Records Management and Storage Services

The vendor is required to provide records management and storage services for include:
1. Record storage
•    Provide secure off-site storage for county’s documents and be able to provide enough physical storage for 55,000 ft3 at the initiation of the contract. 
•    County may add more records to the vendor’s facility during the contract period. 
•    Accommodate the additional boxes at the rates offered for the contract term. 
•    The vendor must also accept records for storage that are housed in boxes supplied by county.
2. Record pickup and delivery
•    The vendor shall accept and respond to pickup and delivery request from authorized county staff. 
•    The vendor will deliver boxes and files during regular business hours of 8:30 a.m. to 5:00p.m., Monday thru Friday, excluding holidays.
•    Orders for delivery placed before 4:00 p.m. will be delivered by the next business day. 
•    Orders for rush delivery placed by 1:00 p.m. will be delivered within 4 hours. 
•    Orders for pickup must be of new or refile boxes and files and will be picked up within 2 business days.
•    Vendor must allow in person pick-up and delivery of records from authorized county staff between 8:30 a.m. to 5:00 p.m., Monday thru Friday excluding county holidays.
•    At the commencement of the contract, the vendor must assume full responsibility for the transfer of all of county’s records stored at its current storage facility (iron mountain) to the vendor’s facility.
•    This responsibility includes new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the vendor’s facility or facilities at the beginning of the contract period. 
•    Include in its response the process for acquiring the client’s boxes from the current facility and a time line for the process.
3. Permanent removal or destruction services
•    Provide for the permanent removal of such specified boxes and return to county.
•    The ability to accomplish the certified destruction of records stored at the vendor’s facility and off site at county’s department locations.
4. Transportation
•    Provide vehicles designed for the transportation of storage records. 
•    The vehicles must have the appropriate security features (anti-theft device) and be secured 
•    All vehicles must be equipped with a fire extinguisher.
5. Account representation
•    The vendor shall appoint an account representative for county as a single point of contact in order to insure a high level of responsiveness to the county’s need. 
•    A backup contact shall also be designated for the purposes of providing coverage during the primary contact’s absence.
6. Secure shredding service
•    County may require secure shredding service for documents not in storage. 
•    Vendor will supply locked bins to collect the documents and provide onsite or off-site shredding by request of the department.

- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Non-Mandatory) Date: August 19, 2025
- Questions/Inquires Deadline: August 28, 2025