Furnishing Records Storage and Management Services

The vendor is required to provide all material, equipment and labor to transport, store, maintain, and destroy records of county, in facilities other than secure facilities maintained by county.
- The contractor will not have any, or acquire any interest in the records, but will do with the records only as instructed and authorized by county.
- Records:
• All records of county are public records, which are essential to the administration of government, and must be transported, stored, managed, and destroyed in a manner, which ensures county’s ready access to vital information and promotes economical operation of government.
- Facilities:
• All records of county must be in the state and subject to the immediate, physical custody or control of the courts of the state of all times.
• All facilities, in, at, or by which county’s records are transported, stored, maintained, or destroyed, must be in the state, and, at all times, close enough to county that any record of county, being transported, stored, maintained, or destroyed by the vendor, can be physically delivered, by the vendor, to the county, within three hours of the county’s instructing the vendor to physically deliver the records to the county.
- Records insurance:
• The vendor must obtain and keep in effect at all times during the life of the contract fire insurance, miscellaneous property insurance, water damage insurance, and burglary and theft insurance, by which the county is insured, protected, and indemnified against loss of or damage to records of the county while such records are being transported, stored, maintained, or destroyed by the vendor, and which contracts of insurance are satisfactory to the county.
- Storage environment:
• Storage environment shall be consistent with standards, guidelines, or regulations of the state department of education. 
• The environment, in which any record of county is stored, must be clean, secure, and stable: the temperature of the storage environment must be maintained between 65 degrees and 70 degrees Fahrenheit, with fluctuations of no more than 2 degrees; the relative humidity of the storage environment must be maintained between 35 percent and 45 percent, with fluctuations of no more than 5 percent; the storage environment must protect the documents from ultraviolet light, air pollutants, vermin, damage, disaster, water, fire, and theft; access to the storage environment must be limited, as authorized by county; and the storage environment must be securely locked and fully protected by adequate fire suppression and security systems.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 24, 2025