Records Storage and Associated Services

The vendor is required to provide records storage and associated services including, but not limited to off-site records storage and retrieval services, and the provision of effective management over retention, storage, retrieval, protection, preservation, and disposition of active, inactive, and historical city of records.
- Average temperature range inside the storage facility.
- Average relative humidity range inside the storage facility.
- Average relative humidity range inside the storage facility.
- Affirmation and proof that the storage facility is equipped with sufficient shelving to accommodate all of the city records.
- Affirmation that the storage facility meets all code requirements of the Americans with disabilities act
(ADA), title iii regulations.
- Affirmation and proof that the storage facility is an individual structure separated from other buildings.
- Affirmation and proof that the storage facility is located above the local flood plain and is constructed of material that meets national fire code prevention standards.
- Affirmation and proof that the storage facility has a humidity and temperature-controlled environment so no excess humidity or temperature extremes shall occur.
- Affirmation and proof that fire walls are structurally sound and capable of withstanding impact and imposed loads if severe fire exposure would cause collapse of the framing on one wall.
- Affirmation and proof that all openings in fire walls are protected on each side by fire doors suitable for
class an opening.
- Affirmation and proof that no water, steam, or other piping is present in the records storage area other than pipes for the sprinkler system.
- Affirmation and proof that the storage facility has a non-combustible roof.
- Affirmation and proof that records will not be stored in an area that does not expose them to sunlight or ultraviolet light.
- Affirmation and proof that the storage facility shelving is made of fire retardant, chemically-neutral, steel construction, sturdy enough to hold boxes weighing as much as 50 pounds per box, and that bottom shelves are at least three (3) inches from the floor.
- Affirmation and proof that storage facility has an operational fire sprinkler system and monitoring system which provides 24 hours a day, seven (7) days a week protection against water flow, heat, smoke-gas, fire, motion and glass or the breaking in of any doors or windows.
- Affirmation and proof that the storage facility possesses a 24-hour security system providing interior and exterior security.
- Affirmation and proof that the facility is equipped with insect control devices or is serviced by a commercial extermination firm on a regular basis.
- Affirmation and proof that the storage facility has emergency access capabilities and an emergency plan and procedures.
- Offerors are to submit the current emergency plan procedures with their proposal.
- Affirmation and proof that the storage facility shall provide the city with a written disaster preparedness plan and procedures.
- Offerors are to submit the current plan with their proposal.
- Additional information regarding the storage facility.
- Offeror shall submit as an attachment, their proposed plan to receive, transport, and catalog boxes, files, and tapes from the current storage location, if applicable, to their proposed storage facility at no
additional charge to the city.
- Services
• The successful offeror shall perform all job responsibilities in relation to the storage of the city's records in complete confidentiality.
• Successful offeror must ensure the city that its employees will be performing their task in a confidential manner.
• The successful offeror shall be responsible for transportation, receipt and data entry of files from the current contractor, if applicable, to their storage facility.
• The successful offeror should provide storage of city records 24 hours per day, 365 days per year and provide access to records 24 hours a day, seven days (7) a week.  
• The successful offeror should provide services outside of normal business hours.
• The successful offeror shall provide on-site access to records to authorized employees of the city.
• the city will provide the successful offeror with a list of persons that are allowed to receive, order, access, and pick up records belonging to the city.
• The successful offeror shall take all actions and precautions necessary to prevent damage to all city storage containers, the records contained therein, or spillage and/or loss of any such records.
• Emergency requests for services shall be honored by the successful offeror.
• Delivery should be made within two (2) hours of a request during the city's regular business hours and within four (4) hours of a request outside of the city's regular business hours.
• The successful offeror shall have a records indexing system for assigning tracking numbers, identifying file box contents, indexing microforms, initial storage date, scheduled destruction date, and any other pertinent data for expedited storage and retrieval.
• The successful offeror shall deliver and pick up records when requested, and accept delivery of such records in accordance with specifications, pick-up and delivery via a bonded courier.
• The successful offeror shall provide a monthly report of all records activities between the successful offeror and the city.
• This includes a monthly inventory of records in storage.
• The successful offeror shall provide a separate billing account for each city department.
• The successful offeror shall have secure destruction capabilities, with computer indexing to include destruction dates and provide destruction services in accordance state
• The successful offeror shall provide media storage containers and storage boxes to the city at a reasonable cost. standard storage containers shall be defined as 1.1 cubic foot (minimum) capacity.
• The successful offeror shall use magnetic media transport containers for all pick-up and deliveries of magnetic media.
• Billing and invoices should be received by the 10th of each month, with a detailed listing by department for all activity on the account.
• The successful offeror shall retain all records, documents and support materials relevant to the contract, if awarded, for a period of five (5) years following final payment
- Storage facility
• The storage facility shall meet all code requirements of the Americans with disabilities act (ADA), title iii regulations.
• The storage facility should be an individual structure separated from other buildings and external hazards to ensure safety from fire, flood and other potential natural disasters.
• The storage facility should be located above the local flood plain and be constructed of material that meets all national fire code prevention standards.
• All fire walls should be structurally sound and capable of withstanding impact and imposed loads if severe fire exposure would cause collapse of the framing on one wall.
• All openings in fire walls must be protected on each side by fire doors suitable for class a opening.
• The storage facility should have a non-combustible roof.
• No water, steam, or other piping should be present in the records storage area other than pipes for the sprinkler system.
• Records should be stored in the facility so that they are not exposed to sunlight and/or ultraviolet rays.
• The storage facility shall be equipped with sufficient shelving to accommodate all boxes of city records.
• The storage facility shelving should be of fire retardant, chemically-neutral, steel construction, and sturdy enough to hold boxes loaded with as much as 50 pounds per box.
• Shelves should be placed where they do not touch any walls, especially outside walls. bottom shelves should be at least three (3) inches from the floor.
• The storage facility must have an operational fire sprinkler system and monitoring system which will provide 24 hours a day, seven (7) days a week protection against water flow, heat, smoke-gas, fire, motion and glass or the breaking in any doors or windows.
• The storage facility must possess a 24-hour security system that provides interior and exterior security.
• The storage facility must be clean, well-organized and free of rodents and pest infestation. the facility must be equipped with insect control devices or be serviced by a commercial extermination firm on a regular basis.
• The storage facility must have emergency access capabilities and an emergency plan and procedures.
• The storage facility must have humidity and temperature-controlled environment so no excess humidity or temperature extremes shall occur.
• The city reserves the right to inspect each offeror's facility to ensure it complies with the above requirements.
• If requested by the city, the offeror shall allow city personnel to inspect its facility.
- Questions/Inquires Deadline: March 26, 2025