRACTOR and its employees. Therefore, CONTRACTOR shall not
sublet, sell, transfer, assign, delegate, subcontract, or otherwise dispose of this Contract or any
portion thereof, or of the CONTRACTOR's right, title, or interest therein without the written
consent of the AUTHORITY, which may be withheld in the AUTHORITY'S sole and absolute
discretion. Any attempt by CONTRACTOR to dispose of this Contract as described above, in
part or in whole, without AUTHORITY'S S written consent shall be null and void and shall, at
AUTHORITY's option, constitute a default under the Contract.
If, during the term of the Contract, CONTRACTOR desires to subcontract any portion(s) of the
work to a subcontractor that was not disclosed by the CONTRACTOR to the AUTHORITY at
the time that the Contract was originally awarded, and such subcontract would, standing alone or
aggregated with prior subcontracts awarded to the proposed subcontractor, equal or exceed
twenty five thousand dollars ($25,000.00), the CONTRACTOR shall first submit a request to the
AUTHORITYs Director of Procurement for authorization to enter into such subcontract. Except
in the case of an emergency, as determined by the Executive Director or his/her designee, no
such subcontract shall be executed by the CONTRACTOR until it has been approved by the
AUTHORITY Board. In the event of a designated emergency, the CONTRACTOR may enter
into such a subcontract with the prior written approval of the Executive Director or his/her
designee, but such subcontract shall contain a provision that provides that it shall be
automatically terminated if not approved by the AUTHORITY Board at its next regularly
scheduled meeting.
15. DISPUTES
All services shall be performed by the CONTRACTOR to the reasonable satisfaction of the
AUTHORITY's Executive Director (or his delegate), who shall decide all questions, difficulties
and disputes of any nature whatsoever that may arise under or by reason of this Contract, the
prosecution and fulfillment of the services described and the character, quality, amount and value
thereof. The Executive Director's decision upon all claims, questions and disputes shall be final
agency action. Adjustments of compensation and Contract time, because of any major changes
in the work that may become necessary or desirable as the work progresses shall be left to the
absolute discretion of the Executive Director (and the AUTHORITY Board if amendments are
required) and supplemental agreement(s) of such nature as required may be entered into by the
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parties in accordance herewith.
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16, PREVAILING PARTY AT'TORNEY'S FEES
If any contested claim arises hereunder or relating to the Contract (or CONTRACTOR's work
hereunder), and either party engages legal counsel, the prevailing party in such dispute, as
"prevailing party" " is hereinafter defined, shall be entitled to recover reasonable attorneys' fees
and costs as defined herein, from the non -prevailing party.
In order for CONTRACTOR to be the prevailing party, CONTRACTOR must receive an
adjusted judgment or adjusted award equal to at least eighty percent (80%) of its contested
claims filed with AUTHORITY, failing which AUTHORITY will be deemed the prevailing
party for purposes of this Contract.
Should this section be judged void, unenforceable or illegal, in whole or in substantial part, by a
court of competent jurisdiction, this section shall be void in its entirety and each party shall bear
its own attorneys' fees and costs.
17, OTHER SEVERABILITY
If any section of this Contract, other than the immediately preceding Prevailing Party Attorneys'
Fees section, be judged void, unenforceable or illegal, then the illegal provision shall be, if at all
possible, interpreted or re -dratted into a valid, enforceable, legal provision as close to the parties'
original intention, and the remaining portions of the Contract shall remain in full force and effect
and shall be enforced and interpreted as closely as possible to the parties' intention for the whole
of the Contract.
18, GOVERNING LAW
This Contract shall be governed by and construed in accordance with the lawn of Florida. Venue
of any legal or administrative proceedings arising out of this Contract shall be exclusively in
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Orange County, Florida.
In consideration of the foregoing premises, AUTHORITY agrees to pay CONTRACTOR for
work performed and materials ftumished at the prices submitted with the Proposal.
19, RELATIONSHIPS
CONTRACTOR acknowledges that no employment relationship exists between AUTHORTI Y
and CONTRACTOR or CONTRACTOR's employees. CONTRACTOR shall be responsible for
all direction and control of its employees and payment of all wages and salaries and other
amounts due its employees. CONTRACTOR shall be responsible for all reports and obligations
respecting such employees, including without limitation social security tax and income tax
withholding, unemployment compensation, workers compensation, and employment benefits.
CONTRACTOR shall conduct no act or omission that would lead CONTRACTOR's employees
or any legal tribunal or regulatory agency to believe or conclude that CONTRACTOR's
employees would be employees of the AUTHORITY.
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Any approval by AUTHORITY of a subcontract or other matter herein requiring AUTHORITY
approval for its occurrence shall not be deemed a warranty or endorsement of any kind by
AUTHORITY of such subcontract, subcontractor, or matter.
20. INTERPRETATION
For purposes of this Contract, the singular shall include the plural, and the plural shall include
the singular, unless the context clearly requires otherwise. Except for reference to women's
business enterprises and matters relating thereto, reference to one gender shall include all
genders. Reference to statutes or regulations include all statutory or regulatory provisions
consolidating, amending, or replacing the stated statute or regulation. Words not otherwise
defined and that have well-known technical, industry, or legal meanings, are used in accordance
with such recognized meanings, in the order stated. References to persons include their
respective permitted successors and assigns and, in the case of governmental persons, persons
succeeding to their respective functions and capacities. If CONTRACTOR discovers any
material discrepancy, deficiency, or ambiguity in this Contract, or is otherwise in doubt as to the
meaning of any provision of the Contract, CONTRACTOR may immediately notify
AUTHORITY and request clarification of AUTHORITY's interpretation of the Contract. The
Contract Documents, together with and including all exhibits, comprise the entire agreement of
the 'es and supersedes and nullifies all prior and contemporaneous negotiations,
representations, understandings, and agreements, whether written or oral, with respect to the
subject matter hereof.
21, WAGE RATES AND TRUTH -INS ,NEGOTIATIONS CERTIFICATE
The CONTRACTOR hereby certifies, covenants and warrants that wage rates and other factual
unit costs as shown in attached documentation supporting the compensation are accurate,
complete and current as of the date of this Contract. It is further agreed that said price shall be
adjusted to exclude any significant sums where the AUTHORITY shall determine the price was
increased due to inaccurate, incomplete or non -current wage rates and other factual unit costs.
All such adjustments shall be made within one year following the date of final billing or
acceptance of the work by the AUTHORITY, whichever is later.
22, SURVIVAL OF EXPIRATION OR TERMINATION
Any clause, sentence, paragraph, or section providing for, discussing, or relating to any of the
following shall survive the expiration or earlier termination of the Contract:
22.1 Trademarks, service marks, patents, trade secrets, copyrights, publicity, or other
intellectual property rights, and terms relating to the ownership, security, protection, or
confidentiality thereof; and
22.2 Payment to CONTRACTOR for satisfactory work performed or for termination
expenses, if applicable; and
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22.3 Prohibition on non -competition agreements of CONTRACTOR" s employees with
respect to any successor of CONTRACTOR; and
22.4 Obligations upon expiration or termination of the Contract; and
22.5 Any other term or terms of this Contract which by their nature or context
necessarily survive the expiration or earlier termination of the Contract for their fulfillment.
23. OBLIGATIONS UPON EXPIRATION OR TERMINATION OF CONTRACT
23.1 Immediately upon expiration or termination of this Contract CONTRACTOR
shall submit to AUTHORITY, upon request, a report containing the last known contact
information for each subcontractor or employee of CONTRACTOR who performed work under
the Contract; and
23.2 CONTRACTOR shall initiate settlement of all outstanding liabilities and claims,
if any, arising out of the Contract and any subcontracts or vending agreements to be canceled.
All settlements shall be subject to the approval of AUTHORITY.
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IN WITNESS WHEREOF, the authorized signatures named below have executed this
Contract on behalf of the parties as of the day and year first above written. This Contract was
awarded by the Authority's Board of Directors at its meeting on August 28, 2013.
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By:
GE COUNTYEXPRESSWAY AUTHORITY
Director of Procurement
Print Name:
Date:
0-of i X 97 R-
By:
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RIDA, INC.
Print Name: •
Title
ATTEST:
DATE: '
Approved as to form and execution, only.
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ounsel for the AUTHORITY
(Se -al) 4
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SCOPE OF SERVICES
RECORDS CONVERSION SERVICES
CONTRACT NO.000978
1.0 PROJECT OVERVIEW
The Contractor shall provide all labor, materials, equipment and incidentals necessary to
perform record conversion services for the Orlando -Orange County Expressway
Authority (Authority) as described herein.
Services shall include, but are not limited to: (i) preparing and microfilming documents
including large format drawings and construction plans; (ii) converting the silver film to
Diazo for the purpose of creating new duplicate rolls of Diazo microfilm; (iii) scanning
documents to CD's or DVD's; (iv) delivering finished microfilm, CD's, or DVD's;
(v) providing film verification assistance on a schedule approved by the Authority; (vi)
assisting in the design of the indexing configuration. With the exception of microfilming,
services shall be performed on -site at the Authority's Headquarters Building.
2.0 GENERAL REQUIREMENTS
2.1 The Contractor's standard work hours at the Authority's site shall be between
8:00 a.m. and 4:30 p.m., Monday through Friday, excluding the Authority's
observed holidays. The Authority may require the Contractor to perform work
during non-standard hours outside the standard work hours. Nan -standard hours
will be authorized in writing by the Authority. The Contractor shall advise the
Authority 48 hours in advance of its projected work schedule for each week. The
Contractor shall perform no work during the Authority's observed holidays
without the prior written permission of the Authority.
The Authority's observed holidays are listed as follows:
New Year's Day
Martin Luther King's Birthday
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Day
2.2 In the event an emergency condition is declared by the Authority's Executive
Director or Deputy Executive Director or their respective designees, the
Contractor shall perform work during such hours as specified by the Authority.
2.3 The Contractor shall provide the necessary experienced personnel to support the
services required by the Contract. The Contractor shall remove any employee
whose work performance, in the Authority's opinion, is not satisfactory, and
replace such personnel with employee(s) satisfactory to the Authority. In no event
shall the Authority be responsible for monitoring or assessing the suitability of
any employee or agent of the Contractor.
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2.4 All Contractor employees shall wear business casual attire while working at the
Authority site.
2.5 The Contractor shall comply with all Authority security policies, plans and
procedures.
2.6 The Contractor shall be responsible for providing cellular phone equipment and
services to the Contractor's employees.
2.7 The Contractor shall, at no additional cost to the Authority, correct any improper
work resulting from faulty workmanship.
2.8 The Contractor shall be responsible for restoring, at no cost to the Authority, any
and all records that are damaged while under the care of the Contractor, regardless
of whether the damage results from improper or negligent practices, vandalism,
act of God, etc,
2.9 Payments to the Contractor shall in no way constitute a waiver of any warranty
requirements.
3.0 PRODUCT AND MATERIALS
3.1 The Authority will provide original documents for filming and scanning as
follows:
Documents: written documents, ranging in sizes from 8.5" x 11'' to
1711, in 1.2 cubic foot storage boxes. Contractor shall prepare the
documents for scanning and/or filming.
3.1.2 Drawings/Plans: architectural and engineering drawings/plans, in sizes
from 8.5" x 11 to 24" x 3 6", in 1.2 cubic foot storage boxes; or in 3 3" x
43" x 1_" flat boxes. Contractor shall prepare the documents for scanning
and/or filming. Plans are bound with two (2) or three (3) post ranging from
V2 inch to 4 inches; spiral comb binding, or stapled. Bound plans are
considered a set and may range from 50 to 1000 + pages.
3.1.3 Digital Files: CD's, DVD's or electronic documents transferred from the
Authority's FTP site to the Contractor for the purpose of microfilming.
The Authority will provide the FTP link to the Contractor when electronic
documents are placed on the Authority's FTP for transfer to the
Contractor.
3.2 The Contractor shall provide the following materials and equipment:
3.2.1 Blank Film: Shall come in 5mm, one hundred (100) foot rolls,
manufactured from safety base film (silver type on polyester base), for
originals to produce density and resolution as defined in Rule I B-26.0021,
Florida Administrative Code. In addition, film shall meet or exceed
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American National Standards Institute (ANSI) standards. Roll cores shall
be made of non-ferrous materials with a corrosion resistant finish or other
non -corroding plastic, which in any event will not react with the film.
Roll cores that give off reactive fumes or exudations during storage shall
not be used. (Ref; Kodak, Fuji, Agfa, or other approved equivalent
product. Equivalency shall be determined by the Authority).
3.2.2 Film Storage Containers: Shall be plastic and designed to accommodate a
front and top label indicating whether the roll is an original or duplicate,
the roll number, date, and appropriate information as supplied by the
Authority. Acid Free Boxes can be used to hold duplicate copies of the
microfilm.
3.2.3 CD's and DVD's for converting original documents, or transferring
electronic documents for the purpose of microfilming. The Contractor
shall use RW type CD's with a minimum capacity of 700MB/80 minutes
and/or RW type DVD's with a minimum capacity of 4.7GB when
performing document scanning activities. These CD's/DVD's shall be
compatible with CD/DVD/RW disk drives utilized in Hewlett Packard
computers and may be manufactured by Maxell, Sony, Memorex, TDK,
Verbatim, or equivalent alternate product.
3.2.4 The cost of materials necessary to perform the services specified herein
shall be included in the Contract unit prices for the various items of Work
to which it is incidental.
4.0 PERFORMANCE REQUIREMENTS
4.1 The Contractor shall perform all of its obligations and functions under the
Contract in accordance with Contract specifications and industry standards. The
Contractor shall adjust and coordinate its activities to the needs and requirements
of the Authority and perform its activities so as not to annoy, disturb, endanger,
unreasonably interfere with or delay the operations or activities of the Authority.
4.2 Dates for commencement and completion of work will be on an as -needed basis
and shall be coordinated with the Authority's representative.
4.3 Any � y work required beyond that which is specified herein shall be reported in
advance to the Authority's representative. At no time shall work beyond the scope
be performed without prior written authorization from the Authority's
representative.
4.4 The Contractor shall utilize maximum safety precautions. Tools and equipment
shall be in a good state of repair, safe to use, and be used in the manner in which
they were intended. Contractor shall inform all workers and concerned persons of
the Material Safety Data on all products being utilized on this project. No
materials or equipment shall be left unsecured on the project site at any time. The
Authority assumes no responsibility for the Contractor's materials or equipment.
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4.5 The Contractor shall allow the Authority's representative access to any and all
Authority owned documents, drawings, plans, and Contractor generated products
during the performance of service.
4.6 The Contractor shall keep a written index of all documents, drawings, plans,
received from the Authority until such documents, drawings/plans, are returned to
the Authority.
4.7 The Contractor shall advise the Authority as soon as practical of any defect or
condition which may adversely affect the completion of work requested under the
scope of services.
4.8 The Contractor shall take measures necessary to prepare paper documents for
- microfilming, which includes, but is not limited to, removal of all staples, paper
clips, screws, removing documents from binders, page orientation, removal of
post -it notes, etc. The Contractor shall reassemble documents and return them to
their original state.
4.9 The Contractor shall not in any way damage original documents, drawings or
plans.
MICROFILMING AND SCANNING REQUIREMENTS
5.1 The Contractor shall adhere to the guidelines and procedures as stated in the
Florida. Department of State, Division of Library & Information Services, Chapter
1 B-26.0021, Florida Administrative Code Records Management — Standards and
Requirements -Microfilm Standards, which meets or exceeds the American
National Standards Institute (ANSI) standards.
5.2 Documents shall be scanned with a resolution of 300 dpi by the Contractor in a
secured room on the Authority's property. Documents shall be scanned into a
PDF or TIFF format. Format will be determined by the Authority based upon
document type. . Scanned documents shall be placed on a CD or DVD as
described in section 3.2.3. The microfilming shall take place at the Contractor's
facility utilizing electronic files.
5.3 The Contractor, with the assistance of the Authority's representative, shall
develop indexes for scanning and microfilm. The Authority has identified seven
(7) index types: minutes; consent agenda; resolutions, right-of-way; invoices;
bands; and project files. These index types are all permanent with the exception of
invoices. More index types may be identified and Contractor assistance requested
throughout the term of the Contract.
5.4 The Contractor shall provide indexes on the disk and microfilm outlining the
contents of each. Disk and microfilm shall be created in a fashion whereby
documents contained therein may be located as quickly as possible.
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5.5 The Contractor shall transfer scanned documents from CD's, DVD's or FTP site
to microfilm 16mrn or 35mm film based upon document size. The Contractor
shall return the RW type CD/DVD when delivering the microfilm. The
Contractor shall notify the Authority's representative upon completion of
downloading documents from the FTP site.
5.6 If less than one quarter (1 /4) of a roll is left upon completion of filming of a
project, Contractor shall begin a new roll for the next project. If more than one
quarter (1/4) of a roll is left upon completion of filming a project, Contractor shall
insert 25 spaces and begin filming the next project. After processing, the roll
shall be cut to separate the next project onto a different roll.
5.7 The Contractor shall process and test all original microfilm. Contractor shall
conduct and document Methylene Blue Test on each batch of processed original
film, or on one (1) out of every ten (10) rolls of original film, for concentration of
residual thiosulfate. The methylene blue test must not exceed 14 micrograms per
square centimeter.
5.8 The Contractor steal! provide (1) silver polyester base Smm thick original and one
(1) Diazo duplicate of each Smm thick 100 foot roll from permanent documents.
5.9 If requested by the Authority's representative, the Contractor shall provide a
Diazo duplicate of Smm thick 100 foot roll from a silver polyester base Smm
thick 100 foot roll original.
5.10 when submitted to the Authority, all completed film shall be fully compatible
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with the microfilm reader and conversion equipment the Authority will be
purchasing. Anticipated purchase will be a ScanPro 2000 or equivalent.
5.11 The Contractor shall provide on each loaded disk a label identifying the
information that is on the disk and include the "Burn" date. The loaded disk shall
be inserted in a jewel case containing an insert that also identifies the information
on the disk and the "Burn" date. The Authority's representative will provide
instruction as to labeling index requirements. if more than one disk is needed for
a project, the disks shall be numbered "Disk 1 of X", "Disk 2 of X", etc.
5.12 The Contractor shall provide on each microfilm reel a label identifying the
information that is on the microfilm reel and include the "Film" date. The loaded
microfilm reel shall be inserted in a microfilm container as described in 3.2.2
above. The Authority's representative will provide instruction as to labeling index
requirements. If more than one microfilm is needed for a project, the microfilms
shall be numbered "Microfilm 1 of X", "Microfilm 2 of X", etc.
6.0 DELIVERY/PICKUP LOCATIONS
6.1 Delivery and pickup shall be to and from Orlando -Orange County Expressway
Authority located at 4974 ORL Tower Road, Orlando, Florida 32807
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6.2 The Authority reserves the right to add or remove any locations at any time during
the term of the Contract. Any such changes will be documented in writing by the
Authority.
6.3 The Contractor shall coordinate delivery of completed film with the Authority's
representative.
6.4 Upon delivery, the Contractor shall supply the Authority with documentation
supporting the delivery. Documentation provided shall include the following
information:
• Contractor internal tracking number,
• Time and date of request for delivery,
• Name of Authority representative requesting delivery,
• Authority assigned box or carton number(s), and
o Authority description(s) from the exterior of the box and the initial index
and filing paperwork.
7.0 INSPECTION AND APPROVAL
7.1 The Authority's representative will inspect the first roll of microfilm prior to the
completion of any assigned project. Contractor shall not proceed with the balance
of the assigned project until notified by the Authority's representative.
7.2 The Authority's representative will inspect the first CD or DVD prior to the
completion of any assigned project. Contractor shall not proceed with the balance
of the assigned project until notified by the Authority's representative.
7.3 At the completion of any assigned project, the Authority's representative will
conduct an inspection of all film, CD's, DVD's, and other Contractor generated
materials provided.
7.4 Any deficiencies noted during an inspection shall be corrected by the Contractor
at its expense within seven (7) business days from the date of inspection.
8.0 REPORTS
8.1 Upon project completion, the Contractor shall provide the Authority an updated
1 inventory bar code list of completed deliverables.
8.2 Upon project completion, the Contractor shall provide a master electronic
inventory of all documents in a format acceptable to the Authority.
8.3 The Contractor shall submit all reports prior to submitting the final invoice.
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8.4 The cost of the required reports specified herein shall be included in the Contract
unit prices for the various items of Work to which it is incidental.
END OF SCOPE OF SERVICES
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Orlando -Orange County Expressway Authority
4974 ORL Tower Road, Orlando FL 32807
(407) 690-5000 Fax: (407) 690-5032
EXPRESSWAY
AUTHORITY
TO: All Planholders of Record
FROM Claude Miller, Director of Procurement
DATE: July 17, 2013
SUBJECT: Contract No. 000978,
Records Conversion Services - Addendum No l
This Addendum forms a part of the Contract Documents and modifies the original
bidding documents dated June 2013, as noted below. Acknowledge receipt of this
Addendum in the space provided on the Proposal form. Failure to do so may subject the
bidder to disqualification. This Addendum consists of 3 pages.
RESPONSES TO Q.UESTIQ S
1. The following questions were received from Planholders of record. The
Authority's response follows each question.
Q001: Is this an all or none bid? Are we required to provide ALL services,
or can we just bid on partial services?
R: All line items are to be bid on. Partial bids will be deemed non -responsive.
Q002*0 What is proposed for tracking paper files in and out of conversion?
R: Refer to RFP, Scope of Services, Section 4.6
Q003* Is there a procedure in place to cover the instance of a paper file being
needed during convversion?
R Refer to RFP, Scope of Services, Section 4.5
Q004: Will it be necessary to identify files that have been converted by
physical means, i.e. annotating the paper file after conversion with an
identifying mark?
R: No
Q005: How will a "project be defined?? "
Contract No. 000978, Addendum 1 July 17, 2013
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R: The Authority will define the project(s).
Q006: If the vendor is prepared to place a microfilm camera onsite would
that be acceptable? In some circumstances, with some records,
filming the paper directly results in superior resolution and density of
image. The subsequent scanning of the microfilm provides an
improved electronic image over that which can be achieved by
scanning the paper directly.
R: Yes however, Scope of Services, Section 5.2 still applies.
Q007-OP Can you tell me who is the current provider of these services? Can
you supply a bid tab/award notice from the prior bid?
R O The awardee of this solicitation will be the first provider.
Q008: Is subcontracting allowed? If so, due to the contract amount does the
vendors have to disclose the subcontractor(s) when submitting their
responses to allow the Authority to use that information in
determining the responsive bidders?
R: Yes subcontracting is allowed and they must be disclosed. All services
performed under this contract shall be conducted within the continental
United States (CONUS) by either the prime or their subcontractor(s).
Q009: How will the Authority handle the security of Human Resource
records if subcontracting is allow? Ie offshore or near shore indexing
or other services being subcontracted.
R: All services performed under this contract shall be conducted within the
continental United States (CONUS) by either the prime or their
subcontractors).
Q010: What is the disposition of the documents once they are scanned?
R: Documents will be returned to the Authority's representative in
accordance with Scope of Services, Section 4.8.
QO 1 I: Recommend the Authority to get separate price for each service so
you can determine if the cost of re -prepping is justifiable for every
project?
R: Bid items remain unchanged.
Q012: During the walk through we saw many color images (engineering
plans) and the assumption was that they are to be scanned is color
due to graphs and color coding schematics. In our industry color
Contract No. 000978, Addendum 1
2
July 17, 2013
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scanning is slower process and should be considered a separate line
item.
R: Black and white imaging will be the standard for scanning color
documents unless color is warranted to insure the scanned document is
clear, concise and accurate. That determination will be made by the
Authority. Bid items remain unchanged.
Q013** Is the estimated volume for all three years of service?
R: Yes-,
Q014: Would we be able to perform any imaging related services off -site and
off shore such as indexing?
R: Yes services may be performed off -site but, subcontracting outside the
continental United States (CONUS) is prohibited.
Q015: Would we be able to use our 3rd party partners for processing
microfilm
R. See response to QO 14 above.
Q016: Is OOCEA open to getting this project done quicker than 3 years?
R: Dt4CEA will progress as quickly as possible based upon annual budgetary
and resources available. The estimated volume / term of service remain
unchanged.
Q017: What does "prodding film verification assistance on a schedule
approved by the Authority" on page SS-1 mean?
R Contractor will assist in the initial review of microfilm being submitted to
the Authority for each project that has new indexing. This assistance will
include an explanation and demonstration on how the indexing on the
microfilm is utilized to quickly identifying and locating the desired
document(s).
Contract No. 000978, Addendum I
END OF ADDENDUM NO. 1
K
July 17, 2013
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METHOD OF COMPENSATION
RECORD CONVERSION SERVICES
1.0 PURPOSE
This document describes the limits and method of compensation to be made to the
Contractor for the services set forth in the Scope of Services. The services shall be provided
over the duration of the work specified in the Contract.
2.0 COMPENSATION
For the satisfactory completion of the services detailed in the Scope of Services, the
Contractor will be paid at the rates shown in the Price Proposal for all work completed and
accepted by the Authority.
3.0 METHOD OF COMPENSATION
3.1 Payment will be made to the Contractor not more than once monthly. The Contractor
shall prepare and forward two (2) copies of each monthly invoice (in a format
acceptable to. the Authority) to the Authority's Manager of Procurement. The invoice
shall include a breakdown of the work performed by the Contractor to verify the
amount being requested for payment.
3.2 The Authority does not guarantee that all of the services described in the, Scope of
Services will be assigned during the term of the Contract. Further, the Contractor is
providing these services on a non-exclusive basis. The Authority, at its option, may
elect to have any of the services set forth herein performed by other Contractors or
Authority staff.
3.3 Contractor shall receive and accept the compensation and payment provided in its
Price Proposal and the Contract as full payment for all labor, materials, expenses,
supplies and incidentals required to be provided by the Contractor in the Scope of
Services.
3.4 The Contractor shall promptly pay all suppliers their proportionate share of payments
I' received from the Authority.
3.5 Payment for invoices received by the Manager of Procurement by the 1' of the month
will be placed in the U.S. Mail on the last working day of the following month.
Direct deposit of payment to the Contractor is available. If the Contractor elects to
receive direct deposit of payments from the Authority, the Authority will provide the
Contractor with the necessary Automatic Deposit Authorization Agreement form.
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3.6 The Authority reserves the right to withhold payment or payments in whole or in part,
and to continue to withhold any such payments for work not completed, completed
unsatisfactorily, work that is behind schedule or work that is otherwise performed in
an inadequate or untimely fashion as determined by the Authority or it's designated
representative. Any and all such payments previously withheld shall be released and
paid to Contractor promptly when the work is subsequently satisfactorily performed.
If any defined action, duty or service or part required by the Contract is not
performed by the Contractor, the value of such action, duty or service or part thereof
will be determined by the Authority and deducted from any invoice or monthly
billing period claiming such items for payment. In order to expedite the review,
processing, and delivery of each month's invoice to the Authority, the Director of
Procurement, with the approval of the Contractor, may elect to apply any deducted
amounts to the following month's invoice total.
ADDITIONAL SERVICES
Additional services outside the scope of the Contract and the resulting compensation for such
services shall be implemented by a written Supplemental Agreement in accordance with the
Contract. Such work shall not be performed until a Supplemental Agreement has been
executed by the Authority and the Contractor.
5.0 PROJECT CLOSEOUT
Final Audit: The Contractor shall permit the Authority, at the Authority's option, to perform
or have performed, an audit of the records of the Contractor and any or all subcontractors to
support the compensation paid the Contractor. The audit will be performed as soon as
practical after completion and acceptance of the contracted services. In the event funds paid
to the Contractor under the Contract are subsequently determined to have been inadvertently
paid by the Authority because of accounting errors or charges not in conformity with the
Contract, the Contractor agrees that such amounts are due to the Authority upon demand.
Final payment to the Contractor shall be adjusted for audit results.
END OF SECTION
F1,
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ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY
RECORDS CONVERSION SERVICES
CONTRACT NO.000978
A*L-lak
(Address)
, IP . -
Submitted n k 2A I AAV� 2,
PROPOSAL OF
(Name)
�3e2S
Orlando -Orange County Expressway Authority
4974 ORL Tower Road
Orlando, FL 32807
s. Qsi.- SS -S -4ouq
(Telephone No.)
We, the undersigned, hereby declare that no person or persons, firm or corporation, other than the
undersigned, arc interested in this Proposal as principals, and that this Proposal is made without
collusion with any person, firm or corporation. We have carefully and to our full satisfaction
examined the Bidding Documents and the location of the proposed work and the sources of supply of
materials. We hereby agree to finish all necessary labor, equipment, and materials, fully
understanding that the quantities shown herewith are approximate only, and that we will fully
complete all necessary work in accordance with the Bidding Documents and the requirements under
than of the Authority, for the unit prices shown on the Bid Form.
I (we) hereby acknowledge receipt of the following Addenda issued during the bidding period:
Addendum No. Dated "''fit %I t' Bidder and/or Representative Initial
Addendum No. Dated
Addendum No. Dated
n
Bidder -and/or Representative
Bidder
P -i
and/or Representative
Initial
Initial
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Name of Bidder and/or Representative
If awarded the Contract, the undersigned further agrees to execute the Contract within 10 calendar
days after the date on which the notice of award has been given.
The undersiped acknowledges that the Orlando -Orange County Expressway Authority officials and
employees are prohibited from soliciting and accepting funds or gifts from any person who has,
maintains, or seeks business relations with the Authority.
U
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d - 9006-a - &ALM WM��
Name of Bidder and/or Representative
I (We), the undersigned, hereby certify that I (we) have carefully examined this proposal after the
same was completed, and have verified each item placed thereon; and I (we) agree to indemnify,
defend, and hold harmless the Authority against any cost, damage, or expense which it may incur or
be caused by any error or omission in my (our) preparation of same.
CORPORATION:
1W
Principal (Bidder)
By:
President
M
S
i Aix 1
Corporate
.jeal)
ice President
INDIVIDUAL OR FIRM TRADING AS:
Principal (Bidder)
Signature:
Individual or Owner
Witness:
Witness.
P - 3
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ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY
RECORDS CONVERSION SERVICES
CONTRACT NO.000978
A�'FIDA.�T
This Affidavit, executed by, or on behalf of the person, firm, association, corporation or joint venture
submitting the Proposal, s1W1 be sworn to before a person who is authorized by law to administer
oaths.
STATE OF V%err: ••. COUNTY OF
Before me, the undersigned authority, personally appeared . :f who being
duly sworn, deposes and says he is
of
(Title)
of N)V**Z
(Firm) (City and State)
the bidder submitting the attached Proposal for the work covered by Authority Contract No. 000979
in Orange County, Florida.
The affiant further states that no more than one proposal for the above referenced project will be
submitted from the individual, his firm, corporation, or joint venture under the same or different
name, and that such bidder has no financial interest in the firm of another bidder for the same work.
That he, his firm, association, corporation, or joint venture has neither directly, nor indirectly,
entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of
free competitive bidding in connection with this frm's bid on the above -named project.
Furthermore, neither he, his firm, corporation, joint venture, nor any officers are debarred from
participating in public contract lettings in any other state.
Corporation Must
affix Seal
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By:
1�� C"-,7v- I? -rix 1;4 fo W. C &
(Bidder)
Title:i�1► 2
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STATE OF
COUNTYOF
The foregoing instrument was acknowledged 'before me this
by
(Date)
(Name of Officer or agent, title of officer or agent)
30
o
(Name of Corporation acknowledging)
a corporation, on behalf of the corporation. He/she is
(State or place of incorporation)
r produced
4u-
personally known to me o has p -
(Type of identification)
as identification and did (did not) take an oath.
E�4�5- " 4 1%4Notary Public, Commission No.
�.�.�,....ak Vr-A*\) t(Name of No YPed � printed or stamped)
)
Title or Type of Document (Optional)
.
�� �`.••'' TAR; �r Number of Pages � Date of Document (Optional)
• 0.
myComm. Exores Z S iper(s) Other than Named Above (Optional)
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*,►once of collusion among participating bidders will preclude their recognition as
beuddif A �LA job and subjects them to penalties under applicable State and Federal Law, both civil
and criminal. The Authority will also disqualify such bidders on any work of the Authority until
such participant shall have been reinstated as a qualified bidder.
THE ABOVE FORM OF AFFIDAVIT IS REQUIRED TO BE EXECUTED AND ATTACHED TO
EACH BID PROPOSAL FOR THE PROPOSAL TO BE CONSIDERED.
P-5
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ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY
ACKNOWLEDGMENT OF STANDARD OF CONDUCT AND
CODE of ETHICS
If awarded the Contract, the undersigned covenants and agrees that it and its employees shall be
bound by the standards of conduct provided in Florida Statutes 112.313 as it relates to work
performed under the Contract, which standards will by reference be made a part of the Contract
as though set forth in full. The undersigned agrees to incorporate the provisions of this
requirement in any subcontract into which it might enter with reference to the work performed or
services provided.
The undersigned further acknowledges that it has read the Authority's Code of Ethics, a copy of
which is available on the Authority's web site at wuvw.00cea.com and, to the extent applicable to
the undersigned, agrees to abide with such policy.
- C""Ir�-9- 40 J-1FA 0 V-- : NAO�
Company Name
By:
Title:
C%,JJNA.A�
(Note: Failure to execute and submit this form may be cause for rejection of the bid as non-
responsive.)
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ORLANDO-ORANGE COUNTY EXPRESSWAY AUTHORITY
DRUG -FREE WORKPLACE FORM
The undersigned, in accordance with Florida Statue 287.087 herby certifies that
does:
Name of Business
I. Publish a statement of notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in Paragraph 1
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employees will
abide by the terms of a statement and will notify the employer of any conviction of, or plea of
guilty or nolo contendere to, any violation of Florida Statute 893 or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no
later than five (5) days after such conviction.
S. Impose a sanction of, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee
who is so convicted.
d. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of paragraphs l thiu S.
As the person authorized to sign this statement, I certify that this firm complies with the above
B ddeer"s wimature
Date
P - 7
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RECORDS CONVERSION SERVICES
CONTRACT NO.000978
EQUIPMENT GIST
Provide a list of equipment necessary to perform records conversion services on -site at the
.Authority's Headquarters Building at 4974 CURL Tower Road, Orlando, Florida 32807.
MODEL NAME
MODEL NUMBER
MANLJFAGTIJRER
CZtJANTI'I"Y
1.
1.
3.
4.
'*x
5.
dw
6.
The information provided herein is for information purposes only to ensure adequate space and
power source(s) are available.
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REFERENCES
The Bidder shall submit references with the name of the business, contact person, address, telephone
number, fax number, email address, and date of service. The Bidder shall have a minimum of five
(5) years of experience in providing records conversion services. If more than four (4) re Tewes are
necessary to document the minimum of five (5) years of experience this sheet may be duplicated.
Business Name:
Point of Contact:
Address: 10
Phone:
Fax:
Email:
i
Business Name: W►ft,:��I,.*% QA.Vv�.i.�
Point of Contact:
to �6 Address: ZX14 01 __"rZIL "%ftVN
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Date of Service: C-Q r•ecw%*
Business Name: (EQW*'+
Point of Contact:
Address:
Phone: k4 to
Fax:
Email: vutoo,nd.d
1P LM. 30�
Phone: ''t I *L It - 2!4
Fax:
Email �► y++'►+� r t.... �►
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Date of Service:
Business Name:
Point of Contact:
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Address: %%Ww
Phone: SA •
Jt) S 0 '02�)
Fax:
Email: '� : 't� �ar.�n@ a ��a,� a.�L.. •
Date of Service: O$ ' �1 � Z.� 20"'5 pate of Service: '1
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January 15, 2014
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To whom it may concern: Please accept the revised pricing.
-DRS Microfilming and Document Digitizing
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City of Tamarac Price List as amended
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SVP Busi ss Development
11281 Interchange Circle South
Miramar, FL 33025
n1in-(954) 553-4009
1-1 (954) 538-071
civaleC.drsimaging.com
_�-drs,irnaging.c m
CAPTURE - DELIVER - MANAGE - PRESERVE
EVERY DOCUMENT VITAL TO YOUR BUSINESS
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Tel: 212/924-8680
Fax: 212/691-8804
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Tel. 2121924-8680
Fax 212/6914M
Canon
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Tel 434/374-5341
Fax 434/374-5378
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Tel: 954/538-1112
Fax 954/538.0717
THE DRS GROUP 5824-D Peach Tree Corners East, Norcross, GA 30092
Tel: 770/840-8365
fax: 770/840-1074
satsblisbed 1964 9009 Pinehili Lane, Ste. 216 Houston,TX 7704 I
Tel: 7 13/68 I -6b88
Fax. 7 13/68 1- 66
EMEDIAITROC%
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Tel: 787/781-6470
Fax: 787/523-3998
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