Document Storage Services

The vendor required to provide record storage, retention, and retrieval in order to provide off-site document storage and related services for all city departments.
- Record storage
•    Provide secure off-site storage for city documents and be able to provide enough physical storage capacity for approximately 4,000 boxes at the initiation of the agreement.
- Record pickup and delivery
•    Accept and respond to pickup and delivery requests from authorized city staff. 
•    Boxes and files during the city’s regular business hours, excluding holidays.
•    Orders for delivery placed before 3:00 p.m. will be delivered by the next business day.
•    Orders for rush delivery placed before 1:00 p.m. will be delivered within 4 hours. 
•    Orders for pickup of new or refile boxes and files will be picked up within 2 business days.
•    New or refile boxes and files for pick up will be picked up from the requesting department’s office unless the department requests pick up from a different location in the building.
•    Combine delivery and pick up of boxes into one trip when requested and shall meet the delivery requirements listed above
- Transition services
•    The first two years following the commencement of the agreement, the contractor must assume full responsibility for the transfer of all of the city’s records stored in locations throughout the city to the contractor’s facility at no charge.
•    This responsibility includes coordination of pick up with a city appointed point of contact (POC) at each department, and secure transport to the storage facility.
•    Provide a list of services required by each department, which would include but are not limited to, new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the contractor’s facility or facilities.
•    Include in its response the process for acquiring the client’s boxes from the current facility and a time line for the process.
•    Should such damage occur, the contractor shall furnish a report to the city POC detailing which boxes were damaged and replaced.
•    The contractor will supply to the city POC an inventory report of the boxes moved to the new storage facility. 
•    This inventory report will list boxes by department name and cost center and number of boxes for each department and cost center.
- Permanent removal or destruction services
•    The permanent removal or destruction of specified boxes stored with the contractor.
•    Provide a secure, permanent removal of such specified boxes and return receipt verification of their destruction to the city. 
•    Boxes permanently removed from storage must not appear on subsequent monthly invoices for storage.
•    Any costs or fees associated with permanent removal of boxes must be identified in the contractor’s bid response.
•    The ability to accomplish the certified destruction of records stored at the contractor’s facility.
- Inventory tracking
•    Maintain an accurate, bar-coded and computer-based inventory tracking system. 
•    The computerized system must be web enabled, with adequate security, to provide internet access to the information by city users, if so requested.
•    Essential data fields include may include: box number, bar code, box size, location, cost center, department, major description, minor description, status, and box history (dates of check out and check in).
•    The inventory tracking process shall include appropriate logs and receipts for pick-up and delivery of the individual boxes for verification and audit purposes. 
•    Logs and receipts will be made available to the city upon request.
•    The inventory status must be updated within 24 hours of activity.
•    Provide a detailed description of your company’s inventory tracking system, its security levels, and service capabilities, with pricing, in your bid response.
- Account and invoicing
•    Provide a monthly invoice to the accounting division – accounts payable showing a line item for each of the departments’ storage and activity costs. 
•    The invoice will include a detailed list of all transactions for each department and a summary page listing division total for each department and cost center. 
•    The total monthly cost for each department will be billed to and paid by the city.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 19, 2025