FREIGHT F.O.B. STATE AND LOCAL GOVERNMENT AGENCIES

ALL QUOTATIONS SHALL BE F.O.B. DESTINATION. THE TERM F.O.B.
DESTINATION SHALL MEAN DELIVERED AND UNLOADED ONTO THE RECEIVING DOCK
OF ANY STATE AGENCY AND, WHEN APPLICABLE, ANY LOCAL GOVERNMENT AGENCY
OR AUTHORIZED CORPORATION WITHIN THE STATE OF TENNESSEE, WITH ALL
CHARGES FOR TRANSPORTATION AND UNLOADING PREPAID BY THE
VENDOR/CONTRACTOR.

TERM OF CONTRACT

THE ANTICIPATED EFFECTIVE DATE AND EXPIRATION DATE OF THE CONTRACT ARE
SHOWN ON THE FRONT OF THIS SOLICITATION. IF AWARD HAS NOT BEEN MADE BY
THE ANTICIPATED EFFECTIVE DATE, THEN THE CONTRACT SHALL BECOME
EFFECTIVE UPON THE DATE THE BID IS ACCEPTED AND CONTRACT AWARDED BY
THE STATE, AS INDICATED BY THE PURCHASING AGENT'S SIGNATURE ON THE
CONTRACT NOTICE OF AWARD (NOTE: THE CHANGE OF EFFECTIVE DATE MAY NOT
RESULT IN A CHANGE OF THE ANTICIPATED EXPIRATION DATE.)

RENEWAL OPTIONS: THIS CONTRACT MAY BE RENEWED UPON SATISFACTORY
COMPLETION OF THE INITIAL CONTRACT TERM. THE STATE RESERVES THE RIGHT
TO EXECUTE UP TO (3) OPTIONS TO RENEW THIS CONTRACT ANNUALLY UNDER THE
SAME TERMS AND CONDITIONS FOR A PERIOD NOT TO EXCEED 12 MONTHS EACH BY
THE STATE. IT IS MUTUALLY UNDERSTOOD AND AGREED THAT THE STATE'S
COMMITMENT IS LIMITED TO A BASE TERM CONTRACT, NOT TO EXCEED TWELVE
(12) MONTHS, WHICH IS SUBJECT TO RENEWAL ANNUALLY AT THE STATE'S SOLE
OPTION.

IT IS UNDERSTOOD AND AGREED THAT THE STATE RESERVES THE RIGHT TO
EXTEND THE TERM CONTRACT PERIOD RESULTING FROM THIS SOLICITATION AN
ADDITIONAL PERIOD OF TIME, NOT TO EXCEED 180 DAYS BEYOND THE NORMAL
EXPIRATION DATE OF SUCH CONTRACT, UPON MUTUAL WRITTEN AGREEMENT BY
BOTH PARTIES, UNDER THE SAME TERMS AND CONDITIONS. PROVIDED, HOWEVER,
IN NO EVENT SHALL THE MAXIMUM TERM OF A CONTRACT EXCEED A TOTAL OF
SIXTY (60) MONTHS.
DELIVERY TIME (ON-TIME)

THE CONTRACTOR SHALL BE REQUIRED TO MAINTAIN OR TO HAVE AVAILABLE FOR
HIS OWN USE PERSONNEL, EQUIPMENT, AND SUPPLIES SUFFICIENT TO PERFORM
"ON-TIME" AS SPECIFIED IN THIS INVITATION TO BID.

STATE CONTRACT ADMINISTRATOR

QUESTIONS OR PROBLEMS ARISING FROM BID PROCEDURES OR SUBSEQUENT ORDER
AND DELIVERY PROCEDURES SHOULD BE DIRECTED TO:

STATE OF TENNESSEE
DEPARTMENT OF GENERAL SERVICES, PURCHASING DIVISION
312 ROSA L. PARKS AVENUE
3RD FLOOR WILLIAM R. SNODGRASS TN TOWER
NASHVILLE, TN 37243-0557

TO THE ATTENTION OF THE BUYER LISTED ON THE FACE OF THE
INVITATION TO BID.

PURCHASE ORDER RELEASE (SWC)

ORDERS FOR SERVICES OR SUPPLIES THAT ARE INCLUDED ON STATEWIDE
CONTRACTS SHALL BE PREPARED BY AGENCIES ON DEPARTMENTAL PURCHASE
ORDERS AND FORWARDED DIRECTLY TO THE VENDOR/CONTRACTOR. THESE PURCHASE
ORDERS, WHEN RECEIVED BY THE VENDOR/CONTRACTOR, SERVE AS AUTHORIZATION
FOR SHIPMENT. ITEMS FROM DIFFERENT CONTRACTS MAY BE COMBINED ON A
SINGLE PURCHASE ORDER TO THE SAME VENDOR/CONTRACTOR TO MEET MINIMUM
ORDER REQUIREMENTS. LOCAL GOVERNMENT AGENCIES OR AUTHORIZED
CORPORATIONS, WHERE APPLICABLE, WILL ISSUE THEIR PURCHASE ORDER
RELEASES DIRECTLY TO THE VENDOR/CONTRACTOR(S).

BILLING INSTRUCTIONS
THE CONTRACTOR SHALL INVOICE THE STATE ONLY AFTER COMPLETION OF THE
WORK DESCRIBED IN THE PURCHASE ORDER/CONTRACT, AND AS REQUIRED BELOW
PRIOR TO ANY PAYMENT.

THE CONTRACTOR SHALL SUBMIT AN INVOICE, WITH ALL NECESSARY SUPPORTING
DOCUMENTATION, TO: STATE AGENCY BILLING ADDRESS

SUCH INVOICE SHALL CLEARLY AND ACCURATELY DETAIL THE FOLLOWING
REQUIRED INFORMATION.

INVOICE/REFERENCE NUMBER; (ASSIGNED BY THE CONTRACTOR)
INVOICE DATE;
CONTRACT AND/OR PURCHASE ORDER NUMBER; (ASSIGNED BY THE STATE)
ACCOUNT NAME; PROCURING STATE AGENCY AND DIVISION NAME
ACCOUNT/CUSTOMER NUMBER; (UNIQUELY ASSIGNED BY THE CONTRACTOR TO
THE ABOVE-REFERENCED ACCOUNT NAME;
CONTRACTOR NAME;
CONTRACTOR FEDERAL EMPLOYER IDENTIFICATION NUMBER OR SOCIAL
SECURITY NUMBER; (AS REFERENCED IN CONTRACT)
CONTRACTOR CONTACT (NAME, PHONE, AND/OR FAX FOR THE INDIVIDUAL TO
CONTACT WITH BILLING QUESTIONS);
CONTRACTOR REMITTANCE ADDRESS;
DESCRIPTION OF DELIVERED ITEM OR SERVICE; AND
TOTAL AMOUNT DUE FOR DELIVERED ITEM OR SERVICE.

THE CONTRACTOR UNDERSTANDS AND AGREES THAT THE INVOICE SHALL;

INCLUDE ONLY CHARGES FOR SERVICE DESCRIBED IN CONTRACT OR PURCHASE
ORDER AND IN ACCORDANCE WITH PAYMENT TERMS AND CONDITIONS SET FORTH
IN CONTRACT OR PURCHASE ORDER;

NOT INCLUDE ANY FUTURE WORK BUT WILL ONLY BE SUBMITTED FOR
COMPLETED SERVICE; AND

NOT INCLUDE SALES TAX OR SHIPPING CHARGES (UNLESS OTHERWISE
STIPULATED IN THE CONTRACT OR PURCHASE ORDER).

THE CONTRACTOR AGREES THAT TIMEFRAME FOR PAYMENT (AND ANY DISCOUNTS)
BEGINS WHEN THE STATE IS IN RECEIPT OF A CORRECT INVOICE MEETING THE
MINIMUM REQUIREMENTS ABOVE.

PAYMENT

IT SHALL BE THE RESPONSIBILITY OF THE "BILL TO" AGENCY TO MAKE
PAYMENT. ANY QUESTIONS CONCERNING PAYMENT SHOULD BE ADDRESSED TO THE
"BILL TO" AGENCY LISTED IN THE TOP, RIGHT SIDE OF THE PURCHASE ORDER,
NOT THE PURCHASING DIVISION.

CANCELLATION

TERMINATION FOR CONVENIENCE: THE STATE MAY TERMINATE THIS CONTRACT
WITHOUT CAUSE. SAID TERMINATION SHALL NOT BE DEEMED A BREACH OF
CONTRACT BY THE STATE. THE STATE SHALL GIVE THE VENDOR/CONTRACTOR AT
LEAST NINETY (90) DAYS WRITTEN NOTICE BEFORE THE EFFECTIVE CANCELATION
DATE.
THE VENDOR/CONTRACTOR SHALL BE ENTITLED TO RECEIVE COMPENSATION FOR
GOODS SHIPPED OR SERVICES SATISFACTORILY COMPLETED AS OF THE
CANCELATION DATE, BUT IN NO EVENT SHALL THE STATE BE LIABLE TO THE
VENDOR/CONTRACTOR FOR COMPENSATION FOR ANY GOODS OR SERVICES WHICH
HAVE NOT BEEN RENDERED.
UPON SUCH TERMINATION, THE VENDOR/CONTRACTOR SHALL HAVE NO RIGHT TO
ANY ACTUAL GENERAL, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR ANY OTHER
CLAIMS WHATSOEVER OF ANY DESCRIPTION OR AMOUNT.

TERMINATION FOR CAUSE: IF THE VENDOR/CONTRACTOR FAILS TO FULFILL ITS
OBLIGATIONS UNDER THIS CONTRACT IN A TIMELY OR PROPER MANNER, OR IF
THE VENDOR/CONTRACTOR VIOLATES ANY TERMS OF THIS CONTRACT, THE STATE
SHALL HAVE THE RIGHT TO IMMEDIATELY TERMINATE THE CONTRACT UPON
WRITTEN NOTICE OF INTENT TO CANCEL. THE STATE SHALL HAVE THE RIGHT TO
WITHHOLD PAYMENT IN EXCESS OF FAIR COMPENSATION FOR COMPLETED
SERVICES. NOTWITHSTANDING THE ABOVE, THE CONTRACTOR SHALL NOT BE
RELIEVED OF LIABILITY TO THE STATE FOR DAMAGES SUSTAINED BY VIRTUE OF
ANY BREACH OF THIS CONTRACT BY THE CONTRACTOR.

AT THE END OF ANY FISCAL YEAR ANY CONTRACT MAY BE CANCELED BY THE
STATE WITHOUT NOTICE, IN THE EVENT THAT FUNDS TO SUPPORT THE CONTRACT
BECOME UNAVAILABLE.

THE VENDOR/CONTRACTOR WILL BE REQUIRED TO HONOR ALL PURCHASE ORDERS
THAT WERE PREPARED AND DATED PRIOR TO THE DATE OF THE TERMINATION, IF
RECEIVED BY THE VENDOR/CONTRACTOR WITHIN A PERIOD OF THIRTY (30) DAYS
FOLLOWING THE DATE OF TERMINATION.

PROHIBITION OF ILLEGAL IMMIGRANTS

THE REQUIREMENTS OF PUBLIC ACTS OF 2006, CHAPTER NUMBER 878, OF THE
STATE OF TENNESSEE, ADDRESSING THE USE OF ILLEGAL IMMIGRANTS IN THE
PERFORMANCE OF ANY CONTRACT TO SUPPLY GOODS OR SERVICES TO THE STATE
OF TENNESSEE, SHALL BE A MATERIAL PROVISION OF THIS CONTRACT, A BREACH
OF WHICH SHALL BE GROUNDS FOR MONETARY AND OTHER PENALTIES, UP TO AND
INCLUDING TERMINATION OF THIS CONTRACT.

THE CONTRACTOR HEREBY ATTESTS, CERTIFIES, WARRANTS, AND ASSURES THAT
THE CONTRACTOR SHALL NOT KNOWINGLY UTILIZE THE SERVICES OF AN ILLEGAL
IMMIGRANT IN THE PERFORMANCE OF THIS CONTRACT AND SHALL NOT
KNOWINGLY UTILIZE THE SERVICES OF ANY SUBCONTRACTOR WHO WILL UTILIZE
THE SERVICES OF AN ILLEGAL IMMIGRANT IN THE PERFORMANCE OF THIS
CONTRACT. THE CONTRACTOR SHALL REAFFIRM THIS ATTESTATION, IN WRITING,
BY SUBMITTING TO THE STATE A COMPLETED AND SIGNED COPY OF THE
DOCUMENT AS ATTACHMENT 1, SEMI-ANNUALLY DURING THE PERIOD OF THIS
CONTRACT. SUCH ATTESTATIONS SHALL BE MAINTAINED BY THE CONTRACTOR
AND MADE AVAILABLE TO STATE OFFICIALS UPON REQUEST.

PRIOR TO THE USE OF ANY SUBCONTRACTOR IN THE PERFORMANCE OF THIS
CONTRACT, AND SEMI ANNUALLY THEREAFTER, DURING THE PERIOD OF THIS
CONTRACT, THE CONTRACTOR SHALL OBTAIN AND RETAIN A CURRENT, WRITTEN
ATTESTATION THAT THE SUBCONTRACTOR SHALL NOT KNOWINGLY UTILIZE THE
SERVICES OF AN ILLEGAL IMMIGRANT TO PERFORM WORK RELATIVE TO THIS
CONTRACT AND SHALL NOT KNOWINGLY UTILIZE THE SERVICES OF ANY SUB-
CONTRACTOR WHO WILL UTILIZE THE SERVICES OF AN ILLEGAL IMMIGRANT TO
PERFORM WORK RELATIVE TO THIS CONTRACT. ATTESTATIONS OBTAINED FROM
SUCH SUBCONTRACTORS SHALL BE MAINTAINED BY THE CONTRACTOR AND MADE
AVAILABLE TO STATE OFFICIALS UPON REQUEST.

THE CONTRACTOR SHALL MAINTAIN RECORDS FOR ALL PERSONNEL USED IN THE
PERFORMANCE OF THIS CONTRACT. SAID RECORDS SHALL BE SUBJECT TO
REVIEW AND RANDOM INSPECTION AT ANY REASONABLE TIME UPON REASONABLE
NOTICE BY THE STATE.

THE CONTRACTOR UNDERSTANDS AND AGREES THAT FAILURE TO COMPLY WITH THIS
SECTION WILL BE SUBJECT TO THE SANCTIONS OF PUBLIC CHAPTER 878 OF 2006
FOR ACTS OR OMISSIONS OCCURRING AFTER ITS EFFECTIVE DATE. THIS LAW
REQUIRES THE COMMISSIONER OF FINANCE AND ADMINISTRATION TO PROHIBIT A
CONTRACTOR FROM CONTRACTING WITH, OR SUBMITTING AN OFFER, PROPOSAL, OR
BID TO CONTRACT WITH THE STATE OF TENNESSEE TO SUPPLY GOODS OR
SERVICES FOR A PERIOD OF ONE YEAR AFTER A CONTRACTOR IS DISCOVERED TO
HAVE KNOWINGLY USED THE SERVICES OF ILLEGAL IMMIGRANTS DURING THE
PERFORMANCE OF THIS CONTRACT.

FOR PURPOSES OF THIS CONTRACT, "ILLEGAL IMMIGRANT" SHALL BE DEFINED AS
ANY PERSON WHO IS NOT EITHER A UNITED STATES CITIZEN, A LAWFUL
PERMANENT RESIDENT, OR A PERSON WHOSE PHYSICAL PRESENCE IN THE UNITED
STATES IS AUTHORIZED OR ALLOWED BY THE DEPARTMENT OF HOMELAND SECURITY
AND WHO, UNDER FEDERAL IMMIGRATION LAWS AND/OR REGULATIONS, IS
AUTHORIZED TO BE EMPLOYED IN THE U.S. OR IS OTHERWISE AUTHORIZED TO
PROVIDE SERVICES UNDER THE CONTRACT.

BY BIDDER SIGNATURE IN BOX 23 ON THE FACE OF THIS DOCUMENT, THE
CONTRACTOR, DOES HEREBY ATTEST, CERTIFY, WARRANT, AND ASSURE THAT THE
CONTRACTOR SHALL NOT KNOWINGLY UTILIZE THE SERVICES OF AN ILLEGAL
IMMIGRANT IN THE PERFORMANCE OF THIS CONTRACT AND SHALL NOT KNOWINGLY
UTILIZE THE SERVICES OF ANY SUBCONTRACTOR WHO WILL UTILIZE THE SERVICE
OF AN ILLEGAL IMMIGRANT IN THE PERFORMANCE OF THIS CONTRACT.

A. DESCRIPTION OF SERVICES

1. STORAGE SHALL INCLUDE THE ACCEPTANCE OF VARIOUS ELECTRONIC
DATA MEDIA IN A VARIETY OF FORMS FROM ALL DEPARTMENTS OR
AGENCIES OF THE STATE, LOCATED IN DAVIDSON COUNTY. STORAGE
INCLUDES RACKS, SEALED TAPE TRANSPORT CASES, DISC PACKS, DISC
CARTRIDGES, TAPE CARTRIDGES, DISKETTES, AND MICROFILM/FICHE.

STORAGE SHALL BE IN ACCORDANCE WITH THE SPECIFICATIONS HEREIN.

2. COURIER SERVICE SHALL INCLUDE THE SECURE TRANSPORT OF MEDIA
FROM ALL DEPARTMENTS OR AGENCIES OF THE STATE LOCATED WITHIN
DAVIDSON COUNTY TO THE CONTRACTOR STORAGE SITE. COURIER
SERVICES WITH THE SPECIFICATIONS CONTINED HEREIN.

DEFINITIONS:

SCHEDULED COURIER SERVICE: A PRE-DETERMINED COURIER APPOINTMENT AT A
SET TIME AND DATE. SCHEDULED SERVICES WILL BE DETERMINED BY
THE USING AGENCY.


UNSCHEDULED COURIER SERVICE: A REQUIREMENT FOR SERVICE OCCURRING AT A
TIME NOT SCHEDULED. AGENCIES USING AN UNSCHEDULED SERVICE
MUST PROVIDE THE CONTRACTOR A FOUR (4) HOUR ADVANCE NOTICE
PRIOR TO PERFORMANCE MONDAY THROUGH FRIDAY DURING NORMAL
BUSINESS HOURS (8:00 AM - 4:30 PM) . SERVICE AFTER NORMAL
BUSINESS HOURS 4:31 PM - 7:59 AM IS CONSIDERED TO BE
EMERGENCY SERVICE.

EMERGENCY COURIER SERVICE: SERVICE REQUIRED NOT CONSIDERED EITHER
SCHEDULED OR UNSCHEDULED AND SERVICE OUTSIDE THE DEFINITION
OF SCHEDULED OR UNSCHEDULED SERVICE. COURIER SERVICE
PROVIDED MONDAY THROUGH FRIDAY HAVING LESS THAN A FOUR (4)
HOUR ADVANCE NOTICE, WEEKEND AND HOLIDAY SERVICE HAVING LESS
THAN TWENTY-FOUR (24) ADVANCE NOTICE. SERVICE SHALL BE
PROVIDED BY THE CONTRACTOR WITHIN TWO (2) HOURS NOTICE BY A
STATE AGENCY.

SCHEDULED COURIER SERVICES WILL BE DETERMINED BY THE USING
AGENCIES.

UNSCHEDULED COURIER SERVICES WILL BE THOSE OUTSIDE OF THE
NORMAL SCHEDULED SERVICES BY THE USING AGENCY.

EMERGENCY COURIER SERVICES WILL BE THOSE SERVICES ASSOCIATED
WITH A DECLARED EMERGENCY AS DETERMINED BY THE USING AGENCY.

ALL VEHICLES SHALL BE EQUIPPED WITH A CLIMATE CONTROL SYSTEM
SUFFICIENT TO INSURE COMPLIANCE WITH THE STORAGE TEMPERATURES
CONTAINED WITHIN THE SPECIFICATIONS AND SHALL HAVE BOTH
PORTABLE FIRE EXTINGUISHERS THAT ARE CATEGORY A, B AND C
INCLUDING A HALON FIRE SUPPRESSION OR NFPA AND/OR EPA
REPLACEMENT. ADDITIONALLY, ALL COURIER PERSONNEL SHALL BE
BONDED. ALL VEHICLES SHALL HAVE A TWO WAY COMMUNICATION SYSTEM
WITH THE CONTRACTOR'S STORAGE FACILITY AND CENTRAL OFFICE.

3. HANDLING CHARGES SHALL INCLUDE BUT NOT BE LIMITED TO ALL
SUPERVISION, LABOR, AND EQUIPMENT TO PREPARE CYCLED MEDIA FOR
TRANSPORT. TRANSPORT FROM THE VAULT(S) TO THE VEHICLE(S) AND
FROM THE VEHICLE(S) TO THE CLIENT DESTINATION(S). ADDITIONALLY
HANDLING CHARGES SHALL INCLUDE SUPERVISION AND MAINTENANCE OF
INVENTORY, INVENTORY CONTROLS, AND PREPARATION OF PERIODIC
ACTIVITY AND INVENTORY REPORTS. ALL MEDIA HANDLING SHALL BE IN
COMPLIANCE WITH THE SPECIFICATIONS CONTAINED HEREIN. SPECIFIC

B. SPECIFICATIONS FOR PROTECTION OF MAGNETIC MEDIA STORED OFF-SITE.

1. THE FACILITY SHALL BE ACCESSIBLE BY AT LEAST TWO DIFFERENT
MAJOR ROUTES, BOTH OF WHICH SHALL NOT BE SUBJECT TO CLOSURE
BY A SINGLE CATASTROPHIC EVENT.

2. TO THE EXTENT POSSIBLE, THE FACILITY SHALL NOT BE LOCATED IN
CLOSE PROXIMITY TO AN AREA OR ANOTHER FACILITY IN WHICH THERE
IS A HIGH POTENTIAL FOR FIRE, SMOKE, EXPLOSION, FLOOD, SEISMIC
OR WIND DAMAGE.

3. THE FACILITY SHALL NOT BE LOCATED IN A HIGH CRIME AREA OR IN
AN AREA WITH A HIGH POTENTIAL FOR CIVIL DISOBEDIENCE.

4. THE STORAGE ROOM SHALL HAVE 24 HOUR/7 DAY TEMPERATURE AND
HUMIDITY CONTROLS WITH ALARMS UNLESS IT CAN BE DEMONSTRATED
THAT THE TEMPERATURE AND HUMIDITY IN THE FACILITY WILL NOT
EXCEED STORAGE LIMITS FOR THE MEDIA TO BE STORED AND
TEMPERATURE HUMIDITY RECORDERS ARE INSTALLED.

5. THE ENVIRONMENTAL CONDITIONS FOR NON-PERMANENT STORAGE OF
MEDIA SHALL REMAIN RELATIVELY STATIC WITHIN THE RANGES SHOWN
BELOW:

TEMPERATURE 65 DEGREES - 75 DEGREES F
RELATIVE HUMIDITY 35% - 45%

6. THE RECOMMENDED ENVIRONMENTAL CONDITIONS FOR STORAGE OF MEDIA
SHALL BE EXCEEDED ONLY FOR SHORT PERIODS OF TIME (NOT MORE
THAN 72 CONSECUTIVE HOURS OR MORE THAN 15 DAYS PER YEAR), BUT
NEVER OUTSIDE THE CONDITIONS BELOW:

TEMPERATURE 60 DEGREES - 80 DEGREES F
RELATIVE HUMIDITY 30% - 60%

7. AT NO TIME DURING SHIPPING OR STORAGE SHALL MEDIA BE SUBJECTED
TO A TEMPERATURE OF GREATER THAN 100 F.

8. IF MEDIA, ESPECIALLY TAPE, IS EXPOSED TO CONDITIONS OUTSIDE
THOSE DESCRIBED IN 7 ABOVE, THE OWNER OF THE MEDIA MUST BE
NOTIFIED, WITHIN 2 HOURS OF THE OCCURRENCE.

9. THE FACILITY AND THE STORAGE ROOM SHALL HAVE IONIZATION TYPE
FIRE DETECTION DEVICES AND ALARMS INSTALLED.

10. THE STORAGE ROOM SHALL HAVE MOISTURE DETECTION ALARMS ON THE
FLOOR IF THERE IS POTENTIAL FOR INTERNAL FLOODING DUE TO
EXTERNAL SOURCES.

11. NO MEDIA SHALL BE STORED ON THE FLOOR UNLESS IN WATERPROOF
CONTAINERS.

12. THE FACILITY SHALL HAVE AN EFFICIENT INTRUSION ALARM SYSTEM
COVERING AT LEAST ALL DOORS, WINDOWS, VENTS, ETC., THAT
COULD PROVIDE ACCESS INTO THE FACILITY.

13. ALL FIRE, INTRUSION AND MOISTURE DETECTION ALARMS SHALL BE
CONNECTED TO A 24 HOUR/7 DAY RESPONSE FACILITY.

14. ALL ALARM SYSTEMS SHALL UNDERGO PERFORMANCE TESTING AT LEAST
SEMI-ANNUALLY, AS DESCRIBED IN NATIONAL FIRE CODES.

15. THE STORAGE ROOM SHALL BE FIRE RESISTANT. THE DEGREE OF FIRE
RESISTANCE SHALL BE AT A MINIMUM OF 2 HOURS AFTER DETECTION
OF FIRE.

16. RECORD STORAGE ROOMS SHALL ALSO BE PROVIDED WITH A TOTAL
FLOODING HALON SYSTEM, OR NFPA AND/OR EPA REPLACEMENT IN
ACCORDANCE WITH NATIONAL FIRE CODES.


17. THE FACILITY SHALL HAVE PORTABLE FIRE EXTINGUISHERS OF THE
APPROPRIATE TYPE, SIZE AND NUMBER IN ACCORDANCE WITH NATIONAL
FIRE CODES.

18. FIRE FIGHTING AND FIRE DEPARTMENT NOTIFICATION PROCEDURES
SHALL BE DOCUMENTED/POSTED AND EMPLOYEES TRAINED ON THE
PROCEDURES ANNUALLY.

19. THE RECORDS STORAGE ROOM SHALL BE USED ONLY FOR THE STORAGE OF
RECORDS. ALL OTHER OPERATIONS SHALL BE PROHIBITED.

20. PAPER OR OTHER COMBUSTIBLE MATERIALS, FIXTURES OR FURNISHINGS
SHALL NOT BE STORED WITH MAGNETIC AND OPTICAL MEDIA, EXCEPT
THAT A SMALL AMOUNT OF PAPER MEDIA MAY BE STORED IN THE SAME
ROOM IF IT IS CONTAINED IN CLOSED METAL FILES, CABINETS OR
NONCOMBUSTIBLE CONTAINERS. THE SMALL AMOUNT OF PAPER SHALL
INCLUDE ONLY OPERATING PRACTICES, INVENTORIES, ETC., NECESSARY
FOR DISASTER RECOVERY.

21. IF THE AIR CONDITIONING SYSTEM SERVING THE STORAGE ROOM ALSO
SERVES OTHER AREAS, DAMPERS TO PROTECT AGAINST SMOKE AND FIRE
SHALL BE PROVIDED IN THE DUCT WORK AT ALL PENETRATIONS THROUGH
THE ROOM'S FIRE CUT OFF.

22. AIR DUCTS SERVING OTHER AREAS SHALL NOT PASS THROUGH THE
STORAGE ROOM.

23. AIR CONDITIONING FILTERS SHALL BE LISTED TYPES THAT WILL NOT
BURN FREELY OR EMIT A LARGE VOLUME OF SMOKE OR OTHER
OBJECTIONABLE PRODUCTS WHEN ATTACHED BY FLAMES.

24. A BACK-UP POWER SOURCE SHALL BE AVAILABLE IN CASES OF AN
EMERGENCY.

25. BACK-UP LIGHTING SHALL BE AVAILABLE IN CASE OF AN EMERGENCY.

26. SMOKING, EATING, AND DRINKING MUST BE PROHIBITED IN THE
STORAGE ROOM.

27. THE PHYSICAL SIZE OF THE STORAGE ROOM SHALL NOT EXCEED THE
LIMITS SET OUT IN THE NATIONAL FIRE CODES.

28. THE FACILITY AND PARTICULARLY THE STORAGE ROOM MUST BE
EQUIPPED WITH A SECURE AND EFFICIENT LOCKING SYSTEM.

29. KEYS, CARD KEYS, ACCESS CODES, ETC., FOR THE STORAGE ROOM
SHALL NOT BE THE SAME AS FOR OTHER DOORS IN THE FACILITY.

30. THERE SHALL BE AN EFFICIENT KEY INVENTORY SYSTEM/PROCEDURE IN
PLACE. THIS SYSTEM/PROCEDURE MUST SHOW THE LOCATION OF EACH
KEY TO THE FACILITY AND THE STORAGE ROOM, AND THE PEOPLE
RESPONSIBLE FOR EACH KEY. THERE SHALL ALSO BE INVENTORIES AT
LEAST ANNUALLY TO INSURE THAT ALL KEYS ARE ACCOUNTED FOR. IN
ADDITION, IF KEYS ARE LOST, MISPLACED, STOLEN OR OTHERWISE NOT
ACCOUNTED FOR, THE APPROPRIATE LOCKING MECHANISMS SHALL BE
REPLACED IMMEDIATELY.

31. ACCESS TO THE STORAGE ROOM SHALL BE LIMITED TO ONLY THOSE
PERSONS THAT HAVE A LEGITIMATE NEED TO BE IN THE ROOM.

32. THE STORAGE ROOM SHALL CONTAIN PHYSICALLY SEPARATED STORAGE/
SECURITY ZONES FOR EACH PROCESSING ENTITY UNLESS MOVEMENT OF
MEDIA IN AND OUT OF THE STORAGE ROOM IS CONTROLLED BY A SINGLE
SOURCE, I.E., A LIBRARIAN. THE STATE MAY REQUIRE PHYSICALLY
SEPARATED STORAGE ZONES APART FROM ZONES OCCUPIED BY OTHER OF
VENDOR'S CUSTOMERS.

33. THE FACILITY SHALL HAVE A DOCUMENTED AND ENFORCED PROCEDURE TO
RESTRICT VISITORS TO THE FACILITY AND TO RECORD THE IDENTIFI-
CATION OF EACH AND EVERY NON-EMPLOYEE WHO ENTERS THE FACILITY.
ADDITIONALLY, ALL VISITORS SHALL BE ESCORTED WHILE WITHIN THE
FACILITY.

34. BACK DOOR OR LOADING DOCK ENTRANCE PROCEDURES SHALL BE AS
STRICT, AND SHALL BE ENFORCED TO THE SAME DEGREE AS FRONT DOOR
PROCEDURES. HANDLING OF MEDIA MUST BE BEHIND CLOSED DOORS.
PARKING AREA SHALL BE FENCED & LOADING/UNLOADING VEHICLE MUST
INSIDE OF BUILDING.

35. AFTER HOURS ACCESS SHALL BE RESTRICTED TO ONLY THOSE EMPLOYEES
WHO HAVE A LEGITIMATE NEED, E.G., THOSE WHO ARE PART OF A
DESIGNATED EMERGENCY RESPONSE TEAM. THE LIST OF THESE PEOPLE
SHALL BE UPDATED QUARTERLY AND PROVIDED TO THE STATE'S
DESIGNATED REPRESENTATIVE(S).

36. IF RECORD DUPLICATION FACILITIES ARE AVAILABLE AT THE STORAGE
FACILITY, CONTROLS SHALL BE IN PLACE TO PREVENT ABUSE.
DOCUMENTATION OF THESE CONTROLS MUST BE MADE AVAILABLE UPON
REQUEST.

37. PRE-EMPLOYMENT DRUG/BACKGROUND CHECKS SHALL BE MADE ON ALL
JOB APPLICANTS.


38. ALL EMPLOYEES DEALING WITH RECORDS OR OTHERWISE HAVING ACCESS
TO STORED RECORDS SHALL BE BONDED.

39. EMPLOYEES SHALL WEAR OR CARRY PHOTO IDENTIFICATION CARDS.

40. EMPLOYEES SHALL BE TRAINED IN THE HANDLING, SHIPPING, AND
STORAGE OF MAGNETIC MEDIA AND IF NECESSARY, OPTICAL MEDIA.

41. IF FACILITY EMPLOYEES ARE PART OF AN ORGANIZED BARGAINING UNIT
PROCEDURES SHALL BE IN PLACE FOR CONTINUED OPERATIONS IN THE
EVENT OF A WORK STOPPAGE OR SIMILAR ACTIVITY.

42. EMERGENCY RESPONSE PROCEDURES SHALL BE A PART OF A VENDOR
CONTRACT AND EMERGENCY RESPONSE TIME SHALL BE ADEQUATE TO MEET
THE ANTICIPATED NEEDS OF THE STATE OF TENNESSEE.

43. PRIMARY AND BACK-UP EMERGENCY RESPONSE PROCEDURES FOR STORAGE
SITE PERSONNEL SHALL BE DOCUMENTED. THESE PROCEDURES MUST
INCLUDE:

- EMERGENCY COMMUNICATIONS WITH THE STORAGE FACILITY
AND ITS EMERGENCY RESPONSE PERSONNEL

- TRANSPORTATION FOR EMERGENCY RESPONSE PERSONNEL FROM
THEIR HOMES TO AND FROM THE STORAGE FACILITY.

- TRANSPORTATION OF RECORDS TO AND FROM THE STORAGE FACILITY

44. THE FACILITY AND THE TRANSPORTATION VEHICLES MUST MAINTAIN A
LOW PUBLIC PROFILE.

- THE FACILITY SHALL NOT ADVERTISE THE NATURE OF ITS
BUSINESS TO THE GENERAL PUBLIC.

- THE LOCATIONS OF THE FACILITY SHALL NOT BE USED IN
ANY ADVERTISING AND SHALL NOT BE MENTIONED IN ARTICLES,
NEWS RELEASES, ETC., CONCERNING ITS BUSINESS.

- THE FACILITY MAY DISPLAY THE COMPANY NAME BUT SHALL
NOT DISPLAY THE NATURE OF THE BUSINESS. IF THE
COMPANY NAME IS DESCRIPTIVE OF THE BUSINESS,
DISPLAY OF THE NAME IS DISCOURAGED.

- THE VEHICLES USED TO TRANSPORT RECORDS MAY DISPLAY
THE COMPANY NAME BUT SHALL NOT DISPLAY THE NATURE OF
THE BUSINESS. IF THE COMPANY NAME IS DESCRIPTIVE OF
THE BUSINESS, DISPLAY OF THE NAME IS DISCOURAGED.

45. TRANSPORT VEHICLES SHALL BE CAPABLE OF MAINTAINING THE MEDIA
WITHIN THE ENVIRONMENTAL LIMITS SPECIFIED WITHIN THESE
SPECIFICATIONS AT ALL TIMES. ALARM SYSTEM MUST BE SEPARATELY
CONTROLLED FROM THE BATTERY.
- TWO (2) KEY ALARM SYSTEM/STARTING DISABLE

46. TRANSPORT VEHICLES SHALL HAVE OPERABLE LOCKING MECHANISMS AND
MUST BE LOCKED AT ANY TIME THE VEHICLE IS LOADED.

47. TRANSPORT VEHICLES SHALL BE IN A GOOD STATE OF REPAIR AND BE
REGULARLY SERVICED SO AS TO MINIMIZE THE POSSIBILITY OF A
BREAKDOWN.

48. TRANSPORT VEHICLES MUST BE OWNED BY VENDOR AND SHALL BE IN A
GOOD STATE OF REPAIR AND REGULARLY SERVICED SO AS TO MINIMIZE
THE POSSIBILITY OF A BREAKDOWN.

49. LOADED TRANSPORT VEHICLES SHALL NOT BE LEFT UNATTENDED.

50. MEDIA SHALL BE SHIPPED IN CONTAINERS THAT WILL MINIMIZE
PHYSICAL DAMAGE AND ALSO PROVIDE WATER RESISTANCE.

51. AN ACCOUNTING AND INVENTORY SYSTEM INVOLVING RECEIPTS AND
SIGNATURES SHALL BE USED IN THE STORAGE AND MOVEMENT OF
RECORDS. A REGULARLY UPDATED (QUARTERLY) LIST OF THOSE
AUTHORIZED TO PICK UP MEDIA SHALL BE MAINTAINED AT BOTH THE
DATA PROCESSING CENTER AND THE STORAGE SITE.

52. DAILY INVENTORIES SHALL BE TAKEN BY STORAGE FACILITY CUSTODIAN
AND RECONCILED TO A MASTER INVENTORY. DISCREPANCIES SHALL BE
REPORTED TO THE TAPE LIBRARIAN AT 1-615-741-2233.

53. COPIES OF THE MASTER INVENTORY SHALL BE KEPT AT THE STORAGE
SITE AND AT THE DATA CENTER.

54. THE RIGHT OF THE RECORDS OWNER TO CONDUCT UNANNOUNCED
INSPECTIONS AND/OR INVENTORIES OF AUDITS OF THE VENDOR'S
FACILITY SHALL BE MADE A PART OF THE STORAGE CONTRACT.

55. AS A PART OF THE STORAGE CONTRACT, VENDOR SHALL BE LIABLE FOR
THE LOSS OF ANY MAGNETIC MEDIA, I.E., THE ACTUAL COST OF A NEW
BLANK REPLACEMENT ITEM OF THE SAME TYPE AND QUALITY AS THE
LOST OR DESTROYED ITEM.

56. IF A VENDOR OTHER THAN THE INCUMBENT CONTRACT HOLDER IS THE
SUCCESSFUL BIDDER, THE NEW CONTRACT HOLDER WILL BE RESPONSIBLE
FOR ALL CHARGES ASSOCIATED WITH THE INITIAL PICK UP AND DELIVERY
OF ALL DATA TO BE STORED AT THE NEW SITE. ALL DATA WILL BE
LOCATED AT THE DATA CENTER IN NASHVILLE FOR PICK UP AND WILL BE
TRANSPORTED TO THE SUCCESSFUL BIDDER'S SITE BY THE SUCCESSFUL
BIDDER IN NOT LESS THAN THREE SHIPPMENTS ON (MULTIPLE) DAYS
SCHEDULED BY THE STATE IN ORDER TO MINIMIZE THE RISK OF DATA
LOSS. COST FOR REMOVAL FROM INCUMBENT SITE IS $100,728.25.

GENERAL INFORMATION

THE STATE DATA CENTER CURRENTLY STORES APPROXIMATELY 22,000 IBM 3000
SERIES TYPE TAPE CARTRIDGES OFFSITE. APPROXIMATELY 7,000 OF THOSE
ARE STORED IN RACKS. THE WEEKLY DUMPS AND A SMALL NUMBER OF OTHERS ARE
KEPT IN THE STORAGE CASES UNLESS NEEDED. WITH THE EXCEPTION OF THE
WEEKLY DUMP CARTRIDGES, THE DAILY FLOW IS APPROXIMATELY 600 EACH WAY.
THE WEEKLY DUMPS ARE DONE ON SUNDAY MORNING. AT PRESENT THIS VAULT
CONSISTS OF 660 CARTRIDGES EACH IN APPROXIMATELY 63 CONTAINERS EACH IN
THE PRIMARY AND SECONDARY BACKUPS.

THE STATE DATA CENTER IS CURRENTLY DOING TWO (2) OFFSITE DISASTER
RECOVERY TEST YEARLY. AT THIS TIME ONLY THE CARTRIDGES NEEDED FOR THE
TEST ARE SHIPPED TO THE TEST/RECOVERY SITE. THIS REQUIRES
APPROXIMATELY 150 STORAGE CASES AND 300 THIRTY PACKS. THESE CASES AND
THIRTY (30) PACKS ARE REQUIRED IN ADDITION TO THE ONES NECESSARY
FOR CONTINUING DAILY OPERATIONS. A TRUE DISASTER OR A SURPRISE TEST
WOULD REQUIRE ALL CARTRIDGES IN STORAGE TO BE SHIPPED TO THE
RECOVERY SITE. AT THIS PRESENT TIME THIS WOULD REQUIRE 200 STORAGE
CASES AND 300 THIRTY PACKS.

IN THE EVENT OF A DISASTER OR SURPRISE TEST THE VENDOR IS REQUIRED TO
HAVE EVERYTHING IN STORAGE BELONGING TO THE STATE DATA CENTER PACKED
AND DELIVERED TO A PREDETERMINED LOCAL LOCATION AT THE STATE OF
TENNESSEE'S DISCRETION.

TAPE MANAGEMENT SYSTEM (TMS) REQUIREMENTS

THE STATE OF TENNESSEE REQUIRES A TMS THAT IS INTERACTIVE BETWEEN BOTH
THE STATE VAULT FACILITIES AND THE CONTRACTOR'S OFF-SITE STORAGE
FACILITY. THE TMS MUST PROVIDE EDI (ELECTRONIC DATA INTERFACE)
CAPABILITY AND ALLOW FOR ELECTRONIC TRANSMISSION OF THE STATE'S TMS
VAULTING REPORT IN ASCI FILE FORM TO THE CONTRACTOR'S FACILITY VIA
DIAL-UP LINES. (FTP)

THE STATE REQUIRES THAT THE TMS LOCATED AT THE VENDOR FACILITY
FACILITATE REMOTE QUERY, TAPE LOCATION CAPABILITY, INVENTORY ACCESS
AND AD HOC REPORT GENERATION CAPABILITY. THE TMS MUST BE FULLY
INTEGRATED WITH A BARCODE TRACKING SYSTEM SO AS TO PROVIDE INWARD AND
OUTWARD TAPE MOVEMENT VERIFICATION CAPABILITIES. THE VENDOR'S TMS
MUST ALSO BE ABLE TO TRACK INDIVIDUAL PHYSICAL UNITS WITHIN CONTAINERS
AND ALSO PROVIDE AUDIT TRAILS TO HISTORICALLY PROVE ON-SITE, OFF-SITE
TAPE MOVEMENT.

IN THE EVENT OF A DISASTER, THE CONTRACTOR MUST PROVIDE THE STATE OF
TENNESSEE WITH A NOTEBOOK COMPUTER CONTAINING A FULL INVENTORY OF THE
PHYSICAL UNITS STORED OFF-SITE AT THE CONTRACTOR'S FACILITY. IN
ADDITION TO THE COMPUTER, A COPY OF THE TMS SYSTEM SOFTWARE AND A
SYMBOL HAND HELD SCANNER SHOULD BE PROVIDED FOR OFF-SITE TRACKING
MANAGEMENT AT THE ALTERNATE PROCESSING SITE.