THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: April 1, 2026

TO: Records Storage Firms

SUBJECT: RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services

You are invited to submit a proposal to provide Offsite Records Storage, Retrieval and Destruction Management Services for the Central Services Internal Support Division of the Unified Government of Athens-Clarke County (ACCGov). To ensure timely support of ACCGov Record storage services, the selected vendor must have a storage facility within a 50-mile radius of the Athens-Clarke County Courthouse located at 325 E. Washington Street, Athens, GA 30601.

Inquiries regarding proposals, including technical questions, should be submitted in writing via the OpenGov Q&A function.

An OPTIONAL pre-proposal conference to respond to all inquiries with regards to this project will be held at 10:00 AM ET, Wednesday, April 15, 2026 in the Facilities Conference Room, located at 2555 Lexington Road in Athens, Georgia.

The estimated range of this project is $100,000 annually.

The Unified Government of Athens-Clarke County is accepting electronic bid submissions only.

Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on “Draft Response,” and follow the instructions to submit the electronic bid

Not later than 2:00 P.M. ET, May 6, 2026.

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Provide an organization chart and summary resumes of key personnel proposed for the project. Clearly identify the team leader, the consultant responsible for design (if applicable), the project manager, the primary point of contact responsible for all communications with the Owner, and any proposed sub-consultants. Include a description of each individual’s role and responsibilities.

a. Firm Experience Describe the firm’s experience in providing records storage and management services, particularly for public sector organizations. Include relevant project examples, client references, and demonstrated success in similar engagements.

b. Current Project Assignments Identify current project assignments being managed by the key personnel proposed for this project, including anticipated completion dates.

c. Understanding of the Project and Approach Provide a clear statement of the firm’s understanding of the project and outline the proposed approach for delivering the requested services.

d. Inventory Tracking System Describe the proposed inventory tracking system, including its capability to track, manage, and generate detailed reports on all records, services performed, and associated charges by department.

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e. Facility Qualifications Provide a description of the storage facility or facilities to be used, including location(s), security features, environmental controls, compliance with applicable standards, and any certifications demonstrating that the facility meets required qualifications.

f. Processes and Plans Provide detailed descriptions of the firm’s standard processes and proposed plans for the following:

Records Transfer Plan

Onsite Records Viewing and Withdrawal Plan

Record Delivery and Retrieval Plan

Secure Records Destruction Plan

g. Additional Services Required Based on the firm’s understanding of the project, identify any additional services that may be necessary to ensure a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference.

6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

7. Other Relevant Information: Include any other relevant information concerning the project in this section.

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP 26027)

OFFSITE RECORDS STORAGE, RETRIEVAL AND DESTRUCTION SERVICES

CENTRAL SERVICES, INTERNAL SUPPORT DIVISION

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide Offsite Records Storage, Retrieval and Destruction Management Services for the Central Services, Internal Support Division of the Unified Government of Athens- Clarke County (ACCGov). To ensure timely support of ACCGov Record storage services, the selected vendor must have a storage facility within a 50-mile radius of the Athens-Clarke County Courthouse located at 325 E. Washington Street, Athens, GA 30601.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available......................... Wednesday, April 1, 2026

Pre-Proposal Conference (OPTIONAL) ............ 10:00 AM ET, Wednesday, April 15, 2026

Deadline for submission of questions ................ 4:00 PM, ET Thursday, April 23, 2026

Deadline for receipt of proposal ........................ 2:00 P.M. ET, Wednesday, May 6, 2026

Proposals Valid Until ........................................ (120 days from date of opening)

C. CONTACT PERSON

Inquiries regarding proposals should be submitted in writing via the OpenGov Q&A function.

Offerors are encouraged to contact ACCGov using the method indicated above to clarify any part of this RFP. Any unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable.

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Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx)or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of one hundred and twenty (120) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

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J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

N. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

O. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

P. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such

Page | 8 records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for Offsite Records Storage, Retrieval and Destruction Management Services as per the scope of services outlined below for the period of one (1) year, with the option to renew for an additional four (4) one-year periods.

A. INTRODUCTION AND PURPOSE

Athens-Clarke County Government (ACCGov) is seeking a qualified contractor to provide comprehensive records storage, management, and destruction services in a secure, compliant, and efficient manner. The scope of services includes the transportation, storage, retrieval, tracking, and authorized destruction of physical records across multiple departments.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: All contract personnel shall be required to wear uniforms with company patches or other identifying clothing to clearly identify the personnel as being an employee of the contractor. All vehicles shall be clearly identified as belonging to the contractor and shall be parked in designated parking areas only.

3. Contract Performance Period: Contract performance period shall be from the date of award for one (1) year, with the option to renew for an additional four (4) one-year periods unless terminated by either party giving to the other written notice of termination in writing ninety (90) days prior to the proposed date of termination. Termination by the Unified Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Hours of Operation: 8:00 am – 5:00 pm

5. Ordering and Payment: After the initial transfer of documents to the new location, if applicable, work will be provided on an as-needed and as called-for basis. Requests for services under this contract will be made by ACCGov Central Services. Payment for work performed shall be paid monthly net 30 days upon receipt of a properly submitted invoice. All invoices must be e-mailed to the ACCGov Records Manager in addition to individual departments for whom the services were rendered. ACCGov Central Services will provide department information with each request for services. Failure to comply with this provision may result in delayed payments for services rendered.

CONTRACTOR'S INVOICE.

a. The Contractor shall prepare and submit invoices directly to departments as well as the authorized

ACCGov Records Manager. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number.

(iii) Description, quantity, unit of measure, unit price, and extended price of services performed.

(iv) Payment terms.

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(v) Name and address to whom payment is to be sent.

(vi) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(vii) Any other information or documentation required by the .

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

2. CONTRACT RENEWAL TERMS

Upon expiration of the initial term of this contract, the term of this contract shall be automatically renewed for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

5. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

6. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified

Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

7. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to ensure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

8. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

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9. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

10. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

11. INSURANCE.

Contractor shall procure and maintain insurance which shall protect the Contractor and ACCGov from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Contractor shall procure the insurance policies at the Contractor’s own expense and shall furnish ACCGov an insurance certificate listing ACCGov as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the Contractor includes contractual liability coverage to protect ACCGov. The insurance certificate must provide the following information:

1) Name and address of authorized agent

2) Name and address of insured

3) Name of insurance company (licensed to operate in Georgia)

4) Description of coverage in standard terminology

5) Policy period

6) Limits of liability

7) Name and address of certificate holder (ACCGov)

8) Acknowledgement of notice of cancellation to ACCGov

9) Signature of authorized agent

10) Telephone number of authorized agent

11) Details of policy exclusions in comments section of insurance certificate

12) Additional Insured Endorsement

Note: It is the intent of ACCGov that certificates of insurance should comply with the pertinent Rules of the Commissioner of Insurance, which are found in Chapter 120-2-103 of the Official Compilation of the Rules and Regulations of the State of Georgia.

Each policy shall contain a provision that coverage afforded under the policies will not be canceled (or not renewed or allowed to lapse for any reason) until at least thirty (30) days after Owner has received notice thereof as evidenced by return receipt of registered letter. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent.

The Contractor must submit, along with insurance certificate(s), an additional insured endorsement for all coverages as allowed by statute naming the Unified Government of Athens Clarke County, and a notice of cancellation endorsement.

Coverages and Limits Required:

Workers Compensation (WC):

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Workers Compensation Insurance (per Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (a self-insurer must submit a certificate from the Georgia Board of Works Compensation stating that the supplier qualifies to pay its own workers compensation claims). In addition, the supplier shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

Bodily injury by accident – per employee $100,000 Bodily injury by disease – per employee $100,000 Bodily injury by disease – policy limit $500,000

Commercial General Liability (CGL):

Each Occurrence Limit $1,000,000 Personal & Advertising Injury Limit $1,000,000 General Aggregate Limit $2,000,000 Products/Completed Ops. Aggregate Limit $2,000,000

Automobile Liability:

Combined Single Limit $1,000,000

Fidelity Insurance: $50,000

Umbrella Liability: $2,000,000

Additional Insured: The vendor or contractor shall add “the Unified Government of Athens-Clarke County, its officers, employees, and agents” as an additional insured under the commercial general liability, automobile, and umbrella liability policies. The additional insured endorsement must be provided.

Contractors are responsible for making sure all sub-contractors have the required insurance coverage.

D. SPECIFIC TASKS:

A. Transportation of Records:

For cartons that need to be transported to an off-site storage facility the Contractor shall provide the following minimum requirements:

The Contractor shall be responsible for securely handling and transporting physical cartons while in transit.

Provide standard delivery schedule services and coordinate delivery based on departments' schedule.

Provide emergency pickup services as requested.

Provide email confirmation to ACCGov staff for all cartons picked up and email confirmation that all picked up cartons arrived at the Contractor's storage facility.

Provide trackable bar code labels for each container listing all contents.

Provide a detailed workflow for chain-of-custody of all files/boxes/containers handled by the Contractor.

Provide barcode labels adhered to every box and container to reduce data entry errors and validate accuracy of contents.

Provide and utilize hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.

B. Storage Facility:

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Contractor shall provide a Secured Document Storage Facility(s) that meets the following minimum requirements:

Be located and operated within a 50 mile radius of Athens, GA, 30601. Location must be approved by ACCGov for easy accessibility.

Maintain a level of protection consistent with industry standards and must meet all applicable and current requirements of the National Fire Protection Association.

Climate controlled and able to store microfiche and other media type items (such as video, and cassettes) that require the appropriate climate to prevent any type of damage.

Equipped with an intrusion alarm system that is monitored twenty-four (24) hours per day, including weekends and holidays.

Adequate storage capacity to meet both the current and future needs of ACCGov.

Responsible for all the contents stored in any of its storage facilities.

Provide a written disaster and recovery plan for catastrophic occurrences including, but not limited to, earthquakes, floods, fires, tornados, etc. Contractor is responsible for all recovery costs associated with any catastrophic occurrence(s), including, but not limited to, earthquakes, fires, tornados, damage, or theft.

Adequate and secure loading and unloading areas.

Floors shall support at least 300 pounds per square foot and shall be at or above ground level to assure dry storage. Walls surrounding the record storage area shall be four-hour fire resistant. Roofs shall be of non-combustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Vendor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection

Facility layouts shall provide for the security and easy access of ACCGov records.

Security shall include but not limited to heat, smoke, extinguishing and intrusion systems.

Vector and pest control should be conducted at a minimum of every three (3) months.

Provide on–going storage for media types meeting the following specifications:

o Media that meets the requirements for storage in the paper archival storage area that are: historical incased in leather bound books containing large amounts of heavy wood pulp within the makeup of the book binding, and 16/35mm diazo and/or vesicular microfilm duplicates.

o The temperature for the non-film archival paper storage facility shall not exceed seventy (70) degrees and shall be kept at a relative humidity not exceeding 35–40%.

C. Retrieval:

Contractor shall provide at a minimum the following services:

Retrieval services to all requesting ACCGov departments and provide delivery to any authorized ACCGov staff. Request for retrieval of records is to be provided only to authorized ACCGov staff. Contractor shall provide a receipt of all transactions.

Provide a unique order numbering system for each order placed and notify requesting department within twenty-four (24) hours if unable to complete the retrieval request within the required time frame.

Emergency retrievals with delivery shall be available twenty-four (24) hours a day, seven (7) days per week, within three (3) hours of the request. After-hours emergency retrievals are to be made by contacting the Contractor’s facility directly.

Delivery manifest will clearly identify all aspects of the order including but not limited to order number, name of person who placed order, contact person if different then person who placed order and box/file number/name

Standard retrieval requests received by the Contractor before 10:00 am shall be delivered by 5:00 pm the same day or if received by 3:00 pm shall be delivered by Noon the next business day.

D. Box Replacement:

Contractor shall provide at a minimum the following:

Provide recommendations to ACCGov to replace storage boxes that are no longer fit for storage by sending a picture, including barcode label of the unfit box.

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Send COR aggregate lists of boxes needing replacement with a picture of each box that includes the barcode label.

Agrees to give ACCGov the choice as whether to allow the Contractor to replace the box or do it themselves.

Replace boxes that are no longer fit due to Contractor's fault with approval from ACCGov.

Notify ACCGov of any Procedural Changes, through a written notification at a minimum of sixty (60) days prior to implementing any procedural changes.

E. Destruction:

Contractor shall provide at a minimum the following services:

Provide Record Destruction Services to all ACCGov Departments by means of a certified destruction process in accordance with applicable federal, state or local laws.

Agrees that Certified Record Destruction is defined as records destroyed in such a manner as to render the records illegible (e.g., shredded or chemically destroyed) and shall include a certificate of destruction, attesting to the process utilized, and providing the requesting department with a copy of all certificates of destruction.

Certificate of Destruction shall be attached to the copy of the Final Destruction Listing.

Certificate of Destruction shall be signed by the contractor’s designated witness verifying the boxes destroyed match the manifest.

Records can be destroyed only when the requesting department provides the appropriate documentation.

If the supporting documentation is not provided, the contractor shall deny the request for destruction and notify ACCGov department of such denial. Contractor shall directly invoice each requesting ACCGov department for the destruction of records.

Best effort to comply with record destruction requests within ten (10) days upon receipt of request.

Notify ACCGov department for any destruction requests not completed within fifteen (15) days of original receipt of request.

Completion of the Destruction Request includes updating Contractor inventory tracking system notating that the record or box was destroyed. Updating the Contractor Inventory Tracking System will be at no additional charge.

F. Inventory Tracking System

The Contractor shall have an automated inventory control system for tracking storage, retrievals, and refiles. The inventory control system shall have the ability to track all services and charges by account or department. The tracking system shall include, but is not limited, to the following:

The Inventory Tracking System shall have the ability to provide reports that support ACCGov business processes on an as needed, real time (or close to real time as possible) basis and be accessible by ACCGov staff.

The Contractor will not make changes/updates to the Inventory Tracking System without sixty (60) days prior written notification to ACCGov.

The inventory status must be updated within twenty-four (24) hours of activity.

The inventory tracking process shall include appropriate logs and receipts for pick-up and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to ACCGov upon request

G. Online Customer Portal

The Contractor shall have an online customer portal with the ability to provide easy accessibility, request pick-ups, retrievals, and generate reports. The system shall require the following, but not limited to:

An online customer portal for staff to access requests and retrievals Inventory information to view current cartons stored at storage facility Provide a twenty-four-seven (24/7) technical support team in case of login and/or other system issues.

Tech support shall acknowledge tickets within one (1) business day and resolve within three (3) business days

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Capable of generating customizable and comprehensive reports but easily digestible for review

2.4. Initial Transfer of Content and Data (If Applicable)

ACCGov’s award decision may require an initial transfer of all of ACCGov’s records from its current storage facility to the new contractor’s facility. Should this requirement be authorized, the Contractor shall work with ACCGov to develop and implement an efficient and cost-effective transition plan which includes provision of box inventory data and removal of the records within a reasonable period of time after the current contract’s termination date. The transition cost will be at ACCGov’s expense. Contractor shall include a cost in Section 4 - Pricing Proposal, Additive Pricing Schedule A, for these services.

A transition plan should include staging boxes for transfer in reasonable quantities by account number to maintain inventory continuity, clarity and billing if required.

The transition responsibility should include new bar coding, labelling, and inventory on all boxes to be stored at contractor’s facility at the beginning of the contract period. Any costs related to this requirement must be clearly identified in the Contractor’s response.

Inventory reports of boxes that are moved to the new storage facility shall be furnished monthly until the full transition is completed. Inventory reports must list box counts per account.

The Contractor shall enter the existing inventory into its inventory control system.

2.5. Other requirements

The contractor shall incur all costs associated with training ACCGov staff on changes related to the Contractor’s workflow procedures.

2.6. Confidentiality

Suppliers shall certify that they are compliant with all Federal and State Regulations in regard to confidentiality of documents including HIPPA and Patient Protection and Affordable Care Act. Contractor shall provide protocols to ACCGov to ensure staff is educated and follows protocols handling sensitive/confidential documents.

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SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The Unified Government reserves the right to conduct discussions if the Unified Government later determines them to be necessary.

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm in order of importance are:

1. INVENTORY TRACKING SYSTEM with the ability to track and report on all services and charges by department. 25 POINTS

2. FACILITY meets specified qualifications. 25 POINTS

3. PROCESSES AND PLANS Records Transfer Plan; Onsite Records Viewing and Withdrawal Plan;

Record Delivery and Retrieval Plan; Secure Records Destruction Plan. 20 POINTS

4. CONTRACT PRICE Completed Price Proposal Schedule. 20 POINTS

5. REFERENCES including applicable past work with the Unified Government of Athens-Clarke

County. 5 POINTS

6. FIRM EXPERIENCE in providing records storage/management services to public sector organizations. 5 POINTS

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SECTION V – MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

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D: PRICE PROPOSAL SCHEDULE

Description Unit of

Measure Unit Price

Initial Transfer Costs Carton

Storage Cost per Standard 1 CF Box 1 CF

Storage Cost per Standard 2 CF Box 2 CF

Regular Pick-up/Delivery Trip

Rush Pick-up/Delivery Trip

Retrieval Carton

Refile Carton

Record Destruction Pound

Permanent Removal Carton

Company Name (printed): MANDATORY SUBMITTAL

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SECTION VI DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Business Information

4. Qualifications and Experience

5. References/Reference Projects

6. Financial Information and Documentation

7. Other Relevant Information

MANDATORY PROPOSAL FORMS (SECTION V) Offeror must complete, execute and include with the proposal the following mandatory documents:

A. Proposal Form

B. Acknowledgement of Addenda

C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit

D. Price Proposal Schedule

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ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub-Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees.

It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business should have that information, if you have registered. The E-Verify number, which consists of four to six numerical characters, is located directly below the E-Verify logo on the first page of the memorandum of understanding (MOU) entered into between your business and the Department of Homeland Security (DHS) to use E-Verify.

What if I cannot locate or do not have access to my MOU?

If the HR director/program administrator for E-Verify from your business has taken the E-Verify tutorial, you may obtain your company ID number by: 1) Logging in to E-Verify with your assigned user ID and password; 2) From 'My Company,' select 'Edit Company Profile;' 3) The Company Information page will display the company ID number.