Hard Copy Records and Magnetic Media Storage Services

The vendor is required to provide for the offsite storage of hard copy records and magnetic media.
- Currently has over 300,000 boxes in the phoenix area with a records storage vendor. 
- These boxes do not belong to just one entity.
- The boxes belong to multiple state entities.
- Provide personnel, facilities, equipment, security, tracking, user interfaces, environmental controls and any transportation necessary to perform all services for secure document storage and secure full service pickup and delivery, board destination focused in the metropolitan area consistent with needs within the state.
- Proper storage and inventory of deposits is of strict importance.
- Contractor will implement and maintain in its deposit storage facilities commercially reasonable safeguards designed to protect unauthorized use or disclosure of the deposits at all times.
- Room temperature in the standard document storage area shall be maintained at ambient temperatures appropriate for the deposits being stored in accordance with industry practice. 
- Contractor shall maintain high volume evaporative coolers to minimize temperature fluctuations as needed.
- Room temperature in the long-term document storage area shall be maintained continuously between 66 degrees Fahrenheit at the minimum and 77 degrees Fahrenheit at the maximum.
- The relative humidity in the storage area is approximately 25% to 40% throughout the calendar year.
- Deposits shall be afforded commercially reasonable security at all times, including continuous video surveillance.
- Room temperature in the media storage area shall be maintained continuously at approximately 70 degrees Fahrenheit with 66 degrees Fahrenheit the minimum and 73 degrees Fahrenheit the maximum.
- The relative humidity in the storage area shall be maintained between 20% and 50%.
- Storage containers shall be specifically designed to hold magnetic media products and shall be made of 22- gauge steel, heavy duty plastic or product of equal performing material.
- Provide an inventory report to be included with the applicable monthly invoice which will include detail on all activities (pick-up/delivery, destruction, re-boxing, etc.).

- Contract Period/Term: 3 years
- Pre-Offer Conference Date: August 28, 2025
- Questions/Inquires Deadline: September 25, 2025