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Record Storage Questions
| # |
| Question Subject |
| Question / Answer |
| 1 |
| Contract |
| Can MassDOT affiliate for the purposes of this RFR, to an existing contract with another Commonwealth entity that is open for use by other Commonwealth agencies? |
| Answer |
| Yes, that is an option to MassDOT. |
| 2 |
| Records Inventory |
| For 1.1 in the Records Storage RFR document, where is the current physical location and disposition of the DOT and RMV inventory listed in this section? Is it in a Commonwealth-run facility, or with another storage vendor? If it is with another storage vendor, please provide any termination costs and withdrawal fees, as well as the timeframe for release of the inventory to the potential winning bidder. |
| Answer |
| The current records listed here are at vendor’s facility. Any potential termination cost and/or withdrawal fees will be addressed by MassDOT at the appropriate time. MassDOT will be responsible for any record removal fees. |
| 3 |
| Records Inventory |
| If the current physical location of the boxes is in a Commonwealth-run facility, may we visit the facility to see if there are any ways to ease the transition to reduce the cost and ensure the greatest level of accuracy? |
| Answer |
| These records are with a Vendor. MassDOT will not provide access to the records’ site until after selection. |
| 4 |
| Records Inventory Breakdown |
| For Section 1.1 of the Records Storage RFR, for the records inventory breakdown, can you provide more detail about the “Pallet Storage” inventory? Are these pallets of boxes that may be broken down into individual boxes, or are the boxes required to stay palletized? Also, can you provide more descriptive information on the “Misc/Other” line? Are these all individually indexed boxes? May we see a sample of the computerized inventory data that you currently hold on these boxes? We want to ensure the most accurate transition of this data to our internal system. |
| Answer |
| These are pallets of Core samples which are made of concrete which we need to keep permanent. They are in wood boxes. When MassDOT stored the boxes in-house they were on heavy duty shelves in a one floor building. |
Miscellaneous, are in individual odd-sized storage containers. They are not individually indexed boxes. A sample of computerized inventory is not available.
| 5 |
| Records Inventory Location |
| Page 2 of the RFR document, what are the physical service address(es) where the potential new vendor would be making deliveries to and pickups from? |
| Answer |
| Frequent routes: 10 Park Plaza, Boston, MA, 62 Broadway Street, Chelsea, MA , 27 Midstate Drive, Auburn, MA, 25 Newport Ext. Quincy, MA 02171 |
Occasionally, a pick-up / delivery will be required from all the District Offices. (The entire Commonwealth)
| 6 |
| Inventory Management System |
| What kind of inventory management system is currently in place? Are there Barcodes on all the boxes now? Will the current inventory management system be used in the future? Does it contain other information assets besides what is in play for this RFP? |
| Answer |
| All of the boxes have a vendor barcode and a MassDOT box number. The MassDOT boxes are tracked in Oracle or Excel, the current Oracle system is programmed to create the vendor barcode and label at the same time. Whether or not the current inventory management system will be used in the future is yet to be determined. |
| 7 |
| Records Inventory |
| Is there an opportunity to destroy any of the boxes before they are moved? |
| Answer |
| The Commonwealth’s record destruction process takes at least a month to get final approval from the Records Conservation Board. In light of the limited time frame, MassDOT does not believe that it will have sufficient time to destroy any of the records prior to a contact award., |
| 8 |
| Requirements |
| If vendor can meet MassDOT delivery requirements is the 50-mile radius from client a firm requirement? |
| Answer |
| Yes, because the vendor needs to be able to make rush delivery within 2 hours and 4 hours. MassDOT must also be able to go to the vendor’s facility and perform work there upon request. |
| 9 |
| Maximo |
| What is the level of integration MassDOT is looking for with Maximo? Please provide more details. |
| Answer |
| Currently, there is no integration with Maximo, future, yet to be determined. |
| 10 |
| Service Locations |
| Please provide listing of all service locations: |
| Answer |
| Frequent routes: 10 Park Plaza, Boston, MA, 62 Chelsea Street, Chelsea, MA, 27 Midstate Drive, Auburn, MA, 25 Newport Ext. Quincy, MA 02171 |
Once in a while a pick / delivery will be required from all the District Offices. (The entire Commonwealth)
| 11 |
| Estimated Value |
| Estimated Value of contract is referenced in the bid document but is not located in CommBuys, please provide. |
| Answer |
| Currently estimated at $200,000 annually. |
| 12 |
| Activity Levels |
| Please provide current activity levels, or estimated activity levels. |
| Answer |
| MassDOT retrieves boxes daily. Vendor picks up a few times a week and sometimes daily, based on need. RMV requires daily scanning services for indexed items. |
| 13 |
| Current Vendor |
| Please provide name and address of current records storage vendor. |
249 North Street, Danvers, MA 01923
| 14 |
| Permanent Removal Fees |
| What are the permanent removal fees from your current vendor? |
| Answer |
| Permanent removal fees from the current vendor are confidential |
| 15 |
| Q&A |
| In bid document it states that questions should be reviewed so as not to duplicate but I am unable to see other questions that have been asked. |
| Answer |
| All questions and answers will be published. |
| 16 |
| Wakefield 1 |
| Are these boxes/files active or inactive? |
| Answer |
| Active and inactive |
Is bulk storage an option- (pallet Storage)?
Where are the current inventories of boxes/files located, vendor/storage area/state record center?
249 North Street, Danvers, MA 01923
Who will be responsible for the transportation of the boxes/files to be picked up and delivered to the vendor of choice – the vendor or the agencies?
Is there any permanent removal/exit /account closing or misc. fees associated with these boxes/files to be removed from their current location? If so, please explain in detail the line item charges and who will be responsible for paying those fees?
| 21 |
| Wakefield 2 |
| What will be your anticipated transfer timeline? Start and finish dates. If the contract is to start in July/2014... |
| Answer |
| As soon as possible after execution of contract. |
Will the vendor of choice be allowed to start servicing the agencies for new boxes being sent off to storage prior to the start of the transfer dates of the larger portion of the boxes/files?
What method of bar code labeling/inventory management is currently being used for the boxes/files? Is it primarily the vendor’s inventory system or does the DOT & RMV use their own? If vendor only, please give details/name of inventory system being used- if it is the DOT/RMV, please give details
| Answer |
| Oracle and Excel, dual system – Vendor’s and DOT’s. |
Will the agencies supply the vendor of choice with an electronic copy of their inventory to be used to reconcile boxes/files received during the transfer process?
| Answer |
| Yes, MassDOT will request an inventory from the current vendor. |
Will any of the boxes/files being transferred in need to be pulled aside for any additional indexing or destruction service needs? If so, please give details on quantity and or if needed, explain in detail your certified destruction policies.
| Answer |
| No additional indexing needed. The selected vendor will be required to provide a certificate of destruction when records are destroyed. |
| 26 |
| Wakefield 3 |
| Would you consider bulk/bundle pricing for your record storage needs? 12. Can you supply copies of the past six months of activity for the DOT & RMV agencies, that show storage volume/retrievals/transportation stops for deliveries & pickups 13. What is the current process for requesting deliveries/pickup etc. from their current location(s) – secure web program/phone/fax/email? Please explain. 14. Do the agencies buy their record storage boxes from their current vendor or are they purchased from an outside vendor? 15. Could you give a detail explanation of the electronic files services required? |
| Answer |
| No. No. The current process is MassDOT sends an email to customer service on or before 3:00pm for pick-up/ delivery and the order is / picked-up/delivered before 11am the next morning. Currently MassDOT buys the boxes from the vendor. Email or web based (preferred). |