request for proposal 000-00- web view09.02.2017 · electronic files must be in microsoft...
Post on 06-Feb-2018
214 Views
Preview:
TRANSCRIPT
REQUEST FOR PROPOSAL 000-00-000
INVITATION FOR BIDS
Records Storage
IFB-16-201 Addendum #3
www.energy.ca.gov/contracts/
State of California
California Energy Commission
January 2017
Table of Contents
I.Introduction1
Purpose of IFB1
Key Activities and Dates1
Available Funding1
Eligible Bidders2
Questions2
Contact Information2
Responses to This IFB2
II.Scope of Work and Deliverables3
About This Section3
III.Bid Format, Required Documents, and Delivery7
About This Section7
Required Format for a Bid7
Number of Copies7
Packaging and Labeling7
Preferred Method for Delivery7
Organize Your Bid As Follows:8
IV.Evaluation Process and Criteria10
About This Section10
Bid Evaluation10
Minimum Qualifications11
Notice of Proposed Award12
V.Business Participation Programs (Preferences/Incentives)13
Disabled Veteran Business Enterprise (DVBE)13
Participation Compliance Requirements13
DVBE Incentive15
Small Business / Microbusiness / Non-Small Business16
VI.Administration19
IFB Defined19
Definition of Key Words19
Cost of Developing Bid19
Software Application Development19
Printing Services20
Confidential Information20
Darfur Contracting Act of 200820
IFB Cancellation and Amendments20
Errors20
Modifying or Withdrawal of Bid21
Immaterial Defect21
Disposition of Bidders Documents21
Bidders Admonishment21
Protest Procedures21
Agreement Requirements22
Attachments
1
Contractor Status Form
2
Darfur Contracting Act Form
3
Disabled Veteran Business Enterprise (DVBE) Declarations Form STD. 843
4
Bidder Declaration Form GSPD-05-105
(List of subcontractors, including DVBE/Small Business/Microbusiness/
Nonprofit Veteran Service Agency)
5
Contractor Certification Clauses
6
Budget Detail Forms
7
Standard Agreement Example
January 2017Page iiIFB-16-201
Records Storage
I.IntroductionPurpose of IFB
The California Energy Commission (Energy Commission) is in need of storage, retrieval and delivery services to include records storage, retrieval of documents, delivery of documents, and destruction of documents.
Key Activities and Dates
Key activities including dates and times for this IFB are presented below. An addendum will be released if the dates change for the asterisked (*) activities.
ACTIVITY
ACTION DATE
IFB Release
January 13, 2017
Deadline for Written Questions by 5:00 p.m.*
January 25, 2017 February 9, 2017
February 13, 2017
Distribute Questions/Answers and Addenda (if any)
January 31, 2017
February 10, 2017
February 14, 2017
Deadline to Submit Bid by 5:00 p.m.*
February 7, 2017
February 14, 2017
February 16, 2017
Public Bid Opening
February 8, 2017
February 15, 2017
February 17, 2017
Notice of Proposed Award
February 9, 2017
February 21, 2017
Contract Start Date
April 1, 2017
Contract Termination Date
March 31, 2020
Two Potential one-year contract extensions
April 1, 2020 - March 31, 2021
April 1, 2021 - March 31, 2022
Available Funding
There is $49,250 $64,250 available for the contract resulting from this IFB. The contract will be written for the full amount of $49,250 $64,250 and the award will be made to the responsible Bidder providing the lowest cost, after any applicable preference or incentive. The contract will include two 1-year options to extend the contract, at the discretion of the Energy Commission.If the Energy Commission chooses to extend the contract, the contract will be amended.
At the conclusion of year 3, the Energy Commission may extend this Agreement to add one year of service and $15,000. At the conclusion of year 4, the Energy Commission may extend this Agreement to add one more year of service and $15,000, for a total of 5 years and $79,250 $94,250. The Agreement amount ($49,250 $64,250) covers the initial 3-year period. The extensions for year 4 and year 5 shall be in the form of a contract amendment. Fifteen thousand dollars ($15,000) of the total available funding is specifically allocated for the tasks as defined in Task 8: Contract Close-Out.
Of this amount $7,250 of the $64,250 amount is immediately available. The remaining balance of $42,000 $57,000 from fiscal years (FY) 2017, 2018 and 2019 may be available contingent upon approval of the Energy Commissions 2017, 2018 and 2019 Budget. Funding shall be subject to the appropriation and availability for that purpose in the 2017, 2018 and 2019 Governors Budget. In the event funds are not available, the Energy Commission shall have no further liability with regard to the Agreement.
The Energy Commission reserves the right to reduce the contract amount to an amount deemed appropriate in the event the budgeted funds do not provide full funding of Energy Commission contracts. In this event, the Contractor and Energy Commission Agreement Manager (CAM) shall meet and reach agreement on a reduced scope of work commensurate with the level of available funding.
Eligible BiddersEach agreement resulting from this solicitation includes terms and conditions that set forth the contractors rights and responsibilities. Bidders must agree to use the attached standard terms and conditions (Attachment 7). The Energy Commission will not award agreements to non-complying entities. The Energy Commission reserves the right to modify the terms and conditions prior to executing agreements. All corporations, limited liability companies (LLCs), limited partnerships (LPs) and limited liability partnerships (LLPs) that conduct intrastate business in California are required to be registered and in good standing with the California Secretary of State prior to its project being recommended for approval at an Energy Commission Business Meeting. If not currently registered with the California Secretary of State, applicants are encouraged to contact the Secretary of States Office as soon as possible to avoid potential delays in beginning the proposed project(s) (should the application be successful). For more information, contact the Secretary of States Office via its website at www.sos.ca.gov. Sole proprietors using a fictitious business name must be registered with the appropriate county and provide evidence of registration to the Energy Commission prior to their project being recommended for approval.
Questions
During the IFB process, questions of clarification about this IFB must be directed to the Commission Agreement Officer (CAO) listed in the following section.
Potential Bidders shall carefully examine the qualifications and specifications of this IFB and may submit written questions via mail, electronic mail, and by FAX. All questions must be received by the date indicated in the Key Activities and Dates section. Therefore, all communication should be directed in writing to the Commissions Agreement Officer listed below.
Any verbal communication with an Energy Commission employee concerning this IFB is not binding on the State and shall in no way alter a specification, term, or condition of the IFB.
Contact Information
Andrea Hoppe, Commission Agreement Officer
California Energy Commission
1516 Ninth Street, MS-18
Sacramento, California 95814
Telephone: (916) 651-0588
FAX: (916) 654-4423
E-mail: Andrea.Hoppe@energy.ca.gov
Responses to This IFB
Responses to this solicitation shall be in the form of an Administrative Response and a sealed/formal Cost Bid using Attachment 6, Budget Detail Forms, according to the format described in this IFB.
Insert initials and date herePage 1IFB # xxx-xx-xxx
January 2017Page 1IFB-16-201
Records Storage
II.Scope of Work and DeliverablesAbout This Section
This section describes the contract scope of work, deliverables and due dates under the direction of the Energy Commission Agreement Manager (CAM).
Task 1: Kickoff Meeting
The Contractor shall:
Attend a kick-off meeting with the CAM, Commission Agreement Officer (CAO), and the Accounting Office. The Contractor shall include at a minimum their Project Manager, Contract Administrator, and Accounting Officer. The administrative and technical aspects of this contract will be discussed.
Task 2: Relocation of Records (Optional Task)
If directed by the CAM, the Contractor shall:
Move approximately 3,000 boxes from the current storage facility in North Sacramento (95838) to Contractors storage facility.
Task 3: Bar Code Tracking
The Contractor shall:
Provide bar code tracking to track each box that Energy Commission sends to storage and each box delivered to the Energy Commission.
Provide bar codes that are pre-assigned and issued to adhere to boxes and Records Transfer Lists (a regular-sized label for the box, approximately 3 x 1, and a small label for the Records Transfer List, approximately 1 x 3/8") before the Contractor takes possession of the records storage container.
Utilize bar code information to track Energy Commission boxes when:
The box or file is requested and leaves the Contractors warehouse.
The box or file is received by the Energy Commission. On-site signature m
top related