Offsite Document Storage Service

The Vendor is required to provide an offsite storage facility to securely store county documents including transportation, easy retrieval, document destruction, and track ability.
- Document storage service in a secure offsite facility with easy document retrieval by countywide staff.
- Offsite Document Storage Services, including but not limited to:
•    Transportation of Records
•    Storage Facility
•    File Management Indexing Services
•    Document Retrieval
•    Box Replacement
•    Document Destruction
•    Inventory Tracking System
•    Online Customer Portal
- Transportation of Records:
•    The contractor shall be responsible for securely handling and transporting physical documents while in transit.
•    Provide standard delivery schedule services and coordinate delivery based on departments' schedule.
•    Provide emergency pickup services as requested.
•    Provide secured and protected containers/boxes to ensure documents are not damaged during transit.
•    Provide validation of proper vehicle size to ensure that all files/boxes/containers requested for pickup, retrieval, or return either from the contractor's storage facility or county facility are properly accounted for.
•    Documents must be returned to the county post-scanning, if requested.
•    Provide tracking workflow for the receiving and delivery of all documents.
•    Provide trackable bar code labels for each container listing all contents.
•    Provide multiple scans of labels to maintain security and track ability of documents throughout the process. 
•    Process must be completed prior to the departure from any county location.
•    Provide a detailed workflow for chain-of-custody of all files/boxes/containers handled by the contractor.
•    Provide a detailed customer report of contents received, label and unique id(s) provided for each file/box/container handled by the contractor.
•    Provide adhered barcode labels to every box and container to reduce data entry errors and validate accuracy of contents.
•    Provide and utilize hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.
- Storage Facility:
•    Be located and operated within the limits of the county or nearby facility approved by the county for easy accessibility.
•    Maintain a level of protection consistent with industry standards and must meet all applicable and current requirements of the national fire protection association.
•    Climate controlled and able to store microfiche and other media type items (such as video, and cassettes) that require the appropriate climate to prevent any type of damage.
•    Equipped with an intrusion alarm system that is monitored twenty-four (24) hours per day, including weekends and holidays.
•    Adequate storage capacity to meet both the current and future needs of the county.
•    Equipped with an intrusion alarm system that is monitored 24 hours per day, including weekends and holidays
•    Responsible for all the contents stored in any of its storage facilities.
•    Provide a written disaster and recovery plan for catastrophic occurrences including, but not limited to, earthquakes, floods, fires, etc. Contractor is responsible for all recovery costs associated with any catastrophic occurrence(s), including, but not limited to, earthquakes, fires, damage, or theft.
•    Adequate and secured loading and unloading areas.
•    Floors shall support at least 300 pounds per square foot and shall be at or above ground level to assure dry storage. 
•    Walls surrounding the record storage area shall be four-hour fire resistant. 
•    Roof shall be of non-combustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Vendor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection
•    Facility layouts shall provide for the security and easy access of the county records.
•    Security shall include but not limited to heat, smoke, extinguishing and intrusion systems.
•    Vector and pest control should be conducted at a minimum of every three (3) months.
- File Management Indexing Services:
•    File management indexing services (services) to all county departments. 
•    Department staff electing to utilize this service shall create a schema for the services prior to processing records into the contractor’s facility.
•    At no time shall the contractor take responsibility for retrieving, purging and determining the indexing schema for the department requesting services.
•    County staff shall prepare their records prior to requesting services. 
•    Each requesting department’s indexing schema shall describe what files the contractor shall index. The
•    Contractor shall have the requesting department verify and sign off on the indexing schema listing at the time services are requested and the records are processed into the contractor’s facility.
- Document Retrieval:
•    Provide a unique order numbering system for each order placed and notify requesting department within twenty-four (24) hours if unable to complete the retrieval request within the required time frame.
•    Standard retrieval requests received before 3:00 pm shall be delivered by 5:00 pm on the following business day.
•    Emergency retrievals with delivery shall be available twenty-four (24) hours a day, seven (7) days per week, within three (3) hours of the request. 
•    After-hours emergency retrievals are to be made by contacting the contractor’s facility directly.
•    Delivery manifest will clearly identify all aspects of the order including but not limited to order number, name of person who placed order, contact person if different then person who placed order and box/file number/name
•    Retrieval requests received before 10:00 am by the contractor shall be delivered by 5:00 pm same day or received by 3:00 pm shall be delivered by noon the next business day.
- Document Destruction:
•    Provide record destruction services to all county departments by means of a certified destruction process in accordance with applicable federal, state or local laws.
•    Agrees that certified record destruction is defined as records destroyed in such a manner as to render the records illegible (e.g. Shredded or chemically destroyed) and shall include a certificate of destruction, attesting to the process utilized, and providing the requesting department with a copy of all certificates of destruction.
•    Certificate of destruction shall be attached to the copy of the final destruction listing.
•    Certificate of destruction shall be signed by the contractor’s designated witness verifying the boxes destroyed match the manifest.
•    Records can be destroyed only when the requesting department provides the appropriate documentation. If the supporting documentation is not provided, the contractor shall deny the request for destruction and notify the county department of such denial. 
•    Contractor shall directly invoice each requesting county department for the destruction of records.
•    Best effort to comply with records destruction requests within thirty (30) days upon receipt of request.
•    Notify county department for any destruction requests not complete within forty-five (45) days of original receipt of request.
•    Completion of the destruction request includes updating contractor inventory tracking system notating that the record or box was destroyed. 
•    Updating the contractor inventory tracking
•    System will be at no additional charge.
- Inventory Tracking System
•    The inventory tracking system shall have the ability to provide reports that support county business processes on an as needed, real time (or close to real time as possible) basis and be accessible by county staff
•    The contractor will not make changes/updates to the inventory tracking system without sixty (60) days prior written notification to the county.
•    The inventory status must be updated within twenty-four (24) hours of activity.
•    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 county upon request
- Online Customer Portal
•    An online customer portal for staff to access for request and retrievals
•    Inventory information to view current document stored at storage facility
•    Provide a twenty-four-seven (24/7) technical support team in case of login and/or other system issues. Tech support shall acknowledge tickets within one (1) business day and resolve within three (3) business days
•    Customer portal shall have chat capability to connect to the tech support team
•    Capable of generating customizable and comprehensive reports but easily digestible for review

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: September 19, 2025