Records Storage Retrieval and Destruction Services

The vendor is required to provide records storage retrieval and destruction services for include:
1. Secure storage and facility standard
•    Records must be fully accessible to the city’s records manager or designee. the successful offeror shall have the capability to invoice charges directly to individual departments. 
•    The storage facility must be located within fifteen (15) miles of city hall. 
•    The city strongly prefers a facility that is easily accessible without the city incurring tolls traveling to and from the facility. 
•    The facility must meet all applicable and current standards of the national fire protection association (“NFPA”). 
•    The facility shall have a written disaster recovery plan and procedure. 
•    The facility shall have a functioning, well-maintained fire suppression and monitoring system that provides twenty-four (24) hour, seven (7) day per week protection of all records stored in the facility from water flow, heat, smoke, gas, and fire. 
•    Walls surrounding the records storage area shall be four-hour fire resistant. 
•    Roof shall be constructed of non-combustible materials and be leakproof. 
•    The facility shall be equipped with heating, ventilation and air conditioning controls and capacities to ensure records will not deteriorate due to heat, humidity and cold. 
•    The facility shall be solidly constructed with secure loading and unloading areas. 
•    The facility shall be at or above grade to prevent damage to records and ensure dry storage. 
•    The facility shall be equipped with enough shelving to store city records. 
•    The facility shall be able to accommodate additional city records. 
•    The facility shall house an administrative area which must include a copier with all related materials and supplies for use by the city at no additional cost. 
•    The facility must have security surveillance twenty-four (24) hours per day, seven (7) days per week. 
•    The facility must have a written plan to control entrance and exit of persons and vehicles. p. the facility shall not house any hazardous materials. 
•    The facility shall be equipped with insect control devices and shall be serviced by a licensed commercial pest exterminator on a regular basis.
2. Protected health information
•    Some city departments are covered entities under the health insurance portability and accountability act (HIPAA), which results in the need to manage and handle some documents with extra care. contractor will execute a business associate agreement, as required by regulations under HIPAA for services rendered that involve the storage or destruction of protected health information (phi).
3. Records transfer plan
•    Full responsibility for the transfer of all the city’s records from the current storage facility to the contractor’s facility. 
•    This responsibility includes new barcoding, labeling, data entry, and inventorying for the boxes to be stored at the contractor’s facility. the transfer of records shall be completed within thirty (30) days of contract execution. the records transfer fee that would be charged by the incumbent contractor shall be addressed in the plan. city records shall remain in the boxes in which they are currently stored. 
•    Replace boxes damaged during transfer from the city’s current facility to the contractor’s facility. 
•    Provide a report to the records manager detailing which boxes were damaged and replaced. 
•    Successful completion of the transfer, the contractor shall provide to the records manager a spreadsheet listing the inventory of the boxes moved to the new storage facility. 
•    The spreadsheet shall list boxes by department and division and be derived from the inventory tracking system
4. On-site record viewing and withdrawal by the city
•    Provide a secure, online work request system that alerts the contractor to the nature of city’s requests and tracks the action taken with the record and box. 
•    The records manager or designee shall always be allowed to access and withdraw records at the facility as necessary at contract prices. 
•    City employees will be required to present their valid city identification badges and sign in and sign out when accessing city records at the facility. 
•    The city will determine if files and boxes will be permanently removed from the facility. 
•    The breakdown of the response times to the city’s requests for on-site record viewing and withdrawal are as follows:
o    Rush order: orders submitted by 1:30pm for same day viewing and withdrawal by the city within three (3) hours of request. 
o    Rush orders requests submitted after 1:30pm shall be accommodated by 8:30am the following business day.
o    Half-day: orders submitted by 9:00am for viewing and withdrawal by 12:30pm and by 1:00pm for viewing and withdrawal by 4:30pm. 
o    Next day: orders placed by 4:30pm for viewing and withdrawal by 4:30pm the following business day.
5. Record delivery and retrieval
•    Accept pickup and delivery requests only from the records manager or designee. 
•    Records shall be delivered to the records manager during the hours of 8:30 am to 4:30pm, Monday through Friday, excluding city holidays. 
•    Records delivery to any other locations must be approved by the records manager. 
•    Requests could range from a single file to multiple boxes. d. the breakdown of the response times to the city’s requests are as follows:
o    Rush order: orders submitted by 1:30pm for same day delivery within three (3) hours of request. rush orders submitted after 1:30pm shall be delivered by 8:30am the following business day. 
o    Half-day: orders submitted by 9:00am for delivery by 12:30pm and by 1:00pm for delivery no later than 4:30pm. 
o    Next day: orders placed by 4:30pm for delivery by 4:30pm the following business day
6. Inventory tracking system
•    Place a written inventory control process so that each record stored can be identified and located in a timely fashion. 
•    The contractor shall maintain an accurate, barcoded and computer-based inventory tracking system supported by all commonly used web browsers such as internet explorer and google chrome. 
•    The system shall provide for a unique username and password for authorized users and security settings for the records manager to determine which actions and services users could initiate. 
•    The system shall track, and the records manager shall be able to identify in real-time, the following information:
o    Identification of each city file and city box,
o    The city department and division associated with each file and box,
o    The file and box description, 
o    The file and box status (checked in/checked out/destroyed), and
o    All records manager designee requests submitted through the system.
•    The inventory tracking process shall include appropriate logs and receipts for pickup, delivery, and on-site record viewing and withdrawal. 
•    These logs and receipts shall be made available to the records manager upon request.
7. Secure records destruction by shredding
•    All destruction of records shall conform to the current state administrative code 17vac15- 120-30 at the time of performance of the work. in general, the records manager will submit a request to the contractor to shred documents at the contractor’s facility or to report to a city-owned facility where documents to be shred shall be collected. other city departments may request secure records destruction by shredding. 
•    Those services shall be billed directly to those departments. item i.c.8
•    Below is an example.
o    Shredding standards
1.    Records shall not be destroyed without prior written authorization from the records manager. 
2.    Document shredders used to destroy records shall be crosscut shredders that reduce paper to a size no wider that 3/8 inches to make information recovery impossible.
o    Shredding from contractor’s facility
1.    The records manager will notify the contractor in writing of the boxes of documents to be destroyed. 
2.    The identification of these boxes shall be based on the inventory tracking system provided by the contractor.
3.    Each monthly invoice submitted by the contractor shall include a section describing records that have been destroyed during that billing period.
o    Shredding from city locations
1.    The records manager, the contractor shall furnish and deliver secure, locked bins into which documents to be destroyed will be placed at city owned facilities. 
2.    The records manager will notify the contractor to collect the secure, locked bins for destruction of the documents at contractor’s facility and to provide secure, locked replacement bins if necessary. 
3.    The city currently utilizes three (3) sizes of secure bins: small (32 gallon), medium (65 gallon), and large (95 gallon). 
4.    Shredding of documents from bins at city locations generally occurs monthly, but there are circumstances under which on-call shredding services are required. 
5.    Provide pricing on the bid form for a regular monthly charge for shredding services and a charge for on-call shredding services.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: September 15, 2025