We have reviewed the terms and conditions that you have supplied, and have found some subsequent issues with the context of the terms, and specifically some of the headline terms that we would not be able to
accept.
Based upon our long standing relationship, and our ability
to service your information management needs fully, we respectfully request
that we use the standard terms and conditions that have been specifically
drafted to support the services we provide, and give the greatest protection to
our clients’ data and service requirements. We have attached our standard terms
for your review.
Please let us know if this is acceptable to you. | Please refer to section 8. Contract Negations, Page 13, in the RFP. | 9/19/2024 1:53:38 PM |
1. Do you retrieve at a box level or file level?
2. How many box retrievals per year?
3. How many file retrievals per year?
4. How many trips to deliver/pickup per year?
5. Do you have an inventory report in Excel format for upload to the new vendor database?
6. What is the contract term period?
7. For Electronic Repository system for Scan on Demand. Are you looking for a temporary repository system to download the scanned images or a permanent repository system to store scanned images? Because the permanent repository system typically will have a monthly user license fee and monthly subscription fee.
8. How often do you request Scan on Demand and how many files per request?
9. For onsite shredding services, is this a weekly service? | 1. Do you retrieve at a box level or file level? Answer: We retrieve records at a box level. We do not retrieve individual files from the boxes.
2. How many box retrievals per year? Answer: For information on the number of box retrievals per year, please refer to the similar question answered in the Q&A section.
3. How many file retrievals per year? Answer: Approximately 30 to 50 boxes are requested per year, which translates to the number of file retrievals.
4. How many trips for delivery/pickup per year? Answer: The number of trips varies, ranging from 24 to 192 trips per year.
5. Do you have an inventory report in Excel format for uploading to the new vendor database? Answer: Yes, we have a CSV file containing the box inventory. This file, complete with all relevant headers, will be uploaded to the vendor portal for your access.
6. What is the contract term period? Answer: We are seeking a five-year service contract.
7. For the Electronic Repository system for Scan on Demand, do you need a temporary or permanent repository system? Answer: We prefer the digital files to be uploaded to a secure site, which will be set up and managed by LACERA.
8. How often do you request Scan on Demand, and how many files per request? Answer: LACERA has not previously used a Scan on Demand service, so we do not have specific frequency data at this time.
9. Is onsite shredding a weekly service? Answer: Yes, the onsite shredding service will be requested weekly. Further details can be found in the RFP requirements. | 9/19/2024 7:57:53 AM |
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1. Who is your current RIM provider?
2. How many boxes/cubic feet do you have with your current provider? Are you willing to share an up-to-date inventory report that include box sizes?
3. How many boxes do you add per year?
4. How many boxes do you destroy per year?
5. Do you store open shelf files?
6. Do you have multiple invoices or a single invoice with dept listed under it?
7. In the RFP packet you mentioned the new provider would be responsible for all moving costs. How much do you currently pay to retrieve and permanently remove a box? Is the cost calculated per box or per cubic foot?
| 1. Who is your current RIM provider?
Answer: This information is not necessary for the RFP.
2. How many boxes/cubic feet do you have with your current provider? Are you willing to share an up-to-date inventory report that includes box sizes?
Answer: a) Please refer to the similar question answered in the Q&A section. b) Not at this time. The box information was provided in a previous question.
3. How many boxes do you add per year?
Answer: It varies each year; we add approximately 100 - 300 boxes per year.
4. How many boxes do you destroy per year?
Answer: It varies each year; we destroy approximately 100 to 500 boxes (or more) each year.
5. Do you store open-shelf files?
Answer: No
6. Do you have multiple invoices or a single invoice with dept listed under it?
Answer: We prefer an itemized invoice for each service being provided, i.e., Offsite Storage and Shredding services, Offsite Shredding Services (at LACERA), Scanning Services, etc.
7. In the RFP packet you mentioned the new provider would be responsible for all moving costs. How much do you currently pay to retrieve and permanently remove a box? Is the cost calculated per box or per cubic foot?
Answer: The RFP states that the selected vendor would be responsible for the transfer from the current facilities (located in the LA area), and they must include any cost or credits offered by your company. To answer the question, we have approximately 4,072.24 cubic feet stored either onsite or offsite with our current vendor, and to permanently remove these boxes from their inventory will cost LACERA approximately $140,000. | 9/16/2024 11:35:12 AM |
| The exhibits request that we place that language on our company letterhead. However, the PDF versions appear to be photos that do not allow for highlighting/copying of the text. Can you provide PDF versions on the exhibits that allow us to bring over the requested text onto company letterhead? On a similar note, the IT questionnaire has fields that say "Click or tap here to enter text" but that PDF also seems to be a photo and does not allow for the text to be entered. | To address this concern, a Word version was sent to all participants. If you did not receive it, please contact James Beasley. | 9/10/2024 2:34:30 PM |
| What is the box count for the initial transfer? | We currently have 3144 boxes stored offsite; however, keep in mind that this may change due to our ongoing activities.
Box size - Quantity - CF Total
0.8 - 2 - 1.6 cf
1.2 - 3002 - 3602.4 cf
1.44 - 1 - 1.44 cf
1.6 - 18 - 28.8 cf
2.0 - 4 - 8 cf
2.8 - 74 - 103.2 cf
2.4 - 43 - 207.2 cf | 9/10/2024 2:29:03 PM |