Request for Proposal - Document Destruction 2016-2019
Date Created: Oct. 6, 2016
Submit Quotes to:
ACCESS, a Dearborn-based non-profit, seeks proposals for the service referenced above at the locations specified. Please consider this document as formal Request for Proposal (RFP). Bids should be submitted to procurements@accesscommunity.org by 10 am October 31st, 2016. Bids must be accompanied by a completed version of the RFP document located at https://www.accesscommunity.org/file/requiredrfp-rfqdocumentcleandocx.
All invitations to bid issued by ACCESS will bind bidders and successful bidders to the conditions and requirements set forth in this Scope of Work, and such conditions shall form an integral part of any purchase contract awarded.
All bidders shall contact Facilities Manager Mark Paul at 313-720-6318 (cell), mpaul@accesscommunity.org between the hours of 9 am & 4 pm M-F to review the scope of work and/or participate in a site visit of all facilities.
Scope of Work:
ACCESS is in need of on-site document destruction services, occurring approximately every 4 weeks. The service shall involve on-site document destruction at all locations noted, unless stated otherwise. Document destruction is to be performed in accordance with The State of Michigan’s requirements for confidential destruction of records. The State of Michigan’s contract requirements are: Paper: 5/16 inch particle size (can be accomplished with pulverization or grinding, and all material is recycled)
Please include the following with the submitted proposal:
- Name, address, phone number, email address, web site, and brief introduction of your company (include local office locations)
- List a minimum of three (3) references
- Include information about years of service in this business and detail professional experience in providing services
- Include a detailed cost proposal detailing the charge per bin, charge per pick-up, minimum charges and any additional costs associated with the services.
- The size of the locking bins provided for document shredding collection should be clearly stated in the RFP. We would like the size of the bins to be approximately 3 feet in height, 23 inches in width and 15 inches in depth to match out current placement but we will entertain other options.
- Also included should be a quote for any additional service events that may be required by ACCESS in addition to the recurring, every 4 week pick up that is applicable to these services.
- All costs associated with the services must be listed including surcharges.
- Please list any other types of destruction and recycling services your company is able to provide, including, but not limited to: on-site hard drive destruction services, media destruction, and electronics recycling.
- ACCESS would like services to start approximately 30 days from final vendor selection.
Deliverables
The Vendor/Contractor must provide the following:
1. The Vendor/Contractor will provide ten (10) shred collection bins to ACCESS. The bins will be approved by ACCESS staff before delivery
2. The Vendor/Contractor will provide the ACCESS with a contract for four (4) years. . Pricing must be guaranteed for at least two (2) years
a. Increases in price may trigger a new procurement, to be initiated after cost analysis is completed
Vendor Selection Criteria:
ACCESS reserves the right to reject any or all bids, in part or in total, for any objective or subjective reason whatsoever. Late bids will not be accepted. If a proposal is selected, it will be the most advantageous regarding price (See: "Low Bidder" following), quality of service, the Vendors' qualifications and capabilities to provide the specified service, and other factors which the ACCESS may consider. ACCESS does not intend to award a bid fully on the basis of any response made to the proposal; ACCESS reserves the right to consider proposals for modifications at any time before a Bid would be awarded, and negotiations would be undertaken with that Vendor whose proposal is deemed to best meet ACCESS' specifications and needs. ACCESS at its sole discretion may award this bid to one or several contractors whatever is deemed in the best interest of ACCESS.
Low Bidder: The lowest responsive, responsible bid will be based on the cost per month per facility, demonstrated ability to perform the work and history of performance.
Legal Requirements – The Contractor will comply with all federal, state and local laws & regulations, including but not limited to all applicable OSHA/MIOSHA requirements and the Americans with Disabilities Act.
No Contract – This notice is provided for information and invitation only and is not to be construed as an offer to contract or as a contract in and of itself.
No Assumption – ACCESS assumes no responsibility or liability for costs incurred by the Contractor prior to the effective date of any contract resulting from this RFP. Further, Contractor may be required to obtain licenses, liability insurance, and to comply with certain laws and regulations, including but not limited to, the Americans with Disabilities Acts and Equal Opportunity Employment.
Heading and Captions for Convenience Only – Headings and captions included in this this document are included herewith for the sake of convenience only and offer no substantive guidance and are not to be examined for purposes of interpretation.
Independent Contractor – Any contract issued as a result of this RFP shall not be construed as creating a relationship of employer and employee, or principal and agent, or master and servant. Rather Contractor and ACCESS shall assume the responsibility for the acts of their respective employees, agents, representatives, staff, consultants, and subcontractors, and should Contractor’s proposal be accepted only an independent contractor relationship shall exist between Contractor and ACCESS.
No Assignment – A contract awarded under this RFP shall not be assignable in any form or portion without the written consent of ACCESS.
Contract Changes/Modifications - Changes mutually agreed upon by the ACCESS and the Contractor will be incorporated into this contract by written amendments signed by both parties.
Contingent Upon Funding - Contracts conditioned upon availability of funds. If funding is cut and services must be reduced or discontinued, a 30-day notice will be provided.
Disputes - Any disputes arising out of this agreement shall be governed by the laws of the State of Michigan.
Overpayments - Contract debts are amounts that have been paid to a contractor to which the contractor is not currently entitled under the terms and conditions of the contract; or are otherwise due from the contractor under the terms and conditions of the contract.
Schedule of Service & Delays - Snow removal will be completed by no later than 8:00 am, seven (7) days a week. During business hours, snow will be removed within two hours of end of snowfall, seven (7) days a week. In the case that the Contractor(s) cannot meet the deadlines in this Scope of Work, the ACCESS may contract out these duties itself and receive from the vendor the cost incurred.
Termination for Convenience:
ACCESS may terminate this contract at any time and for any reason by giving at least thirty (30) days’ notice in writing to the Vendor. If the contract is terminated by the ACCESS as provided herein, the vendor will be paid a pro-rated payment as negotiated with the ACCESS for the work completed as of the date of termination.
Termination for Cause - ACCESS may terminate the whole or any part of this Agreement, by written notice of default to Vendor, in any one of the following circumstances:
(a) If Vendor fails to perform any duties or obligations within the time specified herein or any written extension thereof granted by Customer;
(b) If Vendor so fails to make progress as to endanger performance of this Agreement in accordance with its terms;
(c) If Vendor fails to comply with any of the material terms and conditions of this Agreement. Such termination shall become effective if Vendor does not cure such failure within a period of ten (10) days after written notice of default by Customer;
(d) If the other party is declared insolvent or bankrupt, or makes an assignment for the benefit of creditors, or a receiver is appointed or any proceeding is demanded by, for or against the other under any provision of the Federal Bankruptcy Act or any amendment thereof.
Upon termination, ACCESS may procure, upon such terms as it shall deem appropriate, services similar to those so terminated. Vendor shall continue performance of this Agreement to the extent not terminated.
Payment - ACCESS payment terms are 14 business days from receipt of invoice. Invoicing will be done on a monthly basis for equal amounts of the entire contract during the snow season. ACCESS, by law, is exempt from State and Federal Taxes.
Term – ACCESS is requesting a 3 year contract beginning approximately 30 days from the selection of the vendor.
Insurance Requirements - The Vendor will maintain at its own expense during the term of this Contract, the following insurance:
1. Workers' Compensation Insurance with Michigan statutory limits and
Employers Liability Insurance with a minimum limit of $100,000 each
accident for any employee.
2. Comprehensive/Commercial General Liability Insurance with a combined
single limit of $1,000,000 each occurrence for bodily injury and property damage. ACCESS shall be added as "additional insured" on general liability policy with respect to the services provided under this contract.
3. Automobile Liability Insurance covering all owned, hired and non-owned vehicles with Personal Protection Insurance and Property Protection Insurance to comply with the provisions of the Michigan No Fault Insurance Law, including residual liability insurance with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage.
4. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to ACCESS. Vendor shall be responsible to ACCESS or insurance companies insuring ACCESS for all costs resulting from both financially unsound insurance companies selected by Vendor and their inadequate insurance coverage. Vendor shall furnish the Facilities Manager with satisfactory certificates of insurance or a certified copy of the policy, if requested by the Facilities Manager.
Schedule A: Locations (w/ # of bins per location)
1. ACCESS Main Office – 2651 Saulino Ct, Dearborn MI 48120 (3)
2. ACCESS Community Health & Research Center – 6450 Maple St, Dearborn, MI 48126 (3)
3. ACCESS Employment & Human Services Center – 6451 Schaefer Rd, Dearborn, MI 48126 (3)
4. ACCESS Community Health & Research Center of Macomb County – 4301 E 14 Mile Rd, Sterling Heights, MI 48310 (1)
Schedule B: Additional Information
1. The Vendor/Contractor will be permitted onsite between the hours of 9:00 a.m. to 3:00 p.m. – Monday through Friday to provide service.
2. The Vendor’s/Contractor’s installer(s) will be required to provide valid identification to enter ACCESS facilities.
3. The Vendor’s/Contractor’s installer is expected to act and dress in a professional manner.
4. Site visits are allowed during the RFP process. Please contact Mark Paul at 313-720-6318 to schedule a visit. It shall be the responsibility of the Vendor/Contractor to thoroughly read and understand the information, instructions, and scope of services contained in this RFP. Vendors/Contractors are expected to fully inform themselves as to the conditions and requirements of the services to be provided. Failure to do so is at the Vendor’s/Contractor’s own risk. No plea of error or ignorance by the Vendor/Contractor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Vendor/Contractor to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of ACCESS. ACCESS will assume that submission of a RFP means that the Vendor/Contractor has familiarized itself with the conditions and requirements and intends to comply with them unless specifically noted otherwise.