Bidder’s storage facility must be locked and secured. Bidder’s storage facility must have back-up power in the event of power loss to keep records secure. Bidder must only allow access to Energy Commission boxes by storage company’s employees and approved Energy Commission staff. Bidder must be able to store 5,000 boxes (or more, not to exceed 10,000) for a minimum of three (3) years, and up to five (5) years, if the Energy Commission exercises options to extend. Bidder must be able to destroy records upon request. For confidential records, bidder must have the ability to allow Energy Commission staff to be on-site when records are destroyed. Bidder must be able to provide all required reports. Stage Three: Cost Bid Those Bids that are responsive to the criteria in Stage One will have their Cost Bid opened. All preferences/incentives will be applied. The contract will be awarded to the responsible Bidder with a responsive offer that is timely received, meeting the requirements outlined in Stage One and Stage Two, who provides the lowest "Total Bid Amount" on Attachment 6, after any applicable preference or incentive. In the case of a tie in the Total Bid Amount, award will be made to the Bidder with the lowest "Other One Time Cost" on the Budget Details Form, Attachment 6 (this is the cost Bidder would charge to move the current inventory of boxes from the current storage facility to Bidder's facility). Bidder may bid $0 for "Other One Time Cost." If there is another tie on the "Other One Time Cost," then award will be made via a coin toss. Your cost bid shall be based on work performed and materials for Tasks 1 through 7 with a maximum amount of $49,250. The Energy Commission has allocated $15,000 for Task 8. This is a fixed maximum amount if contractor’s services are necessary (at the end of this contract. If current contractor is not awarded a new contract for records storage, then CAM will instruct contractor to perform Task 8 to prepare the records to be moved to a new facility. Subsequent to the Bid evaluations, the Energy Commission will post a Notice of Proposed Award (NOPA) at the Energy Commission’s headquarters in Sacramento, on the Energy Commission’s Web Site, and will mail the NOPA to all parties that submitted a Bid.
Bidder’s storage facility must be locked and secured. Bidder’s storage facility must have back-up power in the event of power loss to keep records secure. Bidder must only allow access to Energy Commission boxes by storage company’s employees and approved Energy Commission staff. Bidder must be able to store 5,000 boxes (or more, not to exceed 10,000) for a minimum of three (3) years, and up to five (5) years, if the Energy Commission exercises options to extend. Bidder must be able to destroy records upon request. For confidential records, bidder must have the ability to allow Energy Commission staff to be on-site when records are destroyed. Bidder must be able to provide all required reports. Stage Three: Cost Bid Those Bids that are responsive to the criteria in Stage One will have their Cost Bid opened. All preferences/incentives will be applied. The contract will be awarded to the responsible Bidder with a responsive offer that is timely received, meeting the requirements outlined in Stage One and Stage Two, who provides the lowest "Total Bid Amount" on Attachment 6, after any applicable preference or incentive. In the case of a tie in the Total Bid Amount, award will be made to the Bidder with the lowest "Other One Time Cost" on the Budget Details Form, Attachment 6 (this is the cost Bidder would charge to move the current inventory of boxes from the current storage facility to Bidder's facility). Bidder may bid $0 for "Other One Time Cost." If there is another tie on the "Other One Time Cost," then award will be made via a coin toss. Your cost bid shall be based on work performed and materials for Tasks 1 through 7 with a maximum amount of $49,250. The Energy Commission has allocated $15,000 for Task 8. This is a fixed maximum amount if contractor’s services are necessary (at the end of this contract. If current contractor is not awarded a new contract for records storage, then CAM will instruct contractor to perform Task 8 to prepare the records to be moved to a new facility. Subsequent to the Bid evaluations, the Energy Commission will post a Notice of Proposed Award (NOPA) at the Energy Commission’s headquarters in Sacramento, on the Energy Commission’s Web Site, and will mail the NOPA to all parties that submitted a Bid.
00-IFB-16-201-Records-Storage-manual_2017-02-09.docx