Solicitation OffSite Tape Storage, Retrieval & Secure Destruct Sevices. Bid designation: Public. State of California

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1 5 Solicitation OffSite Tape Storage, Retrieval & Secure Destruct Sevices Bid designation: Public State of California 9/29/2014 2:27 PM p. 1 6

2 OffSite Tape Storage, Retrieval & Secure Destruct Sevices 5 Bid Number Bid Title OffSite Tape Storage, Retrieval & Secure Destruct Sevices Expected Expenditure $1.00 (This price is expected - not guaranteed) Bid Start Date Sep 29, :26:28 PM PDT Bid End Date Nov 5, :00:00 PM PST Question & Answer End Date Oct 13, :00:00 PM PDT Bid Contact Avegale Cajucom-Guerrero ACajucom-Guerrero@CalSTRS.com Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Description The solicitation is for Offsite Tape Media Storage, Retrieval and Securre Destruction Services for the California State Teachers' Retirement System (CalSTRS). Inculded in the solicitation are provisions for media transportation and storage, and secure destruction services. All services contained in this solicitations shall be made available to CalSTRS. Service shall be provided to the CalSTRS Headquarters facility with the possibility of event driven services (heightened security and declared disasters) requiring service to alternate CalSTRS location(s). The term of this agreement shall be for thirty -six (36) months with the option to extend the agreement for two (2) additional twleve (12) month terms at the rates proposed and evaluated. 9/29/2014 2:27 PM p. 2 6

3 INVITATION FOR BID Notice to Prospective Bidders September 29, 2014 You are invited to review and respond to the California State Teachers Retirement System (CalSTRS), Invitation for Bid (IFB), entitled, IFB Number In submitting your bid, you must comply with the instructions found herein. The bids must be received in the office of CalSTRS Procurement no later than November 5, 2014 by 3:00 PM, Pacific Time (PT). Bids received after the specified date and time will be rejected. Bidders requiring clarification of the intent and content of this IFB, or on the competitive bid process, may request clarification only by submitting written questions to: Avegale Cajucom-Guerrero, Central Procurement Analyst California State Teachers Retirement System 100 Waterfront Place West Sacramento, CA (916) FAX: (916) To ensure a response, questions must be received by October 13, 2014 by 2:00 PM, PT. Questions received by this date will be answered in writing, without identifying the source of the query. Copies of all questions and CalSTRS responses will be available at Please see Section C, Bid Requirements and Information, Subsection 2, entitled Submission of Written Questions, for additional information. CalSTRS will hold a Public Bid Opening at CalSTRS headquarters building at the address shown above on November 5, 2014 at 3:30 p.m., PT. Any attempt by a Bidder to initiate contact with any member of the Teachers Retirement Board and/or CalSTRS staff, other than Procurement staff, regarding this IFB process may disqualify the Bidder from further consideration. Please note that no verbal information given will be binding upon CalSTRS unless such information is issued in writing as an official addendum. Jack Ehnes Chief Executive Officer Attachments 9/29/2014 2:27 PM p. 3

4 Page 2 of 31 TABLE OF CONTENTS A. INTRODUCTION B. BACKGROUND C. BID REQUIREMENTS AND INFORMATION 1. Time Schedule 2. Submission of Written Questions 3. Minimum Qualifications 4. Bid 5. Submission of Bid 6. Evaluation Process 7. Award and Protest 8. Standard Conditions of Service 9. Darfur Contracting Act 10. Disabled Veteran Business Enterprise (DVBE) Program Requirements 11. Bidder s Authorized/Key Personnel 12. Disclosure of Campaign Contributions, Disclosure and Limits on Charitable Contributions, and Gifts 13. Addenda: Errors and Omissions 14. Background Investigation 15. Supplier Self-Service Portal 16. Bidder Firm References D. PREFERENCE PROGRAMS 1. Small Business (SB) Preference 2. Disabled Veterans Business Enterprise (DVBE) Incentive 3. Target Area Contract Preference Act (TACPA) E. ATTACHMENTS 1. Required Attachments/Exhibits Checklist & Certifications 2. Minimum Qualifications 3. Cost Bid Sheet 4. Bidder Facility Location 5. Darfur Contracting Act Certification 6. Bidder s Authorized Key Personnel 7. Bidder Firm Reference Sheet 8. Small Business, Microbusiness, and Disabled Veteran Business Enterprise Commercially Useful Function Related Information and Declaration Form 9. Form 600-H Disclosure of Contributions and Gifts 9/29/2014 2:27 PM p. 4

5 Page 3 of 31 TABLE OF CONTENTS F. CONTRACT & EXHIBITS 1. STD 213 & Sample Contract 2. Exhibit A Scope of Work 3. Exhibit B Fee Schedule 4. Exhibit C Contractor Background Investigation Policy 5. Exhibit D Certification of Contractor s Employee Background Investigation 6. Exhibit E Personal History Statement 7. Exhibit F Contractor s Authorized Key Personnel 8. Exhibit G Teachers Retirement Board Policy Manual 600-H 9. Exhibit H Form 600 H CalSTRS Contribution and Gifts Disclosure 10. Exhibit I CalSTRS Information Privacy and Security Requirements 11. Exhibit J Confidentiality, Non-Disclosure and Acceptance Use Agreement 12. Exhibit K CalSTRS Work Authorization 9/29/2014 2:27 PM p. 5

6 Page 4 of 31 A. INTRODUCTION The California State Teachers Retirement System (CalSTRS), with a portfolio valued at $184.8 billion, as of May 31, 2014, is the largest teacher pension fund in the United States. CalSTRS administers a hybrid retirement system, consisting of a traditional defined benefit, cash balance and defined contribution plan, including disability and survivor benefits. CalSTRS serves California s 852,000 public school educators and their families from the state s 1,600 school districts, county offices of education and community college districts. For more information about CalSTRS, please refer to the Internet Web site address at B. BACKGROUND This solicitation is for Offsite Tape Media Storage, Retrieval, and Secure Destruction Services for the California State Teachers Retirement System (CalSTRS). Included in the solicitation are provisions for media transportation and storage, and secure destruction services. All services contained in this solicitation, shall be made available to CalSTRS. Service shall be provided to the CalSTRS Headquarters facility with the possibility of event driven services (heightened security and declared disasters) requiring service to alternate CalSTRS location(s). The term of this Agreement shall be for thirty six (36) months beginning approximately December 1, 2014, with the option to extend the Agreement for two (2) additional twelve (12) month terms at the rates proposed and evaluated. The Bidder must include cost for all anticipated items. Transition to a new facility shall commence upon final approval of the Agreement and shall be completed within the first 30 days of the Agreement. CalSTRS is seeking one (1) bid from each prospective bidder for the services. CalSTRS will award the Agreement to the responsive and responsible Bidder that submits the lowest net cost to CalSTRS. It is CalSTRS intent that the selected Bidder s standards of operation and maintenance be of the highest quality available in the industry at all times. C. BID REQUIREMENTS AND INFORMATION 1. Time Schedule: CalSTRS will use its best efforts to adhere to the time schedule. However, CalSTRS reserves the right to amend the time schedule, as it deems necessary. 9/29/2014 2:27 PM p. 6

7 Page 5 of 31 Event Date Time IFB Available to Prospective Bidders September 29, 2014 Written Question Submittal Deadline October 13, :00 PM Final Date for Bid Submission November 5, :00 PM Public Bid Opening November 5, :30 PM Agreement Award Date TBD 2. Submission of Written Questions Should Bidders have questions regarding the information presented in this solicitation, Bidders must submit questions in writing to CalSTRS Procurement via at procurement@calstrs.com no later than October 13, :00 p.m. PT. CalSTRS will answer all questions received by this date in writing without divulging the source of the query. Copies of all questions and CalSTRS responses will be available at 3. Minimum Qualifications 4. Bid The Bidder must complete Attachment 2, Minimum Qualifications, certifying that the Bidder satisfies all minimum qualifications and requirements. Failure to certify satisfactorily may result in the immediate rejection of the bid. Bidders must submit their bid in accordance with Attachment 1 checklist. Costs must be in the format prescribed in Attachment 3, Cost Bid Sheet. Any deviation from the prescribed format, which in the opinion of CalSTRS is material, may result in the rejection of the bid. The bid shall include all expenses required to provide the services as described in this IFB, Scope of Work, Exhibit A, and shall be guaranteed for the term of the resulting Agreement. The responsive responsible bidder with the lowest total bid will be considered the lowest, responsive, responsible bidder. 5. Submission of Bid a. Submit one (1) paper copy The paper copy must contain the original signature of the individual(s) who is authorized to bind the Bidder contractually. b. All bids must be delivered to CalSTRS by November 5, :00 p.m., PT. Bids received after this date and time will not be considered. Bids must be delivered to the following address: California State Teachers Retirement System ATTN: Avegale Cajucom-Guerrero, Procurement 100 Waterfront Place, MS 30 West Sacramento, CA /29/2014 2:27 PM p. 7

8 Page 6 of 31 c. The sealed bid envelopes must include your firm name and be plainly marked with the IFB number and title, and address, as shown in the following example: IFB NUMBER California State Teachers' Retirement System Avegale Cajucom-Guerrero, Central Procurement Analyst 100 Waterfront Place, MS 30 West Sacramento, CA MAIL ROOM DO NOT OPEN PUBLIC BID OPENING d. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected. e. A bid may be rejected if it is conditional or incomplete, deemed non-responsive, or if it contains any alterations of form or other irregularities of any kind. CalSTRS may reject any or all bids and may waive any immaterial deviation in a bid. CalSTRS waiver of immaterial defect shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the Agreement. f. Costs for developing bids and in anticipation of award of the Agreement, are entirely the responsibilities of the Bidder and shall not be charged to CalSTRS. g. A Bidder may modify a bid, after its submission, by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline date. Bid modifications offered in any other manner, oral or written, will not be considered. h. A Bidder may withdraw its bid by submitting a written withdrawal request to CalSTRS, signed by the Bidder or an agent authorized, through the contact person named in Section b. above. A Bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline. i. CalSTRS may modify the IFB prior to the date fixed for submission of bids by issuing an addendum that will be posted on j. CalSTRS reserves the right to reject all bids for reasonable cause. If the costs of all bids are excessive, CalSTRS is not required to award an Agreement. k. Bidders are cautioned to not rely on CalSTRS during the evaluation to discover and report to the Bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements. l. More than one (1) bid from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that any bidder has submitted more than one (1) bid for the 9/29/2014 2:27 PM p. 8

9 Page 7 of 31 work contemplated herein will cause the rejection of all bids submitted by that bidder. If there is reason for believing that collusion exists among the bidders none of the participants of such collusion will be considered in this or future procurements. m. A joint bid, where two (2) or more entities submit one (1) bid, will not be considered for this IFB. 6. Evaluation Process a. At the time of the public bid opening, costs will be recorded and an apparent low bidder will be named. After the bid opening process, all bid responses will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB, and preferences, if applicable, will be applied. b. Bids that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of CalSTRS, such information was intended to mislead CalSTRS in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid. c. Award if made, will be to the lowest responsive responsible bidder. 7. Award and Protest a. If at any time during or at the conclusion of this IFB process CalSTRS determines that, in its opinion, the results of this process are unsatisfactory; CalSTRS reserves the right to discontinue this process and decline to award the Agreement. The award of the Agreement, if made, will be made to the lowest responsive, responsible bidder who has met all of the specified qualifications, requirements, and satisfied the contract participation requirements for this IFB. b. Notice of Intend to Award will be posted on CalSTRS website at News releases pertaining to the award resulting from this IFB shall not be made without prior written approval by CalSTRS Chief Executive Officer or his designee. c. Any bidder may file a protest against the awarding of the Agreement. The protest must be filed during the five (5) business days that the Notice of Intent to Award is posted. Within five (5) calendar days after filing the protest, the protesting Bidder shall file with CalSTRS a full and complete written statement specifying the grounds for the protest. Protests are limited to the following grounds: 1) CalSTRS failed to substantially adhere to any specified procedures as set out in the IFB. 2) CalSTRS failed to apply correctly the standards for reviewing the format requirements or failed to evaluate the bids as specified in the IFB. 9/29/2014 2:27 PM p. 9

10 Page 8 of 31 3) CalSTRS failed to follow evaluation methods as specified in the IFB. 4) CalSTRS proposes to award the Agreement to other than the lowest responsive, responsible bid satisfactorily meeting all requirements of the final Agreement negotiations. 5) CalSTRS used a method other than that set out in the IFB to determine the Agreement award. d. Protests shall be made in writing and delivered to: Procurement California State Teachers Retirement System 100 Waterfront Place, MS 30 West Sacramento, CA Once a protest has been filed, the Agreement may not be awarded until either the protest is withdrawn or CalSTRS has decided the matter. Following the receipt of a protest, CalSTRS Chief Executive Officer (CEO) or his/her designee will either decide the matter or refer it to a committee appointed by the Teachers Retirement Board for resolution. The decision by the CEO or the committee shall be final. Notification of the decision will be sent to the protesting bidder within thirty (30) days after a decision has been reached. 8. Standard Conditions of Service a. All performance under the Agreement shall be completed on or before the termination date of the Agreement. b. CalSTRS does not accept alternate agreement language from a prospective contractor. A bid with alternate language will be considered a counter bid and may be rejected. The CalSTRS General Terms and Conditions are not negotiable. Please refer to Exhibit C, Sample Agreement/General Terms and Conditions for a sample of the agreement that may be awarded. c. No oral understanding or agreement shall be binding on either party. d. The Bidder, if awarded an agreement, must sign Exhibit J, CalSTRS Confidentiality, Non-Disclosure and Acceptable Use Agreement, prior to commencing work with CalSTRS. 9. Darfur Contracting Act PCC sections et seq., the Darfur Contracting Act of 2008, establish restrictions against contracting with vendors doing certain types of business in Sudan. The Act sets forth criteria to determine if a vendor is a scrutinized company and therefore ineligible to bid on or submit a proposal for State contracts. When a company submitting a bid or proposal has or within the previous three years has had business activities or other 9/29/2014 2:27 PM p. 10

11 Page 9 of 31 operations outside the United States, they must execute a certification stating they are not a scrutinized company as defined, or demonstrate they obtained permission under the statute. (PCC 10478, 10477(b).) The Act includes penalties for false certifications. (PCC ) As such, the Bidder must certify compliance with the Act by completing (a.) or (b.) as defined below: a. Completing Attachment 5, Darfur Contracting Act Certification, certifying that: 1) It is not a scrutinized company pursuant to Public Contract Code (PCC) Section 10476, or 2) It is a scrutinized company as defined by PCC Section but has received written permission from the Department of General Services to submit a bid or proposal pursuant to PCC Section 10477(b), OR b. Indicating on Attachment 1, Required Attachments/Exhibits Checklist & Certifications, that within the previous three (3) years it has not had any business activities or other operations outside of the United States. Bids submitted without a completed Attachment 5, Darfur Contracting Act Certification, may be deemed ineligible unless the Bidder has indicated on Attachment 1, Required Attachments/Exhibits Checklist & Certifications, that it has satisfied the requirements under this section. 10. Disabled Veteran Business Enterprise (DVBE) Program Requirements The California Public Contract Code (PCC) Section et seq. requires a participation goal of three percent (3%) DVBE for agreements awarded by CalSTRS. This goal applies to the total agreement dollars expended by CalSTRS annually. It is the policy of the Teachers Retirement Board that all contracting activities are performed in accordance with all applicable state and federal laws. The Teachers Retirement Board has adopted a policy that directs staff to encourage, promote, and facilitate the fullest possible participation by DVBE s in agreements awarded by CalSTRS. A DVBE participation of three percent (3%) is mandatory for this IFB. All Proposers are required to complete and return Attachment 8, Small Business, Microbusiness, and Disabled Veteran Business Enterprise (DVBE) Commercially Useful Function Related Information and Declaration Form. The DVBE incentive will be applied during the bid evaluation process and only to responsive / responsible bidders. For this award which is based on low price, the incentive will be applied by reducing the bid price by the amount of incentive as computed from the lowest responsive and responsible bid price. 9/29/2014 2:27 PM p. 11

12 Page 10 of 31 The chart below identifies the percentage(s) used to adjust the net bid price when calculating the DVBE incentive. Confirmed DVBE Participation of: DVBE Incentive: 5% and Over 5% 4% % inclusive 4% 3% % inclusive 3% 11. Authorized/Key Personnel Attachment 6, Bidder s Authorized/Key Personnel, names certain members of Bidder s staff (authorized/ key individuals), who would perform the conduct described in the scope of services and exercise a significant decision making role in the delivery of services under an agreement that may be awarded by CalSTRS. These personnel shall be hereafter referred to (both individually and collectively) as "Authorized/Key Personnel." This designation does not mean that the individuals have the authority to bind the firm in agreement. a) Contractor shall not substitute, replace or reassign Authorized/Key Personnel without CalSTRS prior approval. However, with CalSTRS prior approval, the parties may agree in writing to a change in these Authorized/Key Personnel, which writing shall become a part of the agreement that will be awarded by CalSTRS. b) An agreement awarded by CalSTRS may be terminated immediately, at CalSTRS sole discretion and upon written notice from CalSTRS to Contractor, because of any change in or departure of Contractor's Authorized/Key Personnel. 12. Disclosure of Campaign Contributions, Disclosure and Limits on Charitable Contributions, and Gifts a. Policy Section 600-H of the Teachers Retirement Board Policy Manual sets forth policies requiring entities engaging in business with CalSTRS to disclose campaign contributions in excess of $250, prohibits providing charitable contributions in excess of $250, and gifts in excess of $390, as well as requiring the periodic disclosure of campaign contributions, charitable contributions, and gifts. A copy of the current policy is attached as Exhibit E and the Bidder is required to comply with its provisions. b. Submission of Disclosures 1) Upon submission of a bid (or initial application) to do business with CalSTRS, Attachment 9, Form 600-H Disclosure of Contributions and Gifts, must be submitted on behalf of the: 9/29/2014 2:27 PM p. 12

13 Page 11 of Bidder (Entity) (signed by the individual who is authorized to bind the firm contractually) and 2. Each of its Authorized/Key Personnel (those who signed Attachment 6). No other version of this form will be accepted (e.g., annual submittal or generic form downloaded from CalSTRS.com). 2) Upon execution of an agreement, the successful Contractor must submit another Form 600-H on behalf of the Entity (Bidder) and each of the Authorized/Key Personnel to cover the interim period since the submission of the bid (initial application). 3) After execution of an agreement, the Contractor must submit Form 600-H on an annual basis as specified in the agreement. c. Changes in Laws or Policy CalSTRS reserves the right to amend, upon prior written notice, the above provisions to conform with any subsequent amendments to the political reform laws and CalSTRS policies. 13. Addenda: Errors and Omissions CalSTRS may modify any part of the IFB in writing by issuance of an addendum. Addenda issued prior to the final filing date for submission of bids will be sent to all parties who were sent the IFB and also available on the internet at Addenda issued after the final filing date will be sent to all responding Bidders as appropriate. If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this IFB, the Bidder shall immediately notify CalSTRS Procurement of such error in writing and request clarification or modification of the document. Such notice shall be given prior to the final filing date for submission of bids. Modifications of the IFB by CalSTRS shall be made by addenda. Clarifications by CalSTRS shall be issued by written notice to all parties who were sent the IFB. If, prior to the final filing date for submission, a Bidder fails to notify CalSTRS of a known error, or an error that reasonably should have been known, the Bidder shall not be entitled to additional compensation or time by reason of the error or its late correction. The provisions of any written amendment hereto or clarification hereof issued by CalSTRS pursuant to this section shall be incorporated by reference and made a part of the Agreement awarded as a result of this IFB. 14. Background Investigations Selected contractor(s) must demonstrate compliance with Exhibit C, CalSTRS Contractor Background Investigation Policy, for all employees providing services to CalSTRS under the resulting agreement. 9/29/2014 2:27 PM p. 13

14 Page 12 of Supplier Self-Service Portal The Bidder, if awarded an Agreement, must register in the CalSTRS new integrated financial system, the Supplier Self-Service (SUS) Portal. This portal provides direct access to administering product and service delivery with CalSTRS. Click on the hyperlink to register: Bidder Firm References Bidder must provide at least three (3) references from customers for whom Bidder has provided (describe brief services) as described in Attachment 2, Minimum Qualifications. Bidder must provide client references on Attachment 7, Bidder Firm Reference Sheet. If references obtained by CalSTRS are not favorable, CalSTRS may reject the bid. If your firm has provided services to the State of California within the past five (5) years, list the agency, the agreement number, address, contact person and telephone number. D. PREFERENCE PROGRAMS Bidders who may have questions regarding the following bid preferences may contact the Office of Small Business and DVBE Certification at (916) , or the TACPA Preference Program Group at (916) Small Business Preference 2. Disabled Veteran Business Enterprise Incentive 3. Target Area Contract Preference Act (TACPA) 9/29/2014 2:27 PM p. 14

15 Page 13 of 31 ATTACHMENT 1 REQUIRED ATTACHMENTS/EXHIBITS CHECKLIST & CERTIFICATIONS Please complete this checklist and certifications form providing information about the Bidder and to confirm the items below are in the bid. Place a check mark or X next to each item that is being submitted to CalSTRS. For the bid to be responsive, all required attachments must be returned, including this form, Attachment 1. Attachment 1 must be signed by an individual(s) who is authorized to bind the Bidder contractually. An unsigned or incomplete Attachment 1 may cause the bid to be rejected. A. BIDDER S FIRM INFORMATION 1. Organizational structure (e.g., corporation, partnership, etc.) 2. FEIN or TIN 3. Bidder s (Entity) contact information: a. Address b. Phone Number c. Facsimile Number 4. Bidder s Primary Liaison: a. Name b. Phone Number c. address 5. Representative(s) authorized to bind the Bidder contractually: a. Name b. Title c. Phone Number d. address B. CHECKLIST Attachments/Exhibits Attachment 1 Attachment 2 Attachment 3 Attachment 4 Attachment 5 Attachment Name Required Attachments/Exhibits Checklist & Certifications Minimum Qualifications Cost Bid Sheet Bidder Facility Location Darfur Contracting Act Certification* Check if not required* Please note: If this certification is not required for your agency, do NOT place a check mark on the line next to Attachment 5. Instead, simply check the box above that will indicate it is not required. For more information the Darfur Contracting Act requirements, please see Section C.9. Attachment 6 Attachment 7 Attachment 8 Bidder s Authorized/Key Personnel Bidder Firm Reference Sheet Small Business, Microbusiness, and Disabled Veteran Business Enterprise Commercially Useful Function Related Information and Declaration Form 9/29/2014 2:27 PM p. 15

16 Page 14 of 31 Attachment 9 Form 600-H Disclosure of Contributions and Gifts If applicable: Small Business Preference Disabled Veteran Business Enterprise Incentive Target Area Contract Preference Act (TACPA) C. CERTIFICATIONS By signing this form, Attachment 1, I (we) certify: 1. The information contained in this bid is accurate and that all required documents (e.g., attachments, exhibits, forms, etc.) to be submitted as a part of this bid are certified to be true and binding upon the Bidder. 2. This is a firm and irrevocable offer good for one (1) year. 3. Our willingness to perform the services as described in the IFB. 4. The availability of staff and other required resources for performing all services and providing all deliverables as described in this IFB. Signature of Person Authorized to Bind The Bidding Firm Contractually Printed Name and Title Date 9/29/2014 2:27 PM p. 16

17 Page 15 of 31 ATTACHMENT 2 MINIMUM QUALIFICATIONS Bidder Firm Name The Bidder must substantiate that the firm satisfies all the following minimum qualifications, to CalSTRS satisfaction, to be given further consideration for an Agreement award. Failure to provide complete information, based on CalSTRS sole judgment, may result in the immediate rejection of the bid. The Bidder must meet the following requirements: a. As of the final date for bid submission, Bidder must be a legal business entity for at least three (3) years and licensed to do business in California as evidenced by the submission of a copy of the Bidder s current business license and by submitting Attachment 7, Bidder Firm Reference Sheet. Yes/No b. As of the final date for bid submission, Bidder must have a primary facility, secondary facility and a Business Continuity facility for the purpose of servicing CalSTRS account as stated in Exhibit A, Scope of Work. Bidder will evidence by submitting Attachment 4, Bidder Facility Location. Yes/No c. As of the final date for bid submission, Bidder s assigned Account Representative must have at least five (5) years of experience working with critical accounts consistent with the requirements of CalSTRs as described in Exhibit A, Scope of Work. Bidder will evidence meeting the minimum qualification by submitting a copy of the assigned Account Representative s resume. Yes/No d. As of the final date for bid submission, using Attachment 7, Bidder Firm Reference Sheet, Bidder must provide a minimum of three (3) paying customers who have received or who are currently receiving services of a similar workload to CalSTRS requirements. The references must meet the following requirements: 1) At least one (1) reference must include Business Continuity (Operational or Disaster Recovery) performed by the Bidder. 2) At least one (1) reference shall be from a customer for whom the Bidder completed a successful transition to another vendor. If no such reference exists, then the Bidder may substitute this requirement with a reference from a customer for whom the Bidder completed a successful transition from another vendor. 9/29/2014 2:27 PM p. 17

18 3) At least one (1) reference shall be from a current customer. State of California Page 16 of 31 4) All customer references listed must have received offsite tape media storage, retrieval, and secure media destruction services for a minimum of 12 consecutive months within the last four (4) years. 5) Each reference must include a contact name and number. 6) CalSTRS may not be used as a reference. Yes/No 9/29/2014 2:27 PM p. 18

19 Page 17 of 31 ATTACHMENT 3 COST BID SHEET (Page 1 of 4) Bidder Organization Name Bidders must submit their costs in the format prescribed below. Bidders must provide an overall price covering all expenses (labor, materials, and equipment) for providing to CalSTRS the services as described in this IFB. Bidders shall provide a price quote for 36 months and optional 24 months to extend based on the item categories and quantities listed in the next three (3) pages. Bidders shall also include in the price quote, fees to facilitate and transfer all assets, tangible and intangible during the first thirty (30) days of the agreement and thirty (30) days before the agreement expires. TERM TOTAL PRICE QUOTE 36 Months (11/1/14-10/31/17) $ 24 Months (Optional 11/1/17-10/31/19) $ Transition Fee $ GRAND TOTAL* $ * The Grand Total is the Bidder s final bid amount. CalSTRS will add up to $5,000 to the final Agreement amount to encumber funds for Unanticipated Task and Supply Orders. This amount will not be included as part of the bid evaluation. For the purposes of determining the Transition Fees for this Bid, please use the following specifications as the current containers that CalSTRS has on hand: Item Category & Descriptions Total Qty Qty of items Small Containers 4 Container - UTILITY (small / x-small) ME-CC Sm Fiche/Utility 2 Container - DLT (CAPACITY = 10) DU-CC DLT (10-Capacity) 2 Medium Containers 16 TRANSPORT - UTILITY (medium / small) PI-PT Med Fiche/Utility 1 Container - DLT (CAPACITY = 20) C5-CC DLT (20-21-Cap) 4 Container - IRON MOUNTAIN MULTI MEDIA XX-XX - CC MULTI-MEDIA 3 Container - UTILITY (medium / small) M1-CC Med Fiche/Utility 7 Container - CARTRIDGE 3480 (CAP = 20) C2-CC 20-Pack Large Containers 9 Container - PENDAFLEX PN-CC Pendaflex 4 Container - FILMWORKS FW-CC Filmworks 1 Container - DOCUMENT DP-CC Document 3 Container - DISKPACK DK-CC Diskpak 1 Closed Storage Carts 3 CART - DR 3480 (CAP = 240) 24-DR 240-Pac Container 3 Total Number of Containers 32 9/29/2014 2:27 PM p. 19

20 Page 18 of 31 ATTACHMENT 3 COST BID SHEET (Page 2 of 4) Bidder Organization Name CATEGORY TRANSPORTATION Regular Scheduled Service (Once Per Week) Critical Standard Delivery (Next Day) Emergency Delivery (Not to Exceed 2 Hours) 36 MONTHS (12/1/14-11/30/17) Estimated Deliveries Per Month Cost Per Delivery Monthly Sub Total Number of Months 4 $ $ 36 $ 2 $ $ 36 $ 1 $ $ 36 $ SUBTOTAL $ 36 Months Total CATEGORY VAULTING & HANDLING Estimated Quantities on Hand Monthly Cost Per Unit Monthly Sub Total Number of Months Closed Container (Small) 4 $ $ 36 $ Closed Container (Medium) 16 $ $ 36 $ Closed Container (Large) 8 $ $ 36 $ Closed Container (Carts) 3 $ $ 36 $ SUB TOTAL $ 36 Months Total CATEGORY RECOVERY EXERCISES AND DECLARED DISASTERS HANDLING Estimated Quantities Cost Per Unit Event Sub Total Number of Events Closed Containers 31 $ $ 18 $ SUBTOTAL $ 36 Months Total CATEGORY ALTERNATE LOCATION TRANSPORTATION Estimated Deliveries Cost Per Delivery Event Sub Total Number of Events Ground Transportation 1 $ $ 18 $ Air Transportation 1 $ $ 9 $ SUBTOTAL $ 36 Months Total CATEGORY SECURE MEDIA DESTRUCTION Estimated Pounds Per Event Cost Per Event Event 31/Sub Total Number of Events Secure Media Destruction 45 $ $ 9 $ SUB TOTAL $ TOTAL FOR 36 MONTHS $ 36 Months Total 9/29/2014 2:27 PM p. 20

21 Page 19 of 31 ATTACHMENT 3 COST BID SHEET (Page 3 OF 4) Bidder Organization Name CATEGORY TRANSPORTATION Regular Scheduled Service (Once Per Week) Critical Standard Delivery (Next Day) Emergency Delivery (Not to Exceed 2 Hours) OPTIONAL 24 MONTHS (12/1/17-11/30/19) Estimated Deliveries Per Month Cost Per Delivery Monthly Sub Total Number of Months 4 $ $ 24 $ 2 $ $ 24 $ 1 $ $ 24 $ SUBTOTAL $ 24 Months Total CATEGORY VAULTING & HANDLING Estimated Quantities on Hand Monthly Cost Per Unit Monthly Sub Total Number of Months Closed Container (Small) 4 $ $ 24 $ Closed Container (Medium) 16 $ $ 24 $ Closed Container (Large) 8 $ $ 24 $ Closed Container (Carts) 3 $ $ 24 $ SUB TOTAL $ 24 Months Total CATEGORY RECOVERY EXERCISES AND DECLARED DISASTERS HANDLING Estimated Quantities Cost Per Unit Event Sub Total Number of Events Closed Containers 31 $ $ 12 $ SUBTOTAL $ 24 Months Total CATEGORY ALTERNATE LOCATION TRANSPORTATION Estimated Deliveries Cost Per Delivery Event Sub Total Number of Events Ground Transportation 1 $ $ 12 $ Air Transportation 1 $ $ 6 $ SUBTOTAL $ 24 Months Total CATEGORY SECURE MEDIA DESTRUCTION Estimated Pounds Per Event Cost Per Event Event Sub Total Number of Events Secure Media Destruction 45 $ $ 6 $ SUB TOTAL $ TOTAL FOR OPTIONAL 24 MONTHS $ 24 Months Total 9/29/2014 2:27 PM p. 21

22 Page 20 of 31 ATTACHMENT 3 COST BID SHEET (Page 4 of 4) CATEGORY UNANTICIPATED TASKS Bidder Organization Name 36 MONTHS Total Cost Per Pound Additional Secure Media Destruction $ $ CATEGORY UNANTICIPATED SUPPLY ORDERS Total Purchase Cost Per Unit Monthly Lease Cost Per Unit OPTIONAL 24 MONTHS Total Cost Per Pound Total Purchase Cost Per Unit 4MM Container 26 Capacity $ $ $ $ 8MM 40 Capacity $ $ $ $ 3480/3490/ Capacity $ $ $ $ 3480/3490/ Capacity $ $ $ $ 3420 Tape 9 Capacity $ $ $ $ Capacity $ $ $ $ Capacity $ $ $ $ Capacity $ $ $ $ DLT 20 Capacity $ $ $ $ Document Containers $ $ $ $ Transportation Containers $ $ $ $ Media Transport Carts 240 Capacity $ $ $ $ Media Transport Carts 480 Capacity $ $ $ $ Miscellaneous Storage Containers $ $ $ $ Plastic Transport 10 Pack Turtle Case $ $ $ $ Multi Media Containers 20 pack $ $ $ $ w/interchangeable Insert Data Cartridge Streamer 20 Capacity $ $ $ $ Laser Disk 10 Capacity $ $ $ $ Optical Disk Container $ $ $ $ 4MM Tape Media $ $ $ $ 8MM Tape Media $ $ $ $ 3490 Tape Media $ $ $ $ 3590 Tape Media $ $ $ $ 9840 Tape Media $ $ $ $ CD ROM /DVD Media $ $ $ $ DLT/LTO Tape $ $ $ $ Media $ $ $ $ Combination Locks $ $ $ $ Key Locks $ $ $ $ Monthly Lease Cost Per Unit 9/29/2014 2:27 PM p. 22

23 Page 21 of 31 ATTACHMENT 4 BIDDER FACILITY LOCATION (Page 1 of 3) Bidder Organization Name PRIMARY Instructions 1. List the facility the Bidder will utilize as the Primary Facility for this Agreement. This permanent site will be operational at the beginning of the Agreement term and complies with the Flood Zone requirements as stated in Exhibit A, Scope of Work, Section This attachment will be submitted to the Department of Water Resources by CalSTRS for confirmation of floodplain requirement compliance. Bidder Organization Name Address City, Zip Code DWR USE ONLY DEPARTMENT OF WATER RESOURCES VALIDATION OF FLOODPLAIN STATUS: The DWR has determined that the above location, according to the most recently published flood maps available to the California Department of Water Resources (DWR), is: Outside the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Within the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Signature of Confirming DWR Representative Printed Name and Title Date 9/29/2014 2:27 PM p. 23

24 Page 22 of 31 ATTACHMENT 4 BIDDER FACILITY LOCATION (Page 2 of 3) Bidder Organization Name SECONDARY Instructions 1. List the facility the Bidder will utilize as the Secondary Facility for this Agreement. This permanent site will be operational at the beginning of the Agreement term and complies with the Flood Zone requirements as stated in Exhibit A, Scope of Work, Section This attachment will be submitted to the Department of Water Resources by CalSTRS for confirmation of floodplain requirement compliance. Bidder Organization Name Address City, Zip Code DWR USE ONLY DEPARTMENT OF WATER RESOURCES VALIDATION OF FLOODPLAIN STATUS: The DWR has determined that the above location, according to the most recently published flood maps available to the California Department of Water Resources (DWR), is: Outside the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Within the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Signature of Confirming DWR Representative Printed Name and Title Date 9/29/2014 2:27 PM p. 24

25 Page 23 of 31 ATTACHMENT 4 BIDDER FACILITY LOCATION (Page 3 of 3) Bidder Organization Name BUSINESS CONTINUITY Instructions 1. List the facility the Bidder will utilize as their Business Continuity Facility for this Agreement. This permanent site will be operational at the beginning of the Agreement term and complies with the Flood Zone requirements as stated in Exhibit A, Scope of Work, Section This attachment will be submitted to the Department of Water Resources by CalSTRS for confirmation of floodplain requirement compliance. Bidder Organization Name Address City, Zip Code DWR USE ONLY DEPARTMENT OF WATER RESOURCES VALIDATION OF FLOODPLAIN STATUS: The DWR has determined that the above location, according to the most recently published flood maps available to the California Department of Water Resources (DWR), is: Outside the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Within the 500-, 200-, 100-year floodplain boundary as defined on the map Comments: Signature of Confirming DWR Representative Printed Name and Title Date ATTACHMENT 5 9/29/2014 2:27 PM p. 25

26 Page 24 of 31 DARFUR CONTRACTING ACT CERTIFICATION Public Contract Code Sections applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services (DGS) to submit a proposal. If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, you do not need to complete this form. OPTION #1 - CERTIFICATION If your company, within the previous three (3) years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below. I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective Proposer/Bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective Proposer/Bidder named below. This certification is made under the laws of the State of California. Company/Vendor Name (Printed) Federal ID Number By (Authorized Signature) Printed Name and Title of Person Signing Date Executed Executed in the County and State of OPTION #2 WRITTEN PERMISSION FROM DGS Pursuant to Public Contract Code section 10477(b), the Director of DGS may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from DGS to submit a bid or proposal, complete the information below. We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from DGS to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal. Company/Vendor Name (Printed) Federal ID Number Initials of Submitter Printed Name and Title of Person Initialing 9/29/2014 2:27 PM p. 26

27 Page 25 of 31 ATTACHMENT 6 BIDDER S AUTHORIZED/KEY PERSONNEL Please list the names and titles of the personnel authorized to conduct business (deliver services) on behalf of the Contractor in a decision-making capacity: Signature Name (Typed) Title (Typed) Date Signature Name (Typed) Title (Typed) Date Signature Name (Typed) Title (Typed) Date Signature Name (Typed) Title (Typed) Date 9/29/2014 2:27 PM p. 27

28 Page 26 of 31 ATTACHMENT 7 BIDDER FIRM REFERENCES As requested on Minimum Qualification, list below three (3) client references, for which your firm has provided. Submit a recent Client List that supports this information. Failure to complete and return this Attachment may cause your proposal to be rejected. REFERENCE 1 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Brief Description of Service Provided REFERENCE 2 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Brief Description of Service Provided REFERENCE 3 Name of Firm Street Address City State Zip Code Contact Person Telephone Number Dates of Service Brief Description of Service Provided 9/29/2014 2:27 PM p. 28

29 Page 27 of 31 ATTACHMENT 8 SMALL BUSINESS, MICROBUSINESS, AND DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) COMMERCIALLY USEFUL FUNCTION RELATED INFORMATION AND DECLARATION FORM State law in Government Code Section and Military and Veterans Code Section 999 require that Certified Small Business, Microbusiness and Disabled Veteran Business Enterprise (DVBE) contractors, subcontractors, or suppliers must provide goods or services to the state by performing a commercially useful function (CUF). A Certified Small Business, Microbusiness or DVBE contractor, subcontractor or supplier is considered to be performing a CUF when it meets all of the following criteria: Is responsible for the execution of a distinct element of work for the contract; Carries out contractual obligations by actually performing, managing, or supervising the work involved; Performs work that is normal for its business services and functions; Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; Is not further subcontracting a portion of the work that is greater than expected to be subcontracted by normal industry practices; and, Its role is not limited to that of an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of Small Business, Microbusiness, or DVBE participation. CUF requirement compliance must be declared by a bidder for CalSTRS contracting and then validated with a determination by CalSTRS. All bidders for a CalSTRS contract must complete and submit the attached GSPD Bidder Declaration form with their responses to any CalSTRS solicitation for contracting. o Failure to complete or submit the Bidder Declaration form is cause for rejection of bid. o The Bidder Declaration must be submitted under the penalty of perjury. o Fraudulent representation of performing a CUF is unlawful and could carry a civil penalty. Upon receipt of a response with the Bidder Declaration, CalSTRS contracting staff will validate the claims of fulfilling CUF requirements by reviewing the response and conducting follow up investigation if necessary. CalSTRS contracting staff must make a determination that the bidding contractor and subcontractor are in compliance with the CUF requirements. In case of determining incompliance, the bid may be rejected. There is no right to protest a rejection based on CUF incompliance. For further information on the CUF compliance please contact: Procurement@CalSTRS.com Attachment: GSPD Bidder Declaration form 9/29/2014 2:27 PM p. 29

30 9/29/2014 2:27 PM p. 30 State of California Department of General Services, Procurement Division GSPD (REV 08/09) BIDDER DECLARATION 1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form): a. Identify current California certification(s) (MB, SB, NVSA, DVBE): or None (If None, go to Item #2) Solicitation Number Attachment 8 1 of 2 b. Will subcontractors be used for this contract? Yes No (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform, etc.). Use additional sheets, as necessary. c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes No (2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes No N/A 2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary): Subcontractor Name, Contact Person, Subcontractor Address CA Certification (MB, SB, Work performed or goods provided Corresponding Good 51% Phone Number & Fax Number & Address NVSA, DVBE or None) for this contract % of bid price Standing? Rental? CERTIFICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct. Page of State of California

31 9/29/2014 2:27 PM p. 31 State of California Department of General Services, Procurement Division GSPD (REV 08/09) Instructions All prime bidders (the firm submitting the bid) must complete the Bidder Declaration. 1.a. Identify all current certifications issued by the State of California. If the prime bidder has no California certification(s), check the line labeled None and proceed to Item #2. If the prime bidder possesses one or more of the following certifications, enter the applicable certification(s) on the line: 1.b. Mark either Yes or No to identify whether subcontractors will be used for the contract. If the response is No, proceed to Item #1.c. If Yes, enter on the line the distinct element of work contained in the contract to be performed or the goods to be provided by the prime bidder. Do not include goods or services to be provided by subcontractors. Bidders certified as MB, SB, NVSA, and/or DVBE must provide a commercially useful function as defined in Military and Veterans Code Section 999 for DVBEs and Government Code Section 14837(d)(4)(A) for small/ microbusinesses. Bids must propose that certified bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State. For questions regarding the solicitation, contact the procurement official identified in the solicitation. Note: A subcontractor is any person, firm, corporation, or organization contracting to perform part of the prime s contract. 1.c. This item is only to be completed by businesses certified by California as a DVBE. (1) Declare whether the prime bidder is a broker or agent by marking either Yes or No. The Military and Veterans Code Section (b) defines broker or agent as a certified DVBE contractor or subcontractor that does not have title, possession, control, and risk of loss of materials, supplies, services, or equipment provided to an awarding department, unless one or more of the disabled veteran owners has at least 51-percent ownership of the quantity and value of the materials, supplies, services, and of each piece of equipment provided under the contract. (2) If bidding rental equipment, mark either Yes or No to identify if the prime bidder owns at least 51% of the equipment provided (quantity and value). If not bidding rental equipment, mark N/A for not applicable. 2. If no subcontractors are proposed, do not complete the table. Read the certification at the bottom of the form and complete Page of on the form. If subcontractors will be used, complete the table listing all subcontractors. If necessary, attach additional pages and complete the Page of accordingly. BIDDER DECLARATION Instructions Attachment 8 2 of 2 2. (continued) Column Labels Subcontractor Name, Contact Person, Phone Number & Fax Number List each element for all subcontractors. Subcontractor Address & Address Enter the address and if available, an address. CA Certification (MB, SB, NVSA, DVBE or None) If the subcontractor possesses a current State of California certification(s), verify on this website ( Work performed or goods provided for this contract Identify the distinct element of work contained in the contract to be performed or the goods to be provided by each subcontractor. Certified subcontractors must provide a commercially useful function for the contract. (See paragraph 1.b above for code citations regarding the definition of commercially useful function.) If a certified subcontractor is further subcontracting a greater portion of the work or goods provided for the resulting contract than would be expected by normal industry practices, attach a separate sheet of paper explaining the situation. Corresponding % of bid price Enter the corresponding percentage of the total bid price for the goods and/or services to be provided by each subcontractor. Do not enter a dollar amount. Good Standing? Provide a response for each subcontractor listed. Enter either Yes or No to indicate that the prime bidder has verified that the subcontractor(s) is in good standing for all of the following: of California Secretary of State to be in good standing 51% Rental? This pertains to the applicability of rental equipment. Based on the following parameters, enter either N/A (not applicable), Yes or No for each subcontractor listed. Enter N/A if the: subcontractor) or DVBE) Enter Yes if the subcontractor is a California certified DVBE providing rental equipment and the subcontractor owns at least 51% of the rental equipment (quantity and value) it will be providing for the contract. Enter No if the subcontractor is a California certified DVBE providing rental equipment but the sub- Read the certification at the bottom of the page and complete the Page of accordingly. State of California