Legal Storage - Statement of Work Final - LC.doc

Statement of Work Legal Storage Scope of Work

· The contractor shall maintain a records storage and retrieval system for the Department of Corrections Office of the Chief Counsel.

· All records must be kept in a secure, flood-proof facility that is equipped with smoke detectors and automatic sprinkling system.

· Records are confidential and must be treated as such.

· All records shall be maintained in original hard copy format.

· The contractor shall establish and maintain its own indexing and tracking system for all Department of Corrections boxes of records stored at the contractor’s facility.

· The system must allow the contractor to identify the location of each box and provide that information to the DOC upon request.

· Upon request the contractor shall retrieve requested files boxes and transport them to the DOC’s designated Tech Park location in a timely manner.

· The contractor must be capable of providing same day delivery of records.

· Cartons requested as retrievals are to be shrink-wrapped or sealed.

· Contractors will be required to file and maintain material on an ongoing basis.

· Contractor will be required to provide their own manpower and equipment to move the file boxes from Tech Park to vendors storage facility and when request to bring boxes from vendor’s location to Tech Park

· Contractor shall provide an online records management system to allow the Department of Corrections to index their own files.

Issuing Officer

Questions regarding the bid should be directed toward - Leslie Cherry at email address is lcherry@pa.gov.

Contract Requirements Initial move/transfer of records – If in the event that the low bid award is not the current contractor, Access Information Management Corporation (“ACCESS”), the new contractor must coordinate with ACCESS to move all of the files. The new contractor must also incorporate any charges for the move into their bid.

A breakdown description of the services needed:

1. Storage

2. Retrieval Fee per Carton

3. Refile Fee per Carton

4. New Add Fee per Carton

5. Pickup Fee per Carton

6. Delivery Fee per Carton

7. Transportation (Standard/Next Day)

8. Transportation (Same Day)

9. Box/Carton Elimination (removal from system not physical box/carton)

The awarded contractor shall pick up, transport and store all records currently being stored at ACCESS, 109 Lakeside Avenue, Delano, PA 18220, to consist of approximately 5500 boxes to the new vendor’s storage facility.

Contract Term This is a one-year contract with the option of four (4) one-year renewals. Should the renewal option be exercised, pricing may change but not to exceed 3% at the time of renewal. The price adjustment must be by mutual agreement between the Department of Corrections and the supplier and must be submitted to the Department of Corrections no later than sixty (60) days prior to the contract end date. All supporting documentation must be submitted with the pricing to justify any price increases. No additional services will be accepted to this contract after awarded.

The Effective date shall be a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “valid from “date printed on the contract, whichever is later.

3-Month Extension: The PA DOC reserves the right, upon notice to the Awarded Contractor, to extend any single term of the Purchase Order for up to three (3) months upon the same term and conditions.

Bid Award It shall be understood and agreed that any quantities listed in the solicitation are estimated only and may be increased or decreased in accordance with the actual requirements of the Department of Corrections.

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance, delivery fees and all items necessary for the completion of the project. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected. All items will be delivered

F.O.B Destination. The awarded supplier is responsible for any shipping or delivery costs.

The Commonwealth reserves the right to award by item or on a total Bid basis, whichever is deemed more advantageous to the Commonwealth.

Bid Results Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations will be posted on the Department of General Services’ eMarketplace website http://www.emarketplace.state.pa.us/). Tabulations are for information only and do NOT constitute actual award/execution of a contract. The results of the apparent bidders and all bids are under review until final award of the purchase order.

Invoicing Contractors must follow the following invoicing requirements:

· The contractor shall invoice monthly for services actually provided.

· Accurately bill the Commonwealth for actual services rendered on all invoices.

· Submit invoice to appropriate resource account within 10 business days of completed service.

· Comply with Commonwealth / Department of Correction’s practices for supplier payments.

The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF file to 69180@pa.gov. The following link will provide more information regarding the Office of the Budget’s invoicing requirements and resources: https://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx