RFQ for Dispatch Services for Towing.pdf

RFQ 2021-30 Dispatch Services Page 1

REQUEST FOR QUOTES (RFQ) #2021-30

Issue Date: 7/15/2021

Project Name: Dispatch Services for Towing Contractors Quote Due Date/Time: August 5, 2021 , 2:00 PM Procurement Analyst: Kim Randall Email: Krandall@clackamas.us

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CLACKAMAS.US

OR MAIL/HAND DELIVERY TO THE ABOVE ADDRESS

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“RFQ 2021-30” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-000000254. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be emailed to Procurement@clackamas.us. The subject line of the email must identify the RFQ title.

All questions regarding this RFQ are to be directed to the Procurement Analyst named above.

Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

2. BACKGROUND

The purpose of this Request for Quotes is to identify and contract with an experienced and qualified firm for Dispatch Services, as requested by Clackamas County Sheriff's Office (“CCSO”).

Clackamas County is a suburban County located on the southern edge of Portland, Oregon. Its boundaries extend from the City of Portland to Government Camp on Mt. Hood, to Wilsonville. The current population is approximately 425,000 people. The County is a “full service County” and provides a wide range of services. These services include: sheriff protection; dog services and enforcement; building safety regulation and inspection; street lighting; land use planning and zoning; housing and community development; maintenance and improvement of streets and related structures; traffic safety maintenance and improvement; and full range of recreational and cultural programs. The County has experienced substantial growth over the last several years. Most projections indicate that the growth will continue over the next 20 years.

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:Krandall@clackamas.us mailto:Procurement@clackamas.us https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ mailto:Procurement@clackamas.us

RFQ 2021-30 Dispatch Services Page 2

The County seat of government is located in Oregon City, Oregon. The County is governed by five elected commissioners who appoint a County Administrator as the chief executive officer of the County.

The Sheriff s Office is regularly called upon to tow vehicles due to traffic accidents, criminal investigations, driving offenses, abandoned vehicles, and at the request of the owners of disabled vehicles. The Sheriff's Office does not perform the tows with its own equipment. It requests private contracted tow companies to respond to a dispatcher. The number of tows range from 3000-3500 per year.

3. SCOPE OF WORK

Dispatcher shall provide central dispatching services for the County.

1. General Dispatching Procedure:

• Dispatcher shall provide central dispatch service for all Tow Requests and any additional information necessary for completion of tows, without delay.

• Dispatcher shall receive the Tow Request, identify the next Tow Contractor in rotation, and contact the Tow Contractor within three (3) minutes elapsed time from receipt of a Tow Request.

2. Any change in the Tow Contractor identified to respond shall be conveyed by the Dispatcher to the requesting Department immediately.

3. Rotations:

• Clackamas County is divided into eight (8) geographic districts (commonly known as tow zones). Clackamas County Sheriff’s Office (CCSO) and each City has established Regular and Special Rotation systems for the Tow Contractors located in each district and City. Dispatcher shall use the rotation systems established by the County. Dispatcher shall dispatch all Tow Requests (except for Private Preference tows) to the next Tow Contractor in rotation in the zone in which the tow originates.

• Dispatcher shall dispatch requests for Class A tows not requiring special equipment from the Regular Rotation.

• When a Regular Rotation request is received for a single vehicle, the Tow Contractor, which is next in rotation, shall be dispatched.

• When a request for more than one vehicle is received, the Tow Contractor that is next in rotation shall be dispatched for as many of the vehicles as the Tow Contractor can handle. If more vehicles require towing than the Tow Contractor has trucks to handle, the next Tow Contractor in rotation shall be dispatched.

• The Tow Contractor next in Special Rotation in the appropriate zone shall be dispatched when a Special Rotation tow is requested, provided that the Tow Contractor has the required special equipment available. If not, the next Tow Contractor in the appropriate zone shall be dispatched. If there is no Tow Contractor in the appropriate zone with the required special equipment available, the closest out-of-zone Tow Contractor shall be dispatched.

• Dispatching a Tow Contractor on a Special Rotation tow shall not disqualify that Tow Contractor from dispatch on other Special Rotations or from Regular Rotation.

4. Passes, Cancellations and Gone on Arrival (“GOA”):

• If a Tow Contractor passes a Tow Request, the next Tow Contractor in rotation shall be dispatched.

• If a tow is dispatched and canceled, the dispatched Tow Contractor shall be reinstated in rotation. However, if another Regular Rotation Tow Request has been dispatched

RFQ 2021-30 Dispatch Services Page 3 and accepted, the canceled Tow Contractor shall not be dispatched again on that rotation sequence.

• If a vehicle to be towed is GOA, the dispatched Tow Contractor shall be reinstated in rotation. However, if another Regular Rotation Tow Request has been dispatched and accepted, the previously dispatched Tow Contractor shall not be dispatched again on that rotation sequence.

5. Requests for jump starts shall be dispatched from the Regular or Special rotation, as appropriate, based on the size of vehicle to be serviced.

6. Private preference Tow Requests shall be dispatched and shall not affect Regular or Special Rotations.

7. If the County or Dispatcher makes a mistake and a Tow Contractor misses a Regular or

Special Rotation because of the mistake, Dispatcher shall advance the Tow Contractor in the rotation so that it receives the next Tow Request.

8. Dispatcher shall strictly adhere to the dispatch rotation procedures provided in the resulting

Contract. Any variation, except at the request of the County or authorized County employee, shall be considered a violation of the contract and may result in termination of the contract.

9. Startup: The current established rotation list and status of the list shall be provided to the awarded Dispatch Contractor. Any new Tow Contractors shall be inserted in the list alphabetically in the correct location in the rotations and Zones.

10. Records Management:

• A record shall be created for each Tow Request, either paper or electronic.

• Dispatcher shall maintain a computerized database with accurate, current records of the following information:

o The time a request is received by the Dispatcher;

o The time a request is dispatched to the Tow Contractor;

o The location from which the vehicle is to be towed;

o The name of the dispatched Tow Contractor;

o The reason for tow; and o The reason given if the Tow Contractor rejects the dispatch.

11. Dispatcher shall update by 10:00 a.m. each business day, the County’s daily summary and log of all Tow Requests from the preceding day. This information shall be available for download in an Excel or CSV format. The daily summary shall list, in chronological order, each tow dispatched (or attempt to dispatch in event of a pass by a Tow Contractor) including the following information:

• Date;

• Time of dispatch;

• Tow Contractor;

• Dispatch and Tow charges;

• Number of tows requested;

• Location of vehicles to be towed; and

• Classification of the tow.

12. Dispatcher shall be available to supply information required by this section to the County departments twenty-four (24) hours a day, seven (7) days a week.

13. Safe Storage of Records:

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• Dispatcher shall provide storage, secure from theft, vandalism or fire, for at least five

(5) years’ worth of all records required by the contract.

• Inspection and Retention of Records:

o Dispatcher shall make available any records regarding its billings or its work under the contract for inspection, audit or copying by the County, or its authorized representative.

o The Dispatcher shall retain all records for five (5) years from the date of termination of the contract.

14. Equipment:

• Current integration with the Metro Area Joint CAD System’s (MAJCS) Inform CAD dispatch software providing Clackamas County with real time access to tow requests delivered via MAJCS CAD mail;

• Vendor must use their own computer, Chrome or compatible browser, and internet connection. The vendor must install and use Clackamas County provided VPN software, allowing access into the web-based application.

15. Emergency Operations:

• Dispatcher shall maintain on file with the Project Manager a current written procedure for emergency operation, approved by the CCSO. In the event of a declared emergency, Dispatcher agrees to comply with the directives of the CCSO.

• Dispatcher must have an emergency backup communication system capable of providing communications for the duration of an emergency.

• Dispatcher must have an emergency power source capable of providing at least eight

(8) hours of electrical support for full operation of computers and telephone or alternative communication system.

16. Prohibitions: Neither Dispatcher, nor anyone performing work on behalf of Dispatcher under the contract, shall:

• Use obscene language to any person;

• Be verbally or physically offensive, abusive, disrespectful, or discourteous to any person;

• Perform any of the obligations of the contract while consuming, or under the influence of alcohol or marijuana (including marijuana obtained with a prescription);

• Perform any of the obligations of the contract under the influence of drugs, unless such drugs are taken pursuant to a doctor's prescription or are available over the counter; and such drugs do not impair the safe and efficient performance of all functions necessary to the proper performance of the contract; or

• Use information obtained through performance of the resulting contract for any purpose other than performance of the contract.

17. Confidentiality/Non-Disclosure:

• While performing the contract Dispatcher shall have access to, and become aware of, information that involves the pursuit, apprehension and prosecution of criminals and/or is of a highly confidential or sensitive nature. Dispatcher shall treat the information to which it has access under the contract as confidential. Dispatcher shall not disseminate any information to anyone except as provided by the contract.

• Dispatcher and all persons involved in the performance of the contract on behalf of Dispatcher shall sign Confidentiality Agreements provided by the County before commencing any work under the resulting Contract. Dispatcher shall provide the Project Manager with copies of all Confidentiality Agreements within five (5) days of their execution.

• Dispatcher shall include disciplinary procedures in its personnel policy to allow Dispatcher to discipline employees who violate this section or the Confidentiality

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Agreement. Dispatcher shall maintain a written copy of the Dispatcher’s “personnel policy” on file with the County.

18. Personnel:

• Dispatcher shall notify the County of any employees hired during the term of the resulting contract. This notification shall be submitted by the 10th day of each month via email by the designated representative. The County shall be notified immediately if there are any changes to the designated representative.

• Staffing Requirements:

o Dispatcher, shall have a minimum of one (1) dispatch operator on duty twenty-four (24) hours a day, seven (7) days a week (including holidays) to perform the duties of the contract;

o Emergency Contacts: Dispatcher shall provide the County with a list of emergency telephone numbers for all its principal parties. The list shall be kept current and shall include, in descending order of authority, all personnel who are empowered to speak or act on behalf of Dispatcher.

19. Criminal Offenses:

• Dispatcher shall not employ any person who has been convicted of any offense:

o Which would constitute a felony under the laws of the state in which the crime was committed or the United States of America; or o Which would constitute a misdemeanor under the laws of the state in which the crime was committed or the United States of America and the offense involved a threat to the public safety and interest; or o Which is incompatible with performance of the contract; or o Regardless of whether the offense is a misdemeanor or violation, the offense is determined to be indicative of a pattern of dishonest, fraudulent, or illegal practices in any business or profession.

• Dispatcher shall immediately inform the County in writing if any of Dispatcher's officers, directors, agents, employees, or any other persons performing work on behalf of Dispatcher under the contract, are arrested, charged, convicted, or sentenced for any criminal offense relating to the protection of the public safety or interest during the term of the contract.

20. Training:

• Dispatcher shall ensure that its dispatch operators are adequately trained in all aspects of the dispatch function.

• Dispatcher's employees shall be sufficiently trained in at least the following areas:

o Operation of Dispatcher's software;

o County geography;

o Tow district identification;

o Telephone operation and etiquette;

o Vehicle type identification and general familiarity;

o Familiarity with the Contract(s) for Vehicle Towing and Storage;

o Familiarity with the resulting Dispatcher contract;

o Familiarity with Tow Companies on rotation and necessary points of contact for those businesses; and, o Computer proficiency adequate to perform the required tasks.

21. Performance Reviews:

• Dispatcher agrees to cooperate with any performance review conducted by the County under the resulting contract, or any audit or inspection of records under the resulting contract.

22. Service Contracts with Tow Providers:

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• Dispatcher shall create and sign a written service contract with each Tow Contractor regarding the dispatching process, technology, services, payment and rotation management in compliance with County contract.

• Dispatcher shall share the content of Tow Contractor agreements with the County if requested.

4. OTHER PROVISIONS

1. Term of the Contract: The term of the contract shall be from the effective date for a period of five (5) years. There will be the option for two (2) additional two (2) year renewals thereafter subject to the mutual written agreement of the parties.

2. Fees for Services:

• Fees for Sheriff Office initiated service for tows shall be passed through to the corresponding Tow Contractor and included in the fees to the end consumer.

• Fees for County requested dispatch for County owned vehicles shall be passed through to the corresponding Tow Contractor and shall be paid by the County department requesting the service.

5. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Goods and Services Contract (unless checked, item does not apply) The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

6. QUOTE

Quotes should be short and concise with the following information:

A. Company background and experience.

B. Experience of staff that will work on the project;

C. Describe your firm’s ability and willingness to meet the needs in the Scope of Work.

D. Note your firms ability and procedures to have 24/7 manned dispatch service;

E. Proof of integration with the Metro Area Joint CAD System’s (MAJCS) Inform CAD dispatch software with real time access to tow requests delivered via MAJCS CAD mail;

F. Fee schedule for dispatch services that will be passed through to the public and County owned tow requests;

G. Three references;

H. Clackamas County Certifications Form; and I. Any additional information that Clackamas County should take into consideration for the project or qualifications.

7. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, references, and proposal to complete the project (including timeline).

https://www.clackamas.us/finance/terms.html

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CLACKAMAS COUNTY CERTIFICATIONS

RFQ #2021-30

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS

As required in ORS 279B.110(2)(3), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means a state tax imposed by ORS 320.005 to 320.150 and 403.200 to 403.250 and ORS chapters 118, 314, 316, 317, 318, 321, 323, and elderly rental assistance program under ORS 310.630 to 310.706, and local taxes administered by the Department of Revenue under ORS 305.620, all as applicable. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Quoter to 28% backup withholding.

SECTION II. NON-DISCRIMINATION

The undersigned hereby certifies that the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emergency small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agency or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its Commissioners, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION

The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Firm Name:______________________________ Date:____________________________________

Signature:________________________________ Title:____________________________________

Name:___________________________________ Telephone:_______________________________

Email:___________________________________ OR CCB # (if applicable):______________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:________________________________

Oregon Business Registry Number: ___________________________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

https://oregonbuys.gov/bso/view/login/login.xhtml

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12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County Procurement Division in the location designated in the introduction of the RFQ; however, no oral or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

7. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under ORS 279B.110 and LCRB C047-640-1-c-F-iii.

8. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.