ITB014157_Contract_V1.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: TRANSPORTATION OF RECORDS FOR THE OHIO DEPARTMENT OF PUBLIC

SAFETY, BUREAU OF MOTOR VEHICLES.

CONTRACT No.: ITB014157

CONTRACT ID: CTR014157

EFFECTIVE DATES: 12/01/2023 to 10/31/2026

SUPPLIER: EE WARD MOVING & STORAGE CO. LLC

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000014180. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 10/31/28 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Department of Public Safety, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1.1 - BACKGROUND

The purpose of this bid is to secure a Contractor to provide transportation and moving services of records for the Ohio Department of Public Safety (ODPS), Bureau of Motor Vehicles (BMV). The Contractor requirements include loading and transporting boxed records from approximately 200 Deputy Registrar (DR) agencies located throughout Ohio to the ODPS Alum Creek Facility Records Center, 1583 Alum Creek Drive, Columbus, Ohio, 43209 (ODPS/ACF Records Center). The Contractor is required to furnish all labor, specified materials, equipment, and resources necessary to accomplish services specified in this bid. Dependent upon current resource availability, the ODPS retains the option to utilize the ODPS staff to transport records from designated DR agencies located throughout the state of Ohio.

1.2 - ESTIMATED USAGE

Bidders to submit bids for cost per box transportation for five designated regions (Regions A-E) within the State of Ohio, as shown in Attachment One.

All bids submitted shall be the cost-per-box to transport record boxes from each DR agency to the ODPS/ACF Records Center.

The estimated number of boxes that the Contractor needs to pick up from each DR agency is indicated in Attachment Two.

Proposed cost-per-box shall be the same for all agencies located within a designated Region. Bidder shall specify the cost for per box transportation by Region on the Item Grid.

Usage data may vary from year to year. The State makes no representation or guarantee as to the actual number of boxes or frequency of pickups that will be required at each of the location and reserves the right to transport record boxes via other sources. The estimates listed below are based upon historical delivery records.

Item Number

Annual Estimated # of Usage/Boxes Service

Region A-Records Delivery-Cost per Box 1,298 Transportation of Boxes, Region A: Ashtabula, Cuyahoga, Geauga, Lake, Lorain, Medina, Portage, Summit, Trumbull

Region B-Records Delivery-Cost per Box 750

Transportation of Boxes, Region B: Athens, Belmont, Carroll, Columbiana, Coshocton, Gallia, Guernsey, Harrison, Holmes, Jackson, Jefferson, Lawrence, Mahoning, Meigs, Monroe, Morgan, Muskingum, Noble, Stark, Tuscarawas, Vinton, Washington, Wayne

Region C-Records Delivery-Cost per Box 1,126

Transportation of Boxes, Region C: Adams, Brown, Butler, Clark, Clermont, Clinton, Darke, Greene, Hamilton, Highland, Miami, Montgomery, Pike, Preble, Scioto, Warren

Region D-Records Delivery-Cost per Box 742

Transportation of Boxes, Region D: Allen, Ashland, Auglaize, Champaign, Crawford, Defiance, Erie, Fulton, Hancock, Hardin, Henry, Huron, Logan, Lucas, Marion, Mercer, Morrow, Ottawa, Paulding, Putnam, Richland, Sandusky, Seneca, Shelby, Van Wert, Williams, Wood, Wyandot

Region E-Records Delivery-Cost per Box 740

Transportation of Boxes, Region E: Delaware, Fairfield, Fayette, Franklin, Hocking, Knox, Licking, Madison, Perry, Pickaway, Ross, Union

1.3 - MINIMUM PICKUP AND DELIVERY CHARGE

Proposed Minimum Pickup and Delivery charge by region will apply to all agencies within that designated Region. The Contractor shall only apply the minimum pickup charge when it is greater than the total charge based on cost-per-box for an agency. When applied to an invoice, the minimum pickup charge becomes the total charge for the agency. It is not in addition to the cost per box charge. Failure to include a dollar amount at bid submission for the Minimum Pickup and Delivery Charge will be interpreted as $0.00.

1.4 - CONTRACTOR RESPONSIBILITES AND REQUIREMENTS

A. Loading and transporting boxed records from approximately 200 Deputy Registrar (DR) agencies located throughout Ohio to the ODPS Alum Creek Facility, Records Center, 1583 Alum Creek Drive, Columbus, Ohio, 43209 (ODPS/ACF Records Center). The Records Center has a schedule established to have retention boxes picked up from each DR agency twice a year.

B. The Contractor shall provide like-kind transportation services for the ODPS on an as-needed basis at the same rates/minimum trip charge established in the Contract, Contractor shall be available for providing transportation services five days a week, Monday – Friday, 8:00 AM to 4:00 PM (excluding State holidays) and shall perform all work within these weekday hours. The ODPS shall provide the Contractor a weekly schedule at least seven calendar days in advance of the first pickup date on the schedule.

C. The schedule will include the requested pickup week, the DR agency name, address, telephone number, email address, and the number of boxes staged for pickup and transport by the Contractor. The ODPS anticipates scheduling approximately 15 to 20 DR agencies per region, per week for pickup by the Contractor. All DR agencies that require pickup within a specific week shall either be located in the same county, same three-digit ZIP Code prefix, or otherwise located in close proximity to each other. (See Ohio BMV for the listing of DR License Agencies locations and hours).

D. The Contractor shall contact each DR agency to schedule a mutually agreeable time and date to pick up record boxes, obtain parking and any special loading/unloading arrangements and or instructions, and discuss the location of, and access to, the record box staging area. Scheduled pickup times shall provide the agencies at least 24 hours advanced notice to prepare for the pickups. Most of the facilities have limited space for loading, cannot accommodate semi-tractor trailers, and have varying dock heights or no loading docks. The delivery point at the ODPS/ACF Records Center is equipped with loading docks and equipment to unload the Contractor’s vehicles.

E. Each DR agency will pack all records in record storage boxes measuring approximately 16 inches length, 12 inches width by 10 inches high, or other boxes similar in size, and stage them for pickup by the Contractor. The weight of each packed record box shall not exceed 40 pounds (lbs). The ODPS shall record a unique “Box Number” on each record box for tracking purposes and seal each carton with an exclusive tape to detect tampering.

F. Access to most record box staging areas is limited to a two wheeled dolly cart or four wheeled flatbed cart. The Contractor shall provide all material handling equipment needed to transport the record boxes from each DR agency staging area to their vehicle. The Contractor may be required to move boxes from an upper or lower level to ground level via a staircase. The Contractor may furnish a conveyor to expedite the removal of record boxes from the DR agencies. The Contractor must consider these limitations in advance in the planning and execution of the move.

G. The ODPS will provide the Contractor a Deputy Registrar Pick Up Record Form (Attachment Three) for each DR agency. Pickup Record forms for each DR agency will accompany the schedule when provided to the Contractor.

Each Pick Up Record will include the DR agency name, DR agency number, unique box numbers, and total number of boxes staged for the Contractor to pick up and transport. The Contractor shall confirm the total quantity of boxes and unique box numbers picked up at each DR agency using the Pick Up Record Form. After confirmation of the boxes, the Contractor shall sign and date the form, and obtain the signature of the releasing DR agency designee.

A designee will sign the document upon receipt of the records at the ODPS/ACF Records Center and retain the original document. Note: Also see Section 1.6 Security Item D.

H. The Contractor shall notify the contact person(s) for the DR agency, and main ODPS contact person(s), Kevin Palmore (614) 752-6675 or email kpalmore@dps.state.oh.us or Randy Hawk (614) 752-7883 or email rhawk@dps.state.oh.us, of any problems or discrepancies in the volume of record boxes reported by the ODPS/ACF Records Center and picked up by the Contractor. Notification of any discrepancy noticed at the time of pickup shall be made to the contact person for the DR agency before departure from the agency. Subsequent discrepancies shall be reported to the main ODPS contact person within 24 hours of its discovery or no later than the next scheduled business day. The ODPS will provide contact information after contract award.

I. The Contractor shall load the pre-packed, and pre-labeled, sealed boxes from each DR agency’s staging area and transport them to their vehicle.

https://www.bmv.ohio.gov/ mailto:palmore@dps.state.oh.us mailto:rhawk@dps.state.oh.us

J. The Contractor shall secure each loaded pallet with stretch-wrap provided by the Contractor. The Contractor will indicate on each Pickup Record the number of pallets they will deliver to the ODPS/ACF Record Center.

K. The Contractor shall deliver all record boxes they pick up each week to the ODPS/ACF Record Center by Tuesday of the following week.

L. The ODPS will track pallets released to, and returned by, the Contractor. The Contractor will be required to sign an invoice stating that the pallets were received. The ODPS will stencil “BMV” or “ODPS” on any pallets they provide the Contractor. The Contractor shall reimburse the ODPS $14.50 for each pallet not returned at the end of the contract. The ODPS will not accept other pallets as replacements.

M. The Contractor shall be responsible for protecting the building structure(s), signage, and property at both the sending and receiving facilities. This includes but is not limited to parking lot, floors, stairs, thresholds, walls, doors, doorframes, and ceiling sprinkler systems. The Contractor shall provide and use protective materials, such as cardboard, on surfaces along the move route that may be prone to damage, such as doorframes, tight corners, etc.

N. The Contractor’s staff shall be respectful, and shall keep the pickup and delivery sites orderly, clean, and safe at all times. Miscellaneous debris generated by the Contractor must be removed from the property and lawfully disposed of by the Contractor at the Contractor’s expense.

O. In the event inclement weather or other factors prohibit a scheduled move from the beginning, or interrupts a move in progress, the Contractor shall immediately contact the affected DR agencies and the main ODPS contact person(s) to reschedule moving activities as soon as possible and upon mutual agreement. The bidder shall include in their response a description of the specific weather conditions that may prevent them from performing moving activities.

P. The Contractor’s bid shall include all costs associated with the Contractor providing the services described in this contract including all equipment, specified supplies, transportation, permits, insurance, licenses, and labor required to provide the services specified herein.

Q. The Contractor must have the ability to transport record boxes from at least 30 DR agencies during a five day work week (Monday – Friday), as outlined in Section 1.4.B. The Contractor must have capacity to hold record boxes in a secured facility overnight until delivery to the ODPS/ACF Record Center.

R. The Contractor shall provide specified services as a prime Contractor. No subcontracting or interlining is permitted.

S. The Contractor shall be solely responsible for any failure to meet the performance schedule or performance specifications for the contract. The Contractor will assume responsibility for all work and conditions described in this contract. The ODPS will consider the Contractor to be the sole point of contact with regard to contractual matters, including payment of all charges resulting from the contract.

T. In case of a labor strike involving the Contractor, the ODPS may select another Contractor to provide the services listed herein during the term of the labor strike. Any additional cost incurred by the ODPS may be the responsibility of the awarded Contractor.

U. The Registrar of the BMV may abolish or add an agency at any location at any time that it is not under BMV/DR contract. The ODPS reserves the right to add, change, or delete DR agencies as a pickup site and will advise the Contractor of said changes. The Contractor shall charge the ODPS the same rates outlined in the Price Schedule as the site located nearest to an added agency.

V. The Contractor shall transport all record boxes in fully enclosed, weatherproof cargo areas. The Contractor shall have a minimum of three fully enclosed, weatherproof tractor-trailers, or straight trucks, available for use on this contract.

W. The Contractor shall maintain a method to provide the status of a shipment to the state within 24 hours of receiving an inquiry. Tracking information shall include acknowledgement of shipment pickup, the number of packages on shipment, time of pickup, location of shipment within Contractor’s system, and delivery confirmation. The Contractor shall promptly respond to inquiries from the State about lost or missing record boxes from shipments and work with the State to resolve expeditiously.

1.5 - ODPS REQUIREMENTS

This ITB provides an opportunity for Bidders to submit a bid to provide services to all five designated regions (Regions A-E) within the State of Ohio, as shown on Attachment One. However, due to logistic proximity and the availability of the ODPS staff, the ODPS has the option and may elect to use the ODPS staff to transport records throughout the state of Ohio.

A. The ODPS will provide record storage boxes to the DR agencies.

B. Each DR agency will pack, label, seal and stage boxes in consecutive box order for pickup by the Contractor. For security purposes, each DR agency shall seal each box with a special marked tape.

C. Each DR agency shall stage separately, any record boxes they possess from a different DR agency for the Contractor to pick up and transport. In this case, the ODPS will list the boxes on a separate pickup record.

D. The main ODPS contact person(s) will provide the Contractor a Pickup Schedule and Pickup Record, and for each agency at least seven calendar days in advance of the first pickup date on the schedule. The ODPS can provide the Contractor this information on paper or in electronic format. After contract award, the ODPS will coordinate with the Contractor to determine a method to provide this information.

E. If requested by the Contractor, ODPS will provide four-way heavy-duty pallets measuring 40 inches length by 48 inches width to the Contractor before any scheduled move activity. These pallets will be specially stenciled "BMV” or "ODPS”. The Contractor shall pick up the pallets from the ODPS/ACF Records Center, as needed, at mutually agreeable times and dates. The ODPS will track pallets released to, and returned by, the Contractor. The Contractor is responsible for unloading pallets from the Contractor’s truck via pallet jacks at the ODPS/ACF Records Center.

F. Upon award of the contract, the ODPS will provide the Contractor a list containing contact information for each DR agency location and the main ODPS contact person.

1.6 - SECURITY

A. All ODPS records must be secure while in the Contractor’s possession and safeguard materials against loss, unauthorized access, use, or disclosure, in accordance with Title 18 of United States Code, Section 2721, U.S. Code commonly known as the Driver’s Privacy Protection Act (DPPA), and under Lawriter - ORC - 4501.27 Confidentiality.

(Disclosure of personal information in motor vehicle records after 9-13-97).

B. The Contractor shall provide secured overnight storage (at their expense) of the record boxes for delivery to the ODPS/ACF Records Center if the Contractor is unable to deliver them the same day they pick them up and in coordination with the applicable DR agency(ies). Facilities used for overnight storage of the ODPS records shall be approved by the DR agency (ies) and equipped with electronic monitoring and intrusion detection devices and monitored 24 hours a day. Access to the storage area must be limited to authorized personnel.

C. The Contractor shall keep their vehicles locked while transporting the ODPS records.

D. The ODPS shall record a unique “Box Number” on each record box for tracking purposes and seal each carton with an exclusive detect tampering tape. The Contractor shall not open record boxes.

E. Drivers utilized by the Contractor must be bonded, have a valid driver license, properly marked and licensed company vehicle (i.e., owned or leased by the Contractor with required vehicle registration and company identification information) and wear a company uniform bearing the company’s name that is standard to the industry (e.g., matching pants, shirts, hat) when performing work under this contract. The Contractor’s employees are also required to wear, or provide upon request, photo identification badges issued by the Contractor.

F. The Contractor shall be bonded and insured and shall provide the ODPS a list containing the full names of all employees that perform work under this contract. Any/all changes to this list must be disclosed with the designated ODPS contact. The ODPS reserves the right to limit/reject participation by any Contractor personnel that is determined not to be in the best interest of the ODPS.

http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title18-section2721&num=0&edition=prelim http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title18-section2721&num=0&edition=prelim https://codes.ohio.gov/ohio-revised-code/section-4501.27

G. Upon contract award, all Contractor’s staff who will perform work under the contract must undergo a complete and thorough background check at the ODPS’ expense. This will include previous work addresses for the past ten years.

An extensive investigation will be conducted by the ODPS prior to the assignment of the Contractor’s staff to begin work.

Background checks will be performed to determine if current or potential employees of the Contractor have any types of convictions in the following areas:

1. Any record of violence, domestic or otherwise;

2. Drug-related convictions;

3. Theft; and

4. Other offenses deemed a risk for work performed under the contract.

Those employees and potential employees of the Contractor with felony convictions or other criminal records, unless specifically approved by the ODPS, will not be permitted to perform work under this contract.

H. The ODPS shall provide the Contractor a partially completed Deputy Registrar Pick Up Record form (See Attachment Three) to accompany every shipment of record boxes transported from the DR agencies to the ODPS/ACF/Records Center.

The completed Pickup Record shall include the following information:

ODPS Responsibility Contractor’s Responsibility

Pre-numbered Tracking Number (preprinted by the ODPS) Contractor’s Driver name

Estimated Total Weight (preprinted by the ODPS) Contractor’s Driver signature (sending side) and Date

Record Box Numbers and Total Box Quantity to Pick up (preprinted by the ODPS)

DR Release Signature (sending side) and Date Contractor to obtain

DR Name and Agency Number (preprinted by the ODPS) Record Center Designee Name

Record Center Designee Signature (receiving side) and Date

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Note: Also see Section 1.5.E. for Contractor’s unloading responsibility.

1.7 - INVOICING

A. The Contractor shall send itemized invoices, in quadruplicate, to the ODPS on a monthly basis. Emailing invoices is preferred, email them to: invoices@ohio.gov with “DPS Origin A77” in the subject line and on the actual invoice, the mailing address for invoices is:

DPS Origin A77 Ohio Shared Services PO Box 182880 Columbus Ohio 43218-2880

B. A proper invoice is one that is free from defects, discrepancies, error or other improprieties, and must include:

1. Contractor’s name and address

2. Contractor’s OAKS Supplier number

3. Invoice remittance address as designated in the contract.

4. Purchase Order Number mailto:invoices@ohio.gov

5. Individually listed orders including the pickup date, pickup address, DR agency number, delivery date, the ODPS tracking number, total boxes, unit price, quantity, and total cost.

6. The ODPS shall return defective invoices to the Contractor noting areas for correction. If such notification of defects is sent, the required payment date is to be thirty days after receipt of the corrected invoice.

7. The Contractor must provide free-of-charge telephone or internet inquiry access (the ODPS’ choice) for purposes of invoice resolution, tracking shipments, and other issues relating to the services stipulated herein.

8. The ODPS shall apply a penalty of ten percent of the delivery charge for each whole day the Contractor is late to a scheduled agency pickup or delivery to the ODPS Record Center.

9. The ODPS shall apply a $14.50 charge to the Contractor for each pallet not returned at the end of the contract.

1.8 - BIDDER QUALIFICATIONS

If not provided with the bid response, the bidder will have seven calendar days after receiving a request from DAS to provide documentation. Failure to meet any of the qualifications listed below may result in the bidder being disqualified.

A. The Bidder will provide a Public Utilities Commission of Ohio Certificate. The awarded Contractor shall have a permit issued by the Public Utilities Commission of Ohio (PUCO) and shall remain in good standing with the PUCO for the duration of this contract. (Lawriter - ORC - 4923.07. – Contract of Carriage and Lawriter - OAC - 4901:2-5-02 – Department of Transportation Safety Standards). Bidder to attach PUCO certificate via the Questionnaire.

B. The Bidder will provide at least three references with transportation services similar in size and scope for at least the previous three years, to that listed herein. The references must include customer name, address, company contact person, telephone number, and years servicing the account. All contact people must be available and willing to respond to inquiries from the bid evaluator or the bid may be found not responsive with any further consideration for award given. Bidder to include this information via the Questionnaire.

C. The Bidder shall have the capacity to track/trace record boxes picked up and delivered.

D. The Contractor will provide a certificate that lists and describes the equipment and staffing available to meet the requirements specified in this bid, including vehicles that can support pickup from all the ODPS facilities listed in the contract as scheduled. The certificate must be on business or corporate letterhead paper and be signed by a duly authorized representative of the company. Bidder to include this information via the Questionnaire.

E. The Bidder shall provide the name(s) of specific account coordinator/supervisor provided as primary contact. Bidder to include this information via the Questionnaire.

F. Account coordinator/supervisor shall be a full-time employee of the Contractor and shall have at least three years’ experience providing transportation services described above.

G. The Bidder agrees to ensure all staff performing work under this contract meet the background check requirements and is bonded and insured. Personnel must be permanent employees of the Contractor.

H. The awarded Contractor(s) shall provide a description and location of the secure facility the Contractor plans to store records overnight pending delivery to the ODPS/ACF Record Center. Bidder to include this information via the Questionnaire.

I. The Bidder shall provide a Certificate of Insurance for the required coverage evidencing insurance from an insurance carrier, or carriers, authorized to do business in the state of Ohio. The certificate(s) must be in a form that is reasonably satisfactory to the State as to the contents of the policies and the quality of the insurance carriers. Bidder to include this information via the Questionnaire.

J. The State may use information garnered through third parties, such as Dun and Bradstreet, in the evaluation of a bidder’s financial responsibility.

http://www.puco.ohio.gov/puco/index.cfm/information-by-industry/motor-carrier-consumer-information http://codes.ohio.gov/orc/4923.07 http://codes.ohio.gov/oac/4901:2-5-02 http://www.dnb.com/

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 04/10/23) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.3 - MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE

The State is committed to making more State contracts and opportunities available to minority business enterprises (MBE) certified by the State of Ohio pursuant to Section 122.921 of the Ohio Revised Code and Rule 123:2-14-01 of the Ohio Administrative Code, as those provisions may be amended, renumbered, replaced or otherwise modified. This solicitation is being issued as a minority set aside contract in accordance with Section 125.081 of the Ohio Revised Code. All suppliers must be an Ohio certified MBE as of the solicitation due/opening date. Pursuant to OAC 123:2-14-02 (V), suppliers are required to be certified in the appropriate UNSPS Code for the products, supplies, or services specified in the solicitation. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date, contact the Minority Business Development Division at the Department of Development. For more information regarding Ohio MBE certification requirements, including a list of Ohio certified MBE businesses, please visit Development’s Minority Business Development Division web site.

Any supplier seeking to submit a response to this solicitation must provide a copy of its Ohio MBE certification with its response. The supplier must maintain a valid certification throughout the term of the Contract, including any renewals. Failure to maintain a valid certification will be considered a breach of the Contract.

The UNSPS Commodity Code for this solicitation is 78101800 Road Cargo Transport.

3.4 - CARGO LIABILITY

In addition to the requirements listed in the Standard Terms and Conditions, the following is required:

Each bidder shall carry a minimum of $50,000.00 dollars per occurrence and $200,000.00 dollars annual aggregate of cargo liability. A certificate of insurance showing the types of coverage should be submitted with the bid via the Questionnaire. If not, the bidder must provide the said certificate within seven calendar days, after notification, to the Office of Procurement Services. Failure to provide the certificate within the stated time period may result in the bidder being deemed as not responsive and the bid response may be immediately disqualified with no further consideration given for potential awarding of the contract.

https://procure.ohio.gov/static/pdf/About_Procurement/Procurement_Policies/Standard_T_C_04-10-23.pdf

3.5 - CYBER LIABILITY

In addition to the requirements listed in the Standard Terms and Conditions, the following is required:

Cyber liability (first and third party) with limits not less than $2,000,000 per claim, $2,000,000 aggregate. Coverage must be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this Contract and must include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The coverage must provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses with limits sufficient to respond to these obligations.

A certificate of insurance showing the types of coverage should be submitted with the bid via the Questionnaire. If not, the bidder must provide the said certificate within seven calendar days, after notification, to the Office of Procurement Services.

Failure to provide the certificate within the stated time period may result in the bidder being deemed as not responsive and the bid response may be immediately disqualified with no further consideration given for potential awarding of the contract.

3.6 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first 12 months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective 30 calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

In order to qualify for consideration of any price increases during the life of this contract, the Bidder must provide cost allocation of items. Bidders are required to provide the cost allocation of items indicated (shown as a percentage of total cost allocated to these items). Bidder is to include this information via the Questionnaire. Failure to provide pricing allocation for items indicated may result in the Bidder being deemed as not responsive and the Bid response may be disqualified with no further consideration given for potential awarding of the contract.

3.7 - TEMPORARY FUEL ADJUSTMENT

No request for a temporary fuel adjustment may be requested for the first six months duration of the Contract. Thereafter, should a statewide or national increase in the cost of fuel occur, that is greater than 20% of the cost for fuel in place at the time of Contract award, the Contractor may petition DAS to increase the Contract price(s). The Contractor will be required to provide a cost breakdown of each item to indicate the portion of their product cost that is attributed to fuel. If approved, the Contractor will be permitted to adjust the price(s) by the exact amount of the fuel increase. The increase will be effective seven calendar days after approval. Future requests for fuel cost adjustment will be considered in six month intervals, for the duration of the Contract, under the above conditions. Should a statewide or national decrease in the cost of fuel occur, that is greater than 20% of the cost of fuel at the time of Contract award or approved increase, the Contractor will advise Procurement Services of said decrease and the Contract will be adjusted accordingly. Said decrease will become effective seven calendar days after notification. Failure of the Contractor to notify Procurement Services of a decrease will be considered as a default and the Contractor will be responsible to reimburse the state for any overpayments. Said increases or decreases will be effective on all orders placed on or after the approval date of the adjustment.

3.8 - CERTIFICATION OF PUCO INTRASTATE AUTHORITY

Public Utilities Commission of Ohio (PUCO). Each bidder is to submit with the bid response via the Questionnaire a notarized list of all existing authorities to perform the types of services required in this bid. This list shall include at a minimum the applicable PUCO authority certificates and/or permit number(s) and a description of the type of services that the bidder is authorized to provide under each PUCO approval. The bidder shall also indicate any additional PUCO approvals being sought or required to enable the bidder to perform the services listed in the bid or as required by any contract awarded as a result of this bid. Upon awarding of a contract, the successful Contractor shall provide within 30 calendar days, a notarized list of these additional approvals to the Office of Procurement Services. As deemed necessary, the state reserves the right to submit any documentation to the PUCO for verification of approvals. All approvals shall remain in effect for the duration of the awarded contract and any extension(s) thereto. Failure to provide the information requested and/or failure to maintain proper authorities may result in the bid being deemed not responsive and/or any contract being immediately canceled.

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

5.2 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the time specified herein will deem the bidder not responsive.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

5.3 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will evaluate the bid based on the total annual cost for all Regions/locations: for each region, the estimated volume of boxes per pickup by DR agency location will be multiplied by the unit cost per box bid for that region for a total cost per pickup by DR agency. If the calculated per pickup cost by DR location is less than the minimum pickup charge bid for that region, the minimum pickup charge will be used for that DR location. Total cost per pickup by DR agency will be multiplied by two annual pickup frequency for a total annual pickup cost by DR agency. The total annual cost by DR agency by region will be summed for a total annual cost by region. Total annual costs by region will be summed for a Grand total. The State reserves the right to reject the “minimum” pickup charge if it is determined to be excessive.

Example Calculation:

Grand Total Cost = Sum of Region A DR agency costs [(Estimated Volume of Boxes per pickup by DR agency)*(Cost per Box bid for Region A)*(2 annual frequency)]+ Sum of Region B DR agency costs [(Estimated Volume of Boxes per pickup by DR agency)*(Cost per Box bid for Region B)*(2 annual frequency)]+ Sum of Region C DR agency costs [(Estimated Volume of Boxes per pickup by DR agency)*(Cost per Box bid for Region C)*(2 annual frequency)]+ Sum of Region D DR agency costs [(Estimated Volume of Boxes per pickup by DR agency)*(Cost per Box bid for Region D)*(2 annual frequency)]+ Sum of Region E DR agency costs [(Estimated Volume of Boxes per pickup by DR agency)*(Cost per Box bid for Region E)*(2 annual frequency)]

Failure to bid all items may result in the bidder being deemed not responsive.

5.4 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total.

ATTACHMENT ONE - RECORDS PICKUP REGION MAP

Region A

Region D

Region C

Region B

Region E

Headquarters -Evaluated with Region E

ATTACHMENT TWO– ANNUAL ESTIMATED USAGE BY REGION/LOCATION

Region A

ASHTABULA, CUYAHOGA, GEAUGA, LAKE, LORAIN, MEDINA, PORTAGE, SUMMIT, TRUMBULL

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

A Ashtabula Jefferson 44047 418 11 2 22 A Ashtabula Ashtabula 44004 426 10 2 20

A Cuyahoga North Royalton 44133 1809 17 2 34

A Cuyahoga Cleveland 44111 1840 14 2 28 A Cuyahoga Parma 44130 1814 23 2 46

A Cuyahoga Shaker Heights 44120 1817 9 2 18

A Cuyahoga Bedford 44125 1820 22 2 44

A Cuyahoga Independence 44131 1828 12 2 24

A Cuyahoga Cleveland 44103 1829 6 2 12 A Cuyahoga Strongsville 44136 1841 25 2 50 A Cuyahoga Cleveland 44104 1846 9 2 18

A Cuyahoga Cleveland Heights 44118 1854 9 2 18

A Cuyahoga Parma Heights 44130 1855 17 2 34

A Cuyahoga Brooklyn 44144 1856 16 2 32

A Cuyahoga Mayfield Heights 44124 1861 17 2 34

A Cuyahoga North Olmsted 44070 1815 32 2 64

A Geauga Chesterland 44026 2812 11 2 22

A Geauga Chardon 44024 2817 15 2 30 A Lake Painesville 44077 4305 17 2 34 A Lake Wickliffe 44092 4325 13 2 26 A Lake Willowick 44095 4328 23 2 46 A Lake Mentor 44060 4334 14 2 28 A Lorain Avon Lake 44012 4721 12 2 24 A Lorain Elyria 44035 4714 22 2 44 A Lorain Wellington 44090 4720 9 2 18 A Lorain Lorain 44053 4740 19 2 38

ATTACHMENT TWO – ANNUAL ESTIMATED USAGE BY REGION/LOCATION (continued)

Region A (continued)

ASHTABULA, CUYAHOGA, GEAUGA, LAKE, LORAIN, MEDINA, PORTAGE, SUMMIT, TRUMBULL

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

A Medina Medina 44256 5209 20 2 40 A Medina Wadsworth 44281 5215 15 2 30 A Portage Ravenna 44266 6720 13 2 26 A Portage Streetsboro 44241 6725 10 2 20 A Summit Akron 44312 7715 15 2 30

A Summit Cuyahoga Falls 44221 7726 39 2 78

A Summit Akron 44311 7731 16 2 32 A Summit Barberton 44203 7732 15 2 30 A Summit Stow 44224 7777 17 2 34 A Summit Northfield 44067 7742 25 2 50

A Summit Akron 44310 7750 14 2 28

A Summit Akron 44333 7701 11 2 22 A Trumbull Warren 44483 7832 16 2 32 A Trumbull Niles 44446 7847 10 2 20 A Trumbull Warren 44483 7840 9 2 18

Region B

Athens, Belmont, Carroll, Columbiana, Coshocton, Gallia, Guernsey, Harrison, Holmes, Jackson, Jefferson, Lawrence, Mahoning, Meigs, Monroe, Morgan, Muskingum, Noble, Stark, Tuscarawas, Vinton, Washington, Wayne

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

B Athens Athens 45701 520 12 2 24 B Belmont Bridgeport 43912 705 9 2 18 B Belmont Barnesville 43713 707 6 2 12 B Carroll Carrollton 44615 1011 8 2 16 B Columbiana East Liverpool 43920 1510 12 2 24 B Columbiana Salem 44460 1525 10 2 20 B Columbiana Lisbon 44432 1530 12 2 24 B Coshocton Coshocton 43812 1620 9 2 18 B Gallia Gallipolis 45631 2705 9 2 18 B Guernsey Cambridge 43725 3007 9 2 18 B Harrison Cadiz 43907 3410 4 2 8 B Holmes Millersburg 44654 3810 8 2 16 B Jackson Jackson 45640 4039 11 2 22 B Jefferson Steubenville 43952 4120 9 2 18 B Lawrence Ironton 45638 4412 9 2 18 B Lawrence Proctorville 45669 4410 8 2 16 B Mahoning Youngstown 44509 5008 13 2 26 B Mahoning Poland 44514 5024 11 2 22 B Mahoning Boardman 44512 5032 16 2 32 B Mahoning Youngstown 44505 5047 12 2 24 B Meigs Pomeroy 45769 5311 7 2 14 B Monroe Woodsfield 43793 5606 3 2 6

B Morgan McConnelsville 43756 5811 5 2 10

B Muskingum Zanesville 43701 6015 16 2 32 B Noble Caldwell 43724 6105 4 2 8

Region B (continued)

Athens, Belmont, Carroll, Columbiana, Coshocton, Gallia, Guernsey, Harrison, Holmes, Jackson, Jefferson, Lawrence, Mahoning, Meigs, Monroe, Morgan, Muskingum, Noble, Stark, Tuscarawas, Vinton, Washington, Wayne

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

B Stark Canton 44707 7616 11 2 22

B Stark Massillon 44646 7619 14 2 28

B Stark Alliance 44601 7628 15 2 30 B Stark Canton 44708 7633 17 2 34 B Stark Canton 44714 7635 4 2 8 B Stark North Canton 44720 7692 22 2 44

B Tuscarawas New Philadelphia 44663 7902 18 2 36

B Tuscarawas Uhrichsville 44683 7914 7 2 14 B Vinton McArthur 45651 8205 4 2 8 B Washington Marietta 45750 8420 14 2 28 B Wayne Wooster 44691 8515 8 2 16

B Wayne Orrville 44667 8526 9 2 18

Region C

Adams, Brown, Butler, Clark, Clermont, Clinton, Darke, Greene, Hamilton, Highland, Miami, Montgomery, Pike, Preble, Scioto, Warren

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

C Adams West Union 45693 103 6 2 12 C Brown Georgetown 45121 803 8 2 16 C Butler Middletown 45044 901 20 2 40 C Butler Fairfield 45014 915 14 2 28 C Butler Hamilton (East) 45011 923 13 2 26 C Butler Hamilton (West) 45013 946 10 2 20 C Clark Springfield (East) 45505 1220 10 2 20 C Clark New Carlisle 45344 1214 8 2 16

C Clark Springfield (West) 45504 1218 9 2 18

C Clermont Batavia 45103 1301 20 2 40 C Clermont Loveland 45140 1311 21 2 42 C Clermont Milford 45150 1313 16 2 32 C Clinton Wilmington 45177 1423 10 2 20 C Darke Greenville 45331 1906 14 2 28 C Greene Beavercreek 45434 2902 11 2 22 C Greene Xenia 45385 2905 11 2 22 C Greene Fairborn 45324 2912 7 2 14 C Hamilton Montgomery 45242 3107 8 2 16 C Hamilton Mount Healthy 45231 3122 21 2 42 C Hamilton Cincinnati 45212 3131 18 2 36 C Hamilton Sharonville 45241 3141 21 2 42 C Hamilton Cincinnati 45239 3155 14 2 28 C Hamilton Cincinnati 45202 3159 11 2 22 C Hamilton Harrison 45030 3167 10 2 20 C Hamilton Cincinnati 45248 3171 16 2 32 C Hamilton Cincinnati 45230 3182 12 2 24 C Hamilton Cincinnati 45227 3186 12 2 24 C Hamilton Cincinnati 45205 3191 13 2 26

Region C (continued)

Adams, Brown, Butler, Clark, Clermont, Clinton, Darke, Greene, Hamilton, Highland, Miami, Montgomery, Pike, Preble, Scioto, Warren

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

C Highland Hillsboro 45133 3632 8 2 16 C Miami Troy 45373 5512 17 2 34 C Montgomery Dayton 45415 5722 23 2 46 C Montgomery Moraine 45449 5740 15 2 30 C Montgomery Huber Heights 45424 5754 21 2 42 C Montgomery Dayton 45422 5758 7 2 14 C Montgomery Dayton 45403 5764 10 2 20 C Montgomery Centerville 45458 5772 23 2 46 C Pike Waverly 45690 6606 10 2 20 C Preble Eaton 45320 6805 12 2 24 C Scioto Portsmouth 45662 7314 13 2 26 C Warren Mason 45040 8307 14 2 28 C Warren Franklin 45005 8310 15 2 30 C Warren Lebanon 45036 8372 11 2 22

Region D

Allen, Ashland, Auglaize, Champaign, Crawford, Defiance, Erie, Fulton, Hancock, Hardin, Henry, Huron, Logan, Lucas, Marion, Mercer, Morrow, Ottawa, Paulding, Putnam, Richland, Sandusky, Seneca, Shelby, Van Wert, Williams, Wood, Wyandot

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

D Allen Lima 45804 220 8 2 16 D Allen Lima 45801 207 13 2 26 D Ashland Ashland 44805 302 12 2 24 D Auglaize Wapakoneta 45895 607 9 2 18 D Champaign Urbana 43078 1108 9 2 18 D Crawford Bucyrus 44820 1712 8 2 16 D Defiance Defiance 43512 2011 8 2 16 D Erie Sandusky 44870 2209 13 2 26 D Fulton Wauseon 43567 2608 8 2 16 D Hancock Findlay 45840 3202 15 2 30 D Hardin Kenton 43326 3306 6 2 12 D Henry Napoleon 43545 3508 5 2 10 D Huron Norwalk 44857 3917 17 2 34 D Logan Bellefontaine 43311 4606 9 2 18 D Lucas Oregon 43616 4805 15 2 30 D Lucas Toledo 43614 4808 16 2 32 D Lucas Toledo 43604 4841 8 2 16 D Lucas Toledo 43623 4846 10 2 20 D Lucas Sylvania 43560 4857 19 2 38 D Marion Marion 43302 5113 10 2 20 D Mercer Celina 45822 5408 12 2 24 D Morrow Mt. Gilead 43338 5904 8 2 16 D Ottawa Port Clinton 43452 6209 7 2 14 D Paulding Paulding 45879 6318 5 2 10 D Putnam Ottawa 45875 6911 9 2 18 D Richland Mansfield 44902 7008 15 2 30 D Richland Shelby 44875 7018 9 2 18 D Sandusky Fremont 43420 7209 12 2 24 D Seneca Tiffin 44883 7419 10 2 20 D Shelby Sidney 45365 7502 10 2 20 D Van Wert Van Wert 45891 8107 9 2 18 D Williams Bryan 43506 8613 9 2 18 D Wood Bowling Green 43402 8715 17 2 34 D Wood Perrysburg 43551 8709 13 2 26 D Wyandot Upper Sandusky 43351 8812 8 2 16

Region E

Delaware, Fairfield, Fayette, Franklin, Hocking, Knox, Licking, Madison, Perry, Pickaway, Ross, Union

Region Code County Name City Zip Code Deputy

Number

Estimated Volume

(per pickup)

Annual Pickup

Frequency

Annual Estimated Usage/EA

E Delaware Delaware 43015 2159 19 2 38 E Delaware Powell 43065 2188 8 2 16 E Fairfield Lancaster 43130 2301 16 2 32 E Fairfield Pickerington 43147 2308 18 2 36 E Fayette Washington CH 43160 2438 9 2 18 E Franklin Columbus 43209 2508 14 2 28 E Franklin Columbus 43220 2510 12 2 24 E Franklin Columbus 43228 2515 10 2 20 E Franklin Westerville 43081 2505 12 2 24 E Franklin Grove City 43123 2530 10 2 20 E Franklin Gahanna 43230 2528 16 2 32 E Franklin Columbus 43235 2586 24 2 48 E Franklin Hilliard 43026 2562 20 2 40 E Franklin Columbus 43207 2565 32 2 64 E Franklin Whitehall 43213 2516 9 2 18 E Franklin Columbus 43228 2578 8 2 16 E Franklin Columbus 43229 2521 13 2 26 E Hocking Logan 43138 3708 8 2 16 E Knox Mt. Vernon 43050 4204 4 2 8 E Licking Pataskala 43062 4510 24 2 48 E Licking Newark 43055 4515 13 2 26 E Licking Johnstown 43031 4504 4 2 8 E Madison London 43140 4901 4 2 8 E Perry New Lexington 43764 6425 14 2 28 E Pickaway Circleville 43113 6509 24 2 48 E Ross Chillicothe 45601 7129 13 2 26 E Union Marysville 43040 8008 12 2 24

ATTACHMENT THREE – DEPUTY REGISTRAR PICKUP RECORD FORM

Deputy Registrar Pick Up Tracking #

From: To:

Customer

Date: Total Boxes Estimated Weight Lbs.

BOX NUMBER BOX NUMBER BOX NUMBER BOX NUMBER BOX NUMBER

PALLET COUNT:

DEPUTY AGENT

(Please Print)

Signature: X DATE

AT Xpress Driver

(Please Print)

Signature: X DATE

RECORD CENTER

(Please Print)

Signature: X DATE