TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 3, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Report on advertisement of Request for Proposal 14-RFP-22 Remote Storage of District Records for a Thirty-Six (36) Month Period, estimated cost $156,000.00, Account 101-15000-612490, Requisition 1376365
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for Remote Storage of District Records for a Thirty-Six (36) Month Period, at the request of General Administration.
The purpose of this contract is to provide suitable storage for the District's official records at recommended environmental conditions, and destruction services as certain records become eligible. The storage contract is necessary to ensure the District's irreplaceable and other critical documents will be protected from loss due to fire, floods, and other natural disasters.
The estimated cost for this RFP is $156,000.00.
A bid deposit is not required for this RFP.
Appendix A will not be included due to the scope of work performed under this RFP. The required services are usually provided by a single vendor and do not provide practical or cost-effective opportunities for direct or indirect subcontracting.
The tentative schedule for this contract is as follows:
Advertise April 16, 2014
Proposals Received May 16, 2014
Award July 10, 2014
Completion July 18, 2017
Funds for the 2014 expenditures in the amount of $25,000.00 are available in Account 101-15000-612490. The estimated expenditures for 2015, 2016, and 2017 are $52,000.00, $52,000.00, and $27,000.00, respectively. Funds for the 2015, 2016, and 2017 expenditures are contingent upon the Board of Commissioners' approval of the District's budget for those years.
Respectfully Submitted, Darlene A. LoCascio, Director of Procurement and Materials Management