Summary of Specifications:
The City of Rochester Hills is soliciting sealed proposals from qualified and experienced firms to provide all labor, materials, equipment and the means of work to establish a contract for citywide microfilming services; record storage and document destruction; digital imaging and digital imaging on demand. The City’s Records Retention and Disposal Schedule (RRDS) will determine storage method. Upon award, the Clerk’s Office will be the administrator of the services and main point of contact. The City anticipates entering into a contract with one or more qualified firms in order to provide the necessary services and meet City demands in a professional, cost-effective and timely manner. The contract may be split between more than one contractor; therefore, it is not required that pricing be provided for all services. The City may choose to split the Microfilming Service from the contract. Services shall be provided on an as-needed basis for various City departments. It is anticipated that the contract may be for a period of three (3) years; the City reserves the right to exercise options to renew. The City may choose to enter into a contract for a lesser term based on its best interest. Sealed proposals will be received by the City of Rochester Hills, at the Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309 or submitted online through the MITN website until 3:00 p.m. local time, on February 18, 2010 at which time and place proposers names will be publicly read aloud. Late submittals will not be accepted. Faxed submittals will not be accepted. The City prefers that those documents scanned and submitted online via the MITN website be in Adobe pdf format. A Pre-proposal Meeting will be held on Monday, February 1, 2010 @ 10:00 am. at the City of Rochester Hills Auditorium, 1000 Rochester Hills Drive, Rochester Hills, Michigan 49309 to provide a forum for questions and the proposed work to be performed. Attendance at the Pre-proposal Meeting is voluntary and proposers not in attendance will be eligible to submit a proposal on this project. Questions are to be directed to Marilyn Paulsen-Tomaszewski, CPPB, Purchasing Analyst, Phone: 248.841.2529; Fax 248.608.8178, email paulsenm@rochesterhills.org; all questions must be made in writing prior to February 5, 2010 at noon in order that a written response in the form of an addendum can be processed before the proposals are opened, if such information would be of significance to uninformed proposers. Inquiries received after the date and time above will not be considered. The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, enter site, click on City Services, click on Purchasing, click on Vendor Registration, and click on the word “register” to link to the MITN website. Final proposal results will be posted on the MITN website after award. This proposal consists of three (3) parts. Award may be made on all parts of the proposal or on individual parts. Contractors may provide a submittal on any number of parts. The submission of a proposal shall be considered evidence that the proposer is satisfied with respect to the conditions encountered, and the character, quantity and quality of the work to be performed. All submitted prices shall remain in effect for at least one-hundred twenty (120) days from the date of the opening. Any deviation from the specifications must be noted on the proposal. THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS. Please submit a proposal on or before the date and time given above to: Marilyn Paulsen-Tomaszewski, CPPB, Purchasing Analyst City of Rochester Hills, Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI 48309 All hardcopy proposals must be submitted in a sealed envelope marked “RFP – OFFSITE RECORD STORAGE WITH DOCUMENT DESTRUCTION; MICROFILMING; DIGITAL IMAGING; AND DIGITAL IMAGING ON DEMAND” – please submit five (5) copies or submit online through the MITN website until 3:00 p.m. local time, on February 18, 2010 at which time and place proposers names will be publicly read aloud. Late submittals will not be accepted. Faxed submittals will not be accepted. The City prefers that those documents scanned and submitted online via the MITN website be in Adobe pdf format.
