Off Site Data and Document Storage Services

The vendor is required to provide off-site data and document storage facility with a delivery and pickup exchange service.
- The commonwealth shall have the option to change the exchange service and times depending upon the commonwealth's business needs.
- Have an established off-site facility and courier service.
- Have an off-site storage facility that shall be easily accessible and located within a two (2) hour drive of the central area.
- Standard flood hazard determination for the vendor’s site is required to prove that the facility is not in an area of flood risk. 
- Provide documentation with the bid response to prove compliance with this requirement.
- Have a storage vault that is environmentally controlled to maintain a constant temperature (between 60 - 75 degrees) and a humidity level (between 50 – 55 percent) suitable for the storage of magnetic media.
- Have a fire suppression system, which activates automatically, that shall be monitored constantly and shall not result in damages to the commonwealth’s data or documents stored in the vendor’s facility.
- Have a physical security procedure and access control system such that:
•    Access to the storage vault is through a limited number of access points.
•    Access to the storage vault area shall be controlled by a card-key system or equivalent and is visually controlled by personnel only.
•    Isolate and separate commonwealth data from other entities or customers unless otherwise agreed upon by the commonwealth.
•    Ensure that access points to the storage vault area that are not visible by or attended by personnel on duty are monitored by a closed-circuit cable television system and the daily surveillance video shall be retained for thirty (30) days or greater.
•    The storage vault area during off-duty hours is monitored by a security service.
•    there should be 24 x 7 guard presence. 
•    The successful vendor shall provide the name and phone number of the security company providing this service after contract award.
- Provide all storage containers and delivery and pickup exchange service of computer and micro graphic records to the commonwealth data center and other agency locations in the area.
- Provide bonded in-house couriers rather than using a third-party courier service. 
- Provide documentation with the bid response to prove that its in-house couriers are bonded and vendor is in compliance with this requirement.
- Provide for transportation of data in temperature-controlled vehicles with provisions for securing the media to protect against highway impact, unauthorized access, theft and employee security breach during storage and transport that is also in compliance with the publication 1075 concerning the safeguarding of computer media that contains federal tax information.
- Provide two-way communications with vehicle operations at all times.
- The off-site storage facility shall have computer and micro graphic records accessible twenty-four (24) hours per day, three hundred and sixty-five (365) days per year.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 15, 2025