Record Storage Services

The vendor is required to provide for secure, off-site storage of confidential records and electronic media, along with related transportation of same, for its main location at country.
- Volume: Agency currently has 9,330+ cubic feet of records in storage (6,741 total boxes)
• 5,628 1.3cf legal boxes
• 745 1.75cf boxes
• 241 2cf boxes
• 89 2.7cf banker boxes
• 38 .5cf boxes
- Frequency: as needed, but generally boxes to be transported to storage facility 2-3 times per week.
- The project consists of furnishing all labor, materials and equipment necessary to complete the Following tasks:
• Retain records and electronic media in compliance with federal, state and local retention guidelines or, in lieu of such, with generally accepted record keeping practices.
• Provide storage space in an environmentally protected, structurally sound storage facility (meeting industry standards for medical record and electronic media storage) and must provide specifications regarding structure (fire retardation).
• Provide storage for records and electronic media in a secured area, reasonably designed to prevent loss or damage from any environmental or other cause.
• Provide reasonable inventory and retrieval procedures to ensure expeditious availability and control of deposits
• Records and electronic media (boxes, cabinets, etc.) must be stored in a climate controlled (regulated) environment (between 55f to 75f) and must have a chemical suppressant system to minimize fire damage. 
• Items must be stored off the floor to minimize flood damage.
• A security monitoring system and security staff for warehouse and vault
• Perform background checks on all permanent, temporary and contracted staff.
• Provide record destruction at warehouse.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 25, 2025