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REQUEST FOR PROPOSALS

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									     Request Letter of Interest
             10-003
       Shredding Services
   Posting: Wednesday, August 18, 2010


    HOWARD C. FORMAN
   CLERK OF THE COURTS




  BROWARD COUNTY 17TH
JUDICIAL CIRCUIT OF FLORIDA

   Issued for Circuit and County Division
        By the Purchasing Division

                (954) 831-6399

       E-mail: kjoiner@browardclerk.org
                 Clerk of The Circuit and County Court – 17th Judicial Circuit
                      Request for Proposal 10-003 – Shredding Services




                       REQUEST FOR PROPOSALS (RLI)
                   BROWARD COUNTY CLERK OF THE COURTS

                             RLI 10-003 Shredding Services


         RLI Posting Date:                         Wednesday, August 18, 2010


         Written Questions Due on or Before:       September 8, 2010

         Proposals Due:                            On or Before 2:00 p.m.,
                                                   Friday, September 15, 2010



NOTICE IS HEREBY GIVEN: The Broward County Clerk of the Courts is accepting
sealed proposals from qualified vendor(s) at 201 S.E. 6th Street, Room 265, Fort
Lauderdale, Florida 33301 for the following services:

For additional information contact:        Karen Joiner
                                           Purchasing Manager
                                           (954) 831-6399
                                           (954) 831-5658 fax
                                           kjoiner@browardclerk.org




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        Clerk of The Circuit and County Court – 17th Judicial Circuit
             Request for Proposal 10-003 – Shredding Services


                      TABLE OF CONTENTS



SECTION I          SPECIAL INSTRUCTIONS &
                   BACKGROUND INFORMATION                               4

SECTION II         INSURANCE REQUIREMENTS                               6

SECTION III        PROPOSAL REQUIREMENTS                                7

SECTION IV         PROPOSAL SUBMITTAL SIGNATURE FORM                    9

SECTION V          STATEMENT OF NON-SUBMITTAL                           10

SECTION VI         STATEMENT OF ORGANIZATION                            11

SECTION VII        SELECTION/NEGOTIATIONS COMMITTEE                     13

SECTION VIII       SPECIFICATIONS                                       14




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                 Clerk of The Circuit and County Court – 17th Judicial Circuit
                      Request for Proposal 10-003 – Shredding Services


                                        SECTION I
       SPECIAL INSTRUCTIONS & BACKGROUND INFORMATION
PURPOSE: Howard C. Forman, Clerk of the Courts (the Clerk), wishes to
establish a contract with a vendor(s) to supply contemporary and/or traditional
apparel with the Clerk’s logo for the Broward County Clerk of Court.

BACKGROUND INFORMATION: The 17th Judicial Circuit (Broward County, Florida)
serves 1,197 square mile region of South Florida containing a population of 1.8 million.
The Clerk leads an organization of approximately 780 employees located in four
courthouses in the county: a central courthouse located in downtown Ft. Lauderdale, a
north satellite courthouse located in Deerfield Beach, a west satellite courthouse located
in Plantation, and a south satellite courthouse located in Hollywood. The various
divisions provide support to the judiciary and services to the general public and other
government agencies. The core services provided include filing court proceedings; filing
and retrieving documents such as arrest reports, traffic citations, affidavits, marriage
licenses and other court related documents; collecting court fees; and creating court
dockets and notifications to participants in legal proceedings.

CONTRACT AWARD: The Clerk of Courts anticipates entering into a contract with a
vendor(s) most qualified to perform the tasks required as outlined in this REQUEST
LETTER OF INTEREST. The selected vendor(s) must sign a formal agreement in the
standard form currently used by the Clerk of Courts.

INQUIRIES: The Clerk of Courts will not respond to oral inquiries. Proposers may
submit an e-mail to kjoiner@browardclerk.org or faxed inquiries regarding this RLI to
the Clerk’s Purchasing Manager

       201 S.E. 6th Street, Room 265
       Ft. Lauderdale, Florida 33301
       (954) 831-5658 fax

The Clerk will respond to written e-mail or faxed inquiries received at least ten (10)
working days prior to the RLI due date.

PUBLIC ENTITY CRIMES STATEMENT: In accordance with Section 287.133(2)(a),
Florida Statutes, "A person or affiliate who has been placed on the convicted vendor(s)
list following a conviction for a public entity crime may not submit a bid on a contract to
provide any goods/services to a public entity, may not submit a bid on a contract with a
public entity for construction or repair of a public building or public work, may not submit
bids on leases of real property to a public entity, may not be awarded or perform work
as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for Category Two, for a period of 36 months from
the date of being placed on the convicted vendor(s) list.”


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                 Clerk of The Circuit and County Court – 17th Judicial Circuit
                      Request for Proposal 10-003 – Shredding Services



RESERVED RIGHTS: The Clerk reserves the right to accept or reject any and/or all
proposals, to waive irregularities and technicalities, and to request resubmissions. Any
sole response received after the first submission date may or may not be rejected by
the Clerk depending on available competition and the timely needs of this organization.
The Clerk reserves the right to further validate, or otherwise confirm(s), specific
vendor(s) responses to this RLI. The Clerk shall be the sole judge of the proposal and
the resulting agreement that is in the organization’s best interest, and the Clerk’s
decision shall be final.

WITHDRAWAL OF PROPOSAL: Proposals may be withdrawn by written request of the
proposer prior to the scheduled due date. Error or negligence on the part of the
proposer in preparing the proposal confers no right for withdrawal after the submission
has been opened.

EQUAL EMPLOYMENT OPPORTUNITY CLAUSE: In accordance with the provisions
of Title VI of the Civil Rights Act of 1964 (78 Stat. 252) and the Regulations of the
Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, the Clerk
hereby notifies all proposers that he will affirmatively ensure that in any contract entered
into pursuant to this advertisement, minority business enterprises will be afforded full
opportunity to submit proposals in response to this advertisement and will not be
discriminated against on the ground of race, color, or national origin in consideration for
an award.

PAYMENT: Requests for payment of services must be submitted in accordance with
the contract documents. All invoiced amounts will be net, and all invoices will be paid
according to the Florida Prompt Payment Act (Chapter 218, Florida Statutes).

PERFORMANCE EVALUATION: At the end of the contract, the receiving department
may evaluate the successful proposer’s performance. This evaluation will become
public record.




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             Clerk of The Circuit and County Court – 17th Judicial Circuit
                  Request for Proposal 10-003 – Shredding Services




                                   SECTION II

                      INSURANCE REQUIREMENTS

WORKERS' COMPENSATION: Worker's compensation coverage must apply to all
employees for statutory limits in compliance with the applicable state and federal
laws. The policy must include employer's liability with a minimum limit of
$1,000,000.00 for each incident.

COMPREHENSIVE GENERAL LIABILITY: Bidders shall have minimum limits of
$1,000,000.00 per occurrence combined single limit for bodily injury liability and
property damage liability. This coverage shall include premises and/or operations,
independent contractors, products and/or completed operations, and a contractual
liability endorsement.

BUSINESS AUTO POLICY: Bidders shall have minimum limits of $1,000,000.00 per
occurrence combined single limit for bodily injury liability and property damage
liability. This coverage shall include owned vehicles, hired and non-owned vehicles
and employee non-ownership.

SPECIAL REQUIREMENTS:
  An appropriate hold harmless clause shall be included in an executed contract.

   Insurance policies meeting the requirements herein identified shall be maintained
   during the duration of the named project. Renewal certificates shall be sent to
   the Clerk of Courts 30 days prior to any expiration date. There shall also be a 30
   day notification to the Clerk of Courts in the event of a cancellation or
   modification of any stipulated insurance coverage.

   Certificates of insurance meeting the required provisions shall be sent to


                  CLERK OF COURTS/BROWARD COUNTY
                      201 S.E. 6th Street, Room 265
                     Fort Lauderdale, Florida 33301

                          ATTN: Purchasing Manager




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                  Clerk of The Circuit and County Court – 17th Judicial Circuit
                       Request for Proposal 10-003 – Shredding Services


                                         SECTION III
                            PROPOSAL REQUIREMENTS

PROPOSAL SUBMISSION AND WITHDRAWAL: Proposals will be considered only from
vendor(s) normally engaged in providing and performing the services specified herein. The
Clerk will receive proposals as follows: one (1) original and five (5) copies. All requested
information, material and documents must accompany the one original and the five copies.
Only proposals containing complete information will be considered. Incomplete proposals will
be considered non-responsive and will be eliminated prior to the beginning of the evaluation.
VENDOR(S) PLEASE NOTE: No part of your proposal can be submitted via FAX or e-mailed. The entire
proposal must be submitted in accordance with the Instructions to proposers contained in this RLI.

Proposals received after the established deadline will not be opened. Proposers may withdraw
their proposals by notifying the Clerk in writing at any time prior to the due date. Proposals not
so withdrawn shall, upon opening, constitute an irrevocable offer for a period of 120 days to
provide the Clerk the services set forth in these specifications until the Clerk accepts one or
more of the proposals. Upon opening, proposals become public records and shall be subject to
public disclosure in accordance with Chapter 119, Florida Statutes.
RULES FOR PROPOSALS: The proposal must name all persons or entities interested in the
proposals as principals. The proposal must declare that it is made without collusion with any
other person or entity submitting a proposal pursuant to this RLI.
PROPOSAL FORMAT: Vendor(s) shall prepare their proposals in strict accordance with the
format outlined. Proposals shall be concise and complete.
PROPOSAL LIMIT/STRUCTURE: The submitted proposal shall consist of the following: one (1)
original and five (5) copies, certificate of insurance, statement of qualifications and experience
for consideration to provide services.

Client References

Vendor(s) must provide at least three (3) references for sites similar to the Clerk where the
vendor(s)’s proposed engagement has been successfully implemented.

Vendor(s) must submit written project descriptions detailing the vendor(s) past professional
experience and accomplishments similar to the scope requirements defined in Section III. In
addition, vendor(s) shall supply a copy of each reference’s contract.

Litigation

Vendor(s) are required to submit the following:

        Provide a list of lawsuits (if any) against the company for active and pending litigation
         involving claims about work of a similar nature, including a summary of the
         allegations.




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                   Clerk of The Circuit and County Court – 17th Judicial Circuit
                        Request for Proposal 10-003 – Shredding Services


        Provide a list that includes the case number and case name of any lawsuit or legal
         proceeding, within the last 5 years wherein a judgment, order, or decision resulted in
         an award of damages against the vendor(s).
         OR
        A statement certifying under oath that there no active or pending litigation against the
         company involving claims about work of a similar nature, whether the work is
         completed or not.

EVALUATION METHOD
General - The Clerk shall be the sole judge as to the merits of the proposal and resulting
agreement, and the Clerk’s decision will be final.
Selection - The Clerk Selection/Negotiation Committee (SNC) shall evaluate the proposals
submitted. A demonstration and a site visit may be conducted involving a limited number of the
top evaluated proposals submitted. After any demonstration or site visit, the committee will
proceed to perform the evaluation. Although the SNC will provide recommendations regarding
each proposal, the Clerk shall maintain final approval over the award of contract.
Scoring – Criteria for ranking is determined by the SNC based on the RLI submissions. Criteria
may include, but is not limited to, the contract price, the delivery times, the quality of the goods
and services, and other available vendor(s) options.

The Clerk reserves the right to eliminate any individual service contained in the bid if, in the
opinion of the Clerk, the fees for providing the service are excessive or if the service proposed
can be performed in an alternative manner.




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                Clerk of The Circuit and County Court – 17th Judicial Circuit
                     Request for Proposal 10-003 – Shredding Services


                                         SECTION IV

                   PROPOSAL SUBMITTAL SIGNATURE FORM
Vendor(s) Name:
__________________________Telephone:_________________________

Home Office Address:
____________________________________________________


City, State, Zip:
_________________________________________________________

Address of office servicing the Clerk of the Courts if different from the home
office address:


_____________________________________________________________________

_____________________________________________________________________

______________________________                     Telephone: _____________________
Name/Title of Representative

The undersigned attests to his/her authority to submit this proposal and to bind the
vendor(s) herein named to perform as contracted if the Clerk awards the contract to
said vendor(s).

The undersigned further certifies that he/she has read the Request for Information,
Terms and Conditions, Insurance Requirements and any other documentation relating
to this request and this proposal is submitted with full knowledge and understanding of
the requirements and time constraints noted herein.

Because addenda are considered binding as if contained in the original specifications,
the Clerk must acknowledge receipt of any addenda. The submittal may be considered
void if receipt of an addendum is not acknowledged.

Addendum No.              Dated               , Addendum No.                Dated ________

Addendum No.              Dated            _, Addendum No.                 Dated ________


Signature:_____________________________ Date: ___________________________



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                 Clerk of The Circuit and County Court – 17th Judicial Circuit
                      Request for Proposal 10-003 – Shredding Services


                                       SECTION V

                       STATEMENT OF NON-SUBMITTAL
If you do not intend to submit a proposal on this service, please return this form to the
above address immediately. If this statement is not completed and returned, your
company may be deleted from the Clerk of Courts Consultants’ list for this service.

                                         RLI 10-003


                                 SHREDDING SERVICES

For the following reason(s):

             Bidder has insufficient time to respond to the REQUEST FOR
             PROPOSALS OF INTEREST

             We do not offer this service.

             Bidder's schedule does not permit it to perform.

             Bidder is unable to meet bond/insurance requirements.

             Bidder is unable to meet proposal specifications.

             The specifications are unclear (explain below).

             The bidder requests removal from the vendor(s) list for this service.

             The reason is not listed (please specify below).

REMARKS:


COMPANY NAME:               _______________________________________________

SIGNATURE:                  _______________________________________________

TELEPHONE:                  _______________________              DATE: ______________




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                Clerk of The Circuit and County Court – 17th Judicial Circuit
                     Request for Proposal 10-003 – Shredding Services




                                      SECTION VI
                       STATEMENT OF ORGANIZATION

Each bidder must state whether he/she is as an individual, partnership, corporation, or
joint venture. Partnerships shall show the names, titles, and original signatures of all
partners with authority to bind the company. Corporations must be signed in the name
and with the seal of the corporation, followed by the original signature and title of the
person authorized to bind the corporation. Each joint venture shall be required to sign
for each individual, partnership, and corporation that is a party to the joint venture.

If bidder is an INDIVIDUAL:

Individual’s Name: ___________________________________________

D/B/A: ______________________________________________________

Signature: ___________________________________________________

Business Address: ____________________________________________

Phone: ______________________________________________________

Fax:   ____________________________________________________

If bidder is a PARTNERSHIP: (Provide Names & Signatures of all partners)
Vendor(s) Name: __________________________________________________
Partner(s): ___________________________________________________

Signature: ____________________________________________________

Partner(s): ____________________________________________________

Signature: ____________________________________________________

Business Address: ______________________________________________

Phone: __________________________ Fax: _________________________

                           (Attach additional sheets if necessary)




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               Clerk of The Circuit and County Court – 17th Judicial Circuit
                    Request for Proposal 10-003 – Shredding Services


If bidder is a CORPORATION:

Corp. Name: _____________________________________________________

State of Inc.:_____________________________________________________

Name/Title of person authorized to bind the Corporation:
_________________________________________________

Name/Title of person authorized to bind the Corporation:
___________________________________________________

Name/Title of person authorized to bind the Corporation:
___________________________________________________

Business Address: __________________________________

Phone: _______________________________________

Fax: __________________________________________

If bidder is a JOINT VENTURE:

Name/Title: ______________________________________________________

Business Address: __________________________________________________

Phone: ___________________________________________________________

Fax: _____________________________________________________________

Name/Title: ______________________________________________________

Business Address: _________________________________________________

Phone: ___________________________________Fax: _____________________

Name/Title of persons authorized to bind the Venture:

________________________

Name/Title of persons authorized to bind the Venture:

________________________


                      (Attach additional sheets if necessary)



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                  Clerk of The Circuit and County Court – 17th Judicial Circuit
                       Request for Proposal 10-003 – Shredding Services


                                        SECTION VII

                        SELECTION/NEGOTIATIONS COMMITTEE

SELECTION/NEGOTIATION PROCESS: The SNC shall be appointed by the Clerk and will
be responsible for recommending the most qualified vendor(s) with whom to begin negotiation
of an agreement for this service. It is anticipated, but is not required, that the process for this
procurement will proceed in the manner outlined below.

REVIEW OF WRITTEN SUBMITTALS: Each vendor(s) should submit documents that
provide evidence of capability to provide the services required for this project. The
bidder shall have, as a minimum, the capabilities listed in Sections VII and VIII, and the
proposal submitted must reflect in detail the inclusion of these services as well as the
degree or expertise of the bidder in utilizing these capabilities. THE CLERK WILL NOT
CONSIDER ORAL/WRITTEN COMMUNICATIONS WHICH VARY THE TERMS OF
THE SUBMITTALS.

Any materials received that are not requested will be discarded.


TECHNICAL STAFF PARTICIPATION: The Clerk’s technical staff may provide
supplemental information to the SNC at the committee’s discretion. The technical staff’s
information provided to SNC may be used to formulate a recommendation.




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                  Clerk of The Circuit and County Court – 17th Judicial Circuit
                       Request for Proposal 10-003 – Shredding Services


                                          SECTION VIII
                                       SPECIFICATIONS
Scope of Work/Deliverables

The Broward Clerk is seeking a full service shredding vendor to maintain document destruction
that meets UUPIA regulations.

SERVICE:

      Vendor(s) warrants that the destruction service will be completed exclusively on-site on
       a predetermined schedule by trained, insured, bonded and certified customer Service
       Professionals in compliance with the vendor(s)’s ISO 9001-2000 policies and
       procedures.

      Equipment: Vendor(s) will provide, at no cost to the Clerk of Courts, security bins,
       consoles, and other related equipment in sufficient numbers to effectively collect
       documents and storage of the Clerk of Courts confidential materials for destruction on
       the Clerk’s premises. The number of security containers will be based on estimates of
       volumes. These security containers shall remain the sole property of the vendor(s) and
       shall be return to the vendor(s) upon termination of the agreement. The vendor(s) shall
       have exclusive rights to destroy the documents and other materials collected in these
       security containers and service all of the Clerk of Court’s bulk shredding requirements.

      Document Collection and Destruction: Vendor(s) will physically collect the Clerk of
       Court’s confidential materials on a regularly scheduled basis, as agreed between the
       vendor(s) and the Clerk of Courts. All confidential materials will be destroyed on the
       Clerk of Court’s premises using mechanical shredding devices(s) (the “Document
       Destruction Process”).

      Certification: At the conclusion of the document destruction process, the vendor(s) will
       immediately provide the Clerk of Courts with a certificate of destruction.

      Inspection Rights: If requested by the Clerk of Courts, an authorized representative of
       the Clerk of Courts may, at any time, inspect the document destruction process.

      Document Disposal and Recycling:           The vendor(s) will recycle Clerk of Court’s
       shredded material.

      Additional Charges: There shall be not fuel, mileage, dump or other additional or
       surcharges on top of the disposal per container charges.

PRICING AND PAYMENT:

The Clerk requires the bids on this RLI be calculated based on a price per 92 Gallon Bin or
equivalent bin measure. Once per week pickup will be at Broward Clerk of Courts, Archive
Division Warehouse, 1600 W. Hillsboro Blvd., Deerfield Beach, FL 33442.


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                  Clerk of The Circuit and County Court – 17th Judicial Circuit
                       Request for Proposal 10-003 – Shredding Services



The Clerk anticipates the average number of bins per week is 4 bins to 6 bins. Number of bins
varies depending on volume of work collected in the warehouse for shredding each week.

Additional pickups within the same week may be arranged, as necessary, if there is an unusual
volume of records to be shred. Pickup must be between the hours of 8:00 and 2:30 p.m.
Monday through Friday, except court holidays.

Invoices for services rendered may be submitted to Clerk of Court Finance Division, Accounts
Payable, 201 S.E. 6th Street, Room 275, Ft. Lauderdale, FL 33301.

Please include in your bid the following and any other information necessary to understand your
proposed pricing.

    CONTAINER              QUANTITY             SERVICE FREQUENCY                  RATE
   STYLE/SIZE(S)           PROPOSED

       TOTAL


TERM OF AGREEMENT:

      Prices submitted with this Bid shall remain valid throughout the agreement period
       selected by the clerk of courts. This shall apply to all agreements initiated by telephone
       communication at any time prior to expiration date of the contract resulting from this Bid.

      1-YEAR AGREMENT: A one year agreement shall terminate at the end of the one year
       period. No termination notice shall be required by either party. It is incumbent on the
       parties to coordinate end of the agreement term.

       CANCELLATION: An agreement may be canceled at any time during the agreed
       period by the Clerk. A thirty (30) day cancellation notice will be provided in writing. All
       money due to the vendor(s) for the remainder of services delivered prior to termination of
       the agreement period will be due and payable upon submission of the bill pursuant to the
       prompt payment act, F.S. 218.74 except in documented cased or nonperformance by
       the bidder.




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