New York State Insurance Fund Procurement Unit. July 13, 2012

Transcription

1 New York State Insurance Fund Procurement Unit July 13, 2012 Attached is NYSIF s responses to bidders questions, including revisions to Appendix Z, which serves as Addendum #2 to NYSIF s Invitation for Bids(IFB) for Hempstead File Relocation, # r1. Material in this Addendum supersedes any contradictory material in the IFB and will become part of the contract. All bids are due Thursday, July 26, 2012, by 2:00 p.m. (EDT). Sincerely, Alan Angelo Contract Management Specialist 2 15 Computer Drive West Albany, New York Phone (518) Fax (518)

2 1. Who is responsible for supplying boxes? A. The vendor will supply all storage boxes for the term of the agreement. 2. Is it possible to inventory at our facility? Or must we inventory before loading at Nassau County Facility? A. No. Indexing and inventory must be conducted prior to the files leaving NYSIF s facility. 3. Is there a reason the files were originally stored in Nassau County? A. This is not relevant to the bid. 4. For box description write-up- do you want the Workers Compensation and Disability Benefit funds listed as separate Departments- and what information do you want captured for the boxes- Date, Ranges,? A. List the departments separately in numerical order by file number. 5. What are the indexing requirements for the two files, what needs to be captured, File number, Name etc.? A. At the minimum, the file number, name, and type (department) of file. 6. Page 18 Section 4 on activity numbers states 100 box retrievals per year and 500 file retrievals per year, Appendix Z has 500 Boxes and 100 files as the activity numbers- which one is correct? A. Appendix Z will be amended to reflect 500 files and 100 boxes. Keep in mind that these are strictly estimates for bidding purposes only. Actual activity may vary. 7. For the material palletized do you require the vendor to rebox or use existing boxes? A. The palletized boxes (700 boxes 2.6 cf), which are on the 4 th floor will need to be indexed and reboxed to the standard storage box required. These files are the pension files and will be stored separately. Appendix Z will be revised to include 8,242 additional files. 8. There were several hundred files on shelves on the fourth floor- are those refiles that have not been placed into open shelf, and if so will they be completed by the current staff, prior to the move. A. The files on the shelves on the fourth floor are not re-files. These are Aggregate Trust files which must be indexed and boxed. 9. For file retrievals are the originals required? Have you considered imaging as a cost reduction to the 3rd Party transportation charges? A. All retrievals will be actual original files. 10. Appendix Z has 2900 new boxes coming in per year and only 250 files required to be indexed- should the number of files that need to be indexed annually be more like 87,000 based on 30 files per box. A. That is possible. Appendix Z was revised to 70,000 files. This is an estimate and is for bidding purposes only. Actual numbers will vary. 11. Page 17 Section C- If vendor captured box description and range before sending boxes off-site and was able to service file retrievals under required Service Level agreements would you consider allowing vendor to index files off-site- IT would speed up the move and significantly reduce cost A. See # 2 above. 12. What is your average third Party cost for the transfer of the files and boxes per year? A. Not relevant to this bid since NYSIF contracts these services separately. 13. Approximately how many files need to currently be relocated? A. Approximately 500,000 individual files.

3 14. Does the qualified winning contractor have access to the NYSIF building on weekends and holidays? A. A 5 hour schedule for non-holiday Saturdays will be allowed during the preparation and transfer of the files. NYSIF reserves the right to restrict Saturday hours of operation. 15. What are the available time of the day does the winning contractor have access to the building? A. 7:00am 5:00pm 16. Will the winning contractor have access to the current computer inventory database? A. No. A copy of the current inventory will be supplied upon execution of the contract. 17. Does NYSIF have a preference for bar-coding or RFID for indexing? A. NYSIF does not have a preference. 18. Is it ok to send scanned files that were requested from retrieval? A. See # 9 above. 19. How will the payments for relocations be made? A. Electronic Funds Transfer (EFT) 20. What is the scheduling broke down for payments for relocation? A. Billing will be on a monthly basis per the activity of the previous month. 21. What is the scheduling broke down for payments for storage, retrieval and destruction? Please discuss the all payments broke down schedule. A. Billing will be on a monthly basis per the activity of the previous month. 22. Is it ok to provide a couple of possible storage locations in the IFP? Or is only one location allowed in the IFP. A. Facility proposed must meet all mandatory requirements set forth in the IFB. Facilities are not evaluated beyond Pass/Fail. The award will be made to the responsible and responsive bidder whose proposal meets all the mandatory specifications at the lowest cost. * Assuming both facilities meet the mandatory requirements, the low cost proposal will be selected. 23. I would like to request a copy of the attendees list at the June 19, 2012 pre-bid meeting A. The following firm s representative(s) attended the Mandatory Site Visit: Triple Crown Maffucci Storage Corp, American Record Management System, Iron Mountain, E. Maygoo Technologies, LLC, UMC Moving Company, Citi Storage, E. D. Harris, South Shore R.M. 24. If the vendor is to supply 1.2 cu ft boxes, do they need to have separate lids or attached lids? A. NYSIF has no preference. 25. Can pallets fit on the passenger elevator? A. No. 26. Regarding page 12 number 4 Technical Experience letter d. Proof of Bonding, What do you require for proof? Our employees are fingerprinted and had background checks, Please advise the document you are requesting. A. The IFB requires proof of bonding through a licensed bonding or insurance firm. 27. What are the hours and times that the contractor can work? A. During normal business hours, Monday through Friday, 7:00am 5:00pm

4 28. Are weekends available? A. See # Can indexing be done off premises? If files are misfiled at the origin (159 N Franklin St) what will the responsibility be for the vendor to correct? Or will file go into box by itself? A. No, indexing must be done on premises. The contractor must ensure that files are indexed and properly boxed during the indexing process before leaving the NYSIF facility. Should a misfile be found during the indexing process, NYSIF must be notified and corrective measures will be taken at that time. 30. How many fields will be required for the indexing spreadsheet? B. At the minimum, the file number, name, and type (department) of file. 31. There was approx. 60 pallets of boxes(mostly on the 4th floor)that contained about 900 tote (2.6 cu ft cartons) Will those boxes have to be transferred into the standard 1.2 cu. Ft. box and indexed as well? A. Yes. 32. Where in the bid (Appendix Z) is there a place to charge for new boxes? Or is the SIF going to supply them? A. Boxes must be included in the vendor s storage charge to NYSIF. NYSIF does not supply boxes. 33. When there is a new deposit (item 3) where will they be coming from or will they have to be picked up? A. NYSIF will arrange for 3 rd party shipping from any of their locations. 34. Please define permanent Removal Preparation? A. Permanent Removal is defined on page 17 of the IFB. It is the preparation of the files to be prepared for removal from the vendor s location at the end of the contract. 35. What is the total number of files in the electronic inventory system? A. 500, If the number of files in the database is known, has it ever been physically reconciled to the actual files on the shelf? (in other words, are any files known to be missing?) A. NYSIF s inventory is estimated, however assumes all current files are present. 37. What is the total number of files that are currently "out" from the physical inventory? A. NYSIF provided estimates in the bid documents. NOTEWELL: that the price proposed is a per unit price and the winner will be awarded according to the estimated volume set forth in Appendix Z. Contract Billing will be based on actual volume. 38. What is the total number of boxes that will need to be removed? A. NYSIF has estimated the number of boxes to be removed from the facility. The actual number would not be determined until the end. NYSIF estimates the files on shelves to be 30,000 linear feet. Individual file sizes will vary. 39. Are all boxes generally between cubic feet in volume? A. This IFB requires the vendor to use 1.2 cu. ft. boxes. 40. Can you supply any metrics regarding the level of file activity, such as the number of files accessed per day, week, or month for outside pickup/delivery? A. Activity is irregular. The contractor can expect a volume of 60,000 70,000 files per year.

5 41. Would NYSIF consider the option of vendors submitting multiple/alternate proposals, with the alternates based on some changes to the proposed specifications? A. The award will be made to the responsible and responsive bidder whose proposal meets all the mandatory specifications at the lowest cost. * Assuming both proposals meet the mandatory requirements, the low cost proposal will be selected. The specifications provided are the minimal specifications and will receive a pass or a fail. There is no allowance for changes to the specifications, nor will facilities be evaluated in relation to each other. 42. What is the minimum bonding amount NYSIF requires for contractors bidding on this contract? A. No minimum was defined in the IFB. 43. What is the minimum total assets value for contractors bidding on this contract? In other words, if any, how cash assets should the contractors have in their business account to be deemed acceptable to bid on this contract? A. No minimum was defined in the IFB.

6 APPENDIX Z REVISED ADDENDUM # 2 FEE SCHEDULE PROPOSAL Bidder Contact DBA, if any Title Federal ID # Address Type of Firm Telephone # Address Fax # Web Address Quantities are estimates only and not a guarantee of work. Section 4 Transportation/Relocation of current files (one time charges): Item Description Per Relocation of current files including: 1) Palletize boxes for transport 2) Loading/off loading-handling 3) Transportation 1 4) Placement of files in bidder s facility Box 21,000 (A*B) Section 4 - Initial Indexing and Inventory set-up (one time charges): Item Description Per Initial processing of new files into boxes for storage, including indexing, inventory, placement of files into boxes for secure 2 transportation. File 500,000 (A*B) NEW Processing of files in 700 boxes currently on pallets on the 4 th floor. File 8,242 Signature: Title: Typed Name: Date:

7 APPENDIX Z REVISED ADDENDUM # 2 Section 4 - Ongoing Services for new files: Item 3 3 Description Est. Multiplier (C) New Deposits -Receiving/Entering (per box) 2,900 1 (annual) New Deposits Receiving/Entering (per file) 70,000 1 (annual) 12 Months (annual) 4 Storage at Contractor s Facility 21,000 5 Records Retrieval (per box) (annual) 5 Records Re-file (per box) (annual) 5 Retrieval (File from Carton) (per file) 500 1(annual) 5 Re-file (File to Carton) (per file) (annual) 6 Confidential Destruction of Records (per box) 3,000 1 (annual) (A*B*C) Section 4 Preparation for Relocation of existing files (one time charges): Item Description Per 8 Permanent Removal Preparation Box 21,000 (A*B) Grand total bid $ The bidder s proposal must include all items necessary for the successful processing, packing, secure handling and transportation, all labor fees, insurance, employer s share of taxes, fringe benefits, overhead and profit required for this IFB. Prices are inclusive of all fuel surcharges, tolls, and other permits necessary under this IFB. Signature: Title: Typed Name: Date: