HomeMy WebLinkAboutCity of Tamarac Resolution R-98-028Temp, Reso. #8101 1
12/30/97
Revision #1—1/20/98
Revision #2—1/26/98
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-98- a'g F
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA, AUTHORIZING THE
APPROPRIATE CITY OFFICIALS TO ACCEPT AND AWARD
BID 98-02B ENTITLED RECORD STORAGE SERVICES TO
IRON MOUNTAIN RECORDS MANAGEMENT COMPANY;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City of Tamarac publicly advertised Bid 98-02B for Record
Storage Services on November 16, 1997 and November 23, 1997; and
WHEREAS, on December 3, 1997, six (6) bids were opened and reviewed to
determine cost and responsiveness to the City's technical specifications (attached
hereto as Exhibit "A"); and
WHEREAS, responsive bids were submitted by Iron Mountain Records
Management Company, Secure Data Storage, Sterling Records and US Commercial
Warehouse; and
WHEREAS, the bids of Data Storage Center and Durham Records Service were
non -responsive as they are located more than 10 miles from City Hall (12.7 and 12
miles, respectively) and did not meet the Technical Specifications (Technical
Specifications are attached hereto as Exhibit "B") in the bid documents; and
Temp. Reso. #8101 2
12/30/97
Revision #1—1/20/98
Revision #2—1/26/98
WHEREAS, after a comparison of the remaining bids, it was determined that it
would be in the City's best interest that Bid 98-02B be awarded to Iron Mountain
Records Management Company (located 8 miles from City Hall); and
WHEREAS, the Acting City Clerk and the Purchasing and Contracts Manager
recommend approval; and
WHEREAS, the City Commission of the City of Tamarac, Florida, deems it to be
in the best interests of the citizens and residents of the City of Tamarac that Bid
98-02B for Record Storage Services be awarded to Iron Mountain Records
Management Company.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA:
SECTION 1: That the foregoing "WHEREAS" clauses are hereby ratified and
confirmed as being true and correct and are hereby made a specific part of this
Resolution.
SECTION 2: That the award of Bid 98-02B to Iron Mountain Records
Management Company for the City's Record Storage Services is HEREBY authorized
and shall be for a term of two (2) years (Attached hereto as Exhibit "C").
SECTION 3: That the appropriate City officials are hereby authorized to execute
an agreement with Iron Mountain Records Management Company, a copy of said
Agreement being attached as "Exhibit D".
1
Temp. Reso. #8101 3
12/30/97
Revision #1—1/20/98
Revision #2 — 1/26/98
SECTION 4: That funding for the City's record storage services was approved
during the FY 98 budget process under the appropriate City Clerk account.
SECTION 5: All resolutions or parts of resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
SECTION 6: 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.
a
1
1
1
Temp. Reso. #8101 4
12/30/97
Revision #1 - 1/20/98
Revision #2 -- 1/26/98
SECTION 7: This Resolution shall become effective immediately upon its
passage and adoption.
PASSED, ADOPTED AND APPROVED this
ATTEST:
PATRICIA MARCURIO, CMC
ASSISTANT CITY CLERK
I HEREBY CERTIFY that I
have approved this
RESOLUTION as to form.
4c--
MITCHELL S. KRA
CITY ATTORNEY
day of ICaUtA4� , 1998.
)V�� Z:� -1
OE SCHREIBER
MAYOR =_ -
RECORD OF COMMISSION VOTE
MAYOR
SCHREIBER
DIST 1:
COMM. McKAYE
DIST 2:
WM MISHKIN
DIST 3:
COMM. SUL.TANOF
DIST 4:
COMM. ROBERTS
Exhibit D
Page 1 of
STANDARD FORM OF AGREEMENT
BETWEEN CITY AND CONTRACTOR
11th February
THIS AGREEMENT made this -e3day of, 1998, by and between the
CITY OF TAMARAC (hereinafter called CITY) and _Iron Mountain Records Management
Company (hereinafter called the CONTRACTOR).
WITNESSETH:
The CITY and the CONTRACTOR in consideration of the mutual covenants
hereinafter set forth, agree as follows:
The undersigned CONTRACTOR hereby represents that he has carefully
examined the Bid Specifications and all Contract documents, and will perform the
contractual requirements pursuant to all covenants and conditions. The
CONTRACTOR agrees to comply with the requirements of the specifications contained
in the Invitation to Bid.
2. The CONTRACTOR, as evidenced by the execution of this contract,
acknowledges that he/she has examined the physical characteristics of the job
requirements.
The CONTRACTOR further acknowledges that the bid price includes all costs
and expenses and is the total compensation required to be paid by the CITY for the
satisfactory completion of the contract requirements.
3. The contract between the CITY and the CONTRACTOR include the
following documents which are attached hereto and incorporated herein by reference of
the following:
CONTRACT DOCUMENT/S
Invitation to Bid, Instructions to Bidders,
General Terms and Conditions,
Insurance Requirements, Special Conditions
Specifications
Bid Form
Bid Signature Form
PAGE NUMBER/S
12
thru 9
10
thru 13
14
Exhibit D
Page 2 of 4
Statement of No Bid 15
Variations 16
Non -Collusive Affidavit 17 thru 18
Certification 19
Bidder's Qualification Statement 20
References 21
Drug Free Workplace Certification 22
Addenda numbers N/A to , inclusive, and
Any Modifications, including Change Orders, duly delivered after execution of this
Agreement.
4. The term of this contract shall commence on the date entered above and
expire one year from that date. CITY shall notify CONTRACTOR within 30 days of the
expiration date of its intent to extend the contract.
5. Whenever either party desires or is required under this Agreement to give
notice to any other party, it must be give by written notice, sent by registered
United States mail, with return receipt requested, addressed to the party for
whom it is intended at the following addresses.
CIT"tic Y
\ '� Part who entered into Agreement)
(Party 9 )
City of Tamarac
7525 N.W. 88th Avenue
Tamarac, FL 33321
With a copy to the City Attorney at the same address.
CONTRACTOR
F (Name of Contractor)
(Title of named above)
1 (Name of Company)
hut A6W w (Address)
15C
dZA J(i y7 AUL
,:- i LAja-'-Lo'�LLt )=L 331 `f
6. The CONTRACTOR shall not, without prior written consent of the CITY,
assign any portion of its interest under this contract and, specifically, the
CONTRACTOR shall not assign any moneys due or to become due without the prior
written consent of the CITY.
Exhibit D
Page 3 of 4
7. The CITY and the CONTRACTOR each binds themselves, their partners,
successors, assigns and legal representatives to the other party hereto in respect to all
covenants, agreements and obligations contained in the contract documents.
8. The contract documents constitute the entire agreement between the
CITY and the CONTRACTOR and may only be altered, amended or repealed by a
duly executed written instrument.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the
day and year first above written.
ATTEST:
Assistant City Clerk Patricia Marcurio, CMC
Appro d to Fo
City Attorney Mitchell s. tt
WITNESS:
CITY OF TAMA C, FLORIDA
By:
e Schreiber, Mayor
Robert S. Noe, Jr., C' y Manager
CONTRAC O
By: %
YL
Name ,_.
(Print or Type and Title)
Exhibit D
Page 4 of
11
•
CORPORATE ACKNOWLEDGEMENT
STATE OF T 2� 1�
COUNTY OF
The foregoing instrument was acknowledged before me this / �' day of
1998 by IP10,2C 11 f&n L: (name of
officer or agent, title of officer or agent) of
(name of corporation acknowledging), a �� (�wr� (state or
place of incorporation) corporation, on behalf of the corporation. He is personally
known to me Q.rs-- 4-5 (type of identification) as
identification and did (did not) take an oath.
S ggnat a of Notary Pubfic — State
of Florida
AAP&e ELIZABETH H. MNb�Aw;A
;?A ; COMMISSION # CC j i$2$7
to, c EXPIRRQ AI Ir1 �ti loan
Print, Type or St �rpg� , l' 20 o., INC.
Public
�o A
��OR10P p
City of Tamarac
Finance Department, Purchasing Division
7525 N.W. 88th Avenue, Tamarac. Florida 33321-2401
Telephone: (954) 724-2450 Facsimile (954) 724-2408
Stanley-D. Hawthorne -
Director of Finance
INVITATION TO BID
BID NO. 98-02B
Sealed bids, addressed to the Purchasing and Contracts Manager of the City of Tamarac,
_ Broward County, Florida, will be received in the Purchasing Office, 7525 NW 88th Avenue,
Tamarac, Florida 33321-2401 until December 03 1997 at 2:00 .m., at which time bids
will be publicly opened and announced in the City of Tamarac City Hall Conference Room
. No. One for:
RECORD STORAGE SERVICES
All bids received after the date and time stated above will be returned unopened to the
Bidder. All Bidders are invited to attend the opening.
One original and two copies (2) of the bid shall be submitted on an official bid form
furnished with the bid package and those submitted otherwise will not be considered
responsive. The submittal shall be plainly marked "Bid No. 98-0213RECORD STORAGE
SERVICES, opening December 03, 1997 at 2:00„P.m. " on the outside of the envelope.
The City reserves the right to accept or reject any or all bids, or any part of any bid, to
waive any informalities, and to award in the best interest of the City of Tamarac.
Bid documents will be available for review and may be obtained from the Purchasing Office
at the above address. For inquiries, contact the Purchasing Office at (954) 724-2450.
;4-
Lynda S. Flurry, CPPO
Purchasing and Contracts Manager
Publish Sun Sentinel: Sunday11/16/97 & Sunday11/23/97
•
INSTRUCTIONS TO BIDDERS
BID NO. 98-02B
RECORD STORAGE SERVICES
It is the intent of the City to award this bid to the lowest responsible and responsive bidder.
The City reserves the right to accept or reject any or all bids and to waive any informality
conceming the bids when such rejection or waiver is deemed to be in the best interest of
The City of Tamarac. The City reserves the right to award the bid on a split order basis,
lump sum or individual item basis unless otherwise stated.
GENERAL TERMS AND CONDITIONS
These general terms and conditions apply to all offers made to the City of Tamarac by all
prospective Bidders including but not limited to Request for Quotes, Request for Bids and
Request for Proposals. As such the words "bid" and "proposal" are used interchangeably
in reference to all offers submitted by prospective bidders.
1. SUBMISSION OF THE BID: The Bidder is directed to deliver sealed bids to the City's
Purchasing Office, City of Tamarac, 7525 N. W. 88th Avenue, Tamarac, Florida 33321,
ON: December, 03. 1997, no later than 2:00 PM. At this time the bids will be opened, the
names of all Bidders will be announced and all bids shall be a matter of public record. All
Bidders and their representatives are invited to attend. The Bidder must show the bid
number, bid name, time and date of the bid opening on the outside of the sealed bid
package. Delivery of the sealed bids to the City Purchasing Office on or before the above
date is solely and strictly the responsibility of the Bidder. Late bids will be returned
unopened to the Bidder.
It is the Bidder's responsibility to read and understand the requirements of this bid. Unless
otherwise specified the Bidder must use the bid form furnished in the bid packet. Bidders
are required to state exactly what they intend to furnish to the City via this Solicitation and
must indicate any variances to the terms, conditions and specifications of this bid, no
matter how slight. If variations are not stated in the bid, it shall be construed that the
Bidder's bid fully complies with all conditions identified in this bid. The Bidder shall submit
one (1) ORIGINAL and two (2) copies of the bid. The ORIGINAL bid must be manually
and duly signed in ink by a Corporate Officer, Principal, or Partner with the authority to
bind the bidding company or firm by his/her signature. All quotations must be typewritten
or filled in with pen and ink. Bids having erasures or corrections must be initialed in ink by
the Bidder.
All prices, terms and conditions quoted in the submitted bid will be firm for acceptance for
sixty days from the date of the bid opening unless otherwise stated by the City.
2
•
1�1
1. BONDING: Not applicable for this bid.
2. WITHDRAWAL OF BID: Any Bidder may withdraw its bid prior to the indicated opening
time. The request for withdrawal must be submitted in writing to the City Purchasing
Office.
3. PUBLIC ENTITY CRIMES FORM: A person or affiliate who has been placed on the
convicted vendor list following a conviction for public entity crime may not submit a bid on
a contract to provide any goods or services to a public entity, may not submit a bid on a
contract with a public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for Category Two for a period of 36 months
from the date of being placed on the convicted vendor list.
4. NON -COLLUSIVE AFFIDAVIT: Each Offeror shall complete the Non -Collusive Form
and shall submit the form with the Proposal. CITY considers the failure of the Offeror to
submit this document to be a major irregularity and may be cause for rejection of the
Proposal.
S. QUANTITIES: Quantities shown are estimates only. No guarantee or warranty is given
or implied by the City as to the total amount that may or may not be purchased from any
resulting contract. The City reserves the right to decrease or increase quantities or add
or delete any item from the contract if it is determined that it best serves the interests of
the City.
6. PRICES, PAYMENTS AND DISCOUNTS: Bid prices shall be fixed and firm to the
extent required under Special Conditions. Payment will be made only after receipt and
acceptance of materials/services. Cash discounts may be offered for prompt payment;
however, such discounts shall not be considered in determining the lowest net cost for bid
evaluation.
Bidders are encouraged to provide prompt payment terms in the space provided on the Bid
Form. If no payment discount is offered, the Bidder shall enter zero (0) for the percentage
discount to indicate net 30 days. If the Bidder does not enter a percentage discount, it is
understood and agreed that the payment terms shall be 2% 10 days, net 30 days effective
on the date that the City receives an accurate invoice or accepts the product, whichever
is the later date. Payment is deemed to be made on the date of the mailing of the check.
7. DELIVERY: All items shall be delivered F.O.B. destination to a specific City of Tamarac
address. All delivery cost and charges must be included in the bid price. All exceptions
shall be noted. Failure to do so may be cause for rejection of the bid. The City reserves
the right to cancel orders or any part thereof, without obligation if delivery is not made at
the time specified in the bid,
3
•
•
•
8. BRAND NAMES: Manufacturers' name, brand name, model number or make is used
in these specifications for the sole purpose of establishing minimum requiremer"": of
quality, performance and design. APPROVED EQUAL is added to the specificatic; s to
avoid ruling out qualified competition. Where equal is bid, the Bidder must submit
brochures, specifications in detail and/or samples. The City shall be the sole judge of
equality.
9.7 SAMPLES AND DEMONSTRATIONS: When requested samples are to be furnished
free of charge to the City. of a sample is requested it must be delivered within seven days
of the request unless otherwise stated in the bid. Each sample must be marked with the
bidder's name and manufacture's brand name. The City will not be responsible for
returning samples. The City may request a full demonstration of any product or service
before the award of a contract. All demonstrations will be done_ at the expense of -the
Bidder.
10. CONDITIONS OF MATERIALS: All materials and -products supplied by the B-idderin
conjunction with this bid shall be new, warranted for their merchantability, fit for a particular
purpose, free from defects and consistent with industry standards. The products shall be
delivered to the City in excellent condition. In the event that any of the products supplied
to the City are found to be defective or do not conform to the specifications, the City
reserves the right to return the product to the Bidder at no cost to the City.
11. COPYRIGHTS OR PATENT RIGHTS: The Bidder warrants that there has been no
violation of copyrights or patent rights in manufacturing, producing or selling the goods
shipped or ordered as a result of this bid. The seller agrees to hold the City harmless from
all liability, loss or expense occasioned by any such violation.
12. SAFETY STANDARDS: The Bidder warrants that the product(s) supplied to the City
conforms with all respects to the standards set forth in the Occupational Safety and Health
Act and its amendments to any industry standards if applicable.
13. PERFORMANCE: Failure on the part of the Bidder to comply with the conditions,
terms, specifications and requirement of the bid shall be just cause for the cancellation of
the bid award. The City may, by written notice to the Bidder, terminate the contract for
failure to perform. The date of termination shall be stated in the notice. The City shall be
the sole judge of nonperformance.
14. DEFAULT: In the event that the Bidder defaults on the contract or the contract is
terminated for cause due to performance, the City reserves the right to obtain the materials
or services from the next lowest Bidder or other source during the remaining term of the
contract. Under this arrangement the City will charge the Bidder any excess cost
occasioned or incurred thereby and shall apply to any bid bond required.
4
15. TERMINATION FOR CONVENIENCE OF CITY: Upon seven (7) calendar days written
notice delivered by certified mail, return receipt requested, to the Bidder, the CITY may
without cause and without prejudice to any other right or remedy, terminate the agreement
for the CITY's convenience whenever the CITY determines that such termination is in the
best interest of the CITY. Where the agreement is terminated for the convenience of the
CITY the notice of termination to the Bidder must state that the contract is being terminated
for the convenience of the CITY under the termination clause and the extent of termination.
Upon receipt of the notice of termination' for convenience, the Bidder shall promptly
discontinue all work at the time and to the extent indicated on the notice of termination,
terminate all outstanding sub -contractors and purctiase orders to the extent that they relate
to the terminated portion of the Contract and refrain from placing further orders and sub-
contracts except as they may be necessary, and complete any continued portions of the
work.
16: ASSIGNMENT: The Bidder shall not transfer or assign the performance required by
- this bid without the prior written consent -of the City. Any award issued pursuant to this bid
and monies that may become due hereunder are not assignable except with prior written
approval of the City.
17. EMPLOYEES: Employees of the Bidder shall at all times be under its sole direction
and not an employee or agent of the City. The Bidder shall supply competent and
physically capable employees. The City may require the Bidder to remove an employee
it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be
responsible to the City for the acts and omissions of all employees working under its
directions.
18. TAXES: The City of Tamarac is exempt from all Federal, State, and Local taxes. An
exemption certificate will be provided where applicable upon request.
19. BID PREPARATION EXPENSE: The Bidder preparing a bid in response to this bid
shall bear all expenses associated with its preparation. The Bidder shall prepare a bid with
the understanding that no claim for reimbursement shall be submitted to the City for the
expense of bid preparation and/or presentation.
20. SITE INSPECTION: It shall be the responsibility of the Bidder to inspect the site before
submission of bids. No plea of ignorance by the Bidder of conditions that exist or that may
hereafter exist as a result of failure to fulfill the requirements of this contract will be
accepted as the basis for varying the requirements of the City or the compensation to the
Bidder.
21. OMISSION OF DETAILS: Omission of any essential details from these specifications
will not relieve the Bidder of supplying such product(s) as specified.
5
•
•
22. INSURANCE REQUIREMENTS: Bidder agrees that he or she will, in the performance
of work and services under this Agreement, comply with all Federal, State and Local laws
and regulations now in effect, or hereinafter enacted during the term of this Agreement that
are applicable to Contractor, its employees, agents or subcontractors, if any, with respect
to the work and services described herein.
Bidder shall obtain at Bidder's expense all necessary insurance in such form and amount
as required by the City's Risk Manager before beginning work under this Agreement
including, but not limited to, Workers Compensation Insurance, Unemployment Insurance,
Contractor's Liability Insurance, and all other insurance required by law. Bidder shall
maintain such insurance in full force and effect during the life of this Agreement. Bidder
shall provide to the City's Risk Manager certificates of all insurances required under this
section prior to beginning any work under this Agreement.
Bidder shall maintain in full force and effect during the life of the contract, Workers'
Compensation insurance covering all employees in performance of work under the
contract. Bidder shall make this same requirement of any of its subcontractors.
Bidder shall indemnify and save the City harmless from any damage resulting to them for
failure of either Bidder or any subcontractor to take out or maintain such insurance.
The following are required types and minimum limits of insurance coverage which the
Bidder agrees to maintain during the term of this contract:
GENERAL LIABILITY PER OCCURRENCE
Comprehensive $1,000,000
Premises -Operations
Contractual Liability
Personal Injury
Explosion and Collapse
Underground Hazard
Products/Completed Operations
Broad Form Property Damage
Independent Contractors
Cross Liability and Severability of Interest Clause
AUTOMOBILE LIABILITY PER PERSON
Comprehensive $500,000
Owned
Hired
Non -Owned
WORKERS' COMPENSATION
STATUTORY AMOUNT
AGGREGATE
$2, 000, 000
PER OCCURRENCE
$1,000,000
Neither Bidder nor any subcontractor shall commence work under this contract until they
have obtained all insurance required under this section and have supplied owner with
evidence of such coverage in the form of a Certificate of Insurance and endorsement.
Such certificates shall be approved by the City.
ALL INSURANCE COMPANIES PROVIDED SHALL: Be rated at least A VII per Best's Key
Rating Guide; be licensed to do business in Florida.
All policies provided shall be Occurrence not Claims Made forms. The Bidder's insurance
policies shall be endorsed to add the City of Tamarac as an Additional Insured. The Bidder
shall be responsible for all deductibles.
All of the policies of insurance so required to be purchased and maintained shall contain
a provision or endorsement that the coverage afforded shall not be canceled, materially
changed or renewal refused until at least thirty (30) calendar days written notice has been
given to the City by certified mail.
23. INDEMNIFICATION: The Bidder shall indemnify and hold harmless the City of
Tamarac, its elected and appointed officials and employees from any and all claims, suits,
actions, damages, liability, and expenses (including attorneys' fees) in connection with loss
10 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 Bidder or his Subcontractors, agents, officers, employees 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 of Tamarac or
its elected or appointed officials and employees.
24. CLARIFICATION TO TERMS AND CONDITIONS: Where there appears to be
variances or conflicts between the General Terms and Conditions and the Special
Conditions and/or Technical Specifications outlined in this bid, the Special Conditions
and/or the Technical specifications shall prevail.
The Bidder shall examine all bid documents and shall judge all matters relating to the
adequacy and accuracy of such documents. Any inquires, suggestions, request concerning
clarification or solicitation for additional information shall be submitted in writing to the City
of Tamarac Purchasing and Contract Manager. The City shall not be responsible for oral
interpretations given by any City employee or it's representative.
25. BID TABULATION: Bidders who wish to receive a copy of the bid tabulation should
request it by enclosing a stamped, self-addressed envelope with their bid, or by requesting
0 a tabulation be sent to their fax machine. Bid results will not be given out by telephone.
The City does not notify unsuccessful bidders of contract awards.
7
0
SPECIAL CONDITIONS
1. ASSIGNMENT OF CONTRACT: Neither this contract, nor any portion thereof, shall be
assigned, except by formal approval of the City Commission. No such approval will be
construed as making the City a part of or to such assignment, or subjecting the City to
liability of any kind to any assignee. No subcontract or assignment shall, under any
circumstances, relieve the contractor of his liability and obligation under this contract, and
despite any such assignment, the City shall deal -through the Contractor only. However,
if the company is sold during the life of the contact, the buying agent must provide the City
with a letter signed by an officer of the new owner that can legally bind the company,
stating that they will continue to perform the requirements of the contract under all the
terms, conditions, and specifications so stated -in the contract.
2. CONTRACTOR'S RESPONSIBILITY: Contractor shall provide sufficient manpower so
as to perform work safely and expeditiously.
3. DAMAGE TO PUBLIC AND/OR PRIVATE PROPERTY: Extreme care shall be taken
to safeguard all City property. Any damage shall be the responsibility of the contractor and
shall be repaired and/or replaced in equal or better condition at no additional cost to the
City. In the event of damage to public property, the contractor shall immediately contact
the City Clerk's Office by telephone r 954) 724-1200 and inform the appropriate staff
member about the extent of the damages.
4. PAYMENT: Payment will be made after project has been completed, accepted, and
properly invoiced. Invoices must bear the project name, bid number and purchase order
number. The City has up to thirty (30) days to review, approve and pay all invoices after
receipt. _
S. CONTRACT DOCUMENTS: The contract documents shall consist of the Bid Proposal
executed and submitted by the contractor, specifications, any addendum's or change
orders, insurance certificate, and the City resolution awarding the bid.
fi. CHANGE ORDERS: Without invalidating the contract, and without notice to any surety,
the City reserves and shall have the right to make increases, decreases or other changes
to the character or quality of the work as may be considered necessary or desirable to
complete the proposed construction in a satisfactory manner. The contractor shall not
start work on any such alteration that requires an increase to either the contract price or
contract time until a change order setting forth the adjustments is approved by the City,
and executed by the City and contractor. Once the change order is so approved, the
contractor shall promptly proceed with the work.
In the event satisfactory adjustment cannot be reached by the City and the contractor for
any item requiring a change in the contract price or contract time, and a change order has
not been issued, the City reserves the right at its sole option to terminate the contract as
it applies to these items in question and make such arrangements as the City deems
E:3
I* -
necessary to complete the work. The value of any work covered by a change order for an
increase or decrease in the contract price shall be determined by mutual acceptance of
a lump sum by the City and Contractor. If notice of any change in the contract or contract
time is required to be given to a surety by the provisions of the bond, the giving of such
notice shall be the contractor's responsibility, and the amount of each applicable bond
shall be adjusted accordingly.
9
0
•
•
TECHNICAL SPECIFICATIONS
RECORDS STORAGE SERVICES
(BID NUMBER 98-028)
A. The records storage facility must be located within a 10 miles radius of the City of
Tamarac City Hall.
B. The facility must meet all State Guidelines as to structure, fire prevention system,
humidity and temperature control (see State of Florida Public Records Storage
Guidelines Exhibit "A" attached)
C. The facility must be available for inspection by City representatives as determined
necessary in order to verify that records are being kept under the proper
conditions.
D. Same day regular retrieval is required. Boxes shall be available the same day
within 3 hours of request, as long as the request is no later than 2:00 p.m. This
applies to normal business hours/days.
E. Stored boxes shall not be moved without the City of Tamarac authorization. Doing
so will be considered a breach of contract and the retrieval of all records will be
done at no cost to the City.
F. The Contractor will allow other governmental agencies and organizations to utilize
this contract.
G. The initial agreement shall be for two years. The City of Tamarac reserves the
right to renew the agreement for two additional two-year periods at the City's
option.
H. Contractor must provide the City of Tamarac with a Certificate of Destruction after
boxes are destroyed.
10
m
W
U
7
W
U)
W m
rn
O1-0
Nm
N
O
U
W
w
a
m
E SRS
28-
o
on
8
8
8
8
8
8
g
SS
a
U
N
7
4
z
C
�
N
N
N
S
9
p
8
O
{
Y
r a
Y1
O
S �
�dh
O
.m.
N
,,o�aaff
tl
ry
S p
m
N —
N
N
O
NQppp
E
ppppp
a
G
S
pp
V
`�+
S
O
�p
O G
y
^y
n
p
W
x
fmA
]
8
g
r
zmi
z
a
ui
WW`W
N
n
d =
a
W
z^
w
an
C
N`"�
CiN
N
O
Ury
NS
�'�
gj
=N
UU
^g
pdp
yy
m C6
20
u
2�
m
cc
4
a
U
�l
7
C
o
N Q
4 N
W
O Q
of
NU
W
Q
s
O
«
8
_
00
a s
Im
uN
U
UN
o
ri
u
'
UU
b
A
O
i
z
a
O
zi
E
w
C
C
_
N
a9
0
Z
a
�
_7v-
Exhibit A
Page 1 of 2
TF-4 "So J* %t a I
C.
c u5
O 00
t Y
to N
V
O N
oem
m
N M N
ON
G
O
C 0
U)
CL 0
N
ty C
a m
a
x
T. v
O C
m
A
12 E
C
'a a mt
m
O
na
N
a
a
U m C O
m
a L7
t
a a b c
u
a
u o
r
w
O .+ m u
�5Q4(
u 4
2
'a
ei
N
m1
0"
O
r�
0 0
'n
2 Q'va
uv
w m
O mE
a
U
Q 0
N
U)
w
U
�
�
w
■
m
IGo
Go
$
ka
0
�
0
Q
w
It
0
_
k)
]
!
a
a |
K
E
§�
_
.
!
�
�
�
-
2
�
�
�§
@■
m
m
q#
m 2
-
§
C4
;
k�
�
�
q
k�
■
�
;
■
)
f_-
'
E
-
±■
§
,
{
u
)
■
;|
@
m
@
■
9 q
§
)■
-
-
I
-
.
�
o
)
@di
!
|
§)
§
-
!-
j
o.
z
)�
k
)
�
�
I
)
)
�
§
\__
k
-
\
\\
!
\
-
ƒ
.
`
]
]
!
-
-
/
\
\
-
CD
\
Exhibit A
Page 2 of
Exhibit B
Page �I of 1
TrAf�,P�r,�o .0%lot
TECHNICAL SPECIFICATIONS
RECORDS STORAGE SERVICES
(BID NUMBER 98-02B)
A. The records storage facility must be located within a 10 miles radius of the City of
Tamarac City Hall.
B. The facility must meet all State Guidelines as to structure, fire prevention system,
humidity and temperature control (see State of Florida Public Records Storage
Guidelines Exhibit "A" attached)
C. The facility must be available for inspection by City representatives as determined
necessary in order to verify that records are being kept under the proper
conditions.
D. Same day regular retrieval is required. Boxes shall be available the same day
within 3 hours of request, as long as the request is no later than 2:00 p.m. This
applies to normal business hours/days.
E. Stored boxes shall not be moved without the City of Tamarac authorization. Doing
so will be considered a breach of contract and the retrieval of all records will be
done at no cost to the City.
F. The Contractor will allow other governmental agencies and organizations to utilize
this contract.
G. The initial agreement shall be for two years. The City of Tamarac reserves the
right to renew the agreement for two additional two-year periods at the City's
option.
H. Contractor must provide the City of Tamarac with a Certificate of Destruction after
boxes are destroyed.
10
•
Exhibit
AMP A�a.0g
Page 1 of 14
COMPANY NAME: (Please Print): Co .
Phone: _.°.�41�. Fax: Q_E� / 5 R u
—NOTICE—
BEFORE SUBMITTING YOUR BID. MAKE SURE YOU...
Carefully read the SPECIFICATIONS and then properly fill out the BID FORM (Attachment
✓ 2. Fill out and sign the NON -COLLUSIVE AFFIDAVIT (Attachment "B" and have it properly
notarized. -
3. Sign the CERTIFICATION PAGE (Attachment "C"). Failure to do so will result in your Bid
being deemed non -responsive.
4. Fill out BIDDERS QUALIFICATION STATEMENT Attachment "D" . y
.5. Fill out the REFERENCES PAGE (Attachment "E"). _
✓ 6. Sign the VENDOR DRUG FREE WORKPLACE FORM (Attachment "F")
N/A . 7. Include WARRANTY'Information, if required.
8. Clearly mark the BID NUMBER AND BID
NAME on the outside of the envelope.
9. Submit ONE (COLORED) AND TWO (2) PHOTOCOPIES of your bid.
N/A 10. Include a BID BOND, if applicable. Failure to provide a bond will result in'automatic
rejection of your bid.
2— 11. Make sure your BID is submitted prior t t be acts
,/ p o the deadline. Late Bids will no accepted.
p
12. Include proof of insurance.
FAILURE TO PROVIDE THE REQUESTED ATTACHMENTS MAY RESULT IN YOUR BID BEING
DEEMED NON -RESPONSIVE.
THIS PAGE AND THE FOLLOWING COLORED PAGES ARE TO BE RETURNED WITH YOUR BID.
THIS SHOULD SE THE FIRST PAGE OF YOUR BID.
11
•
C�
Exhibit C
Page 2 of 14
Bidder's Name i .-R 0,N i1 O U N T A I N
ATTACHMENT "A"
BID FORM
RECORD STORAGE SERVICES
To: The Purchasing and Contracts Manager of the City of Tamarac:
We propose to furnish the following in conformity with the specifications and at the below
bid prices. The bid prices quoted have been checked and certified to be correct.
Storage Services
Charges
Additional Comments
Rate per carton per month (1_5 cubic feet) -
-
Rate per carton per month (trans files)
-
Indexing per file/carton (new files/cartons) * -
NEW F-
Per hour for file detail inventory
.25/FiL..E
FOR INDEXING
$ 2 0 0 0
Receiving & filing, per file/zarton (new files/cartons)
.
Retrieval, per file/carton _
_
$ 1.ZS EACH
_
Search, per file/carton
Refile, per file/carton
N/A
Destruction, per file/carton/PERMANENT REMOVAL_
$ ]. 2 S EACH
$4.00 PER
—
CARTON
Reproduction, per page
FAX transmission, per page, first page
$.20 EACH
FAX transmission, each additional page
20
Computer printout, per line
.
110 CHARGE
Microfilm boxes (9"W x 3-3/4"H x 24" L)
Additional labor, per hour (miscellaneous services)
P E
120.00 R
HOUR
Transportation
Rush/Demand delivery - Per two hours
$ 3 5 . 0 0 1ST
ITEM / $ 2 . 0 0 EA A D D I- .
Pickup or delivery per file/carton, First box -
Pickup or delivery Remaining files
P
I
Each Additional carton
$1.00
NEW FILE PICKUP FREE.
REGut L
Material
New Storage Boxes (Is volume discount available ?)
$ 2 . 5 0 (YES)
Minimum Storage Charge per year (if any)
Minimum Numoer of cartons quotation is based upon
Other
Client pick up/retum of files at Center per box/carton/item
INC) CHARGE
Pickup charge of new boxes into storage
No CHARGE
Time frame based on 10 cartons.
12
Exhibit C
Page 3 of 14
•
ATTACHMENT "A"
continued
Bidder's Name: IRON MOUNTAIN
Hypothetical Month: (Included in the Basis for Award)
Vendor is to calculate prices in this section based on the unit prices provided in earlier
sections. In the event vendor does not use these prices, the City may reject his/her bid.
1- 3 deliveries of 5 cartons each to various City locations
(includes pull from shelf, transport, return and refile) $ 88.50
18 2- Two faxes of five -page documents including pull and refile. $_ 9.10
"AssUMING TWO SEPERATE FILES PULLED. ..
3- Certified destruction of 20 cartons. $ s o _ n n
4- Initial storage 20 new cartons (includes pickup, index
file on shelf) $ NO CHARGE
5- One document - rush transport --
(Including pull, return and refile) $ 3 8 _ , O
6- a) Cost if City representative picks up 5 boxes at records $ 6.25
facility.
b) Cost if 5 boxes are only reviewed by City representatives $ 12.50
at records facility.( p u,_,_ AND R E F I L E CHARGES)
Grand Total (items 1 through 6)
•
$234.85
13
0
Exhibit C
Page 4 of 14
ATTACHMENT "A"
continued
The undersigned declare to have specific and legal authorization to obligate their firm to
the terms of this bid, and further, that they have examined the Invitation to Bid, the
instructions to Bidders, the Specifications, and other documents included in this bid
request, and hereby promises and agrees that, if this bid is accepted, they will faithfully
fulfill the terms of this bid together with all guarantees and warranties thereto. The
undersigned bidding firm further certifies the product and/or equipment meets or exceeds
the specification as stated in the bid package; and also agrees that products and/or
equipment to be delivered which fail to meet bid specifications will be rejected by the City
within thirty (30) days of delivery. Return of rejection will be at the expense of the bidder.
IRON I� IMGMT. Co.
Company Name
Address
FT. LAUDERDALE, FI_ 33314
City, State, ZIP
Contractor's License Number
AiRthorized Signature
MARK REMPE
Typed/Printed Name
954/584-9334 x 139_(PKONE)
Telephone & Fax Number
954/584-0098 (FAX)
n4-u3-g5q-n
Federal Tax 1 D#
El
Exhibit C
Page S of 14
•
•
ATTACHMENT "A"
continued
Bidders Name: IsnN j�nlld.LgTN RFrnRDS MANAGEMENT COMPANY
NOTE: Bid submittals without the manual signature of an authorized agent of the Bidder
shall be deemed non-responsiveo-and ineligible for award.
TERMS: , % DAYS: NET 5 0
Delivery/completion: -- N7A calendar -days after receipt of Purchase Order
NOTE: To be considered eligible for award, one. (1) ORIGINAL AND TWO (2) COPIES OF
THIS BID FORM must be submitted with the Bid.
IF "NO BID" IS OFFERED, PLEASE PROVIDE THE FOLLOWING INFORMATION:
Please indicate reason(s) why.a Bid Proposal is not being submitted at this time.
Return the Bid Form to avoid removal of Bidder from the City of Tamarac's vendor
listing.
15
Exhibit C
Page 6 of 14
0-
0
ATTACHMENT "A"
continued
Bidders Name: IRON MOUNTAIN RECORDS MANAGEMENT COMPANY
Variations:
The Bidder shall identify all variations and exceptions taken to the Instructions to
Bidders, the Special Conditions and any Technical Specifications in the space
provided below; provided, however, that such variations are not expressly
prohibited in the bid documents. For each variation listed, reference the applicable
section of the bid document. If no variations are listed here, it is understood that
the Bidder's Proposal fully complies with all terms and conditions. It is further
understood that such variations may be cause for determining that the Bid Proposal
is non -responsive and ineligible for award:
Section -Variance -*NO VA R I A UC E S*
Section Variance - -
Section Variance
Section Variance
Attach additional sheets if necessary.
iC:
Exhibit C
Page 7 of 14
E
1�1
ATTACHMENT "B"
NON -COLLUSIVE AFFIDAVIT
State of F i_ O R I D A )
ss.
County of )
IM A R K REMPE being first duly sworn, deposes and says that:
(1) He/she is the f i MANaGFg, S. F L O R I D A D I S T R I C T (Owner, Partner,
Officer, Representative or Agent) of
IRON -Mot NTATN_ the Bidder that has submitted the attached
Bid;
(2) He/she is fully informed respecting the preparation and contents of the attached Bid
and of all pertinent circumstances respecting such Bid:
(3) Such Bid is genuine and is not a collusive or sham Bid;
(4) Neither the said Bidder nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any
way colluded, conspired, connived or agreed, directly or indirectly, with any other
Bidder, firm, or person to submit a collusive or sham Bid in connection with the
Work for which the attached Bid has been submitted; or to refrain from bidding in
connection with such work; or have in any manner, directly or indirectly, sought by
person to fix the price or prices in the attached Bid or of any other Bidder, or to fix
any overhead, profit, or cost elements of the Bid price or the Bid price of any other
Bidder, or to secure through any collusion, conspiracy, connivance, or unlawful
agreement any advantage against (Recipient), or any person interested in the
proposed work;
(5) The price or prices quoted in the attached Bid are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part
of the Bidder or any other of its agents, representatives, owners, employees or
parties in interest, including this affiant.
Signed, sealed and delivered
in the presence of:
L ,
ness
By: 7 dtl,�,
HARK REMPE
(Printed Name)
GENERAI MANAGER
(Title)
17
Exhibit C
Page 8 of 14
•
ATTACHMENT "B"
continued
NON -COLLUSIVE AFFIDAVIT
ACKNOWLEDGMENT
State of FI )
ss.
County of BROWARD )
BEFORE ME, the undersigned authority, personally appeared MARK R E M P E
to me well known and known by me to be the person described herein
and who executed the foregoing Affidavit and acknowledged to and before me that
h executed said Affidavit for the purpose therein
expressed.
WITNESS my hand and official seal this day of 199_2.
��Ypve ELIZABETH H. MIRANDA
<� COMMISSION i6# cC 476237
o� EXPIRES JUN 25, 1999
zko
NOTARY M IC'T`StNWP93 Fd'rt Neat Large
off-'
(Signatu a of Notary Public: Print, Stamp, or
Type as Commissioned)
( personally known to me or
( ) Produced identification
Type of I.D. Produced
( ) DID take an oath, or ( ) DID NOT take an oath.
18
•
•
ATTACHMENT "C"
CERTIFICATION
Exhibit C
Page 9 or 14
THIS DOCUMENT MUST BE SUBMITTED WITH THE BID
We(I), the undersigned, hereby agree to furnish the item(s)/service(s) described in the
Invitation to Bid. We(I) certify that we(I) have read the entire document, including the
Specifications, Additional Requirements, Supplemental Attachments, Instructions to
Bidders, Terms and Conditions, and any addenda issued. We agree to comply with all of
- the requirements of the entire Invitation To B1d. -
Indicate which type of organization below:
INDIVIDUAL ❑ PARTNERSHIP ❑ -CORPORATION P OTHER ❑
IF -OTHER, EXPLAIN:
AUTHORIZED SIGNATURE: %
MARK REMPE
AUTHORIZED SIGNATURE (PRINTED OR TYPED)
GFNER81 MANAGER
TITLE
FEDERAL. EMPLOYER I.D. OR SOCIAL SECURITY NO 5-7 9- 757
COMPANY NAME: IRON MOUNTAIN RECORDS MANAGEMENT COMPANY
ADDRESS. 3821 SW 47TH AVENUE
CITY: FT. �AUDERDAI STATE: F I ZIP: 33314
TELEPHONE NO.: 9 5 4/ 5 4- FAX NO.:
CONTACT PERSON: M A R K REMPF
19
Exhibit C
Page 10 of 14
ATTACHMENT "D"
BIDDERS gUALIFICATION STATEMENT
The undersigned certifies under oath the truth and correctness of all statements and all
answers to questions made hereinafter:
Name of Company:1�nuNTATNFcogpsmMEN1CoMpANy
Address: 3821 SW 47TH AVENUE, FT. LAUUERDALE, FL 33314
Street City State Zip
Telephone No. Y s84-1-0063 Fax No. LU.4) 5 8 4- 7 8 4 0
How many years has your organization been in business under its present name?
years -
If Bidder is operating under Fictitious -Name, submit evidence of compliance with
Florida Fictitious Name Statute:
Under what former names has your business operated?
At what address was that business located?
Are you Certified? Yes 17 No ❑ If Yes, ATTACH A COPY OF CERTIFICATION
Are you Licensed? Yes m' No ❑ If Yes, ATTACH A COPY OF LICENSE
Has your company or you personally ever declared bankruptcy?
Yes ❑ No M If Yes, explain:
Are you a sales representative ❑ distributor ❑ broker ❑ or manufacturer ❑
of the commodities/services bid upon?
Have you ever received a contract or a purchase order from the City of Tamarac or
other governmental entity? Yes 5P No ❑
If yes, explain (date, service/project, bid title, etc)
Have you ever received a complaint on a contract or bid awarded to you by any
governmental entity? Yes ❑ No ❑ If yes, explain:
Have you ever been debarred or suspended from doing business with any
governmental entity?
Yes ❑ No C; If yes, explain:
20
Exhibit C
Page 11 of 14
•
ATTACHMENT "E"
REFERENCES
Please list name of Igovernment agency or private firm(s) with whom you have done
business within the past five years:
Agency/Firm Name:
CORA SPRINGS MEDICAL CENTER
Address
Agency/Firm Name:
—CITY of HIALEAH
Address: ►
City/State/Zip Fr IAl F, FI 33316 City/State/Zip HIA►_EAH, „F_I_ 3301n
Phone: �u ti - Z n.q.0-Fax:
Contact
Agency/Firm Name:
REPUB►IC IN USTRI S
Address 4� n F I a R Of AS
City/State/Zip
Phone: Fax:
Contact
Agency/Firm Name:
ROYAL CART RU I E
Address 1050 CAR I BBEAN WAY
City/State/Zip I
Phone:_305/539 X60 .
X
Contact
Agency/Firm Name:
■
Address 450 FAST I_AS 0► AS B► VD.
SUITE ]200
City/State/Zip
954/627-5037
Phone: _Fax:
Contact C I NDY TREZONA
Phone305/883--5812 Fax:
Contact: TERRY G A V A L A
Agency/Firm Name:
STARS, DIXON & SHAPIRO
Address: 2265 S. BARYSHORE DRIVE
SUITE M-103
33301 City/State/Zip CacaNuT GROVE, FI 33133
Phone: Fax:
Contact:
Agency/Firm Name:
Address:
City/State/Zip
Phone: Fax:
Contact:
Agency/Firm Name:
Address:
City/State/Zip
Phone:_
Contact:
Fax:
YOUR COMPANY NAME 1UNTAINF Lj
0 ADDRESS 58 11 FT, ai C-I 3 4
PHONE:_ Q5L5R�-� _ FAX: -7
21
Exhibit C
Page 12 of 14
ATTACHMENT "F"
VENDOR DRUG -FREE WORKPLACE _
Preference may be given to vendors submitting a certification with their bid/proposal
certifying they have a drug -free workplace in accordance with Section 237.087, Florida
Statutes. This requirement effects all public entities of the State and becomes effective
January 1, 1991. The special condition is as follows:
IDENTICAL TIE BIDS - Preference may be given to businesses with drug -free workplace
programs. Whenever two or more bids which are equal with respect to price, quality, and
service are received by the State or by any political subdivision for the procurement of
commodities or contractual services, a bid received from a business that certifies that it
has implemented a drug -free workplace program shall be given preference in the award
process. Established procedures for processing tie bids will be followed if non of the tied
vendors have a drug -free workplace program. In order to have a drug -free workplace
program, a business shall:
1. Publish a statement 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 subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a
condition of working on the commodities or contractual services that are under bid,
the employee will abide by the terms of the statement and will notify the employer
of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter
893 or of any controlled substance law of the United States or any state, for a
violation occurring in the workplace no later that five (5) days after each conviction.
5. Impose a section on, 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.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of this section. As the person authorized to sign the statement, I
certify that this form complies fully with the above requirements.
G�LrIRON '1JUNTAIN RECORDS IIGMT CC.
Authorized Signature Company Name
iIARK REMPE
22
Exhibit C
Page 13 or 14
E
•
M h
N
^
3
L^
r �; —1s
>
d
�
'
w .,_
a
Z
= °
Z
a°a
tVj
a
n
w -
J
A
r
C
r
C C
w.
w
•
-
-
a "
2
LU
'n
CID
_G
Lu
V C—
�%
J
LL, L.V
=
LL
zc.rM
O 4
z
LU
r W
.o =
tD rn
■
•—
N
�
N
O
yt
c
� f
a p
CJ Z
Mcc
w w
G7 0
Lt 1
(n
to
ti
W Z
cn
Q
�sL�
w
W ti Q
V ;X
O u��yJ
cc z
Q C r- =
Uuj
r*
O
UI
H
�O
Q
3
C
w >
Vm
O
M
C7
-
a m
J
U
ram,
Lu
N N
O
d
CJ
C
0
Z C LL
O
Z
w
n
iO o
L
a ;
cn d
0
' (7
_
O O
u -
..r
--, p
W
H 70
�.
LLI Z
'✓ ti
z C a
=
_
�
CC 3 O
r'
w
QLL
cn >
W U
}i
O C
U �
�a
a
q
n
—
r 1
- S31dOO ;d NHn-L3M HOV13C lON OC
Exhibit C
Page -or I4 _ �..
This is to Certify that
IRON MOUNTAIN INCORPORATED
745 ATLANTIC AVENUE Name and LIBERTY
BOSTON, MA 02111 address of MUTUAL.
Insured. 1 tll. -
Is, at the issue date of this certificate, insured by the Company under the policy(e ) listed below. The insurance afforded by the listed policy(ies) is subiect to all
terms, exclusions and conditions and is not altered by any requirement, tern or condrtlon of any contract or other document wim respect to which this certificate ma
ssLed.
EXP. DATE ;
• CONTINUOUS
TYPE OF POLICY EXTENDED POLICY NUMBER LIMIT OF LIABILITY
`� Pnl Ir.V Toms
WORKERS
COMPENSATION
GENERAL
LIABILITY
OCCURRENCE
_ CLAIMS MADE
0
AUTOMOBILE
LIABILITY
OWNED
NON -OWNED
< HIRED
OTHER
ADOITICNAL CCMMENTS
COVERAGE AFFORDED UNDER WC I EMPLOYERS LIA81LnY
LAW OF THE FOLLOWING STATES
bodily Injury By Accident
11 /1 /98
$500,000 Eacti
WC1-111-222334 117 1 ALL STATES EXCEPT Accl
I
I AK, ND, NV, OH, WA, WV, WY Bodily Injury By Disease
j $500,000 Polic
Limit
Bodily Injury @y Disease
I
$500,000 Eac:I
�
General Aggregate - Other than Products/Compietlad Cperadons Pr
$2,000,000
Products/Completed Operations Aggregate
$1,000,000
11 /1 /98
TB 1-111-222334-047 Bodly Injury and Property Damaqe Liability
Per
$1, 000, 000 Occurrence
Personal and Advertising Injury
RETF3 DATE
Per Perscry
$1,000,000 Orge-lzat-c
Other I Other
I
I
I
11/1/98
I
i
RE; 3821 SW 47TH AVENUE, DAVIE, FL 33314
AS2-111-222334.087
AS2.111-222334-097
i
I
I
N/A
$1,000,000 EachAccident- Single
B.I. and P.D. Combined
XXXXXXXXXXXXXXXXXXXXXXXX Each Person
j XXXXXXXXXXXXXXXXXXXXXXXX Each Accident or Occurs
XXXXXXXXXXXXXXXXXXXXXXXX Each Accident or
cer[:hcate exolrauon ea:e :s cornnuous or ex:enced :erm, you wW be nonhed if coverages :err-lnaleo or reduces oerore :re er. r a:e exolra::cn case.
SPECIAL NOTICE-OHIO: ANY PERSON WHO, WITH INTENT TO ^EFRALIO OR KNOWING 71-IAT HE IS FAGL;TA-hVC A FPAL:O ACA;NST AN NS::; E%3.,W-S
AN APc'_'.CA-ION CR FILES A CLAIM CONTAINING A rALSE OR DECEPTIVE STATEMENT IS GUILTY OF INSURANCE
NOTICE OF CANCELLATION! INOT APPLICABLE UNLESS A .VUMSEq OF DAYS IS c:VTE:;ED EELCW.I 9E=ORE
A"70 =XP'RAT'CN CATE'HE CCMPANY WILL NCT CANCEL Ca P Libzrt�r Mutual Grou _
E�l.'Cc T rE NSURANCa AFFCFCED
P -%-E AaOVE ;OL.CIES -NTIL AT LEAST 31)
Cc SF S -C. , CA`:CELLAT CN HAS BEEN .MAIL='C -C:
ATTIJ: LAVERNE ��?fl i�% • ;/'/��-� j
!RON MOUNTAIN INCORPORATED LINDA C. McLELLAN
3821 S`N 47TH AVENUE AUTHCRIZE.:D FE=GESENTAT:VE
DAVIE, FL 33314
WESTWOOD, MA (731) 3213-7100 11/5/97
CFFICE auONE NUMBER DATE ISSUE
Exhibit D
Page 1 of 14
-rcokp Rr'so V SI o J
AGREEMENT
BETWEEN CITY OF TAMARAC
AND
IRON MOUNTAIN RECORDS MANAGEMENT COMPANY
THIS AGREEMENT made this day of , 1998, by and between the
CITY OF TAMARAC (hereinafter called CITY) and Iron Mountain Records Management
Company (hereinafter called the CONTRACTOR).
WITNESSETH:
The CITY and the CONTRACTOR in consideration of the mutual covenants
hereinafter set forth, agree as follows:
The undersigned CONTRACTOR hereby represents that he has carefully
examined the Bid Specifications and all Contract documents, and will perform the
contractual requirements pursuant to all covenants and conditions. The
CONTRACTOR agrees to comply with the requirements of the specifications contained
in the Invitation to Bid.
2. The CONTRACTOR, as evidenced by the execution of this contract,
acknowledges that he/she has examined the physical characteristics of the job
requirements.
The CONTRACTOR further acknowledges that the bid price includes all costs
and expenses and is the total compensation required to be paid by the CITY for the
satisfactory completion of the contract requirements.
3. The contract between the CITY and the CONTRACTOR include the
following documents which are attached hereto and incorporated herein by reference of
the following:
CONTRACT DOCUMENT/S
Invitation to Bid, Instructions to Bidders,
General Terms and Conditions,
Insurance Requirements, Special Conditions
Specifications
Bid Form
Exhibit D
Page Z of14
Bid Signature Form
Statement of No Bid
Variations
Non -Collusive Affidavit
Certification
Bidder's Qualification Statement
References
Drug Free Workplace Certification
Addenda numbers N/A to , inclusive, and
Any Modifications, including Change Orders, duly delivered after execution of this
Agreement.
4. The term of this contract shall commence on the date entered above and
expire two years from that date. CITY shall notify CONTRACTOR within 30 days of the
expiration date of its intent to extend the contract.
5. Whenever either party desires or is required under this Agreement to give
notice to any other party, it must be give by written notice, sent by registered
United States mail, with return receipt requested, addressed to the party for
whom it is intended at the following addresses.
CITY
Robert, S. Noe, Jr_ (Party who entered into Agreement)
City of Tamarac
7525 N.W. 88th Avenue
Tamarac, FL 33321
With a copy to the City Attorney at the same address.
CONTRACTOR
Mark Rempe (Name of Contractor)
General Manager (Title of named above)
Iron Mountain Records Mgt. Co. (Name of Company)
3821 SW 471' Ave. Ft. Lauderdale FL 33314(Address)
6. The CONTRACTOR shall not, without prior written consent of the CITY,
assign any portion of its interest under this contract and, specifically, the
CONTRACTOR shall not assign any moneys due or to become due without the prior
written consent of the CITY.
Exhibit ❑
Page 3 of 14
•
�J
7. The CITY and the CONTRACTOR each binds themselves, their partners,
successors, assigns and legal representatives to the other party hereto in respect to all
covenants, agreements and obligations contained in the contract documents.
8. The contract documents constitute the entire agreement between the
CITY and the CONTRACTOR and may only be altered, amended or repealed by a
duly executed written instrument.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the
day and year first above written.
ATTEST:
City Clerk
Approved as to Form:
City Attorney
WITNESS:
(Print grType.Name) ,
�L -ell
(Print or Type(Name)
CITY OF TAMARAC, FLORIDA
By:
Joe Schreiber, Mayor
CONTRAC O
By. ,,�; Z 7.
(Print or Type Name and Title)
Exhibit D
Page 4 of 14
0 CORPORATE ACKNOWLEDGEMENT
STATE OF
COUNTY OF ;
The foregoing instrument was acknowledged before me this / � day of
1998 by �i3�L�� /�E��1 �." (name of
officer or agent, title of officer or agent) of :i7 a
(name Of corporation acknowledging), a � - \wv (state or
place of incorporation) corporation, on behalf of the corporation. He is personally
known to me e-r5.,4. r �-a (type of identification) as
identification and did (did not) take an oath.
is
Q,L2 �� - -"-�
SrgnatLie of Notary Public — State
of Florida
�PttvPe,e ELIZABETH H. Mhs^':�
n COMMISSION # Cc , Id28,7
cn WW FYPIRFR .II fN1 o)z: innn
Print, Type or Sta,�tQli'� co., INC.
Public
Exhibit D
Pacre 5 of 14
CC#7
Staniey D. Hawthorne
Director of Finance
City of Tamarac
Finance Department, Purchasing Division
7525 N.W. 88th Avenue, Tamarac, Florida 33321-2401
Telephone: (954) 724-2450 Facsimile (954) 724-2408
INVITATION TO BID
BID NO. 98-028
Sealed bids, addressed to the Purchasing and Contracts Manager of the City of Tamarac,
_ Broward County, Florida, will be received in the Purchasing Office, 7525 NW 88th Avenue,
Tamarac, Florida 33321-2401 until December 03 1997 at 2:00 pm., at which time bids
will be publicly opened and announced in the City of Tamarac City Hall Conference Room
No. One for:
RECORD STORAGE SERVICES
All bids received after the date and time stated above will be returned unopened to the
Bidder. All Bidders are invited to attend the opening.
One original and two copies (2) of the bid shall be submitted on an official bid form
furnished with the bid package and those submitted otherwise will not be considered
responsive. The submittal shall be plainly marked "Bid No. 98-028 RECORD STORAGE
SERVICES openina December 03 1997 at 2:00 .m. " on the outside of the envelope.
The City reserves the right to accept or reject any or all bids, or any part of any bid, to
waive any informalities, and to award in the best interest of the City of Tamarac.
Bid documents will be available for review and may be obtained from the Purchasing Office
at the above address. For inquiries, contact the Purchasing Office at (954) 724-2450.
( 1
Lynda S. Flurry, CPP
Y rY, O
Purchasing and Contracts Manager
Publish Sun Sentinel: Sunday11/16/97 & Sunday11/23/97
Exhibit D
Page 6 of 14
INSTRUCTIONS TO BIDDERS
BID NO. 98-028
RECORD STORAGE SERVICES
It is the intent of the City to award this bid to the lowest responsible and responsive bidder.
The City reserves the right to accept or reject any or all bids and to waive any informality
concerning the bids when such rejection or waiver is deemed to be in the best interest of
The City of Tamarac. The City reserves the right to award the bid on a split order basis,
lump sum or individual item basis unless otherwise stated.
GENERAL TERMS AND CONDITIONS
These general terms and conditions apply to all offers made to the City of Tamarac by all
prospective Bidders including but not limited to Request for Quotes, Request for Bids and
Request for Proposals. As such the words "bid" and "proposal" are used interchangeably
in reference to all offers submitted by prospective bidders.
1. SUBMISSION OF THE BID: The Bidder is directed to deliver sealed bids to the City's
Purchasing Office, City of Tamarac, 7525 N. W. 88th Avenue, Tamarac, Florida 33321,
ON: December 03, 11997, no later than 2:00 PM. At this time the bids will be opened, the
names of all Bidders will be announced and all bids shall be a matter of public record. All
Bidders and their representatives are invited to attend. The Bidder must show the bid
number, bid name, time and date of the bid opening on the outside of the sealed bid
package. Delivery of the sealed bids to the City Purchasing Office on or before the above
date is solely and strictly the responsibility of the Bidder. Late bids will be returned
unopened to the Bidder.
It is the Bidder's responsibility to read and understand the requirements of this bid. Unless
otherwise specified the Bidder must use the bid form furnished in the bid packet. Bidders
are required to state exactly what they intend to furnish to the City via this Solicitation and
must indicate any variances to the terms, conditions and specifications of this bid, no
matter how slight. If variations are not stated in the bid, it shall be construed that the
Bidders bid fully complies with all conditions identified in this bid. The Bidder shall submit
one (1) ORIGINAL and two (2) copies of the bid. The ORIGINAL bid must be manually
and duly signed in ink by a Corporate Officer, Principal, or Partner with the authority to
bind the bidding company or firm by his/her signature. All quotations must be typewritten
or filled in with pen and ink. Bids having erasures or corrections must be initialed in ink by
the Bidder.
All prices, terms and conditions quoted in the submitted bid will be firm for acceptance for
sixty days from the date of the bid opening unless otherwise stated by the City.
K
FYhihit D
Page 7 of 14
•
I. BONDING: Not applicable for this bid.
2. WITHDRAWAL OF BID: Any Bidder may withdraw its bid prior to the indicated opening
time. The request for withdrawal must be submitted in writing to the City Purchasing
Office.
3. PUBLIC ENTITY CRIMES FORM: A person or affiliate who has been placed on the
convicted vendor list following a conviction for public entity crime may not submit a bid on
a contract to provide any goods or services to a public entity, may not submit a bid on a
contract with a public entity for the construction or repair of a public building or public work,
may not submit bids on leases of real property to public entity, may not be awarded or
perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for Category Two for a period of 36 months
from the date of being placed on the convicted vendor list.
4. NON -COLLUSIVE AFFIDAVIT: Each Offeror shall complete the Non -Collusive Form
and shall submit the form with the Proposal. CITY considers the failure of the Offeror to
submit this document to be a major irregularity and may be cause for rejection of the
Proposal.
5. QUANTITIES: Quantities shown are estimates only. No guarantee or warranty is given
or implied by the City as to the total amount that may or may not be purchased from any
resulting contract. The City reserves the right to decrease or increase quantities or add
or delete any item from the contract if it is determined that it best serves the interests of
the City.
6. PRICES, PAYMENTS AND DISCOUNTS. Bid prices shall be fixed and firm to the
extent required under Special Conditions. Payment will be made only after receipt and
acceptance of materials/services. Cash discounts may be offered for prompt payment;
however, such discounts shall not be considered in determining the lowest net cost for bid
evaluation.
Bidders are encouraged to provide prompt payment terms in the space provided on the Bid
Form. If no payment discount is offered, the Bidder shall enter zero (0) for the percentage
discount to indicate net 30 days. If the Bidder does not enter a percentage discount, it is
understood and agreed that the payment terms shall be 2% 10 days, net 30 days effective
on the date that the City receives an accurate invoice or accepts the product, whichever
is the later date. Payment is deemed to be made on the date of the mailing of the check.
7. DELIVERY: All items shall be delivered F.O.B. destination to a specific City of Tamarac
address. All delivery cost and charges must be included in the bid price. All exceptions
49 shall be noted. Failure to do so may be cause for rejection of the bid. The City reserves
the right to cancel orders or any part thereof, without obligation if delivery is not made at
the time specified in the bid.
3
Exhibit D
Page 8 of 14
•
8. BRAND NAMES: Manufacturers' name, brand name, model number or make is used
in these specifications for the sole purpose of establishing minimum requirements of
quality, performance and design. APPROVED EQUAL is added to the specifications to
avoid ruling out qualified competition. Where equal is bid, the Bidder must submit
brochures, specifications in detail and/or samples. The City shall be the sole judge of
equality. -
9. -SAMPLES AND DEMONSTRATIONS: When requested samples are to be furnished
free of charge to the City. of a sample is requested it must be delivered within seven days
of the request unless otherwise stated in the bid. Each sample must be marked with the
bidder's name and manufacture's brand name. The City will not be responsible for
returning samples. The City may request a full demonstration of any product or service
before the award of a contract. All demonstrations will be done- at the expense of -the
Bidder.
10. CONDITIONS OF MATERIALS: All materials and" products supplied by the Bidder in
conjunction with this bid shall be new, warranted for their merchantability, fit for a particular
purpose, free from defects and consistent with industry standards. The products shall be
delivered to the City in excellent condition. In the event that any of the products supplied
to the City are found to be defective or do not conform to the specifications, the City
reserves the right to return the product to the Bidder at no cost to the City.
11. COPYRIGHTS OR PATENT RIGHTS: The Bidder warrants that there has been no
violation of copyrights or patent rights in manufacturing, producing or selling the goods
shipped or ordered as a result of this bid. The seller agrees to hold the City harmless from
all liability, loss or expense occasioned by any such violatiorL
12. SAFETY STANDARDS: The Bidder warrants that the product(s) supplied to the City
conforms with all respects to the standards set forth in the Occupational Safety and Health
Act and its amendments to any industry standards if applicable.
13. PERFORMANCE: Failure on the part of the Bidder to comply with the conditions,
terms, specifications and requirement of the bid shall be just cause for the cancellation of
the bid award. The City may, by written notice to the Bidder, terminate the contract for
failure to perform. The date of termination shall be stated in the notice. The City shall be
the sole judge of nonperformance.
14. DEFAULT: In the event that the Bidder defaults on the contract or the contract is
terminated for cause due to performance, the City reserves the right to obtain the materials
or services from the next lowest Bidder or other source during the remaining term of the
contract. Under this arrangement the City will charge the Bidder any excess cost
occasioned or incurred thereby and shall apply to any bid bond required.
E1
Exhibit D
Paqe 9 of 14
15. TERMINATION FOR CONVENIENCE C1 i OF CITY: Upon seven (7) calendar days written
notice delivered by certified mail, return receipt requested, to the Bidder, the CITY may
without cause and without prejudice to any other right or remedy, terminate the agreement
for the CITY's convenience whenever the CITY determines that such termination is in the
best interest of the CITY. Where the agreement is terminated for the convenience of the
CITY the notice of termination to the Bidder must state that the contract is being terminated
for the convenience of the CITY under the termination clause and the extent of termination.
Upon receipt of the notice of termination for convenience, the Bidder shall promptly
discontinue all work at the time and to the extent indicated on the notice of termination,
terminate all outstanding sub -contractors and purchase orders to the extent that they relate
to the terminated portion of the Contract and refrain from placing further orders and sub-
contracts except as they may be necessary, and complete any continued portions of the
work.
16: ASSIGNMEN-T: The Bidder shall not transfer or assign the performance required by
this bid without the prior written consent -of the City. Any award issued pursuant to this bid
and monies that may become due hereunder are not assignable except with prior written
approval of the City.
_ 17. EMPLOYEES: Employees of the Bidder shall at all times be under its sole direction
and not an employee or agent of the City. The Bidder shall supply competent and
physically capable employees. The City may require the Bidder to remove an employee
it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be
responsible to the City for the acts and omissions of all employees working under its
directions.
18. TAXES: The City of Tamarac is exempt from all Federal, State, and Local taxes. An
exemption certificate will be provided where applicable upon request.
19. BID PREPARATION EXPENSE: The Bidder preparing a bid in response to this bid
shall bear all expenses associated with its preparation. The Bidder shall prepare a bid with
the understanding that no claim for reimbursement shall be submitted to the City for the
expense of bid preparation and/or presentation.
20. SITE INSPECTION: It shall be the responsibility of the Bidder to inspect the site before
submission of bids. No plea of ignorance by the Bidder of conditions that exist or that may
hereafter exist as a result of failure to fulfill the requirements of this contract will be
accepted as the basis for varying the requirements of the City or the compensation to the
Bidder.
21. OMISSION OF DETAILS: Omission of any essential details from these specifications
will not relieve the Bidder of supplying such product(s) as specified.
5
•
r�
u
Exhibit D
Pacre 10 of 14
2Z INSURANCE REQUIREMENTS: Bidder agrees that he or she will, in the performance
of work and services under this Agreement, comply with all Federal, State and Local laws
and regulations now in effect, or hereinafter enacted during the term of this Agreement that
are applicable to Contractor, its employees, agents or subcontractors, if any, with respect
to the work and services described herein.
Bidder shall obtain at Bidder's expense all necessary insurance in such form and amount
as required by the City's Risk Manager before beginning work under this Agreement
including, but not limited to, Workers Compensation Insurance, Unemployment Insurance,
Contractors Liability Insurance, and all other insurance required by law. Bidder shall
maintain such insurance in full force and effect during the life of this Agreement. Bidder
shall provide to the City's Risk Manager certificates of all insurances required under this
section prior to beginning any work under this Agreement.
Bidder shall maintain in full force and effect during the life of the contract, Workers'
Compensation insurance covering all employees in performance of work under the
contract. Bidder shall make this same requirement of any of its subcontractors.
Bidder shall indemnify and save the City harmless from any damage resulting to them for
failure of either Bidder or any subcontractor to take out or maintain such insurance.
The following are required types and minimum limits of insurance coverage which the
Bidder agrees to maintain during the term of this contract:
GENERAL LIABILITY PER OCCURRENCE
Comprehensive $1,000,000
Premises -Operations
Contractual Liability
Personal Injury
Explosion and Collapse
Underground Hazard
Products/Completed Operations
Broad Form Property Damage
Independent Contractors
Cross Liability and Severability of Interest Clause
AUTOMOBILE LIABILITY PER PERSON
Comprehensive $500,000
Owned
Hired
Non -Owned
WORKERS' COMPENSATION
STATUTORY AMOUNT
AGGREGATE
$2, 000, 000
PER OCCURRENCE
$1,000,000
6
Exhibit D
Page ] 1 of 14
Neither Bidder nor any subcontractor shall commence work under this contract until they
have obtained all insurance required under this section and have supplied owner with
evidence of such coverage in the form of a Certificate of Insurance and endorsement.
Such certificates shall be approved by the City.
ALL INSURANCE COMPANIES PROVIDED SHALL. Be rated at least A VII per Best's Key
Rating Guide; be licensed to do business in Florida.
All policies provided shall be Occurrence not Claims Made forms. The Bidder's insurance
policies shall be endorsed to add the City of Tamarac as an Additional Insured. The Bidder
shall be responsible for all deductibles.
All of the policies of insurance so required to be purchased and maintained shall contain
a provision or endorsement that the coverage afforded shall not be canceled, materially
changed or renewal refused until at least thirty (30) calendar days written notice has been
given to the City by certified mail.
23. INDEMNIFICATION: The Bidder shall indemnify and hold harmless the City of
Tamarac, its elected and appointed officials and employees from any and all claims, suits,
actions, damages, liability, and expenses (including adome s' 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 Bidder or his Subcontractors, agents, officers, employees 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 of Tamarac or
its elected or appointed officials and employees.
24. CLARIFICATION TO TERMS AND CONDITIONS: Where there appears to be
variances or conflicts between the General Terms and Conditions and the Special
Conditions and/or Technical Specifications outlined in this bid, the Special Conditions
and/or the Technical specifications shall prevail.
The Bidder shall examine all bid documents and shall judge all matters relating to the
adequacy and accuracy of such documents. Any inquires, suggestions, request concerning
clarification or solicitation for additional information shall be submitted in writing to the City
of Tamarac Purchasing and Contract Manager. The City shall not be responsible for oral
interpretations given by any City employee or it's representative.
25. BID TABULATION: Bidders who wish to receive a copy of the bid tabulation should
18 request it by enclosing a stamped, self-addressed envelope with their bid, cr by requesting
a tabulation be sent to their fax machine. Bid results will not be given out by telephone.
The City does not notify unsuccessful bidders of contract awards.
r�
L
•
•
Exhibit D
Page 12 of 14
SPECIAL CONDITIONS
1. ASSIGNMENT OF CONTRACT: Neither this contract, nor any portion thereof, shall be
assigned, except by formal approval of the City Commission. No such approval will be
construed as making the City a part of or to such assignment, or subjecting the City to
liability of any kind to any assignee. No subcontract or assignment shall, under any
circumstances, relieve the contractor of his liability and obligation under this contract, and
despite any such assignment, the City shall deal through the Contractor only. However,
if the company is sold during the life of -the contact, the buying agent must provide the City
with a letter signed by an officer of the new owner that can legally bind the company,
stating that they will continue to perform the requirements of the contract under all the
terms, conditions, and specifications so stated -in the contract.
2. CONTRACTOR'S RESPONSIBILITY: Contractor shall provide sufficient manpower so
as to perform work safely and expeditiously.
3. DAMAGE TO PUBLIC AND/OR PRIVATE PROPERTY: Extreme care shall be taken
to safeguard all City property. Any damage shall be the responsibility of the contractor and
shall be repaired and/or replaced in equal or better condition at no additional cost to the
City. In the event of damage to public property, the contractor shall immediately contact
the City Clerk's Office by telephone (954) 724-1200 and inform the appropriate staff
member about the extent of the damages.
4. PAYMENT: Payment will be made after project has been completed, accepted, and
properly invoiced. Invoices must bear the project name, bid number and purchase order
number. The City has up to thirty (30) days to review, approve and pay all invoices after
receipt.
5. CONTRACT DOCUMENTS: The contract documents shall consist of the Bid Proposal
executed and submitted by the contractor, specifications, any addendum's or change
orders, insurance certificate, and the City resolution awarding the bid.
6. CHANGE ORDERS: Without invalidating the contract, and without notice to any surety,
the City reserves and shall have the right to make increases, decreases or other changes
to the character or quality of the work as may be considered necessary or desirable to
complete the proposed construction in a satisfactory manner. The contractor shall not
start work on any such alteration that requires an increase to either the contract price or
contract time until a change order setting forth the adjustments is approved by the City,
and executed by the City and contractor. Once the change order is so approved, the
contractor shall promptly proceed with the work.
In the event satisfactory adjustment cannot be reached by the City and the contractor for
any item requiring a change in the contract price or contract time, and a change order has
not been issued. the City reserves the right at its sole option to terminate the contract as
it applies to these items in question and make such arrangements as the City deems
Exhibit D
Page 13 of 14
necessary to complete the work. The value of any work covered by a change order for an
increase or decrease in the contract price shall be determined by mutual acceptance of
a lump sum by the City and Contractor. If notice of any change in the contract or contract
time is required to be given to a surety by the provisions of the bond, the giving of such
notice shall be the contractor's responsibility, and the amount of each applicable bond
shall be adjusted accordingly.
r-M
r.]
11
Exhibit D
Page 14 of 14
TECHNICAL SPECIFICATIONS
RECORDS STORAGE SERVICES
(BID NUMBER 98-02B)
A. The records storage facility must be located within a 10 miles radius of the City of
Tamarac City Hall.
B. The facility must meet all State Guidelines as to structure, fire prevention system,
humidity and temperature control (see State of Florida Public Records Storage
Guidelines Exhibit "A" attached)
C. The facility must be available for inspection by City representatives as determined
necessary in order to verify that records are being kept under the proper
conditions.
D. Same day regular retrieval is required. Boxes shall be available the same day
within 3 hours of request, as long as the request is no later than 2:00 p.m. This
applies to normal business hours/days.
E. Stored boxes shall not be moved without the City of Tamarac authorization. Doing
so will be considered a breach of contract and the retrieval of all records will be
done at no cost to the City.
F. The Contractor will allow other governmental agencies and organizations to utilize
this contract.
G. The initial agreement shall be for two years. The City of Tamarac reserves the
right to renew the agreement for two additional two-year periods at the City's
option.
H. Contractor must provide the City of Tamarac with a Certificate of Destruction after
boxes are destroyed.
10