Records Management and Off Site Storage Services

The vendor is required to provide to store sensitive, long- and short-term records of fiscal, child support, personnel, purchasing and other official documents.
a. Transition
• Assume full responsibility for the transportation of all records stored at the location of the county’s incumbent contractor (incumbent) to the successful offeror’s own facility. 
• Provide all equipment, materials, labor, and transportation necessary to retrieve the existing records from the loading dock of the current incumbent’s facility located. 
• Be responsible for any project startup costs, transportation, barcoding, inventory of existing records and reporting during this phase of the implementation at no additional charge to the county. 
• Be responsible for barcoding and labeling all cartons and for entering any necessary data into their database.
• Provide a microsoft excel spreadsheet, by department, listing the inventory of the boxes moved upon successful completion of the transfer of records. 
• Provide the county’s records manager with a report listing all cartons’ previous and current barcode numbers in order to have a cross reference. 
• Care must be taken with old cartons in less than pristine condition. 
• Be responsible, at its sole expense, for providing any and all security precautions necessary to ensure the safety of the county records when transporting them to the successful offeror’s storage facility. 
• Make all services as required in the contract available to county for records in their possession as well as pickup requests from the county. 
• The incumbent will continue to be responsible for delivery requests made by the county until the current contract expiration for those records not yet transferred to the new successful offeror’s facility.
b. Storage carton requirements
• The county will label new cartons with a self-adhesive barcode for identification and inventory purposes. 
• The successful offeror shall provide barcode labels which will be affixed to the cartons prior to the successful offeror picking up the cartons for storage. 
• The barcode labels shall be at a minimum of 2 ¾ wide x 1 ¾ high and shall be perforated for easy use by county staff. 
• The county reserves the right to purchase its own cartons from its own sources for storage of records with the successful offeror. 
• The successful offeror shall be able to provide standard cartons that meet the dimensions and specifications stated in the background, however the successful offeror shall not impose a requirement that the county uses a certain brand of records storage carton. 
• The county may, at its discretion, reuse boxes that are still in sturdy condition.
c. Storage facility
• The successful offeror shall either own or lease the facility where it intends to store county records
• The storage facility shall have enough available space to accommodate an additional 15,000 cartons over the course of this contract. 
• The county desires the successful offeror to own their own facility or have a leased facility with its lease term being coterminous with or longer than the contemplated contract with the county including any renewals. 
• In the event the successful offeror must relocate the storage facility where the county records are stored, the successful offeror shall notify the county 90 days in advance of the move and provide a plan of action for the county’s feedback to mitigate the risk of records getting lost during the move. 
• The storage facility shall be located close enough from the county government complex, 4301 
• The successful offeror shall ensure county records are free from damage from exposure to sunlight, the elements (including simple heat or cold), mold, mildew, vermin damage or infestation, water damage of any kind to include condensation, or from any other damage causing contingency including the loss of electric power. 
• The successful offeror shall provide a climate-controlled area in its main storage facility which provides protection for boxes containing cd’s, microfiche and microfilm stored under this contract. 
• Humidity and adequate ventilation shall be a consideration for the climate-controlled area. 
• The climate-controlled area shall be designated for county records only, must be inaccessible to all but the successful offeror’s authorized personnel and kept locked and secured at all times. 
• County records shall not be stored with or near any hazardous or bio-hazardous materials. 
• County records shall be stored at least 18 inches above the floor of the storage facility. 
• The county reserves the right to conduct, at its discretion, audits of the successful offeror’s facility in order to ensure compliance with the resulting contract. 
• The successful offeror shall cooperate in the audit by furnishing inventory, destruction, invoicing and any other administrative records requested for auditing purposes. 
• The successful offeror shall supply a suitable work location at the storage facility for the county to conduct their audit. 
• The successful offeror shall provide on-site parking for county authorized employees wishing to retrieve stored records at the facility.
d. Internet accessible database
• The county currently utilizes an online web-based system provided by the incumbent to support all records management and off-site services. 
• The system shall allow single sign on for individual users and allow the county’s records manager to have access to every account. 
• The successful offeror shall provide an online web-based records access system to be utilized by the county.
• The system shall function as the successful offeror’s records request system and as the successful offeror’s administrative record for the county’s stored records. 
• The system must allow for the entering and searching of inventory information as well as online initiation of records retrieval and re-file requests. 
• The database shall be accessible 24 hours per day, 365 days of the year, unless reasonable system maintenance or upgrade is necessary, at which time the downtime is not to exceed 24 consecutive hours if performed Monday through Friday. 
• The successful offeror shall give the county at least 48 hours advance notice for system maintenance or upgrade that may result in any interruption of services.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: July 8, 2025
- Questions/Inquires Deadline: July 21, 2025